contentACCESS documentation – version 3.5

  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. SMTP server
      15. Overview
      16. Installation
      17. 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. Role cloning
      7. General use cases of how to create/assign roles
      8. 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 Office 365 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. SMTP Servers
    18. SMTP Mappings
    19. 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 File system shortcut synchronization job
    19. Configuration of Remote shortcutting job
    20. 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
      1. Adding address book objects manually
    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, storage and index zone to an Exchange group?
    18. How to assign database, storage and index zone 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
      2. Email archive journal processing
    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
    29. SMTP archiving
  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. GDPR plugin
    1. GDPR Settings
      1. GDPR Databases
      2. GDPR Schedules
      3. GDPR Index zones
    2. GDPR Processing
      1. GDPR File system settings
      2. GDPR Exchange settings
      3. GDPR Applications
      4. GDPR Jobs
        1. GDPR File system job
        2. GDPR Exchange job
        3. GDPR Application job
  14. 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
  15. ThreatTest
    1. ThreatTest configuration
      1. ThreatTest Databases
      2. ThreatTest System settings
      3. ThreatTest Schedules
      4. ThreatTest User experience
      5. ThreatTest Statistics
      6. ThreatTest Job
    2. Using ThreatTest App
  16. officeGATE
  17. contentACCESS Mobile
  18. Virtual drive configurations
  19. Application settings
  20. Terms of use
  21. 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 problems
    5. Unable to open shortcuts of archived files 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
    19. Office365 journaling

11.14.Creating contentWEB users (option 1)

The Create contentWEB user method should be used, if the administrator would like to grant access rights to multiple mailbox users for their own associated mailbox archives. contentWEB users (with permissions to access the associated email archives over contentWEB) can be created on 3 levels. It is possible to:

    • create contentWEB users to all mailbox users of the Exchange server – by selecting Automatically create contentWEB user option from the server’s context menu;


    • create contentWEB users to mailbox users of the selected Exchange group – by selecting Automatically create contentWEB user option from the group’s context menu;


    • create one contentWEB user to one selected mailbox – by selecting Automatically create contentWEB user option from the context menu of the selected mailbox;

When you allow to create a contentWEB user, the contentWEB user role pop-up dialog opens. Here you need to specify the contentWEB user role (containing user permissions) to be assigned to the contentWEB user. There are 2 options which role to define here:

  • you can use the (default) role (e.g. with read-only permissions only) defined in the email archive provisioning job (read more in section Email Archive Provisioning settings)
  • or you can assign a custom role (e.g. Standard user role with more permissions like manual recovery, preview etc.) to the user in the Role to assign section of the contentWEB user role dialog.


Standard user role is a system level role, it is present in contentACCESS (and therefore in the contentWEB user role dialog’s dropdown list) by default. Other types of Email archive user roles must be created manually based on the steps described in section “Roles”.

Important: If there are multiple roles assigned to the same Exchange object (e.g. one role with less permissions in the provisioning settings, another role with more permissions in the Address book), then the following rule applies: The role with more permissions always wins.

Now, in this use case, we will create contentWEB users with default Standard user permissions in the archive for the whole O365 server, but our mailbox user “ANE” will have also full rights on all archive mailboxes of the TECH-ARROW tenant in contentWEB. We presume that Standard user role is selected in the email archive provisioning job.

  1. First we need to create a role with “All allowed” permissions on our tenant’s email archive (read more is section “Roles”). This role will be later assigned for “ANE”.
  2. Now we go the Address book:

  3. We open the server’s context menu with a click on the ellipses and choose Automatically create contentWEB user from the list.

  4. The contentWEB user role dialog, where we select “Use the role defined in the provisioning job ” option, opens. As already mentioned above, the Standard role is defined in the provisioning job.

  5. There will appear a “YES” command in the “Create contentWEB access” column, which means that contentWEB users to all mailboxes of the server will be created at next run of the provisioning job. Associate with role is “Inherited”, i.e. the (default) role defined on server level is inherited from the email archive provisioning job.

  6. Now we search for our mailbox “ANE…”, and create contentWEB user for him as well. This user will have full permissions on all archive mailboxes of the tenant. These permissions are defined in role “Full_EAUser” from the first step, so we select it in the pop-up window.

  7. Now we start the provisioning job, which will create our contentWEB users with the assigned roles (or we wait until it begins to run according to the provisioning scheduler).

Provisioning job points out which mailbox user is associated with which mailbox(es) on the Exchange server and synchronizes these permissions with contentACCESS. The rights on the Exchange server will be synchronized with contentACCESS and new contentWEB users will be created for each mailbox user on the server. Each contentWEB user will have an Automatical flag. In case of O365, an Azure user login will be created; in case of on-premise Exchange server, a Windows user login will be created for each mailbox user on the server. With these accounts the contentWEB email archive will be accessible for these mailbox users. The contentWEB user created for “ANE” will be able to access the archive mailboxes of the assigned tenant as defined in his role.

What happens if you select Do not create contentWEB user from the context menu? If formerly it was set to Automatically create contentWEB user, and the administrator changes these settings to Do not create contentWEB user, then the already existing contentWEB user will NOT be deleted. However, if new mailbox users are added on the Exchange server, they will NOT get contentWEB access rights on the mailbox archive.

How to find Exchange groups/Exchange mailboxes with or without contentWEB users? In the Groups/Mailboxes tab unroll the Create contentWEB user dropdown list and select “Checked” to filter out all groups/mailboxes, for which contentWEB users will be/were created. If you would like to find all groups/mailboxes without contentWEB users, select “Unchecked” from the list.

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