Indexing your content for AI

To unlock the full potential of QorusDocs’ AI capabilities, your organization's content must be properly indexed. Indexing makes your content discoverable, allowing QorusDocs’ AI to retrieve the most relevant answers quickly and accurately.

What is Indexing?

Indexing is the process of making your documents, templates, and other content searchable and usable by QorusDocs’ AI features. When content is indexed, it becomes available in:

• Smart Search
• QPilot Chat
• QPilot Smart Skills
• AI-powered Smart Fields in your templates

QorusDocs refreshes indexed content automatically twice per day. However, admins can choose to refresh the indexed content manually on demand when required. 

This is especially useful when you have uploaded a lot of new content, or there have been many bulk changes to your existing content, and you’d like QorusDocs’ AI capabilities to leverage your most recent and up to date content. Click here to learn .

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Type of files QorusDocs can Index

For Share Point Libraries, QorusDocs can index the following file types:

• Documents: .html, .htm, .url, .txt, .docx, .pdf
• Spreadsheets: .xlsx
• Presentations: .ppt, .pptx
• Images: .jpg, .jpeg, .png, .bmp, .gif, .svg, .emf
• Videos: .mp4, .mov, .avi, .mkv, .webm

QorusDocs also indexes List Items for both SharePoint List Content Sources and QnA Content Sources.

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How to manually Index Content

To manually index your SharePoint Library and List content sources, follow these steps:

• In your QorusDocs Hub, click on ‘Manage’ in the left nav.
• Click on ‘Content Sources’.
• Locate the content source you would like to index and click on the corresponding gear or cog icon.
• Click on ‘Index Content’.

As you hover your mouse over ‘Index content’, you will see a tool tip that will indicate when the content was last indexed:

PLEASE NOTE: QorusDocs does not have direct access to your content. Indexing and refresh processes are run on behalf of a delegated user who has appropriate access to the underlying content that the content source connects to QorusDocs.

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What is a ‘Delegated User’?

A delegated user is the designated individual whose access permissions allow QorusDocs to index content. QorusDocs performs indexing activities on behalf of the delegated user for your hub.

This is important because if the delegated user leaves the organization or changes role and they lose access to key libraries, the QorusDocs application will also lose the access required to index those libraries. This will in turn impact your users’ use of QPilot and Smart Search.

If this happens, the index will fail, displaying a warning icon next to the affected Content Source. To avoid this from happening, any user belonging to the Admin user role and with access to the affected underlying content can update the delegated user on these content sources.

• In such cases, Admins can update the delegated user to “Themselves” under Advanced Settings of the content source.

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How to update a delegated user:

To update the delegated user for a content source where AI capabilities (QPilot and Smart Search) have been enabled, follow these steps:

• In your QorusDocs Hub, click on ‘Manage’ in the left nav.
• Click on ‘Content Sources’.
• Locate the content source you would like to update and click on the corresponding gear or cog icon.
• Click on ‘Edit’.
• Click Edit again alongside the Content Source URL.
• Go to ‘Show advanced options’

Ensure that either of the two options below are selected:

• Display this Content Source on Smart Search tab.
• Display this Content Source in QPilot Sources dropdown.

Click on the current delegated username (By default this will be the user who enabled the content source for QPilot or Smart Search).

Click on yes to switch the delegated user to yourself.

Note:

- You can only change the delegated user to yourself
- Changing the delegated user for Smart Search or for QPilot changes the delegated user for both options.

Once the delegated user is changed click on Next, then Finish.

A toaster message will appear on top right of your screen confirming that the content source has been updated.
 

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Verifying Indexed Content

To verify if your content is indexed, go to the QorusDocs Hub and open the Search tab. Use Smart Search to look up a specific file name or a known phrase from your content. If the file or phrase appears in the search results, it confirms that the content has been successfully indexed.

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