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How to create an Ascema Search Task from Pre-built lists

How to create an Ascema Search Task from Pre-built listslink

The Ascema system comes with a set of pre-built lists of search terms for some common data discovery use cases.

Creating a new Search Tasklink

Using the pre-built lists can speed up the creation of a search task. As with creating any search task you start the process by selecting the Create new Search Task button to launch the Search Task Wizard.

On the first part of the Search Task Wizard.

  • Enter a meaningful name for your new search
  • Select the Next button

Using the Pre-built listslink

  • The Patterns page of the Search Task wizard will be displayed.
  • To use one of the pre-built list of patterns select the Select from Pre-built list of patterns
  • To create a GDPR search select the GDPR pre-built list
  • Click the right arrow button

  • The selected list will now appear in the active lists area

  • The list of patterns for the search is now pre-populated from the pre-built list

Info

From this pre-populated list you can now add in further patterns using individual or compount patterns, see How to create a Search Task and How to create a Compound Search Task.

Setting Search Filterslink

  • With the search pattern selected you are ready to proceed to the filters selection stage of the wizard
  • Select Next to proceed to the last part of the wizard

Info

Additional search patterns may be added to a search. An item which is found to match any of the patterns will be reported and optionally alerted to the user.

  • The filter stage of the wizard is where you can define a series of filters to define where Ascema will search for the senstitive data

  • By file type: from the list of file types seen here or from additional file types you define for yourself

  • By folder type: whether to include hidden or system folders in the search
  • By file created or modified date: to include only files which have been created or modified within defined date ranges

  • To select a file type simply click the slider button next to the description.

  • To un-select a file type click the slider button again so that it returns to the unselected position
  • The Select all option will cause the search to look through all files of all types, searches with this option will take longer to complete
  • To look for data in regular documents you can select a set of file types as shown here

  • Next you will review the options for filtering by directory
  • Select the Folder type radio button
  • As you can see the Ascema system will not by default search in hidden or system folders where users would not normally store documents
  • Leave these defaults as they are
  • Next you will review the options for filtering by date range
  • As you can see by default Ascema will search for all files regardless of creation or modified date
  • Leave these defaults as they are

Info

The dates on this filter are inclusive - so for example if you set a Modified After date of 2015-01-01 then a file which had been modified on that date would be included in the search and any sensitive data in it would be alerted.

Saving the Search Tasklink

  • The wizard is now complete
  • You may use the Back and Next buttons to review the entries you have made for this Search Task
  • When you have reviewed the entries select Finish
  • The Search Task will be created and you will be returned to the Search Tasks screen
  • The new Search Task will be indicated with a clear Never Run indicator to highlight that it has not yet been run
  • For guidance on how to Run search tasks see How to run an Ascema Search Instance