How to Manage Sources Preferences

In this article you will learn how to:

• How to Enable Sources

• How to Enable Identity Sources

• How to Configure Sync Modes

• How to Set Retention Policies

• How to Enter a Microsoft Domain

How to Enable Sources

On the ‘Sources’ page you will be able to enable sources, enable identity sources, configure sources, set retention policies, and enter a Microsoft domain (if needed). Changes made on the ‘Sources’ page affect your entire Onna site, and thus how your users can operate within your site.

When you enable sources, you set (for your entire site) which connectors can be used to create new data syncs (collections) in Onna. If a connector has not been enabled, the connector will not be available for selection when you set up a new source sync.

There are two sections where you can go to enable sources, ‘Enable sources’ and ‘Enable enterprise sources’:

• Enable sources- Connectors in this section include those where you may need individual custodian log-in credentials to collect data from the custodian or sources. There are also connectors in this section that allow you to collect data across the entire organization. However, you’re not able to select specific custodians to collect data from, you must collect across the organization. These connectors include: Amazon S3, Confluence, Jira, and Zendesk.

• Enable enterprise sources- Connectors in this section allow you to collect across an entire organization or to collect data from specific custodians in the organization with an authorized connection set up using source admin credentials.

To enable sources follow the steps below:

Step 1

To begin, select ‘Admin preferences’ from the main menu (a).

Once on the ‘Admin preferences’ page, click on ‘Sources’ (b).

Then, click on either ‘Enabled sources’ (c) or ‘Enabled enterprise sources’ (d) to expand the appropriate section.

Step 2

Once inside either the Enabled sources or Enabled enterprise sources section, you can enable a source by moving the toggle to the right of the connector name to ‘yes’ (a). Connectors where the toggle is set to ‘no’ (b) will not appear in the UI as an option to select when you’re setting up a new data source sync.

How to Enable Identity Sources

Identity sources allow you to collect source users and certain information about those users such as name, email, or role. Once enabled you would add the identity source in the ‘Identity mapping’ section of Onna. After the source has been added in ‘Identity mapping’ the custodians collected can be used in different areas of the Onna platform, such as adding custodians to matters in Integrated Legal Holds.

To enable identity sources follow the steps below:

Step 1

To begin, select ‘Admin preferences’ from the main menu (a).

Once on the ‘Admin preferences’ page, click on ‘Sources’ (b).

Then, click on ‘Enabled identity sources’ (c) to expand the appropriate section.

Step 2

Once inside either the ‘Enabled identity sources’ section, you can enable an identity source by moving the toggle to the right of the source name to ‘yes’ (a). Currently Onna supports the ‘Microsoft Active Directory’ identity source. After the source is enabled you can add it in the ‘Identity mapping’ section of Onna.

How to Configure Sync Modes

In Onna there are three sync modes available to you, one-time sync, auto-sync, and auto-sync and archive. However, there may be times when you want to configure your source syncs a bit differently. In this case, there are two options you can choose from to configure your source syncs across your organization.

To configure source syncs, follow the steps below:

Step 1

To begin, select ‘Admin preferences’ from the main menu (a).

Once on the ‘Admin preferences’ page, click on ‘Sources’ (b).

Then, click on ‘Sources configuration’ (c) to expand the appropriate section.

Step 2

Inside ‘Sources configuration’ you will see two ways to customize syncs across your organization:
First, you can check ‘Auto-sync only’ (a) to disable ‘Auto-sync and archive’ mode for all sources and only provide the option for users to configure a sync using ‘Auto-sync’

Second, you can also check ‘Mirror Slack Enterprise retention settings’ (b) to apply the same retention policy you have in Slack to Slack data sources you’ve synced into Onna. This setting will only apply to ‘Auto-sync and archive’ mode syncs.

How to Set Retention Policies

Just as your data sources such as Slack Enterprise and Google Workspace offer the ability to set retention policies for how long data will stay in those source applications, you are also able to set Onna specific retention policies that guide how long data will remain in Onna (excluding data included in a Preservation).

The retention policies set in this section are distinctly separate from the policies set inside source applications and are based on the date/time data was synced into Onna, not on the creation date of the data. Additionally, these retention policies apply to all data across your Onna site.

To begin, select ‘Admin preferences’ from the main menu (a).

Once on the ‘Admin preferences’ page, click on ‘Sources’ (b).

Then, click on ‘Retention policies’ (c) to expand the appropriate section.

Once inside the ‘Retention policies’ section, follow the steps in the article “How to Create and Manage Retention Policies” in Onna to set up your Onna retention policy.

How to Enter a Microsoft Domain

If you want to create individual source syncs using the non-enterprise versions of Microsoft OneDrive and Microsoft Outlook, an admin needs to connect to their Microsoft admin account to grant the permission for individual custodians to set up syncs of their own data into Onna.

To enter a Microsoft domain and authorize individual custodians to create a source sync of their data follow the steps below:

Step 1

To begin, select ‘Admin preferences’ from the main menu (a).

Once on the ‘Admin preferences’ page, click on ‘Sources’ (b).

Then, click on ‘Microsoft domain’ (c) to expand the appropriate section.

Step 2

In this section, enter the Microsoft domain for your organization in the ‘Microsoft domain field’ (a). Then, click the blue ‘Admin consent’ button (b). You’ll then be taken to the OAuth flow to connect for your Microsoft account.