Schedule a Scan: Creating and Managing Data Scans

The "Schedule a Scan" page allows you to create new data scans or manage existing scan schedules for your instance. This structured, step-by-step process ensures that each data scan is tailored to your specific requirements.

Step 1: Select Scan Type

Begin by selecting the type of scan you'd like to perform from the available options:

• Local / CIFS-SMB 
• Office 365 Email
• Office 365 OneDrive
• Office 365 SharePoint
• Gmail
• Google Drive

Step 2: Assign a Scan Name

Create a unique, descriptive name for your scan to help identify it later.

Step 3: Set Credentials

Choose the credentials the scan will use to access data:

• Default: Uses the credentials already assigned to the agent during setup.
• Alternative: Allows you to enter different credentials for this scan. Remember to include the NetBIOS domain name if applicable.

Step 4: Configure Notification Settings

Select whether you would like to receive notifications upon scan completion:

• Notify When Complete: Choose a user from the list to receive email notifications when the scan is completed.

Step 5: Set Scan Schedule

Choose how you want to schedule the scan:

• Now: Start the scan immediately upon confirmation. The scan will begin on the scan agent's next check-in. 
• One Time: Schedules the scan to run at a specific future time and date.
• Recurring: Allows setting a schedule with options for recurring time, day of the week, or specific intervals.

Step 6: Select Scan Categories

Choose one or more data categories to scan for. Selecting relevant categories helps improve scan efficiency. Available categories include:

• Common
• Finance
• Healthcare
• Personally Identifiable Information (PII)
• Organization
• Custom (for user-defined scan parameters)

Step 7: Exclude Specific File Extensions (Local CIFS-SMB Scans Only)

For Local CIFS-SMB scans, you can specify file types to exclude by adding file extensions separated by commas (e.g., *.xls, *.xlsx).

Step 8: Exclude Specific Folders (Local CIFS-SMB Scans Only)

You can exclude specific folders from Local CIFS-SMB scans by entering folder names, separated by commas.

Step 9: Select the Agent

Choose the agent that will perform the scan. The selected agent must have access to the data and be on the same network segment as the data to be scanned.

Note: If you have not yet set up an agent, navigate to Admin > Scan Agents > ADD NEW SCAN AGENT. For assistance, refer to the help section in the Scan Agents area.

Step 10: Select the Target

Select the target you wish to scan. Each target is listed along with its default drive and drive share locations. For best results, select only one target and one location per scan, as this makes the results easier to manage and interpret.

Tips:

• For shared folder locations, select the target that hosts the share and specify the share location in the "Scan Locations" field.
• If you do not want certain drives or folders included in the scan, clear them from the “Scan Locations” field.

Step 11: Submit the Scan

After completing all configuration steps, review your scan settings. If everything looks correct, click Submit to finalize the scan creation.

If you need to adjust any settings, click Edit to make the necessary changes before submission.

Updating or Deleting an Existing Scan Schedule

In addition to creating new scans, you can manage existing scan schedules:

• Update: Modify the settings of an existing scan schedule.
• Delete: Remove a scan schedule that is no longer needed.

This feature helps you maintain organized and relevant scan schedules.