Manage repositories

In File Analysis Suite, a repository defines the subpath on a data source, the rules and schedule for processing, and the entities to identify within the data during processing.

Once you have created at least one source, you can create as many repositories as necessary for that source. For example, you want to process data from only specific directories on a given file system. You would create a source for the file system and then create a repository for each of the directories on that file system that contain data you want to process. This lets you focus the processing on only the desired data, omitting known irrelevant data.

On the Manage Repositories page, you can filter the list of repositories by repository TYPE and choose whether to VIEW the list sorted by sources. The analysis type is the processing conducted for the repository. The document count for each configured repository reflects the number of parent documents processed (extracted attachments are not included in the count). The document size for each repository represents the size on disk.

From the Manage Repositories page, you can view additional information about each repository.

  • Hover over or click in the row for a repository to display action icons to edit (edit icon), update (update icon), activate/deactivate (activate icon/deactivate icon), and delete (open detail panel icon) the repository. For repositories with documents, you can go to the data volume chart (), focused on the selected repository. For file system and SharePoint repositories containing data, you can go to the sensitive data heat map () in Manage, focused on the repository.

  • Click anywhere in the row for the desired repository and then click the open detail panel icon (open detail panel icon) to display repository details. The detail panel includes the options defined for the repository as well as key information about the documents in the repository.

    From the detail panel, you can edit, update, activate/deactivate, and delete the repository. For repositories with documents, you can go to the data volume chart (), focused on the selected repository. For file system and SharePoint repositories containing data, you can go to the sensitive data heat map () in Manage, focused on the repository. Click the Change link next to the schedule information to open the Edit repository dialog to the Schedule information.

    • On the METRICS tab, view the number of documents that have metadata only processed, that have been analyzed, collected, and are on hold.

    • On the GRAMMARS tab, view the grammars and entities defined for the repository.

    • On the ACTIVITY tab, view the details of the last 10 activities performed. If more than 10 activities have been performed, click the MORE link to see the full list for the repository on the Agent Activity page.

  1. From the primary navigation panel, click Sources > Manage Repositories.

    The Manage Repositories page opens.

  2. Click NEW REPOSITORY.

    The New Repository dialog opens to the General page.

  3. Complete the General options for the new repository and then follow the dialog prompts for the remaining options.

    Option Description
    Repository name

    Type a meaningful, unique name for the repository.

    Limits: Maximum 50 characters.
    Source

    Select the source on which the repository exists.

    TIP: To filter the list of available sources, start typing in the field instead of scrolling through the list. As you type, the list is filtered based on your entry. The source type displays in this list, so you can also type the source type, such as "file system", instead of the source name.
    Repository template

    Select a repository template on which to base the new repository or select None to create the repository from scratch.

    NOTE: This option defaults to the selection you made the last time you created a repository. Make sure the desired option is selected.

    For more information about repository templates, see Repository templates.
    Description

    (Optional) Type a meaningful description of the repository.

    Limits: Maximum 250 characters.

    Click NEXT.

  4. Complete the Primary Capture Rules options to capture individual files from the selected repository type.

    Option Description

    Sub-directory

    Type the subpath to the directory you want to process data from. Type only the sub-directory path beneath the defined source and start with a backslash (\).

    Limits:

    • The sub-directory path cannot contain any of the following special characters.

      • < (less than)

      • > (greater than)

      • : (colon)

      • " (double quote)

      • | (vertical bar or pipe)

      • ? (question mark)

      • * (asterisk) / (slash)

    • Avoid hidden or system level CIFS share (such as, \c$\folderA). If a share is unavoidable, the share name must not include the special character $ (such as, \folder$A\folderB).

    • The path cannot contain . or .. before, after, or in between slashes (\) with no other characters.

      • Not valid:

        \..\

        \.\abc

        \abc\..

        \abc\.\def

      • Valid:

        \abc..

        \.abc

        \abc\def.

        \abc\.def\gh

    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Smart Scan (Analyzed). Specifies to process and index the metadata and the body content for a defined percentage of individual files.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.

    NOTE: In this release, password protected PST files cannot be expanded and the contents processed. If encountered, the PST container is processed and if specified, the PST is collected.
    Sampling Rate

    Define the percentage of individual files in the repository to process, including index of metadata and body content. Use the slider to set the percentage, or type the desired percentage.

