{"id":36214,"date":"2024-10-30T12:33:17","date_gmt":"2024-10-30T17:33:17","guid":{"rendered":"https:\/\/www.filecloud.com\/blog\/?p=36214"},"modified":"2025-04-16T07:41:14","modified_gmt":"2025-04-16T12:41:14","slug":"smart-classification-apply-metadata-to-files-in-folder","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/","title":{"rendered":"FileCloud Smart Classification: Apply Metadata to Files in a Team Folder"},"content":{"rendered":"

Smart Classification in FileCloud<\/h2>\n

FileCloud offers a variety of advanced features to support data visibility and governance. One of these advanced features is Smart Classification<\/a>, which can be found under the Governance dashboard in FileCloud.<\/p>\n

Enabling Smart Classification will trigger FileCloud\u2019s built-in classification engine that scans and assesses uploaded data.\u00a0Based on metadata sets and classification rules put into place by the environment administrator, the engine will apply metadata tags, which can then trigger a variety of automated actions, such as DLP rules, retention policies, and workflows.<\/p>\n

\"FileCloud<\/p>\n

Use Case: Tag Files with PII and Limit Sharing<\/h3>\n

For example, an admin leveraging FileCloud\u2019s Smart Classification can create a rule to automatically scan uploaded content for Personal Identifiable Information (PII), such as social security numbers, credit card numbers, birth dates, driver\u2019s license information, and more. If the classification engine finds these patterns in a document, it applies the relevant metadata tag, \u201cPII.\u201d Subsequently, the admin can create a share policy to restrict sharing outside of company users<\/a> if a file is tagged with PII, as a means of protecting data from being leaked.<\/p>\n

Use Case: Tag Files with DoD Security Clearance Stamps<\/h3>\n

Another example: if you use the Compliance Center<\/a> to support compliance with ITAR, one requirement is to correctly classify ITAR-sensitive content. You can support compliance with this requirement by creating a custom rule to classify files based on their security clearance stamp. With metadata set up for Confidential, Secret, and Top Secret, files can be identified and tagged for at-a-glance data governance and automated security.<\/p>\n

What if all the content uploaded to a specific folder needs to be tagged as Sensitive?
\nFileCloud supports that use case too.<\/strong><\/p>\n

Use Smart Classification to Tag All Documents Uploaded to a Folder<\/h2>\n

A defense industrial base contractor working with the DoD and subject to ITAR requirements will generate and process a large variety of documents. They may not all have clearance stamps, but they still need the same or similar levels of protection.<\/p>\n

For this particular use case, Smart Classification <\/span>can be used to identify <\/span>sensitive documents within a particular ITAR folder.\u00a0<\/span>\u00a0<\/span><\/p>\n

Setting up Metadata and Folder Architecture for Smart Classification Tagging of Files in a Designated Folder<\/h3>\n

1. To begin<\/span>, we <\/span>confirm<\/span> t<\/span>hat <\/span>a metadata set <\/span>exists <\/span>with an attribute for<\/span> \u201c<\/span>Sensitive<\/span>.\u201d <\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

2. For users, once a metadata attribute is created, their interface will also change for affected files:<\/p>\n

FileCloud UI - files with \"Sensitive\" metadata attribute applied<\/p>\n

3. Next, we <\/span><\/span>confirm<\/span><\/span><\/span> that a Team Folder <\/span><\/span>exists to <\/span><\/span><\/span>hold <\/span><\/span>all of our <\/span><\/span><\/span>ITAR content:<\/span><\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

In this example, the name of our user account is <\/span>companydata.<\/span> The ITAR Content Team Folder h<\/span>olds two items: a sub-folder called Test <\/span>Visibility<\/span> and a PDF called FileCloud Security.\u00a0<\/span>\u00a0<\/span><\/p>\n

With the metadata attribute and Team Folder confirmed<\/span>, we <\/span>can now<\/span> create a new Smart Classification rule. <\/span><\/p>\n

Creating the Smart Classification Rule to Tag Files in a Designated Folder with Metadata<\/h3>\n

To create this classification rule, w<\/span>e must first go to the Smart Classification menu in the admin UI and open the rule builder<\/span>.<\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

Rule name:<\/span><\/b> Auto <\/span>c<\/span>lassify <\/span>ITAR\u00a0<\/span>\u00a0<\/span><\/p>\n

Automatic execution:<\/span><\/b> Toggle to enable<\/span>\u00a0<\/span><\/p>\n

Filters:<\/span><\/b>\u00a0<\/span><\/p>\n

Applying a filter <\/span>for a specific folder in your environment <\/span>tell<\/span>s<\/span> the <\/span>classification <\/span>engine where to apply the rule. <\/span>For this use case, we need to <\/span>set the root path for the desired Team Folder. We also need to<\/span>\u00a0<\/span>set the<\/span> File Full Path option to<\/span> \u201c<\/span>starts with\u201d<\/span>. <\/span>This will ensure that the classification rule applies to all contents within the folder, including files and sub-folders.\u00a0<\/span>\u00a0<\/span><\/p>\n

In this example, our<\/span> ITAR<\/span> Content<\/span> folder<\/span> has the following root path<\/span>: <\/span>\/<\/span>companydata<\/span>\/ITAR Content<\/span>. <\/span>\u00a0<\/span><\/p>\n

We\u2019ll hit next at this point to continue to the next step in the Classification Rule Builder. <\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

Classifier:<\/span><\/b> Default<\/span>\u00a0<\/span><\/p>\n

Classifier patterns:<\/span><\/b> Match RegEx: *<\/span>\u00a0<\/span><\/p>\n

Hit Next<\/span> to continue to the third step in the builder. <\/span>\u00a0<\/span><\/p>\n

