Manage repositories

In File Analysis Suite, a repository defines the subpath on a data source, the rules and schedule for processing, and the grammar rules 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 information specifies 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), scan (scan icon), activate/deactivate (activate icon/deactivate icon), and delete (delete icon) the repository. For repositories with documents, you can go to the data volume chart (data volume chart inline icon), focused on the selected repository. For file system and SharePoint repositories containing data, you can go to the sensitive data heat map (sensitive data heat map inline icon) in Analyze, focused on the repository.

  • View the processing options (analysis) initially selected for the repository.

    Analysis Description
    Metadata Scan

    Indicates that only the document metadata has been analyzed and indexed for all documents in this repository
    n% SmartScan Indicates that document metadata has been indexed and document metadata and body content has been analyzed to identify tag values for the defined percentage of documents in this repository.
    Full Scan

    Indicates that document metadata has been indexed and document metadata and body content has been analyzed to identify tag values for all documents in this repository.
    C Indicates that content has been stored for documents in this repository. The original document itself was not originally stored.
    E Indicates that grammar values have been extracted for documents in this repository. Because the content has not been stored, you can see that grammar values exist, but you cannot see the document content in Analyze or Manage.
    CE Indicates that the content has been stored and grammar values have been extracted for documents in this 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, scan, activate/deactivate, and delete the repository. For repositories with documents, you can go to the data volume chart (data volume chart detail panel icon), focused on the selected repository. For file system and SharePoint repositories containing data, you can go to the sensitive data heat map (sensitive data heat map detail panel icon) in Analyze, focused on the repository.

    • Click the Change link next to the schedule information to open the Edit repository dialog to the Schedule information.

    • If the grammar sets have been updated since the repository was created, a warning icon () and a Re-analyze link display next to the Grammar Sets information. The grammar set as applied to the repository that has been updated (is "out of sync") displays in red text.

      IMPORTANT: Re-analyzing the repository to update the grammar sets is optional. Changes to the grammar sets for this repository are not automatically updated for the repository. Re-analyzing a repository for which the content has not been stored requires reprocessing the full repository and may take additional time and impact server load.

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

    • On the GRAMMARS tab, view the grammar types and grammar rules 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.

    • On the SECURITY tab, view the security policy and associated users and groups that have been given specific access to the repository.

  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.

    If you had an existing repository row selected when you clicked NEW REPOSITORY, the source of the selected repository is pre-selected, but can be changed as desired.

    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. May be left blank to process items at the defined source level.

    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)

    • 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.

    • SmartScan (Analyzed). Specifies to index the metadata and to analyze the metadata and body content to identify tag values 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.

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

    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 SmartScan (Analyzed) is selected as the default action on files.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    Limit by modified date

    Specify whether to set a date range for files to be processed. The dates represent the last time the items were modified. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

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

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

    Specify whether to set a maximum limit on files to be processed. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 remove icon.

      • Select Exclude extensions to exclude all files with the defined file extension and then type the desired extensions without the leading dot (.) and then press Enter on your keyboard. Type additional extensions as needed, pressing Enter on your keyboard after each extension to commit yoru entry.

        To remove an extension, click the associated remove icon.

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

    Specify whether to store additional metadata that is read from a defined file. The additional metadata is stored with the original document. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), additional metadata is stored for individual files.

      Complete the following options.

      • In External metadata file extensions, type the extensions of the files that contain the external metadata information. These files are not processed as part of the primary capture.

        Limits: do not include the leading dot (.). For example, type idx not .idx.

        For multiple file extensions, press Enter on your keyboard or type a comma (,) and a space after each entry.

        To remove an extension, click the associated remove icon.

      • In External metadata file processor, type the name of the file (without the file extension) that will be used to read the external metadata files and apply the information. This file must be a .ps1 file and exist on the agent host machine at the location defined by the ScriptBasePath in the Agent Admin UI under Advanced Settings > Run Script.

    • When disabled, (deselected), only the original document metadata is processed.

    For more information about external metadata file capture, see Process external metadata.

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

    The File Analysis Suite group created as part of the Exchange connection tasks is used in this step.

    Option Description
    Default action will be taken on mailboxes from the following group

    Select the File Analysis Suite group that will be acted upon based on the selection you make for Default action on mailboxes. This is a File Analysis Suite group created as part of the Exchange connection tasks.

    This option supports a single group.
    Default action on mailboxes

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

    • 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 File Analysis Suite group.

