contentACCESS documentation – version 3.7

  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. Mixed 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
      1. File system provisioning job description
    11. Remote agents (file archive)
    12. Global rules (remote file archive)
    13. Configuring aliases
    14. Configuration of jobs available in contentACCESS File Archive
    15. Configuration of File system archive job
      1. File system archive job description
    16. Configuration of a File system restore job
      1. File system restore job description
    17. Configuration of File system recovery job
      1. File system recovery job description
    18. Configuration of Delete job in File archive
      1. File system delete job description
    19. Configuration of File system shortcut synchronization job
      1. File system shortcut synchronization job description
    20. Configuration of Remote shortcutting job
      1. File system remote shortcutting job description
    21. 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
      1. Email archive provisioning job description
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
      1. LoboDMS storage
    8. Creating email archive schedulers
    9. User experience
      1. Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version
      2. Exchange 2010: OWA 2010 integration
    10. Address book objects
      1. Adding address book objects manually
    11. Granting access rights for mailbox users and explicit users to view the mailbox archive
      1. Creating contentWEB users (option 1)
      2. Manage access to a mailbox archive (option 2)
    12. Database and store assignment in email archiving
      1. How to assign database, storage and index zone to an Exchange group?
      2. How to assign database, storage and index zone to a mailbox?
      3. How to move data from source database/storage into a second (target) database/storage?
    13. Mail app access
    14. Remote agents (email archive)
    15. PST import
      1. PST import job description
    16. Creating Email archive jobs: archive, restore, recovery, delete, mailbox move, shortcut synchronizaion, shortcut repair
    17. Email archive job
      1. Email archive job configuration
      2. Email archive job description
      3. Email archive journal processing
    18. Email restore job
      1. Email restore job configuration
      2. Email restore job description
    19. Email recovery job
      1. Email recovery job configuration
      2. Email recovery job description
    20. Configuration of Delete job in Email archive
      1. Email delete job description
    21. Journal post processing job
      1. Journal post processing job configuration
    22. Mailbox move job
      1. Mailbox move job configration
      2. Mailbox move job description
    23. Shortcut synchronization job
      1. Shortcut synchronization job configuration
      2. Email shortcut synchronization job description
    24. Shortcut repair job
      1. Shortcut repair job configuration
      2. Email shortcut repair job description
    25. 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 mixed Exchange environments
    26. SMTP archiving
  12. SharePoint archive plugin
    1. SharePoint Archive settings
    2. SharePoint Archive job configuration
      1. SharePoint archive job description
    3. SharePoint recovery job configuration
      1. SharePoint recovery job description
    4. Configuration of Delete job in SharePoint archive
      1. SharePoint delete job description
    5. SharePoint archive Provisioning settings
      1. SharePoint provisioning job description
    6. SharePoint Publishing job
      1. SharePoint publishing job description
    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
          1. GDPR file system job description
        2. GDPR Exchange job
          1. GDPR Exchange job description
        3. GDPR Application job
          1. GDPR application job description
  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. O365 SuperUser mailbox configuration
    19. Office365 journaling
    20. Organizational forms
    21. Multifactor authentication

10.12.Global rules (remote file archive)

Go to File archive ⇒ Remote agents ⇒ Global rules.
On this page it is possible to define and manage global remote file archive rules for Remote agents. These rules can be then assigned only to selected agent(s) or to all available agents and will appear in the list of rules on the Archive tab.

To create a new rule, click on + new rule. Fill in the display name and check the Is enabled checkbox if you want the rule to be available to be assigned to remote agents.

When the rule’s configuration page opens, you will see a warning that you are configuring a global rule.

On the configuration page go through the following sections; most of them are mandatory, filtering settings are optional:

✓ Scheduling settings
In this step the running times of the rule must be selected. It is possible either to select a scheduler from the list or to create a new scheduler via create new option. For more information about how to set schedulers please refer to the section Schedules above.

