Configuring FileShare

Overview

The FileShare integration module in CAM is used to connect to Network Shares and sync their legacy contents. The module will track the shares, tag with the client and matter metadata, create templates and apply security, and PII Scanning up to CAM.

Follow this guide to verify the requirements and install and configure the integration.

Requirements

• UNC path is accessible on the machine that the FileShare application is installed on.

• A blank SQL database for the FileShare schema to be installed on.

• An Active Directory connection.

Unsupported

Windows does not support the following special characters:

 < (less than)
  > (greater than)
  : (colon - sometimes will work, but this is actually for NTFS Alternate Data Streams)
  " (double quote)
  / (forward slash)
  \ (backslash)
  | (vertical bar or pipe)
  ? (question mark)
  * (asterisk)

Windows also does not support the following in file names:

CON, PRN, AUX, NUL 
  COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9
  LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9

Workflow Steps

1. Get the UNC path.

2. Install the Agent service for Fileshare.

3. Configure the FileShare application to connect to the UNC path and sync.

   • Open the Database Tab first.

   • Then the CAM Login tab.

   • Then the Active Directory tab.

   • Then the FileShare tab.

4. Create Folders through Folder Template Editor or the FileShare.

5. Create Workspaces using the Workspace Wizard.

Installation

1. Navigate to Administration.

2. Click on Downloads-> Fileshare. The Exe and MSI downloads are available. Exe should be used for first-time installations.

3. Run the installer on the machine with access to the file share.

4. The installer will install the FileShare Application and the CAM FS Windows service.

5. The program is installed in the x86 program files folder by default.

Configuration

1. Start the Application CAM.FileShare.UI.exe from the Prosperoware\CAM\Fileshare\Agent\ folder. It is not necessary to run as an administrator.

On the run, the user interface will show 7 tabs: FileShares, CAM Login, Database, Active Directory, Agent, Command, and Log.

Database tab

On the first run, this tab should be opened first. This tab sets the database connection string.

The following information is displayed on the tab:

1. Click Test to test the authentication to the SQL Database.

2. Click Save to save the database information. A message says Database Configuration Saved Successfully if all is well. An error appears if one of the items is incorrect or wrong.

Troubleshooting Common Database Errors:

• Invalid username or password. Recheck the username and password for SQL authentication and ensure it has access to connect to the SQL server and database.

• Database not present. Make sure you’ve created the blank database. Check the user account has access to it.

• SQL Server is inaccessible. Ensure SQL can be reached from the server (may require opening the SQL port). Check any DNS redirection.

CAM Login tab

Next, proceed to the CAM Login tab. This tab sets the CAM login credentials to connect to CAM.

The following information is displayed on the tab:

The database schema and stored procedures will then be created automatically into the database you selected.

Active Directory tab

Active Directory should be set up next so that users and groups can be synched. The domain is needed for the fileshare tab. At least one active directory is required.

This tab displays all the active directories connected. The following information is displayed on the tab:

Actions include:

Active Directory data is locally cached to improve querying and processing. This cached data is stored in the following two tables:

• FileShare.ActiveDirectoryGroups

• FileShare.ActiveDirectoryUsers

Data is cached every 24 hours.

File Shares tab

Then it is time to add the fileshares by going to the FileShares tab. This tab displays any file shares configured in the application. Multiple file shares can be set up.

The following information is displayed on the tab:

To add a New File Share

1. Click the Add button from the File Shares tab.

2. Enter the UNC folder path of the File Share in Folder Path. Format: \\ComputerName\Folder. Is required.

3. Choose an Active Directory Domain in the Default Domain lookup. Is required.

4. Choose a Default OU for users and groups if necessary. Format is OU=Department

5. Select the organization format of the File Share.

   • First-level folders are matters (workspaces or projects)

   • Second-level folders are matters (workspaces or projects)

   • Custom: Allows a custom level of folders to determine the root matter/workspace/project. Select from the selection button.

6. Enable Metadata Filter. Select to filter the Metadata of the FileShare. Client and Matter expressions can be set. The Format would be, for example, by default:

   • Client Number Regular Expression: ^\s*([a-zA-Z0-9]+)[^--]+ and

   • Matter Number Regular Expression: (?<=-)[^-]+(\s*). These expressions will filter matter and client when the client/matter number is set up as 1000-001 for example.

7. When the file share sync is ready to begin, select the Automatic Sync Enabled button to Yes.

8. Enter the timeframe for the sync. For example, Sync every 30 minutes. The default is 10 minutes.

9. Select whether or not to sync documents.

10. Select whether or not to perform personal data detection. Personal data could be any sensitive information for example social security numbers, and the personal data would be scrubbed.

11. Select whether to sync the Audit. This is important because if the Event Log or Audit is truncated or removed prematurely, delta syncs may not capture the last sync information.

12. A nickname for the sync can be given.

Actions

The following actions can be taken on file shares from the File Share tab:

• Edit. Edit the file share configuration.

• Delete. Delete the Configuration.

• Create Folder. Allows to create a folder within the fileshare from the application.

• Sync Now. Runs the File Share sync immediately. Good for one-time sync.

• Re-Scan Now. Allows Fileshare to rescan the UNC path for folder and document count statistics.

• Personal Data Detection. Allows the user to detect and manage personal sensitive data found in the file share.

• Import Metadata. Allows the import of metadata to the fileshare using CSV. Read CSV parameters for all metadata

• Download Metadata CSV. Download the metadata in CSV form from the fileshare. Allows an easy export of all metadata, to be used in CAM.

Once a FileShare is added, a new command is created in the Command tab.

Command tab

This tab displays all the jobs running on File Share syncs. The following information is displayed on the tab:

Commands can be filtered by using the filter option. KPIs that can be filtered are: The Fileshare path, Command, Status, Created, and Updated.

Log

This tab displays all the Sync logs. The following information is displayed on the tab:

Users can export the log to Excel. Users can first sort and filter the log results to what they need exported and then click the export button.

The log files are saved in the following default path on the computer: C:\ProgramData\Prosperoware\CAM\Fileshare\Logs

Agent tab

This tab displays all the agents set to sync fileshares. Multiple agents can be used to scale up batch processing or to divide the workloads. The following information is displayed on the tab:

Actions include:

Configuration files

The Connection Strings will be saved to the Prosperoware\CAM\Fileshare\Agent\Config folder. The following connection strings are important:

AppSettings.config: Contains application global settings.

ConnectionString.config: Contains the connection string that is created when the application is installed.

Contains the CAM Login and Database information.

Self-Healing

Fileshare now checks if any security changes to the share violate controls and overwrites them accordingly.

This is called self-healing in CAM.

Non-Inherited Folders

FileShare now supports importing non-inherited folders and files from the FileShare. A flag is inherited and displayed when non-inherited folders are imported.

Process

1. if someone removes (excludes) or adds/edits (includes) a user/group or access in the Folder Security that violates the policy setup in the Control Center.

2. That is then synced using the linkfileshare job by the Fileshare app.

3. After the job is completed, it gets pushed to the control center to re-apply the security control.

CSVs

CSVs are stored in three locations:

• CSVs waiting to be uploaded are stored in c:/temp/CAMCSVFolder

• Successfully uploaded CSV’s reside in c:/temp/CAMFSArchivedCSVUploader

• Backups of csvs that had been processed for upload to CAM are also in C:\ProgramFiles (x86)\Fileshare\bin\Debug\archivecsv.