#Detailed Rule Settings

Refer to the following sections for detailed rule settings in each content source.

#SharePoint Online

Refer to the following steps to configure rule settings for SharePoint Online:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Archive and destroy content – Select this option to archive the content and store it in a storage location for the defined period of time, and the corresponding content will be deleted from SharePoint Online.

     • Keep the current and the specified number of previous versions, and archive and destroy the rest – Select this option to keep the current and a specified number of previous versions, while archiving and deleting the rest.

     • Archive the current and the number of previous versions – Select this checkbox to only archive the current version together with the pre-defined number of previous versions. The other previous versions will be deleted.

     • Leave a stub in place for each document – Select this checkbox to leave a stub in SharePoint Online for each document. If you choose to enable this function, select a stub template from the drop-down list.

     • Include declared records – Select this checkbox if you want to destroy files that have been declared as records (with a padlock icon).

   • Destroy content – Select this option to destroy the content in SharePoint Online.

     • Keep the current version and the number of previous versions – Select this checkbox to only keep the current version together with the pre-defined number of previous versions. The other previous versions will be deleted.

     • Include declared records – Select this checkbox if you want to destroy files that have been declared as records (with a padlock icon).

   • Archive content without destruction – Select this option to archive the content and store it in a storage location for the defined period of time, and the corresponding content will be kept intact in SharePoint Online.

     Additionally, select the Archive the current and the number of previous versions checkbox to only archive the current version together with the pre-defined number of previous versions.

     *Note: Please contact AvePoint Support to enable this feature in the backend if you want to use it.

   • Declare or tag content – Select this option to make the objects immutable in SharePoint Online and tag the items with additional metadata.

     • Declare each document/item as an immutable record – Select this checkbox to declare the data or stub that meets the rule as a read-only record in SharePoint Online.

     • Tag each document/item with – Select this checkbox to add additional metadata to the data.

       • Archived (Yes/No) – Add the Archived column to the data. The default value is Yes.

       • Archived By – Add the Archived By column to the data. The value will be the name of the user who processes the data.

       • Archived Time – Add the Archived Time column to the data. The value will be the time the job was run to perform the rule action.

       • Custom column – Add a customized column to the data. Select the column type and then enter the name and value for this column.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format.

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

        • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

        • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

        • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     2. Select a location to store the exported content.

        • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

        • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

   • Move content to new location – Select this option to move the documents to a library.

     *Note: Only the library whose template is Document Library or Record Library can be selected as the destination library.

     1. Select a destination library.

        • Enter a destination – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destination from the tree – Select a destination library from the tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     3. Declare each moved document as an immutable recordin the destination – Choose whether to declare the moved documents as read-only records in the destination.

     4. Keep folder structure in the destination – Select this option to keep the folder structure after folders are moved to the destination. This is only available for the Folder object level.

     5. Move all document versions – By default, AvePoint Opus will only move the current version of the documents to the destination. Select this checkbox if you want to move all versions of the documents.

3. Export content before action? ‒ Select this checkbox to export a snapshot of the content before action.

   1. Select an export format.

      *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

      • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

      • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

      • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   2. Select a location to store the exported content.

      • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

      • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

      • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

4. Select a storage location – Select a storage location to store the content archived by this rule. By default, the default storage location set in Settings > Global storage settings will be automatically selected here.

   • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

     • Store data in thedefault access tier

     • Store data in thecold tier

     • Store data in the archive tier

   • Retain archived data – You can choose whether to retain the archived data in the storage location. If you choose to retain archived data, you need to configure a retention rule to define how long the archived data will be stored in the storage location, and then select an action on how to process the archived data in the storage location when the retention period has ended.

     • Select Older than and configure a time period (days, months, or years) to delete the archived content whose archived time is older than this time period.

     • When the retention period is reached, what would you like to do?

       • Delete data – Select this option to delete the archived data from the storage location. Additionally, the Delete the stubs from the original locations setting is available, allowing you to decide whether to delete the stubs of the archived content from their original locations.

       • Soft delete – Select this option and specify a period below if you want to retain the data before permanent deletion to prevent accidental data loss. Soft deleted data can be restored within the retention period if needed.

Keep data for __ __ before permanent deletion – Keep the data for the defined period of time (days, weeks, months, or years).

*Note: Please contact AvePoint Support to enable this feature in the backend if you want to use it. It is unavailable for AvePoint Storage.

#Teams & Groups

If you want to manage the Team/Group itself and its content, you must select Team/Group as the Object level above. The Teams & Groups option will then appear for you to select as a content source.

Refer to the following steps to configure rule settings for Teams & Groups:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select the Archive and destroy content option to archive the content and store it in a storage location for the defined period of time, and the corresponding content will be deleted from Teams & Groups.

   In addition, select the Include declared records checkbox if you want to destroy files that have been declared as records (with a padlock icon).

3. Select a storage location – Select a storage location to store the content archived by this rule. By default, the default storage location set in Settings > Global storage settings will be automatically selected here.

4. Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

   • Store data in thedefault access tier

   • Store data in thecold tier

   • Store data in the archive tier

5. Retain archived data – You can choose whether to retain the archived data in the storage location. If you choose to retain archived data, you need to configure a retention rule to define how long the archived data will be stored in the storage location, and then select an action on how to process the archived data in the storage location when the retention period has ended.

   • By default, AvePoint Opus retains archived data by their archived time. Complete the following settings to set retention rules on how to prune the archived data:

     1. Keep data for __ __ – Keep the archived data in the storage location for the defined period of time (days, weeks, months, or years).

