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Adding and Modifying SharePoint References

Each reference details the structure of a single SharePoint item (portal, area, site, etc.). The reference lists the fields from which CES must extract information. New references must be added for each custom template used and, if an existing template is modified, its corresponding reference must be updated as well; otherwise, erroneous or blank results are returned by queries (ex.: the content and summary can be blank and the author name missing).

Note: SharePoint references are used only to index structured information. Unstructured information is automatically extracted using the corresponding converter or IFilter.

To add a reference

  1. On the Coveo server, access the Administration Tool (see Opening the Administration Tool).

  2. Select Configuration > SharePoint.

  3. In the SharePoint Reference Sets page, click the reference set to which you want to add a reference.

  4. In the References page, click Add.

  5. In the Add a SharePoint Reference page:

    1. In the Item Type drop-down list, select the type of the item (see What Is the Structure of SharePoint?).

    2. If the item type is List or List Item and the reference applies to all items (ex.: all Agenda lists), select the appropriate list type in the List type drop-down list.

    3. If the reference applies to a specific item (ex.: a single portal or site), select Specific portal/area/site or List name and enter the item name (ex.: CoveoPortal).

    4. In the Properties section, enter the metadata tags corresponding to the appropriate SharePoint columns (in the form %[metadataname]).

      For more information, refer to the table below.

      Property Description

      Title

      Identifies the title of an item.

      Example: If %[Title] is entered, CES searches for a SharePoint metadata tag named Title from which to extract the information.

      Author

      Identifies the author of an item.

      Example: If %[Author] is entered, CES searches for a SharePoint metadata tag named Author from which to extract the information.

      Content

      Identifies the content of an item.

      Example: If %[Description] is entered, CES searches for a SharePoint metadata tag named Description from which to extract the information.

      Summary

      Identifies the summary of an item.

      Example: If %[Summary] is entered, CES searches for a SharePoint metadata tag named Summary from which to extract the information.

      Note: If this field is left blank, a summary is created from the content of the document.

      Date

      Identifies the modification date of an item.

      Example: If %[Modified] is entered, CES searches for a SharePoint metadata tag named Modified from which to extract the information.

      Address

      Identifies the link to open when a search result is clicked.

      Example: If %[customUrl] is entered, CES searches for a SharePoint metadata tag named customUrl from which to extract the information. When a user clicks on the search result of this SharePoint type, the value of the metadata is used to open the document. If nothing is entered, the normal item URL is used to open the document.

    5. In the Date Format box, enter the format of the dates contained in the item (see Specifying a Date Format).

      Note: If the Date Format box is left blank, CES automatically associates the dates encountered with one of the formats in its memory. However, if the format used is not in the CES memory, dates are not indexed.

    6. Click Apply Changes.

To modify a reference

  1. On the Coveo server, access the Administration Tool (see Opening the Administration Tool).

  2. Select Configuration > SharePoint.

  3. In the SharePoint Reference Sets page, click the reference set in which you want to modify a reference.

  4. In the References page, click the reference that you want to modify.

  5. In the page for the selected reference:

    1. In the Properties section, modify the appropriate tags. For more information, refer to the table in the previous procedure.

      Important: Property values are built by replacing each %[metadata] tag by the metadata value; therefore, it is possible to create a property value using several metadata. Note that if a metadata is not found in the indexed document, the metadata tag is removed from the property value.

      Example: If a document has these two metadata:

      Name Value
      UserFirstName John
      UserLastName Smith

      The following table displays the property values for each property entered:

      Entered value Generated value
      %[UserLastName] Smith
      %[UserLastName], %[UserFirstName] Smith, John
      %[UserFirstName], last name is %[UserLastName] John, last name is Smith
      %[UserFirstName] %[BadMetadata] John

      Note: New properties can be added in order to index additional data (see Adding New Properties to SharePoint References).

    2. Click Apply Changes.

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