Coveo Platform 7.0. Microsoft Dynamics CRM Connector Guide

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1 Coveo Platform 7.0 Microsoft Dynamics CRM Connector Guide

2 Notice The content in this document represents the current view of Coveo as of the date of publication. Because Coveo continually responds to changing market conditions, information in this document is subject to change without notice. For the latest documentation, visit our website at Copyright 2015, Coveo Solutions Inc. All rights reserved. Coveo is a trademark of Coveo Solutions Inc. This document is protected by copyright and other intellectual property law and is subject to the confidentiality and other restrictions specified in the Coveo License Agreement. Document part number: PM EN Publication date: 12/12/2015 4www.coveo.com ii

3 Table of Contents 1. Microsoft Dynamics CRM Connector Limitations 2 2. Microsoft Dynamics CRM Connector Deployment Overview 3 3. Microsoft Dynamics CRM Connector Requirements 5 4. Enabling Auditing of Your Microsoft Dynamics CRM Entities 6 5. Microsoft Dynamics CRM Events Update Requirements 8 6. Setting Up a Microsoft Dynamics CRM Full Read Account Adding a User Identity Using the Microsoft Dynamics CRM Connector Configuration Generator Tool Configuring a Microsoft Dynamics CRM Security Provider Configuring and Indexing a Microsoft Dynamics CRM Source Modifying Hidden Microsoft Dynamics CRM Source Parameters Adding an Explicit Connector Parameter Configuring an Active Directory Security Provider 35 4www.coveo.com iii

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5 1. Microsoft Dynamics CRM Connector CES (January 2015) This Coveo connector for Microsoft Dynamics CRM systems allows users to search Microsoft Dynamics CRM entities. Microsoft Dynamics CRM is a system that provides a set of customer relationship management (CRM) functions. Notes: The document in this section describes the second generation Dynamics connector. CES (April 2015) The connector supports the 2013 and 2015 versions of Microsoft Dynamics CRM On-Premises, and Microsoft Dynamics CRM Online. For users of the Microsoft Dynamics CRM legacy connector, it is recommended to upgrade to this version. Contact Coveo Support if you need assistance. The features of the Microsoft Dynamics CRM connector are: Content Indexing Retrieval and indexing of the following Dynamics object types: All available Microsoft Dynamics CRM system entities and custom ones Notes and files attached to records of the indexed entity types CES (June 2015) KB Articles (body, comments, attachments) Fully Supported Security Model CES (April 2015) The connector fully supports the Microsoft Dynamics CRM security model (role-based and object-based permissions). This means that, in the Coveo search interface, a user searching Microsoft Dynamics CRM content only sees the content to which he has access in the Microsoft Dynamics CRM system. The security features supported are: Users Security Roles (privileges) Business Unit Teams Hierarchical permissions Sharing Pause/Resume When indexing Microsoft Dynamics CRM systems, the connector can be paused and resumed. 4www.coveo.com 1

6 Incremental Refresh Periodically queries Microsoft Dynamics CRM systems for the latest items modifications (addition, edition, deletion), keeping the index content up-to-date. Notes: Auditing must be enabled for indexed entities for the connector to be able to retrieve deleted items (see "Enabling Auditing of Your Microsoft Dynamics CRM Entities" on page 6). CES (February 2015) The incremental refresh supports deleted items. CES (June 2015) The incremental refresh supports out-of-the-box attachments modifications (addition, edition). Some events in Microsoft Dynamics CRM require a source refresh or a security cache update to be retrieved by the connector and applied to the source (see " Microsoft Dynamics CRM Events Update Requirements" on page 8). 1.1 Limitations Fields security profiles are not yet supported. CES (April 2015) The connector does not support Dynamics CRM security model (role-based and object-based permissions). Important: In the Coveo search interface, a user searching Dynamics CRM 2013 On-Premises and Online content could see content to which he has normally no access in the Dynamics CRM system. Thus, it is highly recommended to only index Dynamics system(s) with public content. Feature History CES version Monthly release Features June 2015 Incremental refresh supports out-of-the-box attachment modifications (addition, edition) April 2015 Support of Dynamics CRM 2015 On-Premises Full support of security model Support entity relationships February 2015 Incremental refresh supports deleted items January 2015 Connector introduction What's Next? Review the deployment process (see "Microsoft Dynamics CRM Connector Deployment Overview" on page 3). 4www.coveo.com 2

