Dropbox Collection

SearchBlox provides a Dropbox Collection that allows you to index files and folders stored in Dropbox. This feature enables SearchBlox to securely connect to your Dropbox account, crawl the selected folders, and index the documents for search.

Before You Begin

You will need a Dropbox Access Token. Generate one by creating a Dropbox app at www.dropbox.com/developers/apps.
Decide which folder you want to index. Have the folder path ready (e.g. /Documents). Leave it empty to index the entire account from the root folder.

Creating a Dropbox Collection

You can create a Dropbox Collection by following these steps:

Log in to the Admin Console, go to the Collections tab, and click Create or the “+” icon.
Select Dropbox Collection as the collection type.
Enter a unique name for the collection. The name must contain 3–36 alphanumeric characters, and only underscores (_) are allowed.
Enable or disable RAG (Retrieval Augmented Generation) depending on your requirement. Enable it if the collection will be used for AI-powered search or chatbot responses.
Enable Knowledge Graph if you want SearchBlox to extract entities and relationships from the documents in the collection.
Choose whether the collection should be Private or Public. Enable Private Collection Access to restrict the collection to authenticated users only.
Configure Collection Encryption if you want to encrypt document content or specific metadata fields.
Select the Collection Language based on the language used in the documents. The default language is English.
Click Create to create the Dropbox Collection.
After the collection is created, you will be redirected to the Dropbox Settings / Authentication section to configure the connection and access details.

Dropbox Authentication

The Dropbox Authentication section allows you to configure the connection between SearchBlox and your Dropbox account. By providing the required access token and folder path, SearchBlox can securely connect to Dropbox and crawl the files stored in your account for indexing.

Once the authentication details are configured, SearchBlox will access the specified Dropbox folder and retrieve documents for indexing, making them searchable through the SearchBlox platform.

Configuring Dropbox Authentication

To configure Dropbox for your collection, follow these steps:

Go to the Dropbox Authentication tab within the collection.
Enter the Access Token.
Provide the Dropbox access token used to authenticate and allow SearchBlox to access your Dropbox account.
Enter the Path.
Specify the Dropbox folder path that you want SearchBlox to crawl (for example, /Documents).
If this field is left empty, SearchBlox will crawl the root folder by default.
Click Save to store the configuration and enable SearchBlox to access and crawl the Dropbox content.

Collection Settings

Generate Using LLM

Enable Title to automatically generate concise and relevant titles for the documents using LLM while indexing.
Enable Description to generate relevant descriptions for the documents using LLM while indexing.
Enable Topics to generate relevant topics for the documents using LLM while indexing.

Process Images Using LLM

Enable Generate Description to extract images from documents and generate descriptions using LLM while indexing.
Enable Enable OCR to extract text from images and scanned documents using the vision model while indexing.

Relevance

Auto Relevance — Enable to use Hybrid Search for automatic relevance ranking. Compare Keyword Search with Hybrid to evaluate the difference before enabling.

RAG

Enable RAG — Turn ON to build a retrieval index (vector embeddings) for this collection so it can be used for RAG, Hybrid Search, and AI Answers. This setting applies at the next index — re-index the collection to build or rebuild the RAG index.

RAG Chunking

Chunking Strategy — Determines how documents are split for the RAG vector index. Default (recursive) suits most content.
Size Unit — Measure chunk size and overlap using one of three modes:
- Global Default — Inherits the system-wide default chunking configuration.
- Tokens — Measure chunk size and overlap in tokens.
- Characters — Measure chunk size and overlap in characters.
Chunk Size — Leave blank to inherit the global default (300 tokens).
Overlap — Overlap between adjacent chunks; must be less than the chunk size. Leave blank to inherit the global default (30).

Note: Chunking applies at indexing — set it before the first index. Changing it later requires re-indexing the collection.

Click Save to apply the RAG Chunking configuration, or click Cancel/Save at the bottom of the page to discard or store all Collection Settings.

Synonyms

Synonyms help the search show relevant documents even when the exact search word is not used.
For example, if someone searches for “global,” the results can also include documents that use “world” or “international.”
We have an option to load Synonyms from the existing documents.

Stopwords

Stopwords are common, high-frequency words that carry minimal semantic value and are typically excluded during text processing, indexing, or search operations. Examples include articles (a, an, the), conjunctions (and, but, or), prepositions (in, on, about), and auxiliary verbs (is, was, would, had).

