Automated Evidence Collection

Overview

The FileSync attribute enables Automated Evidence Collection, allowing records to automatically sync documents from external storage providers such as SharePoint, OneDrive, Google Drive, Dropbox and Box. This guide walks through setting up FileSync on a record, managing synced files, and accessing historical versions.

Enabling FileSync on a Record

Before syncing files, FileSync muse be configured on the record. 

1. Open the record where you want to enable automated file syncing.
2. Locate the FileSync attribute within the record.
3. Configure the following settings:
   • Start Date – The date syncing should begin
   • Frequency – Select how often files should be synced:
     1. Weekly
     2. Monthly
     3. Quarterly
     4. Bi-annually
     5. Annually
   • End Date (Optional) – If not set, syncing continues until manually stopped or the record is archived.
4. Under the Select your drive section, click the icon for your preferred storage provider:
   • SharePoint
   • OneDrive
   • Google Drive
   • Dropbox
   • Box
5. Click Sync to SureCloud. A pop-up will appear, prompting you to authenticate with the selected provider.
6. Once authenticated, a File Picker window will open, allowing you to browse and select Single Files, Multiple Files, or an Entire Folder for syncing. 
7. Click View Selected, then Select to finalize the setup.

Notes: 

• For organization of documentation in your Evidence Library, we recommend attaching one file or folder per record.
• All files undergo a virus scan before being synced to the SureCloud platform.

Managing Synced Files

Once FileSync is enables, users can manage files directly within a record.

If additional documents are required, users can reopen the File Picker at any time to select more files for syncing.

Accessing and Downloading Synced Files

1. Click Version History to view all previous versions of synced files.
2. Select a file and click Download to save it locally.
3. If multiple versions exist, you can select the desired version before downloading.

Disabling FileSync for Specific Workflow Stages

FileSync can be disabled in certain workflow stages, such as archived or cancelled records, to prevent further document syncing. 

1. Navigate to the Workflow configuration.
2. Select the stage where syncing should be disabled.
3. Enable the Disable FileSync option.

For more details, see our article on States and Stages.