7 2. Microsoft Dynamics CRM Connector Deployment Overview The following procedure outlines the steps needed to deploy the second generation Microsoft Dynamics CRM connector. The steps indicate the order in which you must perform configuration tasks on both the CES and Microsoft Dynamics CRM systems. 1. Validate that your environment meets the requirements (see "Microsoft Dynamics CRM Connector Requirements" on page 5). 2. In the Microsoft Dynamics CRM system: a. Select or create the crawling account. The CES connector needs a Microsoft Dynamics CRM account with which it can crawl the Microsoft Dynamics CRM content (see "Setting Up a Microsoft Dynamics CRM Full Read Account" on page 10). b. (Optionally) Enable the auditing on all entities you want to index The auditing must be enabled on entities for the connector to be able to retrieve deleted items (see "Enabling Auditing of Your Microsoft Dynamics CRM Entities" on page 6). Note: CES (February 2015) The incremental refresh supports deleted items. 3. Generate a field set, a mapping file, and an ObjectsToGet file with the Microsoft Dynamics CRM Connector Configuration Generator Tool (see "Using the Microsoft Dynamics CRM Connector Configuration Generator Tool" on page 16). 4. In Coveo Administration Tool: a. Configure the user identity The connector needs to know the selected Microsoft Dynamics CRM account that you previously selected or created. Create a user identity (see "Adding a User Identity" on page 14). b. CES (April 2015) Configuring a security provider When you want to index permissions, you must configure a security provider (see "Configuring a Microsoft Dynamics CRM Security Provider" on page 21). c. Create a Microsoft Dynamics CRM field set Import the field set you generated previously with the Microsoft Dynamics CRM Connector Configuration Generator Tool to be able to easily add Microsoft Dynamics CRM specific facets to your Coveo search interfaces. Note: By default, fields are not enabled as facets. You have to modify the field set after imported it. d. Configure and index the Microsoft Dynamics CRM source 4www.coveo.com 3

8 The Coveo connector needs to know details about the Microsoft Dynamics CRM system to be able to index its content (see "Configuring and Indexing a Microsoft Dynamics CRM Source" on page 24). e. (Optional) Modify hidden source parameters Once your Microsoft Dynamics CRM source is up and running, if you encounter time out or performance issues, consider modifying some hidden source parameters to try resolving the issues (see "Modifying Hidden Microsoft Dynamics CRM Source Parameters" on page 31). 4www.coveo.com 4

9 3. Microsoft Dynamics CRM Connector Requirements Your environment needs to meet the following requirements to be able to use the second generation Coveo connector for Microsoft Dynamics CRM systems: Coveo license for the Microsoft Dynamics CRM Connector Your Coveo license must include support for the Microsoft Dynamics CRM Connector to be able to use this connector. Microsoft Dynamics CRM On-Premises version 2013 or 2015, or Microsoft Dynamics CRM Online The connector was tested with Microsoft Dynamics CRM On-Premises ( ) and Microsoft Dynamics CRM Online. Note: CES (April 2015) Support for Microsoft Dynamics CRM 2015 On-Premises. What's Next? Choose or create a Microsoft Dynamics CRM account with which the connector will crawl the Microsoft Dynamics CRM content (see "Setting Up a Microsoft Dynamics CRM Full Read Account" on page 10). 4www.coveo.com 5

