#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.

*Note: Before configuring settings, make sure you have synchronized terms to the term store in the SharePoint admin center. 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 for search job to synchronize content from SharePoint Online 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 Online to AvePoint Opus at the same time.

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

#Column Settings

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

*Note: Column settings can only be configured when the selected tree node is a sites container.

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 an existing Managed Metadata type of column in SharePoint Online.

     Enter the name of a site-level column, either the display name or internal name, and then choose how to do classification.

     *Note: AvePoint Opus will first check if there is a column whose display name exactly matches the configured value. If AvePoint Opus cannot find any Managed Metadata column whose display name exactly matches the configured value, AvePoint Opus will then check if there is a column whose internal name exactly matches the configured value. Therefore, if you want to enter the internal name of an existing column, make sure that there are no columns whose display name exactly matches the configured value.

     • 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 Online.

       *Note: Make sure that terms are created in AvePoint Opus and then synchronized to the term store in the SharePoint admin center, or that terms are created in the term store of the SharePoint admin center and then imported to AvePoint Opus.

     • 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/document sets/folders in SharePoint Online. For detailed instructions on configuring term settings in AvePoint Opus, refer to the Document Level Term Settings section in Configure Settings.

   • 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. You can then choose a way to apply a term as the column value to classify documents/document sets/folders in SharePoint Online.

     • To classify documents, a column of the Managed Metadata type will be created in all lists and libraries within the selected container node.

     • To classify document sets and folders, a column of the Managed Metadata type will be created in the folder content type and document set content type of all lists and libraries within the selected container node.

     *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.

2. Hide this column in SharePoint – Choose whether to hide this classification column to prevent users from seeing it in SharePoint.

   Note the following:

   • This setting will be available when you choose to create a new classification column above.

   • Hiding this classification column in SharePoint will disable the functionality of manually selecting a term for classification when users upload documents in SharePoint.

3. Require that this column contains information – Choose whether a value is required for this classification column.

   Note the following:

   • This setting will be available when you choose to create a new classification column above.

   • The value will be set to No and cannot be updated if you choose to hide the classification column above.

4. Display the unique ID column in SharePoint – Choose whether to add the unique ID column to all lists/libraries within the selected SharePoint Online node to display the unique identifier of each item/document.

   Before choosing to add the unique ID column to SharePoint Online, you need to Configure Unique ID Settings to define a unique ID column name and a prefix for the unique ID column value.

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

   For one SharePoint Online Sites group, the Unique ID settings full job starts only once. AvePoint Opus automatically runs a Unique ID settings incremental job (at any time from 10 p.m. to 4 a.m. each day) to add the unique ID column to the newly added SharePoint Online lists/libraries.

   If a duplicate unique identifier occurs in your SharePoint Online environment, refer to How to Fix the Duplicate Unique ID Issue to find the resolution.

5. Apply a default term from SharePoint? – AvePoint Opus can apply a term to the classification column in libraries as the default value, and users can update the default value in SharePoint. However, the default value will be reset after AvePoint Opus apply settings again. This setting allows you to choose whether to keep the default term applied from SharePoint:

   • If you select Yes, the default value of the classification column updated in SharePoint will be kept, and then you can choose whether to apply the default term if the column value is empty.

   • If you select No, AvePoint Opus will apply the default term to the libraries where document level term settings have been configured.

6. 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: 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 Manage Related Records.

7. Click Save to save the configured settings.

#Document Level Term Settings

After configuring column settings to define a classification column, you can choose a term application method to apply a term as the column value to classify documents/document sets/folders in SharePoint Online.

Refer to the following steps to configure document level term settings:

1. Classification column name – The classification column name is displayed and cannot be updated.

2. 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.

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

   • Display a single term value

   • Display the full hierarchical term

4. 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 Online. 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 Online or create document sets/folders in SharePoint Online, 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, different terms will be applied 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.

   • Smart classification – After the Apply settings job, terms will be intelligently applied to documents via the smart classification method.

5. Enable related records management – Choose whether to enable the Related Records feature.

   *Note: This setting is available only on the site collection and site level. Before enabling the Related Records feature, you need to add the Related Records app package to your App Catalog site in SharePoint Online. For more information on using the Related Records app, refer to Manage Related Records.

   • Select the checkbox to enable the feature. After enabling the feature, the Related Records column (the Multiple lines of text type) will be added to all lists and libraries within the selected site collection.

   • If you have enabled the feature before, deselecting this option will remove the Related Records app from all lists and libraries of the selected site collection.

6. 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 documents/document sets/folders – Choose whether to classify existing documents and document sets/folders.

   • Apply to existing documents – Select this checkbox to classify the documents that already exist in SharePoint Online. 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. Please note that after the job runs, this option will be automatically deselected.

     *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 to existing declared records – By default, items declared as records in SharePoint Online 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.

   • Apply to document sets/folders – Select this option to apply terms to document sets and folders for classification. After an Apply settings job, the term configured above will be assigned as the column value to the document sets and folders for classification.

   • Always scan existing documents – Choose if you want to always perform a full scan on all existing documents. This will take more time and can lower performance. It is recommended that you use it only when you want to overwrite any manual updates with enforced terms.

     *Note: If you want to use this feature, you need to contact AvePoint Support to enable it in the backend.

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

   • Overwrite the existing term

   • Skip and keep the existing term

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.

   • Smart classification – After the Apply settings 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/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, and 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 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/document set/folder 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.

   • Always scan existing documents – Choose if you want to always perform a full scan on all existing documents. This will take more time and can lower performance. It is recommended that you use it only when you want to overwrite any manual updates with enforced terms.

     *Note: If you want to use this feature, you need to contact AvePoint Support to enable it in the backend.

5. Apply to document sets and folders – Select this option to apply terms to document sets and folders for classification. After an Apply settings job, different terms will be applied based on the criteria defined below as the classification column value. Users can also modify the classification column value by selecting terms from within the term scope defined above.

6. Apply to existing declared records – By default, items declared as records in SharePoint Online 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.

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/document set/folder 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 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 Online 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.

#Container Level Term Settings

By selecting a term, an AvePoint Opus property will be added to all container level objects within the selected SharePoint Online node, and the ID of the selected term will be the property value. As such, rules associated with the selected term will be applied to the container level objects.

Complete the following container level term settings:

1. Description – Enter an optional description.

2. Select a term to classify containers with the term ID – Expand a term group and then select a term. You can search for a specific term by entering keywords in the Search text box and then clicking the Search button.

3. Inherit parent classification for unclassified documents – Choose whether to inherit parent classification for unclassified documents to ensure unclassified documents follow its parent classification.

If you do not want to classify a specific container, select the node, and then disable the Enable classification setting.

#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 there are records 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 Online node to manage the SharePoint Online content.

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