contentACCESS documentation – version 3.0

  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
  2. Installation of contentACCESS
  3. contentACCESS Tools
    1. Installing Virtual drive
    2. Installing the Proxy server (contentACCESSWS)
    3. Installing the Proxy web services
    4. Installing Outlook forms
    5. Legacy email archive connectors
    6. Legacy archive connector for Metalogix Archive Manager Exchange Edition (MAM EE)
    7. Legacy archive connector for Email Lifecycle Manager (ELM)
    8. Installing TECH-ARROW’s WinShortcutter
  4. contentACCESS Central Administration
    1. Central administration login
    2. contentACCESS Central Administration user interface
  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
  6. General system configurations
    1. Connection
    2. User interface
    3. Users — role types, creating new users, adding user logins
    4. How to activate your license key
    5. How to create user logins to an already existing user?
    6. System administrators
    7. Login providers
      1. External login provider configuration
      2. Associating an enabled provider with a user login
      3. contentACCESS users in third party systems
    8. System
    9. Licensing
    10. Notifications
    11. Monitoring — how to find out possible misconfigurations / reasons of potential system/job failures
    12. Distributed environment in contentACCESS — Clusters
    13. Statistics
    14. How to create/configure databases — All databases
  7. Common features
    1. Databases
    2. Schedules
    3. Retentions
    4. Storages
    5. Exchange connections
    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. Databases
    4. System settings
    5. Retentions
    6. Storages
    7. Root folders
    8. Aliases
    9. Schedules
    10. Provisioning settings and managing access to contentWEB
    11. Configuring aliases
    12. Configuration of jobs available in contentACCESS File Archive
    13. Configuration of File system archive job
    14. Configuration of a File system restore job
    15. Configuration of File system recovery job
    16. Configuration of Remote shortcutting job
    17. Active/inactive documents in File system archive
  11. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. System settings
    4. Provisioning settings
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
    8. Creating email archive schedulers
    9. User experience
    10. Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version
      1. Deployment in contentACCESS Central Administration
      2. How Mail app works in MS Outlook 2013+ and OWA 2013+
    11. Exchange 2010: OWA 2010 integration
    12. Address book objects
    13. Granting access rights for mailbox users and explicit users to view the mailbox archive?
    14. Creating contentWEB users (option 1)
    15. Manage access to a mailbox archive (option 2)
    16. How the end user logs in to contentWEB (archive)
    17. Database and store assignment in email archiving
    18. How to assign database and storage to an Exchange group?
    19. How to assign database and storage to a mailbox?
    20. How to move data from source database/storage into a second (target) database/storage?
    21. Creating Email archive jobs: archive, restore, recovery, mailbox move, shortcut synchronizaion
    22. Email archive job
      1. Email archive job configuration
    23. Email restore job
      1. Email restore job configuration
    24. Email recovery job
      1. Email recovery job configuration
    25. Mailbox move job
      1. Mailbox move job configration
    26. Shortcut synchronization job
      1. Shortcut synchronization job configuration
  12. Custom plugins
  13. Email management job configuration
  14. SharePoint archive plugin
  15. Storage replication plugin
  16. Sharing plugin
  17. Datengut plugin
  18. Email synchronizer plugin
  19. contentWEB
    1. Logging in to contentWEB
  20. officeGATE
  21. accessGATE Mobile
  22. Virtual drive
  23. Terms of use
  24. FAQ

11.4.Provisioning settings

The mailbox provisioning job is an elementary job, which is intended to extract Exchange groups and subgroups on the Exchange server, and synchronize their changes with contentACCESS. For example, if a new user has been added to an Exchange group which is under archiving process, the provisioning job will “point out” this change and the mailbox of this new user will be crawled/archived automatically. Provisioning job will synchronize the mailbox permissions as well.

In contentACCESS, a provisioning job is created automatically when activating email archive for the first time.

Navigate to Email Archive ⇒ Settings ⇒ Provisioning settings:

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The status bar of the provisioning job offers the following options:

If a scheduler has not been selected, the provisioning job can be still started (and also stopped) manually with the “start immediately/stop” control button. For manual refresh of provisioning progress information, click on “refresh” button. To enable/disable auto refresh in every 5 seconds, click on “enable auto refresh”/“disable auto refresh” button. The provisioning job can be also deactivated with the “deactivate job” button. A deactivated job will not start neither automatically, nor can be started manually. The “edit” button is used to select the node, where provisioning job will be run. The user may also rename the provisioning job from here. To view further event details of provisioning job (and also to detect any potential failures/errors in the provisioning events) click on “logs” button. This will redirect you to the monitoring page, where the last run of the provisioning job will be preselected, and the last events will be shown in the events table.

With the arrows mark (Documentation118.1) at the right side of the status bar the user may collapse or expand the progress information about the provisioning job’s running. The status bar’s last state is always stored, and the last state will be opened by navigating to the page again.

The following configuration sections are available on the Provisioning settings page:

  1. Force full crawl: The Exchange provisioning job is performing an incremental crawl of the Exchange objects (mailboxes and groups). This means that if an object is not changed, it is not necessary to access it. This makes the provisioning job faster and helps to use less resources. In some situations however it is necessary to perform a full crawl of the objects – need to synchronize every object, independently whether it was changed or not from the last synchronization. This can be done with a single click on the „force full crawl“ button, which is located under the status bar if the provisioning job.
    On the provisioning page the user may configure the following settings to the Exchange provisioning job.
  2. Scheduling settings: Select the running times of the provisioning job or create a new scheduler. For more information how to configure scheduler settings please refer to section Schedules described above.
  3. Notification settings: If the provisioning job could not run properly due to some reasons, contentACCESS can send a warning about the problem. The notification email message will be sent to the email address that is set here under Recipient list option. Here you can also choose, when these email messages should be sent: only if errors occur, or when errors or warnings occur, or always, regardless of the faultless running of the provisioning job.
  4. Exchange servers: click on Documentation340.1 select option and select the Exchange servers to synchronize from the list of Select Exchange Server dialog.
    cACCESS 2.9 doc 195
    If you select a server, then all mailboxes falling under this server and also all Exchange groups within the organization will be permanently processed by the provisioning job. This will eventually mean that if a server is selected, then it makes no sense to select an Exchange group as well. If all settings are done, click on OK. The selected server can be deleted from its context menu:

    cACCESS 2.9 doc 196
  5. Exchange groups: all users of an Exchange server fall under an Exchange group (or can belong to even more Exchange groups simultaneously). In this section it is possible to specify one or more Exchange groups to be synchronized by the provisioning job.
Group(s) can be

  • selected from the list of all groups available on the Exchange – Click on Documentation340.1select option and select the groups in the Select Exchange Group dialog’s list (Screenshot 1).
  • added manually to the groups to be provisioned – Click on + add and fill the group to the Add Exchange Group dialog. manually (Screenshot 2).

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Screenshot 1                                                                   Screenshot 2

Note: If you selected a server one step earlier, then all groups falling under this server will be processed and it makes no sense to select groups as well.
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