Configuring Teams Indexing

NetGovern eDiscovery cases can include data sourced directly from Microsoft Teams. Indexing and Archiving jobs must be set up to process the data and make the Teams content available in NetGovern Search. To index Teams files, posts, chats, and replies, you must create a Teams Index job in the NetGovern Admin UI.

IMPORTANT
Indexing must be performed prior to archiving in order to make the archived content searchable—see Configuring Teams Archiving.

The Teams Index agent will crawl files, posts, and replies across direct chats, group chats, and team channels. When indexed, Teams data becomes available and searchable in a NetGovern Search case—see IM Searches.

NOTE
It is not necessary to create a policy in NetGovern to guide this job.
  • Log into the NetGovern Admin UI.
  • Go to Archiving > Agents > IM Indexing. Click Create.

  • Select Teams from the Source Type drop-down menu.
  • Give the indexing job a meaningful name and click Create.

  • The newly created job appears in the navigation tree. Click on it.
  • Navigate to the Criteria tab to begin configuration tasks.

  • Navigate to the Source section. In the Crawler field, use Find to identify the Teams Indexing Location you previously created—see Configuring Teams Connector.
    Click OK.

  • Set Incremental Indexing to only index data that has not been indexed since the last time an index job was run on the data in question. It relies on the timestamp of a previously finished index job. Leaving Incremental Indexing unselected will ensure that all content is indexed from the very beginning, unless you make a date selection in the following step.

  • Select Options:
  • Disable edit or delete posts: Select this to prevent Teams users from editing or deleting posts.
  • NOTE
    Selecting this option enables the selection in Teams Administration settings. If already enabled in the Teams Administration settings, it will not need to be enabled here.
  • Index posts from last X days: Select this to specify the data range for new Teams content to index.
    You can also choose Created Date or Last Modified Date (in the event that you have not already disabled editing or deleting posts.)
  • TIP
    It is a best practice to use this option for an initial index job, then let the indexing run on Incremental Indexing on a Continuous schedule.
  • NOTE
    If you previously selected Incremental Indexing, this would index only new posts created in the date range specified that have not already been indexed. If you previously left Incremental Indexing unselected, all posts created in the specified date range will be indexed, regardless of previous index jobs.
  • Index posts content contain: Set the scope of the data indexed. To specify the content indexed, enter your input using Regex.

  • Under Teams Selection you can choose various options:
  • Index posts from all the teams, channels. This indexes all teams and channels associated with the Teams location selected earlier.
  • Index posts only from the following teams, channels. Select the team(s) and/or channel(s) affected. If you select this option you cannot select the following one.
  • Exclude posts from the following teams and channels. Select the team(s) and/or channel(s) affected. If you select this option, you cannot select the option above.

  • Under Channel Folders Selection, you can choose various options:
  • Index files from all channel folders. This indexes all teams and channels associated with the location selected above.
  • Index files from the following channel folders. Select the folder(s) affected. If you select this option you cannot select the following one.
  • Exclude files from the following channel folders. Select the folder(s) affected. If you select this option, you cannot select the option above.
    Select Recursive to process the subfolders of a folder.
  • Click Save.
  • In the Job Settings tab, enter a Description. You can enter the name of the index job.
  • Set the appropriate Job Priority. You can choose between Low, Normal, and High. By default, the Priority is Normal.
    • NOTE
    This setting is useful in scenarios where multiple jobs are running concurrently and you want to control which job takes priority with respect to thread allocation. The job priority you select determines which job in the queue is selected next by the Job Manager process, which is responsible for allocating queued job threads to available thread slots on the archive nodes. Prioritization is categorized according to user account. For example, you may want to assign higher priority to crawling files created by VIP users. If a normal priority job is already running and using all available job threads, setting the priority to high and executing it will direct any freed threads to be used on the new high-priority job. This feature works in conjunction with load balancing in order to control crawling job distribution.
  • Select the Mode:
  • Continuous: Indexes operate on a continual basis without interruption. The index keeps up to date with all changes in the location.
  • Pause: Stops indexing. Once the initial index is built, there is no need to continue running it.
  • Pause and delete indexes: Stops indexing and deletes the existing index. Then, it re-indexes once, and pauses.

  • Select the Users. To archive all user accounts, leave All users from location enabled.
  • To specify the accounts that will be archived, disable the option All users from location and click Select to find the users to include.

  • To list users by ID Filter, enter the User ID Filter or click List Users to list all.
  • To list users by SSV file, select List users from SSV file and ensure the correct SSV file path is entered.
  • Once listed, you can select the users and click Add. When moved to the right-hand display, the users are included.

  • Click Save.

  • Logging provides you with detailed job logs that can assist with job troubleshooting, if needed. In the Log Settings tab, configure the desired log settings:
  • Disable Detailed Logging (Default): Deactivates logging.
  • Enable Logging: Activates logging for troubleshooting purposes.
  • Enable Logging Only for the Next Run: Activates logging the next time the job is run, and then automatically returns logging to ‘disabled’ state.
  • You can also have email Notifications sent at the completion of the Teams Index job, along with attachment options.

  • For further information on logging—see Configuring Logging.
  • In the Report tab, check on the progress of the Teams Index job.
    For further information on reports—see Viewing Reports.
  • To archive the Teams data and search the archived Teams content—see Configuring Teams Archiving.