Add or Edit a Gmail for Work Source

With a Google account with administrator credentials, administrators and content managers can add the Gmail mailboxes content (emails and attachments) of Google Apps domain users to a Coveo Cloud organization. This source can be shared or secured (see Content Security). By default, a Google Drive for Work source starts a refresh every three hours to index Google Drive file changes (additions, modifications, or deletions). A source rescan or rebuild is necessary to capture domain, primary email and email aliases changes.

As a member of one of these groups, when you create the source, you authorize the Coveo Cloud organization to read your Google account using OAuth 2.0, a protocol that authorizes access without giving your password.

Source Features Summary

Requirements

Before configuring your source, you must ensure that your Gmail instance is ready to work with Coveo Cloud.

Authorize Your Coveo Cloud Organization to Access the Gmail Mailboxes of Your Users

1. Create a Google API Console project (see Authorizing the Coveo Connector to Access Your Users Gmail Mailboxes).

2. Modify security parameters in your Google Apps account (see Authorizing the Coveo Connector to Access Your Google Apps for Work).

Add or Edit a Gmail for Work Source

1. If not already done, grant Coveo Cloud access to the Gmail mailboxes of your domain users (see Authorize Your Coveo Cloud Organization to Access the Gmail Mailboxes of Your Users).

2. If not already in the Add/Edit a Gmail for Work Source panel, go to the panel:

   • To add a source, in the main menu, under Content, select Sources > Add Source button > Gmail > Gmail for Work.

     OR

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

3. In the Google Accounts window that appears, select the account you want to include the content or click Add account to enter the email and corresponding password.

4. In the Request for Permission window that appears, click Allow to grant Coveo Cloud platform read access to your account without giving your password.

5. 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).

     Corporate-Google-Gmail-for-Work

   • Google Apps domain

     The Google Drive domain that you want to index.

   • Google Apps administrator account email

     The email of a Google Apps administrator account in the user@company.com format.

     The email does NOT end in @gmail.com.

   • Google Service account email

     The Google service account email address previously obtained (see Authorizing the Coveo Connector to Access Your Users Gmail Mailboxes).

   • Private key file

     Click Choose File, and select the private key file that you previously created (see Authorizing the Coveo Connector to Access Your Google Apps for Work).

   • Character optical recognition (OCR)

     Check this box if you want Coveo Cloud to extract text from image files and/or PDF files containing images (see Enable Optical Character Recognition). OCR-extracted text is processed as item data, meaning that it is 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.

   • 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 Multiple Coveo Indexes). If your organization only has one index, this drop-down menu is not 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 cannot switch to a different index.

   • Content security

     Select who can see any Gmail for Work item from this source in the returned search results (see Content Security). Your options are:

     • Secured: Only users authenticated in the search interface will see the source items for which they have read permission.

       In some cases, a user can have access to other users mailbox, but the Gmail delegation feature is not yet supported.

     • Shared: Everyone will be able to find the source content in the search interface.

6. In the Mailboxes to Include section, select the Specific radio button to add the User emails for which you want the mailbox content to be included, separated by a semicolon. By default, the content of All your domain user mailboxes is included.

7. In the Additional Content To Include, select the Trashed and spam items when you want to include the items in the Trash and Spam folders of the chosen Gmail for Work mailboxes.

8. 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 are a member, you will not 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.

9. 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).

10. 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 are done editing the source and want to make changes effective.

      Back on the Sources page, you can review the progress of your Gmail for Work 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 three hours.