Purpose:

Reduce noise in search indexing and text analysis
Improve processing efficiency by excluding low-value tokens
Enhance search relevance by prioritizing meaningful keywords

Schedule and Index

Sets the frequency and the start date/time for indexing a collection. Schedule Frequency supported in SearchBlox is as follows:

Once
Hourly
Daily
Every 48 Hours
Every 96 Hours
Weekly
Monthly

The following operation can be performed in box collections

Activity	Description
Enable Scheduler for Indexing	Once enabled, you can set the Start Date and Frequency
Schedule	For each collection, indexing can be scheduled based on the above options.
View all Schedules	Redirects to the Schedules section, where all the Collection Schedules are listed.

Manage Documents Tab

Using Manage Documents tab we can do the following operations:
1. Filter
2. View content
3. View metadata
4. Refresh
5. Delete
To delete a file from your collection, enter the file path and click "Delete".
To see the status of an indexed file, click "View Metadata".

Data Fields Tab

Using the Data Fields tab, you can create custom fields for search and view the default and configured fields for the collection.

Toggle Show Defaults ON to display the collection's default system fields, in addition to any custom fields.
Use the + icon to add a new custom Data Field.
Use the info icon to view details about field configuration.
Use the refresh icon to reload the fields list.

Each field is listed with the following columns:

Column	Description
Name	The name of the data field (e.g., `col_id`, `content_suggest`, `topics`).
Type	The data type assigned to the field.
Analyzer	The text analyzer applied to the field, if any (e.g., `comma_analyzer`). Shown as `—` when no analyzer is applied.

SearchBlox supports the following Data Field types:

Type	Description
Keyword	Used for alphanumeric values such as IDs, tags, codes, or other exact-match fields (e.g., `col_id`, `faq_content`, `image_path`).
Text	Used for full-text search within custom field content (e.g., `content_suggest`, `topics`).
KNN_Vector	Used to store vector embeddings for semantic/similarity search (e.g., `page_dna_vector`).
Binary	Used to store binary data such as images or files (e.g., `imagedata`).
Boolean	Used for true/false values (e.g., `needsReview`, `approved`).
Number	Used for numeric values such as prices, quantities, ratings, or counts.
Date	Used for date values that can be searched, sorted, and filtered.

Note: Once Data Fields are configured, the collection must be cleared and re-indexed for the changes to take effect.

Prompts

When LLM/RAG is enabled, you can edit AI-based prompts for Title, Description, Topic, Image Description, and Smart FAQs.
You can customize these prompts anytime, and use Restore Default to reset them back to the original SearchBlox settings.

Dropbox Collection Models

The Models page allows you to configure and override AI models used for embeddings, reranking, and LLM-based features within the collection.

Embedding

Provider specifies the embedding provider used to generate vector representations of documents.
Model defines the embedding model used to convert document content into vectors for semantic search.

Reranker

Provider specifies the reranker provider used for improving search result relevance.
Model defines the reranker model used to re-score and reorder search results based on relevance.

LLM

Provider specifies the Large Language Model provider used for AI-powered features.
Model defines the LLM used for tasks such as document enrichment, summaries, and SmartFAQs.
These settings override global configurations and apply only to the current collection.

Knowledge Graph

Enable Knowledge Graph — Turn ON to extract entities and relationships from this collection into a Knowledge Graph. This setting applies at the next index — re-index the collection to build or rebuild the graph.

Permission Webhook

The Permission Webhook allows Dropbox to notify SearchBlox in real time when document-level permissions change, keeping secure search access in sync without waiting for the next scheduled index.

Dropbox Webhook URL — A unique, auto-generated URL for this collection. Register this URL in Dropbox to push permission changes for this collection.
Example: https://13.221.53.99:8443/rest/v2/api/permissions/webhook/dropbox/1
Click the copy icon to copy the URL to your clipboard.
Set app secret — Paste your Dropbox app secret here — Dropbox signs each request with it, allowing SearchBlox to verify that incoming webhook requests genuinely originate from Dropbox.
Click How to configure for step-by-step guidance on registering the webhook URL and app secret in Dropbox.
Click Save Secret Key to store the app secret.

Note: Both the Webhook URL and the app secret must be configured in Dropbox's webhook settings for permission changes to sync automatically with this collection.