Lucid admin panel: Compliance settings

Access the compliance page

To get to the Documents and folders admin panel page, follow these steps:

1. Select Admin.
2. Click Compliance in the left-hand menu.

Search with Discovery

Discovery is only available to Enterprise accounts. See the Upgrade your Lucid account article for instructions to upgrade. Discovery only returns results for documents owned by your Enterprise account. It doesn’t include any documents that are not owned by the account, even if it is shared with a user on the account.

Account owners, document admins, and Shield admins can use the Discovery feature to search, view, and edit sharing permissions for all documents owned by your account. Select Discovery from the dropdown in the left-hand menu to access this functionality. Read on to learn more.

Access documents

You can search all documents owned by your Enterprise account using the basic or advanced options.

Basic search options

Basic options include searching by user account(s), keyword(s), and date. If you are searching via user account(s), check the box to receive results for only documents owned by the user(s) you search; otherwise you will see results for all documents they have access to on your Enterprise account. If you are searching via keyword(s), you can search the contents of the document, as well as document tags and attributes. If searching by date, you can select from the dropdown options for created date or last modified date.

Advanced search options

Under the dropdown for advanced options, you can search by document type, document location, external access, document ID, classification, and status. From the “Document location” dropdown, you have the following search filter options:

• Everywhere
• Teams and team folders only
• Exclude Teams and team folders
• Deleted documents only

Under “External access”, you can also filter search results to show only documents that are shared with external collaborators or include external links. This includes documents that have the public share link turned on, published or embedded documents, and documents that have been shared with collaborators outside your organization.

Search results

On the search results page you will always see the document title. Depending on your search criteria, you may see a selection of up to five additional columns from the following list: document owner (whether that is an individual, team, or a team folder), document ID, date created, date modified, collaborators, whether it has external access, classification, and status. 

From the top-right of the Discovery search results page, select the manage columns icon to check or uncheck boxes associated with the column you want to appear in your search results. Adjust column width from the search results table by clicking and dragging on the header.

The search is limited to 10,000 results. If you are hitting the limit, you will need to narrow your search query.

View documents

You can open any of the documents from the search results in a view-only mode. 

When using these document admin permissions, collaborators will not see that you are viewing the document. As you can only view documents, this will not affect the document’s revision history. 

If you have the Enterprise Shield add-on, you can also view a document’s revision history.

Edit sharing permissions

After accessing a document on your account using Discovery, you can open the Share menu and change who the document is shared with. To do so, follow these steps from within the document:

1. Click Share in the top-right corner of the document.
2. Edit the sharing permissions.
3. Click Done.
    

Download a CSV

You can download document metadata into a CSV if your account has the Enterprise Shield add-on. To do so, follow these steps from the search results page:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
2. From the search results, check the box to the far left of the document(s) you would like to download the CSV data for.
3. Select Actions.
4. Click Only export metadata CSV.

The CSV will then be downloaded onto your device. The CSV will include the following information:

• Title
• Document type
• Document share status, which may include:
   
  • Account restricted: A share link is active that can only be accessed by logged-in users on your Lucid account, due to the Restricted sharing setting.
  • Public: A share link is active that could be accessed by any logged-in user of Lucid.
  • Collaboration: The document was shared directly via name or email address to a user or a group of users.
  • Embedded: The embed code is activated either manually or via an integration.
  • Published: The document has been published.
  • Anonymous: A share link is active that allows access to any non-logged in user regardless of whether they are part of your account.
  • None: Only the document owner can access the document and it hasn’t been shared in any of the methods explained above.
     
• Owner
• Created
• Modified
• Internal users
• External users (users who have access to the document but are not part of the account)
• Attributes and tags
• Document ID
• Document URL

Restore a document

You can restore a trashed or permanently deleted document on your Enterprise account. To do so, follow these steps from the search results page:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
2. From the search results, check the box to the far left of the document(s) you would like to restore.
3. Select Actions.
4. Click Restore.

