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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

11.6.Shortcuts in email archiving

In contentACCESS’s email archive solution the emails can be archived with one of the following archiving methods. They can be:

a. replaced by shortcut; there are 2 shortcut types that can be used: normal shortcut and HTML shortcut;

b. completely deleted;

c. kept in the original file location.

Mailbox items younger than 1 year are archived continuously on a daily base, but the originals are kept in the original mailbox folder. From 1 to 2 year old items are usually archived with the shortcutting method, to ensure an easy access to them in case of need. They enable to open the already archived items directly from the mailbox without a need to browse for them in the archive. Another advantage of shortcuts is the spared storage space. They help to unburden Exchange servers from numbers of redundant documents which are not in use any more. If the mailbox items are older than 2 years, then they are usually deleted. It depends on the customer, how he combines these processing methods.

These archive methods and shortcut types can be configured on the Shortcut configuration page. Navigate to Email Archive ⇒ Settings ⇒ Shortcut configuration control button to open it. On this page, under Shortcut configuration section you may find the full list of already configured shortcuts. The grid also contains the configuration information of the respective shortcuts. The bold color of a shortcut means, if it was set as default (i.e. if they are used by manual archiving).

Under the HTML Templates section you may see all HTML templates configured for the HTML shortcuts. The date of creation, modification and the modified by information can be viewed in the templates’ grid, too.

The shortcuts that the admin configures on this page can be selected when configuring an email archive job instance on the job’s configuration page.

The listed items can be deleted/edited from their context menu, with a click on the ellipses (…).

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To create a new shortcut, click on + new under the Shortcut configuration section, and select a shortcut type from the Type list of the Shortcut configuration dialog.

There are 4 types of shortcuts in contentACCESS’s Email Archive, namely:
✓ Normal shortcut
✓ HTML shortcut
✓ Journal shortcut
✓ Keep original shortcut

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Normal shortcut:
Normal shortcut is completely transparent with the original message, after restoring/reopening the user cannot see any change between the original email and the shortcut version. This is the recommended shortcut type if the end user uses MS Outlook. This type of shortcut works in:

Normal shortcut
  Installed prerequisites Are attachments directly accessible? (direct preview) Is email body accessible?
Outlook 2013 Mail app* or Outlook forms Yes Yes
Nothing installed No Yes**
OWA 2013 Mail app Yes Yes
Nothing installed No Yes**
Outlook 2010 Outlook forms Yes Yes
Nothing installed No Yes**
OWA 2010 OWA 2010 extension Yes Yes
Nothing installed No Yes**

*Exchange 2013 requirements.
** If not trimmed (i.e. the “Truncate body” function was not set in the shortcut’s configuration).

MS Outlook 2013: To display archived attachments the user needs to have the contentACCESS Outlook form or the Mail app (refer to section User experience) installed in Outlook. If not installed, the email body will be still accessible.

MS Outlook 2010: To display archived attachments the user needs to have the contentACCESS Outlook form installed in Outlook. If not installed, the email body will be still accessible.

For more information how to install contentACCESS Outlook forms please refer to installation guide accessible here. Regarding system requirements: MS Outlook 2010 or 2013 is needed. The form should work on both 32 and 64 bit Outlook versions. On mobile devices the form is not supported.

OWA 2013: To display archived attachments the user needs to have Mail app installed. For more information refer to section User experience. If not installed, the email body will be still accessible.

OWA 2010: To display archived attachments the user needs to have contentACCESS OWA integration installed. For more information refer to section User experience. If not installed, the email body will be still accessible.

If the Remove attachments function was turned on during the configuration of the shortcut, the attachments will be still accessible by a double click on the archived message, in the compose window. (In case if the correct extension – Outlook forms, Mail app or OWA 2010 extension – is installed.)

On the normal shortcut’s configuration dialog the Change message class check box is selected by default. With this setting the restore from shortcuts is ensured.

It is also possible to set here, if the attachment of the processed email should be removed (check Remove attachments) or should be kept (leave Remove attachments unchecked). Removed attachments can be retrieved by double clicking on the archived email, in the compose window. If you want to have displayed a certain number of characters from the email body, check the Truncate body option and enter the required number of characters into the textbox. If you check the Add category option in the Shortcut configuration window and enter a category into the textbox, then archived emails will be marked with this category (e.g. if Black category is selected, then emails will be marked with black color). After filling all required data in the Shortcut configuration window click OK.

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Screenshot A: Normal shortcut used by an email archive job.               Screenshot B: Original email replaced with the normal shortcut in the user’s mailbox.

HTML shortcut: If the user is archiving with a job using an HTML shortcut, then the body of the original email message will be replaced with an HTML file containing 2 links to the original email message and the attachment(s); one link opens the original email as an .msg, second opens it as .eml.

Note: The .eml link ensures the compatibility with a wide range of applications and operating systems (compatibility with MAC OS is also ensured).



