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Configuring a Source *2.0 Beta*

Purpose

Aparavi allows business users to automate data action by linking sources and targets, no code or command line necessary.

Configuring pre-defined sources allows users to easily manage their entire data foot print while providing a rich user experience where non-technical users can build custom workflows for data hygiene, compliance, and retention use cases.

The Sources subtab offers the ability to add and manage configured sources within the system. The ability to alter the time of scan intervals, add and exclude file paths and enablement and disablement of file scanning features, all resides within this subtab.

Sources Subtab

Overview

  • Inheriting & Uninheriting Sources Subtab
  • Set Scan Time Intervals
  • Adding a New Source
  • Editing a Source
  • Viewing a Source
  • Deleting a Source
  • Adding Include Paths
  • Editing an Include Path
  • Deleting an Include Path
  • Adding Exclude Paths
  • Editing an Exclude Path
  • Deleting an Exclude Path

Inheriting & Uninheriting Sources Subtab

When configuring a source, scan intervals and paths, it is important to notice which node is selected on the navigation tree. The system allows the ability to configure identical settings for all nodes under the account, or specific settings for each. On the Sources subtab, located at the top right-hand side, a checkbox appears that allows the node to inherit the source and source settings set up by the organization above it, or customize its own. By default, any new nodes or clients added will automatically inherit from the node above. If new clients or nodes desire to configure their own source, this inheritance policy will need to be deselected upon installation.

Inherit Sources Subtab Settings Enablement Process

When selected, this node will inherit the source, scan intervals settings and paths that were configured for the organization or node above it.

1. Click on the node that needs to be configured to inherit the Sources subtab settings.

Select Node

2. Click the Policies tab and then click on the Sources subtab.

Sources Subtab

3. Click on the checkbox next to the label “Inherit from [XYZ Organization]” to select it. Once selected, the checkbox will appear in an orange background to indicate that it is selected.

Inherit Checkbox

4. Click the Save All Changes button, located at the bottom right-hand side of the screen. Once clicked, a pop-up box will appear, asking to confirm all changes.

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Save All Changes Button

5. Click the Ok button at the bottom right-hand side of the Save Changes pop-up box. Once clicked, the pop-up box will close and a message will appear at the bottom left-hand side of the screen to alert that the changes have been saved.

Save Changes Pop-up Box

From this point forward, this node will apply the same settings from the Sources subtab from the node above.

Inheritance Saved

Inherit Sources Subtab Settings Disablement Process

When deselected, this node will require it’s own set of Sources subtab settings to be configured.

  1. Click on the node that needs to be configured to no longer inherit the Sources subtab settings.
Select Node

2. Click the Policies tab and then click on the Sources subtab.

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Sources Subtab

3. Click on the checkbox next to the label “Inherit from [XYZ Organization]” to deselect it. Once deselected, the checkbox will no longer appear in an orange background to indicate that it is deselected.

Inherit Checkbox

4. Click the Save All Changes button, located at the bottom right-hand side of the screen. Once clicked, a pop-up box will appear, asking to confirm all changes.

Save All Changes

5. Click the Ok button at the bottom right-hand side of the Save Changes pop-up box to close it.

Save Changes Pop-up Box

From this point forward, this node will no longer apply the same settings from the Sources subtab from the node above. This node will need it’s own set of Source time intervals and scan paths to be configured.

Inheritance Deselected

Set Scan Time Intervals

By default, the system sets the Source scan interval for one scan of the source(s) per day. To change the settings:

1. Click on the Policies tab, located in the top navigation menu.

Select Node

2. By default, the system will redirect to the Sources subtab.

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Sources Subtab

3. Click on the field located under the Time of Scan section. This field will become a drop-down menu with pre-set time intervals to choose from.

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Scan Time Interval Options

The ability to customize the scan interval is also available by choosing Custom Schedule from the menu. Once this option is selected, two additional fields will appear below and can be altered for almost any time interval desired.

Scan Time Interval Customized Options

4. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes Button

5. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once the changes have been saved, all sources configured in the system will scan at the time interval chosen.

Saved Time Interval Set

Adding a New Source

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the Add Source button, located in the upper right-hand corner of the screen.

