contentACCESS documentation – version 3.4

In this use case, we will configure an email archive job, which will archive the mailbox items of mailbox “edit.balazsy@tech-arrow.com” that are older than 1 year, but younger than 2 years. The archived items will be replaced byh HTML shortcuts. The archiving process will run each working day from 5 PM CET till midnight. For this processing type, it is a must to configure the following sections on the job’s configuration page:

✓ Processing settings:
The administrator may select here if he would like to use MAPI protocol to communicate with the Exchange server. EWS (Exchange Web Services) connection is selected by default if MAPI is not selected here. It is important to know, that O365 Exchange server does not support MAPI connection. Another requirement to use MAPI is to have Exchange server 2013 or earlier version.
Since some other functions might still use EWS, the EWS connection must be configured in any case.
By checking Split attachments option, the attachment will be stored separately from the email body. By default, this (recommended) option is always turned on.
In this use case, we will use EWS and we will split the attachments, too.

✓ Database settings:
Select an already configured connection from the dropdown list. Here the metadata will be stored. We have configured for our archived emails the database named “Email Archive DB”, so we set it here. (For further information on how to set database connections please refer to section Databases.)

✓ Scheduling settings:
In this step, the running time(s) of the Email archive job must be selected. It is possible either to select a scheduler from the list or to create a new scheduler via create new… option from the dropdown list. For an email archive job, it is recommended to set a Week schedule with repeat, which will start the job at the same time every day. In our use case, we set a scheduler which starts the archive job every day after the business hours (starts at 5 PM CET and ends at midnight). (For more information about how to set schedulers refer to the section Schedules above.)

✓ Storage settings:
Choose an already configured storage from the dropdown list. The processed binaries will be stored here. On the screenshot below we selected our already configured disk type store: “Email Archive store”). (For more information on how to set storages check section Storages above.)

✓ Shortcut settings:
In the mailbox, the emails will be replaced by the shortcut that is set in the “Apply to NOT ARCHIVED items” section. You can use any previously configured shortcut type that was configured in section Shortcut configuration above. If the mailbox items have not been archived yet (are archived for the 1^st time), check the “Apply to NOT ARCHIVED items” checkbox. It is recommended to use HTML shortcut for emails/attachments that are 1 to 2 years old.

You can also set the age and size filter for the emails to be archived. For Age filter and Size filter settings click on the corresponding “Change” button and set the age of the emails that should be archived and the size of the items to be archived. The maximum size that can be set is 1024, and the available size units are: KB, MB, GB, TB. It is important to keep in mind that the sent date of the emails is the determinative date in case of the age filtering.

In this use case, we will process all emails, regardless of the file size, so we set the value to “0”.

Use case: archive emails older than 1 year
In this use case, we would like to archive emails older than 1 year and replace them with a shortcut. We are configuring the option “Apply to NOT ARCHIVED items” only.

The mails will be archived and immediately replaced by a shortcut.

Use case: archive immediately, create shortcut later
In this use case, we will configure the archiving job to archive all emails (regardless of age) with the shortcut type Keep original. This will ensure that all emails are archived, but the mailbox is kept intact. Emails older than 3 months will be further processed – after these are archived, they will be converted to HTML shortcuts.

✓ Retention settings:
Choose an already configured retention time from the dropdown list. The archived emails will be stored during this time in the storage, and it will be impossible to delete them from there. It is highly recommended to select a retention time that is required by the law of your country. (For more information about how to set retentions check section Retentions above.)

✓ Address book objects to process:
Here the administrator may select the mailboxes, groups or the entire Exchange server, which will be processed by the archive job. Click on the select option and check the desired groups or servers in the Mailbox selection window, then click on OK. In this use case, we will archive mailbox “edit.balazsy@tech-arrow.com”, so we select it from the list:

✓ Include folders:
Email archive job is crawling the entire mailbox or recursive folder structures from the mailbox for further processing. Before you enter the folder name(s) to be crawled, it is necessary to select the folder filtering type.

If you set Entire mailbox, then the whole mailbox including all folders will be processed. If you set One single folder type, then only one pre-selected folder will be processed (e.g. if you set %INBOX%\Subfolder1, then only Subfolder1 will be processed). If you set Recursive, starting from a single folder filtering type, then all folders starting from the defined folder will be processed (e.g. if you set %INBOX%\Subfolder1, then starting from Subfolder1, every subfolder will be processed in the structure). The same rule applies to the Multiple folders, and to the Multiple recursive, starting from a single folder, too, but in this case we can work with more folders simultaneously (e.g.: %INBOX%, %OUTBOX%\Folder name 5…or…%TASKS%, %CALENDARS%\Folder name 6).

 

In our use case, we select the whole “INBOX” to archive:

✓ Exclude folders:
With this function, you may set which folders/subfolders should not be archived. If you would not like to exclude any folder from the archive process, you can skip these settings.

The folders may be excluded using one of the available methods: a) They may be added manually via the + new option; b) they may be imported in one of the available file formats via the import option.

1. Add exclude folders manually:
   Click on + new option. In the Exclude folder dialog’s textbox specify the folder(s) to be excluded. Use the hints that are featured in the same dialog. %INBOX%\TECH-ARROW pattern on the picture below means that “TECH-ARROW” folder on the “INBOX” root folder will be excluded.

