Add or Edit a Box Business Source

Members of the Administrators and Content Managers built-in groups can add the content of users’ Box enterprise accounts to a Coveo Cloud organization. The source can be shared or secured (see Content Security). By default, a Box Business source starts a refresh every three hours to retrieve content changes (addition, modification, or deletion).

The Box Business Legacy connector has been deprecated for security reasons. If you still have a Box Business Legacy source, it will still work, but it is recommended to create a Box Business source to replace it.

The difference between the two connectors lies in how you identify your Box account when creating the source: with a Box Business Legacy, you entered a Box Enterprise ID, whereas with a Box Business source, a JSON configuration containing credentials is required. Moreover, Box Business Legacy sources provided a Coveo application API key to enter in your Box application to authorize Coveo. With the new connector, this is no longer required.

Source Features Summary

Features Supported Additional information
Box version Latest cloud version Following available Box releases
Searchable content types Files, folders, enterprises, users, and web links
Content update Refresh

Rescan or rebuild needed to:

  • Remove deleted users in Box

  • Update the subitems of a renamed folder

Rescan  
Rebuild  
Content security options Secured 1  
Private  
Shared  

Note 1: By default, shared link permissions are ignored, meaning that an item only shared with a link is only visible by its owner in your Coveo search interface. Contact Coveo Support for assistance on how to take shared link permissions into account.

Add or Edit a Box Business Source

  1. If not already in the Add/Edit a Box Business Source panel, go to the panel:

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

      OR

    • To edit a source, in the main menu, under Content, select Sources, and then double-click the desired source row.

  2. In the Add/Edit a Box Business Source panel, in the Configuration tab, enter appropriate parameter values:

    • Source name

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

      user@domain.com-Public-Box

      You cannot change the source name once it is created.

    • Authorization

      Enter the Box application credentials in JSON format (see Use an Application Config File).

      OR

      Click Choose File to select a JSON format credentials file to upload (see Use an Application Config File).

      If you still have a Box Business Legacy source, an enterprise ID is required instead. In the Box Enterprise ID box, enter the unique identifier that is displayed in your Box Enterprise Admin Console, in the Account & Billing tab.

    • 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 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 Many 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 a content security option to determine who can see items from this source in a search interface.

  3. In the Users to Include section:

    • Select All if you want to make all your managed Box accounts searchable.

      OR

    • In the User emails box that appears, enter the user email addresses corresponding to the Box accounts you want to make searchable.

      When you want users to be included as separate items, add the IndexUsers hidden parameter and set it to true in the source JSON configuration (see Source JSON Modification Examples). The default value is false.

  4. 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.

  5. Optionally, consider editing or adding mappings between Box item metadata and fields in your Coveo Cloud organization (see Adding and Managing Source Mappings).

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

  6. 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 Box source addition or modification (see Adding and Managing Sources).

  7. Optionally, review the source refresh schedule.

    By default, your Box Business source is refreshed every three hours to quickly make your Box Business content changes searchable (additions, modifications, or deletions). When your Box account content does not change frequently, consider increasing the refresh time interval (e.g., every day) to optimize resource consumption (see Edit a Source Schedule).

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.