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Custom classifications

Purpose

The classification feature allows for tagging of files, for efficient tracking of important and sensitive data scanned by the system. Aparavi offers a vast list of top Global predefined classification policies that can be activated and customized, based on any organization’s requirements. On top of the Predefined Classifications, the system allows for creating of custom classifications, so that no matter what needs the organization has, they can be met. These custom classifications allow organizations to classify not only their current unstructured data, but also all future files as they are scanned into the system. Once the custom classifications are applied, the system will automatically tag all files scanned by the system against the policy, allowing for quick insight into what types of data are stored within the system. Once scanned, files can also be tagged with multiple custom classifications, allowing for versatile searching and policy setting capabilities.

Overview

  • Inherit classifications from the organization or set up custom classifications for each node
  • Creating Custom Classifications
  • Test files using the Test Classification Feature to ensure the policy is configured properly before saving
  • Easily view Custom Classification file metrics via Dashboard Widget
  • Quick searching of files by specific custom classifications
  • Generating and exporting reports by specific or multiple custom classifications

Inheriting Classifications

When setting up new custom classifications, it is important to notice which node is selected on the navigation tree. The system allows the ability to configure classifications for all nodes under the account or specific classifications for each. On the Classification subtab, located at the top right-hand side, a checkbox appears that allows the node to inherit the predefined and custom classifications set up by the organization above it or customize its own set of policies. By default, unless the uninherited disablement process has been completed prior to in installation of the node, the inherit checkbox from the node above will already be enabled.

Inherit Classifications Enablement Process

When selected this node will inherit all classifications that were configured for the organization or node above it.

  1. Click on the node you want to set classifications for in the navigation tree on the left-hand side
Node Selected

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

Policies Tab & Classification Subtab

3. If the checkbox is not already checked, 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. Once this checkbox is selected, all of the predefined and custom classifications enabled for the organization above it, will appear under the classifications section.

Inheriting From Organization Above

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 new classification changes.

Save All Changes Button

5. Click the Ok button at the bottom right-hand side of the Save Changes pop-up box to apply the inheritance of the organization’s classifications.

Ok Button

6. Once the Ok button has been clicked, a message will appear at the bottom left-hand side of the screen to alert that the changes have been saved. Once the classifications have been applied, all inherited classification policies under the classification tab will automatically apply all classifications from the Organization above it.

Inheriting From Organization Above Enabled

Do Not Inherit Classifications Disablement Process

When deselected, this node will require it’s own set of classification policies to be configured.

1. Click on the node you want to set classifications for in the navigation tree on the left-hand side.

Node Selected

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

Policies Tab & Classification 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.

Not Inheriting From Organization Above

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 un-inheriting classifications from the organization or node above it.

Save All Changes Button

5. Click Ok button at the bottom right-hand side of the Save Changes pop-up box to apply the un-inheritance of the organization’s classifications.

Ok Button

6. Once the Ok button has been clicked, a message will appear at the bottom left-hand side of the screen to alert that the changes have been saved. Once the classifications have been un-inherited, the node will not have any classification set up for classifying. At this point, the custom classifications can be configured for this specific node.

Not Inheriting Classifications From the Organization

Creating Custom Classifications

Customizing classifications allows for precise targeting of files that can be tailor-made to fit any Organization’s needs. The classifications are built using and, or & not operators, which provides endless options to classify all the files in the system.

  1. Click on the Policies tab in the top navigation menu and then click on the Classifications subtab.
Policies Tab & Classification Subtab

2. Click on the Add Custom Classifications button.

Add Custom Classification Button

3. Once the Add Custom Classification pop-up box appears, click on the Rule option, located in the toolbar vertically along the left-hand side of the editor.

Rule Option

4. While the Rule option is selected, hold down the mouse and drag and drop the Rule box inside the custom classification editor. Once the Rule has been added successfully, the Edit Rule pop-up box will appear inside the editor.

Select Rule Type Field

5. Click inside of the Select rule type field and a drop-down list of rules appears to select from. The list offers a variety of options to choose from that can be searched for by scrolling down the list or by typing in keywords into the text field, which will narrow down the options listed for quicker searching.

List of Rules

6. Once the rule is selected, the name will appear inside of the Select rule type field. Depending on the Rule selected, the Edit Rule pop-up box will update, offering a variety of other options to choose from.

Edit Rule Pop-up Box Additional Options

7. After the desired parameters have been selected, click the Update Rule button, located in the bottom right-hand side of the pop-up box to save the rule.

Update Rule Button

8. Once the Rule has been added, it will appear inside of the custom classification editor. From this point 3 different operators can be utilized, depending on the type of search that is needed. To add an operator, click on the operator and drag and drop the operator box on top of the rule inside of the custom classification editor. Once successfully added, the operator will appear connected to the Rule.

Rule Added

(1) AND – using this operator with different rules means the file must meet both criteria in order to display.

And Operator

(2) OR – using this operator with different rules means the file must meet either or both criteria in order to display.

Or Operator

(3) NOT – using this operator attached to a rule must contain files that contain this criteria in order to be excluded from the results.

Not Operator

9. Once an operator has been added to the custom classification editor, it can be deleted or changed to another operator by clicking on the trash can icon or gear icon, located inside of the operator box.

Operator Delete & Edit Button

If the Delete (Trashcan Icon) is selected, the operator will disappear from the custom classification editor automatically.

Operator Deleted

If the Gear Icon is selected, the edit operator pop-up box will display once again and offer to update the operator to a different operator.

