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, navigate to one of the Content Sources listed. Depending on which Content Source type you are adding, your experience will be different, as detailed below.
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 consent has been granted, click the add AD Group button.
Type in an AD Group and select it.
You can add more AD Groups before you Save.
If you wish to add more AD Groups to the Exchange Connector, simply repeat these steps. There is no limit to AD Groups on the Exchange Connector.
Adding SharePoint Connectors
Once again, if you have not yet granted Azure Admin Consent, you will be prompted to do so prior to adding a SharePoint Connector. Click the add Site Collection to add a location.
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 the url entered is verified to have the Collabspace App installed, the SharePoint Site Collection URL entry will render like a tag entry:
Click the Save button to complete adding the Content Source. As with the Exchange Connector, it is possible to add multiple Site Collections at the same time or after-the-fact. The SharePoint Online Connector can support as many Site Collections as desired.
General Connector Management
Sites or Groups will be displayed in a list, and are organized on Title by default. Once the initial crawl has completed, the Status and Storage Usage will be updated. If there was an error with the crawl, that would be displayed in the Status column.
Filtering can be done using the keyword filter.
To view the log file, which might be appropriate if there is an error, click the View logs link.
Logs can be downloaded and viewed in a normal text editor. It will display all items that were crawled during that particular crawl, including whether it completed or failed.
The Initial Crawl of an Exchange Group or a SharePoint Site is called a Full Crawl, and will attempt to grab every item present.
Every subsequent crawl is called a Partial Crawl, and will attempt to fill in any gaps that might be present. Partial Crawls are a fall-back in case Collabspace misses an event the moment it happens. However, since we expect that Collabspace will be able to capture updates as they happen in real time, we would expect that Partial Crawls will appear as they do below, with a simple Start and Complete after no changes are detected.
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 selecting it in the list and clicking remove.
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, the content will be 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.