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Scan Activity

The Scan Activity page provides visibility into knowledge source scanning operations. Monitor active scans, review completed scans, and track the health of your automated knowledge indexing.

Accessing Scan Activity​

Navigate to Build > Knowledge > Scan Activity in the Control Bridge admin console.

Active Scans​

The Active Scans section shows knowledge source scans that are currently in progress:

  • Source name - The knowledge source being scanned
  • Index - The Grounded Knowledge Index receiving the scanned content
  • Type - The scan type (e.g., email delta scan, SharePoint sync, Google Drive sync)
  • Started - When the scan began
  • Progress - Current scan status and items processed

Active scans run one at a time per knowledge source. If a scan is already running for a source, new scan requests are queued until the current scan completes.

Completed Scans​

The Completed Scans section shows a history of finished scan operations:

  • Source name - The knowledge source that was scanned
  • Index - The target Grounded Knowledge Index
  • Status - Whether the scan succeeded, failed, or completed with warnings
  • Items processed - Number of documents or emails processed
  • Duration - How long the scan took
  • Completed - When the scan finished

Scheduled vs Manual Scanning​

Scheduled Scans​

Knowledge sources can be configured for automatic daily scanning:

  • A background timer checks every 30 minutes for sources that are due for scanning
  • Sources with daily scanning enabled are scanned once every 24 hours
  • Incremental (delta) scanning processes only new or changed content since the last scan
  • Scheduled scans use folder delta tokens to efficiently track changes

Manual Scans​

You can trigger a scan manually at any time from the knowledge source detail page:

  1. Navigate to the knowledge source you want to scan
  2. Click the Scan Now button
  3. The scan appears in the Active Scans section

Manual scans are useful for:

  • Initial indexing after creating a new knowledge source
  • Re-scanning after making changes to source content
  • Troubleshooting when scheduled scans show unexpected results

CSV Export​

You can export scan history data for reporting and analysis:

  1. Navigate to the Scan Activity page
  2. Click the Export CSV button
  3. The export includes all completed scan records with timestamps, status, and item counts

Troubleshooting​

Scan Shows "Failed" Status​

  1. Check the error details in the scan record
  2. Common causes:
    • Azure credentials expired or rotated
    • Source mailbox or document library no longer accessible
    • Azure AI Search service quota exceeded
  3. Resolve the underlying issue and trigger a manual re-scan

Scheduled Scans Not Running​

  1. Verify the knowledge source has daily scanning enabled
  2. Check that the source status is active
  3. Confirm the Azure provider credentials are still valid

Scans Processing Zero Items​

  1. For email sources, verify the mailbox has new emails since the last scan
  2. For document sources, check that the connected library has accessible content
  3. Delta tokens may need to be reset if the source was reconfigured