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

11.16.Configuration of File system archive job

In this section we will configure a file system archive job, which will run every day from 6 PM, archive our 1-2 year old files and replace the archived files with shortcuts. Our database, storage, root folder, retention and scheduler are already configured. Navigate to File Archive ⇒ Archive ⇒ Jobs button, click on +new. In the Add new job instance dialog select File system archive job from the Available jobs: dropdown list. Select the node, where the job should run, from the Run on node list. Now we would not like to specify a node, so we select “Any available”. Enter a Display name, and click on Add.

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On the job’s configuration page go through the following sections; most of them are mandatory, filtering settings are optional:

✓ Report mode settings:
If the Use report mode checkbox is checked, the job will run in report mode. After the job finishes its run in this mode, the user will be able to download a .csv report file here in this section. The file will contain a list of files that belong to the folder(s) that is (are) selected in section Folders to process of the job and some information to them, including whether they will be processed or not.

Screenshot: Report file preview

✓ Scheduling settings:
In this step the running times of the 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. For archiving job, it is recommended to set up a scheduler that will run always, or in certain times during the week. Our job will run every day from 6 PM till midnight, after business hours. (For more information about how to set schedulers please refer to the section Schedules above.)

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✓ Retention settings:
Under retention settings, the administrator may select a previously configured time period. During this time it will be not possible to delete the archived items from the storage. It is recommended to set here a time interval based on data recording regulations required either by the law of the country, or by internal company policies. In our country the required retention time is 10 years, so we set this here. (For more information how to set retentions check section Retentions above.)

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✓ Shortcut settings in File archive:
The user may decide, if the files will be archived using shortcuts or will be simply archived, creating a backup file to the original. It is also possible to set automatic deletion of the original document from the file system location. There are 3 shortcut types available in file system archive (the state before and after the archiving process is illustrated on the respective screenshots):

  1. Keep original method (backup files with versioning) is often used on a daily basis. The main advantage of this processing type is that the documents are ready at hand at any time and the versions can be accessed from the archive at any time, too. This method keeps the original item in the original file location.
  2. Create shortcut from original item: Files older than 1 year are usually archived with this shortcutting method. The main advantage of this method is the spared space on the computer. In case of need, the documents can be easily retrieved from the archive by clicking on the respective shortcut.
    If the user modifies the file and saves it to the original location again, the next archive job will create a new version from it into the archive and will synchronize the shortcut with this new version.
  3. Delete original: with this method the user deletes the file from the original location when archiving it. This processing type is often used when the document is not in use any more, but it must be restorable until a definite date required by the general records retentions of the country.
    The most suitable method to use depends on the situation. You can use all methods simultaneously to have your daily backup — create versions when files are changed or archive with shortcutting or delete original method in case of old(er) files.

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    In this use case we will archive by using shortcuts. If you decide to use shortcutting, it is also necessary to specify the Virtual drive server name. This is the name of the server, where the virtual drive is installed. In our case it is tanews. It is strongly recommended to use a name of the server under which it will be always accessible (DNS alias at best). This server name is then included in the generated shortcuts. By using the Use default checkbox, you may automatically select the Virtual Drive, which is already configured in the System ⇒ Client Applications ⇒ Virtual Drive configuration section. It is very useful to use this option, because if the Virtual Drive server name is changed, you have to change these settings only on the Virtual Drive configuration page. (For more information refer to section Virtual drive.) On the jobs’ configuration page the default Virtual Drive will be prepopulated.

    To check whether the connection to the Virtual drive server was established or not, please click on the Test button.

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    Note: Virtual drive is included in the content ACCESS setup package. It needs to be configured on the Virtual drive configuration page (System tab => Client applications => Virtual drive configuration button on the ribbon). After these necessary steps, it will be shown among another drives (by default the Virtual drive will be the Z drive).


    Note: The shortcuts used in file archive system are compatible with Macintosh operating system, too. It is a must to install TECH-ARROW’s WinShortcutter application on every client machine. It can be downloaded either from the Tools of the contentACCESS setup, or from our website, here.


    Note: It is important to bear in mind that archiving an HTML file with the shortcutting method in contentACCESS File Archive has certain technical limitations. If an HTML file to be archived contains pictures, then after the archiving process these pictures will not be visible when trying to open the HTML over the shortcut in the original location. However, these pictures will be still accessible when opening the HTML from the Virtual Drive.


