Configuring FileShare

Overview

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

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

1 Requirements
- 1.1 Unsupported
2 Workflow Steps
3 Installation
4 Configuration
- 4.1 Database tab
  - 4.1.1 Troubleshooting Common Database Errors:
- 4.2 CAM Login tab
- 4.3 Active Directory tab
- 4.4 File Shares tab
  - 4.4.1 To add a New File Share
  - 4.4.2 Actions
- 4.5 Command tab
- 4.6 Log
- 4.7 Agent tab
- 4.8 Configuration files
5 Self-Healing
6 Non-Inherited Folders
- 6.1 Process
7 CSVs

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

Unsupported special characters will be escaped in Fileshare if included in the filename.

Workflow Steps

Get the UNC path.
Install the Agent service for Fileshare.
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.
Create Folders through Folder Template Editor or the FileShare.
Create Workspaces using the Workspace Wizard.

Installation

Navigate to Administration.
Click on Downloads-> Fileshare. The Exe and MSI downloads are available. Exe should be used for first-time installations.
Run the installer on the machine with access to the file share.
The installer will install the FileShare Application and the CAM FS Windows service.
The program is installed in the x86 program files folder by default.

Note: If the configuration fails saying the ProgramData folder is inaccessible, the folder for Fileshare will have to be given shared security for those application users.

Configuration

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:

Column	Description
SQL Server Name	The name of the SQL server hosting the billing database.
Database	The name of the database that you created on the SQL server to be used by FileShare to upload the data from the fileshare to the staging DB to CAM. Warning: The blank database should be already created before you configure this.
Authentication	Choose the type of authentication to be used to connect to the data source database. Options include Windows authentication using the Windows credentials and SQL authentication using specific database-only credentials.
Username	Enter the username of the database. (SQL authentication only)
Password	Enter the password for the username of the database. (SQL authentication only)

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

Column	Description
Domain	Enter the domain name that contains the data to be synced to cloud. E.g. sitename.tenantname.io. Leave off the https:// and the ending /
Email	Enter your domain email ID. E.g. myemail@company.com
Password	Enter password for the email specified above that is used to log into CAM.

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:

Column	Description
Domain	Shows the name of the file share. The hyperlink brings the user to the fileshare path. Example: DC=FirmName, DC=COM
Username	The stats column shows the contents of the fileshare. For example the number of folders and documents in the file share.
Users Path	Shows the date and time the file share was last synced. Example: CN=Users
Active	Shows the status of the sync of the file share. Is a Yes/No radio button selection.
Authentication	Trusted login or Enter Windows credential manually.
Username/Password	For Enter Windows Credential option only.

Actions include:

Edit	Edit the active directory configuration.
Delete	Delete the active directory configuration.
Add	Add a new active directory configuration.

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:

Column	Description
File Share	Shows the name of the file share. The hyperlink brings the user to the fileshare path.
Stats	The stats column shows the count of the fileshare. For example the number of folders and documents in the file share.
Last Synced	Shows the date and time the file share was last synced.
Status	Shows the status of the sync of the file share. Running: Sync is running Stopped: The Sync is stopped, or the service is stopped. StopPending: The service is trying to stop in Windows Services. Utilize Windows Services panel for any failure stacktraces. StartPending: The service is trying to start in Windows Services. Utilize the Windows Services panel for any failure stacktraces. Completed: Sync is completed successfully.
Sync Now	Runs the sync immediately manually. It will only run if the folder(s) do not have a sync status of 10 (means already synced)
Add	Adds a new file share configuration.
ReScan Now	Re scans the fileshare immediately manually.
Edit	Edits the fileshare
Delete	Deletes the fileshare
Create Folder	Creates a folder inside the fileshare.

