Documentation sources

A documentation source is a connection to the system where your team keeps its documentation: IT Glue, Hudu or SharePoint. QuantumOps reads the source, splits what it finds into chunks and indexes them, so that Qubit and Sherlock research (the research QuantumOps runs on each ticket; see Sherlock research and live context) can cite your documentation. You manage sources on the Sources tab of the Documentation Hub.

Before you start: you need the Administrator role and the Documentation module on. Create an API key in IT Glue or Hudu first, or follow Connecting SharePoint documentation for a SharePoint source. Give the key the least access that still lets it read the documentation you want Qubit to use.

Add an IT Glue or Hudu source

1. Open the Documentation Hub and select Sources.
2. Under Add Documentation Source, choose ITGlue or Hudu.
3. Enter the API URL and the API Key. For IT Glue the URL is the API address the form suggests, https://api.itglue.com. For Hudu it is the address of your own Hudu instance, for example https://your-instance.huducloud.com. The key is shown as dots while you type. Save Source stays disabled until both fields are filled in.
4. Select Save Source. The source appears under Active Sources, active and not yet synced.
5. Select Sync on the new source card.

The first sync can take a while for a large knowledge base. When it finishes, the card shows its status, the number of documents and the time of the last sync.

Add a SharePoint source

Choose SharePoint under Add Documentation Source. A SharePoint source needs a Microsoft Entra app registration, a tenant ID, a client ID and a client secret, and you must choose which sites and document libraries to read before it can sync. Connecting SharePoint documentation walks through all of it.

Read a source card

Each card under Active Sources shows:

• The source type, its address, the result of its last sync, how many documents it holds and when it last synced (Never before the first sync). If a sync connected but ran with errors, the message appears in red on the card. If you select Sync and the last-sync time does not change, the source could not connect (see Sync and re-index).
• Indexed: how many of its documents are indexed, how many chunks they produced and when indexing last ran.
• Credentials: Encrypted when the stored key is encrypted, or Not yet encrypted (see Stored credentials). Credentials are never shown again after you save them.
• Exposed to: three marks, Qubit chat, Pipeline (Sherlock research, which the settings call research notes) and MCP /mcp/docs (external AI clients). A tick means this source can be used there. A dash means it cannot; hover over it to read why, for example that the source type is switched off in Settings.
• Sync: a checkbox that includes the source in Sync All and Re-index All. The text beside it reads Enabled — synced daily while the source is active and Paused — already indexed documents stay searchable while it is paused. See Pause a source.
• A test search box, described below.

The buttons at the bottom of the card are Sync, Re-index and Delete. SharePoint cards also have Configure, which opens the site and library picker.

A SharePoint card that has no sites chosen shows a warning that sites and document libraries must be selected before syncing.

Sync and re-index

Sync and Re-index solve different problems:

• Sync connects to the source, checks the connection, brings in new and changed documents and then splits and indexes the new ones. Use it when documentation is missing from the hub.
• Re-index does not read the source again. It splits and indexes documents that have not been split into chunks yet. If the hub's Documents counter is ahead of Indexed, Re-index works through the documents that are waiting.

Sync All, at the top of Active Sources, syncs every active source one after another. Paused sources are skipped.

A source updates when you select Sync or Sync All.

If you select Sync and the card's last-sync time does not change (or still reads Never), the source could not connect. Check that its API key is still valid in IT Glue or Hudu, or that the SharePoint client secret has not expired, and that the Documentation module is on in Module Management. Then select Sync again.

Test a search on one source

Type a phrase into the box on a source card and select Test search. The five best results appear with their title, a score and an excerpt. The search uses the same ranking Qubit and the research notes use, limited to this source type, so it is the quickest way to answer whether a document came in and can be found. It covers every client and ignores the switches in the hub's Settings tab, so a hit shows that a document is indexed, not that Qubit would use it for a particular ticket. The hub's Search tab searches every source at once.

Pause a source

Clear the checkbox in the Sync row. The text changes from Enabled — synced daily to Paused — already indexed documents stay searchable. Sync All and Re-index All skip a paused source, but its own Sync button still works. Its documents stay in the index and Qubit can still use them. To choose whether a type of source is searched, use Search ITGlue, Search Hudu and Search SharePoint in the hub's Settings tab.

