---
sourceDocument: Australia ServiceNow AI Platform Administration
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/platform-administration

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia ServiceNow AI Platform Administration

ft:clusterId :

    - platadm

bundleId :

    - platadm

workflow :

    - Platform


---

# Configure crawl settings

# Configure crawl settings for a Workday external content connector {#ariaid-title1}

Release version: Australia  
Updated May 15, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 6 minutes to read  
Specify the content types you want your Workday external content connector to retrieve.

## Before you begin

A connector administrator must have already created the Workday external content connector that you want to configure crawl settings for. To learn about this procedure, see [Create a Workday external content connector](https://servicenow-prod.fluidtopics.net/c~y1dntZYxwbyclS~x6KJQ "Create an external content connector to retrieve searchable content from your Workday source system.").  
A Workday admin must have already completed the preliminary tasks shown in the following table.{#configure-crawl-settings-workday-external-content-connector__table_z31_wpy_1hc__entry__2}

| Preliminary task | Description |
|-|-|
| [Configure Workday security settings](https://servicenow-prod.fluidtopics.net/DpR5mOKyKzNmQAiquu6ySQ "Create an unconstrained integration system security group in Workday. The Workday external content connector uses this security group when accessing your Workday content.") | Required task. |
| [Configure access to help articles in Workday](https://servicenow-prod.fluidtopics.net/1bsEVeKWBhw5jUdlQe0BKQ "Create an article audience rule in Workday and specify it for your help articles to make them accessible by all your employees. The Workday external content connector uses the audience rule and article settings to make content and metadata from your help articles searchable.") | Optional task. Only required if you want the connector to retrieve searchable content and metadata from help articles accessible by all users in your Workday organization. |
| [Configure a payslip report in Workday](https://servicenow-prod.fluidtopics.net/2PjShIoBXMukFEmRmjCDDA "Configure a custom report for payroll data in Workday. The Workday external content connector uses this report to make content and metadata from your payroll data searchable.") | Optional task. Only required if you want the connector to retrieve searchable content and metadata from payroll data. |
| [Configure a Learning assignment custom report in Workday](https://servicenow-prod.fluidtopics.net/0q6Yb6s~rD1ddyMcAf1zTQ "Configure a custom report for Learning assignments in Workday. The Workday external content connector uses this custom report to make content and metadata from your Learning assignment data searchable.") and [Get Workday task code for Find Learning Assignments](https://servicenow-prod.fluidtopics.net/obcuh5BPlmj4GLmrFCzCaw "Get the task code for the Find Learning Assignments task from your Workday tenant. The Workday external content connector needs this task code to retrieve Learning assignment data from Workday.") | Optional tasks. Only required if you want the connector to retrieve searchable content and metadata from Learning assignment data. |
| [Get Workday task code for My Team's Birthday](https://servicenow-prod.fluidtopics.net/1yGv9dqkWcnlTn4fPcuB~g "Get the task code for the My Team's Birthday task from your Workday tenant. The Workday external content connector needs this task code to retrieve team birthday data from the Manager hub.") and [Get Workday task code for My Team Anniversaries](https://servicenow-prod.fluidtopics.net/e_HcQVG0jjOdDrQaHBx7bA "Get the task code for the My Team Anniversaries task from your Workday tenant. The Workday external content connector needs this task code to retrieve team anniversary data from the Manager hub.") | Optional tasks. Only required if you want the connector to retrieve searchable content and metadata from Manager hub data. |
[ ]

{#configure-crawl-settings-workday-external-content-connector__table_z31_wpy_1hc}

Role required: sn_ext_conn.xcc_admin

## About this task

This task is optional. By default, the Workday external content connector crawls the following content types and sends them to AI Search for indexing:

* Help articles accessible by all users in your Workday organization
* Benefits information
* PTO information
* Vacation policy information
{#configure-crawl-settings-workday-external-content-connector__ul_lr5_qpw_zgc}  
Only perform this task if you want to prevent the connector from retrieving one or more of these default content types, or if you want it to retrieve any of the following content types:

