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1.CLEANSWEEP FILE MANAGER – QUICK START GUIDE

Upon installation of the software, you will see the CleanSweep selection under the Setup menu. To configure CleanSweep File Manager, choose “Setup & Configuration” in the Setup/CleanSweep sub menu to configure your settings:

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Figure 1 – CleanSweep selection under the Setup menu in NetSuite reveals Setup & Configuration and File Browser choices

The first time you use the software, you will be prompted to login. Consult the email you received from sales@techfino.com to retrieve your credentials, and enter them in the screen shown in Figure 2 below. Please check your spam filter if you don’t see the welcome email in your inbox.

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Figure 2 – Login screen

Upon login, you will see the File Purge Settings screen shown in Figure 3, where you can make your archive/purge selections. When first installed, the file purge process is disabled. To enable the purge process, click on the gray ‘Purge Disabled’ button to change it to enabled.

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Figure 3 – File Purge Settings tab of Setup & Configuration screen

Choosing the Account Info tab (see Figure 4) will allow you to see your licensing information, and reset your CleanSweep password if needed.

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Figure 4 – Account Info tab of Setup & Configuration screen

The File Purge Settings screen (shown in Figure 5a and 5b) is where you will setup a retention policy, select the types of files you wish to purge, flag any file or files that you wish to preserve in NetSuite, and find other customizable settings. Also, it is here where you will set a schedule for the purge process, which will also drive the file archive process.

figure05aFig. 5b – File Purge Settings

figure05bFig. 5b – File Purge Settings

On the File Purge Settings tab, you will see a variety of Retention Policy choices. Please make your selections carefully, as once files are purged, they cannot be retrieved. Figure 6 shows the time period that documents should be retained for either based on Last Modified Date or Created Date:

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Fig. 6 – Retention Policy choices

The File Types to Purge dropdown shown in Figure 7 allows you to select any combination of file types, including All Files.

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Figure 7 – File types to purge

You can also specify purge settings by file size (see Figure 8):

figure08Figure 8 – File size parameters

Choosing the File Browser selection in the CleanSweep menu will launch the File Browser window. Until an archive has run, there will be no files to display.

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Figure 9 – File Browser – no files to display

Once an archive has been run, the File Browser screen will show the folders and files structure of your archive. This file/folder layout will mimic exactly what the layout was in NetSuite, providing a seamless transition to your files stored in CleanSweep File Manager.

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Figure 10 – File Browser screen

Selecting a file in the File Browser will launch a popup window with file metadata, and a button to download the file. Depending on your browser settings, the Download File button will either open the file in a new tab, or simply download it to your browser’s default download folder. Please note that certain file types may not open and may issue a warning, depending on your browser’s security settings.
To see the files you’ve archived and purged, you can choose the CleanSweep KPIs choice under the CleanSweep menu. This will bring up the list of KPIs so you may review what CleanSweep has done for you.

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Figure 11 – KPI Results screen

2.FAQ

  • Is CleanSweep secure?
    ANSWER: All File Manager passwords are encrypted at rest.
  • If someone sees the URL of one of my files stored, can they simply type it in and access it?
    ANSWER: All File Manager files are accessed securely. When the download file button is clicked, the system issues a secure link to the file with a signature that must be matched by the browser, or else access fails. This link only remains intact for a few minutes and is only viable for that browser on that machine.
  • How long does it take to archive the contents of my file cabinet?
    ANSWER: The first archive can take up to several hours depending on the amount of data stored in your sandbox. Subsequent archive updates are much faster as only new or updated files since the previous day are updated.
  • How often does the purge and archive occur?
    ANSWER: You choose the day and time when the purge runs on the Setup screen. The archive runs once per day at the same time as the purge.
  • Can I access my files outside of NetSuite?
    ANSWER: No, you cannot currently access your files outside of NetSuite. This will change in a future version of CleanSweep File Manager.
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