contentACCESS documentation – version 5.0

  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)
      1. Installing Legacy MAM retrieve service and its configuration on the MAM server
      2. Configuration of the MAM server in contentACCESS Central Administration
    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
      1. How to edit and disable a 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. System logs — how to find out possible misconfigurations / reasons of potential system/job failures
    11. Configuration auditing
    12. Archive auditing
    13. Distributed environment in contentACCESS — Clusters
    14. Statistics
    15. Legal hold
    16. Task runner
    17. Indexing
    18. SMTP Servers
    19. SMTP Mappings
    20. Sharing job
    21. Sharing settings
    22. 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. Mixed 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. Filtering in jobs
  11. 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
      1. File system provisioning job description
    11. Remote agents (file archive)
    12. Global rules (remote file archive)
    13. Configuring aliases
    14. Configuration of jobs available in contentACCESS File Archive
    15. Configuration of File archive retention changer job
    16. Configuration of File system archive job
      1. File system archive job description
    17. Configuration of a File system restore job
      1. File system restore job description
    18. Configuration of File system recovery job
      1. File system recovery job description
    19. Configuration of Delete job in File archive
      1. File system delete job description
    20. Configuration of File system shortcut synchronization job
      1. File system shortcut synchronization job description
    21. Configuration of Remote shortcutting job
      1. File system remote shortcutting job description
    22. Active/inactive documents in File system archive
  12. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. Email archive System settings
      1. Hybrid exchange settings
      2. Email archive registration on Azure portal for Modern authentication
    4. Email archive Provisioning settings
      1. Email archive provisioning job description
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
      1. LoboDMS storage
    8. Creating email archive schedulers
    9. User experience
      1. Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version
      2. Exchange 2010: OWA 2010 integration
    10. Address book objects
      1. Adding address book objects manually
      2. Removing groups and mailboxes from the Address book
    11. Granting access rights for mailbox users and explicit users to view the mailbox archive
      1. Creating contentWEB users (option 1)
      2. Manage access to a mailbox archive (option 2)
    12. Database and store assignment in email archiving
      1. How to assign database, storage and index zone to an Exchange group?
      2. How to assign database, storage and index zone to a mailbox?
      3. How to move data from source database/storage into a second (target) database/storage?
    13. Mail app access
    14. Remote agents (email archive)
    15. PST import
      1. PST import job description
    16. Creating Email archive jobs: archive, restore, recovery, delete, mailbox move, shortcut synchronizaion, shortcut repair
    17. Email archive job
      1. Email archive job configuration
      2. Email archive job description
      3. Email archive journal processing
    18. Email archive retention changer job
    19. Email restore job
      1. Email restore job configuration
      2. Email restore job description
    20. Email recovery job
      1. Email recovery job configuration
      2. Email recovery job description
    21. Configuration of Delete job in Email archive
      1. Email delete job description
    22. Journal post processing job
      1. Journal post processing job configuration
    23. Mailbox move job
      1. Mailbox move job configration
      2. Mailbox move job description
    24. Shortcut synchronization job
      1. Shortcut synchronization job configuration
      2. Email shortcut synchronization job description
    25. Shortcut repair job
      1. Shortcut repair job configuration
      2. Email shortcut repair job description
    26. 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 mixed Exchange environments
    27. SMTP archiving
  13. SharePoint archive plugin
    1. SharePoint Archive settings
    2. SharePoint Archive job configuration
      1. SharePoint archive job description
    3. SharePoint archive retention changer job configuration
    4. SharePoint recovery job configuration
      1. SharePoint recovery job description
    5. Configuration of Delete job in SharePoint archive
      1. SharePoint delete job description
    6. SharePoint archive Provisioning settings
      1. SharePoint provisioning job description
    7. SharePoint Publishing job
      1. SharePoint publishing job description
    8. SharePoint in the contentWEB archive
  14. 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
          1. GDPR file system job description
        2. GDPR Exchange job
          1. GDPR Exchange job description
        3. GDPR Application job
          1. GDPR application job description
  15. Teams archive
    1. Teams archive databases
    2. Teams archive System settings
    3. Teams archive Provisioning settings
    4. Teams archive Address book
      1. Removing objects from Teams archive Address book
    5. Teams archive Licensing
    6. Teams archive Jobs
      1. Teams archive job
      2. Teams chat archive job
  16. 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
  17. 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
  18. officeGATE
  19. contentACCESS Mobile
  20. Virtual drive configurations
  21. Teams application
  22. Application settings
  23. Terms of use
  24. 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. O365 SuperUser mailbox configuration
    19. Office365 journaling
    20. Organizational forms
    21. Multifactor authentication
    22. Region setting
    23. contentACCESS Mail app installation issue
    24. Azure app registration

