Coveo Enterprise Search Basic Quick Start Guide

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					       Coveo Enterprise Search:
     Quick Start and Best Practices
                 Guide




Preamble

This guide is intended to compliment the Coveo Enterprise
Search Administrator’s Guide. The below includes details on
how to implement our easy to use search engine. The
Administrator’s Guide is a very comprehensive resource
designed to provide an in-depth view of the total functionality
of our application.




CES Pre-installation

The CES installation is a series of steps which build upon each other
and culminate in a time efficient and effective application deployment.
From past experience the steps that follow are essential to developing
best practices in implementation, deployment, and on-going use.




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    1. System Hardware and Software requirements for Coveo
       Enterprise Search:

            Processor: 1+ Ghz Intel Pentium III (or higher) or a
            compatible processor.

            Memory: At least 256 MB of RAM.

            Operating System:
               − Microsoft Windows 2000, SP1 and Internet
                  Information Services (IIS).
               − Microsoft Server 2003 with IIS.
               − Microsoft XP with IIS (Windows XP meant for
                  testing).

            Hard Disk (IDE, SCSI, or disk array):
               − CES itself requires 100 MB.
               − Sufficient space for the index data: 30 KB per
                  document + ~30% of original document if using
                  cached copy feature.
               − Windows page file should be 1-2 times RAM.
               − Space requirements vary based on number of
                  documents, size of documents and content type.
            Network: 100 or more Mb LAN network suggested.

            Recommended Browser: Microsoft Internet Explorer
            5.0 or later.


Installation (30 minutes)

    2. Where can I download Coveo Enterprise Search?

            The latest version of Coveo Enterprise Search is
            available for download at the following address:
               Coveo Enterprise Search download link


    3. I can't download Coveo Enterprise Search. The file is
       too large. Can I get a CD version?




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         -   Coveo Enterprise Search can only be downloaded for
             the moment.


    4. Where should I install the software?

         -   The software requires ~100 Mb disk, and should be on
             a local drive. An evaluation will work on a laptop or
             desktop, but it is not intended to be a deployment
             model. Install as local administrator.


    5. During installation, I am informed that Coveo
       Enterprise Search requires Internet Information
       Services (IIS). What should I do?

             Prior to installing Coveo Enterprise Search, you need to
             install the Windows IIS component. You can get more
             information at Internet Information Services.


    6. During installation, I must indicate a user name and a
       password. Which user name and password do I use?

             The Coveo Enterprise Search Service runs under a
             Windows account. The account must have sufficient
             rights to access all the files that will be indexed. We
             recommend that the user be part of the Administrators
             group. If you do not know which user name and
             password you should use, contact your system
             administrator.

         -   You can get more information at Service Logon Account.


    7. I have installed Coveo Enterprise Search. Where can I
       get a free license code to activate the software?

             You can get a free, full-featured 5000-document license
             at this address:
                Coveo Enterprise Search Activation Form



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    8. I received the "Coveo Enterprise Search License
       Information" email but it does not contain the license.
       Why?

         -   The license is provided as an attachment to the email
             but some antivirus programs block attachments.
             Temporarily deactivate your antivirus email options and
             request a new license.


    9. I pasted the license code but received an error
       message indicating that the license is invalid. What
       should I do?

         -   Make sure you pasted the entire content of the license
             file including the "BEGIN LICENSE" and "END LICENSE"
             tags.


    10. The Coveo Enterprise Search Service does not start.
      Why?

         -   Check the Windows Event Viewer
         -   There is not enough disk space
         -   The password for the service logon account is invalid
         -   The XML configuration file is invalid
         -   Microsoft IIS is not installed
         -   The user you are installing as does not have adequate
             permissions (Administrator or ability to install
             programs)


    11. Building your first collection in the easy to use Coveo
      Administration web pages

         -   How many collections should I have? Collections
             provide a great way to segment content by department,
             by how often content changes, by user permissions,
             etc. You can either have a few large collections or



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            smaller collections for groups of content or groups
            within your organization. You can also assign Microsoft
            users or groups to collections. For more information on
            customizing the search pages, see
            http://www.coveo.com/support/kb/knowledgebase.aspx
            ?l=en&ac=1 for searching by collections or subsets of
            collections.

