Document Labeling

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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Create a new Document Label

Manage Document Labels

Deactivate a Label

Activate a Label

Delete a Label

Edit a Label

How to Find Labeled Documents in Collaborate

Failed Labelling Errors

How to view or use document labels outside of Egnyte

FAQs

Addtional Resources

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)
   • Persist metadata to new versions of the file. Check this option for metadata written by document labels to be automatically written without analyzing if the file still matches the policy when new versions of the file are created
     

     When enabling this option on an existing policy where it was previously not enabled, the setting will take effect after the next label is written. So, when the initial changes are made to a file, the file will still need to be analyzed for matches before the metadata is written, but for all changes after that, metadata will automatically be carried over.

   • 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.
   

After creating the labels, the user can view the number of files tagged by each label and see the status of each label in the main Document Labels view. There are two tabs in this view:

• Document Labels - these are manually created labels
• Classification Labels - these are labels automatically created for active classification policies. To enable this automatic labeling, switch the radio button next to Auto stamp all of the classification policies as metadata tags. This will create a document labeling policy for each active classification policy

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Manage Document Labels

Within the Document Labels view, users can Edit, Delete, Activate, or Deactivate any existing labels.

Deactivate a Label

1. To deactivate an active label, click on the status dropdown and click on Deactivate. 
   
   
2. Click on Deactivate to confirm. 
   
   

Activate a Label

1. To activate an inactive label, click on the status dropdown and click on Activate. 
   
   
2. Click on Activate to confirm. 
   
   

Delete a Label

1. Click on > for the label. 
   
2. Click on the three-dots menu and click on Delete. 
   
3. Click on Delete to confirm. 
   

Edit a Label

1. Click on > for the label.
   
2. Make changes to the label details and click on Save. 
   
   The label details will be updated. 
   
   

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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.
   
   

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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 by clicking > for the label and then selecting Download Error Report from the 3 dot menu.

 

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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:

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FAQs

Q: How long does the labeling process take?

A: The normal timing for the entire labeling process is as follows: 

• Updating classification information (hourly process)
• S&G labeling (hourly process)
• Collaborate labeling (event based)

New hourly processes will not start if a previous hourly process has not been completed. Event based processes timing depends on the number of events being processed.

 

Addtional Resources

Microsoft Purview and Egnyte Integration

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