Collabspace needs to be connected to a Content Source before any of its features can work. Currently, the available Content Sources are SharePoint Online and Exchange. Once a Content Source is added, Collabspace will immediately crawl it, bringing in everything that currently exists in that location.
Once the existing content has been crawled, Collabspace will listen for new content or updated existing content. If anything changes, Collabspace will immediately crawl the item and make it available to Search.
To add a new Content Source, click the New button and select a source type.
Adding Exchange Connectors
If Collabspace has not yet been given access to Azure AD, then Exchange Connectors cannot be created. Exchange Content Sources are added by Azure AD Groups, and Collabspace requires permission to these groups before any content can be crawled. If Admin Consent has not yet been granted, you will be prompted again when attempting to add an Exchange Connector
Once Azure AD access has been granted, type in an AD Group and select it.
Renaming the Content Source is a good idea, as it will allow sorting and filtering to be more effective. Important information can be added to this name, for example the Jurisdiction, Working Group, or Function. If necessary, the Region can also be changed. This will determine where in the cloud the data will be stored. If the Organization has specific jurisdiction considerations, pay close attention to this setting.
When the Content Source has been configured as desired, clicking the Save button will immediately start a crawl. It is possible to add multiple Azure AD Groups to a single Exchange Connector as well.
Adding SharePoint Connectors
SharePoint Connectors require the URL for the Site Collection to add.
However, when validating the SharePoint Site Collection, Collabspace will verify if the Collabspace App has already been added to that Site Collection. If it has not been added, adding that Site Collection will be blocked.
The article for adding the Collabspace App to a SharePoint Online Site Collection is located here.
Once again, Region and a custom title can be provided, and clicking the Save button will complete the process.
General Connector Management
Content Connectors will be displayed in a list, and are organized on Title by default. Once the initial crawl has completed, the Status and Size will be updated. If there was an error with the crawl, that would be displayed in the Status column.
If there is an error, or updates need to be made to a Content Source, select it in the list. More details will be displayed in the side panel.
Clicking Download on the Crawl History will allow you to review the Crawl logs, which will display important information.
If desired, more content sources can be added to a Connector by typing in the free space indicated above. Any changes must be saved.
When a new content source is added to a Connector, it will trigger a crawl for the new source. It is also possible to remove a content source by clicking the x and clicking Save.
If a previously existing content source is removed, this will not impact the next scheduled crawl. The next scheduled crawl will proceed, crawling the site that was removed. This is because the crawl is scheduled upon completion of the previous crawl, and the system already knows the URL or AD Group to crawl. However, after that crawl has completed, any subsequent crawls will no longer know the removed content source, and it will no longer be crawled. If you wish to disable crawling completely, see the following article on how to Disable a Connector.
Now that the Content Sources have been created, there is nothing left to do but wait while the content is indexed by Collabspace. Congratulations, Collabspace has been configured!
If you are interested in finding out how to Disable a Connector, see this article.
If you are interested in the Properties page, see this article.
If you are ready to explore Search, turn to the User Search Guides.
If you need to add the Collabspace App to SharePoint, see the App Guide.