AvePoint DocAve 6 Vault SharePoint Management Software User Guide

DocAve® 6 Vault
User Guide
Service Pack 6, Cumulative Update 1
Issued December 2015
DocAve 6: Vault
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Table of Contents
What’s New in this Guide ............................................................................................................................. 4
About DocAve Vault ...................................................................................................................................... 5
Complementary Products ......................................................................................................................... 5
Submitting Documentation Feedback to AvePoint ...................................................................................... 6
Before You Begin........................................................................................................................................... 7
AvePoint’s Testing Policy and Environment Support................................................................................ 7
Supported Hardware............................................................................................................................. 7
Supported Backup and Recovery .......................................................................................................... 7
Notable Environment Exceptions ......................................................................................................... 8
Configuration ............................................................................................................................................ 8
Agents ....................................................................................................................................................... 8
Licensing and Permissions ........................................................................................................................ 8
Local System Permissions ..................................................................................................................... 9
Getting Started............................................................................................................................................ 10
Launching Vault....................................................................................................................................... 10
Navigating DocAve .................................................................................................................................. 11
User Interface Overview ......................................................................................................................... 12
Setting Up a Vault Profile ............................................................................................................................ 13
Configuring the Processing Pool ............................................................................................................. 13
Configuring the Export Location ............................................................................................................. 14
Configuring Vault Filters ......................................................................................................................... 14
Configuring Vault Profiles ....................................................................................................................... 15
Applying and Running Vault Profiles........................................................................................................... 18
Checking a Job Status .................................................................................................................................. 19
Exported Content Folders ....................................................................................................................... 19
Exported Content Folders Integrated with Autonomy ....................................................................... 19
Exported Content Folders Integrated with Concordance ................................................................... 21
Managing Vault Profiles .............................................................................................................................. 22
Viewing, Editing, and Deleting Profiles in Profile Manager .................................................................... 22
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DocAve 6: Vault
Inheriting and Stop Inheriting ................................................................................................................. 22
Helpful Notes for Using Inheriting ...................................................................................................... 22
Helpful Notes for Using Stop Inheriting .............................................................................................. 23
Retracting a Vault Profile ........................................................................................................................ 23
Removing Vault Profiles .......................................................................................................................... 23
Appendix A: Accessing Hot Key Mode ........................................................................................................ 24
Vault Home Page................................................................................................................................. 24
Profile Manager .................................................................................................................................. 25
Appendix B: Vault Customization Table...................................................................................................... 26
Appendix C: Examples of Vault Filters ........................................................................................................ 31
DocAve 6: Vault
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What’s New in this Guide
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Minor edits and cover page update for current release.
DocAve 6: Vault
About DocAve Vault
DocAve Vault allows you to export SharePoint content and accompanying metadata information, at any
desired object level (from Web application down to list) to an external storage system. The tools
available in DocAve Vault provide the following benefits:
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Secure and encrypted archiving
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Archived content with granularity and fidelity maintained
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Continual data collection
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Scheduled archiving
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Externalized archiving
Integrated with Autonomy and Concordance software, the data exported by Vault can also be managed
in the Autonomy and Concordance platforms.
*Note: DocAve Vault only supports SharePoint 2010 and SharePoint 2013 on-premises.
Complementary Products
Many products and product suites on the DocAve 6 platform work in conjunction with one another. The
following products are recommended for use with Vault:
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DocAve Connector for collaborating upon network file shares and cloud storage
resources directly through SharePoint without migration. Connected content appears as
normal SharePoint content, and can be leveraged exactly as if it were residing within a
SharePoint document library.
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DocAve Content Manager for SharePoint for restructuring or moving SharePoint
content.
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DocAve Report Center for SharePoint to examine pain points in the SharePoint
infrastructure and report on SharePoint user behavior and changes.
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DocAve Data Protection for setting backup and recovery points prior to adjusting
SharePoint governance policies in this product.
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DocAve Replicator to perform live or event-driven, as well as scheduled or offline
replication. Synchronization and management of all content, configurations, and
securities is performed with full fidelity.
DocAve 6: Vault
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Submitting Documentation Feedback to AvePoint
AvePoint encourages customers to provide feedback regarding our product documentation. You can
Submit Your Feedback on our website.
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DocAve 6: Vault
Before You Begin
Refer to the sections for system and farm requirements that must be in place prior to installing and
using DocAve Vault.
AvePoint’s Testing Policy and Environment Support
Supported Hardware
AvePoint is committed to maintaining a hardware agnostic platform to ensure that DocAve operates on
common Windows file sharing and virtualization platforms. To ensure that DocAve is hardware agnostic,
AvePoint tests hardware that is intended to support SharePoint and DocAve infrastructure, storage
targets, and hardware-based backup and recovery solutions, as supported by AvePoint’s partnerships.
AvePoint directly integrates with the following platforms: any Net Share, IBM Storwize Family, FTP,
Amazon S3, AT&T Synaptic, Dropbox, Box, Caringo Storage, Del DX Storage, EMC Centra, HDS Hitachi
Content Platform, Rackspace Cloud Files, TSM, Network File System, and Windows Azure Storage.
All other hardware platforms that support UNC addressable storage devices are supported.
*Note: Most of the hardware partnerships referenced in this guide are intended to make use of
advanced functionality (such as snapshot mirroring, BLOB snapshots, indexing, long-term storage,
WORM storage, etc.), and are not indications that any changes to the product are required for basic
support. In most cases, hardware can be supported with no change to the product.
Supported Backup and Recovery
DocAve supports BLOB backup storage according to the list of hardware platforms above. BLOB
snapshot functionally, however, is currently only supported on OEM versions and NetApp hardware.
DocAve supports SQL content and Application database backups via the SharePoint Volume Shadow
Copy Service (VSS) on all Windows and SQL server platforms listed above. DocAve also supports
snapshot-based SharePoint VSS on all hardware listed above where the hardware partner has certified
support with Microsoft.
