Configuring and Indexing an Alfresco One Source

A source defines a set of configuration parameters for a specific Alfresco One system.

To configure and index an Alfresco One 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.

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: Corporate Alfresco One Server

      Source Type

      Select the connector used by this source. In this case, select Alfresco One.

      Note: If you do not see Alfresco One in the Source Type list, ensure that your environment meets the requirements (see Alfresco One Connector Requirements).

      Addresses

      The URL to the Alfresco One content repository server in the following format:

      The root address of the Alfresco organization in the format:

      http://[serverName]:[port]/share

      where you replace [serverName]:[port] by the host name and port of your Alfresco One server.

      Note: When you want to index more than one Alfresco One server or more than one organization, the best practice is to enter only one address here for one server/organization, and then create other sources for other servers or organizations.

   2. The following parameters generally do not need to be changed:

      Rating

      Change this value only when you want to globally change the rating associated with all items in this source relative to the rating of items from 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 defined custom Document Type sets, ensure to select the most appropriate for this source (see What Are Document Type Sets?.

      Active Languages

      If you defined custom Active Language sets, ensure to select the most appropriate for this source.

      Fields

      Select the field set that you created earlier (see Alfresco One Connector Deployment Overview).

      Refresh Schedule

      Time interval at which the source 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 (supported when auditing is enabled) 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?).

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

   

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

      Number of Refresh Threads

      Determines the number of refresh threads that allow the connector to crawl web pages in parallel. The default value is 2 threads.

      Mapping File

      The path to the mapping file. Leave the default value to use the default mapping file that comes with the connector (Coveo.CES.CustomCrawlers.Alfresco2.MappingFile.xml). If you create a custom mapping file, enter the full path to your custom mapping file (see Creating a Custom Alfresco One Mapping File). Contact Coveo Support for assistance if you need to customize the mapping file.

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

   3. In the Option section, review the default value of the following check boxes:

      Index Subfolders

      Leave this 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 this 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 (for example: mydocument and MyDocument).

      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.

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

   

   1. In the Security Provider drop-down list, when you chose to use a security provider, select the security provider that you created for this source (see Configuring an Alfresco One Security Provider).

   2. In the Authentication drop-down list, select the user identity that you created previously for the Alfresco One system (see Selecting an Alfresco One Full Read Account and Adding a User Identity).

8. Click Save and Start to save the source configuration and start indexing this source.

9. 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).