Actions

What Shinydocs means by Actions and Actionable

Don’t be intimidated. This is non-exhaustive list of actions that can be automated behind the scenes after you initially classify your content. Shinydocs has been working with lots of organizations for years creating automations to do some very popular, and sometimes obscure content automation actions. Have a look at these to get a sense of what can be done, and know that Shinydocs Helpdesk staff can guide you. If you see a word that is unfamiliar, it is probably defined in our Glossary.

Name	Description
Extract text from engineering drawings	Using pattern matching to find and tag content with information found in CAD drawings. Has specific Bentley Microstation requirements that may not be compatible for all use cases.
Add content from CSV	Adding new content from a spreadsheet. This makes Shinydocs Pro highly compatible with lots of content sources.
Add content from RDBMS	Adding new content from Oracle, MSSQL, or PostgreSQL. This makes Shinydocs Pro highly compatible with lots of content sources.
Archive	Migrating content to inexpensive storage, typically allowing Shinydocs Search to find the content resulting in cost savings and the ability to dispose of content if no one is searching for it after a specified period.
Automations	Setup scheduled tasks to perform queries and perform actions automatically.
Bulk enrichment	A feature which allows you to tag content that has values found in a provided list.
Cache file system permissions	Keeping track of what permissions applies to each user or group in a file share. Useful if updating permissions based upon metadata.
Crawling, crawl	A term that describes the act of doing analysis through long lists or trees of content like a file share.
Deletion	The physical act of removing content from storage media.
Disposition	Deletion of all copies across all content sources after an approval, or as part of an approved process.
Duplicates, Redundant	Flagging files that have other copies, even across content sources. Typically customers choose to dispose of all but a “primary” copy found in the most robust or reliable content source.
Enrichment	Reducing the disorder of content by adding metadata to make it better understood and actionable.
Entity extration	Using pattern matching to find and tag content with specific data values, usually using AI natural language (for values like people’s names), or regular expressions (for values like credit card numbers).
Export, exporting	Downloading a list of content ids, file paths, and metadata from the Shinydocs Content Catalogue.
Extract PST	An important ability that Shinydocs can find and analyze all of the Outlook messages found in a PST file.
Extract unique values	Reporting on all of the unique values found in a specific tag.
Find similar	A Shinydocs-specific method of finding documents, files, or records with substantially similar text or data. Can be used for searching or Classifying Content.
Flagging, flag	Similar to tagging, flagging means that there is metadata to indicate a specific type of data is found in the content (i.e. a flag will indicate if the content has Personally Identifiable Information (PII)).
Metadata	Addtional information assigned to content based upon what data is found in the content, or what class or type the content is.
Migration	Creating a copy of content in a content destination, typically with the intent of disposing of the source content. Using the actions available here lots of customers will auto-migrate content that is found to be in the “wrong” spot.
Obsolete	Based upon classification, dates, and data, this is content that no longer has business value. You can choose to keep, dispose, or archive.
Path validation	A technique for determining which content has been moved, copied, or deleted since the last analysis.
Restore cached file system permissions	In the event you wish to stop using Shinydocs to set permissions based upon content metadata, you can use this feature to restore the original permissions.
Set permissions	Modify permissions to content on file shares based upon the content’s metadata.
Tag record	Adding metadata to records content, like record series, target disposal date, or legal holds.
Tag ROT	Tagging of redundant (duplicate), obsolete, or trivial content.
Tagging, tag	Adding metadata to content based upon specific values found or based upon the class or type of content.
Trivial	Based upon classification, file extension, dates, and data, this is content that has likely never had business value and can be disposed or deleted.