#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.

*Note: If you choose to manage the Google Drive content with terms, before configuring settings, make sure you have synchronized terms to the Google tenants as labels. For detailed instructions, refer to Synchronize Terms.

#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 – Select this option to enable records management options.

   • No – Select this option to disable records management options.

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 Google Drive to AvePoint Opus for search and management.

   • No – If this option is selected, content cannot be synchronized from Google Drive to AvePoint Opus for search and management.

#Term Settings

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

Manage Content with Terms

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

In the Apply term by setting, choose how terms will be applied to Google files.

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 files 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 Apply the following term text box to select a term. The Select Term window appears, displaying the term group associated with the google tenant. Expand the term tree, select a term, and click Save. 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 files that do not match any defined criteria:

   • Manually choose a term – Users can manually choose a term when they classify the Google files.

   • Set a default term – After the Apply settings job, a default term will be applied to the files that do not match any defined criteria.

     To specify a default term, 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 Save. The selected term appears in the text box.

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

   • Overwrite the existing term – The new term you configured above will overwrite all of the existing terms applied to the file.

   • Skip and keep the existing term – The file will keep its currently applied terms, and the new term you configured above will not be applied.

   • Append the new term to the existing term – The terms applied to the file will be kept and the new term you configured above will be applied to the file as well.

     *Note: There is a limit from Google Workspace that you can apply up to 5 labels (terms) to each file. If the combined total exceeds this limit, the system will skip applying the new one.

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

Apply Term by - Smart Classification

If Smart classification is set as the term application method, the following settings will be available:

1. Review smart classifications – You can choose whether to have specific reviewers review smart classifications. Enter the names of the users/groups to define the reviewers to be responsible for reviewing the smart classifications. Then, choose whether to send an email notification. After the Apply settings job, smart classifications will be displayed on the Smart terms for review interface, an email notification will be sent to notify the reviewers to review the smart classifications. By clicking the link in the email notification, record reviewers will be redirected to the My tasks > Smart terms for review page to review records.

2. If a document cannot be classified via smart classification, then: – Choose how to classify the documents if they cannot be classified via smart classification:

   • Manually choose a term – After the Apply settings job, the classification column value of the documents that cannot be classified via smart classification will be empty. Users can manually choose a term from within the term scope defined above as the classification column value.

   • Set a default term – After the Apply settings job, a default term will be applied to the documents that cannot be classified via smart classification.

     To specify a term as the default classification column 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.

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

   • Overwrite the existing term – The new term you configured above will overwrite all of the existing terms applied to the file.

   • Skip and keep the existing term – The file will keep its currently applied terms, and the new term you configured above will not be applied.

   • Append the new term to the existing term – The terms applied to the file will be kept and the new term you configured above will be applied to the file as well.

     *Note: There is a limit from Google Workspace that you can apply up to 5 labels (terms) to each file. If the combined total exceeds this limit, the system will skip applying the new one.

4. Scan all existing documents – Choose whether to scan all existing documents and then apply a term to the scanned documents via smart classification. By selecting the checkbox, the Apply settings job will scan all existing documents; otherwise, the Apply settings job will only scan the documents that were added/modified between the previous and current jobs.

Manage Content without Terms

To manage the Google Drive files 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.

#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 node to manage the content.

Complete the following information to configure schedule job settings and then click Save to save the configured settings.