Add or Edit a Dropbox Business Source

With a Dropbox Business account with administrator credentials, members of the Administrators and Content Managers built-in groups can add the Dropbox content of their team members to a Coveo Cloud organization. In a Coveo-powered search interface, the source content is accessible to either everyone or specific users as determined by source permissions (see Content Security). By default, a Dropbox Business source starts a refresh every three hours to index Dropbox file changes (addition, modification, or deletion).

As an administrator or a content manager, when you create a source, you authorize the Coveo organization to read your Dropbox Business account using OAuth 2.0, a protocol that authorizes access without giving your password.

Source Features Summary

Features Supported Additional information
Dropbox Business version Latest cloud version Following available Dropbox Business releases
Searchable content types Teams, Accounts, Files (files and folders)
Content update Refresh

Rebuild or security identity provider update needed to update shared folder permissions.

Rescan  
Rebuild  
Content security options Determined by source permissions Coveo Cloud doesn't support all Dropbox access permissions. Permissions of a folder shared with other Dropbox users through the Dropbox sharing feature are supported. As a result, users with whom the folder is shared can access the files in this folder through a Coveo-powered search interface. Permissions of a folder shared through a link and permissions of files located inside a non-shared folder are not supported.
Source creator  
Everyone  

Requirements

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

Authorize Your Coveo Cloud Organization to Access the Dropbox of Your Team Members

Perform the OAuth 2.0 protocol (see Authorizing the Coveo Connector to Access the Dropbox of Your Team Members).

Add or Edit a Dropbox Business Source

  1. If not already in the Add/Edit a Dropbox Business Source panel, access the panel:

    • To add a source:

      1. In the main menu, under Content, select Sources > Add source button > Dropbox > Dropbox Business.

      2. In the Sign in to Dropbox to link with Coveo Cloud Platform for Business window that appears, enter the Email and Password of a Dropbox Business administrator account that has access to the desired content, and then click Sign in.

      3. Click Allow to allow Coveo to access your Dropbox Business content.

      OR

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

  2. 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-Dropbox-Business

    • 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.

    • 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.

  3. 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.

    If you select Determined by source permissions, keep in mind that Coveo Cloud doesn’t support all Dropbox access permissions. Permissions of a folder shared with other Dropbox users through the Dropbox sharing feature are supported. As a result, users with whom the folder is shared can access the files in this folder through a Coveo-powered search interface. Permissions of a folder shared through a link and permissions of files located inside a non-shared folder are not supported.

  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’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.

  5. 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).

  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’re done editing the source and want to make changes effective.

      Back on the Sources page, you can review the progress of your Dropbox 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 three hours.

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