Software Solutions Sydney | Ecommerce Developers – CoSource

Background

RecordPoint is a global records management solution provider that gives businesses the ability to manage records from multiple services and platforms reducing the cost and complexity of records management.
In 2018, RecordPoint approached CoSource to build an Exchange Online Connector for their Records365 platform.
At a high level the connector had to perform the following functions:

  • Monitor content in Exchange Online and submit new or changed emails to Records365.
  • Delete content from the content source on behalf of Recrods365 when requested.

 

Record Point Case Study
record points

In Summary

Customer

RecordPoin

Industry

Management

Business Problem

Manage records from multiple services and platforms reducing the cost and complexity of records management

Solution

Build an Exchange Online Connector

Outcome

Allows submission of records, aggregations, audit information and
binaries into Records365

The Requirements

In developing the connector, CoSource had to meet a number of key requirements:

  • Allow end-users to configure multiple instances of an Exchange Online Connector in Records365, across multiple tenants;
  • Support for submission and management of email data and attachments in inboxes and public folders.
  • Allow end-users to explicitly grant consent to the Exchange Online Connector to access their Exchange Online tenant;
  • Allow Records365 end-users to explicitly grant consent to the Exchange Online Connector to submit content to their Records365 tenant;
  • Allow end-users to configure which mailboxes are to be monitored in an Exchange Online tenant;
  • Submit mail message metadata as records to Records365;
  • Submit mail attachments as record binaries to Records365;
  • Submit mail message content as record binaries to Records365;
  • Submit conversations, mail folders and mail inboxes as aggregations to Records365;
  • Delete mail messages in Exchange Online when the corresponding records are disposed in Records365;
  • Support zero loss of mail messages, even if the connector is offline for maintenance;
  • Support multiple Records365 tenants – i.e., the connector implementation needs to be able to service multiple instances of the connector across multiple tenants;
  • Support up to 250 mailboxes per tenant, with the architectural potential to scale higher.
  • Ability to filter items submitted for connector processing based on metadata.
  • Support processing of 1,500,000 items per day across all mailboxes, per tenant;
  • Be able to scale to support thousands of mailboxes;
  • Be able to scale to support tens of millions of items per day;
  • A method to provide for bulk registration of email content in existing mailboxes and public folders in order to on-board existing customers.

Screenshot at Record Point Case Study Record Point Case Study.pdf

The architecture – RecordPoint Connector API

A Records365 Connector is a software component that interacts with a content source in order to locate and submit records to the Records365 records management platform, and which the platform can use to manage the content back in its source.

For this purpose, the Records365 platform hosts a Connector Framework, which each connector must integrate with in order to perform their function.

This framework is comprised of HTTP API endpoints that both internal and third-party developers can use to create connectors to any accessible content source, while imposing as few restrictions on how those connectors are designed and implemented as possible.

The Connector Framework is made up of the following components:

  • The Connector API: allows submission of records, aggregations, audit information and binaries into Records365;
  • Connector Notifications: allows custom connectors to carry out actions on the content source when certain events take place in Records365. Connector Notifications can be pushed via webhooks or pulled via the Connector API;
  • Connector Type Registration: allows system integrators to register new custom
    connector types with Records365;
  • Connector Configuration: allows end-users to configure instances of custom connectors in Records365;

The framework also includes the Records365 Azure AD application, which is used to authenticate our product to all configured Connectors using an OAuth 2.0 consent flow.

All connectors at a minimum must implement the following:

  • A mechanism to ingest Connector Configuration settings from the Records365 platform;
  • A mechanism to push items from the content source to the Connector API;
  • A mechanism to receive and process Connector Notifications – this will be either a push notification via a webhook sent from the Records365 platform, or a pulled notification from the Connector API; These notifications instruct the connector to undertake particular actions against the record in its native content source.

 

The Connector Framework processes submissions of content from a connector, and at present requires one operation that modifies content in the content source – deletion of disposed content.

The solution – Microservices

Screenshot at Record Point Case Study Record Point Case Study.pdf

The Connector was implemented as a set of microservices which ran on top of Azure Service Fabric to take advantage of its scalability and reliability.

The Configuration microservice maintained the tenant’s configuration and auth information in conjunction with Records365 which included a user interface component.

The Monitoring microservice monitored the Exchange online content source for new messages and changes, then submitted them to the messaging API for processing.

The Submission microservice digested and transmitted the data from Exchange online source to Records365

The Destruction microservice was in charge of executing the destruction orders from Records365 to Exchange online.

The Messaging API provided a central point through which all content flowed so it was maintained until it was safely stored in Record365 thus providing dead lettering functionality.

Lastly, the connector was accompanied by a bulk load script which allowed for the rapid onboarding of new customers.

Screenshot at Record Point Case Study Record Point Case Study.pdf

Final thoughts

The connector was pivotal in maintaining Record Point’s position of a global custodian of record management. The feedback from both Record Point and their customers was extremely positive, with the CEO personally thanking the CoSource team for the excellent work.

To find out more about the connector or Records365, please visit –
https://www.recordpoint.com/

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