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

6.22.How to create/configure databases — All databases

Important: It is required to set the SQL Server as ‘Collation – Insensitive’ (the used collation must be CASE-INSENSITIVE (CI)) for the contentACCESS. The recommended collation is: ‘SQL_Latin1_General_CP1_CI_AS‘.


Processing plugins of a tenant write the metadata into the selected SQL database, which was formerly created by the administrator. The system database is always created during the installation process of contentACCESS, but it is not associated with a tenant. Databases associated with specific tenants are set up by the system administrator on the All databases page.

Factors to be considered before creating databases:
The number of users expected for your database – if the company (tenant) has more than 2,000 mailboxes, it is recommended to create more archive databases (e.g. for storage, email archive, provisioning, or to set separate databases for the Exchange groups) to ensure a better transparency of data.

The amount of expected data in the database – always estimate how much space your data will require.

It is also worth to consider the retrieving capacities of the database.

To open All databases page in contentACCESS, navigate to System tab ⇒ Tenants ⇒ All databases control on the Central Administration ribbon. On this page you may find all databases created for all tenants. The server, where the tenant databases are installed, the database name, schema, user details and the associated tenants are also displayed in the grid:

system-all-db-3-1



+ create new
To be able to run processing jobs in contentACCESS, a new database must be created. This database must be then selected on the job’s configuration page, or in case of archiving the Exchange, it can be also associated with a mailbox from the address book. Click on + create new option and fill required data in the Database repository window.

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Connection name: Enter a display name for the newly created database. This will be the name of the database in contentACCESS Central Administration.


If you want to use system database server check the “Use system database server” checkbox as it is shown on the screenshot above. This will populate the server settings. Type the database name into the “Database” field. This will be the name of the database on the SQL server. If you want to use database server that differs from the system database server, then follow the next steps:

a. Type: choose the type of database from the dropdown list (MSSQL is supported by default)

b. Server name: enter the name of the database server (where MSSQL is installed) here

c. Database: the database will be created on SQL server under this name

d. Schema: type in the database schema (optional)

Under Database user configurations you may create a database user. There are multiply options how to create a database user: 1) You can use an already existing user to connect to the database, or 2) you can create a new database user. 3) It is also possible to use the service user credentials to connect to the database, or 4) you may create a database user with random credentials (the user name can be edited).

1. If you want to use an already existing user, check the Use explicit user checkbox and enter the user credentials into the New or existing user/Password/Confirm password textboxes.

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2. If you want to create a new database user with custom credentials, type them into the New or existing user/Password/Confirm password textboxes. Do NOT click on the Generate user and password button.

3. To connect with the service account, leave the Use explicit user checkbox unchecked and leave all the fields empty.

4. To create a new user with a random password check the Use explicit user checkbox, and click on the Generate user and password button. The user name can be edited directly here.

A newly created database user will have access permissions only to the currently created database.

Under Connect with user enter the credentials of the database user, who has the right to create a new database on the SQL server. If the Use explicit credentials checkbox is not checked, then contentACCESS will automatically connect to the database (MSSQL) under the contentACCESS service account. If you want to connect with an explicit user, check this checkbox, then enter the login data.

Test database connection: with a click on this button, you can run a test connection to check if contentACCESS managed to connect to the selected database server (MSSQL).
Tenants: select a tenant from the dropdown list with which the database will be associated.
Click on Save and the New database will turn up in the list of databases.

Note: When we are archiving from the Exchange server, the database must be associated with the mailbox from the address book, or the first running email archive job will associate the configured database to the archived mailbox(es). In case of file system archive, a database must be selected during the configuration process of the job.



+ configure existing
If you need to establish a connection between an already existing SQL database and contentACCESS, click on + configure existing and configure the required data in the Database repository window. In this case, you do not create a new database – an already existing database from the SQL server is used.

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Connection name: Enter a display name for the database. This will be the name of the database in contentACCESS.
If you want to use system database server check the “Use system database server” checkbox as it is shown on the screenshot above. This will populate the server settings. Type the database name into the “Database” field. This will be the name of the database on the SQL server. If you want to use database server which differs from the system database server, follow the next steps:

a. Type: choose the type of database from the dropdown list (MSSQL is supported by default)

b. Server name: enter the name of the database server here (where MSSQL is installed)

c. Database: type here the name of an already existing database on the SQL server.

d. Schema: type in the database schema (optional)

Use explicit credentials: if this checkbox is not checked, then contentACCESS will automatically connect to the database (MSSQL) under the contentACCESS service account. If you want to use an explicit database user, check the checkbox and enter the user credentials.

Test database connection: with a click on this button, you can run a test connection to check if contentACCESS managed to connect to the selected database server (MSSQL).

Tenants: select a tenant from the dropdown list – the database will belong to this tenant

Click on Save and the New database will turn up in the list of databases.

Note: The “create new” and “configure existing” options are unavailable for the logged on user, if the Add repository item permission on the tenant is not allowed in his role assignment. Read more in Role details.

Documentation179.1 Update all databases
With a click on this option it is possible to update the structure of all databases. Click this button and the status bar of the updating plugin will appear. In this status bar, the following operations are accessible; start/stop running, manual refresh, enable/disable auto refresh and logs (this will redirect the user to the last run session of the database updating plugin):

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