The first step in the Scan Setup is to select whether you will use a location or a document set for the scan. A location allows you to select a connection and path to scan. A document set allows you to select a saved scan result to rescan. Expand the section below based on the option you want to select to view the instructions.

This step lets you select the standard templates you want to add to the content scan. For locations, the File Inventory template is always included in the content scan and cannot be turned off. However, you can add additional templates to meet your needs. For document sets, the File Inventory template is not included in the scan since all the items in the document set will already have been run against the File Inventory template, and scanning them against it again would be redundant.

Each template provides a speed and scope key to help you understand the depth of analysis the template provides and how that will impact the speed of the content scan. Deeper scans will run slower but reveal more information or refined classifications. Keep this in mind when building your scan. 

1. Click to select the box in front of the template name. A checkmark appears in the box to indicate it is selected.
   
   
2. Selecting a template selects all available categories in that template. DryvIQ recommends leaving the default categories for each template. However, if your use case requires a specific set of categories, you can edit the template categories as needed. The exception is the File Inventory template, which cannot be edited. To edit a template, click the gear icon on the template card.  
3. The corresponding modal opens and displays the categories for the selected template. Expand a category to view the included entity types. Clear the box for an entity type you do not want to include in the template.
4. Click OK when you are finished adjusting the categories.
   
   
5. Repeat steps 1-4 for each template you want to select.
6. Click Next to advance to the Schedule step.
7. If you select more than one template, you will receive a warning that selecting multiple templates may impact your scan speed. Click Cancel to edit your selections or OK to continue with the current selections. 
   
   

The Settings step allows you to customize the scan by adding filters based on path, file type, file size, etc. You can even specify how much of a file gets scanned and enable optical character recognition (OCR) if you want PDFs and images to be scanned for text. Even advanced options exist to ignore hidden and shared items to improve scan results.

Path Filters

The Path Filters allow you to specify specific paths to exclude and patterns that should be included or excluded in the scan. These filters are only available for scans that use locations and are unavailable for scans that use document sets. 

Exclude folders

The Exclude folders filter allows you to specify folders under the selected data source to exclude from the scan. This setting is useful if you know there are folders in the selected data source that contain files that do not need to be scanned. For example, if you are performing a scan for sensitive content such as PII and have a folder containing purchased stock images used for marketing purposes, you can exclude that folder since the files would not need to be scanned. Skipping this folder improves scan performance and outcomes since there will be fewer superfluous results to review. 

Selecting Folders to Exclude

1. Click Add.
2. The Path window displays all the folders under the selected data source for the scan. Select the folder you want to filter. Click the Load More link to load additional folders as needed. You can drill into each folder by selecting the right arrow that displays to the right of the folder name. You can also manually enter the path for the folder you want to exclude using the Manually enter a path button.
3. Click OK once you have selected the folder.
   
   
4. Repeat these steps for each folder you want to exclude from the scan.

Removing Excluded Folders

You can clear an excluded folder selection by clicking the X on the box for the folder. Alternatively, you can click Clear to clear all the excluded folder selections.
 

Patterns

This filter allows you to filter files and/or folders based on the name pattern. An asterisk can be used for exact matches, prefix, or suffix matches. For example, “*txt” would filter all .txt extensions. You can also use asterisks to surround a pattern to filter file and/or folder names. For example, “*test*” would filter all names that contain “test.”

Adding a Pattern

1. Click Add. The Add pattern filter modal appears.
2. Use the Filter type list to select if you want to include or exclude the specified pattern.
3. Use the target list to select if the pattern applies to folders (containers), files (items), or both.
4. Type the pattern you want to use in the Pattern field.
5. Click OK.
   
   
6. Repeat these steps for each pattern you want to use for the scan.

Removing a Pattern

You can remove a pattern by clicking the X on the pattern box. Alternatively, you can click Clear to remove all patterns.

Item Filters

The Item Filters allow you to include only specific file types in the scan or exclude specific file types from the scan. This section also allows you to set the minimum and maximum file sizes that determine which files will be included in the scan. You can filter all files greater than or less than a specified size. You can also use a combination of both. Files that fall outside the size range set will be skipped. These filters are only available for scans that use locations and not for scans that use document sets.

File types

This filter allows you to filter specific file types. Select if you want to include or exclude the file type you will select in the next field. Then, select the file type you want to filter. You can select multiple file types if needed. The filter options are temporary files, executables, movies, audio files, images, documents, and Windows OS/DB files. Click a selected file type to clear the selection as needed. Click the down arrow on the list or anywhere outside of the list to close it.

Minimum file size

Set the minimum file size for files to be included in a scan. Type the numeric value in the first field and select the size unit from the list. Leave the field blank if you do not want to set a minimum value. Make sure that the value entered is smaller than the maximum value set. The Next button will be unavailable if the minimum and maximum file sizes conflict.

Maximum file size

Set the maximum file size for files to be included in a scan. Type the numeric value in the first field and select the size unit from the list. Leave the field blank if you do not want to set a maximum value. Make sure that the value entered is larger than the minimum value set. The Next button will be unavailable if the minimum and maximum file sizes conflict.

Content Extraction Limit

Content Extraction refers to how content within a file is scanned to discover different entities. This setting determines the maximum number of bytes to scan per file. By default, the maximum number of bytes scanned is 1 MB. Increase or decrease the limit as preferred. Scans with a higher extraction limit scan more text, providing a deeper scope but running slower. Scans with a lower extraction limit run faster but do not offer as deep of analysis. This setting only applies when using templates that scan a file’s contents (File Categories, Sensitive Data Detection, and Miscellaneous templates).

OCR

Optical character recognition (OCR) allows DryvIQ to scan images and PDF files for text. This setting is helpful if your company has a large volume of scanned documents. Enabling OCR provides a deeper scope for a scan, but the scan will run more slowly. Scans without OCR enabled will run faster but do not provide analysis of text in image or PDF files. The OCR toggle defaults to on or off based on the OCR setting on the Entity Types page in Settings, but you can override the default for each scan you create as desired. 

Enabling OCR is only valid when using templates that scan a file’s contents (File Categories, Sensitive Data Detection, and Miscellaneous templates). The content extraction limit limits all text processing, so even when OCR is enabled, that limit applies. Also, filters that exclude scanning images or PDF files make the OCR setting obsolete. 

Hidden items

Hidden items are commonly created by utilities to store user preferences and rarely need to be scanned. This setting is enabled by default for scans that use a location as the data source. When enabled, the scan will ignore hidden items. If you want to scan for hidden items, disable this setting. This setting is only available for scans that use locations and not for scans that use document sets.

Shared items

Shared items are items available to an account but not owned by it. This setting is enabled by default for scans that use a location as the data source. When enabled, the scan will ignore shared items; only items owned by an account will be scanned. This setting ensures items are not scanned multiple times when shared across accounts. If you want to scan shared items, disable this option. This setting is only available for scans that use locations and not for scans that use document sets.

Archives

This setting determines if DryvIQ scans archive files. When enabled, DryvIQ will open the archive files, scan the subfiles, and report on the scan results. If left disabled, DryvIQ will only track the package. Note that actions are executed against the package only, not against the subfiles within the package. 

The Flows step allows you to add an action set to the scan. DryvIQ will automatically execute the configured action set on items matching the designated filter criteria. DryvIQ executes the action set on all scanned items if you do not add filters to the Action Flows. You must enable action sets for the scan to complete the configuration. If the option is left disabled, no actions will be executed. 

1. Select Enable action sets.
2. Select the action set you want to add from the Select Action Set list. This list displays the action sets that have been created. You can create a new action set using the Create new Action Set link.
3. Use the Select Filters option to specify the criteria you want to use to identify items to which the action set should be applied. If you do not add filters, the selected action set will be applied to all scanned items.
   
   You can use the Refine option to select specific entity types or the Advanced Filters to build complex filter logic. The Refine option treats the selected entity types like AND conditions, whereas the Advanced Filters allow you to choose AND or OR combinators as part of filter groups.
   
