Arctera Insight Information Governance

Last Published:
Product(s): Veritas Alta Data Insight (1.0)
Platform: Windows
  1. About Arctera Insight Information Governance
    1.  
      About Arctera Insight Information Governance
  2. Dashboard
    1.  
      About Arctera Insight Information Governance Dashboard
    2.  
      Storage Utilization Trends
  3. Navigating through Arctera Insight Information Governance
    1.  
      Left Navigation Panel Overview
  4. Workspace
    1.  
      About Arctera Insight Information Governance Workspace
    2.  
      Data
    3.  
      Users
    4.  
      Groups
  5. Policy
    1.  
      About policy
    2.  
      Creating Policies
    3.  
      Managing Policies
  6. Installing Collector Node
    1.  
      About Collector node
    2.  
      Downloading and Installing Arctera Insight Information Governance Collector
  7. Collector
    1.  
      Collector
    2.  
      About servers
  8. Data Sources
    1.  
      Data Sources
    2. Filers
      1.  
        Adding filers
      2.  
        Viewing configured filers
      3.  
        Editing filer configuration
      4.  
        Managing filers
      5.  
        Monitored Shares
      6.  
        About disabled shares
    3. SharePoint Online
      1.  
        About SharePoint Online account monitoring
      2.  
        Registering Information Governance with Microsoft to enable SharePoint Online account monitoring
      3.  
        Configuring application without user impersonation for M365
      4.  
        Creating an application in the SharePoint Admin Center
      5.  
        Add SharePoint Online accounts
      6.  
        Managing Site Collections
      7.  
        Monitored Site Collections
    4. OneDrive
      1.  
        Configuring OneDrive account
      2.  
        Registering Information Governance with Microsoft to enable OneDrive account monitoring
      3.  
        Configuring application without user impersonation for M365
      4.  
        Add/Edit OneDrive account
      5.  
        Monitored Cloud Accounts
  9. Archiving
    1.  
      SharePoint Online
  10. Directory Services
    1.  
      About Active Directory Services
    2.  
      Registering Information Governance with Microsoft to scan Azure AD
    3.  
      Add/Edit Azure active directory service
  11. Health and Monitoring
    1.  
      Scan Status
  12. Classification
    1.  
      Requests
    2.  
      Configuration
    3.  
      Setting up Classification
  13. File Groups
    1.  
      About File group
    2.  
      Configuring File group
  14. Reports
    1.  
      About Reports
  15. Workflows
    1.  
      Workflows
    2.  
      Task
  16. Data Remediation
    1.  
      Delete Files Configuration
  17. Users and Access
    1.  
      Users and Roles
    2.  
      Credentials

SharePoint Online

Microsoft 365 (M365) customers receive a certain amount of SharePoint Online storage per licensed seat, which is pooled at the tenant level. Unlike other cloud storage services, exceeding this allocation incurs costly overage charges of approximately USD 2,000 per TB. This storage allowance is often consumed quickly, primarily due to end users creating multiple versions of documents. Since storage is pooled at the tenant level, administrators lack visibility into how storage is being utilized across users, departments, or projects. Currently, SharePoint provides storage reporting only at the site and object (file or folder) level. This level of reporting is insufficient to effectively trace, monitor, and manage overall usage across the tenant.

The SharePoint Online archiving feature allows administrators to archive data from SharePoint Online based on specific criteria such as Last Access Date, Last Modified Date, Owner, Tags, or Site Collection. Once data is archived, a stub URL is placed at the original location, carrying the same permissions as the original content. When a user clicks the stub, the original content is automatically restored at the original location with identical permissions.

To use this feature, you need to create an application in Azure IDP.

To create an application in Azure IDP

  1. Go to https://portal.azure.com/.
  2. Navigate to Azure Active Directory > Enterprise Applications.
  3. Click New Application.
  4. Click legacy app gallery experience.
  5. Select Non-gallery application and click add your own application .
  6. Enter a name for your application and click Add.
  7. Copy Application ID and Object ID.
  8. Click Single sign-on in the left pane and click SAML.
  9. Go to Information Governance console and copy value of Information Governance machine name. If app is for Management Server, value is <machine_name>_MS and for portal, it is <machine_name>_Portal. For example, john.swadomain7.local_MS or john.swadomain7.local_Portal.
  10. Enter that value in Identifier (Entity ID) field.
  11. Add https://auth.qa.archivecloud.net/ in the Reply URL field.
  12. Go back to the Information Governance console.
  13. Navigate to Policy Management > Authentication Management and click Save.
  14. Under SAML Certificates, click Download next to Certificate (Base64) and save the certificate.
  15. Upload the certificate to auth page of EVC.
  16. Update URL from SSO and click Validate.
  17. After successful validation, click Activate SSO
  18. Copy Personal Archive via outlook link and copy in SSO after adding / before ? in the URL.
  19. As a final step, add users from the Domain in tenant.

