Add or Edit a Dropbox Business Source

If you have a Dropbox Business account with administrator credentials, you can index the content of your team members’ Dropbox and make it searchable through a Coveo-powered search interface.

You can use the Content Security tab to select whether the source content is accessible to everyone, or as determined by your source permissions system.

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 Key Characteristics

Features Supported Additional information
Dropbox Business version Latest cloud version Following available Dropbox Business releases
Searchable content types

Teams, Accounts, Files (files and folders)

For file types that can't be downloaded directly using the Dropbox API, your Dropbox Business source indexes the default export format of the file instead, if one exists. For example, if a .paper file is exported in .html format, your source indexes the file in .html format because .paper files can't be downloaded directly.

Content update operations Refresh

Takes place every three hours by default. A rebuild or security identity provider update is required to update shared folder permissions.

Rescan  
Rebuild  
Content security options Determined by source permissions If you select the Determined by source permissions option, keep in mind that Coveo can't replicate all Dropbox access permissions in your search interface. Specifically, it supports the permissions of folders shared between Dropbox users through the Dropbox sharing feature. However, it can't replicate the permissions of a folder shared through a link and permissions of files located inside a non-shared folder.
Source creator  
Everyone  

Add or Edit a Dropbox Business Source

When adding or editing your Dropbox Business source, follow the instructions below.

“Sign in to Dropbox” Window

When adding a source, you must first authenticate with Dropbox Business in the Sign in to Dropbox window to allow Coveo to access your content.

  1. Enter the credentials of a Dropbox Business administrator account that has access to the content you want to index, and then click Sign in.

  2. Click Allow.

The authentication process uses the OAuth 2.0 protocol and automatically connects the Coveo team application to your Dropbox Business instance. The Coveo team application appears in the Team Apps section of your Dropbox instance, and includes an access token that’s used by your source to access your Dropbox content.

“Configuration” Tab

On the Add/Edit a Dropbox 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.

A source name can’t be modified once it’s saved, therefore be sure to use a short and descriptive name, using letters, numbers, hyphens (-), and underscores (_). Avoid spaces and other special characters.

Character Optical Recognition (OCR)

If you want Coveo Cloud to extract text from image files or PDF files containing images, check the appropriate box. 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.

“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.

The Source Creator security option is not available for a Dropbox Business source. If you select the Determined by source permissions option, keep in mind that Coveo can’t replicate all Dropbox access permissions in your search interface. Specifically, it supports the permissions of folders shared between Dropbox users through the Dropbox sharing feature. However, it can’t replicate the permissions of a folder shared through a link and permissions of files located inside a non-shared folder.

“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 Launch build or Launch 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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