Configuring and Indexing a Gmail for Work Source

A source defines a set of configuration parameters for a specific Google Apps for Work account.

To configure and index a Gmail for Work source

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

2. Select Index > Sources and Collections.

3. In the Collections section:

   1. Select an existing collection in which you want to add the new source.

      OR

   2. Click Add to create a new collection (see Adding a Collection).

4. In the Sources section, click Add.

   The Add Source page that appears is organized in three sections.

5. In the General Settings section of the Add Source page:

   

   1. Enter the appropriate value for the following required parameters:

      Name

      Enter a descriptive name of your choice for the connector source.

      Example: Gmail for Work

      Source Type

      Select the connector used by this source. In this case, select Gmail (Google Apps).

      Note: If you do not see Gmail (Google Apps), your environment does not meet the requirements (see Gmail for Work Connector Requirements).

      Addresses

      This parameter is not used, but must not be empty. Enter http://www.gmail.com.

      Fields

      Select the field set that you created for your Gmail source (see Gmail for Work Connector Deployment Overview).

      Refresh Schedule

      Time interval at which the index is automatically refreshed to keep the index content up-to-date. By default, the Every day option instructs CES to refresh the source everyday at 12 AM. Because the incremental refresh takes care of maintaining the source up-to-date, you can select a longer interval such as Every Sunday (see What Should Be the Frequency of Source Refresh Schedules?).

   2. Review the value for the following parameters that often do not need to be modified:

      Rating

      Change this value only when you want to globally change the rating associated with all items in this source relative to the rating to other sources (see Understanding Search Results Ranking).

      Example: When a source replaces a legacy system, you may want to set this parameter to High, so that in the search interface, results from this source appear earlier in the list compared to those from legacy system sources.

      Document Types

      If you defined a custom document type set for this source, select it (see What Are Document Type Sets?).

      Active Languages

      If you defined custom active language sets, ensure to select the most appropriate for this source (see Adding and Configuring a Language Set).

6. In the Specific Connector Parameters & Options section of the Add Source page:

   

   1. Using the following parameters, authorize the Coveo crawler to access the Gmail mailbox of your users:

      Domain(s)

      Enter the Gmail domain that you want to index. When your Google Apps account contains more than one domain, you can enter a semicolon-separated list of domains to index.

      Examples:

      • One domain: mydomain.com

      • Multiple domains: myfirstdomain.com;my.second.domain.com

      Service account e-mail

      Enter the service account Email address previously obtained (see Authorizing the Coveo Connector to Access Your Users Gmail Mailboxes).

      Example: 12345678901@developer.gserviceaccount.com

      User admin account e-mail

      Enter the domain admin account (Read check box is selected for Users under Admin API Privileges) email used to obtain the list of users in the domain.

      Example: admin@domain.com

      Service account PCKS12 file path

      Enter the path on the Coveo Master server where you saved the previously obtained service account's PCKS12 private key file (see Authorizing the Coveo Connector to Access Your Users Gmail Mailboxes).

      Example: D:\CES7\Config\1234ab8e315e67a89e02f16ea38bd44d609471ff-privatekey.p12

   2. In the Mapping File box, leave the default value to use the default mapping file that comes with the connector (Coveo.CES.CustomCrawlers.Gmail.MappingFile.xml). If you create a custom mapping file, enter the full path to your custom mapping file. Contact Coveo Support for assistance if you need to customize the mapping file.

   3. Click Add Parameter when you want to show and change the value of advanced source parameters (see Modifying Hidden Gmail for Work Source Parameters).

      Example: In the case you do not want spam messages to be indexed, you must add the IncludeSpamTrashMessage hidden parameter (see IncludeSpamTrashMessage).

      

   4. The Option check boxes generally do not need to be changed:

      Index Subfolders

      This parameter is not taken into account for this connector.

      Index the document's metadata

      When selected, CES indexes all the document metadata, even metadata that are not associated with a field. The orphan metadata are added to the body of the document so that they can be searched using free text queries.

      When cleared (default), only the values of system and custom fields that have the Free Text Queries attribute selected will be searchable without using a field query (see Adding a Field to Search On and What Are Field Queries and Free Text Queries?).

      Example: A document has two metadata:

      • LastEditedBy containing the value Hector Smith

      • Department containing the value RH

      In CES, the custom field CorpDepartment is bound to the metadata Department and its Free Text Queries attribute is selected.

      When the Index the document's metadata option is cleared, searching for RH returns the document because a field is indexing this value. Searching for hector does not return the document because no field is indexing this value.

      When the Index the document's metadata option is selected, searching for hector also returns the document because CES indexed orphan metadata.

      Document's addresses are case-sensitive

      Leave the check box cleared. This parameter needs to be checked only in rare cases for case sensitive systems in which distinct documents may have the same file name but with different casing.

      Generate a cached HTML version of indexed documents

      When you select this check box (recommended), at indexing time, CES creates HTML versions of indexed documents. In the search interfaces, users can then more rapidly review the content by clicking the Quick View link rather than opening the original document with the original application. Consider clearing this check box only when you do not want to use Quick View links or to save resources when building the source.

      Open results with cached version

      Leave this check box cleared (recommended) so that in the search interfaces, the main search result link opens the original document with the original application. Consider selecting this check box only when you do not want users to be able to open the original document but only see the HTML version of the document as a Quick View. In this case, you must also select Generate a cached HTML version of indexed documents.

7. In the Security section of the Add Source page:

   

   1. In the Security Provider drop-down list, select the security provider that you created for this source (see Gmail for Work Connector Deployment Overview).

8. Click Save to save the source configuration.

9. When you are ready to start indexing the Gmail source, click Rebuild.

10. Validate that the source building process is executed without errors:

    • In the navigation panel on the left, click Status, and then validate that the indexing proceeds without errors.

      OR

    • Open the CES Console to monitor the source building activities (see Using the CES Console).