contentACCESS documentation – version 6.2

  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
    2. Update of contentACCESS
      1. Managing the index reset or migration
  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
    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 System settings
    3. Site connections in the SharePoint archive
    4. SharePoint archive Provisioning settings
      1. SharePoint provisioning job description
    5. Shortcut configuration in SharePoint
    6. SharePoint archive Address book
    7. SharePoint Archive job configuration
      1. SharePoint archive job description
    8. SharePoint archive retention changer job configuration
    9. SharePoint recovery job configuration
      1. SharePoint recovery job description
    10. Configuration of Delete job in SharePoint archive
      1. SharePoint delete job description
    11. SharePoint Publishing job
      1. SharePoint publishing job description
    12. 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. Shortcut configuration in Teams archive
    5. Teams archive Address book
      1. Removing objects from Teams archive Address book
    6. Teams archive Licensing
    7. 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 Teams chat archive retention changer job
      6. Configuration of Delete job in Teams archive
        1. Teams archive delete job description
      7. Configuration of Delete job in Teams chat archive
  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. Prerequisites for O365 archiving
    15. PowerShell scripts for setting up Email archive
    16. How to reconfigure your email archive to use modern authentication for PowerShell
    17. Solution for Outlook security patches
    18. Solution for Outlook security patches through GPO
    19. Solution for indexing PDF files
    20. O365 SuperUser mailbox configuration
    21. Microsoft 365 journaling
    22. Organizational forms
    23. Multifactor authentication
    24. Region setting
    25. contentACCESS Mail app installation issue
    26. Azure app registration for O365 archiving
      1. How to request access to Microsoft Protected API
  26. Troubleshooting

3.1.4.contentACCESS Central Administration user interface

After you have successfully logged in, the Central administration of contentACCESS page will load. The ribbon is divided into 7 main tabs: System, File archive, Email Archive, SharePoint Archive, GDPR, Teams archive and Custom plugins. Each tab is divided into several groups, which also contain several buttons.

4-2pic1-central-admin
General system settings (application settings, security settings, system database settings, external accessibility, license activation, clusters, statistics, setting up new databases etc. ) are accessible under System tab (marked with red frame on the screenshot above). Configurations of File Archive, Email Archive, SharePoint Archive, GDPR, Teams archive and Custom plugins can be adjusted on the File Archive, Email Archive, SharePoint Archive, GDPR, Teams archive and Custom plugins tabs on the ribbon.

You can switch between the tenants in the right upper menu of the Central Administration user interface.

In the user menu you can see the signed in user, the detailed information about the signed in user (About me), or you can change the already logged in user. Also here you can sign out from the Central Administration and log in to the contentACCESS Portal archive interface.

Click on the “?” question mark to roll down the help menu. Under About menu point you will find the information about the contentACCESS version that you have installed, here you can check the system uptime, and it also contains a link pointing to the company’s website. Under Documentation menu point you can access all documentations related to contentACCESS software. Under Check for update menu point provides the chance to the user (who has the manage system permission) to check the latest available contentACCESS version.

Check for update
This function provides the opportunity to check the latest available contentACCESS version through the licensing system and notify the people who have the manage system permission about the updates. The Update status window can be displayed in 3 different ways:

      1. Up to date – in this case, the pop-up shows the Current version (example: 5.4.7) and the Update status: You are up to date
      2. Update is available – if a new update is available, the Update status will notify the user about the latest version and provides a link to the release notes. Here the user can read more about the new features in the latest version. Also, if the new version is available, the Get an update quote button will be shown in the pop-up.

      When the user clicks on the button, a contact form will appear, pre-filled with the currently logged-in user’s name, email address, and a predefined message body for update quote with details about the current contentACCESS version. This pop-up contains the same ‘I accept sending detailed system information’ checkbox as the Report issue pop-up. If it’s enabled, the JSON file about the client settings will be sent as well.

        3. Update verification is not available – if this error message is displayed (see below on the screenshot), it means that the license server is not available, and we can’t send an update notification to the user. In this case, the user can visit the release history webpage to get information about the latest versions.
Note:The update notification is displayed for the following users only: System Administrator, Configuration Administrator, Junior Configuration Administrator. If a new version is published on the license server, and one of these users is logged in, then a blue notification ribbon will appear on the top of the page. The user can get More information about the latest version (able to read the release notes and send the Get an update quote request) or Dismiss the notification (won’t update the version).

Important:The notifications will be displayed only for those users, whose license has not yet reached the maintenance expiration date (max. allowed software version). Example: if the maintenance expiration date is 2022-07-21, then the user won’t get a notification about the versions published after 2022-07-21.

Note: In the About me menu under the Security information in the Role name column you can see the role assignment(s) of the signed in user. The Flags show whether the rights were given by provisioning job (flag name is Automatic) or manually (flag name is Manual).

In contentACCESS, the back/forward button is also supported:

4-2pic3-central-admin

Any changes made in the Central Administration must be saved via the “Save” button, which is accessible in the left upper corner of the ribbon.

4-2pic4-central-admin
If the user has any unsaved settings, the system will warn him about it:

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When you open contentACCESS Central Administration for the very first time, you need to create a tenant first (check section Tenants in contentACCESS). Further you need to adjust the system settings (refer to section General system configurations).

On the bottom of the page (and on every other page), there is a Help & support menu. When the user clicks on this button, a menu is opened with the following 3 options:

    1. Open online help – opens contentACCESS support site for the current configuration page(example: Open online help for Retentions)
    2. Report an issue – a report pop-up form will appear where the user can fill out some information and send the report (more information below)
    3. Get informed – opens the newsletter sign-up pop-up (more information below)

The menu is closed automatically when the user clicks away from the menu.

✓ Report an issue
This feature provides an option for the administrator to report an issue directly from Central Administration. The pop-up form contains the following parts:

  • Username – it is automatically pre-filled with the current (logged in) user’s name (the administrator)
  • Email address – it’s automatically pre-filled (if the user has an assigned email address) with the current user’s email address, or can be added manually
  • Message – the user can write the details of the issue
  • ‘I accept sending detailed system information’ checkbox – if it’s enabled, a JSON file is sent with the report about the whole configuration -> easier to check the client settings via PowerShell
  • Send/Cancel – the ticket will be automatically sent to the Zammad system, or the user can close the pop-up form without sending the report

If the logged-in user is the system administrator and the notification settings are not configured, a pop-up window appears with the following message: Notifications not configured! Please configure email sending.” In this case, click on the “Configure” button, and it will automatically redirect the user to the Notification settings page. Read more about the Notification settings here.

If the logged-in user is the tenant administrator, then a different kind of message will appear (“Notifications are not configured! Please contact your system administrator.”) without the Configure button. In this case, the tenant administrator does not have access to the notifications and needs to contact the user with permissions.

✓ Get informed
This feature allows the administrator to sign up for our newsletter to get more information/updates about the product(s). The pop-up window contains the following sections:

  • Information string – “Sign up to our newsletter to get notified about the latest news and updates.”
  • ‘Sign up now’ button – will redirect to the newsletter sign up page
  • QR Code – works the same as the ‘Sign up now’ button: redirects to the webpage
  • Close (button)

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