contentACCESS Portal documentation – version 6.3

  1. What is contentACCESS Portal?
  2. Main contentACCESS Portal functions:
  3. Requirements
    1. Hardware requirements
    2. Software requirements
    3. Other requirements
    4. Supported browsers
  4. Installation
  5. Logging into contentACCESS Portal
  6. contentACCESS Portal user interface
    1. “Connect to” menu
    2. contentACCESS Portal’s navigation pane
    3. Item list and item preview
    4. Layout selector
    5. Download from the item list/item preview in contentACCESS Portal
    6. Hide/show function
    7. Sorting in contentACCESS Portal
    8. User profile page
    9. User interface settings
  7. Search functions in contentACCESS Portal: “Connect to search”, quick search, advanced search, GDPR search
    1. Search query language
    2. “Connect to” search
    3. Quick search
    4. Fulltext search
    5. Advanced search
    6. Periodical search
    7. GDPR search
    8. Editing Quick, Basic and Advanced search criteria
    9. eDiscovery process
  8. Folder selection methods
    1. Multi-selection
    2. Recursive folder selection
  9. Tasks supported by entities (models)
    1. Enabling/disabling tasks
    2. Create report
    3. Share item(s)
    4. Legal hold
    5. Tasks list
    6. Tasks page
    7. Download of export actions
    8. Manifest file and its settings
  10. File System Archive
    1. File versions
    2. File Archive tasks
  11. Email Archive
    1. Email Archive tasks
  12. GDPR Application
    1. GDPR Application tasks
  13. GDPR Exchange
    1. GDPR Exchange tasks
  14. GDPR File system
    1. GDPR File system tasks
  15. SharePoint Archive
    1. Item versions in SharePoint Archive
    2. SharePoint archive tasks
    3. Opening shortcuts from SharePoint
  16. OneDrive Archive
    1. Item versions in OneDrive Archive
    2. OneDrive Archive tasks
    3. Opening shortcuts from OneDrive
  17. Sharing
    1. Sharing tasks
  18. Teams archive
    1. Teams archive tasks
    2. Teams chat archive tasks
    3. Opening shortcuts from Teams

10.1.File versions

In contentACCESS Portal, the end user may also view the versions of a file that have been created during the archiving process. Versions are created when the original file is modified in the original file system and the archive job archives this new file version into the archive. In contentACCESS Portal, these versions are accessible in the “Versions” column of the item list. Click on the version count in this column and the document version(s) will be displayed. Document versions are marked with blue color.




Filtering of active/inactive file system archive documents

When is an item/folder inactive in the archive? When an archive job is running, it is synchronizing the current state of the archive with the state of the file system. It synchronizes the folder permissions as well.

An item/folder gets an inactive status in the archive if the file/folder no longer exists in the file system (neither the original, nor the shortcut to it).

Inactive files are marked with grey color in contentACCESS Portal, active files have a bold black color. Once the item is moved back by the user or it is restored, its status will turn to active.

The aim of active/inactive item view in the archive is:

To make visible in the archive, whether the archive items have corresponding original or shortcut in the original file system; this might be useful when the user wants to recover from the archive. (For more information about the recovery function refer to section “Manual recovery” below.)
To avoid displaying duplicates by using the active/inactive filtering options in the archive.

Note: Duplicates are created if a file/folder was moved to another file system location, or if it has been renamed and an archive job processed both the old and the new file/folder.



How to filter between active/inactive items in the archive?

Our archive folder “DEMO_TENANT_FSA” on the below displayed screenshot contains both active and inactive items.

To filter out active/inactive items in a folder, click on the horn sign (contentWEB53.1) at the bottom of the navigation pane. To filter the active documents only, “Active only” filter must be applied. Screenshot A shows the active items of the archive folder, on screenshot B only the inactive items are filtered out:

Screenshot A: Active items of the folder

Screenshot B: Inactive items of the folder

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