Skip to main content
Version: 7.3

GDPR Exchange job

Introduction​

The GDPR Exchange job processes the Exchange servers and groups configured in the GDPR Exchange settings. It extracts content from mailbox items based on configurable file type and content filtering rules, enabling GDPR-related processing of Exchange data.

This page describes how to create and configure a GDPR Exchange job, including its scheduling, filtering, folder exclusion, notification, and resource settings, as well as the job's underlying functionality regarding provisioning, deletion, moving, and updating of items.

Create a GDPR Exchange job​

To create a new GDPR Exchange job:

  1. Click + new.
  2. Pick the job type from the dropdown list.
  3. Enter the display name.
  4. Click Add.

On the job's configuration page, go through the following sections.

Scheduling settings​

Select the running time(s) of the job. You can either select a scheduler from the list or create a new scheduler using the create new… option from the dropdown list.

info

Note: For GDPR jobs, it is recommended to set a schedule that starts the job every week.

Filtering settings​

File type filtering​

Select the file types from which the job should or should not extract content. Custom file types can also be specified.

  • White listed file types: If this option is checked and the file types are filled in, only content of those types will be extracted. Content of any other file type will not be extracted.

  • Black listed file types: If this option is checked and the file types are filled in, content of those types will not be extracted. Content of any other file type will be extracted.

Content filtering​

Click Change filter and set the filtering according to your needs and/or regulations. For more information about working with filtering settings, see the Filtering in jobs section of the documentation.

Exclude folders​

The folders to be excluded may be selected manually or imported from a file. The file to be imported must contain the list of folders to be excluded. This exclusion works the same way as in the File archive and Email archive jobs.

Notification settings​

Select the cases in which you need to receive notification emails from the GDPR Exchange job. You can set notifications to be sent always, never, or only when an error or warning occurred during the job run. In the Recipient list textbox, enter the email address(es) of the person(s) who should receive these notifications.

info

Note: Notifications should be used if the administrator does not use the System logs feature.

Resource settings​

Set the value that determines how many items will be processed simultaneously by the GDPR Exchange job. The recommended value is 2.

Job functionality​

  • Minified provisioning: Based on the selected groups that need to be processed every time the job is started, a minified version of provisioning is also started. It adds the mailboxes found in the specified groups to the provisioning table (not visible to the user), and the job then processes these mailboxes. If the selected groups are changed and the current selection contains mailboxes that are no longer part of any group, all data related to these mailboxes—including emails, folders, and the mailboxes themselves—is deleted from the database and from the index.
  • Item deletion: After an item is deleted from one of the mailboxes and the job runs, the item is deleted from the database and from the index.
  • Folder deletion: After a subfolder is deleted from one of the specified mailboxes and the job runs, the folder and the items under it are deleted recursively from the database and from the index.
  • Item move: After an item has been moved between different folders and the GDPR Exchange job has run again, the item disappears from its original location and appears under the new location. This information is also updated in the database and index.
  • Folder move: After a folder has been moved between different locations and the indexing job has run again, the folder and its items disappear from the original location and appear under the new location. This information is also updated in the database and index.
  • Item updating: If an item has been updated in the mailbox since the last run of the job, the job updates the item's content and properties in the database and index.
  • Exchange group/server deletion: After an Exchange group/server is deleted from the Exchange settings configuration, the next time the job runs, it deletes all related data from the database and from the index.