In the pop up that appears, you can opt to restore the document to the original location or select a team folder on your account to restore the document to. 

Transfer document ownership

From the search results, you can transfer document ownership of one or many documents at once. You can transfer ownership of documents owned by a specific user on your account or documents in team folders. To do this, follow these steps:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
2. From the search results, check the box to the far left of the document(s) you would like to transfer ownership of.
   • You can select the box at the top to select all documents on the search result page.
3. Select Actions.
4. Click Transfer document ownership.
5. In the pop up window, select the new owner from the dropdown of users on your account.
6. Click Transfer ownership.

Manage document location

From the search results, you can use this option to move documents into team folders. To do so, follow these steps:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
2. From the search results, check the box to the far left of the document(s) you would like to transfer ownership of.
   • You can select the box at the top to select all documents on the search result page.
3. Select Actions.
4. Click Manage document location.
5. In the pop up window, select the team folder you would like to move the document to from the dropdown.
6. Click Move documents.

Revoke external sharing permissions

From the search results, you can revoke access to selected documents and folders from any Lucid users who are external to your account. This ability is available to Enterprise accounts with the Enterprise Shield add-on. To do so, follow these steps:

1. Run a search in Discovery with the necessary parameters for your search results including users, keywords, document type, and creation date.
2. From the search results, check the box to the far left of one or more documents.
   • Select the box at the top of the search results page to select all documents.
3. Click Actions at the top-right of the search results.
4. Select one of the following options:
   • Remove any type of external access to remove external collaborators and turn off external shareable links on the selected documents or folders.
   • Only remove external collaborators to remove external collaborators from the selected documents or folders.
   • Only restrict external links to turn off external shareable links on selected documents or folders.
5. In the panel that appears, select your external access and notification preferences.
6. Click Remove external access.

Edit document classifications

From the search results, you have the option to edit classifications assigned to documents owned by your account.To edit classifications for selected documents, follow these steps:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
2. From the search results, check the box to the far left of the document(s) you would like to edit the classification(s) of.
   • You can select the box at the top to select all documents on the search result page.
3. Select Actions.
4. From the dropdown options, click Edit classification.
5. In the panel that appears, select from your classification options in the dropdown.
   • These options you see here are the account classifications for your account. Refer to our Create custom account classifications section of this article for more details.
6. Click Update classification.
   

Mark documents for permanent deletion

From the search results, you have the option to mark documents owned by your account for deletion. To perform this action:

1. Run a search in Discovery with your desired parameters for search results, including user(s), keywords, document type, and creation date.
   • From the search results, check the box to the far left of the document(s) you would like to delete.
2. You can select the box at the top to select all documents on the search result page.
3. Select Actions.
4. From the dropdown options, click Mark for permanent deletion.
5. Optionally, you can check the box in the panel to notify the document owner(s) via email that the document(s) will be permanently deleted in 30 days.
   • As the admin who marked the document(s) for permanent deletion, you will automatically receive a confirmation email regardless of whether you opt to notify document owners or not.
     
6. Click Mark for permanent deletion.

After a document is permanently deleted, it cannot be recovered or accessed. However, the document name may continue to appear in Enterprise Shield audit logs for the duration of the applicable 180 day audit log retention period.

This action is reversible by admins in Discovery for 30 days, after which the documents will be permanently deleted. To reverse a deletion, follow steps 1-3 above and then select Restore from the Actions dropdown menu.

Add attributes, statuses, and classifications

Select Attributes from the dropdown in the left-hand menu under the "Compliance" section of the admin panel. This is where you can find options for configuring attributes and assigning custom statuses and classifications for the documents and team folders on your account. The account owner, account admins, documents admins, and Shield admins have the ability to access these features in the Lucid admin panel.

Create custom account classifications

You can configure custom classifications for documents on your Enterprise account. To understand what this looks like for your users, refer to our Manage document status and set classification article. To configure a classification, the account owner, document admins, account admins, and Shield admins can follow these steps:

1. Select Attributes from the expanded left-hand menu.
2. Select the Document tab at the top of the page.
   • This feature is available only at the document level. It is not applicable for team folders.
3. Click Edit on the right-hand side of the Classification section.
   • The Classification settings modal will appear.
     
