contentACCESS documentation – version 3.5

  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. SMTP server
      15. Overview
      16. Installation
      17. 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. Role cloning
      7. General use cases of how to create/assign roles
      8. 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 Office 365 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. SMTP Servers
    18. SMTP Mappings
    19. 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 File system shortcut synchronization job
    19. Configuration of Remote shortcutting job
    20. 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
      1. Adding address book objects manually
    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, storage and index zone to an Exchange group?
    18. How to assign database, storage and index zone 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
      2. Email archive journal processing
    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
    29. SMTP archiving
  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. GDPR plugin
    1. GDPR Settings
      1. GDPR Databases
      2. GDPR Schedules
      3. GDPR Index zones
    2. GDPR Processing
      1. GDPR File system settings
      2. GDPR Exchange settings
      3. GDPR Applications
      4. GDPR Jobs
        1. GDPR File system job
        2. GDPR Exchange job
        3. GDPR Application job
  14. 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
  15. ThreatTest
    1. ThreatTest configuration
      1. ThreatTest Databases
      2. ThreatTest System settings
      3. ThreatTest Schedules
      4. ThreatTest User experience
      5. ThreatTest Statistics
      6. ThreatTest Job
    2. Using ThreatTest App
  16. officeGATE
  17. contentACCESS Mobile
  18. Virtual drive configurations
  19. Application settings
  20. Terms of use
  21. 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 problems
    5. Unable to open shortcuts of archived files 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
    19. Office365 journaling

11.7.12.Address book objects

Navigate to Email Archive ⇒ Archive ⇒ View Address Book to open the View address book page:

The address book contains a read-only list of objects that are provisioned in the address book. The objects can be added to the address book:

  • by the Email Archive provisioning job – read more here
  • manually – using the import manually (read more here) or add manually (read more here) options on all tabs, except Public folders

The address book objects are organized on the page into four tabs: Mailboxes, Public folders, Groups and Servers. Read more about public folders in this chapter.

The Create contentWEB access columns indicates if there is a command for the provisioning job to create contentWEB users for the selected object (mailbox, group or server). Once a contentWEB access is granted (provisioning job must be run), every user of the provisioned object will be able to access the archived content of the mailboxes, which he is able to access also on the Exchange server.

The Associate with role column displays the role assigned/to be assigned for the Exchange object by the next running Email provisioning job. By default, the Exchange server mailboxes inherit the default role specified in the Email archive Provisioning settings, but the administrator can decide to assign custom roles for the objects. Such custom roles can be selected, when contentWEB user is created for the Exchange object (more information here).

Screenshot: Columns Create contentWEB access and Associate with role in the Mailboxes tab

Screenshot: Columns Create contentWEB access and Associate with role in the Groups tab

Screenshot: Columns Create contentWEB access and Associate with role in the Servers tab

Column “Active” shows, if the respective mailbox or group is active in contentACCESS. With this feature it is possible to deactivate no longer used mailboxes, keeping the licenses under control. Deactivated mailboxes/groups are neither touched by the Email archive/Email restore, Email recovery and/or by the Shortcut synchronization jobs, nor they are counted to the licensed mailboxes. To set a group or mailbox to active/inactive, the telemetry job must be run, too. It is running automatically every day or can be started manually on the Licensing page (System tab => Services group => Licensing, option “update telemetry”). Please note that you can’t have more active mailboxes than the license allows. If you have already reached the limit, it won’t be possible to add more mailboxes for archiving.

Screenshot: Column Active in the Mailboxes tab

Screenshot: Column Active in the Groups tab

Screenshot: Column Active in the Public folders tab

Note: The mailbox is ready for archiving if it’s associated with a database and storage and is set as active. If license allows it, the mailbox will be archived. After reaching the limit of active mailboxes of the license it won’t be possible to archive more mailboxes.

Important: If the limit was already reached, the existing email jobs are not able to start. In order to fix the problem, it is necessary to deactivate some mailboxes until the number of active mailboxes drops under the number of licensed mailboxes and then run the telemetry job.

The email archive database, storage and index zone assigned/to be assigned to the Exchange mailbox(es) are displayed in the Archive database, Store and Index zone columns. Database and storage is assigned automatically either by the provisioning job or by the first running archive job, or manually using the mailbox context menu. Index zone can be assigned by the provisioning job or archive job, not manually.

Screenshot: Archive database, Store and Index zone columns in the Mailboxes tab

Screenshot: Archive database, Store and Index zone columns in the Public folders tab

The Process as journal column shows if the mailbox will be processed as journal when selected in Address books objects to process in email archive job configuration (read more here).

Screenshot: Column Process as journal in the Mailboxes tab

Using the server’s/group’s/mailbox’s context menu the administrator with the necessary permissions is allowed to

  • View mailbox details
  • Automatically create contentWEB user also with custom permissions (read more here)
  • Assign database, storage and index zone for Exchange groups and mailboxes (read more here)
  • Activate/deactivate mailbox licenses
  • Manage access for second users to the selected archive mailbox(es) (read more here)
  • Move mailbox (read more here)
  • Disconnect mailbox
  • Change server settings (read more here)
  • Select the mailbox to be processed as journal/normal (read more here)

After clicking on Show mailbox details, a pop-up opens:

Here it is possible to see the mailbox details, archive statistics and the list of groups of the user.

You should only use the Disconnect mailbox option if the mailbox no longer exists and you want to re-use the email address for a new user/mailbox. By disconnecting the mailbox, the email address will be changed – allowing to use the email address for a new user.

After you disconnect a mailbox, the email address is prefixed with #.

If the mailbox was not re-used yet, you can undo the operation and Reconnect the mailbox.

If the mailbox is marked with the warning Guid changed (read at the end of this section), a new menu option (Re-link deleted mailbox) appears. By using this option it is possible to locate the new mailbox, which was created for the user.

The search textboxes (Screenshot A) and page listing (Screenshot B) options at the top and bottom of each section ensure an easier handling with the address book objects:

Screenshot A: Search function.

Screenshot B: Page listing

Warning flags
In the Address book, the objects may be displayed with different colors:

– the object is ok
– selected object
– the object has a warning, the warning is displayed in the Warning column
– the object is not active (or set to inactive at the next provisioning run), the license was removed
– the object was deleted, Guid changed – displayed in the Warning column

The warnings may be:

  • Deleted – the object was detected as deleted
  • SID changed – the owner of the mailbox was changed (the mailbox was assigned to a different Windows user)
  • Guid changed – the mailbox was manually deleted and a new mailbox was created for the user

Based on the status of the mailbox, different context menu is displayed.

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