12.6.Shortcuts in email archiving

In contentACCESS’s email archive solution the emails can be archived with one of the following archiving methods. They can be:

a. replaced by shortcut; there are 2 shortcut types that can be used: normal shortcut and HTML shortcut;

b. completely deleted;

c. kept in the original file location.

Mailbox items younger than 1 year are archived continuously on a daily basis, but the originals are kept in the original mailbox folder. From 1 to 2 year old items are usually archived with the shortcutting method to ensure an easy access to them in case of need. They allow to open the already archived items directly from the mailbox without a need to browse for them in the archive. Another advantage of shortcuts is the spared storage space. They help to unburden Exchange servers from numbers of redundant documents that are not in use any more. If the mailbox items are older than 2 years, then they are usually deleted. It depends on the customer how he combines these processing methods.

Important: The encrypted S/MIME emails are not converted to shortcut during the archiving process. The encrypted emails are archived, but they are not converted to shortcut, with the following applying:

  • no message class is changed
  • no text body or HTML body is modified
  • category can be added to the email
  • attachments are not removed from the email

Note: There are situations when mails are archived with a shortcut type that later turns out to be incorrect. This is usually because of incorrect planning or bad decisions. If there are already shortcuts created and they need to be replaced, the Shortcut repair job type can easily solve this problem. Read more in chapter Shortcut repair job.

Note: If an email was archived with shortcutting method and a category was added, the category will be still present even after running the Email restore job.

These archive methods and shortcut types can be configured on the Shortcut configuration page. Navigate to Email Archive ⇒ Settings ⇒ Shortcut configuration control button to open it. On this page, under Shortcut configuration section you may find the full list of already configured shortcuts. The grid also contains the configuration information of the respective shortcuts. The bold color of a shortcut means that it was set as default (i.e. if they are used by manual archiving).

Under the HTML Templates section you may see all HTML templates configured for the HTML shortcuts. The date of creation, modification and the modified by information can be viewed in the templates’ grid, too.

The shortcuts that the admin configures on this page can be selected when configuring an email archive job instance on the job’s configuration page.

The listed items can be deleted/edited from their context menu with a click on the ellipses (…).

To create a new shortcut, click on + new under the Shortcut configuration section and select a shortcut type from the Type list of the Shortcut configuration dialog.

Note: The “+ new” option is unavailable for the logged on user if the “Add repository items” permission on the tenant is not allowed in his role assignment.
The “manage access” option allows to grant access permissions on the selected shortcut configuration for a second user. This “manage access” option is available for the logged on administrator if his role assignment contains the Edit repository item – All allowed permission on the tenant. Read more in Managing access to contentACCESS objects.

There are 4 types of shortcuts in contentACCESS’s Email Archive, namely:
✓ Normal shortcut
✓ HTML shortcut
✓ Journal shortcut
✓ Keep original shortcut

Normal shortcut
Normal shortcut is completely transparent with the original message, after restoring/reopening the user cannot see any change between the original email and the shortcut version. This is the recommended shortcut type if the end user uses MS Outlook. This type of shortcut works in:

Normal shortcut
  Installed prerequisites Are attachments directly accessible? (direct preview) Is email body accessible?
Outlook 2013 or higher Mail app* or Outlook forms Yes Yes
Nothing installed No Yes
OWA 2013 or higher Mail app Yes Yes
Nothing installed No Yes
Outlook 2010 Outlook forms Yes Yes
Nothing installed No Yes
OWA 2010 OWA 2010 extension Yes Yes
Nothing installed No Yes

*Exchange 2013 (or higher) requirements.

MS Outlook 2013 or higher: To display archived attachments, the user needs to have the contentACCESS Outlook form or the Mail app (refer to section User experience) installed in Outlook. If not installed, the email body will be still accessible.

MS Outlook 2010: To display archived attachments, the user needs to have the contentACCESS Outlook form installed in Outlook. If not installed, the email body will be still accessible.

