Max Capacity Setup

For an overview of what Enterprise Search is and how it works, see Enterprise Search Overview. For the inventory of supported connectors and their capabilities, see Search Connectors. New to the two setup journeys or the naming? Start with Choosing Your Journey.

Configuring a Max Capacity connector

Max Capacity connectors are configured through a four-step process. This streamlined approach simplifies setup and ensures organizations can quickly connect their content systems to provide a unified search experience.

Step 1: Prepare and Configure Content Systems

• Collaborate with your system admin to assess the integration requirements for your chosen connector
• Follow the detailed configuration guide for your content system (see Search Connectors for links)
• Create and configure connectors for the content systems in Moveworks Setup
• Grant the appropriate scopes as specified in the configuration documentation

Step 2: Select Connector

In Moveworks Setup, navigate to Search > Configure Search > Max Capacity. Open your system configuration and select Connector Selection.

1. Choose the authentication method and select your preconfigured connector. The available methods depend on the content system.
2. Select the ingestion or Live Search options you want to configure. Complete any required inputs or authorization shown for that method.
3. If Start Validation is shown, select it. Some methods start validation when you select the connector. Wait for validation to finish, then select View details to open the Connector validation dialog.
4. Review the result for each area shown, such as Content, User, Permission, or Group. The areas and checks vary by connector and selected method.

This ServiceNow example shows successful access checks. The areas shown depend on the connector and method.

Understand validation results

When a result has Errors, Warnings, or Details, expand it to read the individual findings. Some results have only a summary. A successful validation confirms the access checks that ran; it does not confirm that ingestion has finished or that content is available in search results.

Inspect diagnostic details

If a finding includes View request and response, open it and select the Request or Response tab. The request identifies the operation used for that check, and the response provides the source system’s result. Use Copy request or Copy response when you need to share the available details with your system administrator or Moveworks support. Review copied details before sharing them and remove sensitive information.

This example shows a source access error in the Response tab. Validation results describe access checks, not the status of an ingestion run.

Request and response details are shown only when they are available for a source request. A check that was skipped because a prerequisite failed has no source response to display. A missing diagnostic panel alone does not establish whether a check ran; use the finding’s explanation and the connector’s setup guide.

Resolve issues and validate again

1. Use the finding’s explanation and the Troubleshooting guide link to review the access requirements for your connector. Resolve failures that prevent other checks from running first.
2. After correcting the setup, select Re-Validate and wait for the new result.
3. Review remaining errors and warnings. If the failure is unclear or Save remains unavailable after required inputs and validation are complete, contact Moveworks support with the connector method, the steps you followed, and the available diagnostic details.
4. When required validation checks pass and the remaining setup requirements are complete, close the dialog and select Save.

Step 3: Select Content Ingestion Strategy

• Choose content scope: Select your preferred ingestion strategy - ‘Only selected sources’, ‘All except selected’, or ‘All available sources’
• Specify content sources: Enter the specific content repositories, folders, or collections you want to include or exclude using the appropriate identifiers for your system
• Review ingestion limits: Max Capacity connectors support up to 100M documents per connector. Refer to the right-hand pane to optimize your content selection strategy.
• Configure additional filters: Use the additional filters section to narrow your content scope - only records matching all specified criteria will be included in the ingestion
• Save and proceed: Click ‘Save’ to save your content selection strategy, or ‘Save and Start Ingestion’ to start ingesting content immediately
  Note: Content selection strategies vary by content systems

Step 4: Define Target Audience

After configuring your connector and content ingestion, define who can access search results from this connector by setting up a Target Audience.

1. From your connector’s home page, click Select Audience (or navigate to the Target audience tab).
2. Choose one of the following options:

3. Click Save to apply your selection.

Important notes

• New connectors do not serve content until an audience is configured. After setting up a new connector, you must select a target audience and save before any content from this connector appears in search results.
• Changes take effect immediately. Audience filtering is applied at query time — no re-ingestion or re-indexing is required when you change the audience setting.
• Source permissions are always enforced. The target audience setting works on top of the source system’s native permissions. Even if a user is in the audience, they can only see content they are authorized to access in the source system.

