File Governance: How-to Guide

Overview

This page describes how to operate the File Governance feature.

Target Audience

JOSYS Administrators with Super Admin privileges.

Prerequisites: Integrating with Box

1. If you have already integrated the application: Please proceed to the next step.
   If you have not yet integrated the application: Please refer to the page below to complete the application integration.
   Reference: Box
2. From the left menu, click "Integrations > External Data Sources." Click the "Link" button within the File Governance section.
   
   💡To enable File Governance, additional permissions beyond the traditional application integration may be required. Therefore, if you have already integrated the app with JOSYS, you may see a prompt indicating that re-integration is necessary. If this occurs, please click "Re-integrate App" on the displayed pop-up and proceed with the re-integration. 
3. A pop-up will appear in the bottom-left corner; the process is complete when you see a check mark.
   
4. From the left menu, click "Access > File Governance," and the synchronization screen will be displayed. Please wait until the synchronization is complete. 💡Synchronization may take some time.

Checking Users with View/Edit Permissions

1. In the file/folder list on the File Governance screen, click the row of the file/folder you wish to check to open the details screen.
2. A list of users with permissions will be displayed.

Marking Files as Safe

1. Check the users with permissions and ensure there are no issues with the "Sharing Settings" or "Permissions granted to users".
2. Click the Mark as Safe button in the top right corner. A confirmation screen will appear.
   
   *You can also use the Mark as Safe button displayed at the far right of the file list screen.
   
3. Files marked as "Safe" will no longer appear in [External Shared Files] and will instead appear in [Safe].

Removing the Safe Mark

1. Open the file list and click the Safe tab.
2. Hover your cursor over the target file and click Remove Safe Mark at the far right.
3. A confirmation screen will appear; click Remove Safe Mark. You can also edit or delete the note.

Removing Permissions from Users

1. In the file/folder list on the File Governance screen, click the row of the file/folder for which you want to edit permissions.
2. The file/folder details screen will open. Search for the user whose permissions you want to remove.
3. Click the three-dot leader button at the far right of the displayed user's row and click Remove Access.
4. A confirmation screen will appear. If there are no issues, click Remove Access.

Syncing Files/Folders to JOSYS

1. Click Sync in the top right corner of the File Governance screen.
   *Synchronization may take some time.