contentACCESS documentation – version 5.1

  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
        1. Recommendations after turning on journal archive
      4. Archiving of rights protected messages
    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

12.10.Address book objects

Navigate to Email Archive ⇒ Archive ⇒ View Address Book to open the View address book page:

The address book contains a read-only list of objects that are provisioned in the address book. The objects can be added to the address book:

  • by the Email Archive provisioning job – read more here
  • manually – using the import manually (read more here) or add manually (read more here) options on all tabs, except Public folders

The address book objects are organized on the page into four tabs: Mailboxes, Public folders, Groups and Servers. Read more about public folders in this chapter.

The Create contentWEB access columns indicates if there is a command for the provisioning job to create contentWEB users for the selected object (mailbox, group or server). If the Create contentWEB access column displays Inherit, the object will inherit the Create contentWEB access option from its parent. Once a contentWEB access is granted (provisioning job must be run), every user of the provisioned object will be able to access the archived content of the mailboxes, which he is able to access also on the Exchange server.

The Associate with role column displays the role assigned/to be assigned for the Exchange object by the next running Email provisioning job. By default, the Exchange server mailboxes inherit the default role specified in the Email archive Provisioning settings, but the administrator can decide to assign custom roles for the objects. Such custom roles can be selected, when contentWEB user is created for the Exchange object (more information here).

Screenshot: Columns Create contentWEB access and Associate with role in the Mailboxes tab

Screenshot: Columns Create contentWEB access and Associate with role in the Groups tab

Screenshot: Columns Create contentWEB access and Associate with role in the Servers tab

Column Enable mail app shows, if Mail app was allowed for the respective mailbox, group or server. By default, the Exchange server mailboxes and groups inherit the Mail app access from the parent, but the administrator can decide to explicitly allow/forbid the access for the objects.

Screenshot: Column Enable mail app in the Mailboxes tab

Screenshot: Column Enable mail app in the Groups tab

Screenshot: Column Enable mail app in the Servers tab

Column “Active” shows, if the respective mailbox or group is active in contentACCESS. With this feature it is possible to deactivate no longer used mailboxes, keeping the licenses under control. Deactivated mailboxes/groups are neither touched by the Email archive/Email restore, Email recovery and/or by the Shortcut synchronization jobs, nor they are counted to the licensed mailboxes. To set a group or mailbox to active/inactive, the telemetry job must be run, too. It is running automatically every day or can be started manually on the Licensing page (System tab => Services group => Licensing, option “update telemetry”). Please note that you can’t have more active mailboxes than the license allows. If you have already reached the limit, it won’t be possible to add more mailboxes for archiving.

Screenshot: Column Active in the Mailboxes tab

Screenshot: Column Active in the Groups tab

Screenshot: Column Active in the Public folders tab

Note: The mailbox is ready for archiving if it’s associated with a database and storage and is set as active. If license allows it, the mailbox will be archived. After reaching the limit of active mailboxes of the license it won’t be possible to archive more mailboxes.

Important: If the limit was already reached, the existing email jobs are not able to start. In order to fix the problem, it is necessary to deactivate some mailboxes until the number of active mailboxes drops under the number of licensed mailboxes and then run the telemetry job.

The email archive database, storage and index zone assigned/to be assigned to the Exchange mailbox(es) are displayed in the Archive database, Store and Index zone columns. Database and storage is assigned automatically either by the provisioning job or by the first running archive job, or manually using the mailbox context menu. Index zone can be assigned by the provisioning job or archive job, not manually.

Screenshot: Archive database, Store and Index zone columns in the Mailboxes tab

Screenshot: Archive database, Store and Index zone columns in the Public folders tab

The Process as journal column shows if the mailbox will be processed as journal when selected in Address books objects to process in email archive job configuration (read more here).

Screenshot: Column Process as journal in the Mailboxes tab

Using the server’s/group’s/mailbox’s context menu the administrator with the necessary permissions is allowed to

  • View mailbox details
  • Automatically create contentWEB user also with custom permissions (read more here)
  • Mail app activation – read more here
  • Assign database, storage and index zone for Exchange groups and mailboxes (read more here)
  • Activate/deactivate mailbox licenses
  • Archive settings override – read more about the option below in this section
  • Manage access for second users to the selected archive mailbox(es) (read more here)
  • Move mailbox (read more here)
  • Disconnect mailbox
  • Change server settings (read more here)
  • Select the mailbox to be processed as journal/normal (read more here)

After clicking on Show mailbox details, a pop-up opens. Here it is possible to see the mailbox details, archive statistics and the list of groups of the user.

On the Statistics tab, it is possible to see Folder count, Email count, total Size of the emails, whether the mailbox has some Imported PST files or not and Document count processed by the Indexing job.

On the Tools tab, it is possible to see if Create contentWEB access was allowed, if Mail app activation was allowed, if Mail app was already activated and details about the Group and Server that the mailbox belongs to.

After clicking on Show details from a group’s context menu, a pop-up opens. On the Details tab, it is possible to see basic information and details of the selected group.

On the Members tab, it is possible to see the list of the members of the currently selected group and some information about them.

You should only use the Disconnect mailbox option if the mailbox no longer exists and you want to re-use the email address for a new user/mailbox. By disconnecting the mailbox, the email address will be changed – allowing to use the email address for a new user.

After you disconnect a mailbox, the email address is prefixed with #.

If the mailbox was not re-used yet, you can undo the operation and Reconnect the mailbox.

If the mailbox is marked with the warning Guid changed (read at the end of this section), a new menu option (Re-link deleted mailbox) appears. By using this option it is possible to locate the new mailbox, which was created for the user.

The search textboxes (A) and page listing (B) options at the top and bottom of each section ensure an easier handling with the address book objects.

It is also possible to assign specific storage, retention and shortcutting type to selected mailboxes and groups on folder level by clicking on the Archive settings override option from their context menu– these setting will be always prioritized.

The selected mailbox(es) will be displayed in the Mailboxes section. If you want to ovewrite already existing settings for the mailbox(es), check the Overwrite if already exists checkbox. Fill in the path of the mailbox folder, select shortcut, storage and retention from the respective dropdown lists and click on Add. The rule will be added to the list below. Click Save. Once this is done, the official archiving (live mail and offline mail) will check for each item to be archived if there is a folder override for that item.

Important: The Shortcut repair job will NOT take the shortcut settings from Archive settings override.

Change server settings
To change server settings, switch to Servers tab in Address book. Select a server and pick Change server settings from its context menu. In this window, it is possible to change the EWS version or specify custom EWS URL.

Warning flags
In the Address book, the objects may be displayed with different colors:

– the object is ok
– selected object
– the object has a warning, the warning is displayed in the Warning column
– the object is not active (or set to inactive at the next provisioning run), the license was removed
– the object was deleted, Guid changed – displayed in the Warning column

The warnings may be:

  • Deleted – the object was detected as deleted
  • SID changed – the owner of the mailbox was changed (the mailbox was assigned to a different Windows user)
  • Guid changed – the mailbox was manually deleted and a new mailbox was created for the user

Based on the status of the mailbox, different context menu is displayed.

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