Serena sources and data connections

Ground Serena with durable client sources and correctly scoped integrations while preserving processing, freshness, and privacy boundaries.

Serena produces better analysis and execution when the selected client contains reliable evidence. Sources and integrations both add context, but they have different permissions, freshness rules, and failure modes.

Know the difference

• Sources are durable client reference material. Supported options include uploaded files, pasted text, website or YouTube URLs, multiple pasted URLs, website imports, and Google Drive files when that option is configured.

• Integrations authorize Rankability to read data or deliver supported work through a service, property, profile, repository, publishing destination, or task system.

• Chat attachments ground a conversation but do not automatically become durable client sources.

Adding a source does not connect the underlying service account. Connecting an account does not import every file, property, or page into Serena's client context.

Add useful sources

1. Confirm the selected client.

2. Open Settings → Sources.

3. Select Add source, then choose the narrowest useful option:

   • Upload file for supported documents or structured files.

   • Paste text for approved notes, policies, interviews, testimonials, or brand facts.

   • Website or YouTube URL for one page or a video transcript.

   • Paste URLs for a reviewed page list.

   • Import from website to discover and select a broader set of pages.

   • Google Drive to select supported files when the workspace offers that integration.

4. Give pasted or uploaded material a recognizable name.

5. Review the displayed credit cost when an import requires crawling or extraction, then confirm the action.

6. Wait until processing finishes before relying on the source.

Start with decision-grade material: current products and services, audience, differentiators, approved claims, policies, case studies, customer language, and writing guidance. Avoid adding many near-duplicate pages merely to increase volume; conflicting or outdated material makes execution less reliable.

Website sources can show monitoring, crawl, change, or failure states. Reprocess a source when the page materially changes. Disable or remove content that should no longer influence future work. An imported Google Drive file is a copy of supported content; do not assume it updates whenever the original file changes unless Rankability shows a refresh.

Review the generated entity record

When Rankability builds a client's knowledge base, it generates an Entity Record source for the client's identity facts — official name, entity type, canonical website, brand aliases, former names, common misspellings, founding details, key people, headquarters, locations and service areas, contact details, products and services, related brands, official profiles, a short description, and disambiguation notes.

The entity record starts as Needs human review. While it carries that state you cannot select or star it, and Rankability keeps it out of content production and research. Open the source, correct anything inaccurate, then choose Mark reviewed from its menu. The badge changes to Reviewed and the record becomes available like any other selected source.

Upload PDF and Word sources

Rankability extracts text from text-based PDF and .docx files. A document needs at least about 50 extracted characters to become usable grounding. Scanned or image-only PDFs, protected files, corrupt documents, and nearly empty files can fail extraction; legacy binary .doc files should be resaved as .docx or a text-based PDF.

Do not assume an upload is ready merely because the file was accepted. Wait for processing to finish and confirm the source is available before asking Serena to rely on it. A failed source displays a failure state or re-upload banner. Previously failed PDFs and Word documents that do not have a retained original must be uploaded again; there is no automatic backfill for those old failures.

Connect performance data and destinations

1. Open Settings → Integrations for the client.

2. Choose the required service.

3. Authorize an account with access to the intended property or destination.

4. Select the correct GSC site, GA4 property, GBP location, repository, CMS, or other resource when prompted.

5. Wait for the initial sync and check the connection status before interpreting missing data.

GSC provides search-query and page performance, GA4 provides site behavior and conversions, and GBP provides Business Profile evidence and authorized actions. They are not interchangeable. For the agency authorization flow, read Connecting client Google services.

How Serena uses the evidence

Serena can combine client identity and brand guidance, processed sources, workspace activity, tool outputs, and eligible connected data. The exact evidence available depends on the current client, source status, selected properties, date ranges, monitoring settings, and the Serena surface you are using.

Treat a recommendation as grounded only when the supporting source or dataset is available and current. A missing metric is not automatically zero. A successful connection badge confirms saved authorization, but it does not prove that the expected property was selected or that its newest data has finished syncing.

Privacy and client boundaries

• Confirm the client before uploading private material or authorizing an account.

• Use the least-privileged account and API scope that supports the workflow.

• Keep credentials, secrets, and unnecessary legal, medical, financial, or personnel data out of sources.

• Remove former vendor access and obsolete sources promptly.

• Do not use one client's material as evidence for another client.

Troubleshooting

• A source remains processing — Wait, refresh the source list, and check for a failure state before importing it again.

• A PDF or Word document failed — For a PDF, confirm it contains selectable text rather than only page images. Remove password protection, repair a corrupt file, or resave it as .docx, .txt, .md, or a text-based PDF, then upload it again.

• A page cannot be read — Paste approved text or upload a supported file instead of repeatedly crawling the blocked page.

• A property is missing — Reauthorize with an account that has access and finish property selection.

• Data is empty after connection — Verify the property, date range, sync status, and required monitoring capability.

• Serena used old information — Update, reprocess, disable, or remove the stale source, then start a new analysis with the corrected evidence.

For organization apps, Slack, Drive behavior, and external OAuth clients, continue with Using Serena with connected apps. For the chat workflow itself, see Using Serena chat.