Adding a SharePoint Online Source

You can add the content of a SharePoint Online community to your Coveo organization.

You can index SharePoint Online content and make it searchable. The SharePoint Online content is searchable by only you when you make the source private or all members of the Coveo organization when you share the source. Your SharePoint Online source starts an incremental refresh every 15 minutes to index SharePoint Online file changes (addition, modification, or deletion).

Source Features Summary

Features Supported Additional information
SharePoint Online version N/A
Searchable content types Top-level (tenant), Web applications, site collections, sites, sub-sites, user profiles, personal websites, lists, list items, list item attachments, document libraries, document sets, documents, web parts, and microblog posts and replies.
Content update Incremental refresh

Full refresh or rebuild is needed to retrieve deleted user profiles.

Full refresh
Rebuild
Permission types Secured
Private
Shared

Add a SharePoint Online Source

To edit a SharePoint Online source, see Edit the Source Configuration to Re-index its Content or Re-authorize the Access, and then follow the steps below, starting from step 6.

  1. Configure DNS records for Office 365 at your DNS hosting provider.

    1. Log in to Office 365 admin center with an administrator account.

    2. In the navigation bar on the left, select Domains.

    3. On the Manage domains page:

      1. Under Domain Name, select your corporate domain (not company.onmicrosoft.com) check box.

      2. Next to the Action column, under the domain name, click Domain settings.

    4. On the domain page, in the DNS records section, take note of the DNS records.

    5. Configure these DNS records in your DNS host provider (see Create DNS records for Office 365 when you manage your DNS records).

    6. On the domain page, in the DNS records section, click the Troubleshoot domain link to ensure the DNS records were correctly configured.

  2. On your SharePoint tenant:

    1. Select or create a user that the source will use to retrieve your SharePoint Online content. See the following table to identify the required type of user for your web application enabled authentication.

      SharePoint Web Application Enabled authentication Type of user User format
      Native Native Office 365 account username@domain.onmicrosoft.com
      SSO with ADFS Single Sign-On Office 365 account username@domain.com
      SSO with Okta
    2. Grant appropriate SharePoint permissions to the SharePoint Online account you selected to ensure access to all the content that you want to index.

      The following table presents the minimal required permissions that the indexing account must have to perform the specified action.

      Action to perform Minimal required permission
      Content and security indexing, incremental refresh, and site collection discovery

      Personal site, user profile and social tags indexing

      When indexing personal sites or user profiles, the indexing account must not have a personal site on the SharePoint server being indexed to prevent connector failure cases when attempting to retrieve the list of personal sites.

      Owner of all personal sites collections (see Adding the Personal Sites Collections Owner Permissions for SharePoint Online).
  3. If not already done, log in to your Coveo organization.

  4. In the navigation bar on the left, under Search Content, select Sources, and then click Add Source.

  5. On the Add Source page, click SharePoint Online.

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

  6. In the Add/Edit a SharePoint Online Site dialog box:

    Admin-AddSharePointOnlineSource

    1. In the Source Name box, enter a descriptive name of your choice for the source.

    2. In the URL box, enter the URL of your SharePoint Online site.

    3. In the security drop-down menu, select if you want your SharePoint Online content to be Shared or Private (see Source Permission Types).

      If you select Shared, in search results, users can see all the items that the indexing account can access.

    4. In the Username and Password boxes, enter the credentials of the SharePoint Online account you selected or created before in step 2.

    5. Click Start Indexing (or Refresh Index when editing the source).

  7. Back on the Sources page, you can review the progress of your SharePoint Online source addition (see Review the State of Sources Available to You).

What’s Next?

What's Next for Me?