10 4. Enabling Auditing of Your Microsoft Dynamics CRM Entities When you want to retrieve deleted items in your Microsoft Dynamics CRM system during a source incremental refresh, you must enable auditing on all indexed entities. Notes: CES (February 2015) The incremental refresh supports deleted items. By default, auditing is disabled on all auditable entities. To enable auditing of your Microsoft Dynamic CRM entities 1. Log in to the Microsoft Dynamics CRM with an account that has the System Administrator role. 2. Access the Auditing tab, by selecting in the nav bar Microsoft Dynamics CRM > Settings > Auditing. 3. In the Auditing tab, click Global Audit Settings. 4. In the System Settings window that appears: a. Under Audit Settings, click the Start Auditing check box. b. Under Enable Auditing in the following areas, for every indexed entities, click the [Entity] check box. 4www.coveo.com 6

11 c. Click OK. 5. Back in the Auditing tab, click Entity and Field Audit Settings. 6. In the Solution: Default Solution window that appears: a. In the navigation panel on the left, select an entity (e.g., Account). b. In the right panel, in the General tab, ensure that under Data Services, the Auditing check box is selected. c. Repeat this procedure for every entities that you want to index. d. Save your modifications by clicking the Save icon. e. Publish your modifications by clicking Publish. 4www.coveo.com 7

12 5. Microsoft Dynamics CRM Events Update Requirements On a daily basis, users and administrators perform events in their Microsoft Dynamics CRM system(s) that can affect the content (e.g., add a comment on an article) and/or the security permissions (e.g., change the role of a user). Coveo administrators must thus schedule or perform (when urgent) the right source refresh type to retrieve all security permissions and content changes, keeping the index of their Microsoft Dynamics CRM source(s) up-todate. The following table provides a list of events in Microsoft Dynamics CRM and the required source refresh type to be scheduled or performed in the related Dynamics source(s). Example: You share a record with a user, so you perform a source full refresh for the security permission change to be retrieved by the connector. Events with an asterisk (*) character also require an update of the security cache. Some events have no effect on security permissions and thus do not require a source refresh nor a security cache update. Note: CES (June 2015) The incremental refresh supports and Sale Literature out-of-the-box attachments modifications (addition, edition). The source full refresh and rebuild support the deletion of and Sale Literature out-of-the-box attachments starting with the same release. Event Name Add a comment on an article Minimal Required Source Refresh Type Incremental Full Refresh Refresh/Rebuild Security Cache Update Add a new record Add attachment on Add attachment on Sale Literature Change hierarchy security manager/position Change ownership of a record Delete a related entity Enable/Disable hierarchy security Modify a record 4www.coveo.com 8

13 Event Name Modify a related entity record Minimal Required Source Refresh Type Incremental Full Refresh Refresh/Rebuild Security Cache Update Modify an entity's metadata Modify attachment on Sale Literature Submit/Approve/Unpublish a KB Article Update a comment on an article Delete attachment on Delete attachment on Sale Literature Delete a comment on an article. Delete a sharing permission on a record Share a record Change the role of a user Change user of business unit Modify manager/position of a user Modify position hierarchy Auditing is enabled/disabled for an entity Auditing is enabled/disabled on the organization 4www.coveo.com 9

14 6. Setting Up a Microsoft Dynamics CRM Full Read Account The Coveo Dynamics CRM connector needs to connect to the Microsoft Dynamics CRM system using an account that has read access to all the Microsoft Dynamics CRM content that you want to index. The Coveo connector only reads and does not modify Microsoft Dynamics CRM content. Consequently, you could create and use a dedicated account for the Coveo connector. This account would have full read (but not write) access to the Microsoft Dynamics CRM content that you want to index and would be used only by the Coveo connector. The following procedure describes how to create such an account in Microsoft Dynamics CRM 2013 On- Premises. Creating a dedicated user account with full read rights (Dynamics 2013 On-Premises) 1. Using a network administrator account or asking your network administrator, create a Windows account for a dedicated Microsoft Dynamics CRM crawling user. Important: Microsoft Dynamics requires that the account has a first name and a last name. These parameters must not be empty. 2. Log in to the Microsoft Dynamics CRM 2013 with an account that has the System Administrator role, and then perform the following steps. 3. Copy the System Administrator security role: a. On the nav bar, click Microsoft Dynamics CRM > Settings. b. Still on the nav bar, click Settings > Administration. c. In the Administration page, click Security Roles. d. In the Security Roles page, select the System Administrator security role. e. In the Security Role: System Administrator window, on the menu, click Actions, and then click Copy Role. f. In the Copy Security Role dialog box, in the New Role Name box, type a new role name of your choice such as Read-Only Administrator. g. Select the Open a new security role when copying is complete check box. h. Click OK. 4. In the Security Role window that appears for the new role: 4www.coveo.com 10

