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

10.1.Introduction to File system archive

There are 4 file system job types available in contentACCESS:

1) File system archive job is used to archive documents from the selected location into a selected storage. Archiving can be done in multiple ways. The administrator selects the archiving strategy and decides if the archived file is kept in the file location, replaced by shortcuts or deleted from there. The pictures below show the contents of the original file location before and after the archiving process:

a. With the “Keep original item” method the original file is kept in its original location (recommended archive method for files younger than 1 year):

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b. The archived items can be also replaced by a shortcut, thus not taking up so much space on the file-server (disk), yet files are available for use as usual. In this case the “Create shortcut from original item” method should be used. This is the recommended archive method for files older than 1 year and younger than 2 years:

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c. The archived item can be also deleted from its current location, in this case the “Delete original” method should be used (recommended archive method for files older than 2 years):

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It depends on a typical use case which method is the most advisable to use. Customers use the “Keep” original method with versioning, when they are working on long-term projects and their files are modified too often. E.g. if an architect is working on a project and would like to have a version of it each day, then he may archive the project each day and create versions of it. This protects him from losing his work that he worked on for a longer time (e.g. if a hardware problem occurs). Shortcutting is used by older files that still may be used, so the user would not like to delete them from the file location yet (e.g. files older younger than 2 years). Those items, which are not in use any more – but must be retrievable from the archive during the retention time required by the law – should be deleted from its location when archived. In this case, it is advisable to use the “Delete original item” method.

2) File system restore job is used to restore the already archived items from shortcuts; from the storage (archive) back into the original location.

3) File system recovery may be used to recover deleted items/folders/recursive folder structure if they have been deleted from its original location. It might be very useful if any archived item or folder has been deleted by accident, or if deletion was caused by a technical failure etc. The user may recover either the original file or the shortcut.

4) Remote shortcutting job is a special job type, which can be used with the file archive jobs together. Use this job if you have several remote locations synchronized with your central data center. contentACCESS is installed on the data center, and continuously archives the files already synchronized with the data center. By the synchronization process the files are copied to the data center. So the archiving itself is done by a standard File system archive job; the Remote shortcutting job is used to create shortcuts on the remote locations.

Use this method, if you would like to run the archiving process in a central data center, and replace the remote files with shortcuts if they are not in use. If you have multiple remote shares to archive and you need to speed up the archiving process and save bandwidth, this is the right solution for you.


Editing of already archived files, file versions in File system archive

You can edit an already archived file by opening the original file (if was archived with the Keep original method) or the shortcut to it (LNK, if it was archived with the Shortcutting method) in the original file location or through the Virtual drive.

  • if the file was not shortcutted (i.e. the already archived file is kept in the original file location), then you can open the file in a standard way, edit it and save it. The next archive job will create a version to this file in the archive.
  • if the file is shortcutted (i.e. was archived using shortcuts) and you open the file through the shortcut, then you will open the file in read-only mode (as it is opened directly from the archive). You can edit it, but then you need to save it to the original file location with the same name (1st screenshot below). Then the next archive job will point it out, will create a new version, will delete the original file, and will leave the shortcut there, which will point to the new version.
  • Note: If the archived file is opened and edited through the Virtual drive, it must be saved to the original file location, from where it was archived.

    editing archived files1

    editing archived files2

    The versioning feature might be very useful for users, who are working on long-term projects and would like to protect themselves from losing their data. In such cases, it is recommended to run an archive job for the project each day, and save the current state (version) of the file/project into the archive.

    cACCESS 2.9 doc 128 cACCESS 2.9 doc 129

    Screenshot A: Versions created when keeping the original item
    Screenshot B: Versions created when using shortcuts

    Synchronization of rights to a file/folder

    The synchronization of user rights to a folder/file in contentWEB File Archive is managed by the File Archive job. File Archive job writes the file system permissions to the database, and then synchronizes these user permissions in contentWEB, too. The File archive job synchronizes:

  • the rights to a folder permanently at each job run;
  • the rights to a file only in case that a new version of the respective file has been created.
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