Content Registration

Content Registration

Role Required
To configure Azure Active Directory for Content Registration you need to be an Azure AD Global Administrator or Application Administrator.
To run the Content Registration script, you need user accounts that can access the content you are looking to register in SharePoint Online or OneDrive for Business, as well as for Records365. These may not be the same credentials. Users backed by Active Directory Federated Services (ADFS) or that have Multi-factor Authentication (MFA) enabled are not currently supported.

Once the relevant Connector has been set up and enabled, any new documents created in SharePoint Online or OneDrive for Business, and any modifications to existing documents, will be managed by Records365. What about any existing content that pre-dated the Connector, you may ask?

The Content Registration process provides a tailored method of locating documents and folders in SharePoint Online or OneDrive for Business and passing them to their respective Connector for submission to Records365.

The Content Registration process for SharePoint Online and OneDrive for Business requires a level of familiarity with Microsoft PowerShell and the ability to install client libraries and PowerShell modules. Most likely, an Administrator or IT professional will be required for some or all of this process.
Please, feel free to contact our support team at support@recordpoint.com to obtain the script and to ensure that you have the required level of technical support to successfully complete the process.

Content Registration Architecture

Content Registration is a scripted process driven by Microsoft PowerShell. RecordPoint provides a template script that you can customize according to your requirements and Records365 exposes an API endpoint that this script will call with the details of the documents to be registered by the relevant Connector.

To securely authenticate against SharePoint Online or OneDrive for Business and submit content to Records365, a number of prerequisites are required:

  • User Credentials that have access to the relevant location in SharePoint Online and OneDrive for Business.
  • User Credentials for Records365. These may not be the same credentials. See how to Add Users to Records365.
  • Azure AD Native Application Registration to delegate authentication to Records365 to the Content Registration script.

Registering an Azure AD Native App

Please note that this process is subject to changes from Microsoft. Please refer to Microsoft Documentation if you’re having difficulties.

  1. Sign in to the Azure portal.
  2. If your account gives you access to more than one, click your account in the top right corner, and set your portal session to the desired Azure AD tenant.
  3. Search for App Registrations, and then click New Registration.
  4. On the Register an application page, enter the Content Registration application registration information and click Register:
    • Name: Content Registration for Records365.
    • Supported account types: Select “Accounts in any organizational directory”.
    • Redirect URI: https://login.microsoft.com

  5. You will be taken to the application’s main registration page.
    • Make a note of the Application (client) ID value. This will be required to run the Content Registration script.


  6. Click on API permissions on the sidebar:
    • Click Add a permission.
    • Click the APIs my organization uses tab.
    • Search for ‘Records365’ and click on it.
    • Select user_impersonation (Access Records365) under Permissions.
    • Click Add permissions.

    • Grant Admin Consent for the recently added permission

  7. Click on Manifest on the sidebar:
    • Make sure that the tag “allowPublicClient” is set to true.
    • If it’s set to false or null, change it to true and click Save.

Running the Content Registration script

Prerequisites
SharePoint Client Side Libraries
The Content Registration script uses the SharePoint Online Client Side Object Model to connect to SharePoint Online or OneDrive for Business. The Microsoft.SharePoint.Client and Microsoft.SharePoint.Client.Runtime libraries must be present in the /bin folder in the directory where the script is run. Please use version 16.1.6420.1200 or later of CSOM. RecordPoint provides these libraries with the Content Registration script.
Azure AD PowerShell module
A specific version of the Azure AD PowerShell module must be installed to run the script. Install from the Powershell Gallery by running Install-Module AzureAD -RequiredVersion 2.0.1.3.

Parameters

The Content Registration script requires a number of parameters. These describe:

  • The Records365 tenant where the script should submit content.
  • The SharePoint Online or OneDrive for Business locations to connect to and find content.
  • Authentication for Records365 and SharePoint Online or OneDrive for Business.
  • Settings that determine how the script runs.