For<\/span> this use case, where we want to classify all folder contents instead of telling the engine to search for a particular pattern within files, we need to switch to the code editor for the Classifier condition. <\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

After selecting this option, the builder will replace \u201cAdd condition | Add Group\u201d with a text box. <\/span>\u00a0<\/span>In the <\/span>box, we\u2019ll type \u201ctrue.\u201d<\/span> Doing so <\/span>will trigger the classification, regardless of the actual content of the files.<\/span>\u00a0<\/span><\/p>\n

Then we s<\/span>et <\/span>the match action for the<\/span> ITAR Content folder and the metadata tag, \u201c<\/span>Sensitive\u201d and toggle to enable.\u00a0<\/span><\/p>\n

Finally, we set the <\/span>n<\/span>on-match action: ITAR <\/span>> Sensitive<\/span>. We leave this button toggled off.\u00a0<\/span>\u00a0<\/span><\/p>\n

\"FileCloud<\/p>\n

Now, every file uploaded to the ITAR Content folder will be tagged as <\/span>\u201cSensitive.\u201d<\/span>\u00a0<\/span><\/p>\n

This applies to any <\/span>metadata <\/span>attribute<\/span> that fits your<\/span> organization<\/span>\u2019s requirements<\/span>. We used <\/span>the attribute \u201cSensitive\u201d<\/span> for this example use case<\/span>, but <\/span>th<\/span>is type of<\/span> rule<\/span> can extend <\/span>to different paths and tags as required.<\/span>\u00a0<\/span><\/p>\n

FileCloud Smart Cl<\/span>assification: Flexible & Powerful\u00a0<\/span>\u00a0<\/span><\/h2>\n

Smart Classification in FileCloud provides a powerful and flexible way to automatically classify and protect your organization\u2019s sensitive data. Whether you need to tag files containing PII, mark documents with security clearance levels, or ensure all content within specific folders maintains proper classification regardless of content, FileCloud\u2019s classification engine can handle it automatically. <\/span>\u00a0<\/span><\/p>\n

By <\/span>creating<\/span> Smart Classification <\/span>rules based on folder paths and <\/span>metadata tags, you can create a robust system for data governance that requires minimal manual intervention while maintaining maximum security and compliance.<\/span>\u00a0<\/span><\/p>\n

The example we walked through demonstrates just one of many possible implementations \u2013 the possibilities are virtually limitless based on your organization\u2019s specific needs and compliance requirements. With Smart Classification, FileCloud continues to <\/span>support security and efficiency for<\/span> enterprise content management.<\/span>\u00a0<\/span><\/p>\n

\u00a0<\/p>\n

Interested in learning more about FileCloud <\/span>for content governance and compliance<\/span>?<\/span>\u00a0<\/span><\/p>\n

\n

Article written by\u202f<\/span>Daniel Alarcon<\/span><\/a>, Senior Manager, Customer Success and Enablement<\/span>\u00a0<\/span><\/p>\n

Edited by\u202f<\/span>Katie Gerhardt<\/span><\/a>, Jr. Product Marketing Manager<\/span>\u00a0<\/span><\/p>\n

\u00a0<\/p>\n

\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"

Smart Classification in FileCloud FileCloud offers a variety of advanced features to support data visibility and governance. One of these advanced features is Smart Classification, which can be found under the Governance dashboard in FileCloud. Enabling Smart Classification will trigger FileCloud\u2019s built-in classification engine that scans and assesses uploaded data.\u00a0Based on metadata sets and classification […]<\/p>\n","protected":false},"author":31,"featured_media":35652,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[1926,284,20,237,72],"tags":[1974,1976,1893,919,997,1975,1645],"yoast_head":"\nFileCloud Smart Classification: Apply Metadata to Files in a Team Folder - FileCloud blog<\/title>\n<meta name=\"description\" content=\"Leverage Smart Classification in FileCloud to apply metadata to all files in a folder for automated data governance.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"FileCloud Smart Classification: Apply Metadata to Files in a Team Folder\" \/>\n<meta property=\"og:description\" content=\"Leverage Smart Classification in FileCloud to apply metadata to all files in a folder for automated data governance.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\" \/>\n<meta property=\"og:site_name\" content=\"FileCloud blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/tonidopage\" \/>\n<meta property=\"article:published_time\" content=\"2024-10-30T17:33:17+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-04-16T12:41:14+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2024\/02\/ComplianceBlog.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1280\" \/>\n\t<meta property=\"og:image:height\" content=\"856\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Katie Gerhardt\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@getfilecloud\" \/>\n<meta name=\"twitter:site\" content=\"@getfilecloud\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Katie Gerhardt\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\"},\"author\":{\"name\":\"Katie Gerhardt\",\"@id\":\"https:\/\/www.filecloud.com\/blog\/#\/schema\/person\/ea3506ea3e9eb7bb2036e6c7c8fc05ea\"},\"headline\":\"FileCloud Smart Classification: Apply Metadata to Files in a Team Folder\",\"datePublished\":\"2024-10-30T17:33:17+00:00\",\"dateModified\":\"2025-04-16T12:41:14+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\"},\"wordCount\":976,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.filecloud.com\/blog\/#organization\"},\"keywords\":[\"automated classification\",\"classification rule\",\"content classification\",\"ITAR\",\"Metadata\",\"sensitive data\",\"Smart Classification\"],\"articleSection\":[\"Compliance\",\"data governance\",\"FileCloud\",\"government\",\"Security\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\",\"url\":\"https:\/\/www.filecloud.com\/blog\/smart-classification-apply-metadata-to-files-in-folder\/\",\"name\":\"FileCloud Smart Classification: Apply Metadata to Files in a Team Folder - 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