✓ Retention settings
Under retention settings, the administrator may select a previously configured time period. During this time it will be not possible to delete the archived items from the storage. It is recommended to set here a time interval based on data recording regulations required either by the law of the country, or by internal company policies. For more information how to set retentions check section Retentions above.

✓ Remote locations
In this section the user is required to select the remote share(s) where the data to be archived are located. To add a new folder, click on + new to open the File Path dialog. Specify the remote folder location. If necessary, check the Use explicit credentials checkbox and enter the applicable user credentials (we highly recommend to do this for remote folders). Click OK.

Important!!! It is recommended to specify a file path that can be accessed from anywhere. This is quite important also in case that the user has contentACCESS installed in a distributed environment (using multiple cluster nodes).

✓ Item filtering
This configuration enables the user to filter among items by 3 types of criteria: by age, size or file type. It is also possible to use more filters simultaneously. For filtering files according to any of these criteria, activate the filter button by checking the checkbox next to it, then click on the activated button.

  • Age filter
    With this filter the user may select files of specific age to be processed. The user has multiple choices here; he can select the filtration type from the list, and a) use either the Use dates option and pick up a date from the calendar, or b) he can enter a value into days/months/years textbox and search for the files that are younger than/older than or fall into time interval set here.

    Using the creation date or modification date for filtering: By default, the modification date is the determinative date, but this can be changed by checking the “If creation date is younger than the modification date, use creation date for filtration” checkbox. In certain cases, the creation date of a file is set to younger date than the modification date of a file. This happens when a file is copied to another external disk (for example from disk G to disk I). In this case, the creation date will be set to the date of the copy action. If the user would like to use this file in the future and would not like to archive it, this feature can solve the problem – it is possible to exclude the file with the newer creation date from the process. To create a proper archiving policy take into consideration these rules: https://support.microsoft.com/en-us/kb/299648.

  • If the Age filter has been set, click OK.

  • Size filter
    This filter can be very useful because it enables to find the biggest files to archive and save space. For filtering files according to this criteria, activate Size filter button by checking the checkbox next to it, then click on the active button.

    In the Size filter dialog choose from the filtering types (Bigger than, Smaller than, or Between values), enter the size in kilobytes, megabytes or gigabytes and click OK.

  • Important!!! When the user changes the file content of an already archived item, e.g. deletes a picture from the file and saves it to the original location, (and thus the file size will be reduced e.g. from 110 to 85 kB) and file size filter is set on >100 kB, then the rule will not archive the newly created item by the next processing. The newly created item will be saved in the original location, and the old shortcut will be present in the original location, which will still link to the old file without any changes.

    For this reason, it is recommended to always check the size filter settings if a file has not been archived by the next run of the rule.

  • File type filter
    This filter was improved to select certain file types for processing. For filtering between documents according to this criteria, activate File Type filter button by checking the checkbox next to it, then click on the active button.

    In the File Type filter dialog the user may select the file types that need to be processed (option Process ONLY selected file types), or he may specify file types that should be excluded from the processing (DO NOT process selected file types).

    The file types selected in the whitelist/blacklist are displayed below the grid in a read-only text box. Any file types (also file types that are not included in the whitelist and/or blacklist) can be specified in the Custom file types text box.

  • file type filter

    ✓ Resource settings
    Set the value, which will determine how many items will be processed simultaneously by the file archive job. The recommended value is 2, as in our case.

    After everything is configured, save your settings.

    On the configuration page, the user has also these options:

    • Assign to agents – assign the rule to selected agent(s) or to all available agents
    • Enable/Disable rule – if the rule is Disabled, it can be Enabled here (also vice versa)
    • Rule statistics – check the statistics of the last run of the rule

    On the Global rules page, it is possible to perform the following actions from the context menu of a rule:

  • Assign to agents – assign the rule to selected agent(s) or to all available agents
  • Configure – this opens the configuration page of the rule
  • Enable/Disable – enable or disable the rule
  • Edit – here the administrator can change the name and availability of the rule
  • Show statistics – this shows an overview of the last run(s) of the rule on the assigned workstations
  • Delete – this option will delete the selected rule
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