Email archive System settings
The Email archive configuration consist of the following:
- selection of the database
- connection to Exchange Server
- general settings for Email archive
General Email archive system settings can be accessed by navigating to Email Archive ⇒ Settings ⇒ System settings on the ribbon:
Database settings (a) Select the Email archive database from the dropdown list which you have previously configured on Email Archive ⇒ Settings ⇒ Databases page (in this example "Email Archive DB"). This is the main database for email archive, holding the address book. It contains synchronized information from Exchange Server or other systems and helps you keep track of mailboxes, groups, their relation, permissions etc.
Exchange connection settings (b) Select the type of Exchange Server to archive:
- On-premises Exchange Server
- Hosted Exchange Server
- Microsoft 365
- Hybrid Exchange Server (on-premises + Microsoft 365)
The information entered in this section allows the application to access mailbox data (using EWS or Graph) and to access address book related information (PowerShell) to archive emails. For the configuration of your Exchange Server please see the dedicated sections.
In case of the user having cloud environment, it is possible to set Microsoft 365 “SuperUser” under Exchange connections. To learn what to configure for the “SuperUser” mailbox, please check this section of our documentation.
Note: In case the user who has MFA enabled is also Admin for email archiving, the user must use the app password instead of the regular password in the Email archive -> System settings -> EWS settings.
Important: Microsoft is retiring the RPS (Remote PowerShell) for Exchange Online from the beginning of June 2023. The clients won’t be able to use the RPS protocol to connect to Exchange Online after this date. This means, that the contentACCESS configuration needs to be changed to connect to Exchange Online PowerShell. (Read this article for more information about the Deprecation of Remote PowerShell.)
Solution: contentACCESS can use modern authentication to connect to Microsoft 365 Exchange Online. This requires an Azure App registration to be configured on the Microsoft 365 tenant. The procedure to create the App registration is described in this chapter.
For more information about how to configure contentACCESS to use modern authentication for PowerShell on Exchange Online, please refer to this section of the manual.
c) Hybrid Exchange settings:
In order to support Hybrid exchange environment, please check this checkbox and configure the settings. In that case, contentACCESS will connect to both On-premise and Microsoft 365, which are configured separately.
d) General settings:
Use forest wide queries: This option allows to list the users and groups in other child domains. The option is available by On-premise Exchange server type only.
Many big companies are separating the users from resources into multiple child domains. Without that option, the email provisioning will search only the current domain (where the MS Exchange is installed), but not the others. Using this option, the searching will be extended to look into other domains too. This option has some impact on the provisioning performance.
Allow to re-link mailboxes: By default this option is turned off. If this option is turned on, the provisioning job will be able to detect that a mailbox was deleted and replaced by a new one. The new mailbox (even if the mailboxGUID is changed) will be linked to the deleted (old) entry. If this option is turned off, the provisioning job will not attempt to re-link the mailbox, however, the mailbox will be marked with a warning flag in the Address book.
Default restore method: The administrator may decide the default restore method here. The data can be restored either into the existing shortcut (in-place restore), or a new item can be created. The default setting is used by the Email archive restore and Shortcut synchronization jobs.
Allow to archive public folders: The default contentACCESS behavior is not to archive the public folders; if you want to archive them, this option must be selected, otherwise they will be ignored. If public folder archiving is turned on and later off, the existing archived public folder mailbox is not removed (nor disabled). It will be simply not archived further, but the existing data remain in the archive.
Public folder access: When connecting using the Exchange Web Services, a mailbox (any mailbox) must be opened. This mailbox is defined here. It is recommended to use the superuser mailbox. If this value is changed, it is necessary to run the email provisioning job.
Retention reference date: If Sent date is set here, then the option Reference date when creating a new retention will use the Sent date value.
Allow to archive one-off emails: One-off items are emails with special message class and custom code (for example a contentACCESS shortcut) that is disconnected from the custom form (i.e. the message class is reverted, and the custom code is included in the mail).
By default, the option to archive such emails is unchecked, because these are not correct emails. These emails were reported as errors in the System logs before, now they are reported as information.
By checking this option, the system will archive these emails (may be necessary in journal archiving). The one-offed emails will be archived “as-is” – with no warranty that it will be possible to open them in Outlook.
e) Message class handling:
Enables to exclude certain message classes from the email archiving process on the level of the tenant. This feature can be quite useful for companies that have a policy stating that certain message classes, e.g. Contacts, Tasks etc. mustn’t be archived. Here you can also exclude custom message classes. E.g. if your company already has a third party archive, then you can exclude these already archived emails from the re-archiving process. Wildcards are also supported in the exclude message class list. Supported formats are: contains: *Test*; EndsWith: *Test; StartsWith: IPM*.
Shortcutting of non email items (appointment, task, post, contact) is also allowed. The message class of these items won’t be changed by the job, only the body and attachments will be. The shortcut type is taken from job settings. If you wish to process these items, select Create shortcut from the dropdown list, if not, select Do not create shortcut.
Important: In case of custom Exchange solution(s) used for emails, the custom email properties will not be archived! The recommended solution: do not archive these emails and/or use the exclude feature (in Email archive System Settings) for these custom message classes.
Important: It is important to bear in mind that the message class settings performed within Email Archive ⇒ Settings ⇒ System settings under section Exclude message classes will always take priority over the message class filtering configurations of an archiving job.
The Allow converting to shortcut checkbox for Rights protected messages enables the administrator to allow this kind of emails to be shortcutted on a tenant level – this option is disabled/unchecked by default. You can read more about the archiving of rights protected messages in this section.