DocAve supports application and configuration server backups for all the supported software
environments listed above. DocAve 6 SP5 supports VM backup via Hyper-V/VMWare for the following
operating systems: Windows Server 2008 R2, Windows Server 2012, Windows Server 2012 R2, and
Microsoft Hyper–V Server 2012 R2.
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Notable Environment Exceptions
The following are notable exceptions to the supported DocAve environments. The following represent
environment level support information, not feature level support. Feature level support, specific to each
feature, is described throughout this guide where applicable.
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DocAve Vault only supports SharePoint 2010 and SharePoint 2013 on-premises.
Configuration
In order to use DocAve Vault, the DocAve 6 platform must be installed and configured properly on your
farm. Vault will not function without DocAve 6 present on the farm.
Agents
DocAve Agents are responsible for running DocAve jobs and interacting with the SharePoint object
model. DocAve Agents enable DocAve Manager to communicate with the respective servers, allowing
for Vault commands to function properly.
*Note: The use of system resources on a server increases when the installed agent is performing
actions. This may affect server performance. However, if the agent installed on a server is not being
used, the use of system resources is very low and, therefore, the effect on server performance is
negligible. For instructions on installing the DocAve Platform, DocAve Manager, and DocAve Agents, see
the DocAve 6 Installation Guide.
Licensing and Permissions
To install and use Vault properly, ensure that the Agent Account has the following permissions.
Local System Permissions: These permissions are automatically configured by DocAve during
installation. Refer to Local System Permissions for a list of the permissions automatically configured
upon installation. If there are no strict limitations within your organization on the permissions that can
be applied, you can simply add the DocAve Agent Account to the local Administrators group to apply all
of the required permissions.
SharePoint Permissions: These permissions must be manually configured prior to using DocAve 6 Vault;
they are not automatically configured.
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User is a member of the Farm Administrators group. Since Administrator works across
farms and on all SharePoint settings and configurations, this account is needed in order
to provide the best and most complete quality of service.
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Full Control to all zones of all Web applications via User Policy for Web Applications
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User Profile Service Application permissions for SharePoint 2010:
DocAve 6: Vault
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Use Personal Features
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Create Personal Site
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Use Social Features
User Profile Service Application permissions for SharePoint 2013:
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Create Personal Site (required for personal storage, newsfeed, and followed
content)
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Follow People and Edit Profile
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Use Tags and Notes
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Managed Metadata Service – Term Store Administrator
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Business Data Connectivity Service – Full Control
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Search Service – Full Control
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User Profile Service – Administrator and Full Control
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Managed Metadata Service – Administrator and Full Control
SQL Permissions: These permissions must be manually configured prior to using DocAve 6 Vault; they
are not automatically configured.
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Database Role of db_owner for all of the databases related with SharePoint, including
Content Databases, SharePoint Configuration Database, and Central Admin Database.
Local System Permissions
Some local system permissions are automatically configured during DocAve 6 installation. The user will
be set up as a member of the following local groups:
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IIS WPG (for IIS 6.0) or IIS IUSRS (for IIS 7.0)
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Performance monitor users
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DocAve users (the group is created by DocAve automatically; it has the following
permissions):
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Full Control to the Registry of
HKEY_LOCAL_MACHINE\SOFTWARE\AvePoint\DocAve6
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Full Control to the Registry of
HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\EventLog6
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Full Control to the Communication Certificate
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Permission of Log on as a batch job (it can be found within Control Panel >
Administrative Tools > Local Security Policy > Security Settings > Local
Policies > User Rights Assignment)
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Full Control Permission for DocAve Agent installation directory
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Getting Started
Refer to the sections below for important information on getting started with Vault.
Launching Vault
To launch Vault and access its functionality, log onto DocAve. If you are already in the software, click the
DocAve tab.
1. From the DocAve tab, click Compliance to view the compliance modules.
2. Click Vault to launch this module.
Figure 1: DocAve Vault launch window.
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DocAve 6: Vault
Navigating DocAve
DocAve mimics the look and feel of many Windows products, making for an intuitive and familiar
working environment. While there are many windows, pop-up displays, and messages within DocAve
products, they share similar features and are navigated in the same ways.
Below is a sample window in DocAve. It features a familiar, dynamic ribbon, and a searchable, content
list view.
Figure 2: Navigating DocAve.
1. Ribbon Tabs— Allows users to navigate to the DocAve Welcome page and within the active
module.
2. Ribbon Panes – Allows users to access the functionality of the active DocAve module.
3. Manage columns ( ) – Allows users to manage which columns are displayed in the list. Click the
manage columns ( ) button, and then select the checkbox next to the column name in the
drop-down list.
4. Hide the column ( ) – Allows users to hide the selected column.
5. Search – Allows users to search the List View pane for a keyword or phrase. You can select
Search all pages or Search current page to define the search scope.
*Note: The search function is not case sensitive.
6. Management Pane – Displays the actionable content of the DocAve module.
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User Interface Overview
The Vault interface launches with the Home tab active. This tab displays your farm environment and
allows for quick access to a list of Vault features.
Figure 3: Vault User Interface.
1. The ribbon shows the available actions and wizards for the selected nodes. This content is
dynamic; it will often change depending on what is selected on the SharePoint tree.
2. The SharePoint tree (Scope panel) displays all content within your farms (SharePoint 2010 farms
and SharePoint 2013 farms). Use this panel to select the content that you want to perform
actions on. Selecting content often reveals new tabs and functionality on the ribbon.
3. The landing page displays the brief instructions of Vault and the settings, guiding you to quickly
start a Vault job.
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DocAve 6: Vault
Setting Up a Vault Profile
A Vault Profile, which contains the Processing Pool and Export Location settings, must be configured
prior to setting up a Vault job. If you want to use Vault filters in a Vault profile, configure the filters prior
to setting up a Vault job. Refer to the instructions below to configure a Vault Profile.
