Configuring and Indexing a Salesforce Source

A source defines a set of configuration parameters for a specific Salesforce database.

Note: When you have access to more than one Salesforce organization, you must define one source for each Salesforce organization that you want to index.

To configure and index a Salesforce 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

      A descriptive name of your choice for the connector source.

      Example: When the source only includes standard Salesforce objects, you could enter: MyCompany Salesforce Organization (Standard Objects)

      Source Type

      The connector used by this source. In this case, select Salesforce.

      Notes:

      • If you do not see Salesforce in the Source Type list, ensure that your current environment meets the requirements (see Salesforce Connector Requirements).

      • CES 7.0.5639– (July 2013) The Salesforce item correspond to the source type now identified as Salesforce (Legacy) (see Salesforce Legacy Connector).

      Addresses

      Enter the Salesforce Website URL: https://www.salesforce.com/

      Fields

      Select the field set that you created for this source (see Salesforce 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 (see What Should Be the Frequency of Source Refresh Schedules?).

      The incremental refresh takes care of maintaining the source up-to-date, so you can select a longer interval such as Every Sunday. For a CRM Content source, since deleted items cannot be detected by incremental refreshes, you may want to select a shorter interval.

      Tip: After you create or modify the source configuration, and for each incremental refresh for changed or new items, a Coveo source typically performs the following number of API calls to your Salesforce organization:

      • One API call per about 1000 objects

      • One API call per attachment

      • One API call per about 1000 users

      • One API call per group/role/profile/permission sets

      With a normal usage, these calls alone will not reach the Salesforce organization daily limit of API calls.

      Note: 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 rating associated with all items in this source relative to the rating to other sources (see Understanding Search Results Ranking).

      Example: When this source indexes a new repository that replaces a legacy repository, 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 the legacy repository.

      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.

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

   

   1. Review the following parameters:

      ObjectsToGet File

      Enter the absolute full path(s) pointing to where you saved the custom ObjectsToGet configuration file(s) that you created (see Creating a Salesforce ObjectsToGet Configuration File). When you have more than one ObjectsToGet configuration files, separate the full file paths with a semicolon (;) character.

      Note: CES 7.0.6830– (July 2014) The parameter can only contain one path.

      Example: D:\CES7\Config\SalesforceObjectsToGet.xml;D:\CES7\Config\SalesforceObjectsToGet2.xml

      Client ID

      Enter the Customer Key value for the Salesforce organization that you want to index (see Getting Salesforce Client_ID and Client_Secret Values).

      Client Secret

      Enter the Customer Secret value for the Salesforce organization that you want to index (see Getting Salesforce Client_ID and Client_Secret Values).

      Mapping File

      Leave this parameter empty when you want to automatically map all available Salesforce metadata to CES fields using the same name

      If you created a mapping file, enter the absolute full path pointing to where you saved the mapping file that you created (see Creating a Salesforce Mapping File).

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

      Number of Refresh Threads

      When needed, change the number of simultaneous downloads that the connector can handle. The default value is 2.

      Sandbox

      Select this option only when you want the connector to connect to your Salesforce sandbox (test.salesforce.com) rather than to your Salesforce production environment (login.salesforce.com).

      Use Refresh Token

      Leave the Use Refresh Token check box cleared unless you want to use the refresh token authentication method. This method is typically used when an application configures the source (such as in the Coveo cloud platform).

   2. In the Parameters section, click Add Parameter when you want to show and configure advanced hidden source parameters (see Modifying Hidden Salesforce Source Parameters).

   3. In the Option section, the state of check boxes generally does not need to be changed:

      Index Subfolders

      Keep this check box selected (recommended). By doing so, all subfolders from the specified starting address are indexed.

      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 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 in Salesforce.

      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:

      Note: The selected security provider must have the same values as this source for the Client ID, Client Secret, and Sandbox parameters.

      1. For standard objects and fields and CRM Content sources, select the security provider that you created for this source (see Configuring a Salesforce Security Provider).

      2. For a Knowledge Base source, since KB article permissions are not supported, select (none) (see Unsupported Security Aspects).

   2. In the Authentication drop-down list, select the Salesforce user identity that you created for this source.

   3. Click Save to save the source configuration.

8. When the source is for secured Salesforce Knowledge Base articles, you have to add permissions at the source level (see Modifying Source Security Permissions):

   Important: The connector does not yet support KB article permissions. This means that, in the Coveo search interface, a user searching Salesforce Knowledge Base content could see content to which he has normally no access in Salesforce.

   Note: When your Salesforce Knowledge Base 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 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.

9. Rebuild the source (see Manually Indexing Sources).

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).