Add or Edit a Source

A source is a virtual container which holds all of the items related to a specific system (Twitter, Web, SharePoint, etc.). The Sources (platform-eu | platform-au) page of the Coveo Administration Console allows you to create and manage sources as needed.

When you add a source, Coveo connects to your repository and indexes its content. Depending on its selected content security option, the source content is accessible to one or more end users through a search interface. If the selected option is Determined by source permissions, only the end users who have the appropriate permissions will be able to view the search results.

Sources Page
Tip
Leading practice

The number of items that a source processes per hour (crawling speed) depends on various factors, such as network bandwidth and source configuration. See About Crawling Speed for information on what can impact crawling speed, as well as possible solutions.

Add a Source

  1. On the Sources (platform-eu | platform-au) page, click Add Source.

  2. In the Add a source of content panel that appears, select the type of source that you want to create.[1]

  3. See the appropriate article for details on how to create each source.

Duplicate a Source

If you intend to create two sources with a similar configuration, you should consider creating a source and then duplicating it. The source duplication feature can save you time, especially if the source configuration involves many parameters. Once your first source is duplicated, you can then edit the desired parameters in the source copy­.

  1. On the Sources (platform-eu | platform-au) page, click the source you want to duplicate, and then click More > Duplicate in the Action bar.

  1. In the Duplicate a Source panel that appears, enter a Source name for the copy, and then click Duplicate Source.

  2. Back on the Sources (platform-eu | platform-au) page, once your new source has been added, edit it to make the desired changes.

  3. Build your new source.

Edit a Source

Note

Some parameters such as the source name can’t be edited. If you want to change such a parameter, you must delete your source and add it again. Keep in mind that the process can take a significant amount of time, as Coveo has to reindex your entire content.

  1. On the Sources (platform-eu | platform-au) page, click the desired source, and then click Edit in the Action bar. You can also view and edit the source configuration in JSON format. That format lists all of the source parameters in key-value pairs, including the mappings.

  2. In the panel that appears, make the desired changes. See the appropriate article for details on how to edit each source.

  3. When you’re done:

    • If the changes impact source items (e.g., you changed the source URL) or you want the changes to be effective as soon as possible, click Save and Rebuild.

    • If your changes don’t impact source items (e.g., you updated source credentials) or if you plan to make additional changes in the future, click Save. Then, under the source Status column, you can click Launch rebuild when you’re ready or wait for the next scheduled source rebuild to make the changes effective.

Delete a Source

Deleting a source permanently erases the source configuration and its indexed content.

  1. On the Sources (platform-eu | platform-au) page, click the source that you want to delete, and then click More > Delete in the Action bar.

  2. Click Delete to confirm.

Notes
  • Deleting items is significantly faster than adding items.

  • The bigger the source, the longer it takes for the index to delete the source content.

Update an Access Token

Sources such as Salesforce and Zendesk use OAuth, a protocol that grants access to external applications without exposing the user’s real credentials. OAuth has access tokens that need to be updated manually when expired.

Note

The following procedure describes how to update the access token for Salesforce, Zendesk, and Microsoft Dynamics 365 sources. For SharePoint Online sources see Update a SharePoint Online Access Token. For all other OAuth source types, see the corresponding source configuration article for information on how to authenticate the source.

  1. On the Sources (platform-eu | platform-au) page, click the OAuth source, and then click More > Update access token in the Action bar.

  2. In the Update Access Token confirmation dialog:

    1. If this option is available, check the Also update the token in the source identity security provider configuration box.

      Note

      Before you update the access token used by the source identity security provider, ensure that no source configurations will become invalid.

    2. Click Update.

  3. On the page that appears, enter the email address and password of the account that you created for the source to index your content, and then authorize the update by clicking Authorize, Allow, or Log In, depending on the source system.

Note

You can always revoke this authorization (e.g., see Manage OAuth Access for Your Connected Apps for Salesforce accounts and Revoke third-party access to your account information for Google accounts). However, if you do so, Coveo would no longer be able to retrieve the latest content changes and would show outdated search results.

Source Management Tools

On the Sources page, you can access various tools that enable you to manage different aspects of a source. Unless otherwise specified, these tools are accessible through the More option in the Action bar.

Refresh, Rescan, or Rebuild Sources

You can manually launch an update operation (refresh, rescan, or rebuild) to ensure that the content displayed in your search interface reflects your actual content. See Refresh, Rescan, and Rebuild for details.

  1. On the Sources (platform-eu | platform-au) page, click the source that you want to update.

  2. Click More, and then select the desired update operation.

In the Status column, you can monitor the progress of the update operation. Alternatively, you can get more information on source updates from the Activity panel.

Pause a Source Update

If the source supports it, you can also pause or cancel an ongoing source update (rescan and rebuild only). This can be done by selecting the source row > More menu > Pause/Cancel [update operation].

Notes
  • Source configuration changes (e.g., mappings, fields) that occur when a source update is paused are taken into account while the source operation is resumed.

  • A paused source operation is canceled after a period of inactivity. The duration of this period depends on how the source operation was paused.

    Source status Cause Cancellation
    Paused on error Issue with the source or with Coveo After 7 days
    Paused Operation paused manually After 1 month

Resume a Paused Source Update

When a source update is in the paused state, a button appears in the Action bar that lets the user resume the update operation.

On the Sources (platform-eu | platform-au) page, click the paused source for which you want to resume the update procedure (refresh, rebuild, or rescan), and then click Resume refresh, Resume rebuild, or Resume rescan in the Action bar, depending on the paused update.

Copy the ID of a Source

When working with the Coveo Platform API, you may need the ID of a source to conduct certain operations.

On the Sources (platform-eu | platform-au) page, click the desired source, and then, in the More menu, select Copy source ID to clipboard.

