SEO and Discoverability

A Compliance Portal starts inactive with search-engine indexing disabled. Activate and review the portal before inviting crawlers to discover it.

Understand activation and indexing

Activation and indexing are separate controls:

• An inactive portal is not available to visitors or crawlers.
• An active portal with indexing disabled is available to anyone who knows its URL, but its robots.txt asks compliant crawlers not to crawl it.
• An active portal with indexing enabled allows crawling and advertises its generated sitemap.

The indexing setting is unavailable until the portal is active.

Search-engine directives are not access controls. They are instructions that well-behaved crawlers may follow. Use restricted visibility and visitor access controls to protect content.

Prepare the portal

Search engines use the portal’s public profile and content to understand the page. Before enabling indexing:

• Use the organization or product name customers will search for.
• Write a concise description that explains what the organization does and what the portal contains.
• Add the official website URL and a monitored contact email.
• Upload a recognizable logo.
• Publish current frameworks, documents, audits, and subprocessors.
• Remove placeholder, duplicate, expired, or test content.
• Configure and verify an organization-owned custom domain when appropriate.
• Review the complete portal while signed out.

Restricted resources are visible in the catalog by name even though their contents are protected. Do not use a sensitive customer name, project name, incident reference, or other confidential detail in a restricted resource title.

Enable indexing

1. Open the portal’s Overview tab.
2. Enable Activate compliance portal.
3. Use Open in the page header to review the public portal.
4. Return to Overview and enable Search engine indexing.
5. Verify the generated crawler files on the active portal hostname.

Enabling indexing does not guarantee inclusion or ranking. Each search engine decides whether and when to crawl and index a page.

Verify crawler directives

Open these URLs on the portal hostname:

• https://<portal-domain>/robots.txt
• https://<portal-domain>/sitemap.xml

When indexing is enabled, robots.txt allows crawling and points to sitemap.xml. When indexing is disabled, it contains a site-wide Disallow directive.

The sitemap includes the main overview, documents, subprocessors, and updates pages, plus detail URLs for public documents, portal files, and audit reports. Restricted resources are not added as detail URLs.

After publishing or removing content, check the sitemap again to confirm that it reflects the intended public resources.

Generated search metadata

Probo generates metadata for every portal page:

• The page title uses the portal’s entity name.
• The meta description uses the portal description, with the generated page title as a fallback.
• A self-referencing canonical URL uses the current managed or custom portal hostname.
• Language alternates identify every supported translation, with English as the default.
• The portal logo is used as the favicon when available; otherwise Probo’s favicon is used.

After changing the entity name, description, logo, or domain, allow search engines time to recrawl the portal before expecting search results to update.

Custom domains and canonical URLs

Use one stable hostname when promoting the portal. After a custom domain becomes active, the managed probopages.com address redirects to it, and generated canonical URLs use the custom hostname requested by visitors.

Before enabling indexing on a new custom domain:

1. Confirm that the domain is active and loads over HTTPS.
2. Open several public portal pages from the custom hostname.
3. Verify that the managed hostname redirects to the custom hostname.
4. Check robots.txt and sitemap.xml on the custom hostname.

If the portal was already indexed on another hostname, search results can take time to consolidate around the redirected custom domain.

Machine-readable portal summary

Each active portal serves:

https://<portal-domain>/llms.txt

This Markdown document summarizes the organization and its published compliance information for machine-readable clients. It can include the public profile, frameworks, public documents and audits, subprocessors, references, and custom links.

Restricted document and audit contents are excluded. The file remains reachable on an active portal even when search-engine indexing is disabled; robots.txt controls whether compliant crawlers are invited to fetch it.

Treat llms.txt as another public representation of the portal. Review it after changing visibility or public profile information.

Troubleshoot indexing

The portal does not appear in search results

• Confirm that the portal is active and Search engine indexing is enabled.
• Open robots.txt and verify that it allows crawling.
• Open sitemap.xml and confirm that the expected public URLs are present.
• Verify that the portal and its public resources return successfully over HTTPS.
• Allow time for the search engine to discover and recrawl the site.
• For a custom domain, use the search engine’s webmaster tools to inspect or submit the sitemap when needed.

Search results show old text or branding

Confirm that the entity name, description, and logo are correct in Brand. Search engines cache metadata, so updates are not immediate even when the live portal is correct.

Search results use the old domain

Confirm that the custom domain is active and the managed hostname redirects to it. Check that canonical URLs and the sitemap use the custom hostname, then allow time for recrawling.

A restricted resource name appears publicly

Restricted visibility protects the resource contents, not its catalog entry. Rename the resource to remove sensitive information, or remove it from the portal entirely.

You disabled indexing but results remain

Disabling indexing updates robots.txt, but it does not immediately remove URLs already known to a search engine. Removal timing is controlled by the search engine. Use its temporary-removal tools if a result must be hidden quickly, and remove or restrict the underlying content rather than relying on crawler directives.