The Data Sync option allows you to set up automatic synchronization rules between the DMS and CAM. This rule can be configured to run on a schedule or as triggered. Data Sync gives you an option to synchronize the documents and the audit details. The configuration once set up can be monitored, edited, or deleted. Read below for detailed instructions to set up a data sync task. For information on the Azure Stack Deployment or AWS Stack Deployment, see the relevant links.
Configuring Data Sync
There are three tabs available Sync Configuration, Sync Job Status, and Content Sync Settings.
Sync Configuration
In the panel for Create Sync Configuration, the created Data Sync configurations are listed. Users can sync from any source system or external system for a new sync and for delta sync.
Filter Options
You can configure various filters here. Set any filter as required and click the Search button. The following filter options are available.
Filter by System
Filter by Instance
Filter by Database
Filter by Process Type
Filter by Status
Add a Data Sync Job
You can also create a Data Sync job from this panel. Click the Create Config button to add a data sync job. Click the refresh 
icon to manually update and refresh the page information.
To sync metadata values which include users, groups, custom parameters, types, classes, and subtypes that are associated with folders and documents including security.
For NetDocuments customers in the Canada region, the Data Sync process automatically will skip synching metadata. This is to workaround the NetDocuments issue that doesn’t allow CAM to sync more than 10,000 metadata records.
The list of information is displayed in the following columns:
Column Name | Description |
|---|---|
System | Displays the selected system |
Repository | Displays the selected data sync repository |
Database | Displays the selected database |
Sync Status | Displays the sync status set for the configured job.
|
Deleted | Displays Yes if the job is deleted. |
Stopped | Displays Yes if the data sync is stopped. |
Interval | Displays the data sync schedule |
Document Content | Displays if the documents are selected for sync from the repository |
Audit | Displays if the document audit (document history) is selected for sync from the repository |
Metadata Snapshots | Allows to keep an older snapshot copy of the folder or document metadata in CAM. This used to be called Keep Folder/Document versions. If yes is selected, 1-3 snapshot versions can be kept. Undo allows to revert a snapshot. By Default, this option is disabled. Available for the Business Continuity add on. |
Created On | Displays the configuration date for data sync job. |
Details | Click View Details to view complete details of data synced to CAM. The sync status can also be viewed in the Sync Job Status tab. The Sync Jobs dialog displays complete details of the sync job with the start and end time. The count of the workspaces and documents is shown when synced with the completion percentage of the sync job. The Full Sync tab displays the completion status of the data sync job scheduled to run once. The Incremental Sync tab displays the completion status of the scheduled sync jobs. |
Monitoring | Displays the log monitoring of the data sync job and steps. |
Actions | Click the Action Hamburger menu to perform the following actions-
Additional actions after clicking View Details are:
 It is possible to set a custom value interval. Note: Change events beyond 7 days are now stored in CAM so that incremental changes can be processed after large initial data syncs are complete.
Note: If you set Sync Metadata Values only to “Yes”, the user and groups mapping metadata values will be fetched. Tip: CAM recommends to set an interval in days value that is minimum 15 days or more than 15 days for better metadata value sync results.
Note: Deleting a configuration will also delete the document versions from the document version and folder version tables. Additionally the configuration for the lifecycles of retention will be removed upon deletion of the config. If a user recreates a configuration, they will have to re-setup the lifecycle rules. Warning: If the agent is stopped when adding a new folder or matter, you need to use the “Incremental Scan and Sync Now“ option, as the “Incremental Sync Now“ option will only search for folders that are already scanned (saved into the local database) but are not synced into CAM. |
Note:
Data Sync maintains a backup of the deleted NetDocuments user/group information to help map user details with any document audit or folder audit details.
Metadata sync option is optional by default only for iManage.
While running the full data sync, if your DMS goes unhealthy, CAM shows a warning message directly on the Data Sync screen to help you know the status of your data sync and makes it easier to troubleshoot these intermittent DMS sync-related errors.
Sync Job Status
This tab displayed the status of data sync - Full Sync, Incremental Sync, and Recent Documents sync (for the iManage system).
