Manage an Organization
- Review Organization Information
- Use the Administration Console
- Apply Critical Updates
- Manage Groups
- Manage Temporary Access
- Manage API Keys
- Review Organization Activity
- Manage Indexes
- Configure Notifications
- Manage Resource Snapshots
- Use the Platform API
- Use the Authorization Server API
- Non-Production Organization Reference
- Organization Backup Reference
The members of your Coveo organization are organized by groups to ease privilege management. The members of a group are granted a set of privileges, which determines which features and data of Coveo Cloud these group members can access.
A Coveo organization comes with several built-in member groups. Members of these groups are granted a set of privileges that allows them to access the tools required to accomplish their duties in the Coveo Administration Console (see Privileges).
The ownership and responsibilities held by each role are unique to each business. Before adding members to a built-in group, you should revise the default privilege set of a built-in group to ensure that’s in accordance with your business’ hierarchy of responsibilities is respected before assigning members to built-in groups.
The Coveo Cloud built-in groups have been created with specific duties in mind. The following is an overview of these original tasks but, as mentioned previously, you can edit the privilege set of a group at any moment.
Members of the Administrators group have the highest access level for all privileges and can create resources in all domains. You should therefore only allow a few select users in the Administrators group of your Coveo organization.
The Administrators group is the only one that can manage search pages. They can modify your organization settings and implement a single sign-on method for organization members to use at login. Furthermore, administrators can access all the indexed content and query logs for troubleshooting purposes. They can also receive notifications about any type of activity occurring in the organization.
Analytics managers can manage usage analytics, i.e., edit dimensions, named filters, reports, etc.
Members of the Analytics Viewers group can access the reports that the analytics managers allowed them to see, but can’t edit these reports. The analytics viewers’ job typically requires them to review your organization usage analytics and draw conclusions.
Content managers have the privileges required to index content and customize how and what’s retrieved. They can edit sources, fields, and indexing pipeline extensions. They can also execute queries in the Content Browser to ensure data is adequately indexed. Moreover, if you have sources that index the permission system of the original repository, content managers can manage and troubleshoot security identities and security identity providers.
Relevance managers are typically responsible for optimizing the capabilities of your Coveo solution. They can fine-tune query pipeline components such as ranking rules and featured result rules, create Coveo Machine Learning (Coveo ML) models that will learn from user behavior and help return the most relevant content, and create reports to analyze the impact of their changes.
Members of the Users group can access and use your Coveo search interfaces, but can’t make any changes in the Coveo Administration Console.
Add or Edit a Group
Coveo Support employees aren’t authorized to grant privileges to customers in a Coveo organization. If you want to be granted access to a Coveo organization, you must follow the access request workflows of your company.
On the Groups page, click Add Group or click the desired group, and then in the Action bar, click Edit.
In the Group name box, enter a name for your group.
Use role-related names for group names such as
Search Content Managers,
Analytics Managers, and
The Members tab isn’t available when creating a group. You must therefore skip to the Privileges tab. Once you have completed the group creation process, you will need to edit your new group to add members to it.
The Members tab lets you add members to a group. There are two ways to do so:
Import a group of members from an OpenID domain, Salesforce user profiles, or single sign-on provider.
Add a single member manually.
You can also remove members from the group through the Members tab.
You can add several members at once to a group by selecting an OpenID domain, single sign-on groups, or Salesforce user profiles. The corresponding users will then be able to log in to your organization.
Log in to the Coveo Platform with a user from the same OpenID domain as the users you want to add.
Select Log in with Salesforce, when you want to add members from a Salesforce group.
Similarly, if you want to add users retrieved from a single sign-on (SSO) identity provider, log in using the SSO.
On the Groups page, click the group to which you want to add the identity set, and then in the Action bar, click Edit.
On the Edit a Group subpage, in the “Members” tab, under Include the following identities, select an OpenID domain, single sign-on groups, or Salesforce user profiles to add to the group.
Supported OpenID domains are Google, Salesforce, and Office 365.