Edit Operator Pop-Up Box

10. Once the proper operator has been selected and added to the custom classification editor, another Rule can be added. Repeat the process of dragging and dropping the Rule option from the toolbar into the custom classification editor, on top of the operator that was added. Once the Rule has been added, the Edit Rule pop-up box will display.

Edit Rule Pop-up Box Type Selection

11. Inside of the Edit Rule pop-up box, select another Rule from the drop-down menu and configure the desired settings. Once completed, click the Update Rule button, located in the bottom right-hand side of the pop-up box to save the changes.

Edit Rule Pop-up Box

12. Once the new Rule has been added, it will appear inside of the custom classification editor, connected to both the first added rule, along with the operator that was added. From this point, more operators and rules can be added, or the custom classification can be saved as is, if completed.

New Rule Added

13. Once all Rules and Operators have been successfully added, click on the Save As button, located at the bottom right-hand side of the editor.

Save As Button

14. Enter the name of the custom classification into the Classification Name field and then enter a description of the custom classification into the Description field. Once all information has been entered, click on the Ok button, located on the bottom right-hand side of the pop-up box to save the custom classification.

Ok Button

15. Once the custom classification has been saved, it will appear on the Classifications subtab. Click the Save All Changes button, located in the bottom right-hand side of the screen to apply the custom classification.

Save All Changes Button

16. A Save Changes pop-up box will appear asking if the system should apply the newly created custom classification, click on the Ok button, located on the bottom right-hand side of the pop-up box to apply the custom classification to the file system.

Save All Changes Confirmation Pop-up Box

17. Once the custom classification has been officially saved to the system, an alert will appear in the bottom left-hand corner to indicate the custom classification will now be applied to the files.

Classification Added

Classification Test Feature

Once custom classification rules and operators are selected, the system offers the ability to test files. This feature allows files to be tested and instantly discover if files meet the criteria of being classified by the custom classification, as it is currently configured. If the test feature does classify the files, all other files meeting the same criteria, will also be classified. If the test feature does not classify the files, the option to edit the classification rules or operators, can be configured before the classification policy is applied.

  1. Click on the Policies Tab and then click on the classification subtab.
Policies Tab & Classification Subtab

2. Click on the Add Custom Classifications button.

Add Custom Classification

3. Once the Add Custom Classification pop-up box appears, build a custom classification using the rules and operators available. Once completed, click on the Test button, located on the bottom right-hand side of the custom classification editor.

Test Button in Edit

4. Drag & Drop the test file(s) into the Test Classification pop-up box or click on Browse for a file button and select files from the local directory. This feature allows testing up to 5 files at once. Once the file(s) have been selected, they will appear inside of the pop-up box.

Drag & Drop Pop-up Box

5. Click on the Upload button, located at the bottom left-hand side of the Test Classification pop-up box.

Upload Button

6. Once the Upload button has been clicked, the system will begin processing the file(s) and run it against the selected classification policy rules. If the file does classify, it will display “Classified” in green text to the right-hand side of each file(s) uploaded. If the file(s) does not classify, it will display “Unclassified” in red text to the right-hand side of each file(s) uploaded.

Test Classification Feature – Test File Results

7. If the file is classified, there will be an arrow located just to the left of the file’s name. Click the arrow to expand the details. This view will allow the text that triggered the classification, to be highlighted in orange, indicating it triggered the classification by meeting the classification policy rules.

Test Classification Upload Pop-up Box – Triggered Content

View, Edit & Delete Custom Classifications

Once the custom classification is added, it can be viewed, edited or deleted by clicking on the respective buttons located to the right-hand side of the custom classification.

View, Edit & Delete Options

View – rules and operators display in window located on the right-hand side. If the trash can icon, located in the upper right-hand side of the window is clicked, the custom classification will be deleted.

View Button

Edit – rules and operators can be edited, added or removed and then saved to change the custom classification

Edit Button

Delete – custom classification is removed from the system

Custom Classification Deleted

Viewing Custom Classification Policies on Dashboard

Typically the system will automatically add the Classification Widget by default to the dashboard. This widget will also display all Custom Classifications set up under the account.

Custom Classifications Added

If the Files by Classification Widget is not already shown in the dashboard, complete the following steps to add it:

  1. Click on the Dashboard tab. Once clicked, the system should default to the Main Page sub-tab.
Dashboard Tab & Main Page Subtab

2. Click on the Manage Views button, in the upper right-hand corner of the Main Page subtab.

Manage Views Button

3. Click on the Add New Widget option from the drop-down menu. Once this button is clicked, the Create New Widget pop-up box will appear.

Add New Widget Option

4. In the Create New Widget pop-up box, click on the field next to the label “Widget Type.” Once clicked this field expands to become a drop-down menu. Locate the Widget “Files by Classification,” and click on it.

Create New Widget Pop-up Box – Widget Type Options

5. Once the “Files by Classification” widget has been selected, the name will appear inside of the field and the pop-up will expand with additional options to input. Options including the format in which the data should display, such as chart type, can be configured at this point. Click the OK button, located at the bottom right-hand side of the pop-up box when completed.

Create New Widget Pop-up Box – Widget Options

6. Once the changes have been saved, the Create New Widget pop-up box will close, and the system will add the widget to the dashboard. The system will also display an orange alert message, in the bottom left-hand corner, to indicate that the changes have been saved. The same settings selected when adding the widget, such as chart type, may be edited at any time by clicking the edit option in the upper right corner of any widget.

Files by Classification Widget Added

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Previous Predefined classifications
Next Search and report on classification hits
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