contentACCESS documentation – version 3.8

  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
      1. How to edit and disable a 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. Filtering in jobs
  11. 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
  12. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. Email archive System settings
      1. Hybrid exchange 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
  13. 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
  14. 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
  15. 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
  16. 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
  17. officeGATE
  18. contentACCESS Mobile
  19. Virtual drive configurations
  20. Application settings
  21. Terms of use
  22. 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
    22. Region setting

12.11.1.Creating contentWEB users (option 1)

The Create contentWEB user method should be used, if the administrator would like to grant access rights to multiple mailbox users for their own associated mailbox archives. contentWEB users (with permissions to access the associated email archives over contentWEB) can be created on 3 levels. It is possible to:

    • create contentWEB users to all mailbox users of the Exchange server – by selecting Automatically create contentWEB user option from the server’s context menu and picking Yes;

 

    • create contentWEB users to mailbox users of the selected Exchange group – by selecting Automatically create contentWEB user option from the group’s context menu and picking Yes or Inherit (if the parent has the contentWEB user creation turned on);

 

    • create one contentWEB user to one selected mailbox – by selecting Automatically create contentWEB user option from the context menu of the selected mailbox and picking Yes or Inherit (if the parent has the contentWEB user creation turned on);

When you allow to create a contentWEB user, the contentWEB user role pop-up dialog opens. Here you need to specify the contentWEB user role (containing user permissions) to be assigned to the contentWEB user. There are 2 options which role to define here:

  • you can use the (default) role (e.g. with read-only permissions only) defined in the email archive provisioning job (read more in section Email Archive Provisioning settings)
  • or you can assign a custom role (e.g. Standard user role with more permissions like manual recovery, preview etc.) to the user in the Archive settings (read more about Archive settings here) section of the contentWEB user role dialog.

Standard user role is a system level role, it is present in contentACCESS (and therefore in the contentWEB user role dialog’s dropdown list) by default. Other types of Email archive user roles must be created manually based on the steps described in section “Roles”.

Important: If there are multiple roles assigned to the same Exchange object (e.g. one role with less permissions in the provisioning settings, another role with more permissions in the Address book), then the following rule applies: The role with more permissions always wins.

Now, in this use case, we will create contentWEB users with default Standard user permissions in the archive for the whole TADC01 server, but our mailbox user “ANE” will have also full rights on all archive mailboxes of the TECH-ARROW tenant in contentWEB. We presume that Standard user role is selected in the email archive provisioning job.

  1. First we need to create a role with “All allowed” permissions on our tenant’s email archive (read more is section “Roles”). This role will be later assigned for “ANE”.
  2. Now we go the Address book:

  3. We open the server’s context menu with a click on the ellipses, choose Automatically create contentWEB user from the list and select Yes.

  4. The contentWEB user role dialog, where we select “Use the role defined in the provisioning job ” option, opens. As already mentioned above, the Standard role is defined in the provisioning job.

  5. There will appear an “Enabled” command in the “Create contentWEB access” column, which means that contentWEB users to all mailboxes of the server will be created at next run of the provisioning job. Associate with role is “Inherit”, i.e. the (default) role defined on server level is inherited from the email archive provisioning job.

  6. Now we search for our mailbox “ANE…” and create contentWEB user for him as well. This user will have full permissions on all archive mailboxes of the tenant. These permissions are defined in role “Full_EAUser” from the first step, so we select it in the pop-up window.

  7. Now we start the provisioning job, which will create our contentWEB users with the assigned roles (or we wait until it begins to run according to the provisioning scheduler).

Provisioning job points out which mailbox user is associated with which mailbox(es) on the Exchange server and synchronizes these permissions with contentACCESS. The rights on the Exchange server will be synchronized with contentACCESS and new contentWEB users will be created for each mailbox user on the server. Each contentWEB user will have an Automatical flag. In case of O365, an Azure user login will be created; in case of on-premise Exchange server, a Windows user login will be created for each mailbox user on the server. With these accounts, the contentWEB email archive will be accessible for these mailbox users. The contentWEB user created for “ANE” will be able to access the archive mailboxes of the assigned tenant as defined in his role.

What happens if you select No after clicking on Automatically create contentWEB user in the context menu of a group/server? If it was formerly set to Yes and the administrator changes this setting to No, then the already existing contentWEB user(s) will NOT be deleted. However, if new mailbox users are added on the Exchange server, they will NOT get contentWEB access rights on the mailbox archive.

How to find Exchange groups/Exchange mailboxes with or without contentWEB users? In the Groups/Mailboxes tab, click to the Create contentWEB access search box and type in Enable to filter out all groups/mailboxes, for which contentWEB users will be/were created. If you would like to find all groups/mailboxes without contentWEB users, type in Inherit.

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