SharePoint

This section contains information on how to configure tagging of your SharePoint content, exclude a site from being processed, define custom configuration to your subsite, and other configuration procedures.

Configure Tagging

For a SharePoint source, tagging means the automatic population of managed metadata fields with classification attributes from SharePoint Term Sets that were registered as taxonomies within Netwrix Data Classification.

To configure tagging for your SharePoint source, you should first check the prerequisites and take preparatory steps described below. Then you will be able to launch a specially designed SharePoint Tagging Wizard.

To check the prerequisites

  1. Make sure you have set up the necessary term sets as described in this Microsoft article.
  2. Configure one or more managed metadata columns with the libraries that you plan to apply auto-classification to. See this Microsoft article for details.
  3. Ensure that the desired term sets are registered as taxonomies within the Netwrix Data Classification console. See Importing Taxonomies - SharePoint section in Search and Filter Taxonomies for details.
  4. Ensure that the appropriate SharePoint product is installed in your SharePoint environment (typically, the provider-hosted add-In named conceptClassifierApp; see the procedure below for details).
    This add-on provides a specially designed Wizard that assigns taxonomies to Content Types in SharePoint. It also creates the necessary event handlers to keep the classification up to date as new documents are added and existing documents are edited.

To deploy the add-in

IMPORTANT! To deploy and enable the add-in for the SharePoint, current account should be a site collection administrator.

  1. Navigate to the root site, and click Site Contents.
  2. Click add an app.
  3. The default order of the page is to show the newest app first, so you should see the app as one of the first options (if you do not, you can search for conceptClassifierApp).
  4. Click on the app, and then click the Trust it button.
  5. The add-in is now available for use within the site collection.

NOTE: You can optionally deploy the add-in across the whole tenancy. See the full Add-In deployment guide for details.

To configure tagging using the wizard

  1. Click on the app to start the SharePoint Tagging wizard.
  2. Configure the Term Sets that you wish to auto-classify. For that, click the Add button and then select the required Term Sets or fields:

  3. If needed, select the specific site/list columns you wish to restrict auto-classification to.
  4. Confirm the selection.
  5. Finally, having configured the desired tagging, you should re-classify the appropriate content — for the tags to be written back to SharePoint.

Advanced Configuration Settings

Advanced SharePoint Configuration allows you to define which content within the SharePoint site collection will be crawled and to specify metadata mapping settings.

To open the Advanced SharePoint Configuration window:

  1. Select the required SharePoint source in the list of Sources
  2. Click the multi-cog (Advanced Configuration) icon for it.

The following option tabs are available:

  • Entity Configuration, where you can do the following:
  • Source Defaults—Allow you to specify the default custom metadata mapping for the site collection.
  • Configuration Viewer—Use this simple XML view to examine the raw configuration.

Understanding custom metadata mappings

Custom metadata mappings allows the user to map specific SharePoint fields to internal indexed fields. There are two types of mapping:

  • Content Field Mappings - The fields which listed as Content Fields will be extracted and indexed when the site collection is crawled.
  • Special Field Mappings (Including Date fields) - These mappings allow you to make use of the advanced filtering options available in the core search index. You can map any of the available SharePoint fields to some of the internal fields. For example, you can configure a SharePoint date field to be mapped into the "Last Modified" value, allowing results to be retrieved only if they are within a certain date range.

Mappings will be applied first as configured on the list-level settings, then the subsite-level settings, and finally, the source-level settings. Thus, in the absence of a list level configuration, the collector service will automatically use the mappings configured at the subsite level (or global level, if there is no subsite configuration).

Mappings operate on a Defaults basis (described later in this section.)

Subsite/List processing settings

The Entity Configuration tab displays configuration for the site collection. You can navigate to the subsites/lists to configure their settings.