Review the Activity of a Source

When you have the required privileges, you can review the activity of a source.

  1. On the Sources (platform-eu | platform-au) page, click the source whose activity you want to review, and then click Activity in the Action bar.

  2. Review the source activity in the Activity panel.

Browse the Content of a Source

You can review the content of a source using the Content Browser.

  1. On the Sources (platform-eu | platform-au) page, click the source that you want to inspect, and then click More > Open in Content Browser in the Action bar.

    On the Content Browser (platform-eu | platform-au) page, the source you selected is automatically selected in the Source facet so that only the corresponding items appear in the search results.

  2. Use the Content Browser features to inspect your source content.

Browse the Logs of a Source

You can review the log entries of a source using the Log Browser.

  1. On the Sources (platform-eu | platform-au) page, click the source of which you want to inspect the logs, and then click More > Open in Log Browser in the Action bar.

    On the Log Browser (platform-eu | platform-au) page, the source you selected is automatically selected in the Source facet so that only the corresponding log entries appear in the search results.

  2. Use the Log Browser features to inspect item logs.

Manage Source Notification Subscriptions

You can subscribe to source notifications to be informed when certain activities are triggered by a specific source.

  1. On the Sources (platform-eu | platform-au) page, click the desired source.

  2. In the Action bar, click More, and then select one of the following:

    • Subscribe to notifications

    • Edit subscription to notifications (to access the subscription management panel)

    • Unsubscribe from notifications

Leading Practices

  • Use the appropriate source connector and content retrieval method.

  • While you initially build and tune a source configuration, consider:

  • Creating a source doesn’t grant you additional privileges with respect to that source. Only an organization member with the required privileges can edit and delete a given source.

  • While the best practice is to configure well-thought out source update schedules, you can also start a source update (refresh, rescan, or rebuild) manually. This is useful when you want to ensure that the content is up to date following a change in the source

Examples
  • Your coworker just imported of many articles into your knowledge base system. You manually start a rescan of your knowledge base source to immediately make these imported articles searchable.

  • You edit a field option and want this option to apply immediately to all items in the source. You manually launch a rebuild operation.

  • Clicking Save when editing a source defers the source rebuild operation, which is necessary to apply changes to the indexed items. If you’re sure that your changes won’t affect the indexed items in any way, such as changes relative to the source credentials, you may click Save to avoid an irrelevant rebuild operation. Because a source may take weeks to rebuild with several million items, you can avoid adding stress to Coveo and system server resources by choosing the Save option whenever possible. However, if you made changes that will affect the indexed items, we recommend that you use the Save and Rebuild option instead.

  • Delete unused sources to free up resources. Also, deleting a source during off-peak hours is faster since the index has less operations to manage simultaneously (e.g., fewer queries are performed).

  • Avoid repeatedly creating and deleting a source, particularly one that contains many items, since the deletion process monopolizes a significant amount of resources. You should instead refresh or rebuild it.

  • Schedule source updates.

  • Turn off scheduled source updates for unused or test sources.

  • Should you need to rename your source, you would have to duplicate it since a source name can’t be changed. Depending on your source size, this process may take several hours, as your new source would have to build entirely.

  • When there are numerous sources listed on the page, in the Action bar, click the Status drop-down, and then select Last operation in error in order to display those of which the last update operation failed. To further filter the list of sources in error, you may also choose to search for a specific source.

Reference

The Sources (platform-eu | platform-au) page is essentially a table listing the sources defined in your Coveo organization.

  • The Type column indicates:

  • The Name column indicates the name that was entered when creating the source. A developer may need a source name when configuring the scope of a search interface.

  • The Status column indicates the current state of the source. Depending on the state of the source, the column may also include information regarding the last operation or provide an action to take.

  • The Content column indicates:

    • The number of items indexed in the source.

Note

The number of items in the Content column can be different from the number of processed items reported in the Status column.

Examples:

  • Removed items

    Following a source activity completion, there were 1000 processed items in the Status column, but 10 items were deleted, 2 were added, the rest were updated or didn’t change. In the Content column, there are 992 items.

  • Attachments

    A source includes some items on which there are attachments. An item that has 3 attachments, counts as 1 processed item in the Status column, but counts as 4 items (1 parent item and 3 attachment items) in the Content column.

  • The source size.

  • The index in which these items are stored, if your organization has more than one (see Leverage Many Coveo Indexes).

Required Privileges

By default, members of the Administrators and Content Managers built-in groups can create and manage sources.

The following table indicates the privileges required to view or edit elements of the Sources (platform-eu | platform-au) page and associated panels (see Manage Privileges and Privilege Reference).

Note

Unlike for other resources, the ability to create sources can be granted without the Edit all access level (see Can Create Ability Dependence). When granting privileges, you can therefore grant a group or API key the View all or Custom access level for sources and check the Can Create check box to allow users to create sources.

Action Service - Domain Required access level
View sources, view source update schedules, and subscribe to source notifications

Content - Fields

Content - Sources

Organization - Organization

View
Edit sources, edit source update schedules, and subscribe to source notifications Organization - Organization View

Content - Fields

Content - Sources

Edit

Moreover, the following table lists privileges you can grant in addition to the required ones listed above. These privileges aren’t required to use the basic features of the Sources page, but they’re required to perform specific actions.

Action Service - Domain Required access level
When creating or editing a source, select the Crawling Module instance to pair with this source Content - Crawling Module View
Manage the Extensions of a source Content - Extensions Custom or Edit all
When creating or editing a source, select a Logical Index in which to index the source content. Content - Logical Indexes View
View source activities Organization - Activities View
View index name Content - Logical Indexes View

1. Grayed out sources aren’t allowed by your Coveo license. Contact Coveo Sales to upgrade your license.
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