If the user has MS Outlook and the contentACCESS Outlook forms are installed, then the HTML-shortcut will display the email message in the same way as the normal shortcut. The user cannot see any difference between them. However, in certain situations it is not possible to use Outlook to check our emails. In these circumstances the user cannot use normal shortcuts for accessing emails. However, HTML-shortcuts can be still used to access email bodies and also attachments with the help of links. Emails can be checked for example with OWA. To ensure an easy access to the archived items in any cases, it is highly recommended to use this shortcut type.

The following table gives a general overview how the archived emails and attachments can be accessed with the HTML shortcuts if MS Outlook or OWA (Outlook Web Access) is used:

HTML shortcut
  A) The following prerequisites are installed The attachments are accessible B) The prerequisites are not installed The attachments are accessible
Outlook 2013 Mail app* or Outlook forms In direct preview Over links
OWA 2013 Mail app In direct preview Over links
Outlook 2010 Outlook forms In direct preview Over links
OWA 2010 OWA 2010 extension In direct preview Over links

*Exchange 2013 requirements

MS Outlook 2013: To transparently view the archived items (the body and the attachment) the user needs to have the contentACCESS Outlook forms or the Mail app installed in Outlook.

MS Outlook 2010: To transparently view the archived items (the body and the attachment) the user needs to have the contentACCESS Outlook form installed in Outlook.

OWA 2013: To transparently view the archived items (the body and the attachment) the user needs to have Mail app installed. For more information refer to section “User experience“.

OWA 2010: To transparently view the archived items (the body and the attachment) the user needs to have contentACCESS OWA integration installed. For more information refer to section “User experience“.

If the extensions are not installed, then the body and the attachmnt are still accessible over the shortcut links.

If the Remove attachments function was turned on, the attachments are still accessible by a double click on the archived message, in the compose window.

Before you start to configure the HTML shortcut, HTML template(s) must be created. You can use a default HTML or to customize a new HTML template.

a. A default HTML template can be downloaded automatically with a click on + new under the HTML Templates section, then with clicking on the Edit template button in the HTML template dialog.

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b. For creating a custom-HTML click on +new under the HTML Templates section, then click on Edit template button in the HTML template dialog, and download a default template first. Save it somewhere on your disc. Download an HTML editor from the web and edit your template, then save it.

Upload the default/custom HTML template to the template list: Under HTML Templates section click on + new. The HTML template dialog will open. Here give a Name for the HTML, and fill the Description field (not required), then click on Upload from file and browse for the desired template that you have created. Upload it to the template list.

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Once your desired template is uploaded, a custom HTML shortcut can be configured. Navigate to Email Archive ⇒ Settings ⇒ Shortcut configuration and click on + new under the Shortcut configuration section.

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The Shortcut configuration dialog opens. Enter a name for the shortcut into the Name field. In the Use html template dropdown list select the HTML that you have created. The Change message class textbox is selected by default. This enables to restore the archived emails from the shortcuts. You can also set here if the attachment of the processed email should be removed (check Remove attachments) or should be kept (leave Remove attachments unchecked). Removed attachments can be also retrieved by double clicking on the archived email, in the compose window. If you want a certain number of characters to be included in the shortcut, check the Truncate body option and enter a value (e.g. 200) here. During the HTML shortcut configuration the user can set how to mark the archived emails. The archived email will be marked with the category specified under option Add category (in our case the archived emails will get a green category).

Documentation353 Documentation354 Screenshot A: HTML shortcut used for archiving 1 to 2 year old emails.             Screenshot B: Email replaced with the HTML shortcut in the user’s mailbox.

After filling all required data in the Shortcut configuration window click OK.

Note: allways keep in mind that the size of a HTML-template cannot exceed 32 kB. If the template is edited with MS WORD, then numbers of redundant informations will be included in the template, which might easily couse, that the maximum filesize will be exceeded. From this reason, it is not recommended to use MS WORD for editing the HTML-templates. If you got a Warning such as this one below, then delete the template and try to edit a new default one with an alternative HTML-editor.

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Journal shortcut: With using this option the original message will be automatically deleted from the original location. The Delete original checkbox is inactive, and selected here by default. This processing type is commonly used when archiving mailbox(es), which won’t be used in the future (e.g. if the mailbox user/employee leaves the company), or the mailbox items are older than 2 years. It is commonly used for archiving Exchange server journal mailboxes as well.

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Keep original method: With using this option the original document will be kept in the original location/folder. It is recommended to select this processing type for archiving emails younger than 1 year. With checking the Add category checkbox, and specifying a custom category the user may set up a custom category for the archived email message (e.g. if the “Blue category” is set as on the screenshot B below, then email will be marked with this color).

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Screenshot A: Keep original method used for archiving 2+ year old emails.             Screenshot B: Untouched originals marked with blue.



Editing of shortcuts: Select the shortcut from the grid, which you would like to modify, and open its context menu.

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To modify shortcut settings, click on Edit and change the settings in the Shortcut configuration dialog, so that the shortcut contains the information that you require. You can also set the selected shortcut as default from the shortcut’s context menu. This is a must-to setting, if you would like to archive/restore the emails manually using the Mail app or OWA integration (more information here).

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