Template Builder

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Overview

This guide explains the functionality of the Template Builder feature for the precise classification and systematic management of documents. It offers a step-by-step walkthrough on how the Template Builder streamlines the process of document categorization and standardization, integrating advanced automation techniques.

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What is a Template?

A "template" is defined as a pre-structured framework used to categorize and manage documents efficiently. Templates serve to standardize and automate the process of document classification, making it more streamlined and consistent.

The procedure for using a template involves:

1. Selecting an appropriate file from a data source.

2. Applying specific classifications and sub-classifications that align with organizational standards and data privacy regulations.

3. Saving this configuration for subsequent applications.

This approach guarantees that documents of similar nature are consistently categorized under the same classification, enhancing both efficiency and uniformity in document management. Additionally, it ensures that sensitive information is managed in compliance with data privacy norms, thereby mitigating risks associated with data breaches and regulatory non-compliance.

In data privacy automation, templates are invaluable for maintaining high standards of data security and privacy since effective information management is inseparable from stringent privacy and security protocols.

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Using the Template Builder

Supported File Types:

• PDFs: Files with the extension .pdf, used for documents in Portable Document Format, along with .docx and .doc

• Images: Files such as .jpg, .jpeg, .png, .gif, .bmp, and .tiff. These are common image file formats.

• PowerPoint Presentations: Files with the extension .ppt or .pptx, used for Microsoft PowerPoint presentations.

• Excel: .csv, .xlsx and .xls

1. Navigate to 'Datasources' in the top navigation menu.

Figure 1. Datasources in the Top Navigation Menu

1. Locate and select the datasource containing the relevant file.

Figure 2. Template Builder - Select the Datasource

1. In the datasource screen, click on Files in the left panel.

Figure 3. Template Builder - Click on Files

1. Choose the file class from which you wish to create a template.

Figure 4. Template Builder - Select the file class

1. Click on the desired file name.

Figure 5. Template Builder - Select the file

• Select 'Classification' to begin the process.

• Select ‘Edit’

Figure 6. Selecting Classification and then Edit

1. Select 'Create Template' to begin the process.

Figure 7. Template Builder - 'Create new template' button

1. A window will appear for template configuration:

Figure 8. Template Builder - Template Classification Window

Enter a Template name and select the correct Classification and Sub-classification types.

Figure 9. Template Builder - Template Creation

Confirm by clicking 'Okay'.

Figure 10. Template Builder - Template Creation confirmation

Upon completion, the file is saved as a 'Template File' indicated by a corresponding sign.

Figure 11. Confirmation of Successful creation of new template

Future documents resembling the chosen template are automatically classified under the new category. For example, all similar documents, such as different versions of a driver's license, will be categorized under the template's classification, ensuring uniformity.

Figure 12. Template Builder - Template File Label

Viewing and Managing Templates

To view the newly created template, navigate to 'INSIGHTS' on the top menu.

Figure 13. Template Builder - Insights Header on Navigation Menu

Select 'Templates' from the left panel.

Figure 14. Template Builder - Templates Options on Left Panel

Here you can view all the created templates.

Template List View

The Template List View serves as the initial overview screen in the document management system, where users can quickly assess the range of templates available:

Figure 15. Template Builder - List View of Templates

• Template Name: Identifies each template for easy reference and selection.

• Objects: Shows the number of documents currently classified under each template, indicating how frequently the template is used.

• Classification & Sub-Classification: Specifies the primary and secondary categories of the templates for organized document sorting.

• Attributes: Shows the number of data fields each template can recognize within documents.

• Created By: Records the creator's email for accountability and contact purposes.

• Status: Displays an active/inactive state, controlling whether the template is currently in use.

• Actions: Offers a menu for template-specific operations like view, edit, and delete.

Click on the specific template name. This will open up a dashboard view of the template.

Template Dashboard

The Template Builder's dashboard provides a centralized view of the template, along with detailed information and management options. Key elements of the dashboard include:

Figure 16. Template Builder - Template Dashboard View

1. Overview

• Attributes Count: Displays the number of unique attributes the template is designed to manage.

• Documents Count: Provides an exact count of documents associated with the template, showing its reach and usage.

• Classification Details: Indicates the assigned class and subclass for the template. This feature details how documents are categorized under each template.

• Template Preview: Shows an example of a document type managed by the template, helping users to visually verify the template's applicability.

Click on Attributes to review all the attributes in the template.

It details the specific data fields or attributes that are part of the document template.

• Attributes : Lists the names of the individual attributes that are part of the template. In this case, it includes Birth Date, US Driver License, Address, and Name.

• Objects: Corresponds to each attribute, showing the count of objects or documents that contain this attribute. In the screenshot, each attribute is associated with one object.

Figure 17. Template Builder - Attributes View within Template

3. All Objects

'All Objects' can be selected to view the number of documents classified within the template.

It provides a concise summary of data sources and objects:

• Datasource Count: Shows the total number of data sources and objects included in the template. For example, it might display "1 Datasource(s) with 1 Object(s)".

• Datasource Name: Indicates the specific name of the data source being used, such as "Gdrive-Template".

• Object Count: Reflects the number of objects present in the data source, displayed as "# OF OBJECTS: 1".

• Risk Assessment: Highlights the risk level of the objects, with "AT RISK: 0" indicating no current risks.

Figure 18. Template Builder - All Objects View within Template

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Template Modification and Management

• Adjusting Template Settings: Users have the flexibility to modify template settings. This includes the ability to redefine classifications or adjust template parameters.

• Disabling Templates: If necessary, templates can be disabled. This option is available within the Template List View and offers control over the active status of each template.

• Error Handling: The system is designed to handle occasional discrepancies or errors. For example, if the number of matching documents displayed is incorrect, the system will indicate this and provide an envelope for clarification.

• Historical Data and Changes: Any changes made to a template, including its creation, modification, and disabling, are tracked and recorded for reference.

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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: [email protected].