Add or Edit a OneDrive for Business Source

Members of the Administrators and Content Managers built-in groups can add the content of managed users’ OneDrive for Business to a Coveo Cloud organization. In a Coveo-powered search interface, the source content is accessible to either everyone, the source creator only, or specific users as determined by source permissions (see Content Security). By default, a OneDrive for Business source is refreshed every six hours to retrieve OneDrive for Business file changes (additions, modifications, or deletions).

Source Features Summary

Requirements

Supported SharePoint Versions

The source supports OneDrive for Business within SharePoint Online.

SharePoint Account With Appropriate Permissions

When you want to include OneDrive for Business content, you must create a specific SharePoint account that will be only used for the source. If you use your own account, you must change the source Password value in the Edit a OneDrive for Business Source panel every time you change your password to prevent authentication errors.

Select or create a user that the source will use to retrieve your OneDrive for Business content. See the following table to identify the required type of user for your web application enabled authentication.

This SharePoint account must be:

• Site administrator of your -my.sharepoint.com site;

• Site administrator of all personal sites to make searchable (see Adding the Personal Site Owner Permissions for SharePoint Online).

  OneDrive users can remove the Coveo Cloud crawling account from the list of site administrators allowed to access their OneDrive. If updates in a user’s OneDrive are suddenly not retrieved anymore, the user might have removed the crawling account from this list.

Add or Edit a OneDrive for Business Source

1. Ensure that your OneDrive for Business instance meets the source requirements (see Requirements).

2. If not already in the Add/Edit a OneDrive for Business Source panel, access the panel:

   • To add a source, in the main menu, under Content, select Sources > Add source button > OneDrive for Business.

     OR

   • To edit a source, in the main menu, under Content, select Sources > source row > Edit in the Action bar.

3. In the Configuration tab, enter appropriate values for the available parameters:

   • Source name

     A descriptive name for your source under 255 characters (not already in use for another source in this organization).

   • Site URL

     Your OneDrive for Business root site, including the protocol (https://).

     https://domain.sharepoint.com

   • Index

     When adding a source, if you have more than one logical (non-Elasticsearch) index in your organization, select the index in which the retrieved content will be stored (see Leverage Many Coveo Indexes). If your organization only has one index, this drop-down menu isn’t visible and you have no decision to make.

     • To add a source storing content in an index different than default, you need the View access level on the Logical Index domain (see Privilege Management and Logical Indexes Domain).

     • Once the source is added, you can’t switch to a different index.

   • Character optical recognition (OCR)

     Check this box if you want Coveo Cloud to extract text from image files or PDF files containing images (see Enable Optical Character Recognition). OCR-extracted text is processed as item data, meaning that it’s fully searchable and will appear in the item Quick View (see Search Result Quick View).

     Since the OCR feature is available at an extra charge, you must first contact Coveo Sales to add this feature to your organization license. You can then enable it for your source.

4. In the Authentication section, when you want to include secured OneDrive for Business content or include permissions, you must set the appropriate authentication parameters:

   • Username

     The username of a dedicated OneDrive for Business administrator account that has access to all the content you want to include (see SharePoint Online instructions in Granting SharePoint Permission to the Crawling Account).

   • Password

     The corresponding password.

   • Identity provider URL

     Depending on the provider your users use to log in to SharePoint:

     • When using SSO Office 365 authentication, enter the URL of the identity provider server used in SharePoint Online to authenticate users. This URL is required since OneDrive for Business is part of SharePoint Online.

     • When authenticating via ADFS, you can edit the identity provider URL in the ADFS settings (see Finding and Enabling the ADFS Service Endpoint URL Path).

       When authenticating via Okta, the URL should be of the following format: https://acme.okta.com/app/office365/{applicationId}/sso/wsfed/active

     • When using native authentication, leave this field blank.

   • SharePoint trust identifier

     Depending on the provider your users use to log in to SharePoint:

     • When using SSO Office 365 authentication, enter the Relying Party Trust identifier for the SharePoint Online identity provider server. The URL is required since OneDrive for Business is part of SharePoint Online.

     • Unless you use a different or modified SharePoint Online identity provider, use the default urn:federation:MicrosoftOnline value.

     • When using native authentication, you may leave the default value, as it will be ignored.

5. In the Content to Include section, select List folders if you need to index your OneDrive for Business list folders.

6. In the Content Security tab, select who will be able to access the source items through a Coveo-powered search interface. For details on this parameter, see Content Security.

7. In the Access tab, determine whether each group and API key can view or edit the source configuration (see Understanding Resource Access):

   1. In the Access Level column, select View or Edit for each available group.

   2. On the left-hand side of the tab, if available, click Groups or API Keys to switch lists.

   If you remove the Edit access level from all the groups of which you’re a member, you won’t be able to edit the source again after saving. Only administrators and members of other groups that have Edit access on this resource will be able to do so. To keep your ability to edit this resource, you must grant the Edit access level to at least one of your groups.

8. Optionally, consider editing or adding mappings (see Adding and Managing Source Mappings).

   You can only manage mapping rules once you build the source (see Refresh, Rescan, or Rebuild Sources).

9. Complete your source addition or edition:

   • Click Add Source/Save when you want to save your source configuration changes without starting a build/rebuild, such as when you know you want to do other changes soon.

     On the Sources page, you must click Start initial build or Start required rebuild in the source Status column to add the source content or make your changes effective, respectively.

     OR

   • Click Add and Build Source/Save and Rebuild Source when you’re done editing the source and want to make changes effective.

     Back on the Sources page, you can review the progress of your OneDrive for Business source addition or modification (see Adding and Managing Sources).

   Once the source is built or rebuilt, you can review its content in the Content Browser (see Inspect Items With the Content Browser).

What’s Next?

• Review your source update schedule and optionally change it so that it better fits your needs (see Edit a Source Schedule). By default, your content is refreshed every six hours.