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Metalogix Sensitive Content Manager 1.90.1 - Administration Guide

Metalogix Sensitive Content Manager

Metalogix Sensitive Content Manager (SCM) provides a reliable, accurate and flexible solution for detecting sensitive information such as Personally Identifiable Information (PII), Protected Health Information (PHI), Payment Card Industry (PCI) and General Data Protection Regulation (GDPR) within enterprise content management systems. With on-demand scanning, administrators can flag specific libraries, sites, or site collections for content discovery, or enable real-time content shield by analyzing files as they are created, modified, moved, or destroyed.

This guide contains instructions for the administration of Metalogix Sensitive Content Manager.

Integration with Metalogix ControlPoint and Microsoft SharePoint

Metalogix Sensitive Content Manager Server is a service that can leverage the existing security, compliance and administration capabilities of Metalogix ControlPoint to enforce policies using the full range of Microsoft SharePoint's permissions management, auditing and user activity reporting. The combination of Metalogix Sensitive Content Manager and Metalogix ControlPoint offers a powerful Data Loss Prevention (DLP) solution that enables clients to identify, track, and secure documents using advanced neural network powered machine learning, which ensures a more robust level of information governance inside increasingly complex enterprise environments.

Metalogix Sensitive Content Manager Components

Metalogix Sensitive Content Manager comprises of several components that can be deployed on a single server or distributed across several servers. These components work together to provide an integrated service to analyze documents using regular expressions and machine learning technology.

Content Analysis Admin Portal

The Content Analysis (CA) Admin Portal is the primary user interface for administration of the Metalogix Sensitive Content Manager services. The portal provides the administrator with services like license management, monitoring the system health, server management, and other administrative tasks like profile settings, search specifications, thresholds and more, to manage the operations of the Metalogix Sensitive Content Manager.

Content Analysis File Submit Service

When integrated with Metalogix ControlPoint, the Content Analysis (CA) File Submit Service receives REST API request with a physical file as payload or a batch of files that need analysis. It stores these files in a temporary folder in the SCM Server and creates a job queue for the Content Analysis Job Service.

Content Analysis Result Service

When integrated with Metalogix ControlPoint, a REST API call requests the Content Analysis (CA) Result Service to return the metrics and results of the files that were analyzed by the CA Job Service.

Content Analysis Jobs Service

The Content Analysis (CA) Jobs service is a windows service that provides the heavy-lifting to analyze the files using regular expressions and machine learning technology. It is also called the Metalogix SCM Jobs Engine. Each instance of the CA Job service monitors the job queue in the SCM database. If a job is pending, the relevant files from the temporary storage on the SCM Server, are analyzed. It stores the result of the analysis in the SCM Database and deletes the files from the temporary storage. Sensitive files are permanently deleted from the temporary storage when the analysis is completed.

SCM Database

The SCM Database is the central repository for the configuration, analysis results and operational metrics of the Metalogix Sensitive Content Manager.

About the CA Admin Portal

The Content Analysis (CA) Admin Portal is the primary user interface for administration of the Metalogix Sensitive Content Manager services. The portal provides the administrator with services like license management, monitoring the system health, server management, and other administrative tasks like profile settings, search specifications, thresholds and more, to manage the operations of the Metalogix Sensitive Content Manager.

The  information and navigation features of the CA Admin Portal are described below:

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Reset button

Click the reset button at anytime to return to the License page of the CA Admin Portal.

Menu icons button

Click the menu icons button to display only the main menu icons.

Main menu

List of the most frequently used administration features and the link to the Advanced administration features.

Sub-Menu

List of advanced administration features

Close Sub-Menu button

Click the Close Sub-Menu button to close the sub-menu.

Admin page

Information about the administration feature selected from the main menu or sub-menu.

Current user name

username of the currently logged-in user.

Legal Information Link

Link to the legal information about the Metalogix Sensitive Content Manager application.

Version version-number

The current version installed.

Steps to view the CA Admin Portal

1.Log in to the SCM Server.

2.Open a browser such as Chrome.

3.Enter the CA Admin URL you had previously specified during the install configuration. For example enter https://scmsvr.mydomain.com:44300

4.In the Sign in dialog that appears, enter the credentials of the SCM Administrator.
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5.Click Sign In.

6.The Sign in dialog reappears. Enter the credentials of the SCM Administrator again.

7.Click Sign In. The License Information page appears.

info

NOTE: Integrated Windows Authentication is enabled by default for Internet Explorer but not Google Chrome or Mozilla Firefox. To prevent logging in twice, see Appendix to setup Integrated Windows Authentication in Mozilla Firefox or Chrome

8.You can navigate to any administration feature accessible with your license.

