Add or Edit a Box Source

Members of the Administrators and Content Managers built-in groups can add the content of a personal Box account to a Coveo Cloud organization. In a Coveo-powered search interface, the source content is accessible to either everyone or the source creator only (see Content Security). By default, a Box source starts a refresh every three hours to retrieve content changes (addition, modification, or deletion).

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

Content security options Determined by source permissions
Source creator

Add or Edit a Box Source

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

    • To add a source:

      1. In the main menu, under Content, select Sources > Add Source button > Box > Box (Personal).

      2. If not already logged in to Box, in the Log in to grant access to Box panel, enter your Box credentials (email address and password), and then click Authorize.

      3. In the next panel, review the rights that the Coveo Cloud Platform requests to access your Box account, and when you agree, click Grant access to Box.


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

  2. In the Add/Edit a Box Source panel, 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).

      You can’t change the source name once it’s created.

    • User email

      The Box account email.

    • 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.

  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 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.


    • 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 Box 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).

  7. Optionally, review the source refresh schedule.

    By default, your Box source is refreshed every three hours to quickly make the changes searchable (additions, modifications, or deletions) in your Box account. When your Box account content doesn’t 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.

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