In this article you will learn how to:
- Utilize export templates for consistency across your team
- Securely share access to exports
- Utilize export completion notifications
- Choosing between cloud transfers and file exports
Efficient export management and secure data sharing are essential components of a robust data management strategy. Onna's export capabilities provide users with powerful tools to customize and streamline their export workflows.In this article you will learn key tips to help you enhance your data management processes, maintain data privacy, and improve overall productivity.
Tip #1: Utilize export templates for consistency across your team
To ensure consistency in export outcomes, especially when dealing with turnover or multiple teams, employing export templates is a recommended best practice. Follow these guidelines to establish consistent export configurations:
- Addressing variations: Acknowledge the challenge of inconsistencies in export settings across team members. Different individuals may select different metadata fields or overlook essential settings. To mitigate this issue, aim for predictable and standardized outcomes.
- Template reuse: Rather than building templates from scratch, take advantage of existing configurations that you find particularly suitable. If you discover a configuration that consistently produces the desired outcome, convert it into an export template. This approach saves time and promotes uniformity.
- Consistency across connectors: Consider using export templates specific to connectors. Different connectors may require unique configurations due to variations in data sources or formats. By employing connector-specific templates, you can maintain consistency in exports across different systems.
- Continuous refinement: Regularly review and refine your export templates to accommodate evolving requirements. As your team's needs change or new features become available, update the templates accordingly. This ensures that your export configurations remain aligned with current best practices.
Tip: Document numbering is an important step in creating your export configuration package. To retain the scheme numbering over multiple exports, in the Advanced Export section under Document numbering, make sure to update the start number to the next incremental value of the export. Another option is to use a new Document Prefix value for the new export.
Tip #2: Securely share access to exports
When it comes to sharing data with team members or external parties, it's crucial to maintain consistency, predictability, and data security. Follow these best practices for secure access and transfer of exported data:
- Utilize the share feature: To share export information, locate the share button in the top right-hand corner of the export page. Clicking on this button allows you to invite specific individuals by entering their email addresses. By sharing the export, they will be able to view and download it.
- Trust and access management: Ensure that you have a level of trust with the recipients when sharing exports. Understand that sharing grants them access to see and download the export just like you do. Take responsibility for managing who has access to the export by utilizing the share page to invite or revoke access as needed.
- Owner privileges: By default, the person who generates the export is the owner, and they have access to it. This default setting aligns with the principle of zero trust, where data access is restricted until intentionally shared. Be mindful of ownership and ensure that access is shared intentionally and securely.
- Access revocation: In cases where you need to limit or remove someone's access to the export, you have the capability to do so. Utilize the provided functionality to revoke access when necessary, thus maintaining control over who can access and download the exported data.
- Control repetitive access: If you prefer to limit access to a one-time occurrence and prevent multiple copies of the exported file, leverage the flexibility offered by the sharing feature. Adjust the sharing settings accordingly to suit your requirements and ensure data privacy.
Tip #3: Utilize export completion notifications
To optimize your productivity and avoid keeping Onna open throughout the export process, leverage export completion notifications. Follow these best practices for efficient export management:
- Email notifications: Recognize that most exports take time to complete. Instead of waiting within the Onna platform, you will receive an email notification when your export is finished. This email serves as a cue to return to Onna and access the completed export.
- Platform notifications: In addition to email notifications, Onna provides in-platform notifications to inform you when an export has been completed. These notifications appear within the Onna interface, ensuring you are aware of export progress without needing to constantly monitor the platform.
- Configuring cloud transfer notifications: During the export configuration screen, ensure that cloud transfer notifications are properly configured. This step allows you to define who should receive notifications when the export is transferred to the cloud. Enable notifications for the relevant recipients to keep them informed of the transfer progress.
- Re-enabling notifications for cloud transfer: If you decide to perform a cloud transfer for exports that haven't been transferred yet, make sure to re-enable notifications for the recipients. This ensures that they receive notifications regarding the cloud transfer process. Take note that notifications must be re-enabled before initiating the transfer.
Tip: To cross-reference the already exported data with what is in Onna, you can reference the File ID field from the export to search.
Tip #4: Choosing between cloud transfers and file downloads
When deciding between cloud transfers and file downloads, consider the following:
- Convenience and third-party collaboration: Cloud transfers provide a high level of convenience, especially when collaborating with third-party counsel or external teams. Instead of engaging in a download-upload process, you can directly transfer the data curated within the Onna platform to the intended recipients. This streamlines the workflow, reduces manual handling, and ensures a smooth transfer process.
- Chain of custody and data security: Cloud transfers offer advantages in terms of maintaining chain of custody and controlling access to the data. By minimizing the involvement of multiple parties, you can minimize the risk of tampering, unauthorized access, or data spoilage. Cloud transfers provide a more secure pathway for delivering data to its final destination while preserving data integrity.
- Internal team collaboration: Cloud transfers are not limited to external collaboration. They can also be useful for securely transferring data within different departments or teams within your organization. For instance, if different legal teams or application owners need to share data securely, setting up a secure file transfer protocol (SFTP) can be an effective solution. SFTP ensures restricted access to authorized individuals, maintaining data privacy and security during the transfer process.
- Security and compliance considerations: When handling sensitive or confidential data, prioritizing security and compliance is crucial. Cloud transfers and SFTP provide secure methods for transferring data, enabling you to meet regulatory requirements and maintain data privacy.
- Evaluate convenience versus security: While convenience is a significant factor in choosing between cloud transfers and file exports, it's essential to balance it with data security and compliance considerations. Assess the sensitivity and nature of the data, the involved parties, and the specific requirements of the transfer process to determine the most appropriate method.
Tip: To better manage exports, we recommend taking the export links from the “download_links” found on the export page and putting them into a download manager that will download the files. Any download manager software that supports HTTP/HTTPS protocol should work.