            Navigate to Start/Programs/Coveo Enterprise
            Search/Administration tool or
            http://yourserver/ces3/admin (replace “yourserver”).

            Start/Programs/Coveo Enterprise Search/Console is also
            very useful.

            On the admin page, navigate to
            Index/Sources&Collections/Add Collection.

            Name the collection, then select “Save and Add
            Source”.

            Name the source, choose the content source type (file
            server, web, or email), enter URL starting point(s), then
            click “Save and Start”.

                a) For built-in security with Microsoft-protected web
                   content, simply click on
                   Index/Sources&Collections/click on a source/Web
                   File Security. Now a user will only be presented
                   content they are authorized to see.

                b) For built-in security with Microsoft-protected file
                   server content, simply click on
                   Index/Sources&Collections/click on a
                   source/Advanced/uncheck “Disable indexing of
                   security permissions”. Now a user will only be
                   presented content they are authorized to see.


                c) For an initial crawl, we recommend crawling
                   everything to get an idea of what content is on



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                   your network: Enter a starting point in New
                   Source, then click on Save (not Save and Start);
                   then proceed to Filters on left menu. Add a
                   wildcard Inclusion Filter of file://* or
                   http://*.yourdomain.com/* or
                   https://*.yourdomain.com/* to cast your net
                   more widely. Then click Save, then Start Source.

                d) After this first indexing finishes, searches can be
                   performed to determine what content should be in
                   the index and what should not. The Index/Click
                   on a Source/Filters/Inclusion and Exclusion filters
                   can be used for this.

         -   You’re done. Note there are MANY other controls
             (Index/Sources & Collections/click on a source), but at
             this point, navigate to Search Interface/Search/“Go to
             the search interface” to do a search. You may have to
             wait a few minutes to perform a search until some
             content is crawled.

         -   We also recommend that initially, “everyone” be added
             to collection permissions so that everyone can see
             results: Index/Modify Collection/Permissions/Allowed
             Users.

         -   You can also flush the indexing to disk using
             Status/Details/scroll to page bottom and click on link
             “Process Documents in Queue and Commit
             Transaction”.

         -   Troubleshooting a crawl:

                a) Start/Programs/Coveo Enterprise Search/Console

                b) Coveo web admin page, Status/Details

                c) Coveo web admin page, Reports/Crawlers &
                   Converters/View Log (i.e., invalid source URL and
                   no content found). Confirm URL starting point




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                     and the Windows user running Coveo Enterprise
                     Search has access to that URL.

          -   How do I know the indexing is done?

              -   Status/Details will show Idle.

              -   Run queries to confirm that various documents are in
                  the CES search index. For example,
                  @uri=http://yourserver/directory/index.html to find
                  a specific document. @uri=http finds all content in
                  the selected collections.

              -   For content not in the index (such as a site being
                  down—3 strikes you’re out—that’s configurable), that
                  content or site can be manually or programmatically
                  sent to the index until they are spidered (this can be
                  done pre- or post-production).


    12.   How do I force a certain result to the top?

          -   In the Admin interface, go to Index/Top Results and
              click on “Add top results.”


    13.   How do I “roll out” search to my users?

          -   Coveo Enterprise Search provides three methods to roll
              out search to your users:

                   a) Use the default search and results pages at
                      http://yourserver/ces3

                   b) Use the toolbar found on the search page

                   c) Use Coveo Desktop Search also found on the
                      search page. CDS gives you further search of
                      local emails, files, images, audio, video,
                      favorites, etc, as well as CES, as well as the




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                      web, all from one interface. Coveo is the only
                      vendor who provides this capability.


    14.   How is relevance determined?

          -   Coveo Enterprise Search has honed its relevance
              algorithms to provide unparalleled relevance.
              Document structure, HTML metatags, custom metatags,
              URL properties, anchor text, etc all enter into the
              relevance algorithm. Relevance tuning can also be
              done at Index/Ranking and Index/Advanced.