    Limits: Only available when Smart Scan is selected as the default action on files.
    Limit maximum file size

    Specify whether to set a maximum limit on files to be processed. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), enter a maximum file size, in MB, that will be processed. Items larger than the defined file size will not be processed.

      The maximum file size that can be defined is 10000 MB (10 GB).

    • When not enabled (deselected), all items matching the primary capture rules are processed.
    Limit date range

    Specify whether to set a date range for files to be processed. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), items with a last modified within, and including, the defined dates are processed.

    • When not enabled, (deselected) all items matching the primary capture rules are processed.
    Limit file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), items with the defined file extensions are included or excluded from processing as specified.

      • Select Include extensions to process only files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

      • Select Exclude extensions to exclude all files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

    • When disabled (deselected) all items matching the primary capture rules are processed.

    IMPORTANT: Avoid creating repositories that define groups with users who span multiple groups.

    Option Description
    Default action on mailboxes

    Select one of the following actions to take when processing documents from this repository.

    • None. (Default) Specifies to not process individual files for any Active Directory group other than the group you define to force collection from.

    • Full Scan (Analyzed). Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.

    The selected action is the default action on all mailboxes for the defined group (in the next field).

    NOTE: In this release, password protected PST files cannot be expanded and the contents processed. If encountered, the PST container is processed.
    Default action will be taken on mailboxes from the following group

    Type the name of an Active Directory group that will be acted upon based on the selection you made for Default action on mailboxes.

    This option supports a single group.

    NOTE: If you selected None as the default action, this field is disabled and you must define a group to force collection (next field), or select to take action on content from workspace data subjects in related data sources.
    Force collection of all mail in mailboxes from the following group

    Type a valid Active Directory group for which you want to collect all mail, regardless of the defined default action.

    TIP: This field is optional if you selected Full Scan (Analyze or Full Scan (Metadata only) as the default action, or if you select to take action on content from workspace data subjects in related data sources

    When defined, the data for the defined group is collected and data for all other mailboxes on the defined mail servers is processed according to the default action defined.
    Action on content from workspace data subjects in related data sources

    (Optional) Select one of the following actions to take when processing documents from this repository that have the same data subjects as other data sources within a workspace.

    • None. (Default) Specifies to not process individual files that have the same data subjects as other data sources within a workspace, other than what is defined as the default action or forced collection.

    • Full Scan (Analyzed). Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.

    TIP: This selection relates to the data source selection criteria "Match all data related to workspace data subjects " in Manage.

    Option Description
    Site Sub-URL

    Type the sub-URL relative to the base of the SharePoint site defined for the source and start with a forward slash (/).

    Example site sub-URL:
    If the source SharePoint URL is https://company.sharepoint.com, type /sites/team01 to connect to the SharePoint site at https://company.sharepoint.com/sites/team01.

    IMPORTANT: SharePoint subsites of this site are not processed as part of this site. To process from SharePoint site and its subsite, create another repository and define the full sub-URL for the subsite. For example, create another repository and type /sites/team01/projectA as the sub-URL to process data from the subsite of the "team01" site.

    Limits: The path cannot contain . or .. before, after, or in between slashes (\ or /) with no other characters.

    • Not valid:

      \..\

      \.\abc

      \abc\..

      \abc\.\def

    • Valid:

      \abc..

      \.abc

      \abc\def.

      \abc\.def\gh

    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Smart Scan (Analyzed). Specifies to process and index the metadata and the body content for a defined percentage of individual files.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.
    Sampling Rate

    Define the percentage of individual files in the repository to process, including index of metadata and body content. Use the slider to set the percentage, or type the desired percentage.

    Limits: Only available when Smart Scan is selected as the default action on files.
    Limit file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), items with the defined file extensions are included or excluded from processing as specified.

      • Select Include extensions to process only files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

      • Select Exclude extensions to exclude all files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

    • When disabled (deselected) all items matching the primary capture rules are processed.

    Option Description
    Site Sub-URL

    Type the sub-URL relative to the base of the SharePoint site defined for the source and start with a forward slash (/).

    Example sb-site URL:
    If the source SharePoint URL is https://company.sharepoint.com, type /sites/team01 to connect to the SharePoint site at https://company.sharepoint.com/sites/team01.