For more information on how to install contentACCESS Outlook forms please refer to this section. Regarding system requirements: MS Outlook 2010 or 2013 is needed. The form should work on both 32 and 64 bit Outlook versions. On mobile devices the form is not supported.

OWA 2013 or higher: To display archived attachments, the user needs to have Mail app installed. For more information refer to section User experience. If not installed, the email body will be still accessible.

OWA 2010: To display archived attachments, the user needs to have contentACCESS OWA integration installed. For more information refer to section User experience. If not installed, the email body will be still accessible.

If the Remove attachments function was turned on during the configuration of the shortcut, the attachments will be still accessible by a double click on the archived message in the compose window. (In case if the correct extension – Outlook forms, Mail app or OWA 2010 extension – is installed.)

On the normal shortcut’s configuration dialog the Change message class checkbox is selected by default. With this setting the restore from shortcuts is ensured.

It is also possible to set here, if the attachment of the processed email should be removed (check Remove attachments) or should be kept (leave Remove attachments unchecked). Removed attachments can be retrieved by double clicking on the archived email in the compose window. The Attachment placeholder name can be also specified here. If you check the Add category option in the Shortcut configuration window and enter a category into the textbox, then archived emails will be marked with this category (e.g. if Black category is selected, then emails will be marked with black color). After filling all required data in the Shortcut configuration window, click OK.

     

Screenshot A: Normal shortcut used by an email archive job.
Screenshot B: Original email replaced with the normal shortcut in the user’s mailbox.


HTML shortcut
If the user is archiving with a job using an HTML shortcut, then:

1) If the HTML shortcut doesn’t have the Keep formatted body option checked

the body of the original email message will be replaced by an HTML file containing 2 links to the original email message and the attachment(s); one link opens the original email as an .msg, second opens it as .eml. The Keep formatted body option is explained below in this section.

Note: The .eml link ensures the compatibility with a wide range of applications and operating systems (compatibility with MAC OS is also ensured).

2) If the HTML shortcut does have the Keep formatted body option checked

the shortcut template will be injected into the original body and the original formatted body will be kept. The Keep formatted body option is explained below in this section.

Important: The digitally signed (S/MIME) emails can be converted to shortcut with the following limitations – inline images can’t be kept in the shortcut. Even if you select the Keep formatted body option, the formatted text will be kept in the shortcut, but the inline images will be missing from the shortcut.

Important: If the email message is archived with the HTML shortcut method and it contains embedded .msg, then there will be no link in the body to access the embedded message as attachment.

In certain situations, it is not possible to use Outlook to check our emails. In these circumstances the user cannot use normal shortcuts to access emails. However, HTML-shortcuts can be still used to access email bodies and also attachments with the help of links. Emails can be checked for example with OWA. To ensure an easy access to the archived items in any cases, it is highly recommended to use this shortcut type.

The following table gives a general overview on how the archived emails and attachments can be accessed with the HTML shortcuts if MS Outlook or OWA (Outlook Web Access) is used:

HTML shortcut
  A) The following prerequisites are installed The attachments are accessible B) The prerequisites are not installed The attachments are accessible
Outlook 2013 or higher Mail app* or Outlook forms In direct preview Over links
OWA 2013 or higher Mail app In direct preview Over links
Outlook 2010 Outlook forms In direct preview Over links
OWA 2010 OWA 2010 extension In direct preview Over links

*Exchange 2013 (or higher) requirements

MS Outlook 2013 or higher: To transparently view the archived items (the body and the attachment), the user needs to have the contentACCESS Outlook forms or the Mail app installed in Outlook.

MS Outlook 2010: To transparently view the archived items (the body and the attachment), the user needs to have the contentACCESS Outlook form installed in Outlook.

OWA 2013 or higher: To transparently view the archived items (the body and the attachment), the user needs to have Mail app installed. For more information refer to section User experience.

OWA 2010: To transparently view the archived items (the body and the attachment), the user needs to have contentACCESS OWA integration installed. For more information refer to section User experience.

If the extensions are not installed, then the body and the attachment are still accessible over the shortcut links.

If the Remove attachments function was turned on, the attachments are still accessible by a double click on the archived message in the compose window.

Note: contentACCESS Outlook add-in catches changes when replying or forwarding an HTML and/or Normal shortcut. Read more about the contentACCESS Outlook forms in this section.

