contentACCESS Portal documentation – version 6.4

  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. Item versions in Teams archive
    2. Teams archive tasks
    3. Teams chat archive tasks
    4. Opening shortcuts from Teams

6.3.Item list and item preview

If a folder is selected in the navigation pane, its items are displayed in the list view. Each item has several columns. The available item columns are entity-specific and the items can be sorted by these columns (red frame). The administrator may define in the Settings (will be described further in section User Interface Settings under the Table view column configuration subsection) which columns will be visible and which will be hidden.

The item preview (extended metadata information/the body of emails) gets displayed by selecting the particular item from the list view (green frame). If the Preview service was installed (and enabled in the Central Administration) with the package, the user can download the item or view the file’s preview in the Portal. If it wasn’t installed, the preview only contains the metadata information/the body of emails), and the user cannot check the file’s preview.

Note: The Preview service works only in the file-based models: File system, OneDrive, SharePoint, and Teams archive (in the folders containing files and in All SharePoint data folders), Sharing, GDPR Application, and GDPR File system.

Emails’ item list and item preview

Files’ item list and item preview (without the Preview service)

Files’ item list and item preview (with the Preview service)

To be able to use the Preview service, the Administrator needs to install the service first (you can find more information about the installation process here), then enable it on the System page (for more information refer to this section of the contentACCESS manual).
When the Preview service is enabled, the Preview and Download buttons are displayed in the file’s preview in addition to the extended metadata information. The Preview service also offers support for video streaming.

  • Download button – the user can download the item directly from the preview
  • Preview button – the file’s preview is opened, and the user can view the content of the selected item

When the file’s preview is opened, the following actions are available for the user:

      1. Back – it leads back to item preview with the metadata
      2. Open in new tab – opens the file in a new window in the browser
      3. Download – the user can download the file from here

Preview

Open in new tab

When the selected file is opened in a new window in the browser, the user can either check the whole length of the file, print the item, or download it. By clicking on the Download button, the user can also decide how he wants to download the original file (by keeping the original extension – .txt, .docx, etc.) or as a PDF. In that case, the file will be converted into a pdf item and downloaded as one.

Note: Unlike text files, if you choose to open the video files in a new tab, only the “Download original file” option will be accessible.

Important: In the Sharing entity, opening the preview of an item (as the recipient) is considered a download and will increase the download count. Also, if the download limit has been reached, the Preview button will disappear from the item preview.


Supported video files formats:

Browser MP4 WebM Ogg
Edge YES YES YES
Chrome YES YES YES
Firefox YES YES YES
Safari YES YES NO
Opera YES YES YES


For more supported video formats, please refer to this website.

Note: The Split attachments option is active (checked) by default. That means that the body of the email and the attachment are stored separately. If the email message containing attachments has been archived by a job, where this option was not checked, our apps (contentACCESS MailApp, officeGATE, contentACCESS Mobile) will show 0 attachments. However, if you open the original email, the attachments are shown.
Documentation373

If this option was checked, but the email was containing embedded email (.msg attachment), this embedded email won’t be displayed between the attachments in our apps.

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