    NOTE: In this release, password protected PST files cannot be expanded and the contents processed. If encountered, the PST container is processed.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    Limit by sent date

    Specify whether to set a date range for files to be processed. The dates represent the date the item was sent. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

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

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

    Option Description
    SharePoint URL type Select whether this repository is a Site collection or a Web application.
    Site Sub-URL

    Type the sub-URL relative to the base of the SharePoint site defined for the source. May be left blank to process items at the defined source level.

    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.

    • SmartScan (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 SmartScan is selected as the default action on files.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    Limit by modified date

    Specify whether to set a date range for files to be processed. The dates represent the last time the items were modified. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

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

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

    Specify whether to set a maximum limit on files to be processed. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 remove icon.

      • Select Exclude extensions to exclude all files with the defined file extension and then type the desired extensions without the leading dot (.) and then press Enter on your keyboard. Type additional extensions as needed, pressing Enter on your keyboard after each extension to commit yoru entry.

        To remove an extension, click the associated remove icon.

    • 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 (/). May be left blank to process items at the defined source level.

    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 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.

    • SmartScan (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 SmartScan is selected as the default action on files.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    Limit by modified date

    Specify whether to set a date range for files to be processed. The dates represent the last time the items were modified. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

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

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

    Specify whether to set a maximum limit on files to be processed. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 file extensions

    Specify whether to process items based on file extension. Click the toggle to select (Toggle select on) or deselect (Toggle select off) 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 remove icon.

      • Select Exclude extensions to exclude all files with the defined file extension and then type the desired extensions without the leading dot (.) and then press Enter on your keyboard. Type additional extensions as needed, pressing Enter on your keyboard after each extension to commit yoru entry.

        To remove an extension, click the associated remove icon.

    • 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.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    Capture additional metadata

    Specify whether to include addition metadata fields when processing. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), Record Notes, Record Number, and Expanded Number metadata fields are also processed.

      CAUTION: Capturing this additional metadata will impact Content Manager scan performance.

    • When not enabled (deselected), Record Notes, Record Number, and Expanded Number metadata fields are not processed.
    Classifications

    Type the name of the Content Manager classifications to be processed. Press Enter on your keyboard to commit the classification you entered.

    You can type the classification name exactly as it exists in Content Manager or specify a fully structured query using Content Manager's query syntax.

    Example using Content Manager query syntax: To process all records (documents) with the "Accommodation" classification or any of its sub classifications, define the classification field on the record and then the classification on the container (folder) that the record is in. Line breaks in the syntax are for display purposes only.

    classification:[title:"accommodation" or 
parent:[title:"accommodation"]+] 
or container:[classification:[title:"accommodation" or 
parent:[title:"accommodation"]+]]

    To remove a classification, click the associated remove icon.

    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 remove icon.
    Limit by modified date

    Specify whether to set a date range for files to be processed. The dates represent the last time the items were modified. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

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

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

    Option Description
    [Type]

    Specify whether this repository connects to a User Drive or a Shared Drive in your organization.

    TIP: If connecting to a User Drive, the repository is associated with a single user's Google Drive.

    Access Account

    For User Drive connections, type the email address of the user whose Google Drive this repository connects to.

    For Shared Drive connections, type the email address of an account (member) that has access to the shared drive you will define.
    Scan all drives this account is a member of

    Specifies whether to process all Google Drives the defined user is a member of

    Limits: Applies only when Shared Drive is selected.
    Scan a specific shared drive

    Specifies to process only the defined Google Drive the defined user is a member of.

     

    Limits: Applies only when Shared Drive is selected.
    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.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.

    Limit by modified date

    Specify whether to set a date range for files to be processed. The dates represent the last time the items were modified. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), items with a last modified date 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 select on) or deselect (Toggle select off) 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 remove icon.

      • Select Exclude extensions to exclude all files with the defined file extension and then type the desired extensions without the leading dot (.) and then press Enter on your keyboard. Type additional extensions as needed, pressing Enter on your keyboard after each extension to commit yoru entry.

        To remove an extension, click the associated remove icon.

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

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

    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.
    Store content as text

    Specify whether to store the contents of the individual files as text; the file itself is not stored. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), the contents of the files are stored in the index as text.

    • When not enabled (delselected), tag values are identified by the file content cannot be viewed or re-analyzed.

    Limits: Only available when the selected default action includes "Analyzed".