* Payroll information
* Learning assignments
* Birthday, anniversary, and PTO request data from Manager Insights Hub
{#configure-crawl-settings-workday-external-content-connector__ul_yzp_4pw_zgc}

Content is only retrieved from the source system if it passes all of your configured crawl setting filters. If any crawl setting filter excludes a
content item, the external content connector doesn't retrieve it.  
Important:  
By default, each external content connector can index up to one million (1,000,000) content items from its source system. When a connector exceeds this limit, it continues to crawl the source system,
but only sends content item deletions and updates to AI Search for indexing, ignoring new content items. The connector logs an error message for every 10,000 content items it crawls beyond the indexing limit.{#configure-crawl-settings-workday-external-content-connector__store-app-external-content-connectors-indexing-limit-numeric-ph}

When a connector's indexed content item count exceeds 800,000, a warning message appears in the connector's UI to indicate that it's approaching the indexing
limit. If the connector reaches the indexing limit, an error message appears in its UI.

External content connectors that support user permissions crawls can handle permissions for up to five hundred thousand (500,000) users and their groups. If a connector retrieves
users in excess of this limit, user and group permissions may not be correctly applied to the connector's retrieved content. As a result, the content may not be searchable.

If one of your connectors reaches the content indexing limit, you can update its crawl
settings and file inclusion/exclusion filters to reduce the number of content items it retrieves. Alternatively, if you need a connector to index more than 1,000,000 content items, you can create a Customer Service and Support case at <https://support.servicenow.com/now> to request a limit increase for the connector.

## Procedure

1. Navigate to AllExternal Content ConnectorsExternal Content Admin Home. {#configure-crawl-settings-workday-external-content-connector__navigate-ext-content-connectors-admin-home-step}
{#configure-crawl-settings-workday-external-content-connector__navigate-ext-content-connectors-admin-home-step}
2. In the Connectors list, select the record for the Workday external content connector whose settings you want to modify.
3. In the connector editor's Settings tab, select Crawl settings. {#configure-crawl-settings-workday-external-content-connector__select-crawl-settings-step}
{#configure-crawl-settings-workday-external-content-connector__select-crawl-settings-step}
4. In the Crawl content types section, deselect the options for any of these content types that you don't want the connector to retrieve from Workday:  
   * Articles
   * Benefits
   * PTO information
   * Vacation policy
   {#configure-crawl-settings-workday-external-content-connector__ul_tb3_hjw_zgc}
5. In the Payroll information section, perform one of the following steps.
   * If you don't want the connector to retrieve payroll information from Workday, disable the Crawl payroll information option.
   * If you want the connector to retrieve payroll information from Workday, fill in the fields:{#configure-crawl-settings-workday-external-content-connector__table_l1h_znw_zgc__entry__2}

     | Field | Description |
     |-|-|
     | Payslip period date indicator | Workday ID (WID) for the period data indicator from the payslip report configured in your Workday tenant. If you don't have this WID, ask your Workday administrator for it. |
     | Payslip report owner user name | User name for the integrated system user account that owns the payslip report configured in your Workday tenant. If you don't have this user name, ask your Workday administrator for it. |
     | Payslip report name XML alias | XML alias for the name of the payslip report configured in your Workday tenant. If you don't have this XML alias, ask your Workday administrator for it. |
     [ ]

     {#configure-crawl-settings-workday-external-content-connector__table_l1h_znw_zgc}
   {#configure-crawl-settings-workday-external-content-connector__choices_vqg_ymw_zgc}
6. In the Learning assignments section, perform one of the following steps.
   * If you don't want the connector to retrieve Learning assignments from Workday, disable the Crawl Learning assignments option.
   * If you want the connector to retrieve Learning assignments from Workday, fill in the fields:{#configure-crawl-settings-workday-external-content-connector__table_g2g_v4w_zgc__entry__2}

     | Field | Description |
     |-|-|
     | Learning assignment manager view task code | Task code for the Find Learning Assignments task in your Workday tenant. If you don't have this task code, ask a Workday manager who has access to the Find Learning Assignments task for it. For details on how to find this task code, see [Get Workday task code for Find Learning Assignments](https://servicenow-prod.fluidtopics.net/obcuh5BPlmj4GLmrFCzCaw "Get the task code for the Find Learning Assignments task from your Workday tenant. The Workday external content connector needs this task code to retrieve Learning assignment data from Workday."). |
     | Learning assignments report owner user name | User name for the integrated system user account that owns the Learning assignments report configured in your Workday tenant. If you don't have this user name, ask your Workday administrator for it. |
     | Learning assignments report name XML alias | XML alias for the name of the Learning assignments report configured in your Workday tenant. If you don't have this XML alias, ask your Workday administrator for it. |
     [ ]

