contentACCESS documentation – version 6.3

  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 Microsoft 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 archive recovery
        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 Microsoft 365 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. Microsoft 365 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 Microsoft 365 archiving
      1. Grant permissions for Email archive
      2. Grant permissions for the SharePoint archive
      3. Grant permissions for Teams archive
      4. How to request access to Microsoft Protected API
  26. Troubleshooting

10.Filtering in jobs

This configuration enables the user to filter among items by several conditions:

Important: Please note that some filters only appear for particular jobs. For example, Is active, Retention category, Storage (etc.) are displayed for jobs operating with already archived data – like Retention changer job, Recovery, and Delete job.

File archive jobs conditions:

  • All text – file name and content of the file
  • Archivation date – the archivation date of the file
  • Creation date – the creation date of the file
  • Extension – important to specify also with the dot, like: .jpg, .png, .pdf
  • File name
  • Is active (Yes/No) – the status of the item in the Portal
  • Modification date – the modification date of the file
  • Path – folder path of the parent folder, where the item is located
  • Retention category – retention of the archived items
  • Size – the size of the item

Email archive jobs conditions (also Shortcut repair and PST import):

  • All text = Body, Recipients, Sender, Subject, Attachment filenames and Attachment content
  • Bcc
  • Body
  • Category
  • Cc
  • End date – the end date of the calendar items or tasks
  • Folder path – folder path of the parent folder, where the item is located
  • Has attachment
  • Importance
  • Is active (Yes/No) – the status of the item in the Portal
  • Is from In-Place Archive (this option is present only if there is at least one In-Place Archive in the Address book)
  • Is recurring
  • Message class
  • Modification date
  • Received date
  • Recipients
  • Sender
  • Sensitivity
  • Sent date
  • Size – the size of the item
  • Start date – the start date of the meetings, tasks, and other calendar items
  • Subject
  • Task completed – whether the task is completed or not (Yes/No)
  • Task completed date
  • Task due date
  • To
  • Transport headers – filters out the technical details of an email that shows the sender and recipient details, the path of the email, return address, authentication status, and much more. For more information about the email headers, please read this article.
Note:The transport headers are a list of strings, each string is a combination of the header name and the header value. For example:
From: “noreply@tech-arrow.com”
To: Cloud Notifications
Subject: There are hanging jobs on edgewavearchive.com
Thread-Topic: There are hanging jobs on edgewavearchive.com
Thread-Index: AQHYdyQw9lGzL0Gry0KmJoBrOMQTOA==
Date: Fri, 3 Jun 2022 08:30:32 +0000
Message-ID:

Accept-Language: en-US
Content-Language: en-US
X-MS-Has-Attach:
MIME-Version: 1.0

The filter returns each header as one entry. For example, Thread-Topic: There are hanging jobs on edgewavearchive.com – you can use this value to filter = the header starts with “Thread-Topic:” AND contains “hanging”. You need to use the operator “Any” for the filtering.

Important: If the Is from In-Place Archive filter is not displayed on the list, service restart is required (Services -> GATE.contentAccess.Service).

OneDrive archive jobs conditions:

  • All text = file content and also metadata
  • Creation date – the creation date of the file
  • Extension – important to specify also with the dot, like: .jpg, .png, .pdf
  • File name
  • Is active (Yes/No) – the status of the item in the Portal
  • Modification date – the modification date of the file
  • Path – folder/list path, where the item is located
  • Size – the size of the item
  • Url

SharePoint archive jobs conditions:

  • All text = file content and also metadata
  • Creation date – the creation date of the file
  • Extension – important to specify also with the dot, like: .jpg, .png, .pdf
  • File name
  • Is active (Yes/No) – the status of the item in the Portal
  • Modification date – the modification date of the file
  • Path – folder/list path, where the item is located
  • Size – the size of the item
  • Url

GDPR File system job conditions:

  • All text
  • Creation date – the creation date of the file
  • Extension – important to specify also with the dot, like: .jpg, .png, .pdf
  • File name
  • Modification date – the modification date of the file
  • Path – folder path of the parent folder, where the item is located
  • Size – the size of the item

GDPR Exchange job conditions:

  • All text = Body, Recipients, Sender, Subject, Attachment filenames and Attachment content
  • Bcc
  • Body
  • Category
  • Cc
  • Folder path – folder path of the parent folder, where the item is located
  • Has attachment
  • Importance
  • Message class
  • Received date
  • Recipients
  • Sender
  • Sensitivity
  • Sent date
  • Size – the size of the item
  • Subject
  • To

Teams archive jobs conditions:

  • All text – file name, content of the file, subject of the post and content of the post
  • Archive date – the archivation date of the files and posts (in the TEA Recovery, Retention changer, and Delete jobs)
  • Author
  • Channel name – filter out the Teams channels by the title
  • Creation date – the creation date of the files and posts
  • Extension – important to specify also with the dot, like: .jpg, .png, .pdf
  • File name
  • Has attachment (Yes/No)
  • Importance (Standard/Important/Urgent)
  • Is active (Yes/No) – the status of the item in the Portal
  • Is message (Yes/No)
  • Is private (Yes/No – filter out the Private channels)
  • Is replied (Yes/No – in the TEA Recovery, Retention changer, and Delete jobs)
  • Modification date – the modification date of the files and posts
  • Retention category – in the TEA Recovery, Retention changer, and Delete jobs
  • Sender
  • Size – the size of the item
  • Storage – in the TEA Recovery, Retention changer, and Delete jobs
  • URL

Teams chat archive job conditions:

  • All text – file name, the content of the file, the content of the message
  • Creation date – the creation date of the messages, chats, and files
  • Has attachment (Yes/No)
  • Importance (Standard/Important/Urgent)
  • Is active (Yes/No) – the status of the item in the Portal
  • Members – the name of the members, chat partners
  • Modification date – the modification date of the messages, chats, and files
  • Sender
  • Topic – name (title) of the group chats (e.g.: HR team)
  • Type (Private/Group/Meeting)
Note: If Equals is selected as the operator for File name filtering condition, the whole name also with the extension must be specified.

To specify a filter:

  • click on the Change filter button, or
  • click on the Change button

The Filter settings window will open. You can set filtering options in a user-friendly way (visual tab) or in a more technical way (text tab). It doesn’t matter which tab you work with – if you change something on one, it will be changed on the other, too. In this section, we will explain how to set filtering by working with the visual tab.

To add a new filtering condition, click on +add condition. Pick a type from the first dropdown list (one of the conditions mentioned above), then an operator from the second and specify the value to the third box.

Filtering conditions can be merged to groups. To add a new group, click on +add group. There are 3 different operators that can be set for a group by clicking on the arrow in the blue part of the window:

  • AND – by using this operator, items meeting all the set conditions will be processed
  • OR – by using this operator, items that meet one OR another condition (or one OR another group of conditions) will be processed
  • NOT – by using this operator, items meeting the conditions will be excluded from processing. If you want to add more than one NOT condition, they have to be added as shown on screenshot below.

Filtering conditions and groups can be removed by clicking on the X.

It is also possible to add another filtering condition that isn’t preconfigured for some job types. Click on the +add custom property button in the upper left corner of the Filter settings window.

The Add custom property window will open. Here you have to specify Display name, Name and Type (String, Numeric, Date, Boolean, Lookup, Customizable lookup) for your new criteria. Click OK.

When you are done, click on OK. The filter(s) will be added to the Filtering settings or Shortcutting settings section of the job configuration.

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