    NOTE: Changes to grammar, tag and workspace keyword search criteria will not be automatically updated for files that have already been analyzed. Storing file content increases the size of your index.
    Extract grammar values

    Specify whether to extract, index, and count the values identifies by the grammar rules. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), grammar values are identified, extracted, and indexed.

    • When not enabled (deselected), grammar values are not extracted and masked view of file content cannot be shown.

    Limits: Only available when the selected default action includes "Analyzed".

    TIP: You can extract grammar values later for files within a workbook.
    [Repository Options]

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

    Hover over an information icon (more information) 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 adapter 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 select on) or deselect (Toggle select off) 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 select on) or deselect (Toggle select off) 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 remove icon.

    Click NEXT.

  7. Complete the Security options to define whether you want to limit access to the repository to specific users and groups.

    CAUTION: If limiting access to a source and an underlying repository, users without access will not be able to view workspaces with a data source that includes the repository or view individual items that originated in the repository.

    Option Description
    Inherit from Source Select to inherit repository access from the source. (default)
    Grant access to all users Select to not limit access to this repository.

    Specify the users and groups that will have access

    		 Select to limit access to the repository to only the defined users and groups.
    List of Users/Groups

    Define the users and groups that will have access to items originating from this repository.

    1. In the Enter name or email address box, begin typing a group name or a name or email address of a user. As you enter a string in the field, the interface displays names or email addresses matching the string.

    2. Click Add to add the selected user or group to the source access list.

      To remove a user or group from the source access, hover over the name in the User/Group column and then click the corresponding remove icon (remove ion).

  8. Select the Grammar Sets to include in the analysis of documents in this repository.

    1. In the Grammar Sets list, do one of the following:

      • Click the desired grammar set name.

      • Type the name of the desired grammar set. As you type, grammar set names that match your entry display. Click the desired grammar set name.

      The grammar set is added to the top of the field. To remove a grammar set, click the associated remove icon.

    2. Repeat as necessary to add more grammar sets.

    3. Click outside of the Grammar Sets field to view the grammar rules for the selected grammar sets.

    4. Click NEXT.

  9. 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 select on) or deselect (Toggle select off) 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.

    Click NEXT.

  10. 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 (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 (remove icon).

    1. 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.

Once created, you can edit the repository as needed. When editing a repository, keep the following in mind.

  • 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.

  • You can load the schedule, attribute, and grammar options from a template, even if the repository is based on a different template. This action overrides any existing schedule, attribute, or grammar options and can be refined further as needed.

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

    If you have repositories that include grammars applied before the introduction of grammar sets, you will see the originally applied grammars in the list of selected grammars. If you select grammar sets, the originally applied grammars are overridden.

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.

  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 (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.

    • To import the security options from a template, click LOAD FROM TEMPLATE on the Security page.

      In the resulting dialog, select the desired repository template and then click OK. Only the security options from the selected template are loaded to the Security page and override any options previously selected. Make any additional changes as desired.

    • To import the grammar sets from a template, click LOAD FROM TEMPLATE on the Grammar Sets page.

      In the resulting dialog, select the desired repository template and then click OK. Only the grammar sets from the selected template are loaded to the Grammar Sets page and override any options previously selected. Make any additional changes as desired.

      If you change any selections on the Grammar Sets 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 Grammar Sets page. Undo the changes you made to the grammar sets 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 set changes.

    • To import the schedule from a template, click LOAD FROM TEMPLATE on the Schedule page.

      In the resulting dialog, select the desired repository template and then click OK. Only the schedule options from the selected template are loaded to the Schedule page and override any options previously selected. Make any additional changes as desired.

    • To import the attributes from a template, click LOAD FROM TEMPLATE on the Attributes page.

      In the resulting dialog, select the desired repository template and then click OK. Only the attributes from the selected template are loaded to the Attributes page and override any options previously selected. Make any additional changes as desired.

  3. Click FINISH.

    The repository information is edited.

If you need to process a repository outside of the scheduled run time, you can manually start a scan of the repository. If you request to scan a repository and the repository is currently processing, the scan request is not acted upon. The scan 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 scan icon ( scan icon ) associated with the desired repository.

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

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

    A message confirming the scan 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 scan 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 scan 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 (open detail panel icon) and then click ACTIVATE or DEACTIVATE.

  2. Click the activate (activate icon) or deactivate icon (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 (remove icon).

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

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

    The connection to the repository is deleted.