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

11.24.1.Shortcut repair job configuration

In this use case we will configure a shortcut repair job, which will repair the shortcuts of the mailboxes of the following people: Daniel Smith, Kimberly Jones and Thomas Kohler. The mailboxes contain different types of shortcuts: Keep original, HTML, Normal shortcut, Journal shortcut.
We want to change all HTML and Normal shortcuts from the interval 12.04.2017 – 17.06.2017 to HTML shortcuts.

First create a Shortcut repair job with an optional name:

Further we configure the job on the configuration page:

The job configuration page requires to set the:

  • Scheduling settings – the time when the job will run; in this use case a MANUAL scheduler
  • Notification settings – email notifications about the job running; in this use case skipped
  • Processing settings – possibility to use MAPI to communicate with the Exchange server
  • Address book objects to process – the Exchange object(s) with the mailbox(es) to be repaired; in this use case mailboxes of Daniel Smith, Kimberly Jones and Thomas Kohler
  • Include folders – the mailbox folder(s) with the shortcuts to be repaired; in this use case “Entire mailbox”
  • Exclude folders – mailbox folders excluded from the repair process; in this use case skipped
  • Resource settings – number of thread workers running in parallel; in this use case default settings are applied
  • Repair options
    Repair shortcuts – the option can be used to completely regenerate the shortcuts with new settings. Set the shortcut type to be applied (in this use case “HTML shortcut”). In this function it is possible to filter by age (sent date) and size (size of the shortcut, not the original mail) and apply a new type of shortcut for existing shortcuts. In this use case we want to change all HTML and Normal shortcuts from the interval 12.04.2017 – 17.06.2017 to HTML shortcuts in the mailbox, so we set the age filter like this:


    Update reply/forward status icon – the option should be used if upgrading from older contentACCESS versions to version 3.1. In the 3.1 version the reply/forward status of the mail is reflected into the shortcut icon – there is a different shortcut icon for replied and forwarded mails. If the customer wants to update the existing shortcuts, use this function. The job will search for all Normal and HTML shortcuts which have the incorrect icon and will update them. Please note that this function only makes sense for shortcuts where the message class was changed (i.e. the shortcuts are having a different icon).

    Allow to re-archive items – this option should be used if a mailbox was archived with “Keep original” on one system and that mailbox was moved to another domain archived with a different system. Since the mailbox is on a new Exchange server together with the shortcuts, the new system is skipping the emails archived by old system to prevent compatibility problems. To allow archiving the items again, but on the new system, this option must be checked.

The job will scan the mailbox and repair based on the following logic:

Located shortcut After repair
Keep original Not modified
Normal shortcut HTML shortcut
HTML HTML shortcut
Journal shortcut Not found

Note: The shortcuts are completely re-created with the actual settings.
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