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

2.contentACCESS setup package

The installation package makes the contentACCESS installation process very transparent and intuitive. This section leads you through the dialogs of the installation wizard and describes the step-by-step installation of the product. To run the contentACCESS setup self-extracting package, the following is required:

  • .NET Framework 4.8
  • Ability to run the setup as an administrator

What is included in the contentACCESS setup package?

  • Under section Documentation the contentACCESS manual and the Best practices to the software can be found, and it also contains a link to the contentACCESS website.
  • Under Planning the links to hardware and software requirements can be found, and the user may download the contentACCESS Analysis Tool right from here. The tool is used to measure the performance of file shares to be archived and also the speed of the desired target store. It is also used to analyze the files that will be archived and can help to set up the correct file archiving strategy.
  • Under Tools you can find the Legacy MAM retrieve server setup, the Outlook forms used to transparently open the archived email messages directly from Outlook, and from here you can also download TECH-ARROW’s WinShortcutter. WinShortcutter is a collection of small and useful utilities that are primarily focused on people working in a Windows-dominant office environment with weak MAC support. It is primarily used to open MS Windows shortcuts (.LNK).
  • Under Products you can read a short description about other software solutions of TECH-ARROW: contentGATE, streamGATE, officeGATE.
  • The installation process of the contentACCESS server and its components can be started on the Installation page of the setup. The following components can be installed using the Installation page of the wizard:
    • the contentACCESS server
    • contentACCESS Central Administration – the contentACCESS configuration interface available for system administrators and tenant administrators
    • contentACCESS Portal – the archive user interface also for the end users
    • Preview service – allows the user to open the files’ preview in the Portal (in addition to being able to download them)
    • Central login page – used to log in to the respective application with forms providers or third-party authentication providers
    • contentACCESS Web services (Proxy) – to ensure secure (HTTPS) connection between the user and the contentACCESS server
    • Virtual drive – a drive that’s used to display the contents of the File system archive; the drive is also mandatory to retrieve the archived files from shortcuts
    • Search service (legacy) – allows the user to search in selected entities/folders using Elasticsearch 5.x. This component is included in the package only in case of an update from a previous (<6.0) contentACCESS version
    • Search service (V2) – allows the user to search in selected entities/folders using Elasticsearch 8.x
    • SMTP server – a server used to process emails

Why are there two Search services?
Previously, the Search service (legacy) used Elasticsearch 5.x. But this version of Elasticsearch is outdated and no longer supported by the developer, and newer bugfixes are not integrated into this version. That’s why we switched to Elasticsearch 8.x, which, on the other hand, cannot read Elasticsearch 5.x indexes (they need to be migrated to be able to search in them), and we needed to implement a new Search service (V2). Regardless, the search still works in legacy mode (with Elasticsearch 5.x), and the users can use it, but it won’t be supported or developed, and from our side, the new search functions won’t be added to it (only to the V2 mode). For users, the search is the same. The changes are only in the background (backend).
The number of search services in the package will differ depending on the installation type:

  • First install or update from version >6.x – the setup contains only the Search service (V2) component. For new users, the search in the V2 mode (with Elasticssearch 8.x) option is allowed only. After the installation, the new Elasticsearch runs as GATE.contentACCESS.Elasticsearch in the Service, and the “V2” is added to the Search service.
  • Update from version <6.x – the setup contains both Search services (legacy and V2), and both can be installed. The user can decide whether to search in legacy mode or switch to V2 mode. If he decides to use the new mode, then the indexes from Elasticsearch 5.x need to be migrated into the new mode. The migration is performed by our customer service.

contentACCESS components’ prerequisites are the following:

  • For Central administration: Internet Information Services (IIS), .NET 4.8
  • For contentACCESS Portal: IIS, MS Outlook 2010/2013 (64 bit version) or later, .NET 4.8
  • For contentACCESS Proxy: IIS, .NET 4.8
  • For Central login page: IIS, .NET 4.8
  • For the contentACCESS Server: .NET 4.8, SharePoint Server Client components SDK (for SharePoint processing); MS Outlook 2010/2013 (64 bit version) or later (for email processing)

These prerequisites (except for MS Outlook) are installed by the setup package automatically. If any problems occur during the automatic installation, the prerequisites must be installed manually.
SharePoint Client components and the MS SQL server can be installed using the respective application file from the contentACCESS installation package library:

  • SharePoint client components:
    C:TECH-ARROWcontentACCESS_PackageSetupsSharePointClient
  • SQL Server 2012 Express:
    C:TECH-ARROWcontentACCESS_PackageSetupsSQL

If the Internet Information Services (IIS) haven’t been installed automatically, the IIS features must be turned on in the Windows features. Open the Server manager => click the Roles node => click Add roles => select Web server (IIS) in the Select server roles window and turn on the features based on the table below:

Management tools IIS Management console
Application development features .NET Extensibility 4.8
ASP .NET 4.8
ISAPI filters
ISAPI extensions
HTTP common features Default document
HTTP errors
Static content
Performance features Static content compression
Security Basic authentication
Windows authentication

Do not forget to check the following features in Add roles and features:

.Net Framework 4.8 Features .NET Framework 4.8
ASP .NET 4.8
WCF Services HTTP Activation
TCP Port Sharing

The contentACCESS components can be installed

  • on one single machine,
  • in a cluster system – when more servers are installed on different machines, and they are all joined with one configuration database
  • in a distributed environment – when there is one contentACCESS server installed on one machine and the components are distributed (installed) on different machines
  • These components are described further in chapter contentACCESS components. contentACCESS installation will be described first.

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