#Configure Settings

To configure settings for a specific node, select the desired node from the tree in the left pane. The available settings will appear in the right pane, where you can click the Edit settings button next to each section to edit its settings.

When settings are configured on a node, the settings configured () icon will appear on that node, and all child nodes will automatically inherit these settings with the Inherited settings () icon displayed on the child node.

If any child node requires unique settings that are different from its parent, simply select the child node and configure its settings. This action will break the inheritance from the parent node. If you wish to revert and restore the parent’s settings, select the child node and click Inherit parent settings.

#General Settings

Select an answer to the following two questions, and then click Save to save your changes.

1. Do you want to enable records management options?

   • Yes – Selecting this option to allow AvePoint Opus to manage Exchange Online objects under the selected tree node.

   • No – If you select this option, you cannot use AvePoint Opus to manage the Exchange Online objects under the selected tree node.

2. Do you want to enable content synchronization for search?

   • Yes – If this option is selected, you can run a Content synchronization for search job to synchronize content from Exchange Online to AvePoint Opus for search and management.

   • No – If you select this option, content cannot be synchronized from Exchange Online to AvePoint Opus for search and management.

#Term Settings

Based on whether to enable classification with terms, you can manage Exchange Online content with or without terms.

Manage Content with Terms

To manage Exchange Online content with terms, click the enable () button to enable classification with terms for the selected container. By classifying Exchange Online objects with a term, rules associated with the selected term will be applied to the Exchange Online objects. As such, you can run Enforce rule actions jobs to enforce rules to manage the Exchange Online objects.

Refer to the following steps to configure term settings:

1. Select a term scope to set available terms – Expand a term group and select a term set or term as the scope. All terms within it will be available for selection when users choose a term for classification.

2. Apply term by – Select a term application method to define how terms will be applied to Exchange Online objects.

   • Manually choose a term – Do not automatically apply any term to Exchange Online objects. Instead, users can manually choose a term from within the term scope defined above by using the Apply Term functionality in AvePoint Office Connect.

     *Note: AvePoint Opus integrates with AvePoint Office Connect to apply terms to Exchange Online content for classification. To use the Apply Term functionality in AvePoint Office Connect, end users must install an Office Connect Client to their own local machines and make sure the Office Connect Client connects to the Office Connect Online Manager. For more information on installing AvePoint Office Connect, refer to the AvePoint Office Connect Installation and Configuration Guide; for more information on using the Apply Term functionality, refer to the AvePoint Office Connect User Guide.

   • Set a predefined term – Do not automatically apply any term to Exchange Online objects. When users use the Apply Term functionality in AvePoint Office Connect to apply terms to Exchange Online objects, the predefined term will be automatically chosen. Users can modify the term by selecting terms from within the term scope defined above.

     *Note: AvePoint Opus integrates with AvePoint Office Connect to apply terms to Exchange Online content for classification. To use the Apply Term functionality in AvePoint Office Connect, end users must install an Office Connect Client to their own local machines and make sure the Office Connect Client connects to the Office Connect Online Manager. For more information on installing AvePoint Office Connect, refer to the AvePoint Office Connect Installation and Configuration Guide; for more information on using the Apply Term functionality, refer to the AvePoint Office Connect User Guide.

   • Auto-populate a term based on criteria – After the Apply settings job, an AvePoint Opus property will be added to the objects that meet the configured criteria, and different terms will be applied to the Exchange Online objects based on the criteria defined below as the property value. Users can still modify the term by selecting terms from within the term scope defined above using AvePoint Office Connect.

3. Click Save to save the configured settings.

Apply Term by - Set a Predefined Term

If Set a predefined term is set as the term application method, you need to select a term as the predefined value. To specify a term as the predefined value, click the Select Term () button next to the text box. The Select term window appears. Expand the term tree, select a term within it, and click Select >>. The selected term appears in the text box.

Apply Term by - Auto-populate a Term based on Criteria

If Auto-populate a term based on criteria is set as the term application method, the following settings will be available:

1. Define criteria and term – Configure criteria in a criteria group, and then define a term. The term will be applied to the Exchange Online objects that meet the configured criteria.

   1. Click the Add () button, and then configure the criterion. For more information on the supported criteria, refer to Rule Criteria.

      If more than one criterion is added, click the All/Any link in the message to define the logical relationship among the criteria (All is the default logical relationship).

      • Rule ‒ Select a rule from the drop-down list.

      • Condition ‒ Select a condition from the drop-down list.

      • Value ‒ Enter a value for the rule.

      To remove a criterion, click the Remove () button next to the criterion.

   2. Click the Select Term () button next to the text box to select a term. The Select term window appears. Expand the term tree, select a term, and click Select >>. The selected term appears in the text box.

   3. Click Add criteria group to add another criteria group.

2. If a document does not match any criteria defined above, then: – Choose how to classify the Exchange Online objects that do not match any defined criteria:

   • Manually choose a term – After the Apply settings job, no AvePoint Opus property will be added to the Exchange Online objects that do not match any defined criteria. Users need to manually choose a term from within the term scope defined above to classify the Exchange Online objects by using AvePoint Office Connect.

   • Set a default term – After the Apply settings job, no AvePoint Opus property will be added to the Exchange Online objects that do not match any defined criteria. Click the Select Term () button next to the text box to select a term. When users use AvePoint Office Connect to apply terms to Exchange Online objects, the default term will be automatically chosen. Users can modify the term by selecting terms from within the term scope defined above.

3. What would you like to do if a document is already classified using a term? – Select a conflict resolution:

   • Overwrite the existing term – After the Apply settings job, an AvePoint Opus property will be added to the Exchange Online objects, and the term configured above will be the property value.

   • Skip and keep the existing term – After the Apply settings job, an AvePoint Opus property will be added to the Exchange Online objects, and the existing term will be the property value.

4. Scan all existing documents – Choose whether to scan all existing Exchange Online objects and then auto-populate terms to the scanned Exchange Online objects based on the configured criteria. By selecting the checkbox, the Apply settings job will scan all existing Exchange Online objects; otherwise, the Apply settings job will only scan the Exchange Online objects that were added/modified between the previous and current jobs.

5. Manage Content without Terms

6. To manage the Exchange Online content without terms, click the disable () button to disable the classification. You can set rules for the data without classification, and then click Save to save the configured settings.

   • Add Rule – Click Add rule and the Document/Email object level is displayed. Select the rule that you want to apply to the selected container from the drop-down list. All rules created for Exchange Online on the Rules page will be listed and selectable. After selecting a rule, you can click the View () button to view rule details, or click the Remove () button to remove the rule.

     You can also click the Create () button in the same row to create a new rule. For information on creating a rule, refer to Manage Rules.

   • Change Rule Order – When more than one rule is added, you can change the rule order. To change the rule order, click the down arrow displayed in the order column, and select a new order for this rule.

#Manual Approval Settings

Choose whether to enable the manual approval process. If you enable the manual approval process, objects that meet the rule criteria need to be reviewed by record reviewers before being destroyed, and only the approved objects will be destroyed.

*Note: The manual approval process configured on a location takes precedence over the manual approval process applied to a rule.

After enabling the manual approval process, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

For detailed instructions on reviewing objects before being destroyed, refer to Review Records Awaiting Approval.

#Enforce Rule Actions Job Schedule

Configure a schedule to define how often you would like to run an Enforce rule actions job. This job is used to enforce rules to the selected Exchange Online node to manage the Exchange Online content.

Refer to the following steps to configure schedule job settings, and then click Save to save the configured settings: