Document Labeling enables the users to configure a labeling capability within Egnyte Secure & Govern to define labels for files in Egnyte content sources using the Content Classification system. These labels will then be written as metadata to the identified files and that metadata can then be used by other functions within the Egnyte system, such as searching in the Collaborate Web Interface.
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How to Find Labeled Documents in Collaborate
How to view or use document labels outside of Egnyte
How to Use Document Labeling
Create a new Document Label
1. Log in to Secure and Govern > Click on Settings on the left side menu > Click on Document Labels.
2. Click Create new to start the label creation process.
3. Enter the details for the new label:
- Label Name: This is the name for the new label and this will be written to the Metadata
- Description: Details for the label being added
- Mark individual patterns: Check this option if the individual classification patterns that are identified need to be written to the Egnyte metadata as well.
- Write persistent labels to files that support the capability: Check this option if the document labels are required to be written to the file. The labels will stay with the file when it leaves the Egnyte File System (i.e. downloading the file)
- Classification Policies: Search for the active classification policies to assign the label to the matching policies. Click Add next to the policy selector to add the policy. The user can add multiple policies if desired.
4. Click Add in the top right corner to save the new label and enable it to begin labeling documents.
5. After creating the labels, the user can view how many files have been tagged by each label and see the status of each label in the main Document Labels view.
Manage Document Labels
Within the Document Labels view, the user can Edit, Delete, or Deactivate any existing labels via the Options button next to each label.
Deleting a label will remove the metadata tag from all files that have been tagged.
Deactivating a label will stop any new files from being tagged but will leave any existing metadata tags in place.
How to Find Labeled Documents in Collaborate
1. Go to Search -> Advanced Search -> Metadata Search
2. Select Document Labels as the metadata section.
3. For any label you want to search on, select the checkbox for that label
4. To find individual patterns, Select pattern labels from the dropdown menu and select the checkbox for the pattern(s) to find.
Users can also add Document Labels and pattern labels to the Egnyte Collaboration file view.
Failed Labelling Errors
In some cases, labeling may fail (unsupported versions of MS Office Doc and Encrypted files are examples). When that happens, there will be an indication in the Document Labeling list for any document label that has files that could not be labeled. An error report detailing the files that failed to be labeled can be downloaded from the 3 dot menu for the specific label.
How to view or use document labels outside of Egnyte
For Microsoft Office documents (Office 97 or later) and PDF files, document labels are written to the file’s custom properties when it is downloaded from Egnyte. Those properties can then be used by other software to act on the files. Egnyte Professional Services can be engaged to assist with integration with 3rd party software if needed.
Custom properties in Word document:
Custom properties in PDF file:
Addtional Resources
Microsoft Purview and Egnyte Integration