4. Select + Add classification at the bottom of the page.
5. Click the box with the colored dot to the far-left and select a color for the classification.
6. Type a custom classification title in the applicable text box.
7. Optionally, add a description for the classification, briefly explaining when it should be used. 
8. If you have the Enterprise Shield add-on, consider attaching a control to your classification or utilizing auto-classification.
   • To learn more about classification controls and how they can help you maintain the confidentiality of sensitive information, refer to the classification controls subsection below.
   • To learn more about combining the power of sensitive categories and classifications, refer to the auto-classification subsection below.
9. Optionally, add a link to company guidelines for your classification.
10. Click Save.

To delete a classification value, hover over the value name and click the trash icon that appears to the right.

Set default classification  

To set a default classification, follow these steps:

1. Click Edit on the right-hand side of the Classification section.
2. Next to “Default classification”, click the dropdown menu.
3. Select a default classification.
4. Click Save.

The default classification will be applied to all new Lucid documents created by users on the account after the default classification is set.

Require classification

After you’ve set a default classification using the steps above, you can require classifications for all newly created documents on your account with the Enterprise Shield add-on. To do so, follow these steps:

1. Click Edit on the right-hand side of the Classification section.
2. To the right of the “Default classification” dropdown, check the box for “Required”.
3. Click Save.

With the setting enabled to require document classifications, the classification can still be changed if a classification other than the default is needed for a document. However, the “no classification” option is no longer available and users will have to pick from the provided document classifications on your account.

Utilize auto-classification

Lucid’s auto-classification feature is available for accounts with the Enterprise Shield add-on. Auto-classification allows you to automatically classify documents based on the type of sensitive content detected via Content inspection.This automation ensures sensitive data is managed and protected, reducing manual effort and aiding compliance.

In order to use this feature, you first need to enable content inspection. Refer to the Create a content inspection policy section below for instructions. We recommend you customize your content inspection policy, please note that if you turn off scanning for an entire sensitivity category then you can't map that category to a classification. The "Custom" category (which includes all your custom infotypes) can also be mapped to a classification. A sensitivity category can only be mapped to one classification.

Documents will be auto-classified based on sensitive content detected by your content inspection policy. The classifications are listed in top-down order, from the most restrictive at the top to the least restrictive at the bottom. When sensitive content is found in a document, the system checks to see if that type of content has been matched to a classification level. If it has, the system compares that classification level to the document's current classification. If the document's current classification is less restrictive (i.e. lower in the table ordering), it is updated to the new, more restrictive level. If the document’s existing classification is higher than the mapped auto-classification, we will leave the document’s higher classification. Auto-classification will not move a document’s classification down.

If a document contains multiple sensitive categories, the most restrictive classification mapped to any of the detected categories will be applied (i.e., the highest-level classification associated with the identified content). Users will not receive a notification when a document’s classification changes; however, the auto-classification action will be recorded in the document’s revision history. Additionally, an audit log event is generated whenever a document’s classification is updated.

For additional details on how auto-classification works for users, refer to this community post. 

Leverage classification controls

Lucid’s enhanced classification feature offers more intelligent capabilities specifically designed for Enterprise accounts seeking a way to maintain the confidentiality of sensitive information with the Enterprise Shield add-on. By customizing document classifications, such as “confidential” or other appropriate designations with corresponding actions, your organization can control who has access to certain types of information. These controls typically align with your organization's data governance policies.

The account owner, account admins, document admins, and Shield admins can set up a classification control during step 8 of the creation of classification labels steps found in the Create custom account classifications subsection above. Controls can be tied to each classification, according to your account needs. For the best protection, we recommend using these controls in conjunction with each other to prevent any unauthorized sharing or spreading of sensitive content.

