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

11.10.Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version

Mail app is a simple end-user friendly contentACCESS feature, which was designed to manually archive/restore from/to mailboxes directly in MS Outlook desktop version or OWA 2013 (or higher), without any need to use an email archive job.

Mail app is running on the following platforms:

  • Desktop (Windows, Macintosh – on Macintosh MS Outlook 2015+ is required)
  • OWA (desktop computer, android, iOS, phone, tablet)
  • Native MS Outlook app on tablets

Native Outlook app on mobiles doesn’t support Mail app.

Important!!! Mail app prerequisites

  • Exchange 2013 or later version
  • MS Outlook 2013 or later desktop version or OWA.
  • Proxy installed over HTTPS connection.
  • Default shortcut and a default retention must be set in contentACCESS Central Administration.
  • On the System page (System tab => Services group => System button => External accessibility settings) a HTTPS alias must be configured.
  • Role “Org Custom Apps” must be assigned for the EWS user on the Email archive System settings page in section EWS settings. This role enables an administrator to install and manage custom apps for the organization (read more about the role here).

The administrator is required to do the following configurations for manual email archiving. He has to

  1. configure a shortcut that Mail app will use and set this shortcut as default (refer to section Shortcuts in email archiving);
  2. configure a retention that Mail app will use and set this retention as default (refer to section Retentions);
  3. install the Proxy server with HTTPS connection;
  4. configure HTTPS based alias under External accessibility settings;
  5. install Mail app (section Mail app status);
  6. Activate Mail app for the desired mailboxes (section Activate mail app for).

To install Mail app, navigate to Email Archive ⇒ Settings ⇒ User experience on the ribbon and click on Exchange 2013/2016 tab on the User experience page:

Mail app status

In section Mail app status you may install or remove mail app on the Exchange. To install it, click Install mail app button and wait until the installation process is finished (Screenshot A). By clicking on option Remove mail app, you can uninstall this application from the Exchange; by clicking on Disable mail app, the application can be globally disabled (turned off) for all Exchange groups/mailboxes (Screenshot B).

install mail app uninstall_disable mail app

Screenshot A: Installing Mail app.                                     Screenshot B: Uninstalling/disabling Mail app.

Activate mail app for Exchange servers/groups/mailboxes

The application is available for the user (in his mailbox) only in case that it’s activated for him. Once Mail app is installed, you can activate it for the mailboxes that will use this application. If Mail app is disabled, the activation settings are unavailable.

Scroll down to section “Activate mail app for”. Use option “Activate for everyone” if the application should be activated for every user. To activate it only for a given Exchange group/Exchange mailbox, click “activate for mailbox” and select the desired mailbox(es)/group(s) from the list of the Mailbox selection dialog. In this use case (refer to the pictures below), we have activated it for one user only.

Documentation367 Documentation368

It is also possible to deactivate the application for all configured Exchange groups/mailboxes (option “Deactivate for everyone”).

How Mail app works in MS Outlook 2013+ and OWA 2013+
After you have installed Mail app, it is recommended to restart your Outlook.

Open your Outlook desktop. If you checked the option to enable link security in System, section External accessibility settings, you will first need to authenticate yourself.

When clicking on the Login button, a pop-up with the configured Login providers opens.

After successfully logging in, select a message (including an attachment) that you would like to archive manually (1). In the reading pane, click on contentACCESS Mail app (2)… Archive email (3) buttons.

Note: If the email was already archived, you will get two options: Show original email or Restore original email. It cannot be archived again.

The manual archiving job will use the default shortcut and retention. If we set an HTML shortcut, where green category has been set as default, our archived email will be archived with this shortcut and will be signed with green category.

In the reading pane, click on contentACCESS Mail app again. To view the original email, click on Show original email option. To download the archived attachment, click on it in the message and it will be downloaded automatically.

How to manually restore with Mail app? To restore already archived email manually, click on Restore original email in the app:

Important!!! Turning on the Change message class option in the HTML shortcut configuration is a must if the user would like to manually restore from shortcuts, otherwise this app will not be visible in MS Outlook when trying to restore the original email.


Note: In Mail app the “split attachments” function is active by default. That means that the body of the email and the attachment are stored separately. It is good to know: if the email message containing an attachments has been previously archived by a job, where attachments were not split, then the mail app in MS Outlook will show 0 attachments.

To search in the available mailboxes, click on the search icon and enter the term you are looking for. It is also possible to sort search results by subject or date.

The home button will return you to the home screen, from where it is possible to archive, restore, download attachments or view the original email.

In the menu it is possible to view the current logged in user and to sign him out. After clicking on settings, you will be redirected to a section, where it is possible to view the server name, change the application language, view last logs (e.g. in case an error occurred) and also view/sign out the user. On the bottom are two buttons – Save (to save the changes) and Cancel (if you don’t want to save the changes).

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