15 a. Select the Core Records tab. b. Set all rights to None Selected except for those in the Read column. Note: Only select the Read right for the entities you want to index. Tip: Click the label of a column to change the rights of all column items at once. c. Set similar rights for all the other tabs. d. On the bar at the top of the window, click Save and Close. 5. Create a new user using the user created in step 1: a. On the nav bar, click Settings > Administration. b. In the Administration page, click Users. c. In the options above Enabled Users, click New. d. In the New User page, in the Summary section: i. In the User Name box, enter the user created in step 1 in the form ii. In the Full Name box, enter any First Name and Last Name. e. In the options above Enabled Users, click Save. 6. Assign the role you just created to this user: 4www.coveo.com 11

16 a. In the page for the new user, in the options at the top, click more commands button, and then click Manage Roles. b. In the Manage User Roles dialog box: i. Select the check box for the role that you created in step 4 (Read-Only Administrator in the example) and clear all other check boxes. ii. Click OK. c. In the Confirm Security Role Assignment dialog box: i. Select the check box for the role that you created in step 4 (Read-Only Administrator in the example) and clear all other check boxes. ii. Click OK. 4www.coveo.com 12

17 What's Next? Generate the necessary configuration files (see "Using the Microsoft Dynamics CRM Connector Configuration Generator Tool" on page 16). 4www.coveo.com 13

18 7. Adding a User Identity A user identity is a set of credentials for a given repository or system that you enter once in CES and can then associate with one or more sources or security providers. A user identity typically holds the credentials of an account that has read access to all the repository items that you want to index. It is a best practice to create an account to be used exclusively by the Coveo processes and for which the password does not change. If the password of this account changes in the repository, you must also change it in the CES user identity. To add a user identity 1. On the Coveo server, access the Administration Tool. 2. In the Administration Tool, select Configuration > Security. 3. In the navigation panel on the left, click User Identities. 4. In the User Identities page, click Add. 5. In the Modify User Identity page: a. In the Name box, enter a name of your choice to describe the account that you selected or created in the repository to allow CES to access the repository. Note: This name appears only in the Coveo Administration Tool, in the Authentication or User Identity drop-down lists, when you respectively define a source or a security provider. b. In the User box, enter the username for the account that you selected or created to crawl the repository content that you want to index. c. In the Password box, enter the password for the account. d. In the Options section, the Support basic authentication check box is deprecated and not applicable for 4www.coveo.com 14

19 most types of repositories. You should select it only when you need to allow CES to send the username and password as unencrypted text. e. Click Save. Important: When you use Firefox to access the Administration Tool and it proposes to remember the password for the user identity that you just created, select to never remember the password for this site to prevent issues with automatic filling of username and password fields within the Coveo Administration Tool. 4www.coveo.com 15

20 8. Using the Microsoft Dynamics CRM Connector Configuration Generator Tool The Dynamics Configuration Generator is a tool used to generate all the necessary configuration files for a specific Microsoft Dynamics CRM Organization, in order to index it properly. To use the Microsoft Dynamics CRM Connector Configuration Generator Tool 1. Get your Discovery Service URL and Organization Name: a. Log into Microsoft Dynamics CRM Organization with an administrator account. b. Access the Developers Resources page: i. Click the Microsoft Dynamics CRM drop-down menu in the top-left of the screen, and then select Settings. ii. iii. Click the Settings drop-down menu, and then select Customizations. In the Customization page, click Developers Resources. c. In the Developers Resources page, take note of your Organization Unique Name and Discovery Service URL. 4www.coveo.com 16

