Amazon WorkDocs

Note

New Amazon WorkDocs Connector sign-ups are no longer available. Amazon will end support for the WorkDocs service and its connector, effective April 25, 2025. To use Kendra for your WorkDocs files, learn about migration steps here: How to migrate data from Amazon WorkDocs.

Amazon WorkDocs is a secure content collaboration service for creating, editing, storing, and sharing content. You can use Amazon Kendra to index your Amazon WorkDocs data source.

You can connect Amazon Kendra to your Amazon WorkDocs data source using the Amazon Kendra console and the WorkDocsConfiguration API.

Amazon WorkDocs is available in Oregon, North Virginia, Sydney, Singapore, and Ireland regions.

For troubleshooting your Amazon Kendra WorkDocs data source connector, see Troubleshooting data sources.

Supported features

Amazon Kendra WorkDocs data source connector supports the following features:

• Field mappings

• User access control

• Inclusion/exclusion filters

• Change log

Prerequisites

Before you can use Amazon Kendra to index your WorkDocs data source, make these changes in your WorkDocs and AWS accounts.

In WorkDocs, make sure you have:

• Noted the Amazon WorkDocs directory ID (organization ID) for your Amazon WorkDocs repository.

• Checked each document is unique in WorkDocs and across other data sources you plan to use for the same index. Each data source that you want to use for an index must not contain the same document across the data sources. Document IDs are global to an index and must be unique per index.

In your AWS account, make sure you have:

• Created an Amazon Kendra index and, if using the API, noted the index ID.

• Created an IAM role for your data source and, if using the API, noted the ARN of the IAM role.

If you don’t have an existing IAM role, you can use the console to create a new IAM role when you connect your WorkDocs data source to Amazon Kendra. If you are using the API, you must provide the ARN of an existing IAM role and an index ID.

Connection instructions

To connect Amazon Kendra to your WorkDocs data source, you must provide the necessary details of your WorkDocs data source so that Amazon Kendra can access your data. If you have not yet configured WorkDocs for Amazon Kendra, see Prerequisites.

Console

To connect Amazon Kendra to Amazon WorkDocs

1. Sign in to the AWS Management Console and open the Amazon Kendra console.

2. From the left navigation pane, choose Indexes and then choose the index you want to use from the list of indexes.

   Note

   You can choose to configure or edit your User access control settings under Index settings.

3. On the Getting started page, choose Add data source.

4. On the Add data source page, choose WorkDocs connector, and then choose Add connector. If using version 2 (if applicable), choose WorkDocs connector with the "V2.0" tag.

5. On the Specify data source details page, enter the following information:

   1. In Name and description, for Data source name—Enter a name for your data source. You can include hyphens but not spaces.

   2. (Optional) Description—Enter an optional description for your data source.

   3. In Default language—Choose a language to filter your documents for the index. Unless you specify otherwise, the language defaults to English. Language specified in the document metadata overrides the selected language.

   4. In Tags, for Add new tag—Include optional tags to search and filter your resources or track your AWS costs.

   5. Choose Next.

6. On the Define access and security page, enter the following information:

   1. Organization ID specific to your Amazon WorkDocs site—Select the ID of the Amazon WorkDocs site you want to index. You must already have created a site.

   2. IAM role—Choose an existing IAM role or create a new IAM role to access your repository credentials and index content.

      Note

      IAM roles used for indexes cannot be used for data sources. If you are unsure if an existing role is used for an index or FAQ, choose Create a new role to avoid errors.

   3. Choose Next.

7. On the Configure sync settings page, enter the following information:

   1. Crawl document comments—The Amazon WorkDocs entities or content types you want to crawl.

   2. Use change logs—Select to update your index with only new or modified content instead of syncing all your files.

   3. Regex patterns—Regular expression patterns to include or exclude certain files.

   4. In Sync run schedule for Frequency—Choose how often to sync your data source content and update your index.

   5. Choose Next.

8. On the Set field mappings page, enter the following information:

   1. Default data source fields—Select from the Amazon Kendra generated default data source fields you want to map to your index.

   2. Add field—To add custom data source fields to create an index field name to map to and the field data type.

   3. Choose Next.

9. On the Review and create page, check that the information you have entered is correct and then select Add data source. You can also choose to edit your information from this page. Your data source will appear on the Data sources page after the data source has been added successfully.

API

To connect Amazon Kendra to Amazon WorkDocs

You must specify the following using the WorkDocsConfiguration API:

• Amazon WorkDocs directory ID—Specify the organization ID of your Amazon WorkDocs directory. You can find the organization ID in the AWS Directory Service by going to Active Directory and then Directories.

• IAM role—Specify RoleArn when you call CreateDataSource to provide an IAM role with permissions to access the WorkDocs dirtectory and to call the required public APIs for the WorkDocs connector and Amazon Kendra. For more information, see IAM roles for WorkDocs data sources.

You can also add the following optional features:

• Change log—Whether Amazon Kendra should use the WorkDocs data source change log mechanism to determine if a document must be updated in the index.

  Note

  Use the change log if you don’t want Amazon Kendra to scan all of the documents. If your change log is large, it might take Amazon Kendra less time to scan the documents in the WorkDocs data source than to process the change log. If you are syncing your WorkDocs data source with your index for the first time, all documents are scanned.

• Inclusion and exclusion filters—Specify whether to include or exclude certain documents and document comments. Each comment is indexed as a separate document.

  Note

  Most data sources use regular expression patterns, which are inclusion or exclusion patterns referred to as filters. If you specify an inclusion filter, only content that matches the inclusion filter is indexed. Any document that doesn’t match the inclusion filter isn’t indexed. If you specify an inclusion and exclusion filter, documents that match the exclusion filter are not indexed, even if they match the inclusion filter.

• User context filtering and access control—Amazon Kendra crawls the access control list (ACL) for your documents, if you have an ACL for your documents. The ACL information is used to filter search results based on the user or their group access to documents. For more information, see User context filtering.

• Field mappings—Choose to map your WorkDocs data source fields to your Amazon Kendra index fields. For more information, see Mapping data source fields.

  Note

  The document body field or the document body equivalent for your documents is required in order for Amazon Kendra to search your documents. You must map your document body field name in your data source to the index field name _document_body. All other fields are optional.

Learn more

To learn more about integrating Amazon Kendra with your WorkDocs data source, see:

• Get started with the Amazon Kendra Amazon WorkDocs connector