Index sites for search

Configure the SharePoint Online Search Connector to crawl the content from the eligible sites, subsites, drives, and more.

Before you begin

Verify that you have a basic knowledge of Microsoft Azure and Microsoft SharePoint functionality.
Work with a Microsoft SharePoint administrator to understand the set of sites for indexing.
Activate SharePoint Online Search Connector from the ServiceNow store.

Role required: sn_sp_con.admin or admin

Procedure

Navigate to SharePoint Online Search Connector > SharePoint Connectors.
Click New.

Image omitted: site-permission-spoc.png
Options of site permission display for REST connection setup.

On the form, fill in the fields.

Field	Description
Graph connection	Connection for graph. Use the graph tenant record.
REST connection	Connection for REST. Use the Rest tenant record.
Site URL Path	Value of the relative URL of the Microsoft SharePoint site for indexing. For example, if your site URL is https://sncplatform.sharepoint.com/Company/Medicalbenefits, the relative URL of the site is `Company/Medicalbenefits`. Note: This URL is case-sensitive. Subsites are automatically indexed. See SharePoint Online Search Connector search results.
State	State of the indexing.
REST Site Permission	Use one of the following site permissions to manage access to the SharePoint.- Sites.FullControl.All: Provides the full control to SharePoint sites for the signed-in user. Sites, subsites, files, and user groups are indexed with this option. - Sites.Read.All: Provides only the read access to the files for the signed-in user. This option is the default value. Only files and user groups are indexed with this option. - Sites.Selected: Provides selected site control with selected roles to users. Only files and user groups are indexed with this option.
Site role	Use one of the following options to manage access control.- Full control - Read - Write This field appears only when Sites.Selected is selected from REST Site Permission.
Exclude Subsites	List of URLs that are excluded from indexing. These URLs are not indexed by the AI Search and are not displayed in the search results. You can add multiple sites with \\| as a separator. Enter the URLs of any subsites you don't want to index. Note: Ensure you specify the complete URLs and not relative URLs.

Click Submit & Index to validate and start indexing the site.

When you submit the site, the indexing includes the related subsites.
Track the indexing progress from the Search connector record state.

Proceed to see the Indexed Sites related list.

The indexed site list contains the following information:

Field	Description
Name	Subsite name.
Display name	Subsite display name.
Web URL	Web URL of the Microsoft SharePoint site.
Description	Description of the subsite.
Subsites fetch state	Status of the subsite crawl, such as, Pending and Complete.
Drives fetch state	Status of the drives crawl, such as, In progress and Complete.
State	Overall crawl status.
Marked for deletion	Value is False to keep the subsite. Value is True to delete the subsite.

To know more about how to exclude sites, see Exclude sites from indexing.

Result

The sites, subsites, folders, and files are indexed and displayed in your search results. Use filters to verify the progress and manage the indexing status by navigating to SharePoint Online Search Connector > SharePoint Sites.

After site indexing is complete, you can search and discover the site content from multiple channels, like Employee Service Center, Service Portal, Now Mobile app, and Virtual Agent. For more information, see SharePoint Online Search Connector search results.

What to do next

Remove Index: Select the indexed site and click Remove Index to remove the site from indexing. On success, all the sites, drivers, and files are removed from the respective tables and the connector is updated to read only with the Deleted status.