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

12.17.1.Email archive job configuration

In this use case, we will configure an email archive job, which will archive the mailbox items of mailbox “” that are older than 1 year, but younger than 2 years. The archived items will be replaced byh HTML shortcuts. The archiving process will run each working day from 5 PM CET till midnight. For this processing type, it is a must to configure the following sections on the job’s configuration page:

✓ 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 emails that belong to the entities selected in section Address book objects to process of the job and some information to them, including whether they will be processed or not.

Screenshot: Report file preview

✓ Processing settings:
From the Archive dropdown list, the administrator has to choose what will be archived by the Archiving job. There are 3 options:

  • Mailboxes
  • In-Place Archives
  • Mailboxes and In-Place Archives

The administrator may select here if he would like to use MAPI protocol to communicate with the Exchange server. EWS (Exchange Web Services) connection is selected by default if MAPI is not selected here. It is important to know, that O365 Exchange server does not support MAPI connection. Another requirement to use MAPI is to have Exchange server 2013 or earlier version.

Note: MAPI can be selected only in case Mailboxes option is selected in the Archive dropdown list, since MAPI is not supported by In-Place Archive.

The Use journal archive to build folder structures of mailboxes option will allow the job to update the folder IDs and create the correct folder structure. The job goes trough a mailbox, searches for the email in the archive and updates its folder ID (creates also the folder in the archive if it hasn’t existed yet). Read more about journal processing here.

If you check the Archive email if journal didn’t archive it yet sub-option, the archive job will also archive the email if it was not yet archived using the journal processing. Read more about journal processing here.

Note: At least one mailbox must be set as Process as journal mailbox from its context menu in the Address book, otherwise the Use journal archive to build folder structures of mailboxes and Archive email if journal didn’t archive it yet options won’t appear in the job’s configuration.

Note: The Split attachments option is active (checked) by default. That means that the body of the email and the attachment are stored separately. If the email message containing attachments has been archived by a job, where this option was not checked, our apps (MailApp, officeGATE, contentACCESS Mobile) will show 0 attachments. However, if you open the original email, the attachments are shown.

If this option was checked, but the email was containing embedded email (.msg attachment), this embedded email won’t be displayed between the attachments in our apps.

✓ Database settings:
Select an already configured connection from the dropdown list. Here the metadata will be stored. We have configured for our archived emails the database named “Email Archive DB”, so we set it here. (For further information on how to set database connections please refer to section Databases.)

✓ Scheduling settings:
In this step, the running time(s) of the Email 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 from the dropdown list. For an email archive job, it is recommended to set a Week schedule with repeat, which will start the job at the same time every day. In our use case, we set a scheduler which starts the archive job every day after the business hours (starts at 5 PM CET and ends at midnight). (For more information about how to set schedulers refer to the section Schedules above.)

✓ Storage settings:
Choose an already configured storage from the dropdown list. The processed binaries will be stored here. On the screenshot below we selected our already configured disk type store: “Email Archive store”). (For more information on how to set storages check section Storages above.)

✓ Shortcutting:
In the mailbox, the emails will be replaced by the shortcut that is set in the “Apply to NOT ARCHIVED items” section. You can use any previously configured shortcut type that was configured in section Shortcut configuration above. If the mailbox items have not been archived yet (are archived for the 1st time), check the “Apply to NOT ARCHIVED items” checkbox. It is recommended to use HTML shortcut for emails/attachments that are 1 to 2 years old.

Note: If the items are already archived (e.g. with the “Keep original” method), but they need to be replaced with shortcuts, check the second checkbox and specify a previously configured shortcut type that should be used. It should be mentioned that these 2 processes will always run in 2 stages (even if both processes are configured within one job). By the 1st run of the job the items will be archived, by the 2nd run of the job the (archived) items will be replaced by the selected shortcuts.

If an email has been shortcutted before, but was then restored or recovered, the “Apply to ALREADY ARCHIVED items with keep original shortcutting method” checkbox must be checked if the user wants the email to be processed by the job.

Click on the Change 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: Email archive size filter is limited to 2 GB (gigabytes). Size filter uses the message size aquired from EWS (Exchange web service). This message size can be different from the value displayed in Outlook.

Note: Shortcutting methods can be also combined when configuring an Email Archive job. For more information refer to section “Combining the shortcutting methods”.

