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Integrating my Content Repository with Whatfix
  • 06 Sep 2022
  • 4 Minutes To Read
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Integrating my Content Repository with Whatfix

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Note

The content fetched from your Content Repository is encrypted at all times, i.e., while fetching the content from your Knowledge Base (during transfer) and upon receiving the content on Whatfix servers.

Whatfix enables you to integrate your existing Content Repository such as Confluence, Zendesk, Freshdesk, SharePoint etc., and display the articles you have created in these Repositories as contextual links in Self Help and Task List widgets that appear on your application.

Whatfix uses a proprietary crawler that can index all the pages of your Repository and make them available for search inside Self Help and Task List on your application.

For example, if you have your help content in Confluence and your application is Salesforce, then the Confluence articles can be shown as links in Self Help and Task List that appear in Salesforce.

Once the Repository has been enabled, you can define the Repository that Whatfix needs to index using the following procedure.

Info

To instantly check if your Custom Repository integration is feasible or not, see Instant Feasibility check for Custom Repositories.

Note
  • Only the Account Manager can perform Repository Integration. To see more information about available roles, see Whatfix User Roles.
  • You can integrate up to 5 Repositories and crawl 1000 articles per Whatfix account. To integrate more repository content, contact [email protected].
  • Whatfix supports any HTML-based Repository hosted over the internet. PDF content or XML content is currently not supported.
  • Whatfix can also crawl authenticated Repositories and those that are accessed via SSO.
Steps to integrate a Repository for the first time,

  1. Navigate to the Whatfix Dashboard.
    Goto_dashboard

  2. Click Repositories.
    RB_DB_Clickrepo

  3. Click Add Repository.
    RB_DB_CAgg_addrepo

  4. Click Custom Repository.
    RB_DB_CAggclickcustomrepo

  5. Enter the Title, URL of your Repository and specify if the URL is password protected, and then click Next.
    RB_DB_Caggintegrateinfo

your title goes here
  • The title you provide here is used as the tag name for the default tag attached to all the content fetched.
  • Whatfix automatically converts the URL to lowercase before integration.
  • If the URL is password protected, enter the username and password, and then click Next.
    RB_DB_Caggpassword
  1. Under Crawl Settings, you have the following options to choose from.

    • All content- This option fetches all the content from the whole Repository.
    • Specific content- This option lets you configure conditions to fetch content from specific folders or spaces of the Repository.
      RB_DB_CAggclickIntegrate
  2. After the crawl settings is configured, click Integrate.
    RB_DB_CAggclickIntegratebutton

  3. Once you have created an Integration request, your Repository is listed under Integrated Applications in the processing state.

your title goes here
  • Depending on how big your Repository is, the content sync might take between 24 - 78 hours to complete.
  • Once all the content is indexed, you can access them on the Whatfix Dashboard.
    RB_DB_Clickrepo
  • The content fetched can be added to Self Help and Task List widgets in the same way as you would add any other Whatfix content.
  • If you have Smart Context enabled, you must add the global-page tag for the content to reflect in the Self Help widget on your application. For more information, see
    Adding tags to Repository Content

Steps to integrate an additional Repository

For users who have already integrated a Repository and want to integrate another one with Whatfix, use the following steps,

  1. Navigate to the Whatfix Dashboard.
    Goto_dashboard

  2. On the top right, click the Settings icon.
    RB_DB_Caggclicksettingsicon

  3. Click Manage Repositories.
    Dashboard_LP_repo_click_add_repository

  4. Under Integrate additional Repositories section, select the Repository you want to integrate.
    RB_DB_Caggintegraterepos

  5. Enter the Title, URL of your Repository and specify if the URL is password-protected, and then click Next.
    RB_DB_Caggintegrateinfo

your title goes here
  • The title you provide here is used as the tag name for the default tag attached to all the content fetched.
  • If the URL is password protected, enter the username and password, and then click Next.
    RB_DB_Caggpassword
  1. Under Crawl Settings, you have the following options to choose from.

    • All content- This option fetches all the content from the whole Repository.
    • Specific content- This option lets you configure conditions to fetch content from specific folders or spaces of the Repository.
      RB_DB_CAggclickIntegrate
  2. After the Crawl Setting is configured, click Integrate.
    RB_DB_CAggclickIntegratebutton

  3. Once you have created an Integration request, your Repository is listed under Integrated Applications in the processing state.

your title goes here
  • Depending on how big your Repository is, the content sync might take between 24 - 78 hours to complete.

  • Once all the content is indexed, you can access them on the Whatfix Dashboard.
    RB_DB_Clickrepo

  • The content fetched can be added to Self Help and Task List widgets, in the same way as you would add any other Whatfix content.

  • If you have Smart Context enabled, you must add the global-page tag for the content to reflect in the Self Help widget on your application. For more information, see
    Adding tags to Repository Content

  • If you click Cancel or close the integration pop-up, the integration request is saved as a draft in the Integrated Applications section.
    RB_DB_CaggSavedasdraft

Content Repository Actions

After successful integration, you can perform various actions on your Repository.

To access the Action menu,

  1. Navigate to the Whatfix Dashboard.
    Goto_dashboard

  2. On the top right, click the Settings icon.
    New_settings_icon

  3. Click Manage Repositories.
    Dashboard_LP_repo_click_add_repository

  4. In the Integrated Applications section, navigate to the application for which you want to access the action menu.

  5. Under Actions, click the Ellipsis icon.
    RB_DB_CAggclickactions

  6. The various actions that you can perform are listed below.

  • Sync Now- Performs a forced sync.
  • View & Edit- Displays Repository title, URL, tags associated, and other sync details. You can also add tags and change the Sync Frequency.
  • View Status- Displays the Repository Integration status pop-up.
  • Pause- Pauses content sync. Subsequently, you see a Resume button to continue the sync.
  • Delete- Deletes the Repository.
    Dashboard_repo_action_dropdown.png

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