Add or Edit a File System Source

A File System source allows members of the Administrators and Content Managers built-in groups to retrieve and make searchable the content of files shared over a network via the Coveo On-Premises Crawling Module.

Your company has a shared network drive on which letter, PowerPoint 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 organization. In a Coveo-powered search interface, the source content is accessible to either everyone, the source creator only, or specific users as determined by source permissions (see Content Security).

Source Key Characteristics

Features Supported Additional information
Windows Server version 2019, 2016, and 2012
Content update operations Refresh

Rescan Takes place every day by default.
Rebuild
Content security options Determined by source permissions
Source creator
Everyone

Add or Edit a File System Source

Before you start, ensure that the content to index and make searchable is shared over a network.

Also ensure that 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.

Then, to add a source, in the Add a source of content panel, click the Crawling Module tab, and then click File system.

To edit a source, on the Sources page, click the desired source, and then, in the Action bar, click Edit.

“Configuration” Tab

On the Add/Edit a File System Source subpage, the Configuration tab is selected by default. It contains your source’s general and authentication information, as well as other parameters.

If you haven’t already installed the Coveo On-Premises Crawling Module on a server that has access to the file system of which you want to retrieve the content, click Download Crawling Module to do so.

General Information

Source Name

Enter a name for your source.

A source name can’t be modified once it’s saved, therefore be sure to use a short and descriptive name, using letters, numbers, hyphens (-), and underscores (_). Avoid spaces and other special characters.

Path

Enter the network path to a file system folder or a file.

  • For a file located on the server where the Crawling Module is installed: C:\Users\adminuser\Documents

  • For a file located on a different server than that where the Crawling Module is installed, but on the same network: file:\\my-server\Users\adminuser\Documents

Paired Crawling Module

If your source is a Crawling Module source and if you have more than one Crawling Module linked to this organization, select the one with which you want to pair your source. If you change the Crawling Module instance paired with your source, a successful rebuild is required for your change to apply.

Character Optical Recognition (OCR)

If you want Coveo Cloud to extract text from image files or PDF files containing images, check the appropriate box. OCR-extracted text is processed as item data, meaning that it’s fully searchable and will appear in the item Quick View. See Enable Optical Character Recognition for details on this feature.

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 Manage Privileges and Logical Indexes Domain).

  • Once the source is added, you can’t switch to a different index.

“Authentication” Section

The File System source supports the following authentication methods.

Regardless of the method you choose, you must enter the Username and Password of a dedicated administrator account that has access to the content you want to index. See Source Credentials Leading Practices. If you selected Active Directory on-premises, fill the additional boxes that appeared. If you selected Native, skip to “Content to Include” Section.

Active Directory Username and Active Directory Password

Enter credentials to grant Coveo Cloud access to your Active Directory.

Expand Well-Known SIDs

Check this box if you want the users included in your Active Directory well-known security identifiers to be granted access to the indexed content. Expect an increase in the duration of the security identity provider refresh operation. Supported well-known SIDs are: Everyone, Authenticated Users, Domain Admins, Domain Users, and Anonymous Users.

If your entire content is secured with the Everyone or Authenticated users well-known, it’s more cost-effective resource-wise to index it with a source whose content is accessible to everyone than to expand the well-known with a source that indexes permissions.

Enable TLS

Check this box to use a TLS protocol to retrieve your security identities. If you do, we strongly recommend selecting StartTLS if you can. Since LDAPS is a much older protocol, you should only select this value if StartTLS is incompatible with your environment.

Email Attributes

By default, Coveo Cloud retrieves the email address associated to each security identity from the mail attribute. Optionally, you can specify additional or different attributes to check. Should an attribute contain more than one value, Coveo Cloud uses the first one.

“Content to Include” Section

By default, when you select the Determined by source permissions option in the Content Security tab, only NTFS permission entries are indexed and replicated in your search interface. Check the Share permissions box if you also want to index and enforce share permissions. The NTFS and share permission systems are combined, and therefore each end user must be allowed to access an item in both permission models to see this item in their search results.

For further information on share and NTFS permissions, see Share and NTFS Permissions on a File Server. For more information on sources that index permissions and on how Coveo handles these permissions, see Coveo Cloud Management of Security Identities and Item Permissions.

For more information on sources that index permissions and on how Coveo handles these permissions, see Coveo Cloud Management of Security Identities and Item Permissions.

“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.

“Access” Tab

In the Access tab, determine whether each group and API key can view or edit the source configuration (see 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.

Completion

  1. Finish adding or editing your source:

    • 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, click Add Source/Save.

      To add the source content or to make your changes effective, on the Sources page, you must click Launch build or Start required rebuild in the source Status column.

      OR

    • When you’re done editing the source and want to make changes effective, click Add and Build Source/Save and Rebuild Source.

      Back on the Sources page, you can review the progress of your source addition or modification.

    Once the source is built or rebuilt, you can review its content in the Content Browser.

  2. Optionally, consider editing or adding mappings.

    You can only manage mapping rules once you build the source (see Refresh, Rescan, or Rebuild Sources).

What’s Next?

Recommended Articles