Add or Edit a Gmail (Personal) Source

Members of the Administrators and Content Managers built-in groups can add the content of a Gmail mailbox to a Coveo Cloud organization. Coveo Cloud indexes Gmail messages and attached files to make them searchable only by the source creator. Google Contacts aren’t indexed. By default, a Gmail source starts a refresh every hour to index Gmail file changes (additions, modifications, or deletions).

Administration Console users with the required privileges could use the View all content option in the Content Browser to see personal Gmail content. They could also set the source Content Security parameter to Everyone, which would allow any user (authenticated or not) to see the source content through a Coveo-powered search interface. We therefore recommend to avoid indexing Gmail instances that contain sensitive data.

When you create the source, you authorize the Coveo organization to read your Google account using OAuth 2.0, a protocol that authorizes access without giving your password.

You can always revoke the Coveo organization OAuth 2.0 authorization (Coveo Cloud Platform) from your Google account (see the Google item Revoke third-party access to your account information).

Source Features Summary

Features Supported Additional information
Gmail version Latest cloud version Following available Gmail releases
Searchable content types Emails and attachments
Content update Refresh

A source rescan or rebuild is needed to capture domain, primary email and email aliases changes.

Rescan
Rebuild
Content security options Determined by source permissions

Source creator
Everyone

Add or Edit a Gmail (Personal) Source

  1. If not already in the Add/Edit a Gmail (Personal) Source panel, access the panel:

    • To add a source, in the main menu, under Content, select Sources > Add Source button > Gmail > Gmail (Personal).

      OR

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

  2. In the window that appears, log in to the account of which you want to include the content.

  3. Under Coveo Cloud Platform wants to access your Google Account, click Allow to grant Coveo Cloud read access to your account.

  4. 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).

      user@domain.com-Public-Gmail-Mailbox

    • User email

      The email of the user whose Gmail account you want to make searchable and with which you performed the OAuth 2.0 protocol the first time.

    • 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.

  5. 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.

  6. 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.

  7. Optionally, consider editing or adding mappings (see Adding and Managing Source Mappings).

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

  8. 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’re done editing the source and want to make changes effective.

      Back on the Sources page, you can review the progress of your Gmail 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).

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 hour.

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