    15. More information, online documentation, FAQ and
      Knowledge Base at Coveo:

          -   http://yourserver/CES3/admin/helpredirect.asp (replace
              “yourserver”)
          -   Start/Programs/Coveo Enterprise Search/Help
          -   CES 3 Help On Coveo Site
          -   Technical Support Knowledge Base
          -   Technical Support Advanced Topics
          -   Technical Support Home
          -   Contact Technical Support
          -   Contact sales


    16. Where is the login information required to enter the
      Coveo Technical Support Section?

          -   Your support user name is the email address you
              provided to activate Coveo Enterprise Search. The
              randomly generated password is included in the
              activation message.


    17. This document did not answer my problem or
      question, how can I contact the Technical Support
      team?




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         -   Use the Technical Support Activation Support Form to
             request assistance from our technical support team.


Maintenance


    1. Be sure to set up Configuration/Alerts in admin pages

         -   CES automatically emails alerts for various levels of
             messages—just be sure to set it up.


    2. How do I make sure my index is refreshing and
       added/changed/deleted content is being found?

         -   Status/Details will tell the current status of an index.
             Status/Sources & Collections, click on a source, then
             Refresh Schedule allows you to re-adjust revisit
             intervals. CES monitors the web and file servers for
             changes to keep the index up to date. Use
             @uri=http://www.yourserver.com/directory/index.html
             to determine if a particular document is in the search
             index.


    3. Reports (what to look for)

         -   Periodically review all reports under the Reports tab.
         -   In Statistics, watch for and consider correcting “Other”,
             unsuccessful, and erroneous.
         -   In Queries, watch for Corrected, duration over 10
             seconds, and Severity “Warning” or “Error”.
         -   In Crawlers/Converters, watch for errors and warnings.
         -   In System, watch for errors and warnings.


    4. Failover/Load Balancing




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         -   Copy indexes from file system to mirrored system.
             Contact Coveo technical personnel. Automated in CES
             4.0 in 2005.


    5. Backups

         -   Not recommended, unless total crawl time is extensive
             (more than say overnight). Search index files can be
             very large.




Relevance Tuning

    1. How to tune relevance

         -   Index your content using all default settings and pick
             25-100 queries for which you know the best result (you
             could also do 2nd and 3rd best if you wish). Run each
             query, and show 100 results (can change on search
             page preferences). In a spreadsheet, record the query
             and in which position the best result occurs. This will
             be the score for the query…so if the best result for a
             search is in position 2, the score is 2. If the best result
             does not show in the first 100 results, the max score is
             100. Add up all the scores, and divide by the number
             of queries—this is your average score. If using an older
             version, be sure to upgrade and do your relevance test
             on the latest CES version.

         -   Why might the best document not show up in the first
             10 results? There are many possibilities and the most
             likely scenario is that CES cannot locate it due to one of
             the following:

                a) The best document is not in the search index.
                b) A synonym needs to be used perhaps “real
                   player” suggests “realplayer”
                c) There is spam in the content
                d) The URL contains many directories



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                e) The URL contains query strings
                f) You need to do some tuning or content cleanup
                g) Others

         -   You should have an average score of 3 or better in
             which case tuning is not suggested, and you do not
             need to proceed with tuning below. If the score is more
             than 3, continue:

         -   Confirm that the best URL for the test query is even in
             the index by using
             @uri=http://www.yourserver.com/somedirectory/index.
             html in the search box. If not, use Index/Source and
             Collections/click on a source, then Refresh Document. If
             you are unable to index the best URL, adjust your
             sources and/or inclusion/exclusion filters accordingly, or
             call us.

         -   Adjust applicable settings in Index/Ranking. Change
             one setting at a time, then check that your tuning had
             the desired effect by refreshing the collection, and re-
             running the relevance test above.




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For more information

http://www.coveo.com


Worldwide Headquarters
Coveo Solutions, Inc.
360, rue Franquet #60
Sainte-Foy (Québec)
Canada G1P 4N3
Main: (418)-527-0528
Fax: (418)-527-1751

US Headquarters
Coveo Solutions, Inc.
120 Hawthorne Avenue, Suite 100
Palo Alto, CA 94301
USA
Main: (650)-475-8021
Fax: (650)-475-8024

Sales   Toll-free USA and Canada: (800)-635-5476
Sales   Toll-free International: UIFN Number + (800) 2673-7642
Sales   International: 011-418-266-6195
Sales   email: sales_inquiries@coveo.com

Technical support for existing customers: support@coveo.com




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