The dropdown options available for selection include:

• Disable external sharing of documents both via email or via link to anyone outside your Lucid account.
• Disable replication of documents and the content within the canvas, including duplication and external copy and paste.
  • This prevents the replication of elements on the canvas. Elements outside of the canvas, such as the document title, can still be copied.
  • If your account has the Process Accelerator, adding a document to a repository allows users to suggest edits. This process automatically generates a working copy to facilitate the suggestion even when "disable replication" is active. The copied document will inherit the “disable replication” control.
• Disable publishing of account documents.
• Disable exporting of account documents.
• Disable printing of account documents from within Lucid.

The dropdown options mentioned above prevent future sharing, replicating, embedding, publishing, exporting, or printing of documents for everyone, even the document owner. However, any actions done prior to a classification control being set remains unaffected and existing collaborators will not be removed. Once the control is set, any documents given the associated classification will have the control applied to them. We recommend using the revoke external sharing permissions feature available under Discovery if you’re looking to remove sharing done previously.

For more in depth information on how these controls work and what they will look like for users on your account, check out this community post.

When the first dropdown option above is applied to a document using a classification control, it blocks external access even if a document has previously been shared with users that aren’t on your account. This means that if an external user tries to open the document, they will be denied access. Document integrations such as Confluence, Google Slides, SharePoint, etc., are not affected by these controls.

Classification controls doesn’t remove visibility of document titles and thumbnails from the Documents page or for external users via folders. Documents shared directly with users or in folders that restrict external access will deny access if a user that isn’t on your Enterprise account tries to open it, even if they had access prior to a classification being assigned that prevents external sharing. They will, however, still be able to see the document title and thumbnail unless it is removed from the folder or you have revoked external sharing permissions for specific documents via Discovery.

Configure custom account statuses

To configure custom status values and colors for documents and team folders on your Enterprise account, follow these steps:

1. Select Attributes from the expanded left-hand menu.
2. Select the Document or Team folder tab at the top of the page, depending on which you want to manage statuses for.
3. Scroll down to the “Status” section, if necessary.
4. Click Edit on the right-hand side of the Status section.
    
   • The Status Settings modal will appear.
     
5. Select + Add status.
6. Click the box with the colored dot to the far-left and select a color for the status.
7. Type a custom status value name in the text box.
8. Check the box under “Lock Content” if you want to prevent further editing of documents once this status is applied.
9. Click Save.

If you want to delete a status value, hover over the value name and clickthe trash icon that appears to the right. 

Set default status
To set a default status, follow these steps:

1. Click Edit on the right-hand side of the Status section.
2. Next to “Default status”, click the dropdown menu.
3. Select a default status.
4. Click Save.

The default status will be applied to all new Lucid documents created by users on the account after the default status is set.

Customize custom account attributes

If you are an account owner, account admin, document admin, or Shield admin on an Enterprise account, you can configure custom attributes that account members can use to label and search for documents and team folders. To configure a new attribute for documents, follow these steps:

1. Select Attributes from the expanded left-hand menu.
2. Select the Document or Team folder tab at the top of the page, depending on which you want to add attributes for.
3. Click Add Attribute at the right-hand side of the page. 
   • The Attribute Settings modal will pop up.
     
      
4. Name your attribute.
5. Select an input type from the dropdown.
6. Click Save.

Designate required attributes

After custom attributes are configured for your account, you can designate certain attributes to be required for each new document created within a team folder. To make an attribute required, check the “Required” box to the right of the attribute in the admin panel.

With this setting enabled, anytime an account member creates a new team folder or a new document within a team folder, a pop-up menu will prompt them to input information for the required attribute(s).

Utilize retention settings for document management

Default document owner for deleted or delicensed users

When users are deleted on a Team or Enterprise account (or delicensed on an Enterprise account), Lucid requires that any documents they own be transferred to a new owner. Enterprise accounts can set up a default document owner for this process. If a default document owner is not set, documents will be transferred to the account owner. To set a default document owner, account owners and document admins can follow these steps:

1. Select Retention from the expanded left-hand menu.
2. Locate the “Deleted/delicensed users’ documents” section.

3. Type in or select a user from the dropdown options.

   

4. Click Save changes in the top-right corner.

All documents will be transferred to this default document owner when a user is deleted or delicensed, unless otherwise specified in the user's page of the admin panel. For Enterprise accounts using SCIM, the document transfer will occur 24 hours after delicensing. For more information on deleting and delicensing users, see our Lucid admin panel: User management article. 

