This article is for Workplace administrators. It explains how to set up the Finra use case.
Explain what the Finra use case is.
Automatically generated table of contents
Create Google groups for Finra
Create the following Google groups:
- Retention administrator group: all members of this group are retention administrators
- Auditor group: all members of this group have access to the audit log features in the Retention module
You can call your Google groups whatever you like.
Send the names of the Google groups to your sales representative or send an email to sales@aodocs.com.
Create a Drive label to mark documents
In the Workspace admin make sure labels are turned on for your organizaiton
Create a new label with an option, for example "Document state" and "Finalized"
Extract the ID of your label. For moment we ask Google to extract the IDs! Is there a better way??!!
Margeritte knows how to extract the label.
Create a temporary Google Cloud Storage bucket
GCS buckets used for the retention app are locked buckets.
Create a temporary bucket where the daily zips are uploaded to store the file for a restricted period of time. Then dispatched in final storage bucket.
CH: Maybe Mehdi can explain why we need a temporary storage space.
Give the Storage Object Viewer role to the Retention module's service account:
Give access to the Google Cloud Platform project
Customer action: provide the name of the Google Cloud Platform (GCP) project and give the following permissions to Retention App and AODocs service accounts in the GCP project where the Finra buckets will be created.
- aodocs-object-storage@appspot.gserviceaccount.com: with this role Storage Object Admin
- service-account-1@aodocs-retentionapp-staging.iam.gserviceaccount.com: with this role Storage Admin
Retention Team: configure the GCP project in the tenant configuration.
Provide AODocs security code
As an AODocs super administrator, generate the AODocs security code.
Learn more: Manage security codes.
Make sure you generate the security code with super administrator access level.
Send the security code to your sales representative or send an email to sales@aodocs.com.
Create and configure two technical libraries
Create a Document Management library
As AODocs super administrator:
1. Open the AODocs homepage.
2. Select Create library.
3. Click Create in the Document Management box.
4. Enter a library name.
5. Select an AODocs storage account and leave the default option for attachment storage: the Google Drive of the AODocs storage account.
6. Click Create library.
Configure your newly created Document Management library
1. Access the library administration.
2. Create the following categories:
CH RECORD INSTEAD OF RECORD CATEGORY?
| Category name | Values |
| Life Cycle State | Control, Active, Error |
| Event | Creation date |
| Record Category | - |
Learn more: Create categories.
Create a clone of your Document Management library
1. Open the AODocs homepage.
2. Select Copy library.
3. Enter a library name.
4. Enter the name of the Document Management library you created.
5. Select an AODocs storage account.
6. Click Create library.
Give the two library IDs to your sales representative or send an email to sales@aodocs.com.
Learn more about how to identify your library ID.
Create and configure an audit log library
As AODocs super admin:
1. Create a Document Management library using the same procedure as above.
2. Access the library administration.
3. Create a dedicated class called FinraAuditLog.
4. Create the following properties for your FinraAuditLog document class.
| Category name | Values | Description |
| UUID | String |
Unique id |
| Log message | String | A readable message that identifies the performed operation or exception |
|
Log document id |
String | The id of the AODocs document which contains the information about the error |
| Author email | String | The email of the user who performed the action, if any |
| Author | String | The user who performed the action, if any |
|
Library id CH Id or id? |
String | The id of the library where the action happened, if any |
| Library name | String | The name of the library where the action happened, if any |
| Class id | String | The id of the class where the action happened, if any |
| Class name | String | The name of the class where the action happened, if any |
| Document id | String | The id of the document where the action happened, if any |
| Document name | String | The name of the document where the action happened, if any |
| Error code | String | The HTML status code of the error, if any |
| Timestamp | Date / Time | The timestamp in which the log is written |
| Hash | String | The hash of the row, to proof the consistency of the message |
Give the ID of your audit log library to your sales representative or send an email to sales@aodocs.com.
Learn more about how to identify your library ID.
Grant access to the service account in AODocs
In AODocs domain administration, allowlist the service account:
service-account-1@aodocs-retentionapp-staging.iam.gserviceaccount.com
Learn more: Manage external users.
Add the service account as administrator of the three Finra libraries:
- Main technical library
- Clone technical library
- Audit log library
Learn more: Give users and groups access to your Document Management library.