Configuring and Indexing a Google Drive for Work Compact Source

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

To configure and index a Google Drive 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: Google Drive for Work Compact

      Source Type

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

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

      Addresses

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

      Fields

      Select the field set that you created for your Google Drive Compact source (see Google Drive for Work Compact 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. In the Mapping File box, optionally enter the path to a mapping file that should apply to the items in this source.

      Leave this box empty to use the default mapping that should be appropriate in most cases.

      When the default mapping does not fulfill your needs, contact Coveo Support for assistance. Your XML mapping file must respect the standard Coveo mapping file schema (see Standard Mapping File Schema).

      Example: D:\CES7\Config\GoogleAppsMappingFile.xml

   2. Using the following parameters, authorize the Coveo crawler to access the Google Drive of your users:

      Domain Admin e-mail

      Enter the domain admin account email used to obtain the list of users in the domain.

      Example: admin@domain.com

      Note: The e-mail you enter here must be the same as the one you entered previously when configuring the security provider (see Configuring a Google Drive for Work Compact Security Provider).

      Domain(s)

      Enter the Google Drive 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

      Important: The domain(s) specified in this list must match the one(s) specified in the security provider [Domain-wide mode] Managed domains list (see Configuring a Google Drive for Work Compact Security Provider).

      Service account e-mail

      Enter the service account Email address previously obtained (see Authorizing the Coveo Connector to Access Your Google Drive). It must be the same email that you entered when configuring the security provider (see Configuring a Google Drive for Work Compact Security Provider).

      Example: 12345678901@developer.gserviceaccount.com

      Service account PCKS12 file path

      Note: This parameter is no longer required and can be left empty when you use the ServiceAccountPkcs12FileData hidden parameter (see Modifying Hidden Google Drive for Work Compact Source Parameters).

      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 Google Drive). It must be the same path that you entered when configuring the security provider (see Configuring a Google Drive for Work Compact Security Provider).

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

   3. Select the type of content to index using the following options:

      Crawl trashed items

      Select to index the items in the user's trash. Not selected by default.

      Crawl custom properties

      Select to index custom properties that Google applications or your custom applications added on items. Not selected by default.

      Note: Crawling custom properties adds one API call per indexed document. Selecting this option can notably increase the number of calls to the Google Drive API and the crawling time.

      Index Users CES 7.0.9167+ (December 2017)

      Select to index Google Drive users as separate documents. Not selected by default.

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

   5. 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

      Ensure that this option is selected because Google Drive document IDs are case sensitive.

      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. When you chose to index Google Drive permissions, in the Security Provider drop-down list, select the Google Drive for Work Compact security provider that you created for this source (see Configuring a Google Drive for Work Compact Security Provider).

   2. In the Authentication drop-down list, select (none).

8. Click Save to save the source configuration.

9. When you chose to not index Google Drive permissions, you can set source level permissions that apply to all documents in the source:

   1. In the navigation panel on the left, click Permissions.

   2. In the Permissions page, select Specify the security permissions to index.

   3. In the Allowed Users and Denied Users boxes, enter the users and groups that you respectively want to allow or deny to see search results from this source. The default is to allow everyone \S-1-1-0\ (Active Directory Group).

   4. Click Apply Changes.

10. When you are ready to start indexing the Google Drive source, click Rebuild.

11. 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).