Note: Incremental syncs will run job steps (security, audits, folder metadata, document metadata, parent objects and document content in parallel now. In prior versions, each step was run sequentially. This will improve sync times for incremental syncs.
Filter Options
You can configure various filters here. Set any filter as required and click the Search button. The following filter options are available.
Filter by System
Filter by Instance
Filter by Database
Filter by Process Type
Filter by Status
Full Sync vs Incremental Sync vs Recent Documents Sync
The Full Sync tab displays the completion status of the data sync job scheduled to run once.
The Incremental (Delta) Sync tab displays the completion status of the scheduled sync jobs.
The Recent Documents Sync tab displays the completion status of the scheduled Recent document sync jobs. It only checks for content changes to get recent documents periodically at configured intervals. It also allows scheduling the recent document sync jobs for existing incremental syncs that are active.
Note this Recent Documents Sync tab will be hidden if Store in S3 is enabled for Data Sync.
Click the refresh icon
to manually update and refresh the page information.
The list of information is displayed in the following columns:
Column Name | Description |
|---|---|
System | Displays the selected system |
Repository | Displays the selected data sync repository |
Database | Displays the selected database |
Status | Displays the progress status of the data sync job. Active: Initial run executed and active. Error : Execution failed. New : Created and yet to initial run. Note the Stopped status no longer displays in the lookup, but will be in the Jobs log. |
Deleted | Displays Yes if the job is deleted. |
Start From Days | Only displayed in the Recent Sync tab. Displays n number of days in Past. |
Content Change | Only displayed in the Recent Sync tab.Yes, if content of documents change. |
Last Sync Time | Only displayed in the Incremental and Recent Sync tab. Displays the last sync date and time |
Next Sync Time | Only displayed in the Incremental and Recent Sync tab. Displays the next sync date and time |
Job Type & Interval | Displays the configured data sync type and the sync schedule |
Documents (Count & Size) | Displays the count & size of the document synced from the repository to CAM |
Workspaces | Displays the count of the workspaces synced from the repository to CAM |
Start Time | Displays the start date and time of the data sync job Start from Days is used for the sync to queue data for processing starting from the amount of past days specified and ending today. |
End Time | Displays the completion date and end time of the sync job |
Details | Click View Details to view Full Sync Job Details. The dialog displays complete details of the data synced. |
Action Menu (Displayed only for Incremental and Recent Sync) |
|
Content Sync Settings
In this tab you can select the sync storage options.
On successful validation, click Save.
For information on the Azure Stack Deployment or AWS Stack Deployment, see the relevant links.
Field Name | Description |
|---|---|
Choose Cloud Provider | Select the cloud provider option. Currently its disabled and default to AWS. |
Choose Storage | Currently its disabled and default to S3. |
Choose Storage | Select the storage option, if you want to sync content to the Litera Encrypted Storage or to your Private Cloud. |
Bucket Name | Based on the storage option selected above the bucket name is available for selection. Select the bucket name. |
API Endpoint Base URL | Enter the API URL for the site provided by Litera. |
API Secret Key | Enter the API secret key. If using the Litera Encrypted storage, the API secret key will be provided by Litera. On successful validation the content sync configuration is saved. |
Note: Once validation is successful, the user adds multiple client tokens in the iManage server configuration. For more details iManage Server Configuration
Deletion of Data Sync Data
There may be reason for the customer to want to delete all the data in the analytics database. The customer may require this because of compliance reasons - they no longer wish to have the data in the cloud, or they decide they do not need this any longer.
To do this:
Open the Admin>Data Sync panel.
Select the data sync configuration.
From the action menu, they can select to delete the configuration by hitting delete.
Azure Communication Settings
This section describes Azure communication through Content Mover.
Note: The Azure communication setting option displays if the “Cloud Provider“ value is Azure.
Field | Description |
|---|---|
Application (Client) ID | Specify the application or client id |
Directory (tenant) ID | Specify the tenant id |
Client Secret | Specify the client secret that received in the email |
User principal (From Email Address) | Specify the user’s email address that used of Azure login |
Test Email Address (Inbox Enabled) | Enter the receiver’s email address |
Save | Click Save to save the changes |
Cancel | Click Cancel to discard the changes |
To set up a new config, click the Create Config button. To edit existing configs, click the
icon next to the connection and click Edit Config.
