contentACCESS documentation – version 3.6

  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. PST configuration
    21. Creating Email archive jobs: archive, restore, recovery, delete, mailbox move, shortcut synchronizaion, shortcut repair
    22. Email archive job
      1. Email archive job configuration
      2. Email archive journal processing
    23. Email restore job
      1. Email restore job configuration
    24. Email recovery job
      1. Email recovery job configuration
    25. Configuration of Delete job in Email archive
    26. Mailbox move job
      1. Mailbox move job configration
    27. PST import job
      1. PST import job configuration
    28. Shortcut synchronization job
      1. Shortcut synchronization job configuration
    29. Shortcut repair job
      1. Shortcut repair job configuration
    30. 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
    31. 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
    20. Organizational forms

11.7.12.22.1.Email archive job configuration

In this use case, we will configure an email archive job, which will archive the mailbox items of mailbox “edit.balazsy@tech-arrow.com” that are older than 1 year, but younger than 2 years. The archived items will be replaced byh HTML shortcuts. The archiving process will run each working day from 5 PM CET till midnight. For this processing type, it is a must to configure the following sections on the job’s configuration page:

✓ Processing settings:
The administrator may select here if he would like to use MAPI protocol to communicate with the Exchange server. EWS (Exchange Web Services) connection is selected by default if MAPI is not selected here. It is important to know, that O365 Exchange server does not support MAPI connection. Another requirement to use MAPI is to have Exchange server 2013 or earlier version.
Since some other functions might still use EWS, the EWS connection must be configured in any case.
By checking Split attachments option, the attachment will be stored separately from the email body. By default, this (recommended) option is always turned on.
In this use case, we will use EWS and we will split the attachments, too.

The Use journal archive to build folder structures of mailboxes option will allow the job to update the folder IDs and create the correct folder structure. The job goes trough a mailbox, searches for the email in the archive and updates its folder ID (creates also the folder in the archive if it hasn’t existed yet). Read more about journal processing here.

If you check the Archive email if journal didn’t archive it yet sub-option, the archive job will also archive the email if it was not yet archived using the journal processing. Read more about journal processing here.

Note: At least one mailbox must be set as Process as journal mailbox from its context menu in the Address book, otherwise the Use journal archive to build folder structures of mailboxes and Archive email if journal didn’t archive it yet options won’t appear in the job’s configuration.

Note: The Split attachments option is active (checked) by default. That means that the body of the email and the attachment are stored separately. If the email message containing attachments has been archived by a job, where this option was not checked, our apps (MailApp, officeGATE, contentACCESS Mobile) will show 0 attachments. However, if you open the original email, the attachments are shown.
Documentation373

If this option was checked, but the email was containing embedded email (.msg attachment), this embedded email won’t be displayed between the attachments in our apps.

✓ Database settings:
Select an already configured connection from the dropdown list. Here the metadata will be stored. We have configured for our archived emails the database named “Email Archive DB”, so we set it here. (For further information on how to set database connections please refer to section Databases.)

Documentation408
✓ Scheduling settings:
In this step, the running time(s) of the Email archive job must be selected. It is possible either to select a scheduler from the list or to create a new scheduler via create new… option from the dropdown list. For an email archive job, it is recommended to set a Week schedule with repeat, which will start the job at the same time every day. In our use case, we set a scheduler which starts the archive job every day after the business hours (starts at 5 PM CET and ends at midnight). (For more information about how to set schedulers refer to the section Schedules above.)

Documentation410
✓ Storage settings:
Choose an already configured storage from the dropdown list. The processed binaries will be stored here. On the screenshot below we selected our already configured disk type store: “Email Archive store”). (For more information on how to set storages check section Storages above.)

Documentation411
✓ Shortcut settings:
In the mailbox, the emails will be replaced by the shortcut that is set in the “Apply to NOT ARCHIVED items” section. You can use any previously configured shortcut type that was configured in section Shortcut configuration above. If the mailbox items have not been archived yet (are archived for the 1st time), check the “Apply to NOT ARCHIVED items” checkbox. It is recommended to use HTML shortcut for emails/attachments that are 1 to 2 years old.

