Managing Your Coveo Cloud V1 Organization Sources

A source is a Coveo Organization index subdivision containing indexed information for items from a given repository. All users in your Coveo Organization can create sources. The user that creates a source becomes the owner of the source.

Depending on your role in your Coveo Organization, who is the owner of a source, and the security permissions on the repository content of the source, you get various permissions for a given source.

Role Source permission
Create Modify Remove See source See content
Source Owner
Organization Administrator If has source permissions
Normal User If has source permissions If has source permissions
  • Your Salesforce administrator creates a few Salesforce sources for various sets of Salesforce objects using a Salesforce account that has access to all the Salesforce content. All users can see and search these sources. Because your Coveo Organization indexes the permissions on Salesforce items, the search results for your queries will only contain Salesforce items for which you have read permissions.

  • You, as a normal user, create a Gmail source for your personal Gmail account. Only you will see search results with content from your Gmail source. The Coveo Organization owner and administrators can see that the source exists, but not what it contains.

To manage the sources of your Coveo Organization

  1. If not already done, log in to your Coveo Organization.

  2. In the navigation menu on the left, under Search Content, select Sources.

In your Coveo Organization Sources page, you can perform the tasks described below.

Admin-SearchContentSources2d

Create a New Source

  • Click Add Source, and then click one of the buttons corresponding to the type of repository for which you want to add a source (see Available Coveo Cloud V1 Source Types).

    When you create a source, you become the owner of the source.

Filter Sources

  1. In the Sources page, in the top-right section, click the filter box.

  2. Enter the source name that you wish to find.

    The filter automatically applies as you type.

Review the State of Sources Available to You

The Sources page consists in a table with the following columns:

  • Type: Indicates the type of repository indexed by this source (see Available Coveo Cloud V1 Source Types).

  • Name: Indicates the source name, which consists of the source type and the content description such as the email address for an email source, or the URL for a community source. Click the name to edit the source.

  • Security: Indicates the source security status (see Source Permission Types).

  • Status and last update: Current real-time state of the source, showing either the last time it was updated, an ongoing operation, or an issue.

    Indicator Color Source status
    Green Operational and no ongoing operation.
    Gray
    (Flashing)
    Ongoing operation (Creating or Updating).
    Gray
    • With the Disabled status - Refreshing is disabled from the administration console, but the source is still searchable (see Enable/Disable Source Refreshes).
    • Without the Disabled status - Not editable from the administration console because it was created or modified on the back-end server.
    Red

    Error state. A status and a tooltip provide error information.

    Red

    Authentication error state. A status and a tooltip provide error information.

  • Next Update: Indicates when the next source scheduled update will occur as well as the type of update. You can modify the source update schedules (see Modify a Source Schedule).

    Icon Update type Description
    Retrieve new content Incremental refresh of source items monitored as new, modified, or deleted since the last incremental refresh.
    Rescan all content for changes

    Full refresh forcing rescanning all source items to find and index those that are new, modified, or deleted.

    A full refresh schedule is a safety net to ensure the index stays up-to-date with your source, picking up changes that may be missed by incremental refreshes due to API or source limitations, or because they are corner cases.

  • Items: The number of indexed items in the source.

Edit the Source Configuration to Re-index its Content or Re-authorize the Access

  • Click the source name.

    OR

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source.

  2. In the contextual menu, click Edit, and then follow the source configuration steps (see Available Coveo Cloud V1 Source Types).

Decide How Item Titles Are Determined in Search Result Lists

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source.

  2. In the contextual menu, click Edit Items Title.

  3. In the Title Selection Sequence window that appears, drag-and-drop the following options in the desired order. Coveo Cloud follows the sequence to set item titles regardless of the way these titles appear in the system:

    NewFeature-TitleSequence

    When Coveo Cloud fails to extract a title using the first option, the second option is tried and so on.

    • Use the filename: The filename given to the item when saved in the system.

    • Use the title extracted by the converter: Title of the item as appearing in the metadata.

    • Automatically detect the title of items: Title made of the same keys used to produce the excerpt and summary of the item.

