contentACCESS documentation – version 3.3

  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
  2. contentACCESS setup package
    1. Installation of contentACCESS
      1. EULA
      2. Installation type
      3. Components
      4. Prerequisites
      5. Base folder
      6. Service settings
      7. Database connection
      8. contentACCESS Central Administration
      9. contentACCESS Web Services (Proxy)
      10. contentWEB
      11. Central login
      12. Virtual drive
      13. Search service
      14. Overview
      15. Installation
      16. Summary
  3. contentACCESS components
    1. contentACCESS Central Administration
      1. Central administration login
      2. contentACCESS Automated single sign on
      3. Central Administration logout
      4. contentACCESS Central Administration user interface
    2. contentWEB
      1. Logging in to contentWEB
      2. contentWEB Automated single sign on
    3. Virtual drive
    4. contentACCESS Web Services (Proxy)
    5. Central login page
  4. contentACCESS Tools
    1. Installing Outlook forms
    2. Legacy email archive connectors
    3. Legacy archive connector for Metalogix Archive Manager Exchange Edition (MAM EE)
    4. Legacy archive connector for Email Lifecycle Manager (ELM)
    5. Installing TECH-ARROW’s WinShortcutter
    6. contentACCESS Outlook add-in
      1. Installation of contentACCESS Outlook add-in
      2. How to use contentACCESS Outlook add-in
  5. Tenants in contentACCESS
    1. How to create a new tenant
    2. Tenant limitations
    3. How to provide access to a tenant (adding new tenant administrators)
    4. Tenant administrator invitation types
    5. Tenant associations
      1. Tenant - database association
      2. Tenant - user association
    6. Tenant deletion
  6. General system configurations
    1. Connection
    2. User interface
    3. Users in contentACCESS
    4. Invitations
    5. Roles
      1. Creating roles
      2. Role details
      3. Role assignment
      4. Defining specific permissions of a role assignment
      5. Editing roles, editing role assignments
      6. General use cases of how to create/assign roles
      7. Managing access to contentACCESS objects
    6. Login providers
      1. Login providers’ context menu options
      2. External login provider configuration
        1. Configuring Google OAuth
        2. Configuring Azure login provider
        3. Exchange login provider
        4. External AD login provider
      3. Associating an enabled provider with a user login
      4. contentACCESS users in third party systems
    7. System
    8. Licensing
      1. How to activate your license key
    9. Notifications
    10. Monitoring — how to find out possible misconfigurations / reasons of potential system/job failures
    11. Auditing
    12. Distributed environment in contentACCESS — Clusters
    13. Statistics
    14. Legal hold
    15. Task runner
    16. Indexing
    17. How to create/configure databases — All databases
  7. Common features
    1. Databases
    2. Schedules
    3. Retentions
    4. Storages
      1. Google drive storage
      2. Amazon S3
    5. Exchange connections
      1. Exchange performance settings – turning off the Exchange throttling policies
      2. Hybrid Exchange environments in the Email Archive system
    6. Importing contentACCESS configurations from files
      1. Manual import of Exchange servers/groups/mailboxes to the contentACCESS Address book
      2. Importing File Archive root folders to be archived
  8. Creating new jobs in contentACCESS
  9. Jobs’ page, jobs’ context menu
  10. File Archive
    1. Introduction to File system archive
    2. File archive settings
    3. File archive Databases
    4. File archive System settings
    5. File archive Retentions
    6. File archive Storages
    7. Root folders
    8. Aliases
    9. File archive Schedules
    10. Provisioning settings and managing access to contentWEB
    11. Remote agents
    12. Configuring aliases
    13. Configuration of jobs available in contentACCESS File Archive
    14. Configuration of File system archive job
    15. Configuration of a File system restore job
    16. Configuration of File system recovery job
    17. Configuration of Delete job in File archive
    18. Configuration of Remote shortcutting job
    19. Active/inactive documents in File system archive
  11. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. Email archive System settings
    4. Email archive Provisioning settings
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
      1. LoboDMS storage
    8. Creating email archive schedulers
    9. User experience
    10. Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version
    11. Exchange 2010: OWA 2010 integration
    12. Address book objects
    13. Granting access rights for mailbox users and explicit users to view the mailbox archive
    14. Creating contentWEB users (option 1)
    15. Manage access to a mailbox archive (option 2)
    16. Database and store assignment in email archiving
    17. How to assign database and storage to an Exchange group?
    18. How to assign database and storage to a mailbox?
    19. How to move data from source database/storage into a second (target) database/storage?
    20. Creating Email archive jobs: archive, restore, recovery, delete, mailbox move, shortcut synchronizaion, shortcut repair
    21. Email archive job
      1. Email archive job configuration
    22. Email restore job
      1. Email restore job configuration
    23. Email recovery job
      1. Email recovery job configuration
    24. Configuration of Delete job in Email archive
    25. Mailbox move job
      1. Mailbox move job configration
    26. Shortcut synchronization job
      1. Shortcut synchronization job configuration
    27. Shortcut repair job
      1. Shortcut repair job configuration
    28. Public folder archiving
      1. How to configure a job to archive public folders
      2. Public folders in the contentWEB archive
      3. User permissions to public folders
      4. Public Folder archiving in hybrid Exchange environments
  12. SharePoint archive plugin
    1. SharePoint Archive settings
    2. SharePoint Archive job configuration
    3. SharePoint recovery job configuration
    4. Configuration of Delete job in SharePoint archive
    5. SharePoint archive Provisioning settings
    6. SharePoint Publishing job
    7. SharePoint in the contentWEB archive
  13. Custom plugins
    1. Email management job configuration
    2. Storage replication plugin
    3. Sharing plugin
    4. Datengut plugin
    5. Email synchronizer plugin
    6. Categorize to Public folders plugin
    7. LoboDMS plugin
  14. officeGATE
  15. accessGATE Mobile
  16. Virtual drive configurations
  17. Application settings
  18. Terms of use
  19. FAQ
    1. Download sample for the file to be imported does not work
    2. Archiving is not working, if MAPI is set to communicate with the Exchange server
    3. Virtual drive is still appearing after the uninstall
    4. Outlook forms problem
    5. Unable to open shortcuts of archived file on the server side
    6. Samples are not shown using 'Show sample" option in the Import dialog
    7. Do I need to create separate tenants for file archiving and email archiving
    8. What is the recommended database size for email, file and Sharepoint archiving
    9. The TEMP folder is running out of space when archiving big files
    10. The attachment could not be opened
    11. After updating Exchange 2013, the EWS connection might not work in contentACCESS
    12. If Windows authentication is not working in contentACCESS and an alias was created for contentACCESS
    13. contentACCESS Outlook add-in certificate issue
    14. PowerShell scripts for setting up Email archive
    15. Solution for Outlook security patches
    16. Solution for Outlook security patches through GPO
    17. Solution for indexing PDF files
    18. Mycompanyarchive SuperUser mailbox configuration

