Add or Edit a File System Source

A File System source allows administrators and content managers to retrieve and make searchable the content of files shared over a network via the Coveo On-Premises Crawling Module (see Coveo On-Premises Crawling Module).

Your company has a shared network drive on which letter, Power-Point presentation, and email signature templates are available to all employees. You decide to index the whole drive to make its content searchable via your Coveo-powered search page.

As an administrator or a content manager, you can add files shared over a network to a Coveo Cloud organization. Your File System source can be shared, private, or secured (see Content Security).

By default, a File System source starts a rescan every day to retrieve content changes (addition, modification, or deletion).

Some permission systems are not officially supported by Coveo Cloud. A custom project by Coveo experts may allow you to index your File System source permissions. So, if you want to create a secured source, contact the Coveo Support team.

Source Features Summary

Features Supported Additional information
Windows Server version 2016, 2012, and 2008
Content update Refresh

 

Rescan
Rebuild
Content security options Secured Some permission systems are not officially supported by Coveo Cloud. Contact the Coveo Support team.
Private
Shared

Add or Edit a File Source

  1. Ensure that the content to index and make searchable is shared over a network.

  2. Ensure the Coveo On-Premises Crawling Module is installed on a server that has access to the file system of which you want to retrieve the content (see Crawling Module Deployment Overview).

  3. Log in to the Coveo Cloud V2 administration console with an administrator account (see Logging in to Coveo Cloud V2).

  4. Go to the Add/Edit a File Source panel:

    • To add a source, in the main menu, under Content, select Sources > Add Source button > File System.

      OR

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

  5. In the Add/Edit a File Source panel, in the Configuration tab, if not already done, click Download Crawling Module to install the Coveo On-Premises Crawling Module on a server that has access to the file server of which you want to retrieve the content.

  6. 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 cannot change the source name once it is created.

    • Path

      The network path to a system file folder or a file.

      file://my_server/C:/my_directory

      Click the plus sign to enter another address.

    • Character optical recognition (OCR)

      Check this box if you want Coveo Cloud to extract text from image files and/or PDF files containing images (see Enable Optical Character Recognition). OCR-extracted text is processed as item data, meaning that it is 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 Multiple Coveo Indexes). If your organization only has one index, this drop-down menu is not 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 cannot switch to a different index.

    • Content security

      Select who should be able to access the file network content through a Coveo search (see Content Security). Your options are:

      • Private: Only the source creator will be able to find the source content in the search interface. They must however authenticate to the search interface with the identity with which they created the source.

      • Shared: Everyone will be able to find the source content in the search interface.

      • Secured: Only users authenticated in the search interface will see the source items for which they have read permission.

        If you want to create a secured source to use with the Coveo On-Premises Crawling Module, contact the Coveo Support team (see Coveo On-Premises Crawling Module).

  7. In the Authentication section, in the Username box, enter the username of a dedicated administrator account that has access to all the content you want to include. In the Password box, enter the corresponding password.

  8. In the Content to Include section, select the Share permissions check box if you want to share permissions with Coveo Cloud V2 and to include NTFS permission entries.

  9. 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 are a member, you will not 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.

  10. Optionally, consider editing or adding mappings between File 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).

  11. 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.

      OR

    • Click Add and Build Source/Save and Rebuild Source when you are done editing the source and want to make changes effective.

      Back on the Sources page, you can review the progress of your File System 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 Content Browser - Page).

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 rescanned every day.