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

6.7.System

The “System” page (System ⇒ Services ⇒ Documentation106.1System) consists of 12 configuration sections: General settings, Globalization settings, User search settings, Tenant level resource settings, Resource storage settings, Database settings, Proxy settings, Search server settings, Monitoring log storage settings, External accessibility settings, Active directory integration settings and Cluster settings. The first two sections are configured by the setup by default.


 
General settings

If the 1st checkbox is checked it means that the system is configured, thus connection to SQL Server database is well configured and the plugins directory is pointing to a correct folder. If this checkbox is not checked, the contentACCESS will run in a so called “zombie” mode.

Plugins directory textbox contains the path, where the processing plugins are stored on the server.

Globalization settings
In this section, it is possible to set the Time zone and Date format. The time zone can be picked from the dropdown list; the date format can be picked from the dropdown list or specified manually – Custom date format option. These settings are on system level.

Note: If a tenant doesn’t have a configuration or if the user’s default tenant is the System tenant, then the System’s globalization settings will be used.

Important: When updating from contentACCESS version 3.7 and older, default values are set here. It is possible to change them.

User search settings

By default this option is turned off. The feature is used to disable / enable user searching when assigning

  • system administrator rights,
  • tenant administrator rights,
  • File Archive access rights and /or
  • access rights to a certain Exchange mailboxes
  • access rights to jobs, schedulers, retentions, databases, root connections, email archive shortcuts, storages, file archive aliases

for a contentACCESS user already existing in contentACCESS.

If the option is turned off, all the existing contentACCESS users are listed in the respective dialog when assigning the access rights (like on Screenshot B below). If the option is turned on, then the rights can be granted only in case if the correct contentACCESS User name is specified in the dialog (like on Screenshot A below). This configuration option is used if you have contentACCESS in a hosted environment and you want to hide the users of one customer from the other customer.

ca 3.0_user search disabled

Screenshot A: Granting tenant administrator rights if user search is disabled

ca 3.0_user search enabled

Screenshot B: Granting tenant administrator rights if user search is enabled

Tenant level resource settings
Resource settings can be disabled on tenant level by checking the checkbox in this section.

Resource storage settings

The resource storage must be accessible from every contentACCESS node. Files created by contentACCESS that should be further accessible (for example files exported to PST or ZiP) are automatically stored in this folder. If more contentACCESS nodes are installed, a UNC path has to be set here, otherwise it can be any common folder as shown on screenshot.

Database settings

Under Database settings the system database configurations, which are filled in by the setup by default, can be found. If you need to edit these settings (not recommended), click on the Configure button and fill the fields in the Database connection settings window:

Documentation108
By default contentACCESS is connected to the database with the credentials of the user, under whom contentACCESS is running. If you want to use SQL credentials which differ from these credentials data, then check checkbox Use explicit credentials and enter the User and Password that you want to use for connecting to database. You can also run a test connection with the Test button in the left corner of the window.

Proxy settings

In this section the user can configure (or change already configured) URL and user credentials to the proxy server. The licensing component will use this proxy in order to reach the licensing server. The user has multiple options. He can:

  • Use default proxy settings – based on the Proxy settings on the contentACCESS server machine (Control panel => Internet options => Connection tab => LAN settings => Proxy server section) or
  • Use explicit proxy server settings (explicit proxy server URL and user)
  • “Do not use proxy” option is used to disable proxy usage.

Search server settings
In this section, the URL of the Search server can be specified. Based on the installation (first install/update from version >6.0 or update from version <6.0), the mode can be automatically V2, or the mode can be selected from a dropdown menu. For more information, read this section of the manual. The Search server can be in:

      1. Legacy mode – allows the user to search in selected entities/folders using Elasticsearch 5.x and Search service (legacy). The Legacy search server URL is written/read from the Search service (legacy) settings tab from the installation package during each install/product update, but it can be changed manually on the System page.
      2. Migration mode – when the user decides to switch to the new Search service (V2), the indexes from the Elasticsearch 5.x need to be migrated into Elasticsearch 8.X. During the process, the Migration mode is set as the Search server mode. While the migration is running the old (legacy) and new (V2) search services work together.
      Example: two mailboxes are migrated from an entity. A mailbox is already migrated. In this case, when the user search in the Portal, the results are returned from Elasticsearch 8.x. B mailbox is not yet migrated. During the search, the results are coming from Elasticsearch 5.x. BUT! Search everywhere is limited during the migration. The search results list will either show items from A mailbox (and the new Elasticsearch), or from B mailbox (old Elasticsearch), but not from both.

