AI Search Spoke

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of AI Search Spoke

    The AI Search Spoke enables ServiceNow customers to store and access data from third-party applications on the AI Search server using Workflow Studio. Users can interact with this data through the AI Search portal, facilitating enhanced search capabilities within their ServiceNow environment.

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    This spoke requires an active Integration Hub subscription and depends on specific plugins—AI Search (com.glide.ais) and External Content for AI Search (com.glide.ais.externalcontent)—which may require appropriate licensing if used outside the spoke implementation.

    Key Features

    • Commit Index: Commits queued documents for indexing and provides synchronous feedback.
    • Delete Document(s): Removes individual or multiple records from the AI Search content index, with optional filtering using Glide queries.
    • Get Max File Size: Retrieves the maximum file size supported for ingestion into AI Search.
    • Ingest Document: Adds document properties into the batcher for indexing, supporting detailed metadata and security principal access permissions to control user/group visibility.
    • Ingest Document Using Download URL: Downloads and ingests documents from specified URLs, requiring the URL domain to be trusted and allowing security principal access configuration; supports only unauthenticated access URLs.
    • Initialize and Release Batcher: Manages batchers to queue and release documents efficiently for indexing.
    • Is AIS Available For Ingestion: Checks availability of AI Search for document ingestion.
    • Look up Supported File Extensions: Retrieves the list of file types supported for ingestion.
    • Update By Query: Updates records in the AI Search content index matching a specified query.

    Practical Application for ServiceNow Customers

    This spoke empowers customers to automate the ingestion and management of external content, enabling enhanced AI-driven search experiences directly within ServiceNow. By using Workflow Studio with this spoke, customers can streamline content indexing, control document access through security principals, and maintain up-to-date search indexes for improved data retrieval.

    Customers should ensure all dependencies are activated and their Integration Hub subscription is current. Proper configuration of trusted domains and understanding security principal permissions are crucial for secure and effective document ingestion and access control.

    Store data from the required third-party application in the AI Search server through Workflow Studio. Access data through the AI Search portal.

    Request apps on the Store

    Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.

    Integration Hub subscription

    This spoke requires an Integration Hub subscription. For more information, see Legal schedules - IntegrationHub overview.

    Spoke version

    AI Search spoke v2.0.3 is the latest version.

    Spoke dependencies

    If you’re having trouble installing the app, ensure that these dependent plugins are activated:
    • AI Search (com.glide.ais)
    • External Content for AI Search (com.glide.ais.external_content)
    Note:
    Some of these plugins are licensable features and require appropriate licenses, if used outside the spoke implementation.

    Spoke actions

    The AI Search spoke provides actions to automate tasks when events occur in your ServiceNow instance. Available actions include:

    Action Description
    Commit Index Commits queued documents in the batcher and indexes them. Synchronously returns feedback about the indexed content.
    Delete Document

    Deletes a record from the AI Search content index.
    Delete Documents

    Deletes all records that use a specified external content schema table from the AI Search content index. You can optionally specify a Glide query to limit the set of documents deleted from the specified schema table.
    Get Max File Size

    Retrieves the maximum file size which can be ingested into AI Search.
    Ingest Document

    Ingests properties of the specified document into the batcher. In releases starting with Rome, you can optionally specify security principal access permissions for the document.

    Specify the document's properties as name-value pairs in a JSON object formatted as in the following example: 
    {
  "title": "Report 2021-02-26",
  "author": "Abel Tuter",
  "url": "http://example.com/reports/2021/02/26/"
}
    You can specify the document's security principal access permissions as name-value pairs in a JSON object formatted as in the following example:
    {
  "everyone": false,
  "groups.deny": [
    "report-users",
    "hr-users"
  ],
  "groups.read": [
    "report-admins",
    "hr-admins"
  ],
  "none": false,
  "users.deny": [
    "ad\bow-ruggeri",
    "don_goodliffe"
  ],
  "users.read": [
    "ad\beth-anglin",
    "ad\abel-tuter",
    "carol.coughlin@sharepoint"
  ]
}

    For more details on security principal access permissions, see External content access permissions.
    Ingest Document Using Download URL

    Downloads a document from a URL and ingests it into the batcher. In releases starting with Rome, you can optionally specify security principal access permissions for the document.

    Add the URL's domain to the AI Search spoke's list of trusted domains before you specify this action's Download URL input. For details on modifying the spoke's list of trusted domains, see Set up the AI Search spoke.

    This action doesn't support authentication session IDs or cookies, so the document URL must allow unauthenticated access.

    Specify the document's properties as name-value pairs in a JSON object formatted as in the following example: 
    {
  "title": "Report 2021-02-26",
  "author": "Abel Tuter"
}
    The document's url property is automatically populated with the value of the Download URL input.
    You can specify the document's security principal access permissions as name-value pairs in a JSON object formatted as in the following example:
    {
  "everyone": false,
  "groups.deny": [
    "report-users",
    "hr-users"
  ],
  "groups.read": [
    "report-admins",
    "hr-admins"
  ],
  "none": false,
  "users.deny": [
    "ad\bow-ruggeri",
    "don_goodliffe"
  ],
  "users.read": [
    "ad\beth-anglin",
    "ad\abel-tuter",
    "carol.coughlin@sharepoint"
  ]
}

    For more details on security principal access permissions, see External content access permissions.
    Initialize Batcher Initializes a new batcher to queue documents for indexing.
    Is AIS Available For Ingestion

    Checks whether AI Search is available for ingestion.
    Look up Supported File Extensions

    Retrieves file extensions supported by AI Search.
    Release Batcher

    Releases a used batcher from pool.
    Update By Query

    Updates all the records in the AI Search content index that match the specified query.
    See Set up the AI Search spoke for information about setting up the AI Search spoke.