  4. Click Apply.

    The source is rebuilt to apply your changes.

  5. Once the source is rebuilt, in the Content Browser or in your search interface, ensure source items have the titles you expected (see Inspecting Items With the Content Browser).

Modify a Source Schedule

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source for which you want to configure the source schedules.

  2. In the contextual menu, click Manage Update.

  3. In the Manage Source Update dialog box:

    Admin-ManageSourceUpdate2c

    1. In the Retrieve new content section:

      1. Select/clear the check box on the right to enable/disable incremental refreshes.

      2. Next to Every, use the controls to specify the time interval between incremental refreshes.

        An incremental refresh is ignored while a full refresh or rebuild is running (see Rebuild a Source).

    2. In the Rescan all content for changes section:

      1. Select/clear the check box on the right to enable/disable full refreshes.

      2. Next to Every, use the controls to specify the days and time at which full refreshes start.

        When starting, a full refresh automatically stops an ongoing incremental refresh and ignores scheduled ones.

    3. Click Update Schedule.

A source rebuild, re-indexing all items of a source, cannot be scheduled. It is an operation that should be performed only when needed, typically following a source configuration change.

Manage Source Fields

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source for which you want to manage the fields.

  2. In the contextual menu, click Manage Fields.

    You will be directed to the Fields page, on which you can manage fields for the selected source (see Managing Fields for a Source).

Manage Owner of a Secured or Shared Source

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source for which you want to configure the refresh schedules.

  2. In the contextual menu, click Manage Owner.

  3. In the Change Owner dialog box:

    Admin-ManageOwnerb

    1. In the New Source Owner drop-down menu, select a new owner for the source.

    2. Click Update Owner.

Rebuild a Source

  • Rebuilding a source re-indexes all items of a source. For a source with a large number of items, a rebuild can take a significant amount of time and consume a significant number of API calls.

  • When starting, a source rebuild automatically stops an ongoing incremental refresh and ignores scheduled ones.

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source that you want to re-index.

  2. In the contextual menu, click Rebuild.

Enable/Disable Source Refreshes

You can temporarily disable all types of refresh on a source and later re-enable them without losing your source refresh schedule configuration.

  1. Select the check box at the beginning of the line of one or more sources for which you want to change the availability.

  2. Click Enable/Disable to keep its content up to date or not in search results.

    OR

  3. Click the Actions icon (Icon-SourceActions) at the end of the line of the source for which you want to change the availability.

  4. In the contextual menu, click Enable/Disable to keep its content up to date or not in search results.

    The source status indicator turns to gray with the Disabled state.

    Admin-SourceStatusDisabled

Change the Security Type of a Source

When you are the owner of a source:

  1. Click the Actions icon (Icon-SourceActions) at the end of the line of the source for which you want to change the security.

    Admin-SourceStatus1c

  2. In the contextual menu, under Set access to, click the desired source security type.

    The security change process is immediately started.

Permanently Remove a Source

  • Deleting the source occurs in many steps. First, you delete the source from the Sources pages. Second, the crawler deletes the source. Finally, thought a transaction applied in the background, the index, and then the remote mirror index (if any) delete the source, removing documents one by one from internal structures.

  • The source deletion take the same time on the index and remote mirror index.

  • Deleting a document does not remove it from all the internal index structures, but the document is no longer accessible from Coveo powered search pages. The index completely wipes the document during the next recycling run, which occurs each time 500k documents are deleted. You can contact Coveo Support to change that threshold.

  • The bigger the source, the longer it takes the index to delete the source content.

  • Deleting documents is significantly faster than adding documents.

When you are the owner of a source or an administrator of a Coveo Organization:

  1. Select the check box at the beginning of the line of the source you wish to delete.

  2. At the top of the page, click Remove.

  3. In the Remove Source confirmation dialog box, click Remove Source.

    OR

  4. Click the Delete icon (Icon-GarbageCharcoal) at the end of the line of the source you wish to delete.

  5. In the Remove Source confirmation dialog box, click Remove Source.