*Note: By default, all of the contents under a Web application or a site collection are exported once a
Vault profile is applied and run.
Configuring the Processing Pool
The Processing Pool feature allows you to control the maximum number of Vault jobs that can be run by
an agent at the same time. Normally, a Vault job is fairly resource-intensive, so running multiple vault
jobs simultaneously may affect the performance of the server. To avoid such a situation, configure the
Processing Pool feature.
Vault jobs that are added into the Processing Pool become threads. The number of jobs that you allow in
the Processing Pool is the maximum number of Vault jobs that can be run simultaneously by an agent.
The remaining Vault jobs are placed in a queue.
Each SharePoint farm has one default processing pool named Default_Farm(Farm Name). The number
of threads set in this pool is 5.
To create a new processing pool, complete the following steps:
1. Click Profile Manager from the Profile Management group. The Profile Manager tab appears.
2. Click Processing Pool from the Settings group. The Processing Pool tab appears.
3. Click Create from the Manage group on the Processing Pool tab. The Create a New Processing
Pool page appears. Configure the following settings to create a new processing pool:
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Processing Pool Name ─ Enter a Name and an optional Description for the processing
pool.
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Farm ─ Select a Farm from the drop-down list where the processing pool will be used.
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Agent Group ─ Select an Agent Group from the drop-down list. The agents in the
specified agent group are used by this Processing Pool to perform the Vault jobs. For
more information about creating agent groups, refer to the DocAve 6 Control Panel
Reference Guide.
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Maximum Number of Jobs ─ Specify the maximum number of the concurrent jobs for
this processing pool. For example, if you enter 8 in this field, as many as eight Vault jobs
can be run simultaneously by an agent.
After completing the configurations, the created processing pool will be listed on the Processing Pool
page.
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To edit an existing processing pool, select one pool from the Processing Pool tab and click Edit in the
Manage group on the Processing Pool tab.
To delete the existing processing pools, select one or more pools from the Processing Pool tab and click
Delete in the Manage group on the Processing Pool tab.
Configuring the Export Location
The export location allows you to configure locations using the Universal Naming Convention (UNC) path
where you want to store the exported items and documents by Vault.
For more information on creating export locations, refer to the DocAve 6 Control Panel Reference
Guide.
Configuring Vault Filters
Vault filters allow you to select specific objects or data within the SharePoint level: Site Collection, Item,
and Document.
To create a new filter, complete the following steps:
1. Click Profile Manager from the Profile Management group. The Profile Manager tab appears.
2. Click Vault Filter Manager from the Settings group. The Vault Filter Manager tab appears.
3. Click Create from the Manage group on the Vault Filter Manager tab. The Create a New Vault
Filter page appears. Configure the following settings to create a new filter:
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Vault Filter Name ─ Enter a Name and an optional Description for the filter.
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Farm Selection ─ Select a Farm from the drop-down list to specify the filter scope of the
filter.
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Criteria ─ Select specific objects or data within the SharePoint level: Site Collection,
Item, and Document. Each level has a unique set of rules that can be applied to enhance
configurations. Refer to Appendix C: Examples of Vault Filters for examples of the filters
that users can configure.
o
o
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Click Add a Filter Level Group to add a new rule of the specified level and then
click Add a Criterion to add criteria for the new rule by completing the fields
below, and select the delete button ( ) to remove the rule that is no longer
needed.

Rule – Select the new rule you want to create from the drop-down list.

Condition – Select the condition for the rule.

Value – Enter a value you want the rule to use in the text box.
To add more filters to the rule, repeat the previous step.
DocAve 6: Vault
*Note: Depending on the filters you enter, you can change the logical
relationships between the filter rules. There are currently two logical
relationships: And and Or. By default, the logic is set to And. To change the
logical relationship, click on the logical relationship link. The And logical
relationship means that the content which meets all the rules will be filtered
and included in the result. The Or logic means that the content which meets any
one of the rules will be filtered and included in the result.
o
Basic Filter Condition – View the logical relationship of the filter rules in this
area.
For example, if the logical relationship is ((1 And 2) Or 3) in the Basic Filter
Condition area, the contents that meet both the filter rule 1 and filter rule 2, or
meet the filter rule 3, will be filtered out.
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Export Location ─ Select an Export Location from the drop-down list where you want to
store the exported data. You can also choose to create a new one by clicking on the
New Export Location. For more information on creating a new Export Location, refer to
DocAve 6 Control Panel Reference Guide.
After completing the configurations, the created filter will be listed on the Vault Filter Manager tab.
To edit an existing filter, select one from the Vault Filter Manager tab and click Edit in the Manage
group.
*Note: If the Vault filter you select to edit is used by a profile, the Farm Selection and Export Location
fields are grayed out and cannot be edited.
To view details of an existing filter, select one from the Vault Filter Manager tab and click View Details
in the Manage group.
To delete the existing filters, select one or more filters from the Vault Filter Manager tab and click
Delete in the Manage group.
*Note: The Vault filter you select to delete cannot be deleted if it is used by a profile.
Configuring Vault Profiles
To configure the job-related settings in the Vault Profile, complete the following steps:
1. Click Profile Manager in the Profile Management group on the ribbon of the Vault Home page.
The Profile Manager tab appears.
2. Click Create in the Manage group on the Profile Manager tab. The Create a New Profile page
appears. Configure the following settings to configure a Vault Profile :
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Profile Name ─ Enter a Name and an optional Description. These can be used to locate
the profile in the Profile Manager.
DocAve 6: Vault
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Export Type ─ Select an export type from the drop-down list. Autonomy Integration
means the content can be managed in the Autonomy platform. Concordance Load File
means the content exported by Vault can be imported to the Concordance platform for
management. For more information about the generated folders, refer to Exported
Content Folders.
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Farm Selection ─ Select a Farm where you want to use this profile from the drop-down
list.