Recommended workflow

1. Start with Selected users by email ID to test search results with a small pilot group.
2. Once validated, switch to All users to roll out content to your entire organization.
3. If you need to temporarily pause serving content from a connector, switch to No users — ingested content is preserved and can be re-enabled at any time.

User identity and permission automation

When you connect a system, Max Capacity always auto-generates its resource permission configuration. It also auto-generates the user identity configuration, but only when two things are true:

1. Your organization already has an identity configuration. The journey adds the new system to your existing identity configuration; it does not create one from scratch.
2. Your joining key resolves to an email address. Either your organization’s joining key is the email address itself, or a non-email joining key (for example, an employee ID) is mapped to the email field of your primary identity source.

If either condition is not met, the resource permission configuration is still generated, but the user identity configuration is skipped. Before ingestion starts, the dialog displays this warning:

This ServiceNow Live Search example shows the non-blocking warning before the capability is enabled. Users: Not configured refers to Audience selection, not Identity status.

Select Review Identity to open Identity in Moveworks Setup. For setup instructions, see Configure User Identity.

Review Identity opens the Identity Configuration workflow. In an organization without Identity setup, begin by selecting the primary source and adding any required secondary sources.

The warning is advisory and does not block starting ingestion. Proceeding with ingestion does not resolve permissions. Users cannot search any content until Identity is configured.

Filtering: what carries over from Classic Ingestion (and what doesn’t yet)

If you have an existing Classic Ingestion configuration with carefully tuned filters, review this section before setting up the same system on Max Capacity.

What Max Capacity supports today: self-serve selection of content sources — sites, spaces, knowledge bases, drives, folders, or categories, depending on the system — using “Only selected”, “All except selected”, or “All available”, plus created-date and modified-date filters.

What does not carry over from Classic yet:

• Library- and folder-level scoping (SharePoint Online) — Max Capacity scopes at the site level today; scoping to individual document libraries or folders within a site is planned.
• Custom query filters — Confluence CQL filters and ServiceNow query-string filters (including article-type exclusions) have no Max Capacity equivalent today; equivalents are planned.
• Custom attribute rules and file name/type rules — rule-based inclusion/exclusion by content attributes is planned.

If your Classic setup depends on these filters, moving that system to Max Capacity today means changing your content scope — typically ingesting more broadly and relying on permission ingestion and the Target Audience setting to control who sees what. For some setups that is acceptable (source permissions are always enforced); for others it isn’t, and staying on Classic until the corresponding filters ship is the right call. Discuss your specific filter requirements with your account team before moving an existing configuration.

Moving from Classic Ingestion

New SharePoint and ServiceNow configurations are created exclusively through Max Capacity; these two systems no longer appear in the Classic Ingestion new-configuration flows. Existing Classic configurations are unaffected.

There is no in-place conversion between journeys — an existing Classic Ingestion connector or configuration cannot be edited into a Max Capacity one. To move an existing Classic Ingestion configuration to Max Capacity, contact your Moveworks account team to plan the transition.

What to expect after you save

Ingestion does not begin immediately: it starts roughly 12 hours after you save the configuration, and the initial run then takes additional time depending on your content volume. Plan to wait at least 18 to 24 hours after saving before you test search results.

Known limitations across the journey

Each connector’s setup guide lists its own known limitations. Two apply across the journey:

• Validation details vary. The dialog provides per-check findings and request and response details where available. Some failures have only a summary, and skipped checks do not have a source response. If the explanation is unclear or you cannot complete setup, contact Moveworks support with the available details.
• Very large deployments. Deployments with very large content volumes are staged in coordination with Moveworks. Engage your account team early for sizing and planning.