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
      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. Configuring aliases
    12. Configuration of jobs available in contentACCESS File Archive
    13. Configuration of File system archive job
    14. Configuration of a File system restore job
    15. Configuration of File system recovery job
    16. Configuration of Delete job in File archive
    17. Configuration of Remote shortcutting job
    18. 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

11.4.Email archive Provisioning settings

The provisioning job

  • Synchronizes the Exchange server objects specified on the Provisioning settings page to the contentACCESS Address book
  • Verifies the user’s permissions on the mailboxes on the Exchange server and synchronizes these permissions to contentACCESS
  • If contentWEB user creation is turned on in the Address book for an object (Exchange mailbox/group/server), it creates a contentWEB user for mailboxes with an authentication type Windows, Azure or Microsoft Exchange based on the EWS settings (for more info please refer to Email archive System settings, section EWS settings)
  • Based on the roles assigned in the Address book, it gives permissions on the specific archive mailbox(es)

The mailbox provisioning job is an elementary job, which is intended to extract Exchange groups and subgroups on the Exchange server, and synchronize their changes with contentACCESS. For example, if a new user has been added to an Exchange group which is under archiving process, the provisioning job will “point out” this change and the mailbox of this new user will be crawled/archived automatically. Provisioning job will synchronize the mailbox permissions as well.

In contentACCESS, a provisioning job is created automatically when activating email archive for the first time.

Email Archive provisioning settings are available on the Provisioning settings page (Email Archive ⇒ Settings ⇒ Provisioning settings):

ea-prov-settings-numbered-3-1

The status bar of the provisioning job offers the following options:

Documentation338
If a scheduler has not been selected, the provisioning job can be still started (and also stopped) manually with the “start immediately/stop” control button. For manual refresh of provisioning progress information, click on “refresh” button. To enable/disable auto refresh in every 5 seconds, click on “enable auto refresh”/“disable auto refresh” button. The provisioning job can be also deactivated with the “deactivate job” button. A deactivated job will not start neither automatically, nor can be started manually. The “edit” button is used to select the node, where provisioning job will be run. The user may also rename the provisioning job from here. To view further event details of provisioning job (and also to detect any potential failures/errors in the provisioning events) click on “logs” button. This will redirect you to the monitoring page, where the last run of the provisioning job will be preselected, and the last events will be shown in the events table.

Documentation339
With the arrows mark (Documentation118.1) at the right side of the status bar the user may collapse or expand the progress information about the provisioning job’s running. The status bar’s last state is always stored, and the last state will be opened by navigating to the page again.

The following configuration sections are available on the Provisioning settings page:

  1. Force full crawl: The Exchange provisioning job is performing an incremental crawl of the Exchange objects (mailboxes and groups). This means that if an object is not changed, it is not necessary to access it. This makes the provisioning job faster and helps to use less resources. In some situations however it is necessary to perform a full crawl of the objects – need to synchronize every object, independently whether it was changed or not from the last synchronization. This can be done with a single click on the „force full crawl“ button, which is located under the status bar if the provisioning job.
    Documentation340
  2. Role to assign: This configuration section allows to assign default contentWEB user roles. The provisioning job will assign the role defined here for the Exchange objects, which are already synchronized to the Address book, and contentWEB user creation is allowed for them (option “Automatically create contentWEB user” in the Address book). It is recommended to specify here a default role with less contentWEB permissions, e.g. a role without permissions to recover from the archive. The roles to be assigned must be created on the Roles page.

    Important: If there are multiple roles assigned for the same Exchange object (e.g. one role with less permissions in the provisioning settings, another role with more permissions in the Address book), then the rule is, that always the role with more permissions wins.

    Important: To be able to assign roles using the provisioning job, first the contentWEB user(s) creation must be allowed in the Address book, otherwise the role will not be assigned.
    ea-prov-job-important

    Roles containing Manage system and/or Manage tenant permissions are unavailable in the default roles’ dropdown list. If the role is changed in this configuration section, the next running email provisioning job will replace the previously assigned user permissions with the permissions defined in the newly assigned role.

    In the Roles to assign configuration section you need to set:

    Created user role: this is a default role, which be assigned for the Exchange objects (mailboxes/groups/entire server) if the “Use the role defined in the provisioning job” option is selected for the given Exchange object in the Address book.

    User role on shared mailboxes: select a role, which will define the user’s permissions on the shared mailboxes on the Exchange server.

    role-to-assign-ea-3-1

    For more information on how to assign explicit permissions for newly created contentWEB users, and how to change these explicit permissions, please refer to chapter Creating contentWEB users.
  3. Scheduling settings: Select the running times of the provisioning job or create a new scheduler. For more information how to configure scheduler settings please refer to section Schedules described above.
  4. Notification settings: If the provisioning job could not run properly due to some reasons, contentACCESS can send a warning about the problem. The notification email message will be sent to the email address that is set here under Recipient list option. Here you can also choose, when these email messages should be sent: only if errors occur, or when errors or warnings occur, or always, regardless of the faultless running of the provisioning job.
  5. Exchange servers: click on Documentation340.1 select option and select the Exchange servers to synchronize from the list of Select Exchange Server dialog.
    cACCESS 2.9 doc 195
    If you select a server, then all mailboxes falling under this server and also all Exchange groups within the organization will be permanently processed by the provisioning job. This will eventually mean that if a server is selected, then it makes no sense to select an Exchange group as well. If all settings are done, click on OK. The selected server can be deleted from its context menu:

    cACCESS 2.9 doc 196
  6. Exchange groups: all users of an Exchange server fall under an Exchange group (or can belong to even more Exchange groups simultaneously). In this section it is possible to specify one or more Exchange groups to be synchronized by the provisioning job.
Group(s) can be

  • selected from the list of all groups available on the Exchange – Click on Documentation340.1select option and select the groups in the Select Exchange Group dialog’s list (Screenshot 1).
  • added manually to the groups to be provisioned – Click on + add and fill the group to the Add Exchange Group dialog. manually (Screenshot 2).

cACCESS 2.9 doc 197 cACCESS 2.9 doc 198
Screenshot 1                                                                   Screenshot 2

Note: If you selected a server one step earlier, then all groups falling under this server will be processed and it makes no sense to select groups as well.
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