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Frequently Asked Questions about Discovered Collections
Who is this article for?Users who have questions about how discover collections work.
No special access or permissions are required.
This article aims to answer the most common questions we have received from you about Discovered Collections and the Auto Discovery Tool.
- What integrations does Auto Discovery support?
- When should I use Auto Discovery?
- What are the benefits of using Auto Discovery?
- Can I use Auto Discovery alongside manually created Collection files?
- How can I enable Auto Discovery?
- Why do I need to contact Support to setup Auto Discovery of SharePoint and network folders?
- Can Auto Discovery be setup to use multiple Collections?
- What happens if the permissions of a filing Location are changed?
- Can I still Load and Unload discovered Collections?
- Are Auto Discovered Locations still available for offline filing and searching?
- How often are discovered Locations updated?
- Can discovered collections be used alongside manually created collection?
- Are discovered collections saved as a file?
1. What integrations does Auto Discovery support?
Auto Discovery supports:
- Microsoft OneDrive
- Microsoft SharePoint
- Microsoft Teams
- Huddle
- Local and Network folders
- Procore
- ProjectWise
- Synergy
- Viewpoint for Projects
2. When should I use Auto Discovery?
Discovered Collections are only suited when the filing Locations in a Collection are at the same level in the folder hierarchy and new ones are created on a frequent basis.
Users that don't need access to all Locations in a Collection. Users will only discover Locations that they have access to.
It's also useful when folder names are likely to change frequently.
3. What are the benefits of using Auto Discovery?
Main pros of using Auto Discovery are:
- Once setup and enabled they are maintenance free.
- Users will only discover and see the Locations they have access to.
- All Locations are rediscovered once an hour, but can be manually updated at any time.
4. Can I use Auto Discovery alongside manually created Collection files?
Yes.
5. How can I enable Auto Discovery?
You can enable discovery in User Preferences.
6. Why do I need to contact Support to setup Auto Discovery of SharePoint and network folders?
Because of the infinite ways hierarchies can be setup a bespoke solution is required.
For Auto Discovery to work, it needs to know where to start, the folder to discover, what to call each filing Location, and which Collection it should be associated with.
It also needs to understand the hierarchy of system being discovered and not take too long to discover them. Discovery may also need to allow for case sensitivity or detect folders that include a specific word or phrase.
7. Can Auto Discovery be setup to use multiple Collections?
Yes.
For example, you can have one Collection for tenders and another for live projects.
8. What happens if the permissions of a filing Location are changed?
Upon rediscovery (every hour), users will either have access the filing Location or it will no longer be available depending whether they have sufficient permissions or not.
9. Can I still Load and Unload discovered Collections?
Yes.
By default, the filing Locations associated with a Collection will be available for filing and searching, but the Collection can be unloaded to not see its Locations. This is done via the Locations tool.
10. Are Auto Discovered Locations still available for offline filing and searching?
Yes, but for network folders additional configuration may be required.
11. How often are discovered Locations updated?
By default once an hour.
When required, you can update discovered Collections manually by selecting the Mail Manager icon in Windows Notification Tray and choosing Run discover filing Locations.
This period can be extended by applying a variable called AutoDiscoveryIntervalHours (e.g. AutoDiscoveryIntervalHours=2).
Discovery of Locations occurs when the MailManager.AutoDiscoveryLocations.exe is running (see Windows Task Manager). When the process ends, the Locations are up to date.
12. Can discovered collections be used alongside manually created collection?
Yes.
13. Are discovered collections saved as a file?
No, the discovered Locations are cached and used by Mail Manager directly.