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Add Source Button

4. Once the Add Source pop-up box is displaying, click on the Source Type field and select the source listed from the drop-down menu that displays.

Add Source Pop-up Box

5. Depending which Source Type was selected will depend on what fields will display inside the Add Source pop-up box. Enter or select all fields within the Add Source pop-up box accordingly.

Add Source Pop-up Box Expanded

6. During this process several file scanning features can be enabled or disabled depending on the preference. The Indexing, Classification & Optical Character Recognition Features all reside within the Add Source pop-up box.

By default the Classification and Indexing options are enabled and Optical Character Recognition is disabled. To select a feature, click on the Enable button located to the right of the feature. When selected, the text for each feature will be highlighted in green letters to indicate that they are selected. To deselect the features, click on the Disable button located to the right-hand side of the feature. When disabled the features options will appear as a grey color, to indicate that it is not selected.

  • Explanation of File Scanning Features:
    • Indexing: Allows for full-text search of all processed files. Once enabled, all supported files will be scanned and indexed as they are processed.
    • Classify: Assigns each file to one or more classification policies. Once enabled, all supported files will be classified into one or more of the activated classification policies.
    • Optical Character Recognition: Enables the system to convert typed or handwritten text found in images into text. Once enabled all image files such as jpgs will have text extracted for use in classification and file searching.

Please Note: Classify and Optical Character Recognition cannot be enabled, unless Index feature is enabled.

Add Source Pop-up Box Selections

7. Once all fields have been completed inside the Add Source pop-up box, click on the Validate button. The system will then validate the credentials entered and display a success or failure message. If the validation was successful then the Ok button, located at the bottom right-hand side of the pop-up box will become active.

Validate Button

8. Click on the Ok button, located in the bottom right-hand side of the Add Source pop-up box. Once clicked on, the Add Source pop-up box will close.

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Ok Button

9. Click on the Save All Changes button, located in the bottom right-hand corner.

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Save All Changes Button

10. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once the source is successfully added, the configured source will appear under the Sources section of the Sources subtab. From this point the include and exclude paths can be configured. This step must be completed before the system will begin scanning.

New Source Saved

Editing a Source

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the Edit button located to the right-hand side of the configured source.

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Edit Button

4. Inside the Edit Source pop-up box, edit the previously entered fields or features.

Edit Source Pop-up Box

5. Once all fields have been completed inside the Edit Source pop-up box, click on the Validate button. The system will then validate the source again and display a success or failure message. If the validation was successful then the Ok button located at the bottom right-hand side of the pop-up box will become active.

Validate Button

6. Click on the Ok button, located in the bottom right-hand side of the Edit Source pop-up box.

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Ok Button

7. Click on the Save All Changes button, located in the bottom right-hand corner. Once clicked, the pop-up box to confirm the changes will appear.

Save All Changes Button

8. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once the changes have been completed, the system will display an alert message at the bottom left-hand side of the screen, to indicate that the changes have been saved. From this point forward the node(s) will perform according to the updated information provided.

Sources Edited Successfully

Viewing a Source

If a node is inheriting from the node above it, the sources can only be viewed. Existing sources cannot be edited and new sources cannot be added.

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the View button located to the right-hand side of the configured source.

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View Button

4. The View Source pop-up box will appear, but will not be editable from this view. Once completed viewing the configured source, click the Ok button located at the bottom right-hand side of the pop-up box to close it.

View Source Pop-up Box

Deleting a Source Path

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the Delete button, located to the right-hand side of the Source. Once clicked on, the configured source will disappear from the Sources section and the Save All Changes button will appear.

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Delete Button

4. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes Button

5. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once deleted, the system will no longer scan folders and files from the source that was deleted.

No Active Sources

Adding Include Paths

Adding include paths informs the system of the folders and files that it needs to scan from the configured source. Only folders and files included in the paths configured will be scanned by the system.

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Source section will expand and display the options to set up include path(s) and exclude path(s).

Down Facing Arrow to View Paths

4. Click on the Add Include Path button that appears in the upper right-hand corner. Once clicked on, the Add Include Path pop-up box will appear.

