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

13.7.SharePoint Archive job configuration

After you have configured all necessary settings, you can create and configure a SharePoint Archive job. Click “+ new” on the Jobs page (SharePoint Archive tab => Archive group => Jobs), fill the required settings (Job type, Run on node, Display name) in the pop up window and click on “Add”.

To configure the job immediately, click “Yes” in the next pop up window, or configure it later on (using the “Configure” option in the job’s context menu).
On the job’s configuration page go through the following sections; most of them are mandatory, filtering settings is optional:

Report mode settings
If the Use report mode checkbox is checked, the job will run in report mode and the user will be able to download a .csv report here in this section after the job finishes the run. This file will contain a list of items that belong to the site(s)/related path(s) that is (are) selected in section Connections to process of the job and some information about them, including whether they will be processed or not.

Scheduling settings
In this step, the running times of the archive job must be selected. It is possible either to select a scheduler from the list or to create a new scheduler via creating a new option. For archiving jobs, it is recommended to set up a scheduler that will run always, or at certain times during the week. For more information about how to set schedules please refer to the section Schedules above.

Retention settings
Under retention settings, the administrator may select a previously configured period. During this time, it will not be possible to delete the archived items from the storage. It is recommended to set here a time interval based on data recording regulations required either by the law of the country or by internal company policies. For more information how to set retentions check section Retentions above.

Archive settings
It is possible to skip template saving by checking the checkbox in this section.

Filtering and shortcut settings
In this section, the user configures what will be archived and how it will be archived. It is also possible to create shortcuts from already archived items or delete them.
There are three options to select in the Filtering and shortcut settings section:

  1. Archive files matching filter [not set] – with this option, the user can archive not archived/new files from the selected site(s) or create (new) versions from already archived items. This option can be used independently from the other options and does not modify the item(s) in SharePoint in any way. If the site (or libraries/lists from the site) haven’t been archived yet (are archived for the first time), check the “Archive files matching filter [not set]” checkbox. The items are archived with the whole version history (if the filter allows it), or the version history can be filled up during the next run. It is compared with the database, and it’s archived if something is missing.
    The user can set which files/items will be archived with the filtering settings by clicking on the “not set” or “Change filter” buttons. Learn more about the filtering settings here.

  2. Convert files to shortcuts matching filter [not set] – if the files are already archived (with the first option), but they need to be replaced with shortcuts, check the second checkbox. This option can also be used independently or together with option 1. In this case, if the item matches both option 1 and option 2, the options are executed
    sequentially in the same job run => first archived, then converted to shortcut.
    Before a shortcut is created, the item(s) is (are) checked and actualized: the missing versions are archived before the shortcutting. This is to prevent losing any data before the file is modified.
    When the user selects this option, the Use shortcut dropdown menu becomes available. Here, the user can select the preferred shortcut type, which was configured on the Shortcut configuration tab.
    Shortcutting works on both ListItems and files. For the files, the job manipulates the version history based on the settings, renames the file to HTML, and overwrites the contents (creates a shortcut. For the ListItems, the job does not modify the content or rename the file (does not create a shortcut).

    Important: For ListItems, it is not possible to delete the version history!

    The user can set which files will be replaced with the filtering settings by clicking on the “not set” or “Change filter” buttons. For more information about how to work with the filtering settings, please, refer to this section of the documentation.
    Also, the first options can be configured within one job. In this case, the job runs in two stages: at the first run of the job the items or the missing versions will be archived, at the second run on the job the archived files will be replaced by the shortcuts.

    Important: The Convert files to shortcuts option is accessible if Microsoft 365 is selected on the System settings page. In On-premise mode, only the archive and delete options are available for the users.

    Note: Please note that if you rename an HTML shortcut on the SharePoint site, the archive job or shortcutting option won’t be able to process the changes. The shortcut will keep the original name.

  3. Delete files (or shortcuts) matching filter [not set] – the third option allows the user to delete already archived from the original site. The delete function can be used separately or together with the other two options. In this case, the item is immediately deleted – the shortcut won’t be created. The user can set which items will be deleted with the filtering settings by clicking on the “not set” or “Change filter” buttons. To learn more about how to work with the filtering settings, please, check this section of our documentation.

Important: When the user changes the file content of an already archived item, e.g. deletes a picture from the file, saves it to the original location (and thus the file size will be reduced e.g. from 110 to 85 kB) and file size filter is set on >100 kB, then SharePoint archive job will not archive the newly created item by the next processing. The newly created item will be saved in the original location. For this reason, it is recommended to always check the size filter settings first, if a file has not been archived by the archiving process.

Sites to process
In this section, the user can decide which site(s) or group(s) will be processed. The options are changing based on the settings.
In On-premise mode, only the select site option is accessible for the users. Click on “+ select site” and specify the root connection and the relative URL in the pop-up window. A root can be a site collection, a subsite, a library or a folder already defined in the Site section. In this use case we will archive our items on subsite https://techarrow.sharepoint.com/sites/testing/test, where the root is a site collection.

When Microsoft 365 type is selected on the System settings page, the user can either process all sites (all provisioned sites will be archived) or selected sites, or select sites and/or groups in this section.
When the selected sites option is selected from the drop-down list, click on “+ select site” or + select group and specify the root connection and the relative URL in the pop-up window. A root can be a site collection, a subsite, or a library. It is also possible to test the connection by using the Test button.

Notification settings
Select here, when you will need to get notification emails from the SharePoint archive job. Into the Recipient list textbox insert the email address(es) of the person(s), who will get such notifications. It is also possible to set that the emails will be sent only when the version count reaches a certain number.

Resource settings – The number of worker threads responsible for the archiving processes can be set here; by default this value is set to 2.

If the job is configured, save your changes, and wait until it starts based on the defined schedule (or start it manually from the status bar).

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