Selecting files for archiving

After completing the steps, you need to navigate back to the Information Governance Console and select the select the files from the SharePoint data source that you wish to archive.

To select the SharePoint files

  1. Click Workspace > Data Source
  2. On the Data Source page, select the files from the SharePoint data source that you wish to archive.
  3. Click the Filter icon on the top right corner.
  4. On this page, you can apply following filters to the data:

    • Name

    • Last Modified

    • Last Accessed

    • Size

    • Classification Tags

    You can apply one or more filter as per your requirement. Select the desired values and click Apply.

  5. On the next page, click Actions next to Search bar and click Archive.
  6. On the Perform Archive Option pop-up, enter a unique name for the archiving job and click Submit.

A new archiving job will be created. To know the progress and status of the archiving job, click Monitor > Archiving Jobs in the left pane. On the Archive Jobs page, all archiving jobs will be listed. You can check details like Status, Submitted by, Submitted at, Total count, Archived count, and Failed count of each job.

You can use the Search bar at the top to search for a specific job by name. You can also use the toggle option on each column header to sort the list according to your preference. To customize the column headers, click the Toggle Selection List icon in the upper-right corner of the page.

Restoring Archived Files

Restoring archived files allows users to access previously archived content by clicking the stub URL placed at the original file location. When the stub is accessed, the archived file is retrieved and restored to its original location with the same name, structure, and permissions as the original file. This process ensures that users experience minimal disruption and continue working with the data as if it was never archived. Restored files remain subject to the same governance and access policies defined by the administrators, maintaining compliance and security standards.

To restored the archived file,

  1. Log in to your SharePoint account where the archived file is located.
  2. Search for the file by name. Alongside the original entry, you will see another file with the same name but with a .docx.url extension.
  3. Click and open this file to initiate the restore process.
  4. A request will be sent to restore the archived file. The file will be retrieved from the archive storage and restored to its original SharePoint location.

Once restored, the file will retain the same permissions and access rights as the stub file. You can now open and use the restored file as you would with any regular SharePoint file.

Note

  • Restore time may vary depending on file size, network speed, and the storage system in use.

  • Restoration requires that the archived content is still available in the archive repository; if content has been purged due to retention rules, it cannot be restored.

  • Only users with appropriate permissions on the original file location can trigger a restore operation.

  • Restored files continue to follow all compliance, classification, and audit policies configured in the system.

  • Stub files should not be renamed or deleted; doing so may prevent successful restoration.

Restoring archived files through app extension

The app extension provides an option to restore archived files. It enables quick retrieval and reinstatement of archived data to its designated location. Perform the following steps to restore archived files through app extension.

Deploying the app package and adding a tenant-wide extension

To deploy the app package and adding a tenant-wide extension

  1. Navigate to the site's App Catalog by going to SharePoint home page or by navigating to https://<domain>.sharepoint.com/sites/appcatalog
  2. On the App Catalog home page, click the Apps for SharePoint tile or navigate to the Apps for SharePoint library.
  3. Click New and browse to select your .sppkg file, then click OK.
  4. Fill in any required or optional fields, ensure that Enabled is checked, and then click Save.

Adding a tenant-wide extension

To add a tenant-wide extension

  1. Navigate to the site's App Catalog by going to the SharePoint home page or by navigating to https://<domain>.sharepoint.com/sites/appcatalog
  2. On the App Catalog home page, click Site Contents tile.
  3. Select Tenant wide Extensions from the list. You can directly navigate here by using following link https://<domain>.sharepoint.com/sites/appcatalog/Lists/TenantWid eExtensions/AllItems.aspx.
  4. Add an Application Customizer

    • In the New Item dialog box, provide the following field values and click Save

    • Title: Shortcut Customizer

    • Component ID: 8a09fea8-640f-4cfe-9cb5-36248858d3c5

    • Location: ClientSideExtension.ApplicationCustomizer

These steps ensure that the .sppkg (SPFx) package is added as a customizer across all pages in the SharePoint Online account. The SPFx extension becomes active only when a file with a .url extension is clicked for restoration.

Once completed, the deployment and tenant-wide extension setup are active across the entire SharePoint Online environment, enabling automatic handling of applicable files.