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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. Choose “Setup & Configuration” in the sub menu to configure your settings.

 

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

 

Fig. 2 – 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. Please check your spam filter if you don’t see it in your inbox.

 

Fig. 3 – Login screen

 

Upon login, you will see the File Purge Settings screen, where you can make your archive/purge selections.

 

Fig. 4 – File Purge Settings tab of Setup & Configuration screen

 

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

 

Fig. 5 – Account Info tab of Setup & Configuration screen

 

The File Purge Settings screen 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. The purge process occurs daily or weekly, depending on your choice. (see Fig. 6).

 

Fig. 6 – File Purge Settings

 

Fig. 7a – Retention Policy choices

 

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.

 

Fig. 7b – File types to purge

 

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

 

Fig. 7c – File size parameters

 

Once your file types have been selected you’ll specify the size of files to purge.

 

Fig. 7d – Folders & Files to Preserve

 

Preserving specific objects that fit your purge configuration can be done in two ways, by folders and/or files. To preserve folders you can type the internal ID or name in the multi-select input box. To preserve a file click the Add/Remove Files link and create a new CleanSweep | Files To Preserve custom record.

 

Fig. 7e – File/Record Links to Preserve

 

When the bundle is first installed the default value for File/Record Links to Preserve is All Record Types. If you’d like to maintain file/record relationships attached to a specific record type you can select the types to preserve. Selecting specific record types to preserve the file relationship will also assist with optimizing CleanSweep in your account.

Once finished configuring your purge criteria click the save button at the bottom of the page.

 

Fig. 8 – File Browser Screen

 

Choosing the File Browser selection in the CleanSweep menu will launch the File Browser window shown above in Figure 8. Until an archive has run, there will be 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 structure will mimic the layout that was in NetSuite, providing a seamless transition to your files stored in CleanSweep File Manager.

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.

 

Fig. 9 – Files attached to records a sales order listed on CleanSweep Tab

 

Record types that were selected in the File/Record Links to Preserve section (see Section 7d and 7e) will have a CleanSweep tab that lists all files attached.

If you have custom record attachments or custom document fields that also need to be preserved please contact us at: sales@techfino.com.

 

Fig. 10 – Download file page

 

Clicking on the download link in Figure 10 will load the link from the secure CleanSweep archive.

2. FAQ

• Is CleanSweep File Manager secure?
  ANSWER: All CleanSweep File Manager passwords are encrypted at rest. All CleanSweep 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
• 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 it 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 file purge and archive occur?
  ANSWER: Archive runs once daily and you choose the day and time when the purge runs on the Setup screen. The archive runs at the same time as the purge. You can purge files once per day or once per week.
• 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.
• Does File Manager provide visibility of relative documents from a NS record as well, similar to how the NS File Cabinet shows related files on the Communication tab?
  ANSWER: Yes, a CleanSweep tab is visible on all transactions and standard records to list the files stored in CleanSweep File Manager.

3. RELEASE NOTES

 

CleanSweep File Manager – v1.3.1

August 3, 2018

New Features:

• GDPR Update:  Added Support for EU Data Center

Bug Fixes:

• Permissions Update:  Users not logged-in to CleanSweep can download CleanSweep files on related transactions.

 

CleanSweep File Manager – v1.3

June 15, 2018

New Features:

• Optimization: Added support to filter Outlook folders from the File Browser

Bug Fixes:

• Fixed slow load on Configuration Screen

 

CleanSweep File Manager – v1.2

February 23, 2018

 

New Features:

• Added support to exclude folders from purging
• Maintain links between files and custom records

Bug Fixes:

• Large File Fix: Added support for files greater than 10 MB

 

CleanSweep File Manager – v1.1

June 9, 2017

At SuiteWorld, Techfino received numerous requests to add support to link to files in CleanSweep File Manager on Transactions and other records inside NetSuite. In this enhancement release we responded by adding links to CleanSweep archive files to the following records:

• Standard Transactions
• Entity Records (Customer/Lead/Prospect, Vendor, Partner, Contact, Employee)
• CRM Records (Calendar Event, Phone Call, Event, Message, Issue, Support Case)
• Item Records

This feature does not support links to files and custom file fields, custom records that reference files, or custom transaction types.

New Features:

• Maintain links to CleanSweep Files with Records/Transactions
• Allow CleanSweep File Manager to Purge Files Daily as well as Weekly

Bug Fixes:

• N/A

 

CleanSweep File Manager SuiteApp – v1.0

December 8, 2016

The CleanSweep File Manager SuiteApp helps NetSuite customers archive the contents of the file cabinet to the cloud for low cost storage. After safely storing all NetSuite documents in the CleanSweep cloud, customers can automatically purge the contents of their file cabinet on a scheduled basis freeing up valuable space in NetSuite and reducing clutter.

New Features:

• Daily archive all files in the file cabinet
• Purge files based on data retention policy configuration once per week
• View and retrieve files from a UI inside NetSuite – File Browser