    IMPORTANT: SharePoint subsites of this site are not processed as part of this site. To process from SharePoint site and its subsite, create another repository and define the full sub-URL for the subsite. For example, create another repository type /sites/team01/projectA as the sub-URL to process data from the subsite of the "teams01" site.
    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Smart Scan (Analyzed). Specifies to process and index the metadata and the body content for a defined percentage of individual files.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.
    Sampling Rate

    Define the percentage of individual files in the repository to process, including index of metadata and body content. Use the slider to set the percentage, or type the desired percentage.

    Limits: Only available when Smart Scan is selected as the default action on files.
    Limit file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), items with the defined file extensions are included or excluded from processing as specified.

      • Select Include extensions to process only files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

      • Select Exclude extensions to exclude all files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

    • When disabled (deselected) all items matching the primary capture rules are processed.

    IMPORTANT: Avoid creating repositories with the same record type as an existing repository. Creating a repository without defining record types results in ALL record types being processed, which in effect creates a duplicate selection if you create another repository.

    Option Description
    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.
    Classifications

    Type the name of the Content Manager classifications to be processed.

    As you type, suggestions display. Click the desired classification to add it to the list of classifications. If the desired classification does not display automatically, press Enter on your keyboard to commit the classification you entered.

    To remove a classification, click the associated X.

    Record types

    Type the record types (file extensions) to be processed.

    As you type, suggestions display. Click the desired record type to add it to the list of record types. If the desired record type does not display automatically, press Enter on your keyboard to commit the record type you entered.

    To remove a record type, click the associated X.

    Option Description
    Access Account

    Type the email address of the user whose Google Drive this repository connects to.

    TIP: A repository is associated with a single user's Google Drive.

    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.
    Limit file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), items with the defined file extensions are included or excluded from processing as specified.

      • Select Include extensions to process only files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

      • Select Exclude extensions to exclude all files with the defined file extensions and then type the desired extensions.

        As you type, suggestions display. Click the desired extension to add it to the list of extensions.

        To remove an extension, click the associated X.

    • When disabled (deselected) all items matching the primary capture rules are processed.

    The Repository Options defined when you created the custom connector are included in the Primary Capture Rules. For more information about custom connectors, see Custom Connectors.

    Option Description
    Default action on files

    Select one of the following actions to take when processing documents from this repository.

    • Full Scan (Analyzed). (Default) Specifies to process and index the metadata and the body content of individual files. You can preview the document content in a plain text view in Analyze and Manage, but you cannot preview any attachments or embedded images.

    • Full Scan (Metadata only). Specifies to process and index only the metadata from individual files. You cannot preview the document content in Analyze or Manage.
    [Repository Options]

    Type the desired value for the repository options for the custom connector.

    Hover over an information icon () to review the description for the associated option.

    Click NEXT.

  5. Complete the Credential options for accessing the new repository.

    NOTE: Repositories on Content Manager, Google Drive, and custom connector sources do not require credentials so this step is not included for repositories on these sources.

    Option Description

    Username

    Defaults to the username defined for the source. If different than the source, type the user name of the user that has access to the defined repository directory.

    Limits: use the format domain\user or user@domain
    Password

    Defaults to the password defined for the source. If different than the source, type the password for user defined.
    Option Description

    Username

    Defaults to the username defined for the source. If different, type the user name of the Exchange mail user account that has access to the mail servers you want to process data from.

    Limits: use the format domain\user or user@domain.
    Password

    Type the password for user defined.
    Email Address Type the email address for the user defined.

    The values for the following options were generated when Exchange collection for File Analysis Suite was registered in the Exchange admin center during implementation of File Analysis Suite. If you do not have this information, contact the administrator of your File Analysis Suite environment.

    Option Description

    Application ID

    		 Type the value for the Application (client) ID as defined in the Exchange admin center.
    Directory ID Type the value for the Directory (tenant) ID as defined in the Exchange admin center.
    Client Secret Type the value for the Client secret as defined in the Exchange admin center.
    Option Description

    Username

    Defaults to the username defined for the source. If different, type the user information of the SharePoint user that has access to the SharePoint directory you want to process data from.

    • For Exchange, use the format domain\user or machine_name\user

    • For SharePoint Online (O365), use the format of a valid email address.
    Password

    Type the password for the user defined.

    Click NEXT.

  6. Complete the OCR Settings options for documents originating from the new repository.

    NOTE: OCR options are not available for repositories associated with agent clusters that are not enabled for OCR. If the agent cluster associated with this repository does not have OCR enabled, this step is not included.

