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

9.Jobs’ page, jobs’ context menu

The Jobs page is accessible with a click on the Jobs button of the respective tab in the contentACCESS Central Administration ribbon (Email Archive ⇒ Archive ⇒ Jobs; File Archive ⇒ Archive ⇒ Jobs; Custom plugins ⇒ General ⇒ Jobs). Here you can view the list of all jobs created from a particular plugin type.

The grid contains the following columns. Each instance has an ID number, a Display name a Type and a Status. If the job is in Idle status, this means that it has completed the task and it is not running.

Next columns hold certain information about the Last start, Last duration and Next start of the job. The Progress column informs about the volume of the already processed items, while Summary gives a general overview about the processed/skipped/failed items. In Is active column it is possible to see if a job is active or if it is has been deactivated. Active jobs will run based on the schedule; the data that they are processing are accessible. Inactive (deactivated) jobs are not running (nor can be manually started); the data that they have processed are still accessible. In the Cluster node column we can check the node, where the selected job can run. The Running on column informs the user about the node, where the job is currently running. On the screenshot above we can see that EBA’s mailbox archive_shortcutting job can be run on any available node, and is currently running on TANEWS.

cACCESS 2.9 doc 120

Any changes to a job can be done from the job context menu, with selecting the corresponding job from the list and left click on the ellipses (…). Now we select EBA’s mailbox archive_shortcutting job from the list. With the help of this job we will demonstrate how to handle with jobs from the context menu.


The context menu of a job contains the following options:

  • Clone: use this option to create a clone of an already configured job. A clone job has the same configurations as the original job that it was created from. With clicking the “Clone” option the “Clone job instance” window opens, which requires to name the job:


    If a job with the same name already exists, an error message warns the user about this.

  • Start: with a click on “Start” the administrator can start the job running manually;
  • Stop: with a click on “Stop” the administrator stops the running of the selected job;
  • Configure: required values can be configured for the job on its configuration page, which can be opened using this option.
  • Show last logs: with selecting this option the user will be redirected to the monitoring page, where the last running of the selected job will be preselected, and the corresponding events will be displayed in the table of events;

    cACCESS 2.9 doc 122
  • Edit: with a click on this option the Edit job dialog opens, where the user can:
    rename the job;
    change the node, where the job can be run.

    cACCESS 2.9 doc 123
  • Deactivate: it is recommended to deactivate jobs which are not in use for a longer time, but very probably will be used in the future (e.g. restore or recovery jobs). With selecting this option the administrator does not permanently delete the job from the list. The deactivated job will be hidden only and it will not run according to the schedule (nor can be manually started). Running and waiting jobs cannot be deactivated.
  • Delete: with this option the administrator can permanently delete selected jobs from the list; the processed data by some plugin types will not be accessible through the standard interfaces (data processed by file archive jobs will not be accessible if all file archive jobs wrote the data into the same database, and all of them were deleted; if only one job remained which wrote data into this particular database, then all data processed by all file archive jobs will be accessible. In case of email archive jobs the data will be still accessible, even the jobs have been deleted). Running and waiting jobs cannot be deleted.

  • Filtration between active/inactive jobs
    A job can be either active (an active job will be started according to the configured schedule, or can be started manually), or its status may be set to deactivated (if the administrated sets a job to deactivated, it cannot be started neither by the scheduler, nor manually). On the page of Jobs the user can filter among Active/Deactivated jobs, or he can also choose to display all jobs in the list (Show all jobs).

    If a job has been deactivated, it can be restored to the list of active jobs again. Select the job, open its context menu and choose Activate from the list:

    Searching in name and type
    It is possible to search in the name and type of jobs. Type the phrase you are looking for to the corresponding field.

    Sorting between jobs
    The jobs can be also sorted based on the type, status or cluster nodes where they are running. Click on the funnel (Documentation214.1) icon located next to the particular column in the grid:

    Available operations from the status bar of the job
    With a double click on the selected job in the list of jobs you open the configuration page to the job. On a blue background you will see the status bar of the job.

    cACCESS 2.9 doc 127

    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 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 status bar of a job contains the following status bar buttons:

    • start immediately/stop: with a click on this option the administrator can start/stop the job running manually;
    • refresh: click on this option and the status bar information about the progress of the job will be refreshed;
    • disable/enable auto refresh: turn on/off the auto refresh of progress bar information (if enabled, the information will be refreshed in every 5 seconds)
    • deactivate/activate job: use “deactivate” button if you want to temporarily cancel the job; use “activate” button if you want to restore the job among the active jobs;
    • logs: with selecting this option the user will be redirected on the monitoring page, where the last running of the selected job will be preselected, and the corresponding events will be displayed in the table of events. Use this option for troubleshooting if any failure occurred during the job running;
    • edit control button is used to change the name of the job and to specify the node on which the job should run.

    The progress bar shows the current state of the job (if it is running or done). The email archive job reports the summary in the following format:
    {0} mailboxes processed ({1} failed)

    {0} = number of mailboxes which were started and finished processing
    {1} = only displayed if there was a failure in at least one mailbox; number of failed mailboxes
    When is a mailbox failed?
    – The mailbox can’t be opened
    – The email address is invalid
    – Missing permissions
    – Some folders can’t be opened

    {2} emails processed or {2} ({3}) emails processed

    {2} = number of archived emails; this is a sum of items which were archived: shortcutted, keep original, journal shortcut
    {3} = archived: blacklisted emails. If a mail should be shortcutted but the message class does not allow it, the mail is blacklisted. This is only displayed if at least one blacklisted message was processed.

    Note: If the job is using keep original method, but the message is blacklisted, it will be counted to {3}!

    In the following chapters we will learn how to configure and use the contentACCESS File Archive, Email Archive, SharePoint archive, Email management. Store replication. Sharing and Email synchronization jobs.

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