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


The “System” page (System ⇒ Services ⇒ Documentation106.1System) consists of 7 configuration sections: General settings, User search settings, Database settings, Proxy settings, External accessibility settings, Active directory integration settings and Cluster settings. The first two sections are configured by the setup by default.

General settings

If the 1st checkbox is checked it means that the system is configured, thus connection to SQL Server database is well configured and the plugins directory is pointing to a correct folder. If this checkbox is not checked, the contentACCESS will run in a so called “zombie” mode.

Plugins directory textbox contains the path, where the processing plugins are stored on the server.

User search settings

By default this option is turned off. The feature is used to disable / enable user searching when assigning

  • system administrator rights,
  • tenant administrator rights,
  • File Archive access rights and /or
  • access rights to a certain Exchange mailboxes
  • access rights to jobs, schedulers, retentions, databases, root connections, email archive shortcuts, storages, file archive aliases

for a contentACCESS user already existing in contentACCESS.

If the option is turned off, all the existing contentACCESS users are listed in the respective dialog when assigning the access rights (like on Screenshot B below). If the option is turned on, then the rights can be granted only in case if the correct contentACCESS User name is specified in the dialog (like on Screenshot A below). This configuration option is used if you have contentACCESS in a hosted environment and you want to hide the users of one customer from the other customer.

ca 3.0_user search disabled

Screenshot A: Granting tenant administrator rights if user search is disabled

ca 3.0_user search enabled

Screenshot B: Granting tenant administrator rights if user search is enabled

Resource storage settings

The resource storage must be accessible from every contentACCESS node. Files created by contentACCESS that should be further accessible (for example files exported to PST or ZiP) are automatically stored in this folder. If more contentACCESS nodes are installed, a UNC path has to be set here, otherwise it can be any common folder as shown on screenshot.

Database settings

Under Database settings the system database configurations, which are filled in by the setup by default, can be found. If you need to edit these settings (not recommended), click on the Configure button and fill the fields in the Database connection settings window:

By default contentACCESS is connected to the database with the credentials of the user, under whom contentACCESS is running. If you want to use SQL credentials which differ from these credentials data, then check checkbox Use explicit credentials and enter the User and Password that you want to use for connecting to database. You can also run a test connection with the Test button in the left corner of the window.

Proxy settings

In this section the user can configure (or change already configured) URL and user credentials to the proxy server. The licensing component will use this proxy in order to reach the licensing server. The user has multiple options. He can:

  • Use default proxy settings – based on the Proxy settings on the contentACCESS server machine (Control panel => Internet options => Connection tab => LAN settings => Proxy server section) or
  • Use explicit proxy server settings (explicit proxy server URL and user)
  • “Do not use proxy” option is used to disable proxy usage.

External accessibility settings

Under Retrieve server FQDN: enter the externally accessible, fully qualified domain name for the contentACCESS proxy server into the Server FQDN textbox (in case the contentACCESS proxy is not installed, then the domain name of contentACCESS server needs to be entered here). The contentACCESS proxy server ensures the communication between the user and the contentACCESS, and forwards user requests to the contentACCESS server. These external accessibility settings are used by the shortcut links in the Email Archive system. If you have contentACCESS Email Archive and/or accessGATE Mobile, then this setting is mandatory. In all other cases this setting is also highly recommended.

Important: If the contentACCESS Server ID is changed, then the HTML shortcuts pointing to the archived mailbox items will not work. The solution is to update the contentACCESS Server ID in the Outlook forms, too. For more information refer to the Outlook form installation manual.

Under Retrieve server FQDN is the option to enable link security:
Link security
If you would like to protect the links in your mailbox pointing to archived items from unauthorized access, it is recommended to have this option turned on.
If this option is checked and you try to download some files, you will need to authenticate via CentralLogin. That means if you click on a link (download email, attachment, shared files), at first you will get to login page, then after succesful login you can download your file.

The following parts are affected:

Under Central login: the Central login page URL and communication port configurations (previously specified in the setup package by installing the product) are accessible here. The package writes here/reads from here the Central login page URL if it’s changed. Read more in Installation of contentACCESS.

Active directory integration settings

Some contentACCESS functionalities [like contentWEB access for mailboxes or Virtual Drive] require LDAP connection. Enter the required data and the user/administrator credentials into the user name and password textboxes over which you would like to connect to the active directory. It is not necessary to fill in these fields in case that you use an online Exchange server.

Cluster settings

contentACCESS supports clustering, which enables to run contentACCESS and its jobs on multiple nodes, and thus improve performance. To adjust default cluster settings, scroll down on the System page. At the bottom of page, the following can be adjusted:

Node update interval (sec): in time intervals, which is set here (in our case in every 30 seconds) each node will “ping” the central database and will update his state in it.

Node auto logoff time (sec): if an input has not been received by a node during the time period set here, the node will automatically switch to offline.

Events retention time (sec): events (i.e. commands to run a job, added/changed/removed job configurations, changes in already set schedulers etc.) that are shared and distributed between nodes will be stored in the database during this retention time.

Events distribution interval (sec): events to be distributed between nodes are written into the system database. These events are periodically checked by each node in time periods, which are set here.

Task auto disable time (sec): if any failure occurred during the run of a node (server shutdown, hardware problems etc.), the task(s) performed by this specific node (job running, retrieving contents etc.) will be automatically disabled within the time set here.

Stop task after ping failures (count): the value which is set here will determine, after how many ping failures will be the task stopped. After the ping failure count reaches this value, all the tasks running on a node will be stopped.

Node selection strategy: the administrator can select here, how the nodes will be automatically selected for processing. A node that is picked up for a task can be selected according to one of these strategies:

“First wins” strategy – using this strategy the first running node will be picked for the task.

“Balanced” strategy – by this strategy type the CPU- and memory usage, and the number of running jobs will be considered before picking up the node for a task.

Default node role: the administrator can select here the default role type of a node added to the system. It is recommended to set here “Universal”, i.e. when the node can be used both for processing and retrieving data. Later on, the role type of a node can be adjusted with navigating to System ⇒ Services ⇒ Cluster on the Central Administration ribbon, in the nodes’ grid, from the nodes’ context menu.

Enabled by default: by default all nodes are enabled (the checkbox is checked), i.e. if contentACCESS service starts up, the nodes start the processing (to run jobs, publish models etc.), too. In case the user will install contentACCESS components on next nodes, it is recommended to disable the nodes (uncheck this checkbox). The reason for this is that a node must be fully configured before it picks up any job for processing. Enabled status of a node is marked with green color, disabled status is marked with yellow color in the nodes’ grid.

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