Add or Edit a Dropbox Business Source

This is for:

Developer System Administrator

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.

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.

Tip
Leading practice

The number of items that a source processes per hour (crawling speed) depends on various factors, such as network bandwidth and source configuration. See About crawling speed for information on what can impact crawling speed, as well as possible solutions.

Source Key Characteristics

Features Supported Additional information

Dropbox Business version

Latest cloud version

Following available Dropbox Business releases

Indexable content

Teams, Accounts, and 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

check

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

rescan

check

rebuild

check

Content security options

Same users and groups as in your content system

check

If you select the Same users and groups as in your content system 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.

Specific users and groups

x

Everyone

check

Add or Edit a Dropbox Business Source

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

Tip
Leading practice

It’s best to create or edit your source in your sandbox organization first. Once you’ve confirmed that it indexes the desired content, you can copy your source configuration to your production organization, either with a snapshot or manually.

See About non-production organizations for more information and best practices regarding sandbox organizations.

"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.

Note

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.

Tip
Leading practice

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.
Optical Character Recognition (OCR)

If you want Coveo to extract text from image files or PDF files containing images, enable the appropriate option.

The 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.

"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 the Same users and groups as in your content system 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.

Important

When using the Everyone content security option, see Safely Apply Content Filtering for information on how to ensure that your source content is safely filtered and only accessible by intended users.

"Access" Tab

In the Access tab, set whether each group (and API key, if applicable) in your Coveo organization can view or edit the current source.

For example, when creating a new source, you could decide that members of Group A can edit its configuration while Group B can only view it.

See Custom access level for more information.

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.

      Note

      On the Sources (platform-ca | platform-eu | platform-au) page, you must click Launch build or Start required rebuild in the source Status column to add the source content or to make your changes effective, respectively.

    • 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 (platform-ca | platform-eu | platform-au) page, you can follow 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 once your source is done building or rebuilding.

Safely apply content filtering

The best way to ensure that your indexed content is seen only by the intended users is to enforce content security by selecting the Same users and groups as in your content system option. Should this option be unavailable, select Specific users and groups instead.

However, if you need to configure your source so that the indexed source content is accessible to Everyone, you should adhere to the following leading practices. These practices ensure that your source content is safely filtered and only accessible by the appropriate users:

Following the above leading practices results in a workflow whereby the user query is authenticated server side via a search token that enforces the search hub from which the query originates. Therefore, the query can’t be modified by users or client-side code. The query then passes through a specific query pipeline based on a search hub condition, and the query results are filtered using the filter rules.

Configure query filters

Filter rules allow you to enter hidden query expressions to be added to all queries going through a given query pipeline. They’re typically used to add a field-based expression to the constant query expression (cq).

Example

You apply the @objectType=="Solution" query filter to the pipeline to which the traffic of your public support portal is directed. As a result, the @objectType=="Solution" query expression is added to any query sent via this support portal.

Therefore, if a user types Speedbit watch wristband in the search box, the items returned are those that match these keywords and whose objectType has the Solution value. Items matching these keywords but having a different objectType value aren’t returned in the user’s search results.

To learn how to configure query pipeline filter rules, see Manage Filter Rules.

Note

You can also enforce a filter expression directly in the search token.

Use condition-based query pipeline routing

The most recommended and flexible query pipeline routing mechanism is condition-based routing.

When using this routing mechanism, you ensure that search requests are routed to a specific query pipeline according to the search interface from which they originate, and the authentication is done server side.

To accomplish this:

  1. Apply a condition to a query pipeline based on a search hub value, such as Search Hub is Community Search or Search Hub is Agent Panel. This condition ensures that all queries that originate from a specific search hub go through that query pipeline.

  2. Authenticate user queries via a search token that’s generated server side and that contains the search hub parameter that you specified in the query pipeline.

Configure the search token

When using query filters to secure content, the safest way to enforce content security is to authenticate user queries using a search token that’s generated server side. For instance, when using this approach, you can enforce a search hub value in the search token. This makes every authenticated request that originates from a component use the specified search hub, and therefore be routed to the proper query pipeline. Because this configuration is stored server side and encrypted in the search token, it can’t be modified by users or client-side code.

Implementing search token authentication requires you to add server side logic to your web site or application. Therefore, the actual implementation details will vary from one project to another.

The following procedure provides general guidelines:

Note

If you’re using the Coveo In-Product Experience (IPX) feature, see Implement advanced search token authentication.

  1. Authenticate the user.

  2. Call a service exposed through Coveo to request a search token for the authenticated user.

  3. Specify the userIDs for the search token, and enforce a searchHub parameter in the search token.

Note

You can specify other parameters in the search token, such as a query filter.

For more information and examples, see Search token authentication.

Required privileges

You can assign privileges to allow access to specific tools in the Coveo Administration Console. The following table indicates the privileges required to view or edit elements of the Sources (platform-ca | platform-eu | platform-au) page and associated panels. See Manage privileges and Privilege reference for more information.

Note

The Edit all privilege isn’t required to create sources. When granting privileges for the Sources domain, you can grant a group or API key the View all or Custom access level, instead of Edit all, and then select the Can Create checkbox to allow users to create sources. See Can Create ability dependence for more information.
Actions Service Domain Required access level

View sources, view source update schedules, and subscribe to source notifications

Content

Fields

View

Sources

Organization

Organization

Edit sources, edit source update schedules, and view the View Metadata page

Content

Fields

Edit

Sources

Content

Source metadata

View

Organization

Organization

What’s Next?

Schedule source updates.