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Processing Pool ─ Select a Processing Pool from the drop-down list. You can also choose
to create a new one by clicking on the New Processing Pool. For more information on
creating a new Processing Pool, refer to Configuring the Processing Pool.
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Vault Filter Selection ─ Choose whether or not to use rules in this profile:
o
No filter ─ Select this option to use no Vault filter in this profile.
o
Configure the filter myself ─ Select this option to configure customized filters.
The Vault Filter Settings field appears after selecting the Configure the filter
myself radio button.
Select one or more previously-created filters, and then click Add. The selected
filters are added to this profile. And the following information of the filters is
listed in this field: Vault Filter Name, Level, and Export Location. To remove
filters from this profile, select the delete button (
want to remove.
) next to the filter that you
You can also click New Vault Filter from the drop-down menu to create a new
one. For information on creating a Vault filter, see the Configuring Vault Filters
section of this guide.
*Note: You can only load and select the filter whose selected farm is the same
as the farm selected in the profile. The export locations of the filters selected for
a profile must be different.
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Export Location ─ Select an Export Location from the drop-down list where you want to
store the exported data. You can also choose to create a new one by clicking on the
New Export Location. For more information on creating a new Export Location, refer to
DocAve 6 Control Panel Reference Guide.
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Notification ─ To notify the specified users of the status about this Vault job, select a
previously-created notification profile from the drop-down list, or click New Notification
Profile to create a new one. For more information on creating a new notification profile,
refer to DocAve 6 Control Panel Reference Guide. You can also click View next to the
textbox to view the detailed information of the selected notification profile.
•
Schedule ─ Select the schedule type for this profile to use.
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No schedule ─ Select this option to run the Vault job immediately.
DocAve 6: Vault
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Configure the schedule myself ─ Select this option to configure a customized
schedule, and run the vault job by schedule. The Schedule Settings field appears
after clicking Configure the schedule myself.

Start Time ─ Specify the time when the schedule starts.

Interval ─ Specify the frequency to run this schedule. Enter an integer
into the text box and select Hours, Days, or Months from the drop-down
list.

End Time ─ Specify an end time for this schedule by selecting the
corresponding radio button. No end date will repeat the schedule
indefinitely; End after _ occurrence(s): the schedule will end at the
specified occurrence; End by: the schedule will end at the specified time
point.
After configuring the schedule for the Vault job, click Calendar View to view the
scheduled search by day, week, or month.
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Applying and Running Vault Profiles
In order to run a Vault job, you must apply an existing Vault profile to a SharePoint object level. This will
export the object level’s content according to the profile settings. To apply and run a Vault profile,
complete the following steps:
1. Click the farm node in the Scope panel to expand the tree; all of the SharePoint components
that can be exported will be displayed.
2. Select a node in the expanded tree where you want to perform export action. If a profile is
already applied to the selected node, the profile applied Status and the Vault Settings in this
profile will be displayed in the workspace field. To Remove or Retract the applied profile, see
Managing Vault Profiles.
3. Select an existing profile to apply to the specified node from the drop-down list in the
workspace field, or create a new profile for the selected node. For more information on creating
a new profile, see Configuring Vault Profiles.
4. Click Apply from the Manage group in the Home tab to apply the selected profile. The selected
profile is applied to the selected node and all nodes below it by default. For more information
on inheritance, see Inheriting and Stop Inheriting.
5. Click Run Now to run the applied profile immediately. By default, Vault exports the changes and
modifications that were made to the selected SharePoint content since the last export job. If
you are running a Vault export job on the selected node for the first time, all of the selected
SharePoint content is exported.
6. You can also click Apply And Run Now to both apply and run the profile with one click.
*Note: Before running a Vault export job on a SharePoint node that has applied an SSL certificate,
ensure that the SSL certificate is issued by a trusted certificate authority. Also, ensure that the SSL
certificate’s name is the same as the host header used by the Web application of the selected
SharePoint node. If these requirements are not met, the metadata information will not be exported to
the mht folder upon completion of the Vault export job.
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DocAve 6: Vault
Checking a Job Status
Vault contains a Job Monitor button where users can view the status of the running jobs. This is useful
for monitoring jobs or troubleshooting for errors.
Refer to the DocAve 6 Job Monitor Reference Guide for more information.
Exported Content Folders
When a Vault job finishes, you can view and manage the exported content in the specified export
location. The content in each folder and the file type differs due to their export types. The following
section contains detailed information about the generated folders of these two export types.
Exported Content Folders Integrated with Autonomy
As Figure 4 shows below, a folder containing the exported files is generated at the specified export
location.
Figure 4: Vault folders generated from Autonomy after job completion.
There are three naming rules for the exported content in order to distinguish the type of content. A
corresponding idx file will also be generated to store the metadata information for each file, item, and
attachment and can be opened in the Autonomy system. Refer to the following section to use the files in
the exported folder:
•
•
File ─ One file will be exported as two types of files. The files will be named:
o
Content: DocId_UIVersion.ext
o
IDX: DocId_UIVersion.ext.idx
Item ─ One item will be exported as two types of files. The files will be named:
DocAve 6: Vault
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Content (as MHT): ItemId_UIVersion.mht
o
IDX: ItemId_UIVersion.mht.idx
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•
Attachment ─ One attachment will be exported as two types of files. The files will be
named:
o
Content: ItemId_AT###.ext
o
IDX: ItemId_ AT###.ext.idx
*Note: To map the title names of the metadata information displayed in the idx file, you can configure
the AgentCommonAutonomyMapping.config file prior to running a Vault job. To configure the
mappings, complete the following steps:
1. Navigate to …\AvePoint\DocAve6\Agent\bin and locate the
AgentCommonAutonomyMapping.config file.
2. Open the AgentCommonAutonomyMapping.config file with Notepad.
3. Locate the nameMapping node in the configuration file and refer to the information below to
configure the mapping:
Figure 5: AgentCommonAutonomyMapping.config file.
•
originalName ─ The original name of the corresponding metadata information that is
displayed in the idx file.
