Control what appears in Glean search results at both the data source and document level
Glean provides administrators with powerful tools to control what content appears in search results. This document covers two key visibility management approaches:
To control whether a data source appears in search results:
Access Admin Console
Navigate to the admin console > Data sources
Select Data Source
Click on the specific data source you want to configure.
Configure Search Results
In the Overview tab, locate the “Search results” section. Here you can:
When setting up a new data source in Glean, you may want to test with a smaller group before enabling it for everyone. This ensures proper setup and expected search results.
Navigate to Test Group Settings
Go to admin console > Data sources
Access Test Group Management
Click on the “Manage test group” button
Add Team Members
Add teammates who already have access to Glean to the test group. Note that teammates will only see results from apps they have access to.
Changes may take up to 30 minutes to take effect. During this period:
While data source visibility controls apply to entire applications, there may be times when you need more granular control over specific documents. Glean’s CSV upload feature allows administrators to hide individual documents at scale.
Up to 500,000 documents can be specified in a single CSV file. The hiding process takes approximately one hour, and documents remain hidden until you delete the CSV file or upload a new one.
Prepare your CSV file
Your CSV should contain two columns:
Column 1 | Column 2 |
---|---|
Document ID | Preferred visibility |
HIDE_ALL
: Hides the document from all Glean usersHIDE_ALL_EXCEPT_OWNER
: Hides the document from everyone except the owner (documents without owners will be hidden from all users)HIDE_FROM_GROUPS
: Hides the document from everyone except those with explicit share permissionsUpload your CSV file
Upload your prepared CSV file to Glean. The system will validate the file data and execute the changes when all validation checks pass.
The CSV must include all document IDs you want to keep hidden. For example:
Data Source Visibility: Best for:
Document Hiding via CSV: Best for: