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

6.3.Users in contentACCESS

All users of the current tenant are listed on the Users page (open it with navigating to System => Security => Users button).

This list is visible for users, who have manage users and roles permission on the selected tenant. Tenant administrator is able see all current tenant users (default tenant of the user is the current tenant) and linked users – the users who have roles associated with the current tenant. System administrator can also see the list of global administrators – administrators who have roles associated on all tenants, and also list of users without default tenant. For more information about user filtering on the Users page, please check this section.

Note: If you remove a tenant, the users with roles only on this tenant will also be removed.


Note: Because of security reasons, it is highly recommended to change the above mentioned default system administrator’s login password after the very first login to the Central Administration. This can be done on the User details page of the Administrator user, in section User logins, Forms login provider’s context menu:

Users’ context menu

The users’ context menu allows the following operations:

  • Assign role – assign a role to an already existing user; read more in section “Roles”
  • Note: If the logged on administrator has specific permissions on schedulers, repository items, jobs and/or to view the archive, he cannot assign roles containing these permissions for second users. E.g. If the logged user has specific permission to Edit job, then he cannot assign a role which contains Edit job permission. Read more about roles and permissions in chapter “Roles”.

  • Edit role assignment – edit permissions of the user’s assigned role
  • Edit – view the user details; add user logins; view user’s login session(s); log off the user
  • Delete – delete the user from the system
  • Note: It is good to know that for security reasons it is impossible to delete all system administrators from the list of users. It is possible to delete users with system admin permissions except of the default system administrator.

    User details

    The detailed user information can be accessed by selecting option “Edit” in the user’s context menu (the logged on user can access his own user details by clicking “About me” in the upper right user menu). With this option the User details (or About me) page opens.


    Screenshot A: Details of the selected contentACCESS user


    Screenshot B: Details of the logged on user

      Section “User details”

      In this section you can find the given user’s display name (i.e. his name in contentACCESS), and the information about the user’s status. To change the display name, rewrite the current display name and save your settings.

      The user’s status signalizes if the user is:

    • Online (green): means there was an interaction in the last 5 minutes
    • Away (yellow): the user is logged in, but inactive in the last 5 minutes. If the user has clicked the Remember me when logging in, then he will be displayed as Away until his token expires
    • Offline (red): the user does not have any login session
    • Section “Security information”

      Here you find the user’s display name, the role(s) assigned to the given user and a description about the user’s rights. It is possible to assign a previously configured role for the user from here. After clicking on + Assign role, a pop-up window, where the role can be specified, appears.

      Each role assignment has a flag. Manual flag means that the given role was assigned manually. Manual permissions are not changed/removed by the automatism. Automatic flag means that the role was assigned by the provisioning job. Automatic flag is marked with “(100)”.

      Section “User logins”

      New user logins can be assigned to a user in the User logins section. By clicking “+new” in this section the “Add new login” window opens.

      In the Add new login window, select a provider configuration that the given user will use when logging into the given application. The providers, that where configured on the Login providers page (for more information check “Login providers”) can be selected here. Windows and Forms authentications are enabled by default. Multiple user logins are not enabled for Forms and Windows login providers.

      Change password, Reset password context menu options:

      change-reset-pw1-3-1

      The administrator can change the user’s password for the Forms type login. The administrator must have Manage tenant permissions to change, and/ or to reset the password of a user.
      To change the password, just select this option and enter the old, new, and confirm the new, desired password in the pop-up window:

      change-pw-3-1

      If the password has been lost or forgotten, use the Reset password option to create a new one. Enter the email address where the password should be sent.

      The user has now two options: to generate the password or to add the password manually. If the user selects Generate new password, he first needs to click on the Generate password button, then he will see the generated password in the textbox.

      If the user selects Add new password manually, he needs to type in two times his new password.

      At the next notification job run the new password will be sent to the email address specified in the dialog.


      Section “User login sessions”

      At the bottom of the User details page, there is a list of active login sessions (if the user logged in in officeGATE, contentWEB etc., then all these apps will have a separate login session; if the user is logged in from different browsers, there will be separate login sessions for each browser as well). From that page, the administrator can also log off an existing user. Once the logoff is done, the user will be redirected to the login page on the next click in the given application.

    Creating/inviting contentACCESS users

    When you create/invite user(s) in contentACCESS, always follow these steps:

  • Prepare a role with the permissions that will be assigned to the user(s) – this step can be skipped if you want to assign an already existing, default global role to the user(s); more info in section “Roles”
  • Create/Invite the user(s) and assign the role in the Create/Invite a user dialog
  • Edit the specific permissions of the assignment – only if specific permissions were defined in the assigned role (read more in “Roles”)
  • Any new users/existing users (with new roles/permissions) can be added to contentACCESS on the Users page. To create/invite a user, click “Create or invite user” on the Users page (System tab => Security group => Users page).

    The Create/Invite user dialog pops up, where you need to choose one of the user adding methods (Create new user/Invite user) and fill the necessary parameters into the dialog.

  • Create new user” – use this option to add a new user (with the necessary roles) to contentACCESS without invitation. “Without invitation” means that the newly added user will not get a notification email message, that he was invited to contentACCESS.
  • Invite user” – with this option a new user and/or an already existing contentACCESS user with the necessary role(s) can be invited. “Will be invited” means that the new/existing user will get a notification email, that he/she was invited into contentACCESS. Notification messages are sent by the notification job in specific time slots defined in the Notification settings. Read more about invitations in section Invitations.

  • Note: contentACCESS Email Archive/File archive standard users (and user permissions) can be automatically added to contentACCESS by the File system archive provisioning job and/or by the Email archive provisioning job. On the provisioning settings pages of Central Administration the administrator defines the role that the provisioning job will assign for the given Exchange user/group or for the users of the entire Exchange server. The provisioning job evaluates the user rights on the Exchange, creates the contentACCESS user(s) and assigns the permissions for these newly added contentACCESS user(s). Read more in Provisioning settings and managing access to contentWEB (File Archive) and Email archive Provisioning settings (Email Archive).

    Option “Create new user”

    Choose the “Create user” option in the Create/Invite user dialog and continue with the following settings:
    Type in the user’s name into the dialog box, and choose an authentication provider configuration from the Login type dropdown list. Forms and Windows providers can be selected by default. (Other provider configurations need to be set on the Login providers page first.) If you select the Forms type (as in this use case), then the login credentials must be also entered into the dialog. The current tenant will be selected as the default tenant for the user.
    Further select a (default or predefined) role that will be assigned to the given user – in this use case we are creating a tenant administrator, so we select this role from the list. The globally allowed permissions of the selected role get displayed in the window. These can be shown/hidden.
    Save your settings. In case that you have assigned a role containing at least one “Specific” permission, you will be automatically redirected to the Assign specific permissions page, where you can further specify these specific permissions of the role assignment. This will be described later in section “Roles”.

    Note: If you Create new user login with Microsoft Exchange login provider, only tenants with licensed Email archive are listed.

    Option “Invite user”

    Invitation is another way of how to

  • create new users with a given role or
  • assign role to an existing user
  • To send an invitation for an already existing or potential contentACCESS user, click the “Invite user” option.

    The pop up dialog requires to fill the email address, where the invitation will be sent and the role that should be assigned to this user. The tenant of the user is automatically filled in with the current tenant. If you are ready with the necessary configurations, click “Save”. In case that you have assigned a role having at least one “Specific” permission, you will be automatically redirected to the Assign specific permissions page, where you can further specify these specific permissions of the role assignment. This will be described later in section “Roles”.

    The next running notification job (must be configured in System => Services => Notifications) will send the invitation for the respective user. You can start this job manually as well.

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