•
targetName ─ Enter the name you want to use in the idx file as the value of this
parameter. The corresponding original name will be mapped to the specified target
name when a Vault job is completed.
4. Save your changes made in the configuration file.
After configuring this configuration file, the next time you run a Vault export job, the configured
mapping will work. The title names will be the specified target names in the exported idx file when the
Vault job is completed.
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DocAve 6: Vault
Exported Content Folders Integrated with Concordance
As Figure 6 shows below, a folder containing the exported files is generated at the specified export
location.
Figure 6: Vault folder generated from Concordance after job completion.
•
Cpt, cpl ─ These files store the detailed information of the exported items that can be
viewed in the Concordance platform.
•
Docs ─ This folder stores the real content that is exported by Vault.
•
Dat ─ This file stores the metadata information of the exported items.
DocAve 6: Vault
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Managing Vault Profiles
Once a Vault profile is created, you can view, edit, delete, inherit, or break the inheritance of the profile.
Review the following sections to manage the Vault profiles.
Viewing, Editing, and Deleting Profiles in Profile Manager
Refer to information below to view, edit, or delete the Vault profiles in the Profile Manager page.
•
View Details ─ Select a profile you would like to view from the Profile Manager tab and
click View Details in the Manage group on the Profile Manager tab. In the View Details
page, you can also edit the current profile by clicking Edit in the Manage group on the
Profile Manager tab.
•
Edit ─ Select a profile you would like to edit from the Profile Manager tab and click Edit
in the Manage group on the Profile Manager tab. You can also edit a profile by clicking
Edit displayed in the Vault Settings field from workspace page when expanding a node
with a profile applied.
*Note: If the selected node inherits the profile from a higher node, you cannot edit the
profile at this node level. Go to the highest node where the profile is applied to edit it.
•
Delete ─ Select one or more profiles you would like to delete from the Profile Manager
tab and click Delete in the Manage group on the Profile Manager tab.
Inheriting and Stop Inheriting
After applying a Vault profile on the selected node, the sub-node automatically inherits the profile that
is applied to its parent node. Stop Inheriting logically separates the profile in the lower-level node from
the upper-level node.
To manually break the inheritance relationship between the child node and its parent node, select the
lower-level node that inherited the profile from the higher-level node. Click Stop Inheriting from the
Manage group to break the inheritance. After clicking Stop Inheriting, this button changes to Inherit.
To manually apply a profile inheritance to a node, select the node that will inherit the profile from the
higher node level. Click Inherit from the Manage group to inherit from the parent node. After clicking
Inherit, this button changes to Stop Inheriting.
Helpful Notes for Using Inheriting
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•
By default, the Vault profile applied to a higher level is inherited by the lower levels.
•
You cannot apply a new profile on the node if it inherits the profile of the higher level.
•
An inherited Vault profile cannot be edited, retracted, or removed at the lower nodes.
DocAve 6: Vault
•
When you change the profile settings of a higher-level node, the changes made to this
profile also affect the inherited lower-level nodes.
Helpful Notes for Using Stop Inheriting
•
When breaking the profile’s inheritance at a specified level, the inheritance is only
broken at this level; the profile’s inheritance of the lower levels is not broken.
•
After the profile’s inheritance is broken, you can apply a new profile and edit the
corresponding profile settings at the lower level.
•
If you break the profile inheritance on a node and then edit the inherited profile, the
changes affect all of the SharePoint objects that use this profile.
Retracting a Vault Profile
Use the Retract feature to disable the profile settings on the node that already has an applied profile.
After retracting the profile, the Apply Status displayed in the Status field will be changed to Retracted.
You can re-apply this profile by clicking Apply if necessary.
To retract an already applied Vault profile, select the node in the Scope panel that contains the profile
you would like to retract. Click Retract from the Manage group from the Home tab. The profile is
retracted from the selected node and sub-nodes on the tree.
Removing Vault Profiles
When a created profile is no longer useful for the nodes in the farm tree, you can remove this profile
from the node. There will be no profile information displayed in workspace page after removing the
profile from the specified node, and you can select a new profile to apply from the drop-down list on the
upper workspace page. Use the Remove feature to simplify profile management and lessen unnecessary
created profiles in the nodes.
To remove an already applied profile, select the node in the Scope panel that contains the profile you
would like to remove. Click Remove from the Manage group from the Home tab. The profile is removed
from the selected node and sub-nodes on the tree.
*Note: The removed profile still exists in the profile list for re-applying if necessary.
DocAve 6: Vault
23
Appendix A: Accessing Hot Key Mode
In order to work faster and improve productivity, DocAve supports hot key mode for you to perform
corresponding actions quickly by only using your keyboard. To access hot key mode from the Vault
interface, press the key combination of Ctrl + Alt + Z (simultaneously) on your keyboard.
The following table provides a list of hot keys at the top level. Each time you want to go back to the top
level after accessing the interface at a lower level, press Ctrl + Alt + Z on the keyboard.
Operation Interface
Vault Home Page
DocAve Home Page
DocAve Online Community
Control Panel
Job Monitor
Plan Group
Account Information
Help and About
H
1
2
3
4
5
9
0
Hot Key
Vault Home Page
To access the Home page by using hot keys in the Vault interface, press the Ctrl + Alt + Z key
combination to access the hot key mode, and then press H on the keyboard to jump to the Home page.
The following table provides a list of hot keys for the functionalities on the ribbon of the home page.
Inherit
Stop Inheriting
Apply
Run Now
Retract
Remove
Profile Manager
Job Monitor
24
A
Functionality Name and Hot Key
I
S
Apply
A
Apply and Run Now R
N
R
M
F
J
DocAve 6: Vault
Profile Manager
Create
N
View Details
V
Edit
E
Delete
D
Processing Pool
Export Location
Vault Filter Manager
Close
DocAve 6: Vault
P
L
M
C
Functionality Name and Hot Key
OK
O
Cancel
C
OK
Edit
E
Cancel
Close
C
OK
O
Cancel
C
Create
N
Edit
E
Delete
Close
D
C
OK
Cancel
OK
Cancel
O
C
O
C
O
C
25
Appendix B: Vault Customization Table
The following table provides available customizations for Vault. A √ represents the supported corresponding SharePoint level where the content can be exported by Vault.