Setting for permanent deletion from trash

If you are the account owner, account admin, document admin, or Shield admin on an Enterprise account, you can determine if users can permanently delete documents and folders from Trash by clicking the checkbox. Once a document is deleted from trash, it is unrecoverable.

Only the options available to your account will be available for selection, any that aren't will be grayed out. The options work as follows:

• Only auto-deletions means that documents can only be permanently deleted from the trash using document retention, as explained in the Set up a document retention policy (Enterprise Shield only) subsection below.
• Both users and auto-deletions allows documents to be permanently deleted from the trash both through the document retention automation and through manual deletion by users on the account, as explained in the Set up a document retention policy (Enterprise Shield only) subsection below.
• Only users means that users or admins on the account can manually delete documents from the trash.
• Nobody means that a trashed document will remain in the trash folder indefinitely—until the user or admin recovers it.

After a document is permanently deleted, it cannot be recovered or accessed. However, the document name may continue to appear in Enterprise Shield audit logs for the duration of the applicable 180 day audit log retention period.

Set up a document retention policy

Create an automated policy to delete documents based on specified criteria, ensuring compliance with regulatory standards and internal data management protocols. This feature is available to Enterprise accounts with the Enterprise Shield add-on.

To set up a content inspection policy, follow these steps:

1. Check the box to the left of “Auto-delete documents once they meet the following retention criteria”.
2. Set the desired retention period within the allowed minimum and maximum restraints: 
   • 30–999 days
   • 1–180 months
   • 1–15 years
3. From the dropdown, determine if you want the retention period to be based off of creation date or last modified date. 
4. Choose from “Documents in trash” or “All documents (including trash)” to determine which documents are impacted when the retention criteria are met.

The account owner, document admins, and Shield admins receive an email notification whenever a new account retention policy is established or an existing policy is changed. We strongly recommend creating and changing retention policies with caution. An improperly set up retention policy may lead to data being immediately and permanently deleted. Once a document has been deleted permanently from the trash, it is unrecoverable.

To help mitigate this risk, if you set up a policy with “All documents” you will see this warning: “This policy allows Lucid to immediately and permanently delete files that already exceed the retention period when you initially submit the policy.” These documents may include data that users expect to keep. Do not proceed to save until you're sure the policy is configured correctly.

Access content inspection

The content inspection feature allows admins to create a content inspection policy and then monitor the results. This feature is available to the account owner, document admins, and Shield admins. Read on for more information.

This feature is available to Enterprise accounts with the Enterprise Shield add-on.

Create a content inspection policy

This feature queues all documents on your account to scan for certain categories of sensitive data. To set up a content inspection policy:

1. Select Content inspection from the expanded left-hand menu.
2. Click the Policy tab at the top of the page.
3. Turn on the toggle for “Queue documents for scanning”.

Lucid will begin to scan your account for content containing sensitive data in documents and label the sensitive data with a predetermined set of sensitive categories. After the initial scan, Lucid will inspect only modified documents. Additionally, every time you add or update your custom infotypes, we will rescan all account documents for the custom term(s).

The following objects are included in content inspection scans:

• Shapes
• Text boxes
• Sticky notes
• Comments

Customize your content inspection policy

Once you’ve enabled a content inspection policy, you have the option to customize the categories and associated infotypes included by following these steps:

1. Select Content inspection from the expanded left-hand menu.
2. Click the Policy tab at the top of the page.
3. Click any sensitive category row to view the infotypes associated with a particular sensitivity category. 
4. Click Edit to the far-right of the “Selected sensitive categories and infotypes” section.
5. Customize the policy using these methods:
    
   • Click the toggle to the right of a sensitivity category to turn off scanning for the entire category, including all infotypes within the category.
   • Uncheck any specific infotypes that you don’t want scanned.
     
