Add or Edit a SharePoint Online Legacy Source

SharePoint Online legacy sources are unavailable in organizations created after February 28th, 2018. Customers with such an organization must create regular SharePoint Online sources instead.

Members of the Administrators and Content Managers built-in groups can include SharePoint Online content and make it searchable. 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).

The SharePoint Online legacy source requires an identity provider URL (when using a federated authentication) and a SharePoint trust identifier to make secured content searchable (see Authentication Section). To authenticate with OAuth 2.0, create a regular SharePoint Online source instead.

Source Key Characteristics

Features Supported Additional information
SharePoint Online version Latest cloud version  
Searchable content types Sites, sub-sites, user profiles, personal websites, lists, list items, list item attachments, document libraries, document sets, documents, web parts, and microblog posts and replies.
Content update operations Refresh

Takes place every hour by default. A rescan or rebuild is required to take account of deleted user profiles.

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

Requirements

DNS Records Configuration for Office 365

  1. Log in to Office 365 admin center with an administrator account.

  2. In the navigation bar on the left, select Domains.

  3. On the Manage domains page:

    1. Under Domain Name, select your corporate domain (not company.onmicrosoft.com) check box.

    2. Next to the Action column, under the domain name, click Domain settings.

  4. On the domain page, in the DNS records section, take note of the DNS records.

  5. Configure these DNS records in your DNS host provider (see Create DNS records for Office 365 when you manage your DNS records).

  6. On the domain page, in the DNS records section, click the Troubleshoot domain link to ensure that the DNS records were correctly configured.

SharePoint Online Account With Appropriate Permissions

When you want to include SharePoint Online content, you must create a specific SharePoint Online account that will be only used for the source. Otherwise, you will need to also change the source Password value each time the account password changes to prevent authentication errors.

  1. Access your SharePoint Online tenant with an administrator account.

  2. On your SharePoint Online tenant:

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

      SharePoint web application enabled authentication Type of user User format
      Native Native Office 365 account username@domain.onmicrosoft.com
      SSO with ADFS Single Sign-On Office 365 account username@domain.com
      SSO with Okta
    2. Grant appropriate SharePoint permissions to the SharePoint Online account you selected to ensure it has access to all the content that you want to include.

      The following table presents the minimal required permissions that the source credentials must have to perform the specified action.

      Action to perform Minimal required permission
      Content and security indexing, incremental refresh, and site collection discovery

      Personal site, user profile and social tags indexing

      When including personal sites or user profiles, the source credentials (indexing account) must not have a personal site on the SharePoint server being included to prevent connector failure cases when attempting to retrieve the list of personal sites.

      Owner of all personal sites collections (see Adding the Personal Sites Collections Owner Permissions for SharePoint Online).

Add or Edit a SharePoint Online Legacy Source

Before you start, ensure that your SharePoint Online Legacy instance meets the source requirements.

When adding or editing a SharePoint Online Legacy source, follow the instructions below.

“Configuration” Tab

On the Add/Edit a SharePoint Online Legacy Source subpage, the Configuration tab is selected by default. It contains your source 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.

URL

Enter the URLs of the SharePoint Online site sections that you want to make searchable. Ensure to include the protocol (http:// or https://).

  • For the whole SharePoint Online site: https://domain.sharepoint.com

  • For a Web Application: https://site:8080/

  • For a site collection: https://site:8080/sites/support

  • For a website: https://site:8080/sites/support/subsite

  • For a document library: https://site:8080/documentLibrary

  • For a list: https://site:8080/sites/support/lists/contacts/allItems.aspx

Indexing a specific folder in a list isn’t supported.

Scope

Select the content type that you want to index in relation with the specified source URLs.

By default, Web application is selected, which is the highest element type in the SharePoint Online site hierarchy. It allows you to index everything.

Value Content to crawl
Web application All site collections of the specified web application
Site collection All web sites of the specified site collection
Web and sub webs Only the specified web site and its sub webs (also known as subsites)
List Only the specified list or document library
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.

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.

“Authentication” Section

In the Authentication section, you must provide authentication information so that Coveo can access the content you want to make searchable. In the drop-down menu, select the identity provider you use to manage identities in your SharePoint site. Options are:

  • Native

  • Federated

Depending on the option you choose in the drop-down menu, you must fill some or all of the following boxes.

Username and Password

The credentials of a dedicated SharePoint Online administrator account that has access to all the content you want to index (see SharePoint Online instructions in Granting SharePoint Permission to the Crawling Account). See Source Credentials Leading Practices.

Starting March 25, 2019, when you create two SharePoint Online Legacy sources retrieving content from the same tenant, they share their security providers, which increases the speed of the security identities refresh operation (see Refresh a Security Identity Provider). You must however use the same administrator credentials for both sources.

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.

  • 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. 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

User Profiles

Check this box to index SharePoint Online user profiles.

Indexing user profiles can take a significant time depending on their number. Moreover, including user profiles more than once creates as many duplicates in your Coveo organization index. Therefore, we recommend to index your user profiles only once for all your SharePoint Online sources:

  • When you configure your first SharePoint Online source, select the User profiles check box. For all your other SharePoint sources, ensure this parameter check box is cleared.

  • When you already have other configured SharePoint Online sources, look for your smallest web application in size, and select the User profiles check box and clear this parameter check box in all your other SharePoint Online sources.

Personal Sites

When the selected scope is Web application, check this box to include SharePoint Online personal sites.

“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.

Recommended Articles