    Option Description
    [Processing type]

    Select how OCR processing is conducted on documents originating from this repository.

    • Disabled. Specifies to not take any OCR action on documents originating from this repository. If OCR is requested for a workbook, OCR will be skipped for documents originating from this repository.

    • On Demand. Specifies to allow OCR action on documents originating from this repository when requested for a workbook within a workspace that allows OCR.

    • On Ingest. Specifies to perform OCR on documents originating from this repository upon initial processing as defined by the primary capture rules.

      Limits: On Ingest is not available for repositories on Exchange, Exchange Online, SharePoint, or SharePoint Online sources.

    NOTE: Once the repository is created and documents processed, OCR options cannot be edited.

    Configuration

    If not using the included configuration file, type the name of the Media Server configuration file to be used for OCR task analysis.

    • If left blank, the default configuration file is used. Unless otherwise defined, the default configuration file is OCR_Only.cfg. This configuration performs basic OCR.

    • If defining a custom configuration file, the custom configuration file must exist on the agent host machine in the defined location, typically under \Config at the root of the agent installation directory. If the configuration file is within a subfolder in the defined location, include the subfolder in your entry - the entry is relative to the defined location.

      Examples:

      • If the custom configuration file is myConfig.cfg and is placed within \Config, type myConfig.cfg.

      • If the custom configuration file is myConfig.cfg and is placed within \Config\myFolder, type myFolder\myConfig.cfg.
    Limit maximum file size

    Specify whether to limit OCR processing based on a maximum file size. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), enter a maximum file size, in MB, that will be processed. OCR will not be processed on documents larger than the defined file size.

      The maximum file size that can be defined is 100000 MB.

    • When not enabled (deselected), OCR is performed on all documents matching the primary capture rules and the remaining OCR options.
    Limit file extensions

    Specify whether to perform OCR on documents based on file extension. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When disabled (deselected), OCR is performed on items with file extensions of BMP, JPEG, JPG, PNG, TIF, and TIFF.

    • When enabled (selected), items with the defined file extensions are included in OCR processing.

      In the file extension field, type the desired file extensions to process. OCR will only be performed on items with the defined file extensions .

      • As you type, suggestions display for supported file types. Click the desired extension to add it to the list of extensions. The first 10 supported file types display in a scrollable list.

        Supported extensions include BMP (compressed BMP files are not supported), DOC, DOCX, GIF (only applied to the first frame of an animated GIF), ICO, JPEG, JPG, ODP, ODS, ODT, PBM, PDF, PGM, PPM, PNG, PPT, PPTX, RTF, TIF, TIFF, WEBP, XLS, and XLSX.

      • To remove an extension, click the associated X.

    Click NEXT.

  7. Complete the Schedule options to define the schedule for processing this repository.

    NOTE: Exchange repositories do not include Schedule options.

    Option Description
    Enable scheduling Specify whether to enable or disable scheduling. Click the toggle to select (Toggle to select and deselect an option.) or deselect (Toggle to select and deselect an option.) the option.

    • When enabled (selected), processing of this repository occurs as defined by the default schedule set by the associated agent cluster.

    • When not enabled (deselected), processing does not run on a schedule. You must manually start processing for this repository.
    Override default schedule

    Specify whether to override the default schedule defined by the associated agent cluster.

    • When enabled (selected), the selections you make in the schedule on this page override the default schedule defined by the associated agent cluster.

    • When not enabled (deselected), the default schedule for the associated agent cluster takes precedence.
    Only run during this time range

    Define the details for when the scan runs.

    • Select the days of the week that the scan will run.

    • Define the Daily Start Time (GMT) and Daily End Time (GMT) for the scan.

      The time defined is relative to server on which you will install the agent.

      At the End Time, any task currently running is stopped; items in mid-processing are allowed to complete.

    • Specify to Run once every day or Run continuously with delay interval.

      If running continuously with a delay interval, the task runs repeatedly during the defined days and times and pauses between runs for the defined interval (runs every n minutes.)

    Limits: This option does not show if you selected "Cloud Cluster" as the agent cluster.
    Blackout period (never run during this time range)

    (Optional) Define the details for when the scan must not run.

    • Select the days of the week that the scan will not run.

    • Define the Daily start time (GMT) and Daily end time (GMT) for the scan.

      The time defined is relative to the server on which you will install the agent.

