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 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).

Although your OneDrive for Business must exist within a SharePoint instance, retrieving your SharePoint instance isn’t required (see Add or Edit a SharePoint Online Legacy Source).

Source Key Characteristics

Features Supported Additional information
OneDrive for Business within SharePoint SharePoint Online  
Searchable content types List folders, list items, and list item attachments.
Content update operations Refresh

Takes place every six hours by default.

Rescan  
Rebuild  
Content security options Determined by source permissions  
Source creator  
Everyone  

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.

SharePoint authentication Type of user User format
Native Native Office 365 account username@domain.onmicrosoft.com
SSO with SAML identity provider (such as ADFS and Okta) Identity provider user account username@domain.com

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

Before you start, ensure that your OneDrive for Business instance meets the source requirements.

Then, when adding or editing your OneDrive for Business source, follow the instructions below.

“Configuration” Tab

On the Add/Edit a OneDrive for Business Source subpage, the Configuration tab is selected by default. It contains your source’s general and content information, as well as other parameters.

General Information

Source Name

Enter a name for your source.

Use a short and descriptive name, using letters, numbers, hyphens (-), and underscores (_). Avoid spaces and other special characters.

Site URL

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

https://domain-my.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 Manage Privileges 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. OCR-extracted text is processed as item data, meaning that it’s fully searchable and will appear in the item Quick View. See Enable Optical Character Recognition for details on this feature.

“Authentication” Section

When you want to include a secured OneDrive for Business content or include permissions, you must set the appropriate authentication parameters.

  1. Enter the Username and Password of a dedicated OneDrive for Business administrator account that has access to the content you want to include (see SharePoint Online instructions in Granting SharePoint Permission to the Crawling Account). See Source Credentials Leading Practices.

  2. Depending on the provider used to log in to SharePoint, enter the applicable Identity provider URL:

    • 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.

  3. Depending on the provider used to log in to SharePoint, enter the applicable SharePoint trust identifier:

    • 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.

“Content to Include” Section

Select List folders if you need to index your OneDrive for Business list folders.

“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.

“Access” Tab

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

Completion

  1. Finish adding or editing your source:

    • 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, click Add Source/Save.

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

      OR

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

      Back on the Sources page, you can review the progress of your source addition or modification.

    Once the source is built or rebuilt, you can review its content in the Content Browser.

  2. Optionally, consider editing or adding mappings.

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

What’s Next?

Adapt the source update schedule to your needs.

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