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

12.3.Email archive System settings

General Email archive system settings are available on the System settings page. To configure these settings, navigate to Email Archive ⇒ Settings ⇒ System settings on the ribbon:

a) Database settings:
Select the Email archive database, that you have previously configured on Email Archive ⇒ Settings ⇒ Databases page (in our case it is database “Email Archive DB”), from the dropdown list. This selected database will be used by the provisioning job. The provisioning job will store here the metadata during the synchronization process.

b) EWS settings:
Under Exchange server type and Exchange server interface version select the type and version of the server, where your email provider is running.

In case of the user having/using a German cloud (dedicated and isolated Microsoft Azure version for Germany), Germany must be selected in the Region dropdown list.

In case that the predefined settings for O365 and PowerShell don’t match your expectation and/or needs, it is possible to select the Custom option from the Region dropdown list and specify your own values.

Enter the EWS URL. Choose whether you want to Use impersonation or not. By default, this checkbox is turned off. If it is turned on, the Email archive will use Impersonation instead of delegation (more information in this section).

Impersonation allows the superuser account to impersonate any other user’s account and access their mailboxes.

Note: Only accounts with the ApplicationImpersonation role can use impersonation. For more information about how to configure impersonation for your account, please check this page.

If the O365 user has “desktopless” license, his account can’t be used for impersonation. The problem is that EWS access is disabled for such user (he is unable to connect to EWS).

Select one EWS authentication mode from the dropdown list. There are 2 options: Basic and Modern. Basic authentication method was used by default in previous versions and it wasn’t possible to select another authentication type. Modern authentication is more secure and complex and requires the app (Email archive in this case) to be registered on Azure portal. How to register it and gain the necessary IDs and client secret is described in this section. The app can be registered by using this PowerShell script too.

Specify the PowerShell URL and select the PowerShell authentication type. PowerShell can use Basic and Modern authentication type, too.

The EWS and PowerShell data must be requested from the email provider you are using (the configuration properties are the same for On-premise and Hosted Exchange).

Note: If On-premise is selected under Exchange server type, the Email archive Provisioning job will create contentWEB users with Windows login provider. If Exchange Online is selected, the Email archive Provisioning job will create contentWEB users with Office 365 login provider. If Hosted Exchange is selected, the Email archive Provisioning job will create contentWEB users with Microsoft Exchange login provider.

Under Max. connection count option, the user may define how many parallel connections will be maintained by the system when connecting to PowerShell.

If you do not have a valid certificate, you can check the Ignore SSL errors checkbox.

Keep connection alive: If it is turned on, then the connection between contentACCESS and the Exchange server is cached, which increases the performance. If the Exchange is load balanced, some requests can land on another Exchange and therefore cause errors in contentACCESS. In these cases, unchecking the keep alive option will destroy the connection after each request and will rebuild it on the next request.

  • If you are communicating with one Exchange server: turn it on to increase the performance
  • If you have a load balanced Exchange environment and there are communication problems with the Exchange: it is recommended to turn it off

Further enter the applicable User name and Password to connect to the Exchange (use explicit credentials or log in under service-credentials).
We recommend to run a test connection via Test button.

Important!!! The user set under Exchange connections must have a full access to the mailbox(es) that he/she would like to archive (in case of not using Impersonation). Provisioning job requires to have “View-Only Organization Management” right on the Exchange. If Mail app will be also used, then roles Org Custom Apps, Org Marketplace Apps and User Options must be assigned for the EWS user in the EWS settings. These roles enable an administrator to install and manage custom apps for the organization (read more about the roles here).

In case of the user having cloud environment, it is possible to set Office 365 “SuperUser” under Exchange connections. To learn what to configure for the “SuperUser” mailbox, please check this section of our documentation.

Note: In case the user who has MFA enabled is also Admin for email archiving, the user must use the app password instead of the regular password in the Email archive -> System settings -> EWS settings.

c) Hybrid Exchange settings:
In order to support Hybrid exchange environment, please check this checkbox and configure the settings. In that case, contentACCESS will connect to both On-premise and Office 365, which are configured separately.

Note: For Office 365 alone, this option is not visible. On-premise Exchange and Hosted Exchange will show this option and it will be possible to set up Hybrid Exchange.

d) General settings:
Use forest wide queries: This option allows to list the users and groups in other child domains. The option is available by On-premise Exchange server type only.
Many big companies are separating the users from resources into multiple child domains. Without that option, the email provisioning will search only the current domain (where the MS Exchange is installed), but not the others. Using this option, the searching will be extended to look into other domains too. This option has some impact on the provisioning performance.

Allow to re-link mailboxes: By default this option is turned off. If this option is turned on, the provisioning job will be able to detect that a mailbox was deleted and replaced by a new one. The new mailbox (even if the mailboxGUID is changed) will be linked to the deleted (old) entry. If this option is turned off, the provisioning job will not attempt to re-link the mailbox, however, the mailbox will be marked with a warning flag in the Address book.
Default restore method: The administrator may decide the default restore method here. The data can be restored either into the existing shortcut (in-place restore), or a new item can be created. The default setting is used by the Email archive restore and Shortcut synchronization jobs.

Allow to archive public folders: The default contentACCESS behavior is not to archive the public folders; if you want to archive them, this option must be selected, otherwise they will be ignored. If public folder archiving is turned on and later off, the existing archived public folder mailbox is not removed (nor disabled). It will be simply not archived further, but the existing data remain in the archive.

Public folder access: When connecting using the Exchange Web Services, a mailbox (any mailbox) must be opened. This mailbox is defined here. It is recommended to use the superuser mailbox. If this value is changed, it is necessary to run the email provisioning job.

Retention reference date: If Sent date is set here, then the option Reference date when creating a new retention will use the Sent date value.

Allow to archive one-off emails: One-off items are emails with special message class and custom code (for example a contentACCESS shortcut) that is disconnected from the custom form (i.e. the message class is reverted, and the custom code is included in the mail).

By default, the option to archive such emails is unchecked, because these are not correct emails. These emails were reported as errors in the System logs before, now they are reported as information.

By checking this option, the system will archive these emails (may be necessary in journal archiving). The one-offed emails will be archived “as-is” – with no warranty that it will be possible to open them in Outlook.

e) Message class handling:
Enables to exclude certain message classes from the email archiving process on the level of the tenant. This feature can be quite useful for companies that have a policy stating that certain message classes, e.g. Contacts, Tasks etc. mustn’t be archived. Here you can also exclude custom message classes. E.g. if your company already has a third party archive, then you can exclude these already archived emails from the re-archiving process. Wildcards are also supported in the exclude message class list. Supported formats are: contains: *Test*; EndsWith: *Test; StartsWith: IPM*.

Shortcutting of non email items (appointment, task, post, contact) is also allowed. The message class of these items won’t be changed by the job, only the body and attachments will be. The shortcut type is taken from job settings. If you wish to process these items, select Create shortcut from the dropdown list, if not, select Do not create shortcut.

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.


Important: It is important to bear in mind that the message class settings performed within Email Archive ⇒ Settings ⇒ System settings under section Exclude message classes will always take priority over the message class filtering configurations of an archiving job.

The Allow converting to shortcut checkbox for Rights protected messages enables the administrator to allow this kind of emails to be shortcutted on a tenant level – this option is disabled/unchecked by default. You can read more about the archiving of rights protected messages in this section.

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