Documentation Email archive change 1

Note: If the items are already archived (e.g. with the “Keep original” method), but they need to be replaced with shortcuts, check the second checkbox and specify a previously configured shortcut type that should be used. It should be mentioned that these 2 processes will always run in 2 stages (even if both processes are configured within one job). By the 1st run of the job the items will be archived, by the 2nd run of the job the (archived) items will be replaced by the selected shortcuts.

If an email has been shortcutted before, but was then restored or recovered, the “Apply to ALREADY ARCHIVED items with keep original shortcutting method” checkbox must be checked if the user wants the email to be processed by the job.


You can also set the age and size filter for the emails to be archived. For Age filter and Size filter settings click on the corresponding “Change” button and set the age of the emails that should be archived and the size of the items to be archived. The maximum size that can be set is 1024, and the available size units are: KB, MB, GB, TB. It is important to keep in mind that the sent date of the emails is the determinative date in case of the age filtering.

Note: Email archive size filter is limited to 2 GB (gigabytes). Size filter uses the message size aquired from EWS (Exchange web service). This message size can be different from the value displayed in Outlook.

In this use case, we will process all emails, regardless of the file size, so we set the value to “0”.

EA job age filter
EA job size filter
Note: Shortcutting methods can be also combined when configuring an Email Archive job. For more information refer to section “Combining the shortcutting methods”.

Use case: archive emails older than 1 year
In this use case, we would like to archive emails older than 1 year and replace them with a shortcut. We are configuring the option “Apply to NOT ARCHIVED items” only.

The mails will be archived and immediately replaced by a shortcut.

Use case: archive immediately, create shortcut later
In this use case, we will configure the archiving job to archive all emails (regardless of age) with the shortcut type Keep original. This will ensure that all emails are archived, but the mailbox is kept intact. Emails older than 3 months will be further processed – after these are archived, they will be converted to HTML shortcuts.

Note: By using a “Journal shortcut” type you can delete the shortcuts completely from the mailbox.

✓ Retention settings:
Choose an already configured retention time from the dropdown list. The archived emails will be stored during this time in the storage, and it will be impossible to delete them from there. It is highly recommended to select a retention time that is required by the law of your country. (For more information about how to set retentions check section Retentions above.)

Documentation413
✓ Address book objects to process:
Here the administrator may select the mailboxes, groups or the entire Exchange server, which will be processed by the archive job. Click on the Documentation340.1select option and check the desired groups or servers in the Mailbox selection window, then click on OK. In this use case, we will archive mailbox “edit.balazsy@tech-arrow.com”, so we select it from the list:

Documentation414 Documentation415

Note: It is possible to archive journal mailboxes as well. Just select this option in the Mailbox selection window and in the “Include folders” configuration section set %INBOX%.

  • When a journal message is retrieved in the mailbox, the inner message is retrieved;
  • When a journal message is restored, the whole envelope is restored;
  • When a journal message is previewed (in contentWEB archive), the inner message is displayed;
  • When a journal message is exported to PST, the inner message is exported.
  • ✓ Include folders:
    Email archive job is crawling the entire mailbox or recursive folder structures from the mailbox for further processing. Before you enter the folder name(s) to be crawled, it is necessary to select the folder filtering type.

    cACCESS 2.9 doc 210
    If you set Entire mailbox, then the whole mailbox including all folders will be processed. If you set One single folder type, then only one pre-selected folder will be processed (e.g. if you set %INBOX%Subfolder1, then only Subfolder1 will be processed). If you set Recursive, starting from a single folder filtering type, then all folders starting from the defined folder will be processed (e.g. if you set %INBOX%Subfolder1, then starting from Subfolder1, every subfolder will be processed in the structure). The same rule applies to the Multiple folders, and to the Multiple recursive, starting from a single folder, too, but in this case we can work with more folders simultaneously (e.g.: %INBOX%, %OUTBOX%Folder name 5…or…%TASKS%, %CALENDARS%Folder name 6).

