Data & security - Enterprise search connectors

Overview

This document answers security, privacy, and data related questions that apply across all connectors. For connector-specific details (required permissions, supported editions, auth setup), see the individual connector documentation. For common sync and configuration issues, see Troubleshooting - enterprise search connectors.

Authentication

Connectors use application-level authentication to connect to source systems. Supported mechanisms vary by connector and include OAuth 2.0 (client credentials), API keys, and service accounts.

Connector credentials are stored encrypted at rest and are scoped to read-only access. They are never exposed in logs, search results, or the Simpplr UI after initial entry. For the specific credentials and permissions required by a connector, see that connector's Permissions & security document.

Data security

Where is indexed data stored?

Indexed content and metadata are stored within your Simpplr Enterprise Search environment, in the same cloud region as your Simpplr tenant. Data does not leave your assigned region.

Is data encrypted in transit?

Yes. All communication between Simpplr and source system APIs uses TLS 1.2 or higher. No data is transmitted over unencrypted connections.

Is data encrypted at rest?

Yes. Indexed content and metadata are encrypted at rest using AES-256 within Simpplr's infrastructure.

What data is actually stored?

Simpplr stores:

• Document content (text extracted from files and pages)

• Document metadata (title, author, last modified date, URL, content type)

• Access control lists (ACLs) — user and group identifiers that map to each document

Simpplr does not store source system credentials beyond what is needed to authenticate (e.g., OAuth tokens are stored encrypted and scoped to read-only access).

Who can access the indexed data?

For connectors that support access control sync, search results are filtered by the signed-in Simpplr user's identity and group memberships — a user can only see content they already have access to in the source system. Administrators cannot override per-user access control at query time.

For connectors that do not support access control sync, source permissions are not enforced in search results. In these cases, all indexed content is visible to any Simpplr user with access to the connector.

Audience-based access

All connectors support Audience-based access control within Simpplr. Administrators can include or exclude specific Audiences, which determines which users can discover this connector's content in search results and related features. Audience settings apply regardless of whether the connector supports source permission sync.

How are credentials stored?

Connector credentials (API keys, OAuth client secrets, service account tokens) are encrypted at rest and never exposed in logs, search results, or the Simpplr UI after initial entry.

Can we restrict what gets indexed?

Yes. Each connector supports filters that limit what content is ingested. Available filter types vary by connector and may include options such as folder or path scope, file type, file size, and document age. See the individual connector documentation for the filters it supports.

Sync types

Every connector uses three sync types. These terms are used consistently across all connector documentation; the exact schedule for each varies by connector and is listed on that connector's overview page.

Frequently asked questions

Q: How current is the data in search results?

Ans: Content changes — new documents, updates, deletions, and per-item permission changes — are reflected after the next incremental sync. User and group membership changes are reflected after the next permission sync. During periods of high data volume or source API throttling, processing may take longer than the scheduled interval. See each connector's Permissions & Security page for worst-case permission propagation behavior.

Q: Can I force an immediate sync?

Ans: A manual full sync can be triggered from the connector dashboard in Simpplr (Enterprise Search → [Connector name] → Sync now). Incremental syncs run on a fixed schedule and cannot be triggered manually.

Q: What happens if a sync fails mid-run?

Ans: The sync job is marked as failed. The next scheduled sync will retry. No previously indexed data is deleted as a result of a failed sync. Errors are visible in the connector status dashboard.

Q: How long until a deleted document disappears from search?

Ans: The item is removed at the next incremental sync after deletion is detected in the source.

Q: Can a user see content they shouldn't?

Ans: For connectors with access control sync enabled, no. ACLs from the source system are enforced at query time — a document is never returned for a user who does not have access to it in the source. The one caveat is timing: a user whose access was just revoked in the source may continue to see an item until the next incremental or permission sync completes. For connectors without access control sync, all indexed content is visible to users with connector access; use Simpplr Audience settings to limit access.

Q: What happens if someone's permissions change in the source?

Ans: Per-item permission changes are picked up at the next incremental sync; user and group membership changes at the next permission sync. Until the relevant sync runs, the previous permission state is enforced.

Q: Are guest or external users supported?

Ans: This depends on the source system and connector. In general, an external identity is enforced like any other ACL entry when the source system exposes it and it can be matched to a Simpplr user. Check the individual connector's Permissions & Security document for source-specific behavior.

Q: Are shared / public links indexed?

Ans: Generally no — only content accessible through standard user and group permissions is indexed. Refer to the individual connector documentation for source-specific behavior.

Q: Is there an audit log of connector activity?

Ans: Connector sync activity (sync start/end times, sync type, items indexed, errors and warnings) is visible in the Simpplr connector health dashboard, giving admins a running record of what each connector has done and when. If your organization has additional audit logging or log-export requirements, discuss them with your Simpplr account team.

Q: Does the connector support data residency requirements?

Ans: Indexed data is stored in the same region as your Simpplr tenant. Confirm your tenant region with your Simpplr account team before enabling connectors.

Q: Can we delete all indexed data for a connector?

Ans: Yes. Deleting a connector from the Simpplr admin UI removes the connector configuration and all indexed content associated with it.

Support

If you encounter an issue not covered here, contact Simpplr support and include the connector name, the sync job ID (visible in the connector health dashboard), and a description of the issue.