     2. Delete data – Select this option if you want to delete the archived data in the storage location when the retention period has ended.

        You can further define whether to Delete the related stubs from the original locations after the archived data has been deleted from the storage location. This checkbox is selected by default.

        *Note: Stubs cannot be deleted from the original locations if they have been renamed or moved to new locations.

   • If you are using your own Microsoft Azure Blob Storage as the storage location, you can choose to retain archived data (documents and document versions only) by their modified time.

     Prerequisites for this functionality: your organization’s subscription for AvePoint Opus has Bring your own storage (BYOS) enabled, and you have contacted AvePoint Support to enable this feature in the backend.

     Complete the following settings to set retention rules on how to prune the archived data:

     1. Keep data for __ __ – Keep the archived data for the defined period of time (days, weeks, months, or years).

     2. Delete data – When the retention period has ended, the archived data will be deleted from the storage location.

        You can further define whether to Delete the related stubs from the original locations after the archived data has been deleted from the storage location. This checkbox is selected by default.

If you want to manage only the content (e.g., site collections or lower levels) within a Team/Group, you must select SharePoint Online as the content source. This is because site collections or lower levels within Teams & Groups is managed through the SharePoint Online infrastructure, using the same rule criteria to identify the content to be managed as well as the same rules actions on how to manage the content. For the detailed rule settings for SharePoint Online, Refer to the SharePoint Online section above.

#OneDrive

Refer to the following steps to configure rule settings for OneDrive:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Archive and destroy content – Select this option to archive the content that meets the criteria configured above and store it in a storage location for the defined period of time, and the corresponding content will be deleted from OneDrive.

     • Keep the current and the specified number of previous versions, and archive and destroy the rest – Select this option to keep the current and a specified number of previous versions, while archiving and deleting the rest.

     • Archive the current and the number of previous versions – Select this checkbox to only archive the current version together with the pre-defined number of previous versions. The other previous versions will be deleted.

     • Leave a stub in place for each document – Select this checkbox to leave a stub in OneDrive for each document. If you choose to enable this function, select a stub template from the drop-down list.

     • Include declared records – Select this checkbox if you want to destroy files that have been declared as records (with a padlock icon).

   • Destroy content – Select this option to destroy the content in OneDrive.

     • Keep the current version and the number of previous versions – Select this checkbox to only keep the current version together with the pre-defined number of previous versions. The other previous versions will be deleted.

     • Include declared records – Select this checkbox if you want to destroy files that have been declared as records (with a padlock icon).

   • Archive content without destruction – Select this option to archive the content and store it in a storage location for the defined period of time, and the corresponding content will be kept intact in SharePoint Online.

     Additionally, select the Archive the current and the number of previous versions checkbox to only archive the current version together with the pre-defined number of previous versions.

     *Note: Please contact AvePoint Support to enable this feature in the backend if you want to use it.

   • Tag content – Select this option and then select Tag each document/item with to add additional metadata to the document/item in OneDrive.

     • Archived (Yes/No) – Add the Archived column to the data. The default value is Yes.

     • Archived By – Add the Archived By column to the data. The value will be the name of the user who processes the data.

     • Archived Time – Add the Archived Time column to the data. The value will be the time the job was run to perform the rule action.

     • Custom column – Add a customized column to the data. Select the column type and then enter the name and value for this column.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format.

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

        • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

        • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

        • NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     2. Select a location to store the exported content.

        • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

        • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

   • Move content to new location – Select this option to move the source documents to a new library.

     *Note: Only the library whose template is Document Library or Record Library can be selected as the destination library.

     1. Select a destination library.

        • Enter a destination – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destination from the tree – Select a destination library from the tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     3. Declare each moved document as an immutable recordin the destination – Choose whether to declare the moved documents as read-only records in the destination.

     4. Keep folder structure in the destination – Select this option to keep the folder structure after folders are moved to the destination. This is only available for the Folder object level.

     5. Move all document versions – By default, AvePoint Opus will only move the current version of the documents to the destination. Select this checkbox if you want to move all versions of the documents.

3. Export content before action? ‒ Select this checkbox to export a snapshot of the content before action.

   1. Select an export format.

      *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

      • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

      • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

      • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   2. Select a location to store the exported content.

      • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

      • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

      • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

4. Select a storage location – Select a storage location to store the content archived by this rule. By default, the default storage location set in Settings > Global storage settings will be automatically selected here.

   • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

     • Store data in thedefault access tier

     • Store data in thecold tier

     • Store data in thearchive tier

   • Retain archived data – You can choose whether to retain the archived data in the storage location. If you choose to retain archived data, you need to configure a retention rule to define how long the archived data will be stored in the storage location, and then select an action on how to process the archived data in the storage location when the retention period has ended.

     • Select Older than and configure a time period (days, months, or years) to delete the archived content whose archived time is older than this time period.

     • When the retention period is reached, what would you like to do?

       • Delete data – Select this option to delete the archived data from the storage location. Additionally, the Delete the stubs from the original locations setting is available, allowing you to decide whether to delete the stubs of the archived content from their original locations.

       • Soft delete – Select this option and specify a period below if you want to retain the data before permanent deletion to prevent accidental data loss. Soft deleted data can be restored within the retention period if needed.

Keep data for __ __ before permanent deletion – Keep the data for the defined period of time (days, weeks, months, or years).

*Note: Please contact AvePoint Support to enable this feature in the backend if you want to use it. It is unavailable for AvePoint Storage.