21 Example: In Microsoft Dynamics CRM 2103 On-Premises, the Developers Resources page looks like the following: 2. Open the Microsoft Dynamics CRM Connector Configuration Generator Tool located in the CES 7 Bin folder. Example: C:\Program Files\Coveo Enterprise Search 7\Bin\DynamicsConfigGenerator.exe 3. In the Microsoft Dynamics CRM Connector Configuration Generator Tool interface: 4www.coveo.com 17

22 a. Under Configuration: i. In the Discovery Service URL box, enter the full discovery service endpoint URL. ii. iii. iv. In the Organization Name box, enter the organization unique name. In the User Name and Passwords boxes, enter the credentials of the administrator account you previously used to create a user identity (see Microsoft Dynamics CRM Connector Deployment Overview). Click Connect. The connection to the Organization is initialized, displaying any errors and retrieving the complete entities schema. Retrieving the schema can take some time to complete. 4www.coveo.com 18

23 Notes: After receiving the schema, a list of entities will be displayed in the left panel. For a better experience, the tool does not show entities that are not customizable. These entities are normally system entities with no relevant data. CES (April 2015) Meaningful entities and their attributes are selected by default. b. In the left panel, select the check box next to the entities you want to index. Note: Your selection defines the content of the ObjectsToGet file. The connector uses this file to determine what type of entity to get and what attributes to retrieve as their metadata. c. For each selected entities check boxes: i. Click an entity row. ii. In the Entity Information tab, in the Attributes section panel on the right, select the attribute(s) to be used to create a corresponding field in the field set. Note: Each attribute for a specific entity will also be added in the document's metadata with the corresponding value. iii. Finish configuring the mapping file: Note: The mapping file is generated using the selected entities and the entered Title and Body mappings (if any). In the Title and Body boxes: Enter the exact same attribute name(s) selected in step ii in the format %[AttributeName]. Note: In the Attributes section, the name in parentheses represents the name of the attribute in the mapping file. Example: In the Title box, when you selected the AccountId attribute, enter %[AccountId]. In the Body box, when you selected the Description attribute, enter %[Description]. OR Drag-and-drop attribute(s). iv. CES (April 2015) Click the Relations tab to setup entity relations. v. In the Relations tab, for each selected related entities: A. Select the attribute(s) to be added to the current entity's metadata and used to create a corresponding field in the field set. 4www.coveo.com 19

24 Note: Each attribute for a specific entity is added in the document's metadata with the corresponding value in the following format: [ALIAS].[ATTRIBUTE_NAME] Example: When the alias is primarycontact and you select the Account attribute, the field that will be created in the field set is primarycontact.account. B. (Optionally) Rename the Alias. Note: Adding relations can have a significant impact on crawling performances. d. Click Save to files. e. In the notification prompt that appears, select an output folder, and then click OK. Three configuration files are generated and prefixed by the unique name of your Organization. What's Next? Example: CRM2013ObjectsToGet.xml, CRM2013FieldsSet.xml, and CRM2013MappingFile.xml. Configure and index a Microsoft Dynamics CRM source (see "Configuring and Indexing a Microsoft Dynamics CRM Source" on page 24). 4www.coveo.com 20

25 9. Configuring a Microsoft Dynamics CRM Security Provider CES (April 2015) The Microsoft Dynamics CRM connector needs a security provider to manage the user permissions on Microsoft Dynamics CRM entities. The Microsoft Dynamics CRM security provider performs tasks such as expanding groups to users and mapping Microsoft Dynamics CRM users to s or to Active Directory users. The connector creates and sets several virtual groups on indexed documents to support the access policies defined in Microsoft Dynamics CRM. Note: You can get familiar with how Coveo components deal with permissions on documents both at indexing and query time. To Configure a Microsoft Dynamics CRM security provider 1. On the Coveo server, access the Administration Tool. 2. Select Configuration > Security. 3. In the Security page, in the navigation panel on the left, click Security Providers. 4. In the Security Providers page, click Add to create a new security provider. 5. In the Modify Security Provider page: 4www.coveo.com 21