Note: The message classes excluded in the Email archive System settings take always priority over the filtering settings defined in the archive job.

Important: In case of custom Exchange solution(s) used for emails, the custom email properties will not be archived! The recommended solution: do not archive these emails and/or use the exclude feature (in Email archive System settings) for these custom message classes.

Use case: archive emails older than 1 year
In this use case, we would like to archive emails older than 1 year and replace them with a shortcut. We are configuring the option “Apply to NOT ARCHIVED items” only.

The mails will be archived and immediately replaced by a shortcut.

Use case: archive immediately, create shortcut later
In this use case, we will configure the archiving job to archive all emails (regardless of age) with the shortcut type Keep original. This will ensure that all emails are archived, but the mailbox is kept intact. Emails older than 3 months will be further processed – after these are archived, they will be converted to HTML shortcuts.

Note: By using a “Journal shortcut” type you can delete the shortcuts completely from the mailbox.

✓ Retention settings:
Choose an already configured retention time from the dropdown list. The archived emails will be stored during this time in the storage, and it will be impossible to delete them from there. It is highly recommended to select a retention time that is required by the law of your country. (For more information about how to set retentions check section Retentions above.)

✓ Address book objects to process:
Here the administrator may select the mailboxes, groups or the entire Exchange server, which will be processed by the archive job. Click on the Documentation340.1select option and check the desired groups or servers in the Mailbox selection window, then click on OK.

Note: If the In-Place Archives option is selected in the Archive dropdown list in Processing settings, this warning will pop up for the Address book objects In this case, only servers, groups and In-Place Archive mailboxes can be selected after clicking on the Select option.

In this use case, we will archive mailbox “”, so we select it from the list:

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Note: It is possible to archive journal mailboxes as well. Just select this option in the Mailbox selection window and in the “Include folders” configuration section set %INBOX%.

  • When a journal message is retrieved in the mailbox, the inner message is retrieved;
  • When a journal message is restored, the whole envelope is restored;
  • When a journal message is previewed (in contentWEB archive), the inner message is displayed;
  • When a journal message is exported to PST, the inner message is exported.
  • Important: If an on-premise Exchange group is used in a job configuration, the job configuration needs to be updated after the group is moved to the cloud, since the group identifier changes and the job is still using the old identifier.
    Steps to take:

    • open job’s configuration page
    • remove the group from the list of Address book objects to process
    • select the group and re-add it to the list
    • save the job configuration

    ✓ Include folders:
    Email archive job is crawling the entire mailbox or recursive folder structures from the mailbox for further processing. Before you enter the folder name(s) to be crawled, it is necessary to select the folder filtering type.

    cACCESS 2.9 doc 210
    If you set Entire mailbox, then the whole mailbox including all folders will be processed. If you set One single folder type, then only one pre-selected folder will be processed (e.g. if you set %INBOX%\Subfolder1, then only Subfolder1 will be processed). If you set Recursive, starting from a single folder filtering type, then all folders starting from the defined folder will be processed (e.g. if you set %INBOX%\Subfolder1, then starting from Subfolder1, every subfolder will be processed in the structure). The same rule applies to the Multiple folders, and to the Multiple recursive, starting from a single folder, too, but in this case we can work with more folders simultaneously (e.g.: %INBOX%, %OUTBOX%\Folder name 5…or…%TASKS%, %CALENDARS%\Folder name 6).

    Important: It is highly recommended to specify the root mailbox folders using wildcards (%). Wildcards ensure that the given mailbox folder (e.g. the “INBOX” folder) will be processed, regardless of the language settings of the mailbox. This is important mainly for companies who archive mailboxes using different languages. Subfolders must be added to a root folder with a backslash (\).

    Since the backslash “\“ is used as path separator, it can’t be used in folder name. If you want to include or exclude a folder which contains backslash in its name, enter it with “_|_” instead of “\“.


    It is important to bear in mind that by selecting “Recursive, starting from a single folder” filtering type under “Include folders” section and leaving the folder path textbox empty, the whole selected mailbox will be archived:
    cACCESS 2.9 doc 211

    In our use case, we select the whole “INBOX” to archive:

    ✓ 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) They may be added manually via the + new option; b) they may be imported in one of the available file formats via the import option.

