contentACCESS documentation version 3.1 with service pack

  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
  2. contentACCESS setup package
    1. Installation of contentACCESS
  3. contentACCESS components
    1. contentACCESS Central Administration
      1. Central administration login
      2. Automated single sign on
      3. Central Administration logout
      4. contentACCESS Central Administration user interface
    2. contentWEB
      1. Logging in to contentWEB
      2. 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
  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 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. General use cases of how to create/assign roles
      7. Managing access to contentACCESS objects
    6. Login providers
      1. Login providers’ context menu options
      2. External login provider configuration
      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. Distributed environment in contentACCESS — Clusters
    12. Statistics
    13. How to create/configure databases — All databases
  7. Common features
    1. Databases
    2. Schedules
    3. Retentions
    4. Storages
    5. Exchange connections
      1. Exchange performance settings – turning off the Exchange throttling policies
      2. Hybrid 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. 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
    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. Database and store assignment in email archiving
    17. How to assign database and storage to an Exchange group?
    18. How to assign database and storage to a mailbox?
    19. How to move data from source database/storage into a second (target) database/storage?
    20. Creating Email archive jobs: archive, restore, recovery, mailbox move, shortcut synchronizaion, shortcut repair
    21. Email archive job
      1. Email archive job configuration
    22. Email restore job
      1. Email restore job configuration
    23. Email recovery job
      1. Email recovery job configuration
    24. Mailbox move job
      1. Mailbox move job configration
    25. Shortcut synchronization job
      1. Shortcut synchronization job configuration
    26. Shortcut repair job
      1. Shortcut repair job configuration
    27. 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 hybrid Exchange environments
  12. SharePoint archive plugin
    1. SharePoint Archive settings
    2. SharePoint Archive job configuration
    3. SharePoint recovery job configuration
    4. SharePoint Publishing job
    5. SharePoint in the contentWEB archive
  13. Custom plugins
    1. Email management job configuration
    2. Storage replication plugin
    3. Sharing plugin
    4. Datengut plugin
    5. Email synchronizer plugin
  14. officeGATE
  15. accessGATE Mobile
  16. Virtual drive configurations
  17. Application settings
  18. Terms of use
  19. FAQ

12.4.SharePoint Publishing job

The purpose of the job is to publish data into SharePoint from a third party store.

Note: Currently the Kendox store type supports this. Read more in chapter Storages.

There are 2 publishing methods to be used:

  1. The job can create a document library with real documents or

    Screenshot A: Project_documents library with real documents
  2. It can create a custom list with “placeholder” items which have got an extra metadata field with an URL pointing to the document residing in the 3rd party document system (column “External Document URL”). The custom list using the link option is like a shortcut, there’s no real binary data stored in SharePoint. Only the metadata of the original documents are available, and the links to access them.

    Screenshot B: AKNOE_Muster custom list with links

The document library/custom list names (“Project_documents” and “AKNOE_Muster” on the pictures above) are inherited from the source folder.
To create a new SharePoint Publishing job, click + new on the Jobs page (SharePoint Archive tab => Archive group => Jobs) and select this job type in the Add new job instance dialog:


When a new job is created, the user is asked to configure the job immediately. On the SharePoint Publishing job’s configuration page the following must be set:

  • Scheduling settings: Set the time when the job should run.
  • Document source: Select the configured 3rd party storage from where we want to publish the documents into SharePoint. The storage must be first configured on the “Storages” page. (Read more in SharePoint Archive settings.)
  • SharePoint configuration: Set there the URL of the site collection or sub web where you want to create the document library/custom list based on the folder from the 3rd party storage. The URL must be a site collection, or a subweb, it cannot be an existing document library/list or a subfolder of a document library/list.
  • Publishing method: The documents from the source storage can be either published as a
    a) document – option “Create documents” or
    b) as a link – option “Create link”.
  • If the “Create documents” option is selected, then the publishing job will create a document library based on the source folder, with a content type created by the source folder’s content type. The documents will be uploaded to this document library.

    If the “Create links” option is selected, then a custom list will be created with a content type based on the source folder’s content type, and for each document in the source folder a new list item will be created. The new list item will have the original metadata and an additional column will be added to it with name “External Document URL”. This column will contain the link pointing to the actual document in the 3rd party system (refer to Screenshot B above).

  • Resource settings: set here the number of workers threads running in parallel during the publishing process.


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