6. Click Save at the bottom of the modal.

To access sensitive categories that you turned off, click the dropdown for “Inactive categories” or “All categories”. To turn an inactive category back on, use the steps customize your content inspection policy steps above to toggle the sensitivity category back on.

Add a custom infotype

While our Discovery tool allows you to perform manual, one-time searches for exact phrases (like "Project X"), you can now automate this process within Content Inspection. By adding a custom infotype, you can continuously monitor your organization's documents for proprietary keywords, specific project names, or unique phrases. 

Once configured, our system will repeatedly scan your environment on an ongoing basis for the custom infotypes, automatically flagging any detections directly on your Content Inspection dashboard. 

Add a custom infotype by following these steps:

1. Select Content inspection from the expanded left-hand menu.
2. Click the Policy tab at the top of the page.
3. Click Add custom infotypes from the top-right of the table.     
4. Type the terms or phrases you want to scan for, using quotation marks. Each custom infotype must be unique.
   • You can define up to 30 custom infotypes for content inspection to scan across your account. 
     
5. Click Next: preview impact at the bottom of the modal to review and confirm your new custom infotypes.
   • If a custom infotype returns over 5,000 documents, it is too broad to be saved for continuous, ongoing scanning. For these high-volume terms, we recommend using our Discovery keyword search for one-time manual scans.
6. Click Confirm changes.

Once confirmed, documents will be scanned for these terms. Saving new or updated custom infotypes automatically triggers a rescan of your existing documents. It may take up to two days for initial results to fully populate on your dashboard.

Access content inspection results

You can access the results of your content inspection scans by following these steps:

1. Select Content inspection from the expanded left-hand menu.
2. Click the Results tab at the top of the page.

From here you can review any detected sensitive data matches by document. The title, owner, and any classifications associated with the document are represented. You can also see which sensitive categories appear within the content of the document, as well as the number of sensitive data matches.

From this page, you can take the following actions:

• You can filter your results view using the four filter options at the top of the page: Category & infotype, External access, Owner, and Classification. To quickly find matches for your proprietary keywords, use the "Category & infotype" filter to select the "Custom" policy. Once applied, you can view the relevant documents in the table.
  
• Check the box(es) associated with document(s) and then select Actions and from the dropdown click Review sensitive data. Alternatively, you can click the document title to review sensitive data detections.
  • A pop up will appear that shows all the sensitive data matches.
• From the dropdown options under the Actions button, you can also access additional features like transferring document ownership, managing document location, removing any type of external access, and editing classifications. For an overview of what each of these selections means, refer to the related options available using Discovery as covered in the Discovery section above.

View and export audit logs

Lucid’s audit logs provide you access to a log of key events across your account.
The audit log feature allows admins to view logs of key events across your account and export events in a CSV or JSON format. This feature is available to the account owner, account admins, and Shield admins.

This feature is available to Enterprise accounts with the Enterprise Shield add-on.

You can filter events by one or more of the following: start and end date, event type, and actor. After filtering, you can view the results in the table for any period within the last 180 days.

To filter and view logs:

1. Select Audit logs from the left menu.
2. Use the date picker to select your desired timeframe within the past 180 days.
3. Filter to the desired event type(s) and/or actor(s)
4. Click Search.
5. Underneath the search criteria, the table will update with the relevant events matching your search criteria (up to 10,000 events).
   • If you want to adjust your table columns, in the top-right of the Audit Log search results, select the manage columns icon to check or uncheck boxes associated with the column you want to appear in your table.
6. Click any event to open its audit log details in the right panel.

In the Event details panel, you have the ability to view more detailed information about the event. To copy the event JSON, click the copy icon or open the JSON in a new tab. 

If you wish to export all returned events, you can export the results in JSON or CSV format using the Export button at the top right of the table.

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