  8. Complete the Attributes options to associate the desired attributes and values with this repository. For more information about repository attributes, see Repository attributes.

    1. From the Select attribute list, do one of the following:

      • Select the desired attribute from the list.

      • To create a new attribute, click the New Attribute link in the list.

        In the New Attribute dialog, type a name for the new attribute and then click CREATE.

      The list of values for the selected attribute populate the value list.

      NOTE: Any attributes you create here are automatically saved even if you cancel out of creating the repository.

    2. From the Select value list, do one of the following:

      • Select the desired value from the list.

      • If the selected attribute does not currently have any values or to create a new value, click the Add Value link in the list

        In the New Value dialog, type a name for the new value and then click CREATE.

      NOTE: Any values you create here are automatically saved even if you cancel out of creating the repository.

    3. To add more attributes, click the add icon () and then select the desired attribute and corresponding value.

      Repeat until all desired attribute values are selected.

      To remove a selected attribute and value pair, click the associated remove icon ().

    Click NEXT.

  9. On the Grammar Regions page, select the regions and countries that relate to the desired entities.

    • To match entities that are specific to an entire geographic region, including entities specific to the individual countries within the region, select the desired region.

      When you select a region, the countries that make up that region are dimmed. The country-specific entities are already included in the region selection and do not need to be selected again.

      • Americas (AMER) - Argentina, Bolivia, Brazil, British Virgin Islands, Canada, Chile, Columbia, Costa Rica, Cuba, Dominican Republic, Equador, El Salvador, Guatemala, Mexico, Nicaragua, Paraguay, Peru, Saint Lucia, United States, Uraquay, Venezuela

      • Asia-Pacific (APAC) - Australia, India, Indonesia, Malaysia, New Zealand, Pakistan, Phillippines, Sri Lanka, Timor-Leste

      • Asia-Pacific [APAC (Including CJK)] - Australia, China, Hong Kong, India, Indonesia, Japan, Macao, Malaysia, New Zealand, Pakistan, Phillippines, Singapore, South Korea, Sri Lanka, Taiwan, Thailand, Tmor-Leste

      • European Economic Area (EEA) - Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden

      • Europe, Middle East, Africa (EMEA) - Albania, Austria, Azerbaijan, Bahrain, Belarus, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Faroe Islands, Finland, France, Germany, Greece, Greenland, Hungary, Iceland, Iran, Iraq, Ireland, Israel, Italy, Jordan, Kazakhstan, Kosovo, Kuwait, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Moldova, Monaco, Montenegro, Netherlands, Nigeria, North Macedonia, Norway, Palestine, Poland, Portugal, Qatar, Romania, Russia, San Marino, Sao Tome And Principe, Saudi Arabia, Serbia, Seychelles, Slovakia, Slovenia, South Africa, Spain, Sweden, Switzerland, Turkey, Ukraine, United Arab Emirates, United Kingdom, Uzbekistan, Vatican

      • Worldwide - all countries except those in CJK region

      • Worldwide (including CJK) - all countries

      NOTE: CJK includes China, Hong Kong, Japan, Macao, Singapore, South Korea, Taiwan, and Thailand.

    • To match entities that are specific to individual countries, select the desired countries.

      If desired, you can select a region, and then select additional countries outside of that region.

      NOTE: When selecting grammars and entities for repositories and repository templates, countries are grouped into regions to make selection easier. The relationship between grammars and entities can be extended with custom entities. When you create a custom entity, all of the countries defined for the entity are associated with all of the regions defined for the entity. For example, you create a custom entity and assign the APAC region and Japan. When you create repositories and repository templates going forward, grammars related to Japan will be automatically included when you select the APAC region.

    • To match entities that encompass all regions and countries as well as all entities that are not specific to any particular region, country, or language (such as email addresses or credit card details), select World Wide.

    • To match specific entities as desired, do not select any regions or countries. You can select the desired entities individually.

    Click NEXT.

  10. On the Grammar Entities page, select any additional entities to match. The entities associated with the selected regions or countries are pre-selected.

    • Use the filters above the list of grammars to refine the list of grammars and entities. The list is initially filtered to show Selected Entities, which are pre-selected based on the grammars selected in the previous step. Click the clear filter icon () to clear a filter.

    • Expand the grammars to view the included entities.

      TIP: If you selected a region, do not select the country-specific entities for countries within the selected region. The country-specific entities are included in the region-specific entities that have been pre-selected.

