Managing Your Coveo Cloud V1 Organization Settings

The administration console Organization Settings page shows the name and owner of the Organization, and also different settings that can either be modified by both Coveo Organization administrators and owner, or only the owner.

Administrators and the owner can among other things set the search endpoint needed by the usage analytics to resolve item titles and links, select the time zone used, and configure an on-premises index (if any). The owner is however the only one who can transfer ownership to someone else, deactivate the Organization and manage the password policy and resets.

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License Tab

Access your License settings

  1. If not already done, log in to your Coveo Organization with an Owner or Admin user role account.

  2. In the navigation bar on the left, under Organization, select Settings.

Change the Organization name

You can use the License tab to change your Organization name (see Access your License settings).

To change the name of the Organization, in the Name box, change the name, and then press the Enter or Tab key, or click outside the box to save the changes.

The name given when the Organization was created may no longer be representative of scope of its current index. Change the name to a more precise name.

The Organization name appears in the administration console upper-right corner. When you log in and your Coveo Cloud Platform account has access to more than one Organization, you will also see the Organization names and can select to which one you log in.

Review the Organization ID

You can use the License tab to review your Organization ID (see Access your License settings).

The Organization ID (organizationId in the code) is the original Organization name where all spaces and special characters are removed and all uppercase characters are converted to lowercase.

When your original Organization name is Company - Search, the organizationIdis: companysearch

An administrator or a developer may need to know the organizationId value when configuring or customizing a component interacting with your Coveo Cloud organization (such as a search interface).

Transfer the Organization ownership

You can use the License tab to transfer the ownership of your Organization (see Access your License settings).

To transfer the ownership of the Organization and associated permissions to someone else (you must be the Organization owner):

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There is only one owner per Organization at a time. When you transfer the ownership, you will immediately lose the associated permissions and become an administrator (see Coveo Cloud V1 Organization User Roles).

  1. Next to Owner, click Change.

  2. In the dialog box that appears, click Make Owner next to the user to which you want to transfer the Organization ownership.

    When there are many users, you can find more easily the desired user by entering one or more characters to reduce the list of displayed users to those matching entered characters.

  3. In the confirmation dialog box, click Grant Permissions.

    Admin-OrganizationSettingsOwner3

Configure source error email notifications

You can use the License tab to configure source error email notifications (see Access your License settings).

To be notified by email when a source encounters a fatal error:

  1. Enable the Send source error notifications toggle.

  2. (Optional) In the Notify specific emails box, enter one or more emails, separated by commas, to receive notifications each time Coveo Cloud is unable to update one of the sources in your Organization:

    • By default, only source owners are notified when their sources encounter a fatal error.

    • Only one email is sent per error, regardless of the number of times the related source encounters the error.

      • When Coveo Cloud fails to update a source, the specified emails receive one notification even if the source encounters the error several times (e.g., during each scheduled update).

      • You add an email to be notified after a source encounters an error for the first time, this specified email will NOT receive a notification for this error even if the error occurs another time.

Change the endpoint

You can use the License tab to change your search endpoint (see Access your License settings).

To change the Search Endpoint:

When your Coveo Cloud Organization was created exclusively to host the usage analytics data for an on-premises index, meaning that your Coveo Cloud organization has no indexed content and no sources, the Search Endpoint box appears. The value of this parameter is used to resolve item IDs to item titles/links for authorized users. When this parameter is left empty, only item IDs appear for the Document dimension values shown in usage analytics pages.

The Search Endpoint parameter is typically configured by the developer or administrator that configures the on-premises search interfaces to send search events to the Coveo Organization.

The Search Endpoint value is typically in the form https://SearchSite/coveo/rest/.

Configure the time zone

You can use the License tab to configure your Organization time zone (see Access your License settings).

To set the time zone used in your Coveo Cloud organization, enable the Detect User Time Zone toggle to use the time zone of the user’s browser or in the Time Zone box, enter a specific time zone, or start typing, and then select one of the suggested time zones.

The option you use highly depends on your use case:

  • When you want all your usage analysts to see the same data when they review the same date range, use the Time Zone box to enter a specific time zone.

  • When your usage analysts manage data from their own time zone specifically, enable the Detect User Time Zone toggle, so that each of your analysts can see the same reports with filters adapted to their city/country and data will make sense to them.

When the time zone you specify in the Time Zone box does not match the user’s browser time zone, the time zone abbreviation appear in the selected date range box.

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Export login history

In the License tab, administrator and owners can see the Login History parameter and click Export to download a comma separated value (CSV) file containing a list of all date/time and user accounts who logged in to the Organization for the last month (31 days) (see Access your License settings).

  • The file can include entries for Coveo Specialist, indicating that a Coveo employee logged in to your organization, typically for maintenance or troubleshooting purposes.

  • Login history is available starting with the introduction of this feature (September 2, 2016).

Reinitialize passwords

You can use the License tab to reinitialize all user passwords (see Access your License settings).