    Important: It is highly recommended to specify the root mailbox folders using wildcards (%). Wildcards ensure that the given mailbox folder (e.g. the “INBOX” folder) will be processed, regardless of the language settings of the mailbox. This is important mainly for companies who archive mailboxes using different languages. Subfolders must be added to a root folder with a backslash ().

     

    It is important to bear in mind that by selecting “Recursive, starting from a single folder” filtering type under “Include folders” section and leaving the folder path textbox empty, the whole selected mailbox will be archived:
    cACCESS 2.9 doc 211

    In our use case, we select the whole “INBOX” to archive:

    Documentation418
    ✓ Exclude folders:
    With this function, you may set which folders/subfolders should not be archived. If you would not like to exclude any folder from the archive process, you can skip these settings.

    The folders may be excluded using one of the available methods: a) They may be added manually via the + new option; b) they may be imported in one of the available file formats via the import option.

    Important: Due to different language settings in the user mailboxes, it is highly recommended to specify the root folders using wildcards (%). Subfolders must be added to a root folder with a backslash ().

    cACCESS 2.9 doc 212

    1. Add exclude folders manually:
      Click on + new option. In the Exclude folder dialog’s textbox specify the folder(s) to be excluded. Use the hints that are featured in the same dialog. %INBOX%TECH-ARROW pattern on the picture below means that “TECH-ARROW” folder on the “INBOX” root folder will be excluded.

      Test pattern button
      This button is used to check if the entered pattern will be suitable for the path that the user would like to exclude from the archiving process. Open the Test pattern matching window by clicking on the Test pattern button. Enter the folder path into the Folder path field (this time without the % sign) and click on Test button.The test will be successful if the Pattern was entered correctly into the Exclude folder window.

      cACCESS 2.9 doc 214
    2. Import the list of folders to be excluded:
      The list of folders to be excluded may be imported from files in one of the available formats: CSV, XML, Tab delimited files or Space delimited file. The file to be imported must contain the list of the folders.
      Important: Root folders must be specified in wildcards (%) in the import files. Subfolders must be added to a root folder with a backslash (). To import such a file with the list of folders refer to chapter Importing contentACCESS configurations from files of this guide.
    3. Excluding folders with special characters

      The folders containing special characters like brackets, hyphens, question marks etc. can be excluded from the archiving process. To exclude such folders from the archiving process, the special characters included in the folder(s) name must be excluded using the backslash “” escape character. The escape character must be added before the special character to be excluded, in the Exclude settings of the archive job’s configuration page.

      E.g. you have such a structure in the mailbox: INBOXImportant (folder)

      and the “Important (folder)” must be excluded (the special characters are the brackets), then you must specify the folder to be excluded like this: INBOXImportant(folder)

      This information is available at the bottom of the Exclude folder window:

    ✓ Item filtering
    This configuration enables filtering among your items by their message class. Using this filter, the user will be allowed to select different document types, such as mails, documents, contacts etc. to archive.

    Note: The message classes excluded in the Email archive System settings take always priority over the Item filtering settings defined in the archive job.

     

    Important: In case of custom Exchange solution(s) used for emails, the custom email properties will not be archived! The recommended solution: do not archive these emails and/or use the exclude feature (in Email archive System settings) for these custom message classes.

    To set message class filters in the archive job, activate the Message class filter button by checking the checkbox next to it, then click on the active button.

    Documentation Email archive change 4
    In the Message class filter dialog it is possible to choose if the filter will be applied for all message classes (choose radio button Apply for all message classes) or only for many selected classes (Apply for selected message classes). It is also allowed to add Custom message classes to the list of the already existing ones. In this use case, we will archive only emails and documents:

    Documentation Email archive change 5
    ✓ Exclude addresses
    With the “Exclude addresses” feature you may exclude certain

    The filtering option is configurable and it filters emails based on

    • recipient(s),
    • sender(s) or
    • both (recipients and sender).

