FileConnect

Introduction

FileConnect is the RecordPoint connector for File Shares and networked drives, allowing you to manage on-premises content as records in Records365.

Learn how to install, configure, activate and import records with FileConnect!

Records365 FileConnect requires an additional subscription. If you would like to inquire about subscribing, or you believe your organization has subscribed and the connector is missing from the Gallery please contact support.

Architecture

FileConnect runs as a Windows service in your on-premises corporate network. The diagram below shows the components in the FileConnect connector and how they interact.

FileConnect polls Records365 to determine whether any disposal actions need to be performed on your file share content, so Records365 requires no changes inbound to your corporate network. The only requirement is that the machine where FileConnect is running must be able to access the Internet.

Security

FileConnect communicates with Records365 strictly over HTTPS on port 443 using TLS 1.2. FileConnect uses a polling mechanism over HTTPS to send record submissions & retrieve disposal information from Records365.

Role required
To configure Azure Active Directory for FileConnect you need to be an Azure AD Global Administrator or Application Administrator.

Azure Active Directory Setup

Records365 delegates authorization and authentication to your Azure AD environment, and extends this model to the FileConnect on-premises connector with an Azure AD App that is registered in your tenant.

FileConnect uses the OAuth 2.0 protocol to authenticate and authorize the connector against your Azure AD, and then securely submit information to Records365. No keys, secrets, or inbound network ports are required to communicate with Records365. To read more about Azure AD and how it is used for application authentication see Azure Active Directory for developers.

Registering an Azure AD App

  1. Sign in to the Azure portal.
  2. If your account gives you access to more than one, click your account in the top right corner, and set your portal session to the desired Azure AD tenant.
  3. In the left-hand navigation pane, click the Azure Active Directory service, click App Registrations, and click New Application Registration.
  1. When the Create page appears, enter the FileConnect application registration information:
    • Name: RecordPoint FileConnect
    • Application type: Select “Web app / API”
    • Sign-On URL: https://records365.com
  2. You are taken to the application’s main registration page, which opens up the Settings page for the application. To add a secret key for FileConnect:
    • Click the Keys section on the Settings page.
    • Add a description for your key.
    • Select either a one or two year duration.
    • Click Save. The right-most column will contain the key value, after you save the configuration changes. Be sure to copy the key for use in FileConnect, as it is not accessible once you leave this page.
  3. You’ll need to save the Client Key that you have just created as well as the Application Id from the application registration page for the next steps in the configuration. Keep these in a secure location.

Setting up FileConnect in Records365

  1. Click on the Settings icon
    in the top right hand corner of Records365.
  2. Click on Add Connector and select the FileConnect Connector in the Gallery.
  3. Click Add.
  1. This will open the FileConnect connector configuration tab.
    1. Enter the Display Name and Originating Organization. These values can be changed later.
    2. Enter the Client ID. This is the Application ID that you saved when setting up the Azure AD App Registration.
    3. Click Save.
    4. Click Download Settings. This will download a .json configuration file that you will now enter in the FileConnect configuration application.
    5. Click Server Component Installer. This will download an .msi installer file that you will use in the Installation section to install FileConnect.

Connectors are Disabled by default. This means no content will be submitted from the connector until the connector is Enabled. Before enabling a Connector, ensure that all rules have been set up first otherwise your records will be uncategorized. To complete the rules setup refer to Rules.

FileConnect Installation and Configuration

FileConnect does not need to be installed on the same server as the file share and documents you plan to manage.
We recommend that FileConnect is installed on a dedicated virtual or physical server.

Prerequisites and system requirements

Minimum software requirements:

  • Microsoft Server 2008 R2 or Microsoft Server 2012
  • .NET Framework 4.5

Hardware requirements:

  • 2 core processor
  • 8 GB RAM
  • 1 GB free disk space

FileConnect supports managing content in networked File Shares that are visible to the Windows filesystem of the host machine (NTFS only). If you can open a file in a Network Share in Windows Explorer from the server where FileConnect is installed, then FileConnect should be able to manage it.

FileConnect communicates with Records365 over HTTPS and will require access to the Internet. FileConnect leverages the underlying Windows proxy settings and no additional proxy configuration should be required.

Download and Install FileConnect

If your organization has purchased FileConnect, you can download the installation package from the Connector Gallery by clicking on the FileConnect tile in the Gallery and clicking the Server Component Installer button in the configuration tab.

The FileConnect application installs a Windows service and a simple configuration executable. Once the installation is complete, open the RecordPoint FileConnect configuration application from the start menu or by running RecordPoint.Active.Configuration.exe from your installation directory (by default, C:\Program Files\RecordPointFileConnect).

FileConnect is now succesfully installed.

Complete the FileConnect Configuration

  1. Take the .json configuration file that we downloaded in the Setting up FileConnect in Records365 steps and open the RecordPoint FileConnect application. Click on the RecordPoint tab.
    1. Records365 Settings: Click on the ‘…’ button and browse to the location of your configuration file. Click Open.
    2. Client Secret: Enter the Client Secret that you saved when setting up the Azure AD App Registration.
    3. Click Save.

Now we are ready to begin creating Watched Folders in FileConnect and importing existing content! See Administration for FileConnect to continue.