     {#configure-crawl-settings-workday-external-content-connector__table_g2g_v4w_zgc}
   {#configure-crawl-settings-workday-external-content-connector__choices_vlw_nnw_zgc}
7. In the Manager hub data section, perform one of the following steps.
   * If you don't want the connector to retrieve Manager Insights Hub data from Workday, disable the Crawl manager Hub data option.
   * If you want the connector to retrieve Manager Insights Hub data from Workday, fill in the fields:{#configure-crawl-settings-workday-external-content-connector__table_q25_2pw_zgc__entry__2}

     | Field | Description |
     |-|-|
     | Birthday task code | Task code for the My Team's Birthday task in your Workday tenant. If you don't have this task code, ask a Workday manager who has access to the My Team's Birthday task for it. For details on how to find this task code, see [Get Workday task code for My Team's Birthday](https://servicenow-prod.fluidtopics.net/1yGv9dqkWcnlTn4fPcuB~g "Get the task code for the My Team's Birthday task from your Workday tenant. The Workday external content connector needs this task code to retrieve team birthday data from the Manager hub."). |
     | Anniversary task code | Task code for the My Team Anniversaries task in your Workday tenant. If you don't have this task code, ask a Workday manager who has access to the My Team Anniversaries task for it. For details on how to find this task code, see [Get Workday task code for My Team Anniversaries](https://servicenow-prod.fluidtopics.net/e_HcQVG0jjOdDrQaHBx7bA "Get the task code for the My Team Anniversaries task from your Workday tenant. The Workday external content connector needs this task code to retrieve team anniversary data from the Manager hub."). |
     [ ]

     {#configure-crawl-settings-workday-external-content-connector__table_q25_2pw_zgc}
   {#configure-crawl-settings-workday-external-content-connector__choices_z5z_nnw_zgc}
8. **Optional:** If you want AI Search to automatically generate captions for content in attachments and files retrieved by the connector, select the Multimodal captions option.  
   When you select this option, the Platform Multimodal Service automatically generates descriptive captions for images, tables, charts, and other visual elements found in retrieved attachments and files. You can discover these retrieved attachments and files by searching for terms from their generated captions.  
   This option is only available when the Platform Multimodal Service plugin is activated on your instance.
   * For details on activating the plugin, see [Activate the Platform Multimodal Service plugin](https://servicenow-prod.fluidtopics.net/Aps2A3ZsA_gtaZTILcqu2w "Enable automatic generation of searchable descriptive captions for images, tables, charts, and other visual elements found in indexed attachments.").
   * To learn how to select the VLM (visual learning model) provider and model used for the Platform Multimodal Service, see [Configure multimodal captioning for AI Search](https://servicenow-prod.fluidtopics.net/nE2_exg8skwGj6J7f2cuwQ "Use the AI Search Admin console to select the visual language model (VLM) provider and model for multimodal captioning.").
9. Select Save and validate.
{#configure-crawl-settings-workday-external-content-connector__steps_yqk_jjw_22c}

## Result

The Workday external content connector is updated with your modified crawl settings.

## What to do next

To retrieve content from your Workday source system using your modified crawl settings, create and run a one-time content crawl for your Workday external content connector. To learn about creating and running one-time content crawls, see [Create a content crawl for an external content connector](https://servicenow-prod.fluidtopics.net/fFJ92ZYif96fkc2JA4HtyQ "Retrieve searchable content and metadata from your source system with a content crawl. Run the crawl as a one-time task or schedule it to run on a recurring basis.").

*[\>]: and then