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

16.1.Email management job configuration

This plugin was developed for scanning mailboxes and processing & archiving the email messages and its contents into a specific storage.

After you have successfully created a new job for Email management plugin (for more information how to create a new job please refer to section Creating new jobs in contentACCESS), you can start to configure it. Navigate to the Custom plugins ⇒ General ⇒ click on Jobs button and choose the job from the list. Click on ellipsis (…) and choose Configure option from the context menu as on Screenshot A (or double click on it in the grid). It is also possible to open the job for further configuration with a double click on the corresponding job icon in the Jobs ribbon group (Screenshot B).


                                            Screenshot A                                                                                                                 Screenshot B

The job’s configuration page will open. The following sections must be configured here:

✓ EWS Settings
As first step it is necessary to select the previously configured Exchange connection from the dropdown list. Using these connection settings, the user will be allowed to operate over the mailboxes (check section Mailbox settings below). For further information on how to perform EWS (Exchange Web Services) settings please refer to section Exchange connections.


Note: The user set in the “Exchange connections” must have full access permission to all mailboxes.

✓ Database settings:
Select a connection, where the metadata will be stored, from the dropdown list. (For further information on how to set database connectors please refer to section How to create/configure databases — All databases.)

✓ Scheduling settings:
In this step the running times of the Email management plugin instance 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 more information about how to set schedulers refer to the section Schedules above.)

✓ Include folders:
Email management plugin is crawling in one single or in multiple mailbox folders and also in recursive folder structures. Before you enter the folders to be crawled, it is necessary to select the folder filtering type.

If you set One single folder type, then only one predefined 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 this folder will be processed (e.g. if you set %INBOX%\Subfolder1, then starting from Subfolder1, every subfolders will be processed in the structure).

The same rule applies to the Multiple folders and to Multiple recursive, starting from a single folder types, 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).

Note: It is possible to either select an item type from the dropdown list or to enter the item type to the textbox manually. If crawling more item types/folders always put item types between percent signs and also separate them with a comma.


✓ Storage settings:
Choose an already configured storage from the dropdown list. The processed emails will be stored here. (For more information how to set storages check section Storages above.)

✓ Item filtering:
This configuration allows you to filter among your mailbox-items by 3 types of criteria: by age, size or message class. It is also possible to use more filters simultaneously. To activate any of these filters, check the corresponding checkbox first, then click on the button to open the filter dialog:


  • Age filter:
    If you select an option from the “Select filtration type” list and check the Use Dates checkbox and specify a date, then the age filter will filter out all items, which have the sent date younger/older than this specific date. It is also possible to specify certain time interval with the Use Dates function. In this case the items falling under this sent date interval will be filtered out. This age filtering type should be used if you would like to process emails with a specific sent date.

Examples of using dates:

Documentation301 Documentation302

Examples of filtering using days/months/years: If the Use dates checkbox is not selected, then the date selection option becomes inactive. In this case it is allowed to filter between items that are Younger/Older than a certain number of days/month/years. Enter the number into the checkbox next to the Days/Months/Years radio button (screenshot A). It is also allowed to filter items which belong to a certain period of time, e.g. between items from months 1 to 3 (screenshot B). This age filtering type should be used if you would like to process items, which are older/younger than a certain number of days/months/years (e.g. items older than 1 year). If the Age filter has been set, click OK.

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Screenshot A: processing items younger than 90 days.                                                             Screenshot B: processing items in age 1-3 months.