26 a. In the Name box, enter a name to identify this security provider. Example: Microsoft Dynamics CRM Security Provider b. In the Security Provider Type drop-down list, select Microsoft Dynamics CRM. Note: If you do not see Microsoft Dynamics CRM in the Security Provider Type list, your environment does not meet the requirements (see "Microsoft Dynamics CRM Connector Requirements" on page 5). c. In the User Identity section: i. In the drop-down list, select the user identity that you created previously with the Microsoft Dynamics CRM crawling account credentials (see Microsoft Dynamics CRM Connector Deployment Overview). ii. When needed, click Add, Edit, or Manage user identities respectively to create, modify, or manage user identities. d. 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). e. In the Discovery server URL box, enter the root address of your Microsoft Dynamics CRM organization. For an on-premises setup (CRM On-Premises), enter the Discovery Service hosted on the server. You can find this URL in your Microsoft Dynamic CRM system using the Configuration 4www.coveo.com 22

27 generator tool (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool). Note: 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 enter in the Addresses box. 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. f. In the Security Provider drop-down list, for a Microsoft Dynamics CRM On-Premises organization, select Active Directory or a custom Active Directory security provider that you created for your specific domain (see "Configuring an Active Directory Security Provider" on page 35). Notes: Users in your Microsoft Dynamics CRM On-Premises organization must match the users in your Active Directory. For a Microsoft Dynamics CRM Online organization, contact Coveo Professional Services to configure a customized security provider for your setup. g. Leave the Allow Complex Identities option cleared as it does not apply to this type of security provider. h. Click Apply Changes. What's Next? Configure and index your Microsoft Dynamics CRM source (see "Configuring and Indexing a Microsoft Dynamics CRM Source" on page 24). 4www.coveo.com 23

28 10. 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 1. On the Coveo server, access the Administration Tool. 2. Select Index > Sources and Collections. 3. In the Collections section: a. Select an existing collection in which you want to add the new source. OR b. Click Add to create a new 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: 4www.coveo.com 24

29 a. 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" on page 5). Addresses The root address of the Microsoft Dynamics CRM organization. For an on-premises setup (CRM 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: o 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 enter in the Addresses box. o CES (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. 4www.coveo.com 25

30 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" on page 6). You can create new or modify existing source refresh schedules. b. 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. 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. Otherwise, select Default. Active Languages If you defined custom active language sets, ensure to select the most appropriate for this source. Fields Select the custom field set you previously defined (see Microsoft Dynamics CRM Connector Deployment Overview). 6. In the Specific Connector Parameters & Options section of the Add Source page: a. 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). b. In the ObjectsToGet File Path box, enter the absolute full path pointing to the connector ObjectsToGet file 4www.coveo.com 26

31 that you previously generate (see "Using the Microsoft Dynamics CRM Connector Configuration Generator Tool" on page 16). 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 c. 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" on page 16). 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 d. In the Parameters section, click Add Parameter when you want to show advanced source parameters (see "Modifying Hidden Microsoft Dynamics CRM Source Parameters" on page 31). e. 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. 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. 4www.coveo.com 27

32 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: a. In the Authentication drop-down list, select the user identity that you created for the Microsoft Dynamics CRM system. b. In the Security Provider drop-down list: CES (April 2015) Select the Microsoft Dynamics CRM security provider that you created for this source (see Microsoft Dynamics CRM Connector Deployment Overview). CES (February 2015) Select (none). Important: CES (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). c. Click Save and Start to save the source configuration and start indexing this source. 8. When you choose to not index permissions associated with Microsoft Dynamics CRM items: 4www.coveo.com 28

33 Important: CES (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. a. In the navigation menu on the left, select Permissions. b. Next to Permissions, select the Specifies the security permissions to index option. c. Next to Allowed Users, ensure that a well-known everyone group such as the Active Directory everyone \S-1-1-0\ is added. d. Click Apply Changes. 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. 4www.coveo.com 29

34 OR Open the CES Console to monitor the source building activities. What's Next? Set an incremental refresh schedule for your source. 4www.coveo.com 30

