Aha! is a cloud-based product development platform that provides tools for capturing ideas, prioritizing features, and managing product roadmaps. The Glean Aha! connector indexes content from Aha! Ideas and Aha! Features, enabling users to search and retrieve this information directly within Glean. This documentation details supported capabilities, configuration requirements, and setup procedures for the connector.

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Supported Features and Limitations

The connector supports ingesting data from key Aha! modules, specifically Ideas and Features. The integration ensures that metadata such as titles, descriptions, comments, status, and votes are indexed and searchable. Permissions from Aha! are taken into account so users only see content they are entitled to access.

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Supported Objects/Entities

EntityDescription
IdeasCrowd-sourced feedback, tickets, and suggestions with metadata such as votes, comments, status, and categories.
FeaturesItems representing product tasks or enhancements, with fields for timelines, status, comments, goals, and tags.

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Supported API Endpoints/Features

  • Ideas endpoint: Fetches ideas including title, description, votes (count), author, assignee, comments, status, and related metadata.
  • Features endpoint: Retrieves features with similar metadata fields to ideas, plus associated release and goal information.
  • User and permission endpoints: Identifies workspace (product) memberships and role-based access for permission enforcement.
  • Incremental data fetching using updated timestamps (updated_since parameter).
  • Activity webhooks for:
    • Creation, update, or deletion of ideas and features
    • Comment or vote changes within ideas and features

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Limitations

  • Only Ideas and Features are indexed; workspaces (products), product lines, releases, and individual votes/endorsements are out of scope.
  • Only users with at least Viewer permissions in a workspace can have their content indexed and displayed.
  • Workspace hierarchy and group-based permissions are handled, but some permission propagation logic relies on best-effort due to API limitations.
  • Comments are indexed as part of the parent idea/feature, not as standalone records.
  • Epics, Initiatives, and Goals are not currently supported in the standard configuration.
  • No support for on-premises Aha! (cloud-only integration).
  • Pagination may miss or duplicate items if underlying Aha! data changes during a crawl, but eventual consistency is expected.
  • Webhook notifications for deletions are delayed (about 5 minutes).

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Requirements

The Glean Aha! connector is designed for Aha! cloud deployments and relies on the Aha! REST API and webhooks. Proper configuration ensures accurate content retrieval and permission mapping.

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Technical Requirements

  • An active Aha! cloud instance (e.g., yourdomain.aha.io).
  • An Aha! user account with at least Viewer roles in all workspaces relevant for crawling.
  • Network access to Aha!’s REST API endpoints.
  • A supported integration platform version within Glean.

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Credential Requirements

  • An Aha! API key (personal access token) tied to a user account with required permissions.
    • The API key can be generated via the Aha! web UI.
    • API keys must be stored securely and entered during Glean connector setup.
    • For webhook functionality: an Aha! user with Administrator and customization privileges is recommended, though not strictly required for basic content indexing.

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Permission Requirements

  • Crawling and indexing require, at minimum, “Viewer” roles for all relevant workspaces or workspace lines.
  • Administrator rights are needed for setting up activity webhooks covering all workspaces.
  • Only users with a Viewer or higher role will have their associated content indexed and accessible in Glean.
  • Permission propagation relies on Aha!‘s workspace (product) and product line hierarchy. Users may inherit access to descendant workspaces.

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Preliminary Source/System Setup

  • Ensure the Aha! instance URL and organization subdomain (e.g., “test” in test.aha.io) are known.
  • Confirm API access is enabled for the relevant Aha! environment.
  • Prepare to manually register the webhook integration as described below (admin privilege required).

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External References

  • Aha! API documentation
  • Aha! Ideas and Features documentation
  • Aha! Roadmaps | Integrate with activity webhooks

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Configuration and Setup Instructions

This section outlines the prerequisites and detailed steps to install and configure the Aha! connector within Glean. Most setup is performed in the Aha! admin console and Glean deployment UI.

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Prerequisites

  • Obtain your Aha! instance name/subdomain and confirm your organization’s Aha! plan supports API access and webhooks.
  • Create a user account in Aha! with at least Viewer permissions on all desired workspaces.
  • If webhooks are desired for real-time updates, that user must also have Administrator and customization privileges.

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Authentication and Credentials

  • Generate an API key from the Aha! user profile page:
    • Navigate to your account settings in Aha!
    • Select “API keys” and generate a new key
    • Copy and securely store this key
  • In the Glean deployment console, enter your Aha! instance name and the generated API key in the appropriate fields.

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Step-by-Step Setup

  1. In the Glean Admin Console, navigate to Data Sources and select Add Data Source, and select Aha!.
  2. Navigate to the Glean connector setup interface.
  3. Enter your Aha! instance name (the subdomain in <yourinstance>.aha.io).`
  4. Paste the generated API key into the “API Token” field.
  5. Enable the Aha! connector by including “aha” among the list of enabled datasources in your configuration.
  6. (Optional but recommended) Set up the activity webhook in Aha!:
    • Log in as an Administrator in your Aha! instance.
    • Go to the webhooks section in Aha! admin settings.
    • Create a new webhook with the following properties:
      • Hook URL: https://<your-glean-instance>-be.glean.com/instance/AHA/events
      • Scope: All workspaces to ensure timely activity notifications
    • Save the webhook configuration.
  7. Click “Save” in the Glean deployment UI.
Upon completion, Glean will begin an initial crawl, indexing all accessible ideas and features according to the permissions of the API key holder. Webhook events will keep the index up to date with changes in Aha!.

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Notes

  • API rate limits apply: up to 300 requests per minute and up to 20 requests per second per source IP address.
  • The updated_since parameter is used to perform incremental fetches.
  • Webhook notifications typically arrive with a 5-minute delay after the triggering event.