      The index jobs need to be stopped during the migration. If they are started accidentally, the following message appears in the Monitoring log:
      3. V2 mode – allows the user to search in selected entities/folders using Elasticsearch 8.x. This mode is set after the migration is completed. The search results will be returned from the indexes in Elasticsearch 8.x only (the not migrated data will be ignored and left out from the search). After the migration, the index statistics contain only the new, V2 indexes.

It is also possible to test the connection by clicking on the Test button.

By checking/unchecking the Enable extended search results checkbox, it is possible to switch between old and new search method:
Unchecked (new method)

  • faster (works only from search engine – Elasticsearch)
  • the first 200 characters from the email body are not displayed in contentACCESS Mobile and Teams Search App
  • the icon for emails is always the same in contentACCESS Mobile and does not change for read/unread, forwarded and replied emails

Checked (old method)

  • slower (works from search engine (Elasticsearch), from databases (email, file, …), from store (for Email archive – body text)
  • results are more detailed

Enable search suggestions
When you start a search in any client application of contentACCESS, search suggestions will help you find relevant information more quickly. Search suggestions are possible search terms related to what you are looking for and are generated from the document contents, thus only those terms will be suggested, which are related to at least one of your documents.

To enable this feature, check the Enable search suggestions checkbox. After it is enabled, the suggestions won’t appear immediately – the suggested terms are created during the Indexing process.

Important: The search suggestions will be created only from content of the items that were indexed when this option was turned on. If some items were already indexed without it and later the option is turned on, the search suggestions won’t be created from their content.

The set of suggested terms depends on type of the archive the user is searching in:
Email archive

  • Usernames and email addresses of senders and recipients
  • Attachment filenames
  • Email subjects

Filesystem archive

  • File and directory names

SharePoint archive

  • File and directory names
  • Usernames

Teams archive

  • Usernames
  • Attachment filenames
  • Team and channel names
  • Message subjects
  • Meeting topics

Teams chat archive

  • Usernames
  • Attachment filenames
  • Meeting topics

GDPR Exchange

  • Usernames and email addresses of senders and recipients
  • Attachment filenames
  • Email subjects

GDPR Filesystem

  • File and directory names

Context sensitivity
Suggestion are also context-sensitive – if a user is searching for documents by specific property values, only values relevant for that property are suggested.
Examples:

  1. For properties “sender”, “from”, “cc”, “author” etc. only usernames will be suggested.
  2. For properties “attachment”, “subject”, “title” etc. filenames and terms from document titles will be suggested.
  3. If no search property is specified, both usernames and terms from document titles, filenames will be suggested, ordered by relevance.

Username suggestions
Usernames are suggested both by first and last name.
Example: the username “John Smith ” will be suggested if the user starts to type both John and Smith.

If the Enable hit highlighting checkbox is checked, contentACCESS Portal will highlight the located words in search results the following way:

  • in the item list – highlights the title/subject, sender, recipient
  • in the email preview – highlights the title/subject, sender, recipient, attachment name, email body
  • in the file preview – highlights the title
  • in the SharePoint preview – highlights any property

Monitoring log storage settings
Here it’s possible to set where the logs from System logs will be stored.