    • Use the search field above the list of grammars to locate a desired grammar or entity. Clear the search field to return to the previously viewed list.

    Click NEXT.

  11. Click FINISH.

    The new repository is created.

    NOTE: For file system and SharePoint repositories, initialization begins to identify potential duplicate items as a result of repositories with overlapping paths. Once fully initialized, the status is updated in the repository detail panel and the selected default file action begins.

  1. On the Manage Repositories page, click the name of the repository you want to edit.

    TIP: You can also do one of the following:

    • Click or hover over the row for the desired repository and then click the edit icon (edit icon).

    • Click the row for the desired repository, click the open detail panel icon (), and then click EDIT.

    To edit the schedule for the repository, open the detail panel and click the Change link next to the schedule information.

    The Edit Repository dialog opens.

  2. Make the necessary changes.

    • If items exist in this repository, some options may be dimmed and cannot be edited.

    • If items exist in this repository, you cannot change the agent cluster type from a cloud-based cluster to an on-premises cluster, or from an on-premises cluster to a cloud-based cluster.

    • If you change any of the credentials, you are required to re-enter the password for the defined user.

    • Changes to existing grammar selections trigger a reprocessing of the repository.

      If you change any selections on the Grammars page and then click PREVIOUS, NEXT, or FINISH, a message displays informing you that the repository will be reprocessed and the number of documents affected.

      • Click OK to acknowledge that the repository will be reprocessed and continue or finish your changes to the repository.

      • Click CANCEL to not move forward with the grammar changes and return to the Grammars page. Undo the changes you made to the grammars or make additional changes as desired. If you make additional changes, you will see the message again when you click PREVIOUS, NEXT or FINISH. You cannot move forward until you acknowledge that the repository will be reprocessed due to grammar changes.

    CAUTION: Do not change the repository location—File System directory, SharePoint site URL, or Content Manager dataset—unless the location has actually changed. The physical location (or Exchange group name) must have changed (or be changed) prior to updating the location in this repository.

    Do not change an Exchange group name unless the name of the group has changed. The group name in Exchange must be changed prior to updating the group name in this repository. Changes to group names may affect tracking of delete activities.

    If you want to create a repository with the same definitions of the repository you are editing, create a new repository.

  3. Click FINISH.

    The repository information is edited.

If you need to process a repository outside of the scheduled run time, you can update the repository. If you request to update a repository and the repository is currently processing, the update request is not acted upon. The update action cannot be taken while the repository is initializing following repository creation.

  1. On the Manage Repositories page, click or hover over the row for the desired repository.

    Additional icons display in the right column.

  2. Click the update icon ( ) associated with the desired repository.

    TIP: You can also click in the row for the desired repository, open the detail panel () and then click UPDATE.

  3. In the confirmation dialog, click YES to confirm the action.

    A message confirming the update request. Click the Agent Activity link in the message to go to the Agent Activity page to review the progress.

    If processing is not currently running, the update is started.

    NOTE: For file system and SharePoint repositories, initialization begins to identify potential duplicate items as a result of repositories with overlapping paths. Once fully initialized, the status is updated in the repository detail panel and the update action begins.

Once created, a repository can be deactivated and then activated as needed. A deactivated repository cannot be processed. If the repository was already processing data, no additional data is processed once the repository is deactivated. Deactivated repositories cannot be edited either. Deactivated repositories display a gray icon next to the repository name.

  1. On the Manage Repositories page, click or hover over the row for the desired repository.

    Additional icons display in the right column.

    TIP: You can also click in the row for the desired repository, open the detail panel () and then click ACTIVATE or DEACTIVATE.

  2. Click the activate () or deactivate icon () associated with the desired repository.

  3. In the confirmation dialog, click YES to confirm the action.

    The repository is activated or deactivated as appropriate.

You can remove the connection to a repository ("delete" the repository) if there are no active data sources associated with the repository (through workspaces) and no documents associated with the repository are on hold. If the repository has associated documents, you can deactivate the repository but you cannot delete it.

  1. On the Manage Repositories page, click or hover over the row for the desired repository. Icons display in the right column.

    Click the delete icon ( ).

    TIP: You can also click in the row for the desired repository, open the detail panel () and then click DELETE.

  2. In the confirmation dialog, click YES to confirm the action.

    The connection to the repository is deleted.