   

   Test pattern button
   This button is used to check if the entered pattern will be suitable for the path that the user would like to exclude from the archiving process. Open the Test pattern matching window by clicking on the Test pattern button. Enter the folder path into the Folder path field (this time without the % sign) and click on Test button.The test will be successful if the Pattern was entered correctly into the Exclude folder window.

   
2. Import the list of folders to be excluded:
   The list of folders to be excluded may be imported from files in one of the available formats: CSV, XML, Tab delimited files or Space delimited file. The file to be imported must contain the list of the folders.
   Important: Root folders must be specified in wildcards (%) in the import files. Subfolders must be added to a root folder with a backslash (\). To import such a file with the list of folders refer to chapter Importing contentACCESS configurations from files of this guide.

Excluding folders with special characters

The folders containing special characters like brackets, hyphens, question marks etc. can be excluded from the archiving process. To exclude such folders from the archiving process, the special characters included in the folder(s) name must be excluded using the backslash “\” escape character. The escape character must be added before the special character to be excluded, in the Exclude settings of the archive job’s configuration page.

E.g. you have such a structure in the mailbox: INBOX\Important (folder)

and the “Important (folder)” must be excluded (the special characters are the brackets), then you must specify the folder to be excluded like this: INBOX\Important\(folder\)

This information is available at the bottom of the Exclude folder window:

✓ Item filtering
This configuration enables filtering among your items by their message class. Using this filter, the user will be allowed to select different document types, such as mails, documents, contacts etc. to archive.

 

To set message class filters in the archive job, activate the Message class filter button by checking the checkbox next to it, then click on the active button.

In the Message class filter dialog it is possible to choose if the filter will be applied for all message classes (choose radio button Apply for all message classes) or only for many selected classes (Apply for selected message classes). It is also allowed to add Custom message classes to the list of the already existing ones. In this use case, we will archive only emails and documents:

✓ Exclude addresses
With the “Exclude addresses” feature you may exclude certain

• user mailboxes (e.g. john.arrow@tech-arrow.com) or
• domains (e.g. @microsoft.com) from the list of archivable messages.

The filtering option is configurable and it filters emails based on

• recipient(s),
• sender(s) or
• both (recipients and sender).

The list of ojects to be excluded may be

1. Added to contentACCESS manually using the +new option;Click on +new to open the Exclude address dialog. Enter the object to be excluded and select the Exclude type (Sender, Recipient, All) to be applied.
2. Imported into contentACCESS from a file using the import option.The file to be imported usually contains 2 columns: first column with the email addresses (or domains), 2^nd column with the information if the object is sender, recipient or can be both. A sample import file may be viewed using the “Download sample” button. (For more information refer to chapter Importing contentACCESS configurations from files).

✓ Notification settings.
Select here, when you will need to get notification emails from the Email archive job. It is possible to set here if you need such a notification email always/never, or you need it only in case that an error/warning occurred during the archiving process − for example, if the archiving of one or more items failed, then you may get a notification email about this error. Into the Recipient list textbox insert the email address(es) of the person(s), who will get such notifications. Notifications should be used if the administrator does not use the monitoring feature.

✓ Resource settings.
Set the value, which will determine how many items will be processed simultaneously by the email archive job. The recommended value is “2”.

✓ Save your changes!

Combining the shortcutting methods in an Email archive job
What are the advantages of combining the shortcutting methods for the user?
Companies use the “Keep original” archiving method on a daily basis. This archiving method ensures that the emails and their attachments are ready at hand during the time when they are still in use. After certain time period (usually after 6 months), it is pointless to keep these emails in the mailbox(es), as they take up too much space. However, these emails must be still easily accessible at any time. For this reason, it is recommended to replace them with shortcuts, which save space in the mailboxes and guarantee easy access to the older mailbox items. By combining the shortcut methods the end user will easily achieve the desired result.

This use case will demonstrate how to configure an Email Archiving job, which will archive the items older than 10 days, while keeping them in the original file location. The job will also replace these items with shortcuts after 6 months. The job combines the “Keep original” archiving method with the shortcutting after the item reaches a certain age (6 months in this use case). The size of the items to be archived and shortcutted can be set as well.

The following steps should be executed to set up an email archive job using the advantages of this method:

✓ Set up a new Email Archiving job and open its configuration page.
✓ Set all required sections on the job’s configuration page.
✓ On the configuration page of the Email Archiving job navigate to the “Shortcutting” section and check the “Apply to NOT ARCHIVED items” checkbox.

✓ Set the “Keep original” archive method for items that are older than 10 days. Choose the “Keep original” option from the dropdown menu and set that all items older than 10 days will be archived.

✓ Apply the shortcutting to the items archived with the “Keep original” method, which are older than 6 months and larger than 100 kB. Choose HTML shortcut type, which will be used by the job.
Check the “Apply to ALREADY ARCHIVED items with keep original shortcutting method” checkbox. Choose the already configured “HTML” shortcut from the dropdown list. Set the sent date to 6 months and the size to “larger than 100 kB”.

 

 

✓ Save your settings and wait until the job starts to run according to the configured scheduler.