26
DocAve 6: Vault
Web application
Export Level/What to Export
What to Select When Exporting
Site collection
DocAve 6: Vault
27
Site
28
DocAve 6: Vault
List
DocAve 6: Vault
29
Library
30
DocAve 6: Vault
Appendix C: Examples of Vault Filters
*Note: The Equals condition is not case sensitive.
DocAve 6: Vault
31
Hierarchy
Level
Site
Collection
32
Rule
URL
Condition
Value
Result
The site collection whose
URL contains test will be
filtered and included in the
results. For example,
http://webapp:20000/sites
/test and
http://webapp:20000/sites
/testA will be filtered and
included in the results.
The site collection whose
URL does not contain test
will be filtered and
included in the results. For
example,
http://spapp:20000/sites/
AP will be filtered and
included in the results.
The site collection who’s
URL is
http://webapp:20000/sites
/test will be filtered and
included in the results.
The site collection who’s
URL is not
http://webapp:20000/sites
/test will be filtered and
included in the results.
The site collection who’s
URL begins with http://tes
and ends with collectionA
will be filtered and
included in the results. For
example,
http://tesABC:11111/sitec
ollectionA will be filtered
and included in the results.
Contains
test
Does Not Contain
test
Equals
http://webapp:2
0000/sites/test
Does Not Equal
http://webapp:2
0000/sites/test
Matches
http://tes*collec
tionA
DocAve 6: Vault
http://test:2000
0/sites/sitecollec
ti?nA
Does Not Match
http://tes*collec
tionA
http://test:2000
0/sites/sitecollec
ti?nA
Title
DocAve 6: Vault
Contains
test
Does Not Contain
test
Equals
test
The site collection who’s
URL is the same as
http://test:20000/sites/sit
ecollecti?nA except
character ? will be filtered
and included in the results.
For example,
http://test:20000/sites/sit
ecollectionA and
http://test:20000/sites/sit
ecollectiBnA will both be
filtered and included in the
results.
All the site collections
except those who’s URLs
begin with http://tes and
end with collectionA will
be filtered and included in
the results. For example,
http://webapp:20000/sites
/test will be filtered and
included in the results.
All the site collections
except those who’s URLs
are the same as
http://test:20000/sites/sit
ecollecti?nA except
character ? will be filtered
and included in the results.
For example,
http://webapp:20000/sites
/test will be filtered and
included in the results.
The site collection whose
title contains test will be
filtered and included in the
results.
The site collection whose
title does not contain test
will be filtered and
included in the results.
The site collection whose
title is test will be filtered
and included in the results.
33
Does Not Equal
test
Matches
te*t
te?t
Does Not Match
te*t
te?t
Modified
Time
34
Before
2011-11-11
12:15:50
After
2011-11-11
12:15:50
On
2011-11-11
12:15:50
The site collection whose
title is not test will be
filtered and included in the
results.
The site collection whose
title begins with te and
ends with t will be filtered
and included in the results.
For example, teABct will
be filtered and included in
the results.
The site collection whose
title is the same as te?t
except character ? will be
filtered and included in the
results. For example, test
will be filtered and
included in the results.
All the site collections
except those whose titles
begin with te and end with
t will be filtered and
included in the results. For
example, DocAve will be
filtered and included in the
results.
All the site collections
except those whose titles
are the same as te?t
except character ? will be
filtered and included in the
results. For example,
DocAve will be filtered and
included in the results.
The site collection which is
modified before 12:15:50
11/11/2011 will be filtered
and included in the results.
The site collection which is
modified after 12:15:50
11/11/2011 will be filtered
and included in the results.
The site collection which is
modified on 12:15:50
11/11/2011 will be filtered
and included in the results.
DocAve 6: Vault
Created
Time
Primary
Administr
ator
Template
Name
DocAve 6: Vault
Before
2011-11-11
12:15:50
After
2011-11-11
12:15:50
On
2011-11-11
12:15:50
Contains
test\user
Equals
test\user
Contains
Team
Does Not Contain
Team
Equals
Blank Site
Does Not Equal
Blank Site
The site collection which is
created before 12:15:50
11/11/2011 will be filtered
and included in the results.
The site collection which is
created after 12:15:50
11/11/2011 will be filtered
and included in the results.
The site collection which is
created on 12:15:50
11/11/2011 will be filtered
and included in the results.
The site collection whose
creators contain test\user
will be filtered and
included in the results.
The site collection whose
creator is test\user will be
filtered and included in the
results.
The site collection whose
template name contains
Team will be filtered and
included in the results. For
example, Team Site will be
filtered and included in the
results.
The site collection whose
template name does not
contain Team will be
filtered and included in the
results. For example, Blank
Site will be filtered and
included in the results.
The site collection whose
template name is Blank
Site will be filtered and
included in the results.
The site collection whose
template name is not
Blank Site will be filtered
and included in the results.
35
Matches
B*Workspace
Bl?g
Does Not Match
B*Workspace
Bl?g
Custom
Property:
Text
36
Text
Contains
test
Does Not
Contain
test
The site collection whose
template name begins
with B and ends with
Workspace will be filtered
and included in the results.
For example, Basic
Meeting Workspace and
Blank Meeting Workspace
will both be filtered and
included in the results.
The site collection whose
template name is the
same as Bl?g except
character ? will be filtered
and included in the results.
For example, Blog will be
filtered and included in the
results.
All the site collections
except those whose
templates’ names begin
with B and ends with
Workspace will be filtered
and included in the results.
For example, Team Site be
filtered and included in the
results.
