#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, I want to enable and configure records management options – Select this option to enable records management options.

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

2. Display the unique ID column in OneDrive?

   • Yes, add the column to each library showing the document’s unique identifier – If this option is selected, the unique ID column will be added to all libraries within the selected node to display the unique identifier of each document.

     *Note: It is recommended to Configure Unique ID Settings if you want to display the auto-generated Document ID column in OneDrive to display the unique ID of each document.

   • No – If this option is selected, the unique ID column will not be added to the libraries within the selected node to display the unique identifier of each document.

#Term Settings

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

Manage Content with Terms

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

2. Apply term by – Select a term application method to define how terms will be applied to the OneDrive content.

   • Manually choose a term – Do not automatically apply any term to the OneDrive content. After the Content synchronization for search job, the classification column value of the OneDrive content will be empty. Users can manually choose a term within the term scope defined above when they reclassify the OneDrive content on the Search page.

   • Set a default term – After the Content synchronization for search job, a default term will be applied to the OneDrive content. Users can also modify the term by selecting terms from within the term scope defined above when they reclassify the OneDrive content on the Search page.

   • Auto-populate a term based on criteria – After the Content synchronization for search job, auto-populate different terms based on the criteria defined below to the OneDrive content. Users can still modify the term by selecting terms from within the term scope defined above when they reclassify the OneDrive content on the Search page.

   • Smart classification – After the Content synchronization for search job, terms will be intelligently applied to documents via the smart classification method.

Apply Term by - Set a Default Term

If Set a default term is set as the term application method, the following settings will be available:

1. Set a default term – To set a default term for classification, click the Select Term () button next to the text box. The Select term window appears. Expand the term tree, select a term as the default term, and click Select >>. The selected term appears in the text box.

2. Apply to the existing documents – Choose whether to classify the documents that already exist in OneDrive.

3. Apply to existing declared records – Choose whether to apply the defined terms to the declared records.

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

   • Overwrite the existing term

   • Skip and keep the existing term

Term Application Method – 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 documents 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 documents that do not match any defined criteria:

   • Manually choose a term – After the Content synchronization for search job, the classification column value of the documents that do not match any defined criteria will be empty. Users can manually choose a term within the term scope defined above when they reclassify the OneDrive content on the Search page.

   • Set a default term – After the Content synchronization for search job, a default term will be applied to the documents that do not match any defined criteria.

     To specify a default term for classification, 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.

   • Smart classification – After the Content synchronization for search job, terms will be applied to documents via smart classification.

     After choosing a smart classification, you can choose whether to have specific reviewers review smart classifications. Enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the reviewers to be responsible for reviewing the smart classifications. Then, choose whether to send an email notification. After the Content synchronization for search 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.

     After selecting this term application method, you need to choose how to classify the documents if they cannot be classified via smart classification:

     • Manually choose a term – After the Content synchronization for search 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 Content synchronization for search 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

   • Skip and keep the existing term

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

5. Apply to existing declared records – Choose whether to apply the defined terms to the declared records.

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 to review smart classifications. Enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the reviewers to be responsible for reviewing the smart classifications. Then, choose whether to send an email notification. After the Content synchronization for search 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 Content synchronization for search 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 Content synchronization for search 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

   • Skip and keep the existing term

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 Content synchronization for search job will scan all existing documents; otherwise, the Content synchronization for search job will only scan the documents that were added/modified between the previous and current jobs.

5. Apply to existing declared records – By default, items declared as records in OneDrive will be skipped when terms are applied. When this option is selected, AvePoint Opus will undeclare the records and apply a term to them via smart classification, and then re-declare the items as a record. Please note that after the job runs, this option will be automatically deselected.

6. Manage Content Without Terms

7. To manage the OneDrive 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 OneDrive 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. If you do not want records at a specific location to go through the manual approval process, you can choose to skip the manual review.

*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 OneDrive node to manage the OneDrive content.

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