Document Properties groups

Document Properties groups enable the server to find data objects (such as documents, e-mails, or instant messages) by various parameters that can be retrieved from DeviceLock logs. All these parameters, referred to as “document properties”, are listed and described in Setting up, viewing or changing a Document Properties group below. Using a Document Properties group, one could find, for example, shadow copies of documents with particular values of properties such as Title, Subject, Categories, Last saved by, etc. A group can be configured to specify the property values of the documents to find. Then the server can search for documents whose properties match that group.

When creating, duplicating, viewing, or editing a Document Properties group (see Dialog box for managing search groups), the console employs a dialog box with the following group setting control fields:

•File name - Set, view, or change the desired file names. If this parameter is set, the group searches for files with any of the specified names.

To specify multiple names, separate them by a semicolon (;). In file names, an asterisk (*) can be used to represent zero or more characters and a question mark (?) can be used to represent any single character.

•File size - Set, view or change the desired file size in bytes, kilobytes (KB), megabytes (MB), gigabytes (GB), or terabytes (TB). If this parameter is set, the group searches for files that match the selected size option.

Important: After upgrading DeviceLock, rebuilding the search index may be required to search by file size in the data indexed by the old DeviceLock version. To rebuild the index, follow the instruction given in Rebuilding the index on demand and, when prompted, click Yes in the confirmation message box to replace the existing index with the new one.

•Password protected - Select this check box to search for shadow copies of protected documents. When this check box is selected, the search returns only documents with the status of “Yes” in the Protected field of the respective log record. When this check box is cleared, the search disregards the value in that field.

•Additional Parameters - Search using document properties, such as built-in and custom properties of Microsoft Office documents and other document types; classification labels applied by third-party products like Boldon James Classifier; senders and recipients of instant messages and emails; and device types or protocols of the data objects to find.

The following additional parameters are available:

•Title, Subject, Tags, Company, Manager, Comments, Authors, Categories, Last saved by - Set, view or change values matching some frequently used properties of documents to search for in the logs. Supported are properties of MS Office documents (.docx, .xlsx, .pptx, .vsdx), .pdf, and compound documents. The title of the field corresponds to the property name specified in document management applications such as MS Office Word or Adobe Acrobat.

These fields allow the use of wildcard: an asterisk (*) can be used to represent zero or more characters and a question mark (?) can be used to represent any single character. Multiple values can be entered in a field by separating them with a semicolon (;). Example of entering two values with wildcards: *Report*; *Account*.

Values entered in different fields are combined by AND logic. If multiple values are entered in the same field, they are combined by OR logic.

Tip: To search for files with arbitrary non-empty value of any of these document properties, use the ?* mask. An asterisk without a question mark matches any value of the property, as well as no property (empty value).

•Custom & classification fields - View or enter values matching various built-in or custom properties of documents to search for. Supported are properties of MS Office documents (.docx, .xlsx, .pptx), .pdf and compound documents.

To enter a single value for some property, use the following syntax: <property name>=<property value>. Thus, Division=Sales represents the value of Sales for the Division property. To enter multiple values for the same property, separate them with a comma. In this case, values are combined by OR logic. Thus, Division=Sales,Finance represents the value of Sales OR Finance for the Division property.

To enter values for multiple properties, separate property entries by a semicolon, such as <name1>=<value11>,<value12>; <name2>=<value21>. Values of different properties are combined by AND logic while different values of the same property are combined by OR logic. Thus, Division=Sales,Finance; Office=Head Office represents the value of Sales OR Finance for the Division property AND the value of Head Office for the Office property.

By using the Custom & classification fields box, the group can also be configured to recognize classification labels of third-party products like Boldon James Classifier that save their label values in document properties. If the label is the exact value of some property, then, to recognize it, one can use the syntax described above: <property name>=<property value>. The value of whichever property of the document serves for the designation of the label is determined by the settings of the third-party product.

To set up the group to recognize Boldon James Classifier’s SISL labels, a syntax is used that indicates the ID of the uid element of the desired label: uid=<ID value>. The ID value can be found from the XML data of the SISL label stamped on a document classified. For further details, see Recognizing Boldon James Classifier Labels.

In the Custom & classification fields box, a semicolon (;) can be used as a separator to enter more than one entry designating document properties and/or classification labels. All semicolon-separated entries are combined by AND logic.

Note: To assist with configuring the group, the Custom & classification fields box stores previous entries and provides them for selection from the drop-down list attached to this box.

•Sender(s) - Set, view, or change the desired sender identifiers for the following protocols: IBM Notes, ICQ Messenger, IRC, Jabber, Mail.ru Agent, MAPI, Skype, SMTP, Telegram, Viber, Web Mail, WhatsApp, Zoom. If this parameter is set, the group searches for records associated with any of the specified sender/s.

To specify multiple senders, separate sender identifiers by a semicolon (;). In sender identifiers, an asterisk (*) can be used to represent zero or more characters and a question mark (?) can be used to represent any single character.

•Recipient(s) - Set, view or change the desired recipient identifiers for the protocols IBM Notes, ICQ Messenger, IRC, Jabber, Mail.ru Agent, MAPI, Skype, SMTP, Telegram, Viber, Web Mail, WhatsApp, Zoom, as well as for the following social networks: Facebook, Google+, LiveJournal, LinkedIn, LiveInternet, Myspace, Odnoklassniki, Twitter, VKontakte. If this parameter is set, the group searches for records associated with any of the specified recipient/s.

To specify multiple recipients, separate recipient identifiers by a semicolon (;). In recipient identifiers, an asterisk (*) can be used to represent zero or more characters and a question mark (?) can be used to represent any single character.

•Source(s) - View or select the desired device types or protocols from the drop-down list. If this parameter is set, the group searches for records associated with any of the selected device type/s or protocol/s.

When using additional parameters, consider the following:

•Different parameters are combined by AND logic, that is, the group recognizes a document if it matches each of the parameters configured. Thus, for a document to be recognized by a group that has the Title and Subject parameter values specified, both the Title and Subject properties of the document must have the respective values. If it is required to combine parameters by OR logic, one could configure a Complex group by adding to it a separate Document Properties group for each parameter.

•It is possible to specify multiple values for the same parameter by separating them with a semicolon. In this case, the values are combined by OR logic, so that the group recognizes a document if it matches any of the values specified. Thus, if Report; Account is specified in the Title parameter, then the group recognizes documents that have the Title property value of Report or Account.