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  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
    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
  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
    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. Email archive 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
    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 should log in to contentWEB (archive) over Internet?
    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
    22. Email archive job
    23. Email restore job
    24. Email recovery job
    25. Mailbox move job
  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
  20. officeGATE
  21. accessGATE Mobile
  22. Virtual drive
  23. Terms of use
  24. FAQ

14.SharePoint archive plugin

This plugin was created for scanning SharePoint sites and processing & archiving certain items and its contents into a specific storage.

After you have successfully created a new job to SharePoint archive plugin (for more information how to create a new job please refer to section Creating new jobs in contentACCESS) can start to configure it. Navigate to the Custom plugins ⇒ General ⇒ Jobs, choose the job from the list. Click on ellipses (…) and choose Configure option from the context menu. The Job configuration page will open, where the user will be required to set the following sections:


✓ Database connection:
For database settings select an already configured connection from the dropdown list, where the metadata will be stored. (For further information how to set database connections please refer to section “How to create/configure databases — All databases”).


✓ SharePoint settings:
In this section the user will be required to configure the SharePoint site(s) which will be processed by the job. Click on + new option and fill required fields in the SharePoint site dialog box, then click OK:

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✓ Scheduling settings:
In this step the user should configure the automatic running times of the SharePoint archive job. It is possible either to select a scheduler from the list (contains already created schedulers) or to create a new scheduler via create new option. (For more information about how to set schedulers refer to the section Schedules above.)

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✓ Item filtering:
This configuration enables for you to filter among your items by 3 types of criteria: by age, size or file type. It is also enabled to use more filters simultaneously. To activate any of these filters, check the corresponding checkbox first, then click on the button to open the filter dialog:

  • Age filter: If you select an option from the “Select filtration type” list, and check the Use Dates checkbox, and specify a date, then the age filter will filter out all items, of which modification date is younger/older than this specific date. It is also possible to specify certain time interval with the Use Dates function. In this case the items falling under this modification date interval will be filtered out/processed. This age filtering type should be used if you would like to process documents with a specific modification date.

    Examples of using dates:

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    Examples of filtering using days/months/years:
    If the Use dates checkbox is not selected, then the date selection option becomes inactive. In this case it is allowed to filter between items where the Modification date is younger than/Modification date is older than a certain number of days/month/years. Enter the number into the checkbox next to the Days/Months/Years radio button (screenshot A). It is also allowed to filter items which belong to a certain period of time, e.g. between items from months 1 to 3 (screenshot B). This age filtering type should be used if you would like to process items, which are older/younger than a certain number of days/months/years (e.g. items older than 1 year). If the Age filter has been set click OK.

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    Screenshot A: Emails younger than 90 days will be processed.                                                             Screenshot B: Emails in age 1-3 months will be processed.

  • Size filter: This filter can be very useful because it enables to find the biggest files for further processing. For filtering files according to this criteria activate Size filter button by checking the checkbox next to it, then click on the active button.
    In the Size filter dialog choose from the filtering types (Bigger than, Smaller than, or Between values), enter the size (in kilobytes) and click OK.

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    Screenshot C: emails bigger than 64 kB will be processed.

    Important!!!: When the user changes the file content of an already archived item, e.g. deletes a picture from the file and saves it to the original location, (and thus the file size will be reduced e.g. from 110 to 85 kB) and file size filter is set on >100 kB, then SharePoint archive job will not archive the newly created item by the next processing. The newly created item will be saved in the original location. From this reason, it is recommended to always check the size filter settings first, if a file has not been archived by the archiving process.

  • File type filter: This filter was improved to select certain file types to be processed, and exclude not selected file types from processing. For filtering between documents according to this criteria activate File Type filter button by checking the checkbox next to it, then click on the active button.

    In the File Type filter dialog the user may select certain file types to process (option Process ONLY selected file types), or he may specify, which file types should be excluded from the processing (DO NOT process selected file types). If nothing is selected/deselected from the file types then every file type will be processed automatically.

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    Screenshot D: DOC, DOCX, JPG, PDF, XLS and XLSX files will be processed.

    After all settings have been done a summary of filter settings will be displayed under section Item filtering.



✓ Storage settings:
For storage settings choose an already configured storage from the dropdown list. The processed binaries will be stored here. (For more information how to set storages check section Storages above.)

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✓ Resource settings:
Under resource settings you can define the number of items that will be simultaneously crawled. It is not advisable to set here a value higher than the duplex number of cores of the processor as this might extremely slow down the whole processing.

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At the end never forget to save your job configurations: click on Save in the left upper corner of UI.

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