#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: Before configuring settings, make sure you have synchronized terms to the managed metadata services in SharePoint On-Premises. 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. Enabling records management options will add the classification column, unique ID column, and Related Records app to all lists/libraries within the selected tree node.

   • No – Select this option to disable records management options. If you disable records management options, all lists/libraries within the selected tree node will be skipped when adding the classification column/unique ID column/Related Records app. If a classification column/unique ID column/Related Records app has been added previously, it will be removed after you 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 forsearch job to synchronize content from SharePoint On-Premises to AvePoint Opus for search and management.

     *Note: It is recommended to Configure Unique ID Settings before enabling content synchronization to AvePoint Opus, so that documents and items together with the generated unique IDs will be synchronized from SharePoint On-Premises to AvePoint Opus at the same time.

   • No – If this option is selected, content cannot be synchronized from SharePoint On-Premises to AvePoint Opus for search and management.

#Column Settings

By creating a classification column of the Managed Metadata type in SharePoint On-Premises and then applying a term as the column value, you can classify documents in SharePoint On-Premises using the selected terms. Thus, rules associated with the selected term will be applied to the classified documents.

Refer to the following steps to configure column settings:

1. Choose a column to use for classification – Select an option:

   • Use an existing column – Select this option if you want to use a Managed Metadata type of column that already exists in SharePoint On-Premises.

     Enter a column name and then choose how to classify documents in SharePoint On-Premises:

     • Configure term settings in AvePoint Opus – Select this option if you want to choose a way to apply a term as the column value to classify documents in SharePoint On-Premises. For detailed instructions on configuring term settings in AvePoint Opus, refer to Term Settings.

     • Apply term settings in SharePoint – Select this option if you want to keep using the term settings you have already configured when creating the Managed Metadata type of column in SharePoint On-Premises.

     *Note: To use an existing column for classification, make sure the following requirements are met:

     • The column is a site-level column created in top-level sites.

     • Column value is either created in AvePoint Opus and then synchronized to the SharePoint Managed Metadata Service or is created in the SharePoint Managed Metadata Service and then imported to AvePoint Opus.

   • Create a new column – Select this option if you want to create a new column of the Managed Metadata type for classification. Enter a column name with an optional description. A column of the Managed Metadata type will be created in all lists and libraries within the selected container node. You can then choose a way to apply a term as the column value to classify documents in SharePoint On-Premises.

     *Note: All columns with the Managed Metadata type created by AvePoint Opus share the same column ID and internal name. This enables documents to move smoothly across site collections while keeping the original column and term value created by AvePoint Opus.

     Require that this column contains information – Choose whether a value is required for this classification column. Specify if you want to use an existing column or create a new column for classification.

2. Display the unique IDcolumn in SharePoint – Choose whether to add the unique ID column to all libraries within the selected SharePoint On-Premises node to display the unique identifier of each document.

   *Note: For SharePoint On-Premises lists, after you Synchronize Content for Search, a unique ID will be generated for each synchronized item.

   Before choosing to add the unique ID column to SharePoint On-Premises, you need to Configure Unique ID Settings to define a unique ID column name and an optional prefix for the unique ID column value.

   After choosing to add the unique ID column to SharePoint libraries, you need to manually run an Apply settings job to apply the configured settings to SharePoint. Then, a job will start at the same time to add the unique ID column to the SharePoint libraries and generate a unique identifier for each document as the unique ID column value.

3. Enable related records management – Choose whether to enable the Related Records feature. After enabling the feature, a Related Records column of the Multiple lines of text type will be added to all lists and libraries of the site collections under the selected SharePoint Online Sites group. You can use the Related Records app to add relationships among relevant records in SharePoint Online and then use rules to manage records together with their related records.

   *Note: The related records management functionality is exclusively available for SharePoint On-Premises Subscription Edition.

   *Note: Before enabling the Related Records feature, you need to upload the Related Records app package to your App Catalog site in SharePoint Online. For more information, refer to For SharePoint On-Premises.

4. Click Save to save the configured settings.

#Term Settings

After configuring column settings to define a classification column, you can choose how to apply a term as the column value to classify documents in SharePoint On-Premises using the selected term.

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 value for classification.

2. Term display format – Choose how terms will be displayed as the classification column value:

   • Display a single term value

   • Display the full hierarchical term

3. Apply term by – Select a term application method to define how terms will be applied to the classification column as the column value.

   • Manually choose a term – Do not automatically apply any term as the classification column value when users upload documents to SharePoint On-Premises. Instead, users can manually choose a term from within the term scope defined above.

   • Set a default term – Set a specific term as the default classification column value so that when users upload documents to SharePoint On-Premises, the selected term will be automatically chosen as the column value. Users can also modify the classification column value by selecting terms from within the term scope defined above.

   • Auto-populate a term based on criteria – After the Apply settings job is completed, auto-populate different terms based on the criteria defined below as the classification column value. Users can still modify the classification column value by selecting terms from within the term scope defined above.

4. Click Save to save the configured settings.

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 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.

2. Apply to the existing documents – Choose whether to classify the documents that already exist in SharePoint On-Premises. After the classification column configured above is created in a library, the term configured above will be assigned as the column value to the existing documents in the library for classification.

   After selecting this option, choose what to do when a document is already classified using a term:

   • Overwrite the existing term – Classify all existing documents with the term configured above.

   • Skip and keep the existing term – Keep the classification column value for the documents that have been classified, and classify the documents that do not have any classification column value with the term configured above.

   *Note: If Create major and minor (draft) versions is enabled in the library settings, and the current version of an existing document is a major version, a minor version will be created after the Apply settings job finishes. If Require content approval for submitted items is enabled in the library settings, the approval status of existing documents will be updated to Draft after the Apply settings job finishes.

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 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 the Object Level - Document section in 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 Apply settings job, the classification column value of the documents that do not match any defined criteria 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 do not match any defined criteria.

     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 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.

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

#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 SharePoint On-Premises node to manage the SharePoint On-Premises content.

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