Data retrieval and transition

This is for:

System Administrator

This article outlines the procedures and mechanisms available for retrieving customer data from Coveo, both during your Coveo subscription term and after your subscription ends. It’s designed to help you transition from the Coveo Platform smoothly, maintain continuous access to your data, and ensure your ability to reuse your data in other systems or services.

Customer data types

See Customer data for an overview of the available types of customer data.

Data retrieval during your subscription

Index data

Your Coveo index data is a binary representation of your original content. You always maintain full ownership and control of your original content. Your original content remains accessible to you directly from your original sources, both during your Coveo subscription term and after the subscription ends.

Analytics data

Coveo provides the following tools to access and retrieve usage analytics (UA) data in structured and commonly used formats:

Notes

  • The Snowflake reader account and Snowflake data shares can be enabled independently.

  • See Data retention for additional information on usage analytics (UA) data retention during your Coveo subscription.

Data export using the Coveo Administration Console

You can export subsets of raw analytics data from your Coveo Administration Console in CSV format using various methods, and then import the data into your business intelligence (BI) tool of choice for analysis.

To export all your analytics data, use a Snowflake reader account or Snowflake data shares.

Snowflake reader account

A Snowflake reader account can be provisioned in Coveo’s Snowflake environment.

Once you’ve set up your Snowflake reader account, you can use business intelligence (BI) tools or a native Snowflake connector to explore your usage analytics (UA) data and create custom CSV exports. You can also use a third-party data movement tool to move all of the data from Coveo’s Snowflake reader account at once.

Snowflake data shares

If you have your own Snowflake account, you can use the Data Share feature to reference your usage analytics (UA) data and integrate it directly into your Snowflake environment.

Data shares allow for full control of your analytics data within your own infrastructure using your business intelligence (BI) tool of choice.

Data retrieval after your subscription ends

Index data

Your Coveo index data is a binary representation of your original content. You always maintain full ownership and control of your original content. Your original content remains accessible to you directly from your original sources, both during your Coveo subscription term and after the subscription ends.

Analytics data

Once your Coveo subscription ends, you can still access and retrieve your Coveo Usage Analytics (Coveo UA) data. How to retrieve your data depends on which of the following features you enabled during your Coveo subscription term:

Important

If you’re unable to retrieve your data because you lost access to the Coveo Platform, didn’t enable the Coveo Snowflake reader account or Snowflake Data Share feature before your subscription ended, or for any other reason, contact Coveo Support within 30 days of your subscription ending to get access to your data.
Note

See Data retention for additional information on usage analytics (UA) data retention after your Coveo subscription ends.

Snowflake reader account

If you set up a Coveo Snowflake reader account during your Coveo subscription term, your usage analytics (UA) data will remain accessible in Coveo’s Snowflake environment for up to 30 days after deletion of your organization, after which the data will be automatically deleted.

To export the data to another location of your choice, such as a cloud storage provider, you can extract the data directly from the Coveo Administration Console using multiple CSV exports, or you can use a third-party data movement tool to move all of the data from Coveo’s Snowflake reader account at once.

Snowflake data shares

If you enabled the Snowflake Data Share feature during your Coveo subscription term, a reference to your Coveo Usage Analytics (Coveo UA) data will remain accessible within your own Snowflake environment for up to 30 days after deletion of your organization, after which the data will be automatically deleted.

To retain the data beyond this period, copy the data to a new location inside your own Snowflake environment, or export the data to another location of your choice, such as a cloud storage provider. Refer to the Snowflake documentation for details on how to export data.

Data transition and best practices

To ensure a smooth transition from the Coveo Platform, we recommend the following:

  • Data portability: Export or access your data in a structured, commonly used, and machine-readable format.

  • Continuity of service: Configure retrieval mechanisms (Snowflake reader account or Snowflake Data Share) during your Coveo subscription term to maintain data availability after your subscription ends. Take note of access credentials and access links for Snowflake reader accounts.

  • Perform test exports: Validate the export and data retrieval processes during your Coveo subscription term.

  • Customer ownership: Your indexed data always remains under your ownership and control.

  • Transition support: Coveo Support can assist you in setting up data retrieval processes to ensure a smooth transition.