contentACCESS documentation – version 3.3

  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. Overview
      15. Installation
      16. 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
    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. 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
        1. Configuring Google OAuth
        2. Configuring Azure 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. 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. 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. 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. Remote agents
    12. Configuring aliases
    13. Configuration of jobs available in contentACCESS File Archive
    14. Configuration of File system archive job
    15. Configuration of a File system restore job
    16. Configuration of File system recovery job
    17. Configuration of Delete job in File archive
    18. Configuration of Remote shortcutting job
    19. 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. Email archive Provisioning settings
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
      1. LoboDMS storage
    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, delete, 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. Configuration of Delete job in Email archive
    25. Mailbox move job
      1. Mailbox move job configration
    26. Shortcut synchronization job
      1. Shortcut synchronization job configuration
    27. Shortcut repair job
      1. Shortcut repair job configuration
    28. 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. Configuration of Delete job in SharePoint archive
    5. SharePoint archive Provisioning settings
    6. SharePoint Publishing job
    7. 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
    6. Categorize to Public folders plugin
    7. LoboDMS plugin
  14. officeGATE
  15. accessGATE Mobile
  16. Virtual drive configurations
  17. Application settings
  18. Terms of use
  19. 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 problem
    5. Unable to open shortcuts of archived file 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. Mycompanyarchive SuperUser mailbox configuration

11.3.Email archive System settings

General Email archive system settings are available on the System settings page. To configure these settings navigate to Email Archive ⇒ Settings ⇒ System settings on the ribbon:

a) Database settings:
Select the Email archive database from the dropdown list, that you have already configured on Email Archive Settings Databases page (in our case it is database “Email Archive DB”). This selected database will be used by the provisioning job. The provisioning job will store here the metadata during the synchronization process.

b) EWS settings:
Under Exchange server type and Exchange server interface version select the type and version of the server where your email provider is running.
Then enter the EWS URL, PowerShell URL and the PowerShell authentication. These data must be requested from the email provider that you use (the configuration properties are the same for On-premise and Hosted Exchange).

In case of the user having/using a German cloud (dedicated and isolated Microsoft Azure version for Germany), Germany must be selected in the Region dropdown list.

Note: If On-premise is selected under Exchange server type, the Email archive Provisioning job will create contentWEB users with Windows login provider. If Exchange Online is selected, the Email archive Provisioning job will create contentWEB users with Azure login provider. If Hosted Exchange is selected, the Email archive Provisioning job will create contentWEB users with Microsoft Exchange login provider.

Under Max. connection count option the user may define, how many parallel connections will be maintained by the system when connecting to PowerShell.

If you do not have a valid certificate, you can check the Ignore SSL errors checkbox.

Keep connection alive: If it is turned on, then the connection between contentACCESS and the Exchange server is cached, which increases the performance. If the Exchange is load balanced, some requests can land on another Exchange which causes errors in contentACCESS. In these cases unchecking the keep alive option will destroy the connection after each request and will rebuild it on the next request.

  • If you are communicating with one Exchange server: turn it on to increase the performance
  • If you have a load balanced Exchange environment and there are communication problems with the Exchange: it is recommended to turn it off

Further enter the applicable User name and Password to connect to the Exchange (use explicit credentials or log in under service-credentials).
We recommend to run a test connection via Test button.

Important!!! The user set under Exchange connections must have a full access to the mailbox(es) that he/she would like to archive. Provisioning job requires to have “View-Only Organization Management” right on the Exchange. If Mail app will be also used, then role “Org Custom Apps” must be assigned for the EWS user in the EWS settings. This role enables an administrator to install and manage custom apps for the organization (read more about the role here).

c) General settings:
Use forest wide queries: This option allows to list the users and groups in other child domains. The option is available by On-premise Exchange server type only.
Many big companies are separating the users from resources into multiple child domains. Without that option the email provisioning will search only the current domain (where the MS Exchange is installed) but not the others. Using this option, the searching will be extended to look into other domains too. This option has some impact on the provisioning performance.

Allow to re-link mailboxes: By default this option is turned off. If this option is turned on, the provisioning job will be able to detect that a mailbox was deleted and replaced by a new one. The new mailbox (even if the mailboxGUID is changed) will be linked to the deleted (old) entry. If this option is turned off, the provisioning job will not attempt to re-link the mailbox, however the mailbox will be marked with a warning flag in the Address book.
Default restore method: The administrator may decide the default restore method here. The data can be restored either into the existing shortcut (in-place restore), or a new item can be created. The default setting is used by the Email archive restore and Shortcut synchronization jobs.

Allow to archive public folders: The default contentACCESS behavior is not to archive the public folders; if you want to archive them, this option must be selected, otherwise they will be ignored. If public folder archiving is turned on and later off, the existing archive public folder mailbox is not removed (nor disabled). It will be simply not archived further, but the existing data remain in the archive.

Public folder access: When connecting using Exchange Web Services, a mailbox (any mailbox) must be opened. This mailbox is defined here. It is recommended to use the superuser mailbox. If this value is changed, it is necessary to run the email provisioning job.

Retention reference date: If Sent date is set here, then the option Reference date when creating a new retention will use the Sent date value.

d) Exclude message classes:
Enables to exclude certain message classes from the email archiving process on the level of the tenant. This feature can be quite useful for companies who have a policy, that certain message classes, e.g. Contacts, Tasks etc. mustn’t be archived. Here you can also exclude custom message classes. E.g. if your company already has a third party archive, then you can exclude these already archived emails from the re-archiving process. Wildcards are also supported in the exclude message class list. Supported formats are: contains: *Test*; EndsWith: *Test; StartsWith: IPM*.

Important: In case of custom Exchange solution(s) used for emails the custom email properties will not be archived! The recommended solution: do not archive these emails and/or use the exclude feature (in Email archive System Settings) for these custom message classes.


Important: It is important to bear in mind that the message class settings performed within Email Archive ⇒ Settings ⇒ System settings, under section Exclude message classes will always take priority over the message class filtering configurations of an archiving job.
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