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

12.3.1.Hybrid exchange settings

Important: Active Directory integration settings in System => Services => System must point to the On-premise system.

If your company plans to use Microsoft 365 together with the existing On-premise Exchange infrastructure or plans to migrate to Microsoft 365, the Email archive is also supporting the Hybrid Exchange environment.

The transition period (moving from on-premise to cloud) can take a lot of time. During this time both on-premise and cloud mailboxes can be archived.

The following configuration changes must be performed to support the Hybrid environment on On-premise Exchange:

  • The domain controller settings must point to an On-premise domain controller
  • The Use hybrid Exchange environment checkbox must be checked – it allows configuring the connection to the Microsoft 365 of your organization
  • The mailboxes should be grouped to groups that are available on the On-premise Exchange
  • The Microsoft 365 login provider must be configured
Note: The Hybrid Exchange option is visible only for On-premise Exchange and Hosted Exchange configurations. The option is not available if your archive is already configured for Microsoft 365.

Region: If you are using a German cloud, Germany needs to be picked in this dropdown list.

In case that the predefined settings for O365 and PowerShell don’t match your expectation and/or needs, it is possible to select the Custom option from the Region dropdown list and specify your own values.

PowerShell auth: Pick the proper PowerShell authentication from the dropdown list. Recommended is to use the Basic authentication. It is also possible to select Modern authentication – in that case, the PowerShell authentication will be automatically extended by the necessary parameters (more info in this section).
Max connection count: Specify the maximum number of parallel connections the archive is allowed to use when connecting to Microsoft 365 PowerShell. Microsoft 365 throttling policies are applying for these connections, therefore it is recommended to use the account exclusively for archiving, otherwise the email archive might not receive a free connection from Microsoft 365.
Ignore SSL errors: Use this option only if the connection can’t be established because of SSL errors. The Microsoft 365 certificates should be trusted by default, so there is no other reason to check this option.
Keep connection alive: If it is turned on, then the connection between contentACCESS and the Exchange server is cached, which increases the performance.
Use explicit credentials: If explicit credentials need to be used to connect to the Exchange, check the Use explicit credentials checkbox and enter the applicable User name and Password.

Note: It is recommended to use the same SuperUser for both systems (On-premise, Microsoft 365).

After the checkbox is checked and everything is configured, contentACCESS will be able to connect to both On-premise and Microsoft 365 systems, which are configured separately.

The following configuration changes must be performed to support the Hybrid environment on Hosted Exchange:

  • Configure the Hosted Exchange (it is similar to the On-premise Exchange, but only the Basic authentication can be used for the EWS and PowerShell authentication)
  • The Use hybrid Exchange environment checkbox must be checked – it allows configuring the connection to the Microsoft 365 of your organization
  • Configure the Hosted Exchange login provider if needed (not mandatory). The Hosted Exchange login provider allows your user to log in using the email address and password.
  • Configure the Azure login provider. For cloud mailboxes, the Azure login will be created.

The hybrid configuration is now available with the Hosted Exchange. It is highly recommended to use modern authentication for the configuration (although it works with basic as well, due to the Microsoft changes, we suggest using modern authentication).

After the checkbox is checked and everything is configured, contentACCESS will be able to connect to both Hosted Exchange and Microsoft 365 systems, which are configured separately.

Which groups are visible for provisioning?
In hybrid environments, the Email archive is processing only the groups that are available on the on-premise Exchange servers. These groups can contain both on-premise mailboxes and cloud mailboxes. It is recommended to set up an Exchange group (or groups) containing all mailboxes to be archived and provision only the group.

How to distinguish between On-premise and cloud mailboxes in Address book?
The column Server name shows the server that is hosting the mailbox. For cloud mailboxes, the server name will be Office365, on-premise mailboxes will show the name of the on-premise Exchange server.

How logins are created?
In Email archive Provisioning settings (Email archive => Settings => Provisioning settings => User creation options), it is possible to configure what type of login will be associated with the users. For every on-premise and cloud mailbox, a Windows login is created. Microsoft 365 login is created for every Microsoft 365 mailbox, but can be additionally created for on-premise mailboxes.

What to do after a mailbox is moved from On-premise to cloud (also vice-versa)?
If the mailbox is still in the group after the move, only the Email archive Provisioning job needs to be started.

After a mailbox is moved from on-premise to cloud, the mailbox should remain a member of one of the groups configured for provisioning. The next provisioning job will actualize the mailbox information and switch the on-premise mailbox to cloud mailbox type. The same procedure applies when a mailbox is moved from cloud to on-premise.


Screenshots: Mailbox before moving to cloud


Screenshots: Mailbox after moving to cloud

Important: If an on-premise Exchange group is used in a job configuration, the job configuration needs to be updated after the group is moved to the cloud, since the group identifier changes and the job is still using the old identifier.
Steps to take:

  • open job’s configuration page
  • remove the group from the list of Address book objects to process
  • select the group and re-add it to the list
  • save the job configuration

How to reconfigure the system after On-premise is turned off?
If you decide to keep only your cloud system running and turn off the On-premise one, the following steps need to be done for your environment to work correctly:

  • the Use hybrid Exchange environment checkbox in Email archive => Settings => System settings => Hybrid Exchange settings must get unchecked
  • EWS settings under Email archive => Settings => System settings must be rewritten to point to the cloud system
  • old server and groups need to be deleted from Email archive Provisioning job configuration and added newly
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