  • Size filter:
    This filter can be very useful, because it allows to find the biggest emails for further processing. If these large emails (and large attachments) are permanently processed, the Exchange server will be relieved from redundant megabytes that cause its slowness in many cases.
    For filtering emails according to this criteria, activate Size filter button by checking the checkbox next to it, then click on the active button.
    In the Size filter dialog choose from the filtering types (Bigger then, Smaller then, or Between values), enter the size (in kilobytes) and click OK.
  • Message class filter:
    This filter was improved to select certain message classes to be processed. Using this filter, the user will be allowed to filter out different document types, such as mails, documents, contacts etc. For filtering emails according to this criteria, activate Message class filter button by checking the checkbox next to it, then click on the active button.
    In the Message class filter dialog it is possible to choose if the filter will be applied for all message classes (choose radio button Apply for all message classes) or only for some selected classes (Apply for selected message classes). It is also allowed to add Custom message classes to the list of the already existing ones. After all necessary custom classes have been checked, click on OK.


After all settings have been done, a summary of filtering settings will be displayed under section Item filtering as it is shown on the screenshot below:

✓ Processing settings:
The user can choose from 3 main ways of storing emails and attachments. It is possible either to archive the entire email message (in .msg format) with the attachment together (Simple archive), or just the attachment (Archive attachment). It is also possible to archive the entire email and copy it to the Public folder (Archive and copy to Public folder). This function helps to share the document with other users. Everyone with a user account and password on the Exchange server can access the Public Folder.

Insert Public Folder data into the below displayed textboxes to establish the connection between the Public Folder and the archive management system:

Custom categories to process function enables to restrict searching in the mailbox to the categories that are selected here. E. g. if Red Category is set, this means that only emails labeled with Red Category will be processed.

Split attachments:
by checking this checkbox, the email message in .msg format and the corresponding attachments will be stored separately from each other. Both will be stored in the selected storage, but separately from each other. This helps to save storage space. Let’s assume that emails of more users (for example 5 users) will be stored in the same storage. Split attachments function will recognize duplicate attachments and they will be stored only once (not 5x). However, email bodies will be stored 5 times, as emails in different mailboxes have different metadata.

Note: By splitting the attachments, it is possible to spare more storage space for the company documents. It is obligatory that the selected storage supports single instancing.

Create tag view:
contentWEB and officeGATE are both associated with contentACCESS. Thus emails and attachments processed in contentACCESS can be easily found in contentWEB and officeGATE, too. By creating tag view, the items falling under more custom categories will be gathered together under a main folder, which is set here in the Create tag view textbox. This main folder will be displayed under this “tag view root name” both in contentWEB and officeGATE systems. Subfolders under this main folder will gather together all items falling under a certain custom category.

✓ Mailbox settings:
A new mailbox that needs to be processed can be added here. Click on + new and fill in the Name and Email into the popup window. Also check Is Active checkbox, otherwise the added mailbox will not be crawled (crawling of the mailbox will be in sleeping mode). Click on OK:

contentACCESS allows you to crawl more mailboxes at the same time. To select mailboxes to be crawled, navigate to Documentation340.1select option and enter mailboxes into the Mailbox selection dialog box. With checking the checkbox next to Name you can select/deselect all mailboxes for further processing:

Under Mailbox settings you can also edit/delete or manage access to the selected mailbox(es). Click with left mouse on the … (ellipsis) and choose an option from the dropdown list.

It is also possible to grant access to this mailbox for other users of contentWEB, officeGATE, or those who log in the mailbox through an online web application from mobile devices. By granting access to these users, they will have an access to the archived messages of the selected mailbox(es). Click on Manage access to mailbox in the context menu. Then click on + new and fill the Create new role association dialogue box.

There are multiple options how to grant access to a mailbox for a user in the Create new role association window. You can Create new user, you can Search for existing worker from the company or you can also Send an invitation to somebody who is not a contentACCESS user yet.

In any case, the “Standard user” role type must be selected from the dropdown list (a standard user has only the right to check the mailbox). On the below displayed screenshot we give access rights to the mailbox for an already existing contentACCESS user.

✓ Resource settings:
Under resource settings you can define the number of items that will be simultaneously crawled. It is not recommended to set here a value higher than the duplex number of cores of the processor, as it may extremely slow down the whole processing.

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

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