All the site collections
except those whose
templates’ names are the
same as Bl?g except
character ? will be filtered
and included in the results.
For example, Team Site
will be filtered and
included in the results.
The site collection whose
Text property contains test
will be filtered and
included in the results.
The site collection whose
Text property does not
contain test will be filtered
and included in the results.
DocAve 6: Vault
Equals
test
Does Not
Equal
test
Matches
te*t
te?t
Does Not
Match
te*t
te?t
Custom
Property:
Yes/No
Choice
Equals
Yes
No
DocAve 6: Vault
The site collection whose
Text property is test will be
filtered and included in the
results.
The site collection whose
Text property is not test
will be filtered and
included in the results.
The site collection whose
Text property begins with
te and ends with t will be
filtered and included in the
results. For example,
teABct will be filtered and
included in the results.
The site collection whose
Text property is the same
as te?t except character ?
will be filtered and
included in the results. For
example, test will be
filtered and included in the
results.
All the site collections
except those whose Text
property begins with te
and ends with t will be
filtered and included in the
results. For example,
DocAve will be filtered and
included in the results.
All the site collections
except those whose Text
property is the same as
te?t except character ? will
be filtered and included in
the results. For example,
DocAve will be filtered and
included in the results.
The site collection whose
Choice property is Yes will
be filtered and included in
the results.
The site collection whose
Choice property is No will
be filtered and included in
the results.
37
Custom
Property:
Date/Tim
e
Title
Date
Before
2011-11-11
12:15:50
After
2011-11-11
12:15:50
On
2011-11-11
12:15:50
Contains
test
Does Not Contain
test
Equals
test
Does Not Equal
test
Matches
te*t
Item
te?t
38
The site collection whose
Date property is before
12:15:50 11/11/2011 will
be filtered and included in
the results.
The site collection whose
Date property is after
12:15:50 11/11/2011 will
be filtered and included in
the results.
The site collection whose
Date property is on
12:15:50 11/11/2011 will
be filtered and included in
the results.
The item whose title
contains test will be
filtered and included in the
results.
The item whose title does
not contain test will be
filtered and included in the
results.
The item whose title is test
will be filtered and
included in the results.
The item whose title is not
test will be filtered and
included in the results.
The item whose title
begins with te and ends
with t will be filtered and
included in the results. For
example, teABct will be
filtered and included in the
results.
The item whose title is the
same as te?t except
character ? will be filtered
and included in the results.
For example, test will be
filtered and included in the
results.
DocAve 6: Vault
Does Not Match
Modified
Time
Created
Time
Created
By
Modified
By
Before
After
On
Before
After
On
Contains
Equals
Contains
Equals
Content
Type
Contains
Does Not Contain
Equals
Does Not Equal
DocAve 6: Vault
te*t
All the items except those
whose titles begin with te
and end with t will be
filtered and included in the
results. For example,
DocAve will be filtered and
included in the results.
te?t
All the items except those
whose titles are the same
as te?t except character ?
will be filtered and
included in the results. For
example, DocAve will be
filtered and included in the
results.
Refer to the same filter rule for Site Collection
level.
Refer to the same filter rule for Site Collection
level.
Refer to the same filter rule for Site Collection
level.
test\user
The items whose modifiers
contain test\user will be
filtered and included in the
results.
test\user
The item whose modifier is
test\user will be filtered
and included in the results.
Task
The item whose content
type contains Task will be
filtered and included in the
results.
Task
The item whose content
type does not contain Task
will be filtered and
included in the results.
Task
The item whose content
type is Task will be filtered
and included in the results.
Task
The item whose content
type is not Task will be
filtered and included in the
results.
39
Matches
Ev*t
Ta?k
Does Not Match
Ev*t
Ta?k
Column:
Text
40
Text
Contains
test
Does Not
Contain
test
Equals
test
Does Not
Equal
test
The item whose content
type begins with Ev and
ends with t will be filtered
and included in the results.
For example, Event will be
filtered and included in the
results.
The item whose content
type is the same as Ta?k
except character ? will be
filtered and included in the
results. For example, Task
will be filtered and
included in the results.
All the items except those
whose content types begin
with Ev and end with t will
be filtered and included in
the results. For example,
Task will be filtered and
included in the results.
All the items except those
whose content types are
the same as Ta?k except
character ? will be filtered
and included in the results.
For example, Event will be
filtered and included in the
results.
The item whose Text
column value contains test
will be filtered and
included in the results.
The item whose Text
column value does not
contain test will be filtered
and included in the results.
The item whose Text
column value is test will be
filtered and included in the
results.
The item whose Text
column value is not test
will be filtered and
included in the results.
DocAve 6: Vault
Matches
te*t
te?t
Does Not
Match
te*t
te?t
Column:
Yes/No
Choice
Equals
Yes
No
Column:
Date/Tim
e
DocAve 6: Vault
Date
Before
2011-11-11
12:15:50
The item whose Text
column value begins with
te and ends with t will be
filtered and included in the
results. For example,
teABct will be filtered and
included in the results.
The item whose Text
column value is the same
as te?t except character ?
will be filtered and
included in the results. For
example, test will be
filtered and included in the
results.
All the items except those
whose Text column values
begin with te and end with
t will be filtered and
included in the results. For
example, DocAve will be
filtered and included in the
results.
All the items except those
whose Text column values
are the same as te?t
except character ? will be
filtered and included in the
results. For example,
DocAve will be filtered and
included in the results.
The item whose Choice
column value is Yes will be
filtered and included in the
results.
The item whose Choice
column value is No will be
filtered and included in the
results.
The item whose Date
column value is before
12:15:50 11/11/2011 will
be filtered and included in
the results.
41
Workflow
Flow
After
2011-11-11
12:15:50
On
2011-11-11
12:15:50
Equals
In Progress
Completed
Canceled
Approved
Rejected
Customized
42
The item whose Date
column value is after
12:15:50 11/11/2011 will
be filtered and included in
the results.