The SSO provider groups displayed in the Identity set menu are the groups provided in the
user.groupsattribute of the identity provider assertion. Therefore, only SSO provider groups in which your account is included are available; as an administrator, you may therefore want to be a member of all groups. This limitation doesn’t apply when configuring this feature via API calls rather than with the Coveo Console (see SAML Authentication API documentation).
SSO provider groups are available in the drop-down menu only once you have:
Although the users in the identity sets you import into your organization can access Coveo Cloud, they don’t appear on the organization member list (see Manage Members).
Add Specific Members to a Group
You can individually invite people to a group, which is useful when a group should contain only a few users.
In the Members tab, under Additional members, click Invite member.
In the Provider drop-down menu:
Select the OpenID domain (Google, Salesforce, or Office 365) in which the desired user is defined.
Select Single sign-on if the desired user is defined within a SSO identity provider.
Select Any listed to let the user choose the supported provider of their choice when they will log in to your organization for the first time.
If you selected an OpenID domain in step 3, in the Username box, enter the Google/Salesforce/Office 365 username corresponding to the user that you want to add to the group.
If you selected a Single sign-on in step 3, in the Username box, enter the SSO
NameIDvalue that Coveo Cloud should expect from the SSO provider for this user.
If you selected Any listed in step 3, in the Email box, enter an email address linked to a valid account in one of the available providers.
The user will receive an email notification, inviting them to join your Coveo organization.
(When you select Google, Salesforce, Office 365, or Single sign-on) When you want the user to receive an email notification:
Enable the Send an email notification toggle button.
For Salesforce and Office 365, since the Username isn’t necessarily an email address, in the Email box appearing below the toggle, you must enter the user email address to which you want to send the notification.
Click Invite Member.
The user appears in the Additional Members list with the Invited tag. The user must log in within 14 days, after which the invitation expires.
Delete Members From a Group
In the Members tab, click the member you want to remove from the group.
In the Action bar, click Delete.
Click Delete to confirm.
The Privileges tab lists the privileges granted to the members of the selected group. You can edit this list to grant or revoke privileges.
See Navigating the “Privileges” Tab and Grant Privileges for more information on how this tab is organized and Privilege Reference for an exhaustive list of the abilities associated with each domain and access level.
Coveo also recommends reviewing the rest of the Manage Privileges documentation before granting or revoking any privilege.
Grant only the minimal privileges required for members of a group to perform their Coveo organization tasks. See Determine the Privileges to Grant for details.
Grant the privilege to edit groups (i.e., the Edit access level on the Groups domain) only to the smallest possible number of people, ideally the authority in your company that manages access rights in corporate systems, to ensure only legitimate members have the power to assign privileges to other members.
The Access tab lets you determine whether each group in your organization can view or edit the selected group. See Resource Access for more information.
Use the Access level drop-down menus to determine whether each group or API key allowed to view groups should also be allowed to edit the current group configuration.
Members of groups for which there’s no drop-down menu in the Access Level column are either allowed to edit all groups created in the organization or forbidden to see groups at all (see Groups Domain). Since these groups’ access level is already determined, you have no decision to make regarding them in the Access tab.
Once you’re done, click Add Group or Save.
If you just created a new group, add at least one member:
Duplicate a Group
You can only duplicate groups that are granted fewer privileges than yours.
Your group has been granted the four following privileges:
|Analytics||View all reports||Allowed|
You can therefore duplicate groups that have three or fewer privileges.
On the Groups page, click the group that you want to duplicate.
In the Action bar, click Duplicate.
The duplicate of the original group has a name in the following format:
[OriginalGroupName]_copy. Edit this group to change its name or any other aspect of its configuration.
Delete a Group
You can’t delete the Administrators group.
On the Groups page, click the group you want to remove from your organization.
In the Action bar, click Delete.
Click Delete to confirm.
Review the Activity Regarding Groups
On the Groups page, in the right section of the page header, click (see Review Events Related to Specific Coveo Administration Console Resources).
By default, members of the Administrators built-in group can create and edit groups.
|Action||Service - Domain||Required access level|
Organization - Activities
Organization - Groups
Organization - Activities
Organization - Groups