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Get Started

Follow the steps below to get started with AvePoint Opus:

  1. Obtain a Subscription

  2. Access AvePoint Online Services

    1. AvePoint Online Services is a central hub for various cloud services. To use AvePoint Opus, you must first sign up for an AvePoint Online Services account. For details, refer to Sign up for AvePoint Online Services.

    2. Use your web browser to navigate to the AvePoint Online Services portal and enter your login credentials (username and password) to sign in to AvePoint Online Services. For details, refer to Sign in to AvePoint Online Services.

    3. To access AvePoint Opus, on the AvePoint Online Services interface, find the AvePoint Opus tile and click on it.

  3. Manage User Roles

    When adding a user and granting user permissions to services in AvePoint Online Services > Management > User management, you need to designate a role for the user. Different user roles can perform different actions. For details, refer to Manage Users.

  4. Connect Tenants

  5. Configure App Profiles

    AvePoint Online Services Auto Discovery now uses app profile authentication to scan and register the objects you want to manage AvePoint Opus. Before creating an Auto discovery scan profile, you must create app profiles for the objects you want to manage. For the supported app profiles and their required permissions, refer to Required Permissions.

  6. Configure Auto Discovery

    • To scan Microsoft 365 objects, you need to configure scan profiles. For details, refer to Scan Microsoft 365 Objects.

    • To manage the files of My Drive and/or shared drives in your Google tenant, you need to scan My Drive and/or shared drives into AvePoint Online Services and place them into the corresponding containers according to the configured scan profiles, via Auto discovery in AvePoint Online Services. For details, refer to Scan Google Objects.

  7. Manage Content with Opus

    The Opus content management framework comprises three core modules, and each module addresses distinct organizational needs throughout content management operations. For details, refer to Process Overview for Content Management.

Subscription and Licensing Information

AvePoint Opus consists of the following three modules:

- **Information Lifecycle** for Microsoft 365 is licensed per user seat. **Maestro AI** is an optional add-on to this module and is also licensed per user seat. - **Storage Optimization** is licensed based on the total volume of data that needs to be stored in an archive or deleted by Opus. - **Discovery and Analysis** is licensed based on the total size (GB) of your SharePoint Online and/or OneDrive environment, as well as the number of scans conducted per year.

The Information Lifecycle module can connect to content sources outside Microsoft 365. These content sources require an additional license before they can be used.

- File System - SharePoint On-Premises - Azure File Share - Custom Connectors - Box - Google Drive (Preview) > ***Note**: The support for Google Drive is currently in the public preview mode and is available as an on-demand feature. You can contact AvePoint’s support team or your sales representative for more information.

To find out how AvePoint counts the total number of users with assigned licenses, refer to Licensing Information.

*Note: The Storage Optimization license includes a restoration volume of up to 20% of the total purchased capacity each month. This means that you can restore up to 20% of your purchased storage volume each month. If you have reached your restoration quota, please contact AvePoint’s support team and/or your sales representative to discuss further options.

Manage Users

In AvePoint Online Services > Management > User management, you can add users and grant permissions to users.

*Note: Tenant owner is the user whose account was used to sign up for AvePoint Online Services. There is only one tenant owner per AvePoint Online Services tenant. Changing the tenant owner to another user account requires up to 24 hours for synchronization. During the synchronization period, please do not run any jobs in Opus to prevent potential issues.

- **Tenant user** – After selecting this role, you can turn on the toggle of the following services to assign service permissions to users. - **AvePoint Opus** - **Standard** **user** – Standard users do not have access to any content sources in AvePoint Opus. Standard users must be added to a security group so that they can manage the records within the content source. - **Application** **administrator** – Application administrators have access to all content sources in AvePoint Opus, and they can create security groups to set permissions for users and groups in AvePoint Opus.

Application administrators registered in AvePoint Online Services will be synchronized to the built-in Administrators group in AvePoint Opus > Account management.

- **ReCenter** – If you want to restore the archived content via ReCenter, make sure the **Standard user** role is also selected when you manage roles for AvePoint Opus users. - **Service administrator** – Service administrators have access to all content sources in AvePoint Opus. They can create security groups to set permissions for users and groups in AvePoint Opus. Service administrators registered in AvePoint Online Services will be synchronized to the **Administrators (built-in)** group in AvePoint Opus > **Account** **management**.