The item whose Date
column value is on
12:15:50 11/11/2011 will
be filtered and included in
the results.
The item associated with
the Flow workflow whose
status is In Progress will be
filtered and included in the
results.
The item associated with
the Flow workflow whose
status is Completed will be
filtered and included in the
results.
The item associated with
the Flow workflow whose
status is Canceled will be
filtered and included in the
results.
The item associated with
the Flow workflow whose
status is Approved will be
filtered and included in the
results.
The item associated with
the Flow workflow whose
status is Rejected will be
filtered and included in the
results.
Deleted The item
associated with
the Flow
workflow
whose status is
Deleted will be
filtered and
included in the
results.
DocAve 6: Vault
Does Not
Equal
In Progress
Completed
Canceled
Approved
Rejected
DocAve 6: Vault
The item associated with
the Flow workflow whose
status is not In Progress
will be filtered and
included in the results. For
example, Completed will
be filtered and included in
the results.
The item associated with
the Flow workflow whose
status is not Completed
will be filtered and
included in the results. For
example, Approved will be
filtered and included in the
results.
The item associated with
the Flow workflow whose
status is not Canceled will
be filtered and included in
the results. For example,
Completed will be filtered
and included in the results.
The item associated with
the Flow workflow whose
status is not Approved will
be filtered and included in
the results. For example,
Completed will be filtered
and included in the results.
The item associated with
the Flow workflow whose
status is not Rejected will
be filtered and included in
the results. For example,
Completed will be filtered
and included in the results.
43
Customized
Document
44
Name
Contains
test
Does Not Contain
test
Equals
test.docx
Does Not Equal
test.docx
Matches
te*t.docx
Deleted
The item
associated with
the Flow
workflow
whose status is
not Deleted will
be filtered and
included in the
results. For
example,
Completed will
be filtered and
included in the
results.
The document whose
name contains test will be
filtered and included in the
results. For example,
test.docx will be filtered
and included in the results.
The document whose
name does not contain
test will be filtered and
included in the results. For
example, DocAve.docx will
be filtered and included in
the results.
The document whose
name is test.docx will be
filtered and included in the
results.
The document whose
name is not test.docx will
be filtered and included in
the results.
The document whose
name begins with te and
ends with t.docx will be
filtered and included in the
results. For example,
test.docx will be filtered
and included in the results.
DocAve 6: Vault
te?t.docx
Does Not Match
Modified
Time
Created
Time
Created
By
Modified
By
Content
Type
Column:
Text
DocAve 6: Vault
Before
After
On
Before
After
On
Contains
Equals
Contains
Equals
Contains
Does Not Contain
Equals
Does Not Equal
Matches
Does Not Match
Text
Contains
Does Not
Contain
Equals
Does Not
Equal
Matches
The document whose
name is the same as te?t
except character ? will be
filtered and included in the
results. For example,
teAt.docx will be filtered
and included in the results.
te*t.docx
All the documents except
those whose names begin
with te and end with
t.docx will be filtered and
included in the results. For
example, DocAve.txt will
be filtered and included in
the results.
te?t.docx
All the documents except
those whose names are
the same as te?t.docx
except character ? will be
filtered and included in the
results. For example,
DocAve.txt will be filtered
and included in the results.
Refer to the same filter rule for Site Collection
level.
Refer to the same filter rule for Site Collection
level.
Refer to the same filter rule for Site Collection
level.
Refer to the same filter rule for Item level.
Refer to the same filter rule for Item level.
Refer to the same filter rule for Item level.
45
Column:
Yes/No
Column:
Date/Tim
e
Last
Accessed
Time
Choice
Date
Does Not
Match
Equals
Before
After
On
Before
After
On
Workflow
46
Equals
Does Not
Equal
Refer to the same filter rule for Item level.
Refer to the same filter rule for Item level.
2011-11-11
12:15:50
The document whose
last accessed time is
before 12:15:50
11/11/2011 will be
filtered and included in
the results.
2011-11-11
The document whose
12:15:50
last accessed time is
after 12:15:50
11/11/2011 will be
filtered and included in
the results.
2011-11-11
The document whose
12:15:50
last accessed time is on
12:15:50 11/11/2011
will be filtered and
included in the results.
Refer to the same filter rule for Item level.
DocAve 6: Vault
Notices and Copyright Information
Notice
The materials contained in this publication are owned or provided by AvePoint, Inc. and are the property
of AvePoint or its licensors, and are protected by copyright, trademark and other intellectual property
laws. No trademark or copyright notice in this publication may be removed or altered in any way.
Copyright
Copyright © 2012-2015 AvePoint, Inc. All rights reserved. All materials contained in this publication are
protected by United States and international copyright laws and no part of this publication may be
reproduced, modified, displayed, stored in a retrieval system, or transmitted in any form or by any
means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent
of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA or, in the case of materials in this publication
owned by third parties, without such third party’s consent. Notwithstanding the foregoing, to the extent
any AvePoint material in this publication is reproduced or modified in any way (including derivative
works and transformative works), by you or on your behalf, then such reproduced or modified materials
shall be automatically assigned to AvePoint without any further act and you agree on behalf of yourself
and your successors, assigns, heirs, beneficiaries, and executors, to promptly do all things and sign all
documents to confirm the transfer of such reproduced or modified materials to AvePoint.
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AvePoint®, DocAve®, the AvePoint logo, and the AvePoint Pyramid logo are registered trademarks of
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All other trademarks contained in this publication are the property of their respective owners and may
not be used without such party’s consent.
Changes
The material in this publication is for information purposes only and is subject to change without notice.
While reasonable efforts have been made in the preparation of this publication to ensure its accuracy,
AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy,
or suitability, and assumes no liability resulting from errors or omissions in this publication or from the
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User Interface of the AvePoint software without reservation and without notification to its users.
AvePoint, Inc.
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3 Second Street, 9th Floor
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USA
DocAve 6: Vault
47
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