Delete a source

Select Delete on the card and confirm with Delete Source. The source and its documents are removed from the hub, and this cannot be undone. To use the source again you add it and sync it from scratch. Select Cancel to keep it.

See where your documentation is used

The panel at the top of the Sources tab, How Qubit uses your documentation, shows where documentation is available and, when it is not, the reason:

• Qubit chat: Qubit searches your documentation when a question is about a client's environment or a procedure, in the browser extension, web chat, Slack and Teams, and footnotes what it used with links.
• Research notes: each Sherlock research pass searches your documentation for the ticket and lists Related documentation in its findings and, when the research profile includes that section, in the note QuantumOps writes to HaloPSA. The findings show in QuantumOps even when posting to HaloPSA is off.
• MCP /mcp/docs: Claude Desktop, Claude Code and other MCP clients can connect to the address shown in the panel. They get read-only tools to search, read and list your documentation. A QuantumOps bearer token is required, and your organisation is taken from the token, never from the client. Connecting external AI clients over MCP explains how.

A place that is off shows the reason in the panel. The reasons are: the Documentation module is off; Documentation search in AI is off; Use in Qubit chat or Use in research notes is off (these two apply to chat and research notes only); no source type is switched on for search; or nothing has been synced and indexed yet. The switches are in the hub's Settings tab, described in Documentation Hub. The Q-Director Research & Docs tab edits the same switches under other labels; the settings table matches them.

Stored credentials

API keys and client secrets are encrypted and are never displayed again after you save them. Under Stored credentials, a green note confirms that every source's credentials are encrypted. A source saved before encryption was introduced shows a warning instead, with the button Protect stored credentials now. Select it to encrypt them at once, or leave them: they are encrypted the next time the source is saved.

Limit what reaches Qubit

Anything a source can read can end up in front of Qubit and your team, so decide what to connect before you sync.

• Use a read-only key scoped to the documentation you want Qubit to use. The source form has no filter on what is synced, so the key's own permissions in IT Glue or Hudu decide.
• For SharePoint, choose only the sites and libraries Qubit should read.
• Qubit searches a cleaned copy of each document, in which text that looks like a password, key, secret or token is replaced with a redaction marker. It recognises common patterns only, so do not rely on it to hide sensitive material.
• Turn off the source types you do not want searched, and the uses (Use in research notes, Use in Qubit chat) you do not want, in the hub's Settings tab.

The older Documentation Sources page

The page at /documentation-sources is older than the hub and is not in the sidebar; open it by address. It adds IT Glue and Hudu sources only, but its list shows every source, SharePoint included. The hub's Sources tab is the place to work day to day.

It is still the place to change an existing source. The hub has no edit button for IT Glue or Hudu sources, so use this page to replace a key or change an address instead of deleting and re-adding the source.

1. Go to /documentation-sources. The page lists each source with its Type, URL, Credentials, Status, Items, Last Sync and Active state. With no sources it shows No Documentation Sources Configured.
2. Select Add ITGlue Source or Add Hudu Source, or use the pencil icon on a row to edit one. The other icons on a row test the connection, sync the source and delete it. Change a SharePoint source from Configure on its card in the hub, not here.
3. Fill in the dialog: API URL, API Key and, for IT Glue only, API User (Optional). When editing, leave API Key blank to keep the stored key. Source Active controls whether the source syncs.
4. Select Test Connection. It reports Connection successful! or the reason the connection failed.
5. Select Save for a new source or Update for an edited one, or Cancel to close the dialog.

Re-index and the test search are on the hub. After you edit a source here, select the sync icon on its row, or return to the hub and select Sync.

Related pages

• Documentation Hub: mapping organisations and the search settings.
• Connecting SharePoint documentation: the Microsoft 365 setup a SharePoint source needs.
• What Qubit can use: tools and sources: how Qubit uses what you connect.
• Connecting external AI clients over MCP: how outside AI clients search the same documentation.