contentACCESS documentation – version 6.4

  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+: contentACCESS MailApp 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. contentACCESS MailApp 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 compliance archive job
        1. Comparison between the Teams archive and Teams compliance archive jobs
      3. Teams chat archive job
      4. Teams compliance chat archive job
        1. Comparison between the Teams chat archive and Teams chat compliance archive jobs
      5. Teams archive recovery
        1. Teams recovery job description
      6. Configuration of Teams archive retention changer job
      7. Configuration of Teams chat archive retention changer job
      8. Configuration of Delete job in Teams archive
        1. Teams archive delete job description
      9. 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
      1. Exchange Online Protection set up through a third party
    22. Organizational forms
    23. Multifactor authentication
    24. Region setting
    25. contentACCESS MailApp installation issue
    26. Azure app registration for Microsoft 365 archiving
      1. Grant permissions for Email archive
      2. Grant permissions for the OneDrive archive
      3. Grant permissions for the SharePoint archive
      4. Grant permissions for Teams archive
      5. How to request access to Microsoft Protected API
  26. Troubleshooting

11.22.Active/inactive documents in File system archive

Definition of terms: file = file on the file system; item = archived file in the archive



To avoid displaying duplicate items in the archive, the user has the choice to filter between active and inactive items in the contentACCESS archive (contentACCESS Portal). A duplicated item is created when a file is processed multiple times and is saved into the archive multiple times. A typical use case might be when a user copies a file from one source folder to a target folder in his file system and then deletes the file from the source folder. Let’s assume that the archive job meanwhile caught and processed both files (created duplicates in the archive). To avoid the user from getting confused, the files processed in the source and target folder need to be differentiated from each other in the archive. The file archived from the source location will be inactive in the archive (the file in the source location is not available on the user’s side, the user deleted it); the file archived from the target location will be active in the archive (the file in the target location is available for the user). The contentACCESS Portal active/inactive filter makes it easy to display the actual (last touched) files in the archive.

When is an item/folder inactive in the archive? An item/folder gets an inactive status in the archive if it no longer exists in the file system (neither the original, nor the shortcut to it). Once the item is touched (e.g. versions were created, it was restored by a job, or recovered), its status will turn to active.

When an archive job is running, it is synchronizing the current state of the archive with the state of the file system. The following tables will give an overview to a user about when an item is active/inactive in the archive. The light blue cells contain the files/folders that are found by an archive/restore/recovery job in the file system (on the user’s side), the grey cells inform the reader about the action that the job performs when it finds this particular file/folder.


Archive with shortcutting method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE. NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive, and the file will be converted to shortcut. The item will be ACTIVE in the archive. NO: The file will be archived and converted to shortcut; the item will be ACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job
D) Folder no longer exists
Is folder in the archive?
YES: folders will be INACTIVE (recursively); items will be INACTIVE
E) Folder exists
Is folder in the archive?
YES: permissions will be actualized and the folder will be set to ACTIVE NO: it will be archived and set to ACTIVE



Archive with the “Keep original” method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE. NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive and the file will be kept in the file system. The item will be ACTIVE in the archive. NO: The file will be archived and the original will be kept; the item will be ACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job.
D) Folder no longer exists
Is folder in the archive?
YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE.
E) Folder exists
Is folder in the archive?
YES: permissions will be actualized and the folder will be set to ACTIVE, NO: it will be archived and will be set to ACTIVE.



Archive with the “Delete original” method

File system (user’s side)
Is item in archive in the same location?
A) Shortcut was found by the archive job YES: the job does not touch the shortcut. The item will be ACTIVE NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched).
B) File was found by the archive job
Is item in the archive?
YES: If the file was changed, a new version will be created in the archive and the file will be deleted from the file system. The item will be INACTIVE in the archive. NO: The file will be archived and the original will be deleted; the item will be INACTIVE in the archive.
C) No shortcut, no file was found by the archive job YES: the item will be INACTIVE in the archive. NO: no action will be performed by the job.
D) Folder no longer exists
Is folder in the archive?
YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE.
E) Folder exists
Is folder in the archive?
YES: permissions will be actualized and the folder will be set to ACTIVE. NO: it will be archived and will be set to ACTIVE.


Note: The user may browse for his archived items either in contentACCESS Portal, or on Virtual drive. By default, Virtual drive displays the active items only, but this is configurable on the Virtual drive’s configuration page (System ⇒ Client applications ⇒ Virtual drive configuration).



Automatic restore from shortcut

File system (user’s side) Action performed by the restore job
A) Shortcut found The job restores the original into the file system location; the item in the archive will be set to ACTIVE.
B) No shortcut found No action.



Automatic recovery

File system (user’s side) Action performed by the recovery job
A) File found No action, file will be skipped.
B) Shortcut found No action, shortcut will be skipped.
C) Nothing found C/1) If the job configuration requires to recover original: the original will be created in the file system; the item will be ACTIVE in the archive.
C/2) If the job configuration requires to recover shortcut; the shortcut will be created in the file system; the item will be ACTIVE in the archive.



Manual recovery from contentACCESS Portal

File system (user’s side) Action performed by the manual recovery
D) File found No action, file will not touched, it will be skipped. The item will be ACTIVE in the archive.
E) Shortcut found Shortcut will be replaced by the original file in the file system; it will be ACTIVE in the archive.
F) Nothing found New file will be created in the file system; the item in the archive will be ACTIVE.



Other use cases:
 The shortcut is deleted from file system: nothing happens in the archive during the archiving process, the items change to INACTIVE if they were active before.

 The shortcut is moved: the item is duplicated to the new location. The new item is ACTIVE. The old item will be INACTIVE if there is no file or shortcut at the old location.

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