    The list of ojects to be excluded may be

    1. Added to contentACCESS manually using the +new option;
      cACCESS 2.9 doc 215
      Click on +new to open the Exclude address dialog. Enter the object to be excluded and select the Exclude type (Sender, Recipient, All) to be applied.
      cACCESS 2.9 doc 216
    2. Imported into contentACCESS from a file using the import option.
      cACCESS 2.9 doc 217
      The file to be imported usually contains 2 columns: first column with the email addresses (or domains), 2nd column with the information if the object is sender, recipient or can be both. A sample import file may be viewed using the “Download sample” button. (For more information refer to chapter Importing contentACCESS configurations from files).
      cACCESS 2.9 doc 218

    ✓ Notification settings.
    Select here, when you will need to get notification emails from the Email archive job. It is possible to set here if you need such a notification email always/never, or you need it only in case that an error/warning occurred during the archiving process − for example, if the archiving of one or more items failed, then you may get a notification email about this error. Into the Recipient list textbox insert the email address(es) of the person(s), who will get such notifications. Notifications should be used if the administrator does not use the monitoring feature.

    Documentation432
    ✓ Resource settings.
    Set the value, which will determine how many items will be processed simultaneously by the email archive job. The recommended value is “2”.

    Documentation433
    ✓ Save your changes!

    Combining the shortcutting methods in an Email archive job
    What are the advantages of combining the shortcutting methods for the user?
    Companies use the “Keep original” archiving method on a daily basis. This archiving method ensures that the emails and their attachments are ready at hand during the time when they are still in use. After certain time period (usually after 6 months), it is pointless to keep these emails in the mailbox(es), as they take up too much space. However, these emails must be still easily accessible at any time. For this reason, it is recommended to replace them with shortcuts, which save space in the mailboxes and guarantee easy access to the older mailbox items. By combining the shortcut methods the end user will easily achieve the desired result.

    This use case will demonstrate how to configure an Email Archiving job, which will archive the items older than 10 days, while keeping them in the original file location. The job will also replace these items with shortcuts after 6 months. The job combines the “Keep original” archiving method with the shortcutting after the item reaches a certain age (6 months in this use case). The size of the items to be archived and shortcutted can be set as well.

    Note: If two archive processes are combined (as in this use case), then the archive process will run in two stages, too. By the first job running the emails will be archived while keeping the original, by the 2nd job running these items will be replaced by shortcuts.

    The following steps should be executed to set up an email archive job using the advantages of this method:

    ✓ Set up a new Email Archiving job and open its configuration page.
    ✓ Set all required sections on the job’s configuration page.
    On the configuration page of the Email Archiving job navigate to the “Shortcutting” section and check the “Apply to NOT ARCHIVED items” checkbox.

    cACCESS 2.9 doc 219
    ✓ Set the “Keep original” archive method for items that are older than 10 days. Choose the “Keep original” option from the dropdown menu and set that all items older than 10 days will be archived.

    cACCESS 2.9 doc 220

    ✓ Apply the shortcutting to the items archived with the “Keep original” method, which are older than 6 months and larger than 100 kB. Choose HTML shortcut type, which will be used by the job.
    Check the “Apply to ALREADY ARCHIVED items with keep original shortcutting method” checkbox. Choose the already configured “HTML” shortcut from the dropdown list. Set the sent date to 6 months and the size to “larger than 100 kB”.

    cACCESS 2.9 doc 221

    Note: Please keep in mind that the sent date of the email is the determinative date. The age and size of the emails to be archived/shortcutted can be modified anytime by using the “Change” buttons.

    cACCESS 2.9 doc 222

     

    USE CASE: How to set up the shortcutting if all items should be archived and items under 100 kB should be kept in the original location, while items over 100 kB should be replaced by shortcuts? In this use case set the size filter in the 2nd!!!! row only (refer to screenshot above) to >100 kB and do not set a size filter in the 1st row.

    cACCESS 2.9 doc 223

     

    ✓ Save your settings and wait until the job starts to run according to the configured scheduler.

    Yes No Suggest edit
    Suggest Edit