    Important: Due to different language settings in the user mailboxes, it is highly recommended to specify the root folders using wildcards (%). Subfolders must be added to a root folder with a backslash (\).

    Since the backslash “\“ is used as path separator, it can’t be used in folder name. If you want to include or exclude a folder which contains backslash in its name, enter it with “_|_” instead of “\“.

    cACCESS 2.9 doc 212

    1. Add exclude folders manually:
      Click on + new option. In the Exclude folder dialog’s textbox specify the folder(s) to be excluded. Use the hints that are featured in the same dialog. %INBOX%\TECH-ARROW pattern on the picture below means that “TECH-ARROW” folder on the “INBOX” root folder will be excluded.

      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. Open the Test pattern matching window by clicking on the Test pattern button. Enter the folder path into the Folder path field (this time without the % sign) and click on Test button.The test will be successful if the Pattern was entered correctly into the Exclude folder window.

      cACCESS 2.9 doc 214
    2. Import the list of folders to be excluded:
      The list of folders to be excluded may be imported from 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 the folders.
      Important: Root folders must be specified in wildcards (%) in the import files. Subfolders must be added to a root folder with a backslash (\). 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

      The folders containing 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) name 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 such a structure in the mailbox: INBOX\Important (folder)

      and the “Important (folder)” must be excluded (the special characters are the brackets), then you must specify the folder to be excluded like this: INBOX\Important\(folder\)

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

    ✓ Notification settings.
    Select here, when you will need to get notification emails from the Email archive job. It is possible to set here if you need such a notification email always/never, or you need it only in case that an error/warning occurred during the archiving process − for example, if the archiving of one or more items failed, then you may get a notification email about this error. Into the Recipient list textbox insert the email address(es) of the person(s), who will get such notifications. Notifications should be used if the administrator does not use the System logs feature.

    ✓ Resource settings.
    Set the value, which will determine how many items will be processed simultaneously by the email archive job. The recommended value is “2”.

    ✓ Save your changes!

    Combining the shortcutting methods in an Email archive job
    What are the advantages of combining the shortcutting methods for the user?
    Companies use the “Keep original” archiving method on a daily basis. This archiving method ensures that the emails and their attachments are ready at hand during the time when they are still in use. After certain time period (usually after 6 months), it is pointless to keep these emails in the mailbox(es), as they take up too much space. However, these emails must be still easily accessible at any time. For this reason, it is recommended to replace them with shortcuts, which save space in the mailboxes and guarantee easy access to the older mailbox items. By combining the shortcut methods the end user will easily achieve the desired result.

    This use case will demonstrate how to configure an Email Archiving job, which will archive the items older than 10 days, while keeping them in the original file location. The job will also replace these items with shortcuts after 6 months. The job combines the “Keep original” archiving method with the shortcutting after the item reaches a certain age (6 months in this use case). The size of the items to be archived and shortcutted can be set as well.

    Note: If two archive processes are combined (as in this use case), then the archive process will run in two stages, too. By the first job running the emails will be archived while keeping the original, by the 2nd job running these items will be replaced by shortcuts.

    The following steps should be executed to set up an email archive job using the advantages of this method:

    ✓ Set up a new Email Archiving job and open its configuration page.
    ✓ Set all required sections on the job’s configuration page.
    On the configuration page of the Email Archiving job navigate to the “Shortcutting” section and check the “Apply to NOT ARCHIVED items” checkbox.

    ✓ Set the “Keep original” archive method for items that are older than 10 days. Choose the “Keep original” option from the dropdown menu and set that all items older than 10 days will be archived.

    ✓ Apply the shortcutting to the items archived with the “Keep original” method, which are older than 6 months and larger than 100 kB. Choose HTML shortcut type, which will be used by the job.
    Check the “Apply to ALREADY ARCHIVED items with keep original shortcutting method” checkbox. Choose the already configured “HTML” shortcut from the dropdown list. Set the sent date to 6 months and the size to “larger than 100 kB”.


    USE CASE: How to set up the shortcutting if all items should be archived and items under 100 kB should be kept in the original location, while items over 100 kB should be replaced by shortcuts? In this use case set the size filter in the 2nd!!!! row only (refer to screenshot above) to >100 kB and do not set a size filter in the 1st row.

    ✓ Save your settings and wait until the job starts to run according to the configured scheduler.

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