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Access verification

The Access Verification page allows admins to check the visibility of specific documents within Glean. With this tool, admins can determine a document's latest status or detect if a document is visible in Glean across users or test individual user access.

Use the Access Verification page​

Navigate to Admin Console → Glean Protect → Document lookup. images

Enter the document URL or ID to verify access​

Input the document URL or ID and press "Check status". Glean will search for the document to check that it exists, then will show the following fields on found documents:

  • Last crawled – when Glean last scanned the file for changes.
  • Last indexed – when Glean last added those changes to search.
  • Document visibility on Glean – whether the document is currently visible or hidden to users on Glean.
  • Document access – you can use the teammate selector to check an individual user's access to the document: "Full access" (the user can open it) or "No access" (the user cannot) images
note

A "document ID" in Glean is a unique identifier automatically assigned to a document upon its successful crawling into the system.

If you don't know the document URL or ID or are getting an error​

Below the input, click using the document ID. This opens Glean Search, where you can find the document using its URL or title.

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Once you find the document you're looking for, click Add ID to check its status.

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Troubleshoot missing or stale documents​

Document not found in lookup​

If the document URL or ID returns no results, the document has not been crawled yet. This can happen when:

  • The document was recently created or approved in the source application and the next crawl cycle has not run yet.
  • The connector's permissions prevent Glean from accessing the document.
  • The URL or ID does not match the format Glean expects for that connector.

To resolve this, confirm that the document is accessible in the source application, then check your connector's crawl schedule on the Connector refresh rates page. If the document should have been crawled already, go to Admin console → Platform → Connectors, select the connector, and review its Status and Last crawled timestamp.

Stale "Last crawled" or "Last indexed" timestamps​

If the Last crawled or Last indexed timestamps are older than expected, the connector may be experiencing crawl delays. Common causes include API rate limits, large corpus sizes, or source application outages.

Go to Admin console → Platform → Connectors and review Crawl rate and Change rate for the connector. If the connector appears healthy but the document is still stale, contact Glean Support to request a targeted recrawl.

Expected latency for newly created or approved documents​

After a document is created or approved in the source application, it becomes available in Glean after the next applicable update or crawl completes for that connector. The time this takes depends on the connector type:

  • Webhook-enabled connectors (Slack, Jira, GitHub, and others) usually reflect changes within minutes.
  • API-based connectors can use a faster update path, an incremental crawl, or both. For example, Box updates every 10 minutes, SharePoint and OneDrive use 10-minute update signals with hourly incremental crawls, and Google Drive uses 10-minute Reports API updates with a 3-hour incremental crawl.
  • Scheduled-only connectors rely on their next scheduled crawl, which can range from 1 hour to 28 days.

Documents behind access controls can also take longer when Glean needs to resolve or apply permission data for the document. Some connectors attach permissions during the regular content crawl, while others depend on separate group or identity updates. If a document does not appear after the connector's next two expected updates or crawls, contact Glean Support.

For Push API (custom) connectors, you control when documents are uploaded. If uploaded documents are not appearing, see Custom connector troubleshooting to verify upload and processing status.

See the Connector refresh rates page for default crawl intervals by connector.

See also​

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