Mandatory Parameters

ParameterTypeDescription
ServiceUrlRecords365 AuthenticationThe URL of the Records365 Content Registration API endpoint. See below for your relevant URL.
ServiceUsernameRecords365 AuthenticationThe account used to access the Records365 tenant.
ServicePasswordRecords365 AuthenticationThe password of the Records365 tenant. This must be passed to the script as a SecureString.
ConnectorIdRecords365 AuthenticationThe ID of your SharePoint Online or OneDrive for Business Connector in Records365. See Connector ID.
TenantClient AuthenticationThe name of your Azure Active Directory tenant, eg: contoso.com
ClientIdClient AuthenticationThe Client ID of the Native Application that represents the user when interacting with the Records365 APIs.
WebUrlClient AuthenticationThe URL of the SharePoint Online or OneDrive for Business site. May be a root site and must end with a “/”.
UserNameClient AuthenticationThe username of the account that has access to the SharePoint Online or OneDrive for Business site.
PasswordClient AuthenticationThe password of the account that has access to the SharePoint Online or OneDrive for Business site. This must be passed to the script as a SecureString.
ContextSettingsThe starting point in your SharePoint Online or OneDrive for Business site for the script to recursively look for content to submit to Records365. May be either Site, Web, List, Folder or Item.
AudienceStaticThis value is always: https://recordpoint.com/rpfabric

 

Records365 GeographyServiceURL
US Westhttps://management-usw.records365.com
AU Easthttps://management-aue.records365.com.au
UK Southhttps://management-uks.records365.co.uk

Context Parameters

These parameters describe where the script will look for content to submit to Records365. The script is recursive – for example, if the Context supplied is List, then the script will submit all documents or list items contained within the List or Document Library provided by ListTitle, including any folders within that List or Library. Both Site and Web Contexts use the WebUrl parameter supplied above and do not require additional parameters for Context.

ParameterTypeDescription
ListTitleListThe name of a List that the script will target when the Context is List or Item.
ItemTitleItemThe title of a List Item in a custom List, or the filename (“FileLeafRef”) of a Document in a Document Library when the Context is Item. Also requires ListTitle.
FolderPathFolderThe path (Web Relative URL) to the Folder when the Context is Folder. Must not be prefixed with “/” – eg: Contracts/Subcontract.

Optional Parameters

ParameterTypeDescription
ScriptModeSettingsEither “Interactive” or “NonInteractive”. Interactive prompts for parameters, whereas NonInteractive expects parameters to be supplied. Defaults to Interactive.
LogToFileSettingsWhen True, all events are saved to a log file. Defaults to True.
LogToScreenSettingsWhen True, all events displayed on screen inline, otherwise events are displayed in a progress window above the script. Defaults to False.

Example

# Create SecureString password for service
[SecureString] $svcPasswordSecure = ConvertTo-SecureString -String "<ServicePassword>" -AsPlainText -Force# Create SecureString password for SPO
[SecureString] $spoPasswordSecure = ConvertTo-SecureString -String "<ServicePassword>" -AsPlainText -Force .\SPOContentRegistration.ps1 -ServiceUrl "https://<ServiceUrl>/" -ServiceUsername "<ServiceUsername>" -ServicePassword $svcPasswordSecure -WebUrl "https://<SharePointUrl/Site/SubSite>/" -ListTitle "ListName" -Context List -UserName "<UserName>" -ConnectorId <ConnectorId> -Tenant "<Tenant>.onmicrosoft.com" -Audience "https://recordpoint.com/rpfabric" -ClientId <ClientId> -Password $spoPasswordSecure

Connector ID

To retrieve your Connector ID for SharePoint Online or OneDrive for Business, go to the Connector Gallery by clicking the cog icon in the top right of the screen. Then, click on your SharePoint Online or OneDrive for Business connector tile in the gallery. Your Connector ID will be visible in the Address Bar at the top of your browser window:


Versioning Level

Your connector settings will influence on what is submitted to Records365. To make sure the script behaves as you expect, we suggest you review your connector settings by going to the connectors gallery and clicking on the connector you will be performing Content Registration.

Currently, there are two versioning level settings:

  • Major Only where the connector submits only records that have their latest changes published or as a major version in the content source (1.0, 2.0, etc)
  • Minor and Major where the connector submits both minor and major version changes from the content source (1.0, 1.1, etc)
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