Content, sync & limitations - Highspot

Content types

Spots

Spots are Highspot workspaces that organize sales enablement content. Each Spot is a container for Items and is the primary access boundary when Spot-level permissions are enabled.

Fields synced

• Title — Spot name. Indexed for full-text search; displayed as the result title.

• Description — Spot description text when present. Indexed for full-text search; may be empty.

• Official flag — Whether the Spot is official. Used for the exclude-unofficial filter; not typically shown as primary result text.
  

Applicable filters

Items

Items are content stored inside a Spot — including files (for example PDFs and decks), documents, and SmartPages. The connector indexes Item metadata and, when the Item is downloadable and within size limits, extracted text content.

Fields synced

• Title — Item title (or content name when title is absent). Indexed for full-text search; displayed as the result title.

• Body / Content — Text extracted from the Item content download (binary extract or SmartPage HTML). Indexed for full-text search.

• Description — Item description when present. May be empty.

• URL — Direct link to the Item in Highspot. Used to open the result; not the primary search field.

• Last modified — Item last-updated time. Displayed in result metadata; used for document-age filtering.

• Created — Item added date. Available as metadata.

• Author — Author string from Highspot when present. Displayed in result metadata; may be empty.

• Content type / MIME type — Highspot content type (for example PDF) and MIME type. Used for result context and filtering where available.

• Parent Spot — Owning Spot. Used for Spot filters and for Spot-level access control when enabled.
  

Applicable filters

Sync frequency

Incremental sync

Not available for Highspot. This connector does not run incremental sync. Creates, updates, deletions, and document permission refreshes for Spots and Items are handled by scheduled full sync.

Full sync

A full sync re-indexes all Spots and Items in scope from Highspot. It runs automatically on first setup, then every 4 hours, and can be triggered manually from the connector Status page. Full syncs on large tenants (many Spots, Items, or — with Spot-level permissions — many users for membership discovery) may take several hours.

During each full sync, Spots and Items still present are created or updated; Spots and Items no longer yielded are removed from the search index. There is no separate incremental path for deletions.

Permission sync

Permission sync pulls the latest Highspot user identities and, when Spot-level permissions are enabled, each active user's Spot memberships, and updates search access accordingly. It runs every 24 hours on a separate schedule. Suspended Highspot users are skipped. If a user's Spot access is revoked in Highspot, the change is reflected in Simpplr search results after the next permission sync completes (and document ACLs are refreshed on the next full sync as needed).

If Spot-level permissions are disabled, permission sync does not enforce per-user Spot trimming; indexed content remains searchable for users with connector access (subject to Audiences).

Known limitations

• Without Spot-level permissions (Impersonation + document-level security), only Spots visible to the API-key user are crawled, and indexed content is searchable by all users with access to this connector. Use Audiences to restrict discovery in Simpplr.

• Highspot does not provide a Spot member-list API — Spot-level permissions require Impersonation and a permission sync that walks active users.

• Pitches, analytics dashboards, and CRM-only Highspot features are out of scope and are not indexed.

• Items that cannot be downloaded, fail content extraction, or exceed the configured content size limit may be indexed as metadata only (findable by title) without full-text body search.

• Text inside images and scanned PDFs is not extracted.

• Comments, version history, and non-latest Item versions are not indexed.

• Highspot does not offer webhooks for this integration — the connector uses scheduled polling only.

Spot-level permissions and Impersonation

True per-user Spot security trimming requires Impersonation on the Highspot API client and document-level security enabled in Simpplr. Without Impersonation, the connector cannot learn each user's Spot memberships. Prefer Spot-level permissions for production tenants where Highspot membership must match search visibility. See Permissions & Security - Highspot for the two models and latency details.