Configuring and Indexing a Microsoft Dynamics CRM Source

A source defines a set of configuration parameters for a specific Microsoft Dynamics CRM system.

Note: In an environment with more than one Microsoft Dynamics CRM system, or more than one Microsoft Dynamics CRM organization, you need to define one source for each Microsoft Dynamics CRM organization that you want to index.

To configure and index a Microsoft Dynamic CRM source

On the Coveo server, access the Administration Tool (see Opening the Administration Tool).
Select Index > Sources and Collections.
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).
In the Sources section, click Add.

The Add Source page that appears is organized in three sections.
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: Dynamics CRM
  
  Source Type
  
  Select the connector used by this source. In this case, select Dynamics CRM.
  
  Note: If you do not see Dynamics CRM in the Source Type list, your environment does not meet the requirements (see Microsoft Dynamics CRM Connector Requirements).
  
  Addresses
  The root address of the Microsoft Dynamics CRM organization.
  - For an on-premises setup (CRM 2013-2015 On-Premises), enter the Discovery Service hosted on the server. You can find this URL in your Microsoft Dynamic CRM system using the Configuration generator tool (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool).
    
    Notes:
    
    You only need to put the URL of the server, the connector will add /XRMServices/2011/Discovery.svc to the starting address.
    
    Example: When your Discovery Service URL is http://MyDynamicsServer/XRMServices/2011/Discovery.svc, enter http://MyDynamicsServer in the Addresses box.
    
    CES 7.0.7599+ (April 2015) Support for Microsoft Dynamics CRM 2015 On-Premises.
  - For an online setup (CRM Online), enter the correct server depending on your location (see Discover the URL for your organization with IDiscoveryService web service).
    
    Example: When your Organization is hosted in North-America, enter https://disco.crm.dynamics.com/.
  Note: When you want to index more than one Microsoft Dynamics CRM server or more than one organization, the best practice is to enter only one address here, for one server/organization and create other sources for other server/organizations.
  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.
  Notes:
  
  Auditing must be enabled for indexed entities for the connector to be able to retrieve deleted items during an incremental refresh (see Enabling Auditing of Your Microsoft Dynamics CRM Entities).
  
  You can create new or modify existing source refresh schedules (see Creating or Modifying a Source Schedule).
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 ranking associated with all items in this source relative to the rating of other sources (see Understanding Search Results Ranking).
  
  Example: If this source was for a legacy system, you may want to set this parameter to Low, so that in the search interface, results from this source appear later in the list compared to those from other sources.
  
  Document Types
  
  If you created a custom document type set for this source, select it (see Creating a Document Type Set). Otherwise, select Default.
  
  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).
  
  Fields
  
  Select the custom field set you previously defined (see Microsoft Dynamics CRM Connector Deployment Overview).
In the Specific Connector Parameters & Options section of the Add Source page:
1. In the Organization Unique name box, enter the same unique name of the organization you previously entered (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool).
2. In the ObjectsToGet File Path box, enter the absolute full path pointing to the connector ObjectsToGet file that you previously generate (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool). Click next to the box to open a browsing dialog box to easily select the file.
  
  Example: C:\Program Files\Coveo Enterprise Search 7\Bin\[MyUniqueOrganizationName]ObjectsToGet.xml
3. In the Mapping File box, enter the absolute full path pointing to the connector mapping file that you previously generated (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool). Click next to the box to open a browsing dialog box to easily select the file.
  
  Example: C:\Program Files\Coveo Enterprise Search 7\Bin\[MyUniqueOrganizationName]MappingFile.xml
4. In the Parameters section, click Add Parameter when you want to show advanced source parameters (see Modifying Hidden Microsoft Dynamics CRM Source Parameters).
5. The Option check boxes generally do not need to be changed:
  Index Subfolders
  
  Leave check box cleared. The connector for this type of source does not use this parameter.
  
  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 systems in which distinct documents may have the same name but 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 if 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.
In the Security section of the Add Source page:
1. In the Authentication drop-down list, select the user identity that you created for the Microsoft Dynamics CRM system.
2. In the Security Provider drop-down list:
  - CES 7.0.7599+ (April 2015) Select the Microsoft Dynamics CRM security provider that you created for this source (see Microsoft Dynamics CRM Connector Deployment Overview).
  - CES 7.0.7433– (February 2015) Select (none).
    
    Important: CES 7.0.7433– (February 2015) The connector does not support Microsoft Dynamics CRM 2013 On-Premises and Online permissions. It is thus strongly recommenced to only index public Dynamics CRM system(s).
    
    Note: A workaround is to manually define permissions on the source (see Permissions).
3. Click Save and Start to save the source configuration and start indexing this source.
When you choose to not index permissions associated with Microsoft Dynamics CRM items:

Important: CES 7.0.7433– (February 2015) The connector does not support Microsoft Dynamics CRM 2013 On-Premises and Online security model (role-based and object-based permissions). This means that, in the Coveo search interface, a user searching Microsoft Dynamics CRM content could see content to which he has normally no access in the Microsoft Dynamics CRM system.

Note: When your Microsoft Dynamics CRM system content is not public, a workaround is to enter the name of user(s) or group(s) you want to allow or deny access to your organization content in the Allowed Users and Deny Users boxes.
1. In the navigation menu on the left, select Permissions.
2. Next to Permissions, select the Specifies the security permissions to index option.
3. Next to Allowed Users, ensure that a well-known everyone group such as the Active Directory everyone \S-1-1-0\ is added.
4. Click Apply Changes.
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).

What's Next?

Set an incremental refresh schedule for your source (see Scheduling a Source Incremental Refresh).

Ask your questions on connect.coveo.com.

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Configuring and Indexing a Microsoft Dynamics CRM Source