SwissFlowIt
Available on the ServiceNow Store

From PDF to KB article
in seconds

ServiceNow's built-in import only takes Word. Importmate brings PDF, Excel and PowerPoint in too. Headings, tables and images come across structured, not flattened.

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  • picture_as_pdf Employee Onboarding Guide
  • description Change Management Process
  • grid_on Software License Inventory
  • slideshow Network Architecture Overview
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Import documents to Knowledge Base

Turn PDFs, Word, Excel and PowerPoint documents into KB articles

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Supports PDF (.pdf), Word (.docx), Excel (.xlsx), PowerPoint (.pptx) up to 50 MB each.
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    ServiceNow Certified App

    Get legacy documents into ServiceNow, without the copy-paste

    Most of an organisation's knowledge lives in PDFs, spreadsheets and decks. ServiceNow's built-in import doesn't accept any of those formats. Importmate closes the gap so Now Assist and KB-grounded virtual agents can use that content.

    Structure preserved
    All four formats
    Bulk-ready
    AI-ready knowledge base

    Formatting survives

    Headings, tables, images, lists, links and tables of contents come across structured. Articles are immediately readable, not one long block of text.

    All four formats, one tool

    PDF, Word, Excel and PowerPoint. The built-in import only accepts Word.

    Stronger AI grounding

    Now Assist and AI search work best on content inside your Knowledge Base. Importmate puts your legacy docs there.

    Drag-and-drop batch import

    Drop a single file or hundreds at once. Each file converts in parallel with its own progress and status indicator. A failure on one file never breaks the batch.

    Importmate batch conversion with per-file progress
    Importmate destination picker showing Knowledge Base and Category dropdowns plus editable article title

    Pick the destination, edit the title

    Choose the Knowledge Base and Category from cascading dropdowns. They’re pre-populated from your own ServiceNow permissions, so you can’t pick somewhere you couldn’t already publish. The article title is pre-filled from the file name and stays editable.

    Audit-ready by default

    Every conversion writes an immutable audit row linking the source file (with SHA-256 hash, page count and outcome) to the resulting article. Articles land in draft for review by default. Toggle to auto-publish, or attach the original file to the audit row.

    Importmate auto-publish toggle and source-file attachment options

    Built for the migrations that never finish

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    Legacy migration

    Thousands of PDFs, Word docs, spreadsheets and decks scattered across SharePoint, network drives, Confluence and email. Consolidated into ServiceNow Knowledge without engaging professional services.

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    Post-acquisition consolidation

    Bring documentation from a recently-acquired entity into the corporate Knowledge Base. Articles go into the categories your team already maintains.

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    AI-readiness initiative

    Get existing documents into the platform so Now Assist, AI search and KB-grounded virtual agents have content to ground their answers in.

    Two ways to deploy

    Run Importmate’s conversion service in our cloud, or inside your own perimeter.

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    SwissFlowIt-hosted

    Heavy parsing, OCR and layout reconstruction run on our managed conversion service on Modal. Install the scoped app and you're ready. No infrastructure to operate.

    • check_circle Managed by SwissFlowIt
    • check_circle Zero infrastructure on your side
    • check_circle Document content stays in transit, never stored at rest
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    Regulated

    On-premises / air-gapped

    For banks, public sector and healthcare buyers with data-residency or regulatory constraints: run the same conversion service inside your own network.

    • check_circle Conversion runs inside your perimeter
    • check_circle No data leaves your environment
    • check_circle Priced separately. See pricing below.

    Priced for the size of your migration

    Importmate is licensed by the page converted, not by seat. A one-off migration spike consumes budget proportional to its size. Steady-state usage stays low. Hosted and on-prem tiers are priced separately.

    Get a quote

    Frequently asked questions

    Where does my document content go?

    On the SaaS tier, files are sent over HTTPS to our Modal-hosted conversion service, processed in memory, and the structured HTML is returned. Content is in transit only and never stored at rest. On the on-prem tier, content never leaves your network.

    What telemetry do you collect?

    One anonymised row per conversion: your instance hostname, the user’s sys_id, a SHA-256 hash of the file, page count, and success or error. No document content, no file name, no extracted text.

    Does it connect to SharePoint, Confluence or our network drives?

    No. Importmate only converts files that a Knowledge Manager explicitly uploads through the import surface. There are no source-system connectors and no background sync.

    Does it replace ServiceNow's built-in Word import?

    No. The OOB Word import keeps working. Importmate covers the three formats it doesn’t (PDF, Excel, PowerPoint) and adds batch processing on top.

    Does it add approval or review workflows?

    No. Importmate doesn’t introduce approval, review or retirement flows. Articles land in draft by default, and your existing ServiceNow Knowledge Management process owns the lifecycle from there.

    What permissions does it need? Can it see Knowledge Bases I shouldn't?

    Importmate runs under the calling user’s ServiceNow session and existing Knowledge Management ACLs. The destination dropdowns only show Knowledge Bases and Categories you can already publish to.

    How do complex PDFs (merged cells, multi-column layouts, scanned pages) convert?

    Best-effort. Standard documents (body text, headings, tables, lists, images) come across cleanly. Complex layouts may need a Knowledge Manager to tidy edges in the standard KB editor before publishing. That’s why articles land in draft by default.

    How do I install it?

    Install from the ServiceNow Store like any other scoped app (x_sft_importmate).

    See it convert one of your documents

    Send us a PDF, Word, Excel or PowerPoint file from your own environment. We'll convert it live on a call and show you the resulting Knowledge Base article.

    Book a demo