  • The Include column for each entity contains an indicator (tick or cross) showing whether the container is configured for crawling.
  • The Has Config? column contains an indicator showing whether custom metadata mappings have been defined for the entity.
  • The Exclude link in the last column allows you to exclude the selected list / subsite from crowling. For excluded entities, this column contains the Include link.
  • NOTE: Excluding the entity will not automatically remove content from the index. If content has already been crawled, then it should be manually deleted via the QS; alternatively, you can re-collect content source data.

    When new content is defined for crawling (i.e. included), a re-index operation should be performed.

  • The Edit link allows you to modify settings for the selected list or subsite. See below for details.

Configuring Defaults

The Source Defaults tab allows you to configure defaults that will be used in the absence of list / subsite configurations. Available options are listed in the table below.

NOTE: To apply the options you set in each section, click the Save button in that section.

Option Description Notes
General
Re-Index Period Specify how often the content should be re-re-indexed. Default is every 7 days
Text Patterns Specify the text patterns to be used. Default is ALL
Write classifications? Select the checkbox if you want to use tagging. See "Configure Tagging" section above.
Date Field Mappings
Document Date

Assign the internal modified date associated with the document.

The selected date will be split into 5 internal fields: DocYear, DocMonth, DocDay, DocHour, DocMins.

 
Backup Document Date You can use the dropdown lists to search for and assign fields to the appropriate mappings.  
Special Field Mappings
The special field mappings allow you to map any of the available SharePoint fields to some of the internal fields for the purposes of search.
Content Field Mappings
The values configured for each of the default content mappings will be assigned based on the base template of the list (Document Library, Generic List etc).

List of exclusions

When indexing SharePoint files, you can specify the list of file locations that will be ignored. For that, in the list of sources, select SharePoint, then select Settings SharePoint Excluded on the left, and click Add.

  1. On the Filter tab, in the Filter field specify the objects (files or folders) to exclude:

    To exclude a certain document, enter the page URL with no wildcard indicators (e.g. http://test.sharepoint.com/sites/documents/excluded%20document.docx

    Wildcards can be used anywhere in the exclusion pattern definition as follows:

    • The asterisk character (*) matching any sequence of characters
    • The question mark character (?) matching any single character

    For example:

    • http://test.sharepoint.com/sites/documents/* will exclude all documents in the folder
    • */Restricted Folder/* will exclude such folder in any site
  2. NOTE: Exclusions are case-insensitive.

  3. Optionally, enter full exclusion URL to verify the settings and click Test.
  4. If needed, you can use metadata conditions to restrict when an exclusion filter should be applied. For that, click Condition tab and click Add. Then select how the exclusion conditions will work: it can check if metadata field of the document has any value, is not specified, or matches a specific metadata value.

    Criteria Condition
    Comparison

    Compare a value in the document metadata field with the value set by condition. With this criteria selected, you will then need to specify:

    • Field name — document metadata field to check
    • Comparison — operator to use (for example, "does not contain")
    • Value — value to compare against

    For example, to exclude documents tagged with year 2018, set the condition as follows:

    • Field NameDocYear
    • Comparisonequals
    • Value2018
    Has any value Exclude the document if its metadata field has any value. With this criteria selected, specify Field Name.
    Has no values Exclude the document if metadata field value is not specified. With this criteria selected, specify Field Name.

    When finished, click Add.

  5. Finally, click Save and close the window.

SharePoint Dashboard

The SharePoint dashboard is similar to the main reporting dashboard, with the results filtered to SharePoint types. See Operations and Health Dashboards for more information on the reporting dashboard.

To open the SharePoint dashboard:

  1. In the main window, click SharePoint tab.
  2. Select Dashboard on the left.

Here you can examine:

  • Index size diagram that shows index size for various entities (subsites, libraries, etc.)
  • Classification coverage diagram that identifies the percentage of content that has had classifications applied, and the percentage that has not.

SharePoint Templating

Templates allows an administrator to pre-configure classification configurations for site collections.

  1. In the main window, click SharePoint tab.
  2. Select Templating on the left.

For more information, review the associated templating guide.