Integrate Custom Repository with Whatfix
  • 15 Mar 2024
  • 3 Minutes To Read
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Integrate Custom Repository with Whatfix

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  • PDF

Article Summary


The content fetched from your repository is encrypted at all times, that is, while fetching the content from your knowledge base (during transfer), and when receiving the content on the Whatfix servers.

In addition to the repositories like Confluence, Zendesk, Freshdesk, SharePoint, etc., which are out of the box integrations supported by Whatfix, Whatfix also enables you to integrate other unsupported repositories using the Custom Repository approach. You can then display the content (articles, documents, images, Videos, etc.) you have created in these repositories as contextual links in the Whatfix 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 widgets like Self Help, Task List, and Pop-up, etc. 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 the Self Help that appears in Salesforce.

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


Only an Account Manager can perform the following task. For more information about available roles, see Whatfix User Roles.

  • You can integrate up to 5 repositories and crawl up to 5000 links per Whatfix account. To integrate more repository content, contact
  • Whatfix supports any HTML-based repository hosted over the internet. PDF content or XML content is currently not supported for custom repository.
  • Whatfix can also crawl authenticated repositories and those that are accessed via SSO.

Use the following steps to Integrate a Custom Repository:

  1. On the Whatfix Guidance dashboard, click Settings.

  2. Click Repositories.

  1. Click Custom Repository.

  2. Enter the title and URL of your repository and specify if the URL is password-protected, and then click Next.

your title goes here

If the URL is password-protected, enter the username and password, and then click Next.

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.
  1. Under Crawl Settings, choose from the following options:
All content

All content option fetches all the content from the entire repository.

Specific content

You can configure conditions to fetch content from specific folders or spaces of the repository by using the Specific content crawl option.

The following table lists all the conditions used while configuring the repository to crawl specific content. These conditions determine which content is fetched from the repository.

Condition Description Example:
Starts With Set value is at the beginning of the URL support.whatfix
Ends With Set value is at the end of the URL
Equals Set URL is an exact match
Not Equals Doesn't equal the value
Contains Set value is present anywhere in the URL
Not Contains Set value is not present anywhere in the URL

You can add more conditions by clicking Add More.

your title goes here

Use the AND or OR operator to condition which content needs to be crawled.

  • AND: All the content mentioned in the conditions separated with AND are crawled.
  • OR: One of the two content is crawled when two conditions are separated with the OR operator.

  1. Once you choose the crawl option, click Integrate.
your title goes here
  • Once you have created an Integration request, your repository is listed under Integrated Repositories in the Processing state.
  • The sync takes approximately 36 hours for every 2000 links in your repository.
  • The content fetched can be added to the Whatfix 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.
  • If you click Cancel or close the integration Pop-up, the integration request is Saved as a draft in the Integrated Repositories section.
  • The Content Repository links are available in the Ready Stage only after you perform a crawl from your repository to Whatfix.
  • The Repository links can’t be pushed to the Draft Stage and you can’t make any edits to the Repository links using Whatfix.
  • Unlike other content and widgets that can be tagged in the Draft stage, the repository links can be tagged only in the Ready Stage.

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