✓ Folders to process:
In this section the user is required to select the local folder(s) or remote share(s) where the system data are located and will be archived. There are two available options how the list of folders may be specified:

  1. The folder(s) may be added via +new option. In this case the folder(s) must be added manually one-by-one. Click on +new to open the File Path dialog.

Click on “new” to specify the folder to be archived manually. In the “Folder to process” dialog unroll the list of already created roots and select the one that should be applied. This dropdown lists the roots that are already configured (in File Archive settings: File Archive Settings Root folders). Enter the Relative path if necessary, test the path via the “Test” button and click “OK”

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    1. The folder list may be also imported from a file. The file to be imported must contain the list of folders that should be processed. Click the import button and the Import file location dialog will open. Specify here the required settings according to chapter Importing contentACCESS configurations from files of this guide.

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Important!!! It is recommended to specify a file path that can be accessed from anywhere. This is quite important also in case that the user has contentACCESS installed in a distributed environment (using multiple cluster nodes).

✓ 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) The folders to be excluded may be added manually via the + new option or; b) may be imported in one of the available file formats via the import option.

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  1. Add the folders to exclude manually:
    Click on + new option. In the Exclude folder dialog’s textbox specify the folder(s). Use the hints that are listed in the same dialog.

    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. Click the Test pattern button to open the Manual test of pattern matching window. Enter the folder path into the Folder path field and click on Test button.

    The test will be successful if the Pattern was correctly entered into the Exclude folder window.

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  2. Import the list of exclude folders:
    List(s) of folders to be excluded may be imported as 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 folders to be excluded. To import such a file with the list of folders refer to chapter Importing contentACCESS configurations from files of this guide.
  3. Excluding folders with special characters

    Also the folders including 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) 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 a “(folder)” in your file system, and the “(folder)” must be excluded (the special characters are the brackets), then you must specify the folder to be excluded like this: “\(folder\).”

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

✓ Filtering settings:
Click on the Change filter button and set the filtering according to your needs and/or regulations. To learn more about how to work with filtering settings, please, check this section of our documentation.

Note: In certain cases, the creation date of a file is set to younger date than the modification date of a file. This happens when a file is copied to another external disk (for example from disk G to disk I). In this case, the creation date will be set to the date of the copy action. Because of this, we recommend to always check Filtering settings if something does not get archived.

Important!!!: When the user changes the file content of an already archived item, e.g. deletes a picture from the file and saves it to the original location, (and thus the file size will be reduced e.g. from 110 to 85 kB) and file size filter is set on >100 kB, then File archive job will not archive the newly created item by the next processing. The newly created item will be saved in the original location, and the old shortcut will be present in the original location, which will still link to the old file without any changes.
For this reason, it is recommended to always check the size filter settings if a file has not been archived by the next archiving process.

✓ Notification settings. Select here the cases, when you will need to get notification emails from the File Archive job. It is possible to set here if you need a notification email always/never, or you need it only if an error/warning occurred during the archiving process − for example, if the archive of one or more items failed, then you may get a notification email about this error. Into the Recipient list textbox insert the email addresses of the people, whom you would like to send these emails to. It may happen that the files are modified too often and too many version are created. With the Notify if version count reaches option it is possible to define a maximum number of versions, over which the notifications will be sent. It is recommended to set here a higher value. This feature might also be used for troubleshooting purposes. E.g. if the number of versions gets higher than the value specified here, then an error might have occurred during the processing. In this use case, the notifications will be sent to Walter White, if any errors or warning occur and/or version count reaches 50.

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✓ Resource settings. Set the value, which will determine how many items will be processed simultaneously by the file archive job. The recommended value is 2, as in our case.

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Never forget to save your job configurations at the end: click on Save in the left upper corner of UI.

Now you need to wait till 6 PM, when the scheduler starts the job. Its running can be checked in the file archive jobs’ grid.

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Where an end user may find his file system archive?
An end user has multiple choices where to view his archived files. He may either browse for them on the Virtual drive, or he can view them in contentWEB (contentWEB is the archive interface of contentACCESS). Virtual drive is a special contentACCESS extension developed by TECH-ARROW. Even if the archived item will not be present here on this drive (it will be present in contentACCESS), the user can browse for it here. A file opened through the Virtual drive is opened in read-only mode. This drive can be shared with any other users, so they can have a very easy access to the archived files. The shortcuts, that replace the originals, can be opened from the original file location. These shortcuts link to the virtual drive.

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