Documentation Hub

The Documentation Hub connects the documentation your team already keeps in IT Glue, Hudu or SharePoint to QuantumOps. Synced documents are split into chunks and indexed, so Qubit chat, Sherlock research (the research QuantumOps runs on each ticket; see Sherlock research and live context), ticket analysis and external AI clients can find them and cite them. Administrators use the hub to connect sources, link documentation organisations to HaloPSA clients, check what was indexed, test a search and switch each use of documentation on or off.

This is your own documentation, not the QuantumOps product documentation you are reading now.

Before you start: you need the Administrator role, and the Documentation module must be on (it is on unless you switched it off in Module Management). Linking organisations to clients also needs a working HaloPSA connection. Documentation search in AI is off until you switch it on in the hub's Settings tab, so a newly connected source is not used until you do. Search SharePoint also starts off, so a SharePoint source is not searched until you turn that switch on; Search ITGlue and Search Hudu start on.

Open the hub

Select Documentation Admin in the sidebar, or go to /documentation-hub (the address /documentation opens the same page). The sidebar link appears to Administrators when the Documentation module is on.

The header shows Documentation Hub and Refresh, which reloads everything. Under it, a strip of counters summarises what has been ingested:

Compare Documents with Indexed. A document that is ingested but not indexed exists in the hub and cannot be found by search, which looks the same as missing documentation. If the two numbers are far apart, run Re-index on the source or Re-index All on the Documents tab. Both split and index the documents that have not been split into chunks yet.

Below the counters, a list on the left holds the tabs: Sources and Client Mapping and Documents under Management, Search under Tools, and Settings. A number badge on Client Mapping counts the organisations waiting for review.

Connect a source and sync it

1. Open Sources.
2. Under Add Documentation Source, choose ITGlue, Hudu or SharePoint and fill in the form.
3. Select Sync on the new source, or Sync All to sync every source.

Documentation sources covers the forms, syncing, pausing and deleting. Connecting SharePoint documentation covers the Microsoft 365 setup that a SharePoint source needs first.

Link organisations to HaloPSA clients

Documentation organisations (a customer in IT Glue or Hudu, for example) are not the same records as your HaloPSA clients. Client Mapping records which is which. When you save a client or a Global choice for an organisation, QuantumOps applies it to that organisation's documents.

Organisations appear on this tab after a source has synced; until then it shows No Organizations Found. SharePoint documents do not belong to a documentation organisation, so they do not appear here.

1. Open Client Mapping.
2. Select Auto-Match All. QuantumOps compares each organisation's name with your HaloPSA clients. Names that match a client exactly or very closely become Matched. Names that are close but not certain become Pending Review. Everything else stays Unmapped. Organisations you already mapped, and excluded ones, are left alone.
3. Work through the Pending Review organisations. Each one shows the suggested HaloPSA client already chosen in its -- Select Client -- list. Check the suggestion. Save Changes appears once you change a choice, so to confirm the suggested client, pick another client and then the suggested one again; to use a different client, pick that one.
4. For documentation that applies to every client, use the globe button on that organisation. The organisation then shows Global Documentation. To keep an organisation out of mapping, use the ban button on it. An excluded organisation leaves the default list; select Include to bring it back.
5. Select Save Changes in the section header. The button shows the number of waiting changes in brackets. Discard drops every unsaved choice.

Each organisation shows one of these states:

The Status, Source and text filters narrow the list. The status filter's first choice, All Active, hides excluded organisations; pick Excluded to see them. Organisations with the most documents are listed first.

Check Pending Review regularly. A suggestion stays pending until you save a choice for that organisation, and a wrong match is worse than none, so check each suggestion before you save it.

Browse the documents

Open Documents to see every ingested document with its source, type, organisation, chunk count and whether it is Indexed or Not indexed. A document with no organisation shows Unassigned.

• Type in Search documents... to filter by title, organisation, client or category.
• Use the source filter (All Sources, ITGlue, Hudu, SharePoint) and the state filter (All States, Indexed, Pending) to narrow the list. Pending means not yet indexed.
• When the list is longer than one page, choose 25, 50 or 100 documents per page.
• Select a document to open it. The Content tab shows the text, Chunks shows how it was split, and Metadata shows its source ID, client, dates, whether it is global and whether it is indexed. View Source opens the original in its own system.
• Re-index All runs Re-index for every active source: it splits and indexes documents that have not been split into chunks yet.

Test a search

Open Search to test what a search returns, across all sources or one source. Results are ranked the way Qubit and the research notes rank them, but the test covers every source type and every client, whatever the switches in Settings and the client mapping say. A hit therefore shows that a document is indexed, not that Qubit or a research pass would use it for a particular ticket. Enter a phrase under Search Documentation, choose how many results you want (10, 25 or 50) and select Search.

Each result shows its source, title, a relevance score, a cleaned excerpt, the client (or Global, or No client), the position of the chunk in its document and a Source link. The test works even while documentation search in AI is off. When it is off, a Documentation Search Disabled notice reminds you that the AI features do not use your documentation yet.

Choose how the AI uses your documentation

Open Settings to decide who may use the documentation. Change what you need and select Save Changes in the hub header or Save Settings at the bottom of the tab.

The Research & Docs tab of Q-Director Settings edits the same values under other labels, so a change on one screen shows on the other. The table gives each label on both screens.

The hub accepts wider ranges than the Q-Director sliders. A person who has only the Q-Director Configuration role cannot open the hub, so they make the same changes on the Research & Docs tab, where Save Changes at the top of the page keeps them. See Q-Director: research and documentation.

For a ticket with a client, a search covers only that client's documentation, plus documentation marked Global when Include Global Documentation is on. Documentation from an organisation that is neither linked to that client nor marked Global is not used for that ticket.

The last three rows sit under Advanced Settings, which is collapsed until you open it, on both screens. When the master switch is on, a green notice in the hub shows how many documents and chunks the AI can draw on. Research notes and Qubit chat each have their own switch as well as the master one, so documentation can be on for research notes and off for chat, for example.

Sherlock research uses your documentation in the findings that QuantumOps shows, even when posting to HaloPSA is off. Posting a note to the ticket is a separate switch, Post Sherlock research results to ticket, on the Q-Director Research & Docs tab. It is off for a new organisation.

When documentation is not being used

Work through the chain in order:

1. A source is connected and its last sync succeeded (Documentation sources).
2. The documents are Indexed.
3. The organisation is linked to the right client, or marked Global, in Client Mapping. A ticket with a client searches only that client's documentation and documentation marked Global.
4. Documentation search in AI is on, together with the switch for the place you expect to see it (Use in research notes or Use in Qubit chat) and the switch for the source type.
5. The Documentation module is on in Module Management.

Each source card on the Sources tab also shows where its documentation is available and why a place is switched off. Documentation reaches the research notes described in Q-Director: research and documentation, the chat described in What Qubit can use: tools and sources, and external AI clients as described in Connecting external AI clients over MCP.

Related pages

• Documentation sources: add, sync, pause and delete the sources, and see where each one is used.
• Connecting SharePoint documentation: the Microsoft 365 setup a SharePoint source needs.
• Q-Director: research and documentation: the same settings on the Research & Docs tab, and the note that research posts to HaloPSA.
• Sherlock research and live context: the research that uses your documentation.
• What Qubit can use: tools and sources: how Qubit chat uses and cites your documentation.
• Connecting external AI clients over MCP: how outside AI clients search the same documentation.