contentACCESS documentation-version 6.0

  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
      1. contentACCESS prerequisites
  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. contentACCESS Portal
      11. Preview service
      12. Central login
      13. Virtual drive
      14. Search service
      15. Search service (V2)
      16. SMTP server
      17. Overview
      18. Installation
      19. 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. contentACCESS Portal
      1. Logging in to contentACCESS Portal
      2. contentACCESS Portal 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. Amazon S3
      2. Google drive storage
      3. Datengut storage
      4. Azure storage
      5. Disk storage
      6. HybridStore
      7. Perceptive storage
      8. Kendox storage
    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 contentACCESS Portal
      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 contentACCESS Portal 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 contentACCESS Portal archive
      3. User permissions to public folders
      4. Public Folder archiving in mixed Exchange environments
    27. Access to private emails and archiving them
    28. 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 contentACCESS Portal archive
  14. OneDrive archive
    1. OneDrive Archive job configuration
    2. OneDrive archive Jobs
  15. 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
  16. 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
      3. Teams recovery job
        1. Teams recovery job description
      4. Configuration of Teams archive retention changer job
      5. Configuration of Delete job in Teams archive
        1. Teams archive delete job description
  17. 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
  18. 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
  19. officeGATE
  20. contentACCESS Mobile
  21. Virtual drive configurations
  22. Teams application
  23. Application settings
  24. Terms of use
  25. 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
  26. Troubleshooting

16.6.5.Configuration of Delete job in Teams archive

This job type deletes the team(s) messages and files with expired retention time from the archive.

Go to Jobs -> click on +new -> select Delete from Teams archive.

On the job’s configuration page go through the following sections:

✓ Running mode settings (mandatory)
The job can be run in 3 modes:

1) Immediate processing -> collects the expired items and deletes them.

2) Create report -> collects the expired items and provides a csv file with a list of documents. The administrator can delete documents/messages from the list.

3) Apply report -> a csv file with a list of items to be deleted must be uploaded. The administrator can delete documents and messages from the list before running the job (only items which are in the list will be processed). The job reads the list and if the documents/messages are expired, deletes them.

✓ Scheduling settings (mandatory)
In this section the running times of the delete job must be selected. It is possible either to select a scheduler from the list or to create a new scheduler via the “Create new …” option.

✓ Processing settings
In this section, you may check the Delete even if not marked for delete checkbox. If you do so, the Delete job will delete the expired item without them needing to be marked for delete.

✓ Address book objects to process (mandatory)
In this section, the user must select the team(s) which will be processed. There are two available options for how the list of the team(s) may be specified:

a) Process All teams – in this case, the job will delete the items from all previously provisioned and archived teams.

b) Process Selected teams – in this case, the teams may be added via select option, and they must be added manually one-by-one. Click on select to open the Team selection dialog.


✓ Processing and filtering settings (mandatory and optional)
The user can select what will be processed during the delete job in this section. First, select what to process: all data or selected data. In the case of all data option, the delete job will process all channels’ messages, files, and non-channel related SharePoint data.

When the user select the selected data option, the Filter team data settings appear. Here are the following options can be selected and defined:

  • Process all channels (or filter them out) – the user can decide whether all channels’ items will be deleted or just the items defined by the filtering settings. The channels can be filtered out by the name or the type (IsPrivate=Yes/No)
    Note: The default channel in Teams is General, which is created automatically with the team. This channel will be displayed in the background as „General“ even if the users set/use different languages for the Teams client. Because of this, when the user wants to filter out the default channel by the channel name, it needs to be added in English (the other channels can be filtered out with the supported languages), otherwise, the job won’t process this channel.

  • Process messages where filter is [not set] – only the messages (all or filtered out) will be deleted from the archive if this checkbox is selected. If the user does not add filters to the job, then all messages will be processed from the defined channels. It is also possible to decide which messages will be processed and skipped by clicking on the Change filter button (or on the not set). In this case, the Filtering settings window appears, and the user can set the filters for the delete job.
  • Process files where filter is [not set] – only the files (all or filtered out) will be deleted from the archive if this checkbox is selected. If the user does not add filters to the job, then all files will be processed from the defined channels. It is also possible to decide which items will be processed and skipped by clicking on the Change filter button (or on the not set). In this case, the Filtering settings window appears, and the user can set the filters for the delete job.
  • Process non-channel related SharePoint data – SharePoint is deeply integrated into Teams. Files that are stored in Teams are in Sharepoint sites, and these sites can be used by Teams for file storage (these are called Teams-connected sites). These sites are created automatically whenever a user creates a team. The files stored in both Teams and SharePoint sites can be processed by the Process files option, but those items which are available only on the SharePoint sites (lists, tasks, calendar items, contacts, manually created document/picture libraries) are skipped with that option. To be able to delete those items, the Process non-channel related SharePoint data option needs to be selected. This option allows the user to process/skip the custom SharePoint lists/document libraries. For more information about the Teams and SharePoint integration, read this article.

    Important: The Process non-channel related SharePoint data function does not work by itself. The Process files option is also needed to be selected, otherwise, the job will run without doing anything. But the files can be easily filtered out (example: AND archive date has value=No/ NOT storage equals CA_ret), so only the SharePoint data will be processed.
  • Important: Setting the filters is optional, but it is mandatory to select the items to process. if one or all of these options is not selected, the job runs without doing anything.

    To set the filtering settings, click on the Change filter or not set 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.

    ✓ Notification settings (mandatory)
    Select here, when you will need to get notification emails from the Delete 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 process − for example, if the deleting 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 to whom you would like to send these emails – if there are multiple recipients, the addresses must be separated by “,” or “;”.

    Resource settings (mandatory)
    Set the value, which will determine how many items will be processed simultaneously by the Delete job. The recommended value is 2, as in our case.

    In the end, never forget to save your job configurations: click on Save in the left upper corner of UI.

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