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

13.6.SharePoint archive Address book

Important: The View address book tab is only visible if Microsoft 365 SharePoint is selected on the System settings page.

Navigate to SharePoint archive => View Address Book to open the View address book page:

The address book contains a read-only list of objects that are provisioned in the address book. To simplify their management, contentACCESS provides the option to group sites into Site groups. This is especially useful and recommended to do in case that same archiving policies need to be added on multiple sites (same database, store, index zone, contentACCESS user creation policy, etc.).

The objects can be added to the address book:

  • by the provisioning job (sites, users, AAD groups)
  • created manually from the address book (Site groups)

A site group can be created by two ways:

1) From the Site group tab:
Click on + Create group.

A pop-up window will open. Here you need to name your group and can also write a description.

After clicking on Create, your group will be added to the list of groups in the tab.

2) From the Site tab:
Select your desired site and click on Show details in its context menu.

Switch to the “Member of” tab and click on Manage group membership button.

Here it’s possible to Create group or assign site to group(s). After creating or assigning group(s) to site(s), click Save.

The address book objects are organized on the page into four tabs:

  1. Site – shows all provisioned SharePoint sites
  2. Site group – lists the provisioned or created groups here
  3. OneDrive – the OneDrive connections are listed in this tab
  4. OneDrive group – shows the AAD (OneDrive groups to provision) groups which are provisioned if OneDrive archiving is enabled on the System settings page.

Site

Shows all provisioned SharePoint sites. Here the following columns are displayed:

  • URL – the URL column displays the SharePoint site’s URL, where the content of the site is stored
  • Display name – the name under which the SharePoint site will be listed in the Portal after the archive job.
  • Authentication – shows the configured authentication type (from the Site connections tab) for the SharePoint site(s). For more information, please, refer to this chapter.
  • User – this column has value only when the basic authentication type in was used for the site connection settings. Here you can see the configured user
  • Create contentACCESS Portal access – this column indicates if there is a command for the Provisioning job to create contentACCESS Portal users for the selected object. The Inherit value on the Site level means that the value set for the group of the site will be used. Once a contentACCESS Portal access is granted (provisioning job must be run), every user of the provisioned object will be able to access the archived content of the objects he has necessary permissions for.
  • Associate with role – displays the role assigned/to be assigned for the object by the next running Site provisioning job. By default, the objects inherit the default role specified in the SharePoint archive Provisioning settings, but the administrator can decide to assign custom roles for the objects.
  • Store, Database, Index zone – these columns show the assigned database, store, and index zone to the objects. Database and storage are assigned automatically by the first running archive job, or manually using the object’s context menu (this option is used when the selected site to archive does not have associated database and storage). If a site does not have an index zone assigned, the next running index job will assign the index zone set in its configuration.
  • Type – simply shows whether the selected object is site, or something else (for example, OneDrive account)
  • Active – shows, if the respective object is active in contentACCESS. With this feature it is possible to deactivate no longer used objects, keeping the licenses under control. Deactivated objects are not touched by the SharePoint archive job, nor are they counted to the licensed objects. To set an object to active/inactive, the telemetry job must be run, too. It is running automatically every day or can be started manually on the Licensing page (System tab => Services group => Licensing, option “update telemetry“).

Using the sites’ context menu, the Administrator with the necessary permissions can:

  • View object details
  • Automatically create contentACCESS Portal user (with custom permissions)
  • Edit the site’s connection (authentication, database, storage, and index zone)
  • Activate/Deactivate the site directly from the context menu

After clicking on Show details, a pop-up window opens. Here it is possible to view the following details:
1. Site details
On this tab, it is possible to view the basic information about the site (for example, name, storage, index zone, etc.).

2. Members of
Shows the list of groups where the site is a member. It is also possible to create a new group or assign site to group(s) by clicking on the Manage group membership button.

3. Users
Here you can see what members belong to the currently selected site. Please be aware, that these members only appear on the Users tab if the site was previously archived and the provisioning job for the mentioned site was restarted.

