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

12.17.3.Email archive journal processing

Journal based archiving is the most efficient way of archiving that fully solves the economical and compliancy requirements.

Journaling is the ability of an email server to record all (inbound and outbound) email communication in an organization. This email communication can be directly stored in a dedicated mailbox or can be forwarded to contentACCESS SMTP server.

  • In case of a dedicated mailbox, contentACCESS will periodically monitor that mailbox and will process emails from it.
  • In case of the journal forwarding, the built-in contentACCESS SMTP server will receive the emails and will forward them to the archiving module. The SMTP forwarding is very useful for O365 tenants, as Microsoft does support creating a dedicated journal mailbox, but allows only forwarding of the journal emails.

The result will be the same in both cases (the dedicated mailbox and the SMTP forwarding).

In a standard journal archiving case, the company will have only one mailbox in the archive – the journal one. This mailbox can be used for legal, regulatory and organizational compliance purposes, but standard users will not have access to it.

In an advanced journal archiving case, contentACCESS will not archive the email only into a single journal mailbox, but will also duplicate (link) that email to all recipients. In such case, each user participating in the email conversation will get a separate copy of that email. Unfortunately, the emails delivered through journal processing do not contain the folder information (in which folder the users will have the final email). To solve this, the standard contentACCESS email archive job can run in a special mode, where it synchronizes the user’s folder structure, will find the emails duplicated (linked) through journal in the user’s mailbox and will place them into the correct folder inside the archive. By doing this, contentACCESS can achieve the same result as for standard email archiving case, but in a more efficient way.

Note: The shortcutting functionality is also supported during the advanced journaling.

Screenshot: Workflow of the journal processing

Screenshot: Results in contentWEB before (on the left) and after the archive job “archive based on journal” (on the right)

Configuring the journal processing
First, you need to select Process as journal mailbox from the context menu of the selected mailbox in Address book.

Phase 1
In this phase the archiving process will create

  • mailboxes in the archive for all users, who are recipients or senders on a journal email
  • “Inbox” and “Sent items” folders in the archive for these mailboxes
Note: All mailboxes must have a Database and Store assigned in the Address book, otherwise the job will skip them.

Archive the journal mailbox by one of the following ways:

1) directly, by creating an Email archive job and selecting the journal mailbox in Address book objects to process

2) via SMTP archiving – to learn how to configure this way of archiving, please, refer to the section SMTP archiving

The job archives the mails in the journal mailbox and also automatically duplicates the archived email for all the recipients and senders:

  • in case of sender, it creates a “Sent items” folder in the archive for the sender mailbox and duplicates the email there
  • in case of recipient, it creates an “Inbox” folder in the archive for the recipient(s) mailbox(es) and duplicates the email there

Phase 2

Important: This option is not working for Exchange 2010 or earlier.

In this phase the archiving process will create the correct folder structure in the archive for the mailboxes that were archived in Phase 1 and will move each email into the correct folder.

First, you need to have a job configured based on Phase 1 (see above).

Now, create an archive job and enable the Use journal archive to build folder structures of mailboxes option in Processing settings. This will allow the job to create the correct folder structure.

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.

In section Address books object to process, select all the mailboxes except the journal one (you can simply select the whole server or group and exclude the journal mailbox in section Exclude addresses).

When the job runs, it goes through a mailbox, searches for the email in the archive and moves it to the correct folder (creates also the folder in the archive if it hasn’t existed yet).

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 (Phase 1 did not duplicate it for the sender or recipient mailbox).

Yes No Suggest edit
Help Guide Powered by Documentor
Suggest Edit