Note: You can edit the existing configuration till it's waiting in the queue to pick up. It can not be edited once the job is created.
Create Config
In the Sync Configuration tab click Create Configuration.
It will pop-up a checklist to be verified before you submit the Initial Sync request. In case of any doubt, please contact CAM support.
Field | Description |
|---|---|
Expected Documents For Database | Select how many millions of records expected to be synced. Contact CAM support team if expected records are more than 4 Millions and enter the following details:
To Choose workers verify workers status on clicking Check Worker Status link. Note: Worker Status depends on availability - READY or BUSY. Click here to know Full Sync Worker. |
Choose System | It will list systems configured in the External System Configuration. You can choose any one of them. |
System Specific Settings | These are enabled based on system selected from the dropdown. iManage click here. Office 365 click here. NetDocuments click here. |
Choose Repository | Based on the selected system, all the repositories configured within the system is displayed here. Select the repository to be synced. |
Select Database | Select the database from the repository to be synced. Tip: In case the token is renewed for NetDocuments, it is recommended to edit and update the NetDocuments server setup to update and populate the database list in this drop-down. |
Sync Document Content | Select Yes to sync the documents. Set sync schedule for the document. Select the number of days from which the document(s) must be picked to sync with CAM. Avaialble time periods (in days):
|
Metadata Snapshots | Allows to keep an older snapshot copy of the folder or document metadata in CAM. This used to be called Keep Folder/Document versions. If yes is selected, 1-3 snapshot versions can be kept. Undo allows to revert a snapshot. By Default, this option is disabled. Available for C4+ |
Sync Document Audit | Select Yes to sync the audit data. |
Sync Users and Groups | Select Yes to sync users and groups. |
Incremental Sync Interval | Set the incremental sync schedule. After the initial sync, the subsequent data sync will be triggered as per the schedule defined here. Select the Unit and the Duration. |
For the iManage, Recent Document Sync feature is enabled. | |
Recent Documents Sync Interval | Set the recent sync schedule. After the initial sync, the subsequent Documents sync will be triggered as per the schedule defined here. Select the Unit and the Duration. Note: It syncs documents only. Folder/workspace structure will be synced during incremental/full sync. This option helps to keep documents up to date. |
Recent Documents Sync Start From Days | For the initial trigger, select from which day start the recent sync. After the first execution, the subsequent Documents sync will be triggered as per the schedule defined above (Recent Documents Sync Interval). Options available are from the past 2 to 90 days. |
Auto Start Recent Documents Sync | If selected, after the initial sync, the subsequent Documents sync will be triggered as per the schedule. |
Note: Multiple sync configuration cannot be set for the same system, repository, and database.
Click Create Configuration, and the following dialog opens -
Allows you to check system health on UI by selecting the provided checkboxes
For acknowledging specifically provided characters “Read & Agree“
Click Submit to create configuration successfully and click Cancel to close the dialog
System Settings
CAM provides system-specific settings to perform test runs or skip events for better performance.
Options are:
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Metadata Mapping Review
Now when a new Data Sync is configured, a sample of the metadata mappings is provided to ensure the correct mappings before a sync is started.
To review metadata:
Choose the system, repository, and Databases.
Set the relevant test config option.
Check the content to be synched.
Note a blue box appears under Select Databases.
Review and acknowledge the metadata and db mapping is correct.
Click the hyperlink of the database name in the acknowledge message. This presents the mapping as it appears based on the metadata, mappings, and system selected.
Warning: You cannot continue if you have not acknowledged mappings are correct.
Required Permissions
Available for the Analyze tier. Permissions can also be found: Required Permissions
Permissions | Allows User To |
|---|---|
View Data Sync | Enables user to view Administration>Data Sync |
Manage Data Sync | Enables user to view Administration>Background Jobs |
Allow Audit Sync | Enables the synching of audit information. |
Allow Content Sync | Enables the use of Content Sync. Syncs doc content. |