To add a New File Share

Click the Add button from the File Shares tab.
Enter the UNC folder path of the File Share in Folder Path. Format: \\ComputerName\Folder. Is required.
Choose an Active Directory Domain in the Default Domain lookup. Is required.
Choose a Default OU for users and groups if necessary. Format is OU=Department
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.
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.
When the file share sync is ready to begin, select the Automatic Sync Enabled button to Yes.
Enter the timeframe for the sync. For example, Sync every 30 minutes. The default is 10 minutes.
Select whether or not to sync documents.
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.
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.
A nickname for the sync can be given.

The fileshare syncs automatically will skip hidden folders and subfolders in any sync.

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:

Column	Description
Fileshare Path	The fileshare path in full. This allows you to determine which fileshare is used.
Command	Example commands are scanfolders (scanning the file share), createworkspace or createfolders. These are the jobs that are running.
Status	The job status. Queued, In Progress, Success, Already Synced and Failed are options. If failed the exception can be opened and copied with the Copy Exception button.
Response Status	If a job is successfully created a Success response is passed.
Remaining attempts	If the job is created with multiple attempts, the number of attempts remaining show.
Created	Date job created.
Updated	Date job last updated (as it processes).
Response Sent	The date of the sent response.

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:

Column	Description
Log Level	Example levels are: Info, Debug, Error, Warning
User	The user working with fileshare.
Server	Server from which the log was sent.
Created	Date created
Message	Log message including any error stack traces. Hit the Copy Exception button to copy the error message text.

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:

Column	Description
Host	The machine hosting the service agent
Service Account	The account that runs the service.
Description	A description of the agent and what it does.
Online	Is checked if online. If offline, it is unchecked.
Online Time	Time the agent is online for.
Version	Version of the agent.

Actions include:

Action	Description
Start	Start the service agent.
Stop	Stop the service agent.
Restart	Restart the service agent.
Add	Add a new agent.

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.

AppSetting	Defaults and Descriptions
Token Endpoint	CAM
ClientUI	Address and Port for the ClientUI
AWSRegion	The AWS region if specified
DocumentAnalysisServiceEndPoint	Service address and port for the document analysis services. http://127.0.0.1:5000
CoreAPIURL	URL for the Core API
CSVFolderPath	Folder path for csvs
CSVArchiveFolderPath	Folder path for archives
CSVDelimiter	The type of delimiter to use in the CSV. \t= tab. \c=comma
DateFormat	Format of system and file dates. Default= yyy-MM-dd HH:mm:ss
SuppressScriptErrors	Default= true; for debugging, leave as false to show all errors.
ClientSettingsProvider.ServiceURi
CommandTimeOut	Time for command timeouts. 300 secs
ArchiveFilesLifecycle	Days to keep archive CSVs in Archive folder. 30 days
RecordCountLimit	Record Count limit per batch; Default=500
ThreadCount	Number of threads to use. Default=20
DomainMachineName	Name of the machine name on the domain
Log4net.Internal.Debug	False: Used for log debugging
AuditLogLifeCycle	How long to keep the audit logs. 30 days
CsvBatchSize	Sets the number of matters that will be synced per batch in the CSV. Default=4
LogCsvFolderPath	The path for the FileShare logs that are stored locally. Default=C:\ProgramData\Prosperoware\CAM\Fileshare\Logs
Stage	<add key=”Stage” value=”” />

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

Contains the CAM Login and Database information.

Column	Description
Domain	Enter the domain name that contains the data to be synced to cloud. E.g. sitename.tenantname.io. Leave off the https:// and the ending /
Email	Enter your domain email ID. E.g. myemail@company.com
Password	Enter password for the email specified above that is used to log into CAM.
SQL Server Name	The name of the SQL server hosting the billing database.
Database	The name of the database that you created on the SQL server to be used by FileShare to upload the data from the fileshare to the staging DB to CAM.
Authentication	Choose the type of authentication to be used to connect to the data source database. Options include Windows authentication using the Windows credentials and SQL authentication using specific database-only credentials.
Username	Enter the username of the database. (SQL authentication only)
Password	Enter the password for the username of the database. (SQL authentication only)

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

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