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Overview

Action sets allow you to create a group of actions that can be added to a content scan or applied to individual files. DryvIQ works through the actions in the action set, automating activities to minimize the need for manual intervention. For content scans set to run on recurring schedules, action sets ensure continuous action against your unstructured content so you can remain confident that it follows your business and security guidelines.

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You can select to take definitive action against a file as soon as the content scan identifies it, or you can combine multiple actions to force the file through a remediation approval workflow. For example, you can create an action set to be executed when DryvIQ finds files that contain social security numbers. The action set could include the following actions:

1. Remove shared links from the file.

2. Apply a DryvIQ Persistent Classification label.

3. Set a 48-hour delay to allow for a review to take place.

4. Assign a migration plan that moves the file to a secure content storage folder.

Understanding Actions

The example above illustrates a sampling of the actions you can use to build an action set. All available actions are listed below. Please note that some actions require configuration, while others are platform-dependent.

Apply Metadata

This action allows you to add specific metadata to a file. It requires you to complete additional configuration for the content scan to designate the metadata field and value that should be applied. Refer to Configuring Actions for more information on configuring metadata.

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Approval

This action flags the file for manual approval. You choose this option when you want to review the file before deciding what to do with it. The file is flagged, and you are responsible for adequately remediating it.

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When the approval action is added to content, the approval flow will display in the top section of the item toolkit on the File info tab. You will select whether you approve or reject the action and provide a reason for the approval or rejection. If additional actions follow the approval action in an action set, those actions depend on the approval action workflow to trigger. Approving an item allows the action set to continue. Denying the item will halt all additional actions in the action set.

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Assign Migration

This option allows you to assign items to an intelligent migration job. This action requires you to complete additional configuration for the content scan to select the intelligent migration job to migrate the content. Refer to Configuring Actions for more information on configuring migration plans.

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Delay

This option delays any additional actions on the file for the specified time. When selected, you will set the delay value and interval (seconds, minutes, hours, or days). This option is used in combination with other actions, such as the move or delete action. For example, you can set the action to delay deleting or moving files for five days to allow for review before the action occurs.

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Delete

DryvIQ deletes the file. When executed as part of a content scan, the deletion depends on the filters added to the Action Flows set. If you do not add any filters, all items in the content scan will be deleted. If you add filters, only items that meet the criteria will be deleted. When manually applied to items, the deletion will execute on the selected items in the order assigned in the action set.

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DryvIQ Persistent Label Classifier

DryvIQ applies a label to Microsoft Office XML file types (DOCX, XLSX, PPTX, etc.). For these file types, DryvIQ embeds the label in the XML file content. Since the Microsoft Office file standard reserves a location for such labels, DryvIQ can apply labels without risk of corruption. The labels will move with the file, regardless of platform. For example, if you zip a Microsoft Office XML file that contains a DryvIQ Persistent Label, the label will persist in the ZIP file.

The Label (which is required) is the label you want applied to the files. The Reason (an optional entry) lets you comment on why the label has been applied for reference. Enable the Preserve Timestamp option if you want DryvIQ to preserve the file’s current timestamp when applying the label. Otherwise, DryvIQ will update the file’s timestamp when it applies the label. This action requires a scan to use the “Metadata, Labels, and Versions” scan type. The File Activity tab in the file toolbox will display the Label and Reason applied to the file.

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Modify Permissions

DryvIQ modifies the permissions for specified groups and/or accounts. This action requires you to complete additional configuration for the content scan to designate to whom permission should be granted and the permission level that should be assigned (Read, Read and Write, or Full Control). Refer to Configuring Actions for more information on configuring permissions.

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When configuring the content scan to modify permissions, you can set a single permission level for multiple groups and/or accounts. However, you must add the Modify Permissions action to the action set multiple times if different permission levels need to be set. For example, if you need to assign all three permission levels (Read, Read and Write, and Full Control), you must add the action to the action set three times. You will then configure one action for each permission level.

MPIP Sensitivity Label

This action is available only if the mip-classifier extension is installed for your DryvIQ Platform. It allows you to select the Microsoft Purview Information Protection (MPIP) label you want to assign to files. The list that appears displays all the available MPIP labels for your account. DryvIQ creates a copy of the file and adds the MIP label to the file’s sensitivity label. Enable the Preserve Timestamp option if you want DryvIQ to preserve the file’s current timestamp when applying the label. Otherwise, DryvIQ will update the file’s timestamp when it applies the label.

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The MPIP label will only be applied to the following file types:

Redaction

DryvIQ redacts sensitive information from TXT, CSV, PDF, XLSX, DOCX, and PPTX files, including embedded files in PDF, XLSX, DOCX, and PPTX files. However, redaction cannot be applied to encrypted or password-protected PDF files, and it does not work for read-only connections. This action requires you to complete additional configuration for the content scan to specify the entity type(s) you want to redact and set the threshold value. You will also define the replacement text that will be used. Refer to Configuring Actions for more information on configuring redaction.

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Remove Permissions

DryvIQ removes the specified permissions from a group or account. This action requires you to complete additional configuration for the content scan to designate from whom and which permissions should be removed. Refer to Configuring Actions for more information on configuring permissions.   

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Remove Shared Links

DryvIQ removes shared links that grant access to the item. You must select whether to remove all links, internal links, or external links.

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Not all platforms support shared links, and DryvIQ does not support removing shared links from all platforms. Refer to the table below for the supported platforms and the specific permissions that will be removed based on whether the internal and/or external permissions are selected to be removed.

Creating an Action Set

An action set can contain one or multiple actions. Actions are executed in the order they appear in the action set, so ensure actions are ordered correctly.

1. Click Action Sets on the top Discover menu.

2. Click Add action set.
   
   

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3. Enter a name for the action set you are creating.

4. Click the action you want to add to the action set and add additional information if required for the selected action.

5. Click Confirm to add the action.
   
   

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6. Click Add an action to add additional actions as needed.
   
   

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7. To rearrange the actions, click the arrows on the left side of the action card to move the action up or down in the list.

8. To edit an action, click the ellipses (…) and click Edit. Adjust the action settings as needed and click Confirm to save the edits to the action.
   
   

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9. To remove an action, click the ellipses (…) and click Remove.

10. When you are done configuring the actions, click Save to save the action set. The action set is added to the Action Sets list. The Status will identify the number of actions included in the action set for reference.

Editing an Action Set

1. Click Edit next to the action set.

2. Edit the action set as needed.

3. Click Save to save the action set edits.

Deleting an Action Set

You can delete an action set if you are not using it, keeping your action set list clean. However, you cannot delete action sets assigned to scans.

1. Click Remove next to the action set.

2. Click “Remove” when prompted to confirm that you want to remove the selected action set.

3. The action set is removed from the list.

Applying Action Sets

You can use action sets as part of a scan or manually.

Adding Action Sets to Content Scans

In a scan, actions are added on the Action Flows step. Here, you will select the action set and apply filters for the content to which you want to apply the action set.

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Manually Applying Action Sets

While reviewing content, you can manually apply an action set to items by selecting the items and using the Perform actions button that displays at the bottom on the page. Select the action set from the list and click Save.

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