License Management

The License Information page of the CA Admin Portal enables you to register your product and view your license details. You can download a trial version of Metalogix Sensitive Content Manager Server and you will get a free 30-day trial license. If you would like to purchase or renew a license, contact Quest to get your license key and follow the instructions presented here.

In this topic

·Steps to view the license information

·About the trial License

·Steps to activate your license online from the CA Admin Portal

·Steps to activate your license offline from the CA Admin Portal


Steps to view the license information

1.From the main menu, click License. The License Information page appears.

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2.If the license has expired, the License Information page will indicate the details of the expired license.

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3.Contact your Quest sales representative to renew your license.


About the trial License

·When you register and download a trial version of the Metalogix Sensitive Content Manager, the the trial license key is specified in the email that is sent to you.

·When you activate the trial license, it appears on the License Information page.

·It is valid for 30 days (date of license issue + 29 more days).

·The Type field indicates Trial.

·You can try all the features that are available.

·The CA Jobs Service will stop after 30 days.


Steps to activate your license from the CA Admin Portal

1.Log in in to the Admin Portal and click License from the navigation bar. The License Information page appears.

2.Enter you license key in the License Key field.

3.Click Activate Online. If the License Key is valid, a confirmation message appears.

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4.Refresh the page to access the licensed features.


Steps to activate your license offline from the CA Admin Portal

This option lets you use an alternate internet connection to access the required activation data from the Quest offline activation web site.

1.Log in in to the CA Admin Portal and click License from the navigation bar. The License Information page appears.

2.In the License Key field, enter your license key.

3.Choose Activate Offline. The License Information page expands to display additional steps that are required.

4.Step 1: Collect the activation data for submission to Quest

a.Click Get Activation Data.

b.When the data is available, the two buttons in the next step are enabled.

5.Step 2: Copy/Save activation data

a.Select from the two options described below:

Option 1: Click Copy Activation Data to Clipboard. The activation data is saved to memory. Use this option if you plan to follow through with the subsequent steps immediately.

Option 2: Click Save Activation Data to File. The Windows File dialog appears. Use this option if you plan to activate the license at a later date.

b.Specify a file name for the activation data file.

c.Click Save to save the file to a location of your choice.

6.Step 3: Submit activation data

a.Click the URL provided (https://support.quest.com/offline-activation). The Metalogix License Activation web page appears.

b.Follow the instructions to get the Activation Key file (with the file extension DAT) that is offered for download. Save this file to a location of your choice.

7.Step 4: Paste Activation Response

a.Click Browse. The Windows file dialog appears.

b.Locate the activation key file and click Open. The file appears in the Activation Key File field.

8.Click Activate Offline to complete the activation process.

9.Log out and log in again to access all licensed features.

System Health

The System Health page presents information about the servers and services that comprise a Metalogix SCM deployment in your organization.

In this topic

Steps to view the System Health page

About the System Health page


Steps to view the System Health page

1.From the main menu, click System Health. The System Health page appears.

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About the System Health page

The System Health page offers a snapshot of the overall health of the system. By default, the auto-refresh feature of this page is disabled.

·To enable the auto-refresh flip the Auto-Refresh switch. The blue color indicates that the auto-refresh is On.

·To disable the auto-refresh flip the Auto-Refresh switch. The gray color indicates that the auto-refresh is Off.

The page has three sections as described below:

OVERVIEW

This section displays the administrative metrics about the system health.

HEALTH GAUGE - Visual representation about the overall health of the system. The three possible colors and their meaning are as follows: Red - Error, Orange - Warning, and Green - Good.

STATUS - The overall state of the health of the system. The three possible values are as follows: Error, Warning, and Good.

GLOBAL QUEUE LENGTH - The number of files in the analysis queue that are pending analysis.

STATUS MESSAGE - The description of the state along with any pertinent information that summarizes the state of the system.

SERVERS

The Servers list displays the servers registered to a particular deployment of SCM. The columns in the table are as follows

Column

Description

Status

Describes the current state of the service. Values are as follows:

·Active - the server is accepting jobs and analyzing files.

·Acquiesced - the server is active but is not accepting any jobs.

·Dead - the server is not responding.

Server

Name of the server in an SCM deployment

Service

Name of the SCM component that is running on the server.

Heartbeat Time

Most recent date and time when the status was checked.

Version

SCM component version installed on the server.

 

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