To reinitialize all Organization users passwords (you must be the Organization owner):

  1. Click the Reinitialize All Passwords link.

  2. In the confirmation dialog box, click Reinitialize.

    Admin-ReinitializeAllPasswords

Deactivate the Organization

You can use the License tab to deactivate your Organization (see Access your License settings).

To deactivate the Organization (you must be the Organization owner):

Deactivating your Coveo Cloud organization shuts down the machine running your index. All Coveo Insight Boxes or search interfaces connected to this index will stop returning search results. The administration console will be accessible, but most pages will be either disabled or in read-only mode.

All your sources will be archived for two weeks before being completely and permanently deleted. The owner must contact Coveo Support within two weeks if he wants to reactivate the Organization.

  1. Click the Deactivate Organization link.

  2. In the confirmation dialog box, click Deactivate.

    Admin-OrganizationSettingsDeactivate2

Define the password policy

You can use the License tab to define a password policy for your Coveo Cloud organization users (see Access your License settings).

To set a password policy (you must be the organization owner):

Under Password Policy, select one or more password requirements between the following:

  • At least 1 lowercase character (a-z)

  • At least 1 uppercase character (A-Z)

  • At least 1 digit (0-9)

  • At least 1 special character

  • At least n characters

    Minimal password length is 8 characters.

  • Must be different than the n previous passwords

  • Expire every n days

Password requirements are effective the moment they are defined.

Configure an on-premises index

To configure an on-premises index for a Coveo Hybrid Cloud Organization, see Creating a Coveo Hybrid Cloud V1 Organization.

The On-premises Index Settings section only appears when you have a hybrid Organization (see Access your License settings).

Modify analytics item titles

You can use the License tab to modify analytics item titles (see Access your License settings).

To modify item title display in usage analytics:

In the Security of Document Titles Displayed in Analytics drop-down menu, specify how the administration console manages the display of item titles for the Search Result dimension in usage analytics pages:

  • Select the default Use Analytics Records option, to present the data gathered by the usage analytics (provided by the user interface). When item titles are collected together with item IDs, anyone having access to usage analytics pages can see the item titles.

    The values you see in usage analytics reports are the item titles on which the user clicked in your search interface, for instance.

    If Match Search Content Securities was selected and you select this option, all previous clicks on items will be lost.

  • Select the Match Search Content Securities option, to present the title from the index for each item only when the user has the permissions to see the item, allowing to prevent the disclosure of potentially sensitive title content.

    When you have the right permissions, the values you see in usage analytics reports are the sysuri value of clicked items, provided by your index.

Analytics Tab

Access your Analytics settings

  1. If not already done, log in to your Coveo Organization with an Owner or Admin user role account.

  2. In the navigation bar on the left, under Organization, select Settings.

  3. In the Settings page, click the Analytics tab.

  4. On the left-hand side of the page, click Limits or Internal events to access the corresponding information (see Review the Usage Analytics Limits of Your License Organization and Specify Internal IPs).

Review the Usage Analytics Limits of Your License Organization

You can use the Analytics tab to review the Usage Analytics licensing limits set in your Organization license (see Access your Analytics settings).

The limits are the following:

Other limits are susceptible to apply for dimensions and data exports (see About Usage Analytics Limits).

Specify Internal IPs

You can use the Analytics tab to specify IP addresses whose events are flagged as internal to your Organization (see Access your Analytics settings).

Events that were logged before you define the IPs are not modified. Only subsequent events are flagged as internal.

Search Alerts Tab

The search alerts service must be activated for your Coveo Cloud organization for the Search Alerts tab to be available.

Contact Coveo Support to request the search alerts service activation. This step is needed because the Coveo Cloud search alerts service is currently in pilot version.

Access your Search Alerts settings

  1. If not already done, log in to your Coveo Organization with an Owner or Admin user role account.

  2. In the navigation bar on the left, under Organization, select Settings.

  3. In the Settings page, click the Search Alerts tab.

Enable search alerts

To receive email notification, you must have deployed the search alert service on your Coveo Js Search page in Salesforce (see Deploying Search Alerts on a Coveo JS Search Page).

  1. Access the Search Alerts tab (see Access your Search Alerts settings).

  2. Enable the Send email alerts toggle.

Edit the email address of the email notification sender

  1. Access the Search Alerts tab (see Access your Search Alerts settings).

  2. In the Sender Email box, enter the email address that will appear as the sender of the email alerts.

By default, all email notifications are sent from CloudSubscriptions@coveo.com.

Edit the search alert email template

  1. Access the Search Alerts tab (see Access your Search Alerts settings).

  2. In the Search Alerts tab, next to Email Alert, click Edit Template.

  3. In the Edit Email Alert Template panel that appears:

    1. In the Subject box, enter the subject of all email notifications.

    2. In the Body box, enter the body of the email template, respecting the Mustache syntax (see Mustache Manual and Coveo Search Alerts).

    3. Click Save.

      You can also reset the email template to defaults by clicking Reset Template.