Connectors - Expected Behavior

FileConnect Enterprise - File is Moved

FileConnect Enterprise continuously synchronizes files from your source file system into RecordPoint. When files are moved between folder locations in the source system, the system follows a structured process to ensure auditability and compliance.

This document explains the expected behavior when a file is moved between locations, including how FileConnect Enterprise detects, updates, and records these changes.

Expected Behavior When a File is Moved

1. Initial Crawl & Submission

• When a file is first discovered in the source system, FileConnect Enterprise creates a corresponding record in RecordPoint.

• The record includes metadata such as the file name, location, and timestamps.

2. User Moves an Item or a Branch Within the Tree

• A user moves a file or a folder containing multiple files within the source file system.

3. Continuous Crawl Detects the Move

• The continuous crawl process identifies the file in its new location and treats it as a newly added file.

4. Record Creation & Audit Trail Updates

• A new record is created in RecordPoint for the file at its new location.

• The original record is updated with an audit entry indicating that the file has been deleted from its previous location.

5. Duplicate Record Tracking

• Since the file has been moved (not modified), there are now two records in RecordPoint:

  1. A record pointing to the file's original location (marked as deleted).

  2. A record pointing to the file's new location (active).

• If the file has not been modified, duplicate-detection identifies that duplicate content exists.

• However, the user must manually check for duplicates to recognize them.

Key Considerations

• Audit Integrity: All file movements are tracked, ensuring compliance with governance requirements.

• Duplicate Handling: The system retains both records for traceability, but users can leverage dupe-detection to consolidate them if necessary. 

• Continuous Synchronization: The process runs automatically, ensuring that file movements are reflected in RecordPoint in near real-time.

SharePoint- File is Moved

SharePoint connector continuously synchronizes files from your source file system into RecordPoint. When files are moved between folder locations in SharePoint, the system follows a structured process to ensure auditability and compliance.

1. Initial Crawl & Submission

• When a file is first discovered in the source system, SharePoint creates a corresponding record in RecordPoint.

• The record includes metadata such as the file name, location, and timestamps.

2. User Moves an Item or a Branch Within the Tree

• A user moves a file or a folder containing multiple files within SharePoint.

3. Continuous Crawl Detects the Move

• The continuous crawl process identifies the file in its new location and treats it as a newly added file.

4. Audit Trail Updates

• The original record is updated with an audit entry indicating that the file has been "FileMoved" from its previous location.

SharePoint- File is Deleted

SharePoint connector continuously synchronizes files from your source file system into RecordPoint. When files are deleted in SharePoint, the system follows a structured process to ensure auditability and compliance.

1. Initial Crawl & Submission

• When a file is first discovered in the source system, SharePoint creates a corresponding record in RecordPoint.

• The record includes metadata such as the file name, location, and timestamps.

2. User Deletes an Item or a Branch Within the Tree

• A user deletes a file or a folder containing multiple files within SharePoint.

3. Continuous Crawl Detects the Deletion

• The continuous crawl process identifies the file in its new location and treats it as a newly added file.

4. Audit Trail Updates

• The original record is updated with an audit entry indicating that the file has been "FileRecycled" from its previous location.

5. User Purges the Recycling Bin

• A user deletes a file or a folder containing multiple files within SharePoint.

6. Continuous Crawl Detects the Deletion

• The continuous crawl process identifies the recycling bin has been purged.

7. Audit Trail Updates

• The original record is updated with an audit entry indicating that the file has been "FileDeletedFirstStageRecycleBin"

Exchange Online - Email is Moved

No audit events are logged when files are moved between folders in Exchange.