35 11. Modifying Hidden Microsoft Dynamics CRM Source Parameters The Add Source and Source:... General pages of the Administration Tool present the parameters with which you can configure the connector for most Microsoft Dynamics CRM setups. More advanced and more rarely used parameters are hidden. You can choose to make one or more of these parameters appear in the Add Source and Source:... General pages of the Administration Tool so that you can change their default value. Consider changing values of hidden parameters only when you encounter time out error messages or performance issues. The following list describes the available advanced hidden parameters for Microsoft Dynamics CRM sources. The parameter type (integer, string, ) appears between parentheses following the parameter name. DiscoveryServiceUrl (String) The discovery service URL. The default value is the starting address added with "/XRMServices/2011/Discovery.svc", which should be the same for all Microsoft Dynamics CRM instances. Note: This parameter is only required when you need to override the /XRMServices/2011/Discovery.svc part. RecordsPageSize (Integer) Number of records to retrieve per request. A bigger batch size will put more stress on the server but less on the network. The default value is 250 records. Use the following procedure only when you want to modify one or more of the above hidden source parameters. To modify hidden Microsoft Dynamics CRM source parameters 1. Refer to "Adding an Explicit Connector Parameter" on page 32 to add one or more Microsoft Dynamics CRM hidden source parameters. 2. For a new Microsoft Dynamics CRM source, access the Add Source page of the Administration Tool to modify the value of the newly added advanced parameter: a. Select Index > Sources and Collections. b. Under Collections, select the collection in which you want to add the source. c. Under Sources, click Add. d. In the Add Source page, edit the newly added advanced parameter value. 3. For an existing Microsoft Dynamics CRM source, access the Source:... General page of the Administration Tool to modify the value of the newly added advanced parameter: a. Select Index > Sources and Collections. b. Under Collections, select the collection containing the source you want to modify. c. Under Sources, click the existing Microsoft Dynamics CRM source in which you want to modify the newly 4www.coveo.com 31

36 added advanced parameter. d. In the Source:... General page, edit the newly added advanced parameter value Adding an Explicit Connector Parameter Connector parameters applying to all sources indexed using this connector are called explicit parameters. When you create or configure a source, the Coveo Administration Tool presents parameters with which you can configure the connector for most setups. For many connectors, more advanced and more rarely used parameters also exist but are hidden by default. CES then uses the default value associated with each of these hidden parameters. You can however choose to make one or more of these parameters appear in the Add Source and Source:... General pages of the Administration Tool so that you can change their default value. To add an explicit connector parameter 1. On the Coveo server, access the Administration Tool. 2. Select Configuration > Connectors. 3. In the list of the Connectors page, select the connector for which you want to show advanced hidden parameters. 4. In the page for the selected connector, for each hidden parameter that you want to modify, in the Parameters section, click Add Parameter. Note: The Add Parameter is present only when hidden parameters are available for the selected connector. 5. In the Modify the parameters of the connector page: 4www.coveo.com 32

37 a. In the Type list, select the parameter type as specified in the parameter description. b. In the Name box, type the parameter name exactly as it appears in the parameter description. Parameter names are case sensitive. c. In the Default Value box, enter the default value specified in the parameter description. Important: Do not set the value that you want to use for a specific source. The value that you enter here will be used for all sources defined using this connector so it must be set to the recommended default value. You will be able to change the value for each source later, in the Add Source and Source:... General pages of the Administration Tool. d. In the Label box, enter the label that you want to see for this parameter. Example: To easily link the label to the hidden parameter, you can simply use the parameter name, and if applicable, insert spaces between concatenated words. For the BatchSize hidden parameter, enter Batch Size for the label. Note: To create multilingual labels and quick help messages, use the following syntax: where ln is replaced by the language initials the languages of the Administration Tool are English (en) and French (fr). Example: d'accès du fichier de File is a label which is displayed differently in the French and English versions of the Administration Tool. 4www.coveo.com 33

