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AiimiUser Guides

GoogleVaultSAR

This job utilises the Google Vault connector to discover and export data that is relevant to a Subject Access Request (SAR) within Workplace AI. Each Subject Access Request that utilises the GoogleVaultSAR job to search and export data will generate a Matter (a container for data related to a specific topic, such as a litigation case or an investigation) within Google Vault.

The search terms within the SAR will be used as search criteria within the matter. You can choose which areas of Google Vault are searched and when, how attachments and duplicates should be treated and when a Matter should be closed.

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Requirements

The GoogleVaultSAR job requires that:

  1. You have a SAR model set up specifically for SARs.

  2. Your SAR model contains a keyword type attribute with the ID "matterId". Running a GoogleVaultSAR job that is missing this attribute will prompt an error, highlighting that this attribute is missing. To add this attribute navigate to Models > Collections > Edit SAR Collection > Attributes. For help setting up a model visit our guide for creating models.

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Connection settings

  1. Job Type - Select GoogleVaultSAR from the Job Type dropdown.

  2. Select Credential - Select the Credentials for the Google Vault. Credentials were from the JSON file downloaded when the service account that was created.

  3. Delegated User - Enter the Vault user name to be used when accessing Vault via the API.

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Search Settings

  1. Search Mode - Choose how the job should search and export data to a SAR within Workplace AI. The distinction between automatic and manual search mode should be based on whether you want Workplace AI to automatically search Google Vault using the SAR search terms or you wish to manually search and prepare the data export directly in Google Vault. In both modes, the job will continue checking for new exports to appear for as long as the SAR response remains in any state that isn't New, Completed and Cancelled

    1. Automatic - Workplace AI will automatically search Google Vault using search terms within the SAR to create Google Vault data exports.

    2. Manual - Workplace AI does not automatically search, the job checks for new data exports and imports to the SAR only, requiring Google Vault users to manually create data exports.

  2. Search Scope - Select the relevant areas of Google Vault to search: All Mail, Shared Drives, Personal Drives.

  3. Single Query Export Limit - Enter a maximum number of items that can be exported from a single query within Single Query Export Limit.

    • This figure is applied before de-duplication.

    • It is checked before Mail items are exported, this is because Drive queries don't support being counted.

    • Drive exports are checked after execution and before importing to Workplace AI.

  4. Close Matter When Request is Completed or Cancelled - The Google Vault matter will remain open whilst the SAR response is In Progress, you can choose to delete the Matter within Google Vault once the SAR response is closed (Completed or Cancelled). This setting should be de-selected where you wish to review what Vault did or to redo an export via Google Vault directly.

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Exporting data to Workplace AI

  1. Single Export Size Limit - Limit the size of an export blob by entering the value in Bytes within Processable Export Size Limit. By default this is set to 10MB.

  2. Skip Deleted Files - Select to skip items that been deleted by users within Google Vault from being imported.

  3. Remove Duplicate Files - Select to remove files with matching IDs. This is helpful for de-duplicating emails that appear in sent and inbox folders across multiple user mailboxes.

  4. Create Upload Report - Select to Create a CSV report for each export. This will be added to the import store of the SAR response the Matter relates to.

  5. Extract Attachments - Select to extract any attachments discovered within imported emails as unique items within the SAR response.

Where the GoogleVaultSAR job encounters an error, the relevant error will be added as a label to the SAR for the SAR user to resolve or escalate to an Admin.

  • Vault: Error - No search terms

  • Vault: Error - Too many results found

  • Vault: Error - Vault failed to create all exports

  • Vault: Error - Downloads failed

  • Vault: Error - Uploads failed

  • Vault: Error - Delete failed

  • Vault: Please see logs Label used to identify collections with undefined errors

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