Before you start to configure the HTML shortcut, HTML template(s) must be created. You can use one of the pre-configured templates, or create your own. If you want to create your own template, we highly recommend to download one of the pre-configured ones and customize it. If you want to use a more flexible template (for example because of localizations), download and customize a V2 template; if you want to keep the original formatted body, download and customize a V2 formatted template.

The 5 predefined HTML templates are the following:

  • Default
  • Office 365 template
  • Office 365 formatted template
  • Office 365 V2 template
  • Office 365 V2 formatted template

The formatted templates are used when creating a HTML shortcut with the Keep formatted body option checked (the Keep formatted body option is explained below in this section).

The V2 templates have had their syntax changed to mustache – this allows much more flexibility when creating the template. All text included in them can be changed, which also means that the templates can be fully localized.

a. The default HTML template can be downloaded automatically with a click on + new under the HTML Templates section and then by clicking on the Edit template button in the HTML template dialog.

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b. A pre-configured template can be downloaded by selecting Edit from its context menu and then clicking on Edit template.

c. To create a custom HTML template, download a pre-configured template first, as described above. Save it somewhere on your disc. Download an HTML editor from the web and edit your template, then save it.

Upload the default/custom HTML template to the template list: Under HTML Templates section click on + new. The HTML template dialog will open. Here give a Name for the HTML and fill the Description field (not required), then click on Upload from file and browse for the desired template that you have created. Upload it to the template list.

        

Once your desired template is uploaded, a custom HTML shortcut can be configured. Navigate to Email Archive ⇒ Settings ⇒ Shortcut configuration and click on + new under the Shortcut configuration section.

The Shortcut configuration dialog opens. Enter a name for the shortcut into the Name field. In the Use html template dropdown list select the HTML template that you have created.

If you check the Keep formatted body checkbox, the original HTML body won’t be converted to plain text during the shortcut creation, but the system will try to inject the attachment links into the existing message body. The user will be warned that he must select a template, which supports this formatting option. It will also become possible to keep inline attachments in the mail body by checking the Keep inline attachments checkbox. The Truncate body option will be disabled.

The Change message class textbox is checked by default and cannot be unchecked. This enables to restore the archived emails from the shortcuts. If you want a certain number of characters to be included in the shortcut, check the Truncate body option and enter a value here. The Remove attachments checkbox is checked by default for HTML shortcuts. Removed attachments can be later retrieved by double clicking on the archived email in the compose window. It is also possible to specify here the Attachment placeholder name, like when configuring a Normal shortcut. In the HTML shortcut configuration, the user can set how the archived emails will be marked. They will be marked with the category specified under option Add category.

Screenshot: Configuring a new HTML shortcut


Screenshot: Email replaced by the HTML formatted shortcut in the user’s mailbox

Screenshot: Email archived with Keep inline attachments unchecked

Screenshot: Email archived with Keep inline attachments checked

After filling all required data in the Shortcut configuration window, click OK.

Note: Allways keep in mind that the size of a HTML-template cannot exceed 32 kB. If the template is edited with MS WORD, then numbers of redundant informations will be included in the template, which might easily cause the filesize to exceed the maximum. For this reason, it is not recommended to use MS WORD for editing the HTML-templates. If you got a Warning such as this one below, then delete the template and try to edit a new default one with an alternative HTML-editor.
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Journal shortcut
By using this option, the original message will be automatically deleted from the original location. The Delete original checkbox is inactive and selected here by default. This processing type is commonly used when archiving mailbox(es), which won’t be used in the future (e.g. if the mailbox user/employee leaves the company), or the mailbox items are older than 2 years. It is commonly used for archiving Exchange server journal mailboxes as well.


Keep original method
By using this option, the original document will be kept in the original location/folder. It is recommended to select this processing type for archiving emails younger than 1 year. By checking the Add category checkbox and specifying a custom category, the user may set up a custom category for the archived email message (e.g. if the “Blue category” is set as on the screenshot B below, then email will be marked with this color).

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Screenshot A: Keep original method used for archiving 2+ year old emails.             Screenshot B: Untouched originals marked with blue.

Editing of shortcuts
Select the shortcut, which you would like to modify, from the grid and open its context menu.

To modify shortcut settings, click on Edit and change the settings in the Shortcut configuration dialog, so that the shortcut contains the information that you require. You can also set the selected shortcut as default from the shortcut’s context menu. This is a must-to setting if you want to archive/restore the emails manually using the Mail app or OWA integration (more information here).

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