10.19.Active/inactive documents in File system archive

Definition of terms: file = file on the file system; item = archived file in the archive



To avoid displaying duplicate items in the archive the user has got the choice to filter between active and inactive items in the contentACCESS archive (contentWEB). A duplicated item is created, when a file is processed multiple times and is saved into the archive multiple times. A typical use case might be, when a user copies a file from one source folder to a target folder in his file system, then deletes the file from the source folder. Let’s assume, that the archive job meanwhile caught and processed both files (created duplicates in the archive). To avoid the user from confusing, the files processed in the source and target folder need to be differentiated from each other in the archive. The file archived from the source location will be inactive in the archive (the file in the source location is not available on the user’s side, the user deleted it); the file archived from the target location will be active in the archive (the file in the target location is available for the user). The contentWEB active/inactive filter makes it easy to display the actual (last touched) files in the archive.

When is an item/folder inactive in the archive? An item/folder gets an inactive status in the archive, if the file/folder no longer exists in the file system (neither the original, nor the shortcut to it). Once the item is touched (e.g. versions were created, it was restored by a job, or recovered), its status will turn to active.

When an archive job is running, it is synchronizing the current state of the archive with the state of the file system. The following tables will give an overview to a user, when an item is active/inactive in the archive. The light blue cells contain the files/folders that are found by an archive/restore/recovery job in the file system (on the user’s side), the grey cells inform the reader about the action that the job performs when it finds this particular file/folder.


Archive with shortcutting method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE. NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive, and the file will be converted to shortcut. The item will be ACTIVE in the archive. NO: The file will be archived and the file will be converted to shortcut; the item will be ACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job
D) Folder no longer exists
Is folder in the archive?
YES: folders will be INACTIVE (recursively); items will be INACTIVE
E) Folder exists
Is folder in the archive?
YES: permissions will be actualizes and the folder will be set to ACTIVE NO: it will be archived and will be set to ACTIVE



Archive with the “Keep original” method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE. NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive, and the file will be kept in the file system. The item will be ACTIVE in the archive. NO: The file will be archived and the original will be kept; the item will be ACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job.
D) Folder no longer exists
Is folder in the archive?
YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE.
E) Folder exists
Is folder in the archive?
YES: permissions will be actualized and the folder will be set to ACTIVE, NO: it will be archived and will be set to ACTIVE.



Archive with the “Delete original” method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive, and the file will be deleted from the file system. The item will be INACTIVE in the archive. NO: The file will be archived and the original will be deleted; the item will be INACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job.
D) Folder no longer exists
Is folder in the archive?
YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE.
E) Folder exists
Is folder in the archive?
YES: permissions will be actualized and the folder will be set to ACTIVE. NO: it will be archived and will be set to ACTIVE.


Note: The user may browse for his archived items either in contentWEB, or on Virtual drive. By default, Virtual drive displays the active items only, but this is configurable from the Virtual drive’s configuration page (System ⇒ Client applications ⇒ Virtual drive configuration).



Automatic restore from shortcut

File system (user’s side) Action performed by the restore job
A) Shortcut found The job restores the original into the file system location; the item in the archive will be set to ACTIVE.
B) No shortcut found No action.



Automatic recovery

File system (user’s side) Action performed by the recovery job
A) File found No action, file will be skipped.
B) Shortcut found No action, shortcut will be skipped.
C) Nothing found C/1) If the job configuration requires to recover original: the original will be created in the file system; the item will be ACTIVE in the archive.
C/2) If the job configuration requires to recover shortcut; the shortcut will be created in the file system; the item will be ACTIVE in the archive.



Manual recovery from contentWEB

File system (user’s side) Action performed by the manual recovery
D) File found No action, file will not touched, it will be skipped. The item will be ACTIVE in the archive.
E) Shortcut found Shortcut will be replaced by the original file in the file system; it will be ACTIVE in the archive.
F) Nothing found New file will be created in the file system; the item in the archive will be ACTIVE.



Other use cases:
 The shortcut is deleted from file system: during the archive process nothing happens in the archive, the items change to INACTIVE if they were active before.

 The shortcut is moved: the item is duplicated to the new location. The new item is ACTIVE. The old item will be INACTIVE if there is no file or shortcut at the old location.

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