   

   

4. Click Next to advance to the Schedule step after configuring your Action Flows.

The Schedule step allows you to assign a schedule to the scan. If no schedule is assigned, the scan must be run manually. If enabled, the scan will run automatically based on the defined schedule. Multiple settings are available to customize the scan schedule. 

1. Select the Enable schedule.
2. Complete the schedule fields based on the schedule you want to use. Learn about each schedule option on the tabs below. 
3. Click Next to advance to the Review step. 

Starting on

Use this field to specify a starting date for the scan; the first scan will not run until this date. This setting allows you to create a scan but not start the scan until later. For example, this would be useful if you add multiple scans but want the scans to run in waves rather than all at once. You can add scans simultaneously and set different starting dates. You only need to add a date to this field if you want the scan to start running later than the date you are creating the scan. Leave this field blank if you want the scan to begin running immediately. This field can be used in combination with all other schedule fields. 

 

 

Scan on

Use this field to specify which days of the week you want the scan to run. By default, all days are selected. You can clear days by clicking on a day in the list. The checkmark before the day is removed, and the day no longer appears in the field above the list. Similarly, click on a day without a check mark to select the day to include it. Setting days can be helpful when creating waves of scans since you can set the scans to run on alternating days, or it can be useful to set scans to run on days where activity is minimized (such as weekends). This field can be used in combination with all other schedule fields. 

 

 

Scan every

By default, the scan is set to run once a day. You can use this option to set the scan to run at a different time interval. Specify the number and select if it is minutes, hours, or days. The time determines when the scan will run after the previous scan completes, not specific time increments. For example, the default value is 1 day. This value means the scan will run 24 hours after the previous scan completes.

This option can be combined with the Starting on and Scan on fields. It cannot be combined with the At a specific time option.

When you select this option, additional fields display that allow you to control the time frame and the number of times the scan will run per day.

First scan start time

Use this field to specify the start time for the first scan in the schedule. If no time is specified, the first scan will start after midnight. Specify the time using HH:MM XM format, or click the clock icon to select the time.

Scan stop time

Use this field to specify when you want the last scan to start. If no time is specified, the last scan run will start no later than midnight. Specify the time using HH:MM XM format, or click the clock icon to select the time.

Maximum number of daily scans

Use this field to specify the number of times you want the scan to run daily. Once the scan runs this many times, it will not run again until the next day.

 

 

At a specific time

This option allows you to set the scan to run at a specific time of day. This setting may be useful if you prefer scans to run only during off-hours. This option can be combined with the Starting on and Run on fields; it cannot be combined with the Scan every option. 

Scan at

Specify the time here using HH:MM XM format, or click the clock icon to select the time. The scan will run at that time for all the selected days. 

 

 

The Review page displays all the configuration options selected for the scan so you can review the settings and make edits as needed. You will also assign a name to your scan on this page, which is required before saving the scan.

1. Type the name you want to assign to the scan in the Name field and click Done to save the name.
   For document sets, the selected document set will be renamed with the scan name entered here and will be locked from further editing. The new name will be displayed on the Document sets tab in the saved views. 
   
   
2. The rest of the page displays the configurations selected for each step of the scan setup. Review the information. If you want to change anything, click Edit next to the section heading (or click the heading in the menu on the left).
   
   
3. This will take you back to the corresponding page, where you can make the necessary edits. Click Next to proceed through the remaining setup pages or click Review in the left menu to return to the Review page.
4. Save the scan when you finish reviewing the setup.
   
   
   If you selected a location for your scan, you will see two save options:
   1. Save scan: This saves the scan with no further action. The scan will follow the set schedule. You must manually trigger the scan if it does not have a schedule. Note that the primary scan for mapped locations and document sets will run as soon as you save it so it can create the child scans. However, the child scans will not run once the primary scan is complete. They will run according to the schedule set for the scan. If they do not have a schedule, you must manually trigger them.
   2. Save scan and run it now: This saves and runs the scan. Once complete, it will follow the scan schedule. If there is no schedule, you must manually trigger subsequent scans.  

5. The scan is added to the Content Scans page.