38 Tip: The language of the Administration Tool can be modified by pressing the following keys: Ctrl+Alt+Page Up. e. Optionally, in Quick Help, enter the help text that you want to see for this parameter when clicking the question mark button that will appear beside the parameter value. Tip: Copy and paste the key elements from the parameter description. f. When Predefined values is selected in the Type parameter, in the Value box that appears, enter the parameter values that you want to see available in the drop-down parameter that will appear in the Administration Tool interface. Enter one value per line. The entered values must exactly match the values listed in the hidden parameter description. g. Select the Optional parameter check box when you want to identify this parameter as an optional parameter. When cleared, CES does not allow you to save changes when the parameter is empty. This parameter does not appear for Boolean and Predefined values parameter types. h. Select the Sensitive information check box for password or other sensitive parameter so that in the Administration Tool pages where the parameter appears, the typed characters appear as dots to mask them. This parameter appears only for the String type. Example: When you select the Sensitive information check box for a parameter, the characters typed for appear as follows in the text box: i. Select the Validate as an address check box when you want CES to validate that the text string that a user enters in this parameter respects the format of a valid address. This parameter appears only for the String type. j. In the Maximum length box, enter the maximum number of characters for the string. This parameter appears only for the String type. When you enter 0, the length of the string is not limited. k. Click Save. 6. Back in the Connector page, click Apply Changes. The hidden parameter now appears in the Add Source and Source:... General pages of the Administration Tool for the selected source. You can change the parameter value from these pages. Refer to the documentation for each connector for details. Tip: When you want to modify a hidden source parameter, you must first delete it, and then redefine it with the modified values. 4www.coveo.com 34

39 12. Configuring an Active Directory Security Provider You must use an Active Directory (AD) security provider when you create a source to index the content of an Active Directory domain. Other security providers may need to use an Active Directory security provider to expand, map, or resolve users or groups defined in Active Directory. Coveo Enterprise Search (CES) comes with a default Active Directory security provider to which no user identity is assigned. In this case, the Active Directory security provider takes the CES service account as the user to access AD. When CES is in the same domain as AD, you can use the default Active Directory security provider as is. No configuration is needed. You may need to create another Active Directory security provider only when CES and AD are in different and untrusted domains. In this case, you only need to assign a user identity containing any user that has access to the other domain to be able to use the security provider to expand, map, or resolve users or groups defined in Active Directory of this domain. Note: You can get familiar with how Coveo components deal with permissions on documents both at indexing and query time. To create or modify an Active Directory security provider 1. On the Coveo server, access the Administration Tool. 2. Select Configuration > Security. 3. In the navigation panel on the left, select Security Providers. 4. In the Security Providers page: Click Add to create a new security provider. OR Click an existing Active Directory security provider to modify it. 5. In the Modify Security Provider page: 4www.coveo.com 35

40 a. In the Name box, enter a name to identify this security provider. b. In the Security Provider Type drop-down list: i. On a 32-bit server, select Active Directory (x86). ii. On a 64-bit server, select Active Directory (x64). c. In the User Identity section: i. In the drop-down list, select a user identity containing an account that has access to the desired domain. Example: When the user identity contains the domaina\oneusername account, the security provider connects to Domain A Active Directory. Note: When User Identity is set to (none), the security provider takes the CES service account by default. ii. When needed, click Add, Edit, or Manage user identities respectively to create, modify, or manage user identities. d. CES (January 2015) In the Provider section: 4www.coveo.com 36

41 i. In the drop-down list, select the provider that recognizes your users by their addresses. Note: When you do not want to map Active Directory (AD) users to their , select (none). ii. When needed, click Add, Edit, or Manage security providers respectively to create, modify, or manage security providers. e. In the Parameters section, in rare cases the Coveo Support could instruct you to click Add Parameters to specify other security provider parameter names and values that could help to troubleshoot security provider issues. f. Leave the Allow Complex Identities option cleared as it does not apply to this type of security provider. g. Click Save or Apply Changes, depending whether you are creating or modifying a security provider. What's Next? When you are creating or modifying the security provider: For an Active Directory source, configure and index the source. To be used by another security provider, create or modify the other security provider. 4www.coveo.com 37

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