Add Include Path

5. Copy and paste the folder path into the field, located inside the Add Include Path pop-up box.

Add Include Path Field

6. Once completed, click on the Ok button, to save the changes and close the pop-up box.

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Ok Button

7. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes

8. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Change Pop-up Box

Once completed, the path(s) entered will be included in the configured source and will appear under the Include Paths section on the Sources subtab. During all future scans, the system will scan the folder and all files within it.

Include Path Configured

Editing an Include Path

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Sources section will expand and display the options to edit include path(s) and exclude path(s).

Down Facing Arrow to Display Paths

4. Click on the Edit button, located to the right-hand side of the Include Path. Once clicked on, the Edit Include Path pop-up box will display.

Edit Include Path Pop-up Box

5. Delete the Include path currently entered into the pop-up box and then paste the new Include Path into the field.

Remove Old Include Path

6. Once the new Include Path has been changed, click on the Ok button, located in the bottom right-hand side of the pop-up box to save the changes.

New Include Path Entered

7. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes

8. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once updated, the newly edited Include Path will be included in the configured source and will appear under the Include Paths section on the Sources subtab. The Include path that was remove will no longer scan the folders and files within the path, and instead will begin scanning all folders and files from the newly entered include path.

Edited Include Path

Deleting an Include Path

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Sources section will expand and display the options to delete include path(s) and exclude path(s).

Down Facing Arrow to Display Paths

4. Click on the Delete button, located to the right-hand side of the Include Path. Once clicked on, the Include Path will disappear from the Include Path section.

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Delete Button

5. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes Button

6. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once deleted, the Include Path will no longer be included in the configured source and will disappear from the Include Paths section on the Sources subtab. The system from now on will no longer scan any folders or files within the deleted include path.

Include Path Deleted

Adding Exclude Paths

Please Note: This is an optional step that only needs to be performed if there are folders and files that need to be excluded from the source configured.

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

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Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Source section will expand and display the options to set up include path(s) and exclude path(s).

Down Facing Arrow Displays Paths

4. Click on the Add Exclude Path button that appears in the lower right-hand corner. Once clicked on, the Add Exclude Path pop-up box will appear.

Add Exclude Path

5. Copy and paste the folder path into the field, located inside the Add Exclude Path pop-up box.

Add Exclude Path

6. Once completed, click on the Ok button, to save the changes and close the pop-up box.

Ok Button

7. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes Button

8. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once completed, the path(s) entered will be excluded in the configured source and will appear under the Exclude Paths section on the Sources subtab. The system will omit the folders and files included in the exclude path specified during all future scans of the file system.

Exclude Path Added

Editing an Exclude Path

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Sources section will expand and display the options to edit include path(s) and exclude path(s).

Down Facing Arrow Displays Paths

4. Click on the Edit button, located to the right-hand side of the Exclude Path. Once clicked on, the Edit Exclude Path pop-up box will display.

Edit Include Path Pop-up Box

5. Delete the Exclude path currently entered into the pop-up box and then paste the new Exclude Path into the field.

Delete Exclude Path

6. Once the new Exclude Path has been changed, click on the Ok button, located in the bottom right-hand side of the pop-up box to save the changes.

Ok Button

7. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes

8. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once updated, the newly edited Exclude Path will be excluded from all future file scans in the system and will appear under the Exclude Paths section on the Sources subtab. The system will no longer exclude the old exclude path that was removed and will scan the folders and files within the old exclude path if it is contained inside of the include path folder.

Exclude Path Edited

Deleting an Exclude Path

  1. Click on the Policies tab, located in the top navigation menu.
Policies Tab

2. By default, the system will redirect to the Sources subtab.

Sources Subtab

3. Click on the down facing arrow located on the left-hand side of the configured source. Once clicked on, the Sources section will expand and display the options to delete include path(s) and exclude path(s).

Down Facing Arrow Displays Paths

4. Click on the Delete button, located to the right-hand side of the Exclude Path. Once clicked on, the Exclude Path will disappear from the Exclude Path section.

Exclude Path Removed

5. Click on the Save All Changes button, located in the bottom right-hand corner.

Save All Changes Button

6. Click the Ok button, located in the bottom right-hand corner of the Save Changes pop-up box.

Save Changes Pop-up Box

Once deleted, the system will no longer exclude the deleted exclude path that was removed and will scan the folders and files within the old exclude path, if it is contained inside of the include path folder.

Exclude Path Deleted
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