External accessibility settings

Under Retrieve server FQDN: enter the externally accessible, fully qualified domain name for the contentACCESS proxy server into the Server FQDN textbox (in case the contentACCESS proxy is not installed, then the domain name of contentACCESS server needs to be entered here). The contentACCESS proxy server ensures the communication between the user and the contentACCESS, and forwards user requests to the contentACCESS server. These external accessibility settings are used by the shortcut links in the Email Archive system. If you have contentACCESS Email Archive and/or accessGATE Mobile, then this setting is mandatory. In all other cases this setting is also highly recommended.

Important: If the contentACCESS Server ID is changed, then the HTML shortcuts pointing to the archived mailbox items will not work. The solution is to update the contentACCESS Server ID in the Outlook forms, too. For more information refer to the Outlook form installation manual.

Under Retrieve server FQDN is the option to enable link security:
Link security
If you would like to protect the links in your mailbox pointing to archived items from unauthorized access, it is recommended to have this option turned on.
If this option is checked and you try to download some files, you will need to authenticate via CentralLogin. That means if you click on a link (download email, attachment, shared files), at first you will get to login page, then after succesful login you can download your file.

The following parts are affected:

Under Central login: the Central login page URL and communication port configurations (previously specified in the setup package by installing the product) are accessible here. The package writes here/reads from here the Central login page URL if it’s changed. Read more in Installation of contentACCESS.

Active directory integration settings

Some contentACCESS functionalities [like contentACCESS Portal access for mailboxes or Virtual Drive] require LDAP connection. Enter the required data and the user/administrator credentials into the user name and password textboxes over which you would like to connect to the active directory. It is not necessary to fill in these fields in case that you use an online Exchange server.

Preview service settings
In this section, the URL of the Preview service can be specified. If this service is enabled, the item’s preview can be opened in the Portal. More information can be found in this section of the contentACCESS Portal documentation. It is also possible to test the connection by clicking on the Test button. The Administrator can also change the configuration, and the changes will be read and prefilled by the setup when updating the product.

Cluster settings

contentACCESS supports clustering, which enables to run contentACCESS and its jobs on multiple nodes, and thus improve performance. To adjust default cluster settings, scroll down on the System page. At the bottom of page, the following can be adjusted:

Node update interval (sec): in time intervals, which is set here (in our case in every 30 seconds) each node will “ping” the central database and will update his state in it.

Node auto logoff time (sec): if an input has not been received by a node during the time period set here, the node will automatically switch to offline.

Events retention time (sec): events (i.e. commands to run a job, added/changed/removed job configurations, changes in already set schedulers etc.) that are shared and distributed between nodes will be stored in the database during this retention time.

Events distribution interval (sec): events to be distributed between nodes are written into the system database. These events are periodically checked by each node in time periods, which are set here.

Task auto disable time (sec): if any failure occurred during the run of a node (server shutdown, hardware problems etc.), the task(s) performed by this specific node (job running, retrieving contents etc.) will be automatically disabled within the time set here.

Stop task after ping failures (count): the value which is set here will determine, after how many ping failures will be the task stopped. After the ping failure count reaches this value, all the tasks running on a node will be stopped.

Node selection strategy: the administrator can select here, how the nodes will be automatically selected for processing. A node that is picked up for a task can be selected according to one of these strategies:

“First wins” strategy – using this strategy the first running node will be picked for the task.

“Balanced” strategy – by this strategy type the CPU- and memory usage, and the number of running jobs will be considered before picking up the node for a task.

Default node role: the administrator can select here the default role type of a node added to the system. It is recommended to set here “Universal”, i.e. when the node can be used both for processing and retrieving data. Later on, the role type of a node can be adjusted with navigating to System ⇒ Services ⇒ Cluster on the Central Administration ribbon, in the nodes’ grid, from the nodes’ context menu.

Enabled by default: by default all nodes are enabled (the checkbox is checked), i.e. if contentACCESS service starts up, the nodes start the processing (to run jobs, publish models etc.), too. In case the user will install contentACCESS components on next nodes, it is recommended to disable the nodes (uncheck this checkbox). The reason for this is that a node must be fully configured before it picks up any job for processing. Enabled status of a node is marked with green color, disabled status is marked with yellow color in the nodes’ grid.

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