4. Statistics
On this tab, you can view the Archive statistics and Index statistics of the currently selected site.

Site group

Lists the provisioned or created groups here. The following columns are displayed here:

  • Display name – the name of the group
  • Description – shows the description that was written for the selected group
  • Create Portal access – this column indicates (as on the Site tab) if there is a command for the Provisioning job to create contentACCESS Portal users for the selected object
  • Associate with role – displays the role assigned/to be assigned for the object by the next running provisioning job
  • Archive database, store, index zone – these columns show the assigned database, store, and index zone to the objects

Using the groups’ context menu, the administrator – with the necessary permissions – can:

  • Show details
  • Assign database, storage and index zone
  • Activate/Deactivate sites
  • Automatically create Portal user
  • Remove group

After clicking on Show details, a pop-up window opens. Here it is possible to view the following details:

1. Group details
Here you can view the name and description of the currently selected group.

2. Group members
On this tab, you can see the members of the currently selected group and their SharePoint URL. It is also possible to create a new group from here by clicking on the Manage group membership button.

OneDrive

The OneDrive connections are listed in this tab. The following columns are displayed here:

  • Display name – owner of the OneDrive account. The OneDrive entity will be listed under this name in the Portal after the archive job
  • URL – the URL of the OneDrive account’s, where the content is stored
  • Authentication – shows the configured authentication type: modern, basic, or integrated. (Find out more about the authentication here.)
  • Create contentACCESS Portal access – this column indicates if there is a command for the Provisioning job to create contentACCESS Portal users for the selected object. The Inherit value on the OnDrive level means that the value set for the object will be used. Once a contentACCESS Portal access is granted (provisioning job must be run), every user of the provisioned object will be able to access the archived content of the objects he has necessary permissions for.
  • Associate with role – displays the role assigned/to be assigned for the object by the next running provisioning job. By default, the objects inherit the default role specified in the SharePoint archive Provisioning settings, but the administrator can decide to assign custom roles for the objects.
  • Database, Store, Index zone – these columns show the assigned database, store, and index zone to the objects. Database and storage are assigned automatically by the first running archive job, or manually using the object’s context menu (this option is used when the selected OneDrive to archive does not have associated database and storage). If a OneDrive does not have an index zone assigned, the next running index job will assign the index zone set in its configuration.
  • Type – simply shows whether the object is a OneDrive, or something else (for example, SharePoint site).
  • Is active – shows, if the respective object is active in contentACCESS. With this feature it is possible to deactivate no longer used objects, keeping the licenses under control. Deactivated objects are not touched by the OneDrive archive job, nor are they counted to the licensed objects. To set an object to active/inactive, the telemetry job must be run, too. It is running automatically every day or can be started manually on the Licensing page (System tab => Services group => Licensing, option “update telemetry“).

Using the OneDrive’s context menu, the administrator (with the necessary permissions) can:

  • Show details
  • Automatically create Portal user

After clicking on Show details, a pop-up window opens. Here, the following details are available:
1. OneDrive details
On this tab, it is possible to view the basic information aobut the OneDrive (name, storage, index zone, authentication type, etc.)

2. Member of
Shows the list of groups where the OneDrive object is a member.

3. Statistics
Here you can view the Archive statistics and Index statistics of the currently selected OneDrive.

OneDrive group

The OneDrive group tab shows the list of AAD (OneDrive groups to provision) groups which are provisioned if OneDrive archiving is enabled under the System settings.
On this tab, the following columns are visible:

  • Name – the name of the selected group
  • SID – shows the security identifier of an AAD group
  • Create Portal access – indicates if there is a command for the Provisioning job to create contentACCESS Portal users for the selected object
  • Associate with role – displays the role assigned/to be assigned for the group by the next running SharePoint provisioning job
  • Deleted – the column shows if the selected OneDrive group was deleted
  • Deleted on – if the selected OneDrive group was deleted, this column shows the time of deletion

Using the OneDrive group’s context menu, the administrator can:

  • Show details
  • Automatically create Portal user
  • Remove group

After clicking on Show details, a pop-up window opens, where the user can see basic information on the Details page, and check the members of the group on the Members tab.

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