NetDocuments

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Overview

LightBeam Spectra users can connect various data sources to the LightBeam application and these data sources will be continuously monitored for PII, PHI data. Example: NetDocuments, OneDrive, AWS S3, Google Drive, etc.

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Connecting NetDocuments Data Source

1. Login to your LightBeam Instance.

2. Click on DATASOURCES on the Top Navigation Bar.

3. Click on “Add a data source”.

Figure 1. LightBeam OneDrive - Add Data Source

1. Search for NetDocuments.

Figure 2. LightBeam NetDocuments - Search for OneDrive

1. Click on NetDocuments in the File Repositories section.

Figure 2.1 NetDocuments

1. Fill in the requested information and click on Next.

Basic Information

• Data Source Name: This is the unique name given to the data source.

• Description: This is an optional field needed to describe the use of this data source.

• Primary Owner: An email address of who is responsible for this data source and in case of alerts this email ID will get alerts by default.

• Entity Creation: LightBeam Spectra detects and associates attributes based on the context and identifies whose data it is; these are called as entities. Example: Jane Doe is an entity for whom LightBeam Spectra might have detected Name and SSN in a monitored data source.

• Source of Truth: LightBeam Spectra would have monitored data sources that contain data acting as a single point of truth and that can be used for looking up entities/attributes which help to identify if the other attributes/entities found in any other data source are accurate or not. A Source of Truth data set would create entities based on the attributes found in the data.

• Location: The location of the data source is indicated here.

• Purpose: The purpose of why the data is being collected/processed.

• Stage: The stage of the data source. Example: Source, Processing, Archival, etc.

  

  Figure 3. LightBeam NetDocuments - Basic Information

7. Datasource Configuration

Follow the steps below to set up your data source.

1. Credentials:

   • Client Id: Input the unique identifier designated to your application or service.

   • Client Secret value: Enter the confidential passphrase or token associated with your client ID.

   
2. Click on Click here to Authorise Access to be redirected to a NetDocuments URL.

   • When prompted, you will see the NetDocuments Login Authorization screen.

   • The screen will show "LightBeam.ai would like to connect to your NetDocuments account".

   • It will indicate that LightBeam.ai will be able to "Read all data you have rights to access". Important: The user logging in must be an admin of all cabinets they want to scan.

   • Click ALLOW to grant read permissions.

   

   • You will receive an authorization code. Copy this code (note that this code expires in approximately one minute).

   

• Paste the code in the Authorization Code field in LightBeam.

1. Once the above details are filled out, click on Test Connection to ensure that the configuration is correct and the system can connect using the provided details.

4. Once you get the message “Connection Success” on the screen, click on Next.

8. Scan Settings

• Select Cabinet(s) for scanning:

  • Scan All Cabinets: Select this option to scan all cabinets in your NetDocuments repository

  • Scan Selected Cabinets: Select this option to specify particular cabinets

• If you choose Scan Selected Cabinets, you'll see:

  • Inclusion list for scanning: Provide names of cabinets that you want to scan

Note: The user authenticating to NetDocuments must be an admin of all cabinets they want to scan. If a user doesn't have admin access to a cabinet, they won't be able to see all files in that cabinet or even all cabinets.

• Type cabinet names in the search field or use the dropdown to select cabinets

• Click Add to add cabinets to the inclusion list

• Selected cabinets will appear with checkboxes below

• You can remove cabinets from the inclusion list using the Remove from inclusion list button

• Alternatively, if you choose Scan All Cabinets, you can create an:

  • Exclusion list for scanning: Provide names of cabinets you want to exclude from scanning

  • Type cabinet names or select from the dropdown to specify which cabinets to exclude

• After making your selections, click Save.

1. You will see a "Success" message indicating "Datasource successfully created."

2. Now you are ready to browse through the onboarded NetDocuments datasource dashboard. You will see your NetDocuments data source with the NET_DOCUMENTS type in the data sources list, along with its scanning status.

Now we are ready to browse through the onboarded NetDocuments datasource dashboard.

Important Notes:

1. Cabinet Access: The user authenticating to NetDocuments must be an admin of all cabinets they want to scan. If a user doesn't have admin access to a cabinet, they won't be able to see all files in that cabinet or even all cabinets.

2. New Cabinets: If new cabinets are created in NetDocuments after initial authentication, these cabinets will not be automatically detected by LightBeam. Reauthentication is required to scan newly added cabinets.

3. Reauthentication: Currently, users cannot reauthenticate by themselves through the UI. If reauthentication is needed (for example, to scan newly added cabinets), users must contact the engineering team.

4. File Updates: New files added to existing cabinets or changes to existing files will be captured normally without requiring reauthentication.

Note: To get the NetDocuments data source details please check Appendix.

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Appendix

Obtaining NetDocuments Credentials

To obtain the required credentials for connecting NetDocuments to LightBeam:

1. Client ID and Client Secret:

   • These credentials are provided when you create a repository in NetDocuments.

   • The Client ID remains the same for every repository in a given region.

   • Contact your NetDocuments administrator if you don't have these credentials.

2. Location Information:

   • You need to specify the location of your NetDocuments instance.

   • For US instances, the login URL is typically ndvoyage.netdocuments.com.

3. Authentication Process:

   • The OAuth flow is used for authentication.

   • The login URL is dynamically generated based on the location and client ID.

   • You'll need to grant read permissions for LightBeam to access your NetDocuments data.

With these steps completed, you will have all the required configuration parameters to onboard the NetDocuments data source to LightBeam.

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About LightBeam

LightBeam automates Privacy, Security, and AI Governance, so businesses can accelerate their growth in new markets. Leveraging generative AI, LightBeam has rapidly gained customers’ trust by pioneering a unique privacy-centric and automation-first approach to security. Unlike siloed solutions, LightBeam ties together sensitive data cataloging, control, and compliance across structured and unstructured data applications providing 360-visibility, redaction, self-service DSRs, and automated ROPA reporting ensuring ultimate protection against ransomware and accidental exposures while meeting data privacy obligations efficiently. LightBeam is on a mission to create a secure privacy-first world helping customers automate compliance against a patchwork of existing and emerging regulations.

For any questions or suggestions, please get in touch with us at: [e-mail].