The synchronization of user and group information between AvePoint Online Services and AvePoint Opus ensures that local users, Microsoft 365 users/groups, and Google users/groups created in AvePoint Online Services are automatically synced to AvePoint Opus. Additionally, AvePoint Opus supports syncing Microsoft 365 users/groups back to AvePoint Online Services if they do not exist there. This typically refers to the Microsoft 365 users/groups defined in security groups and manual approval processes in AvePoint Opus.

For more information about user management in AvePoint Online Services, refer to Manage Users.

Scan Microsoft 365 Objects

To manage the following objects in your Microsoft 365 tenant, you need to scan these objects into AvePoint Online Services and place them into the corresponding containers according to the configured scan profiles, via Auto discovery in AvePoint Online Services.

- SharePoint site - OneDrive - Exchange mailbox - Microsoft 365 Group / Microsoft Team (including group team sites and group mailbox)

For more information on scanning objects, refer to Manage Auto Discovery.

After an AvePoint Online services scan job completes, AvePoint Opus will automatically run a Cloud workspace synchronization job to synchronize containers and their objects to AvePoint Opus. There is a delay of about 15 minutes before the synchronization begins.

Scan Google Objects

To manage the files of My Drive and/or shared drives in your Google tenant, you need to scan My Drive and/or shared drives into AvePoint Online Services and place them into the corresponding containers according to the configured scan profiles, via Auto discovery in AvePoint Online Services.

For more information on scanning objects, refer to Manage Auto Discovery.

After an AvePoint Online services scan job completes, AvePoint Opus will automatically run a Cloud workspace synchronization job to synchronize containers and their objects to AvePoint Opus. There is a delay of about 15 minutes before the synchronization begins.

Enable Report Data Collection

The Last accessed time rule criterion on the Document object level relies on data from Microsoft 365 audit logs. AvePoint Opus utilizes all file-related activities recorded in Microsoft 365 audit logs. For details about which file activities are included, refer to File and page activities.

Before using Last accessed time to manage documents, make sure you have enabled report data collection in Administration > Report data collection > Data in Microsoft 365.

AvePoint Opus will begin collecting audit data from Microsoft 365 after you create a rule of the Last accessed time rule criterion for the first time. The start date of this data collection will be displayed on the Create rule page, allowing you to effectively manage documents based on their last accessed time as tracked by AvePoint Opus. Please ensure that report data collection is enabled before the date specified in the rule criterion.

*Note: In some cases, your organization may use additional services to manage documents in Microsoft 365. Any service or user that accesses a document will be recorded in the Microsoft 365 audit log and collected by AvePoint Opus, and therefore impact the Last accessed time rule criterion. To address this, AvePoint Online Services provides an Exclude accounts setting that allows you to specify the user accounts you would like to exclude from the Last accessed time collection. This can be particularly useful for filtering out service and test accounts, thereby enhancing the accuracy when using the Last accessed time rule criterion.

In addition, the action audit report functionality in Opus requires the report data collection feature to be enabled.

For details about enabling report data collection, refer to Enable Report Data Collection.

Register an AvePoint App

In addition to the built-in content sources: SharePoint Online, OneDrive, Exchange Online, Physical Records, Azure File Share, Box, and Google Drive (Preview), if you want to use AvePoint Opus to manage content in other systems, you’ll need to register an app and grant permissions to the app in AvePoint Online Services > Administration > App registrations.

Use the app toPermission requirement
Manage content in File System servers and SharePoint On-Premises via agentshybridrecord.readwrite.allsignalragent.readwrite.allsignalrcommon.readwrite.all
Manage content in additional systems beyond the built-in content sources as well as File System and SharePoint On-Premisesrecords.readwrite.all

For more information on registering an app in AvePoint Online Services, refer to Configure App Registrations.

Retrieve Audit Records

You can retrieve users’ audit records in AvePoint Opus via the web API provided by AvePoint Online Services. Please note that we are upgrading to a new API for better user experience, stability, and integration. Visit our documentation page for more details.