NetDocuments
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.
Connecting NetDocuments Data Source
Login to your LightBeam Instance.
Click on DATASOURCES on the Top Navigation Bar.
Click on “Add a data source”.
Search for NetDocuments.
Click on NetDocuments in the File Repositories section.
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.
Enter the location from the dropdown menu
Select the permissions to be granted to lightbeam "Scan Only", "Archive", "Delete"
Click on Click here to Authorise Access to be redirected to a NetDocuments URL.
When prompted, you’ll see the NetDocuments login authorization screen. Use either direct Id/Password or SSO login.
The screen will display: “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” or more access based on selection.
Important:
The authenticating user must be an admin of all cabinets they intend to scan.
The authenticating user must be an interactive user, as LightBeam currently supports OAuth-based authentication only.
Alternatively, you can create a separate interactive user with limited access for this purpose (see Appendix for user creation steps).
Click ALLOW to grant permissions to LightBeam.ai’s NetDocuments OAuth app to access your NetDocuments content using your own access rights (the user’s role and cabinet permissions determine what LightBeam can actually read).
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.
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.
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. You can also exclude cabinets from scanning in this option.
Type cabinet names or select from the dropdown to specify which cabinets to exclude.
Selected cabinets will appear with checkboxes below.
You can remove cabinets from the inclusion list using the Remove from exclusion list button.
Scan Selected Cabinets: Select this option to specify particular cabinets for scanning. You can also select specific workspaces within each cabinet for scanning.
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.
Expand the cabinet to see and select the workspaces in each cabinet.
You can remove cabinets from the inclusion list using the Remove from inclusion list button.
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.
9. Save
After making your selections, click Save. You will see a "Success" message indicating "Datasource successfully created."
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:
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.
New Cabinets: If new cabinets are created in NetDocuments after initial authentication, LightBeam will automatically detect them within 24–48 hours (the lifespan of an access token). To scan newly added cabinets immediately, reauthentication is required.
Reauthentication: Users can now reauthenticate themselves by editing the connection and performing the steps from point 3 again.
File Updates: New files added to existing cabinets or changes to existing files will be captured normally without requiring reauthentication.
Appendix
Adding a New Interactive User in NetDocuments:
Login to the NetDocuments Admin Portal.
Navigate to User Management → Add User.
Create a new Interactive User.
In cabinet configuration allow this user to access the cabinet. Give access of all cabinets to this new user for which LightBeam datasource scanning to be done.
Location Information:
You need to specify the location of your NetDocuments instance.
For US instances, the login URL is typically vault.netvoyage.com.
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.
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: [email protected].
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