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Version: 7.3

Email Archive tasks

Introduction​

The Email Archive provides toolbar tasks for processing selected email archive items and folders in contentACCESS Portal. Users can refresh the item list, export messages to PST or ZIP format, create reports, share items, recover archived items, mark emails for deletion, and place items on legal hold.

The available tasks can be enabled or disabled by the administrator on the Task types tab. For more information, see Enabling/disabling tasks.

Users can select the following for processing:

  • The whole folder structure on the root.
  • A recursive folder structure.
  • Child folders.
  • Items.

For more information, see Folder selection methods.

Available Email Archive tasks​

By default, the following actions can be run on selected Email Archive items and folders:

  1. Refresh
  2. Export selected message(s) as a PST file
  3. Export selected item(s) as a ZIP file
  4. Create report
  5. Share item(s)
  6. Recover selected item(s)
  7. Mark document(s) for delete
  8. Legal hold

Refresh​

Use Refresh to reload the item list when items are not yet displayed or the list needs to be updated.

Export selected message(s) as a PST file​

To export one or multiple mailbox items or mailbox folders as a PST file:

  1. Select the required items in the item list or mailbox folders in the navigation pane.

  2. Click Export selected message(s) as a PST file above the item list.

  3. Select whether to export:

    • All items from the current folder.
    • Only the selected items.

  4. Click Create or press Enter.

The exported items and folders can be downloaded from the Tasks list. For more information, see Download of export actions.

Export selected item(s) as a ZIP file​

To export one or multiple mailbox archive items or folders to ZIP format:

  1. Select the required mailbox items in the item list or select the required node in the tree view.

  2. Click Export selected item(s) as a ZIP file above the item list.

  3. Select whether to export:

    • All items from the current folder.
    • Only the selected items.

  4. Click Create or press Enter.

Create report​

For more information, see Create report.

Share item(s)​

The Share item(s) task allows users to create links to selected items that can be sent to other users.

For more information, see Share item(s).

Recover selected item(s)​

Recovery is used to regenerate emails from the archive in their original mailbox location.

Recovery can be used when:

  • A folder structure has been deleted.
  • One or more folders have been deleted.
  • One or more emails from the folders have been deleted and need to be restored from the archive.

The recovery function can restore archived items to their original mailbox location and can recreate a folder if it was deleted from the mailbox folder structure.

The following parts of the mailbox structure can be recovered:

  • One or multiple mailbox folders.
  • A recursive folder structure.
  • One or more folder contents.
warning

Important: The root folder must not be deleted from the mailbox folder structure. If it was deleted, it must be recreated manually before its contents can be recovered to the original mailbox location.

During recovery:

  • If a shortcut for the recovered email exists in the mailbox folder, the email is not recovered.
  • If the email is already present in the mailbox folder, the email is not recovered.
  • If the email has been deleted from the mailbox folder, the email is recovered.

Example: Recover a deleted "Calendar" mailbox folder​

In this example, the deleted Calendar mailbox folder is recovered without its subfolders.

  1. Select the Calendar folder in the navigation pane.

  2. Double-click the folder's checkbox to select the folder without its subfolders.

  3. Click the Recovery toolbar button above the item list.

After the task is completed, the Calendar folder is restored to the mailbox.

Export and recovery actions available from the toolbar in the Email Archive and File System Archive can be viewed and downloaded from the Tasks list. For more information, see Tasks list.

Mark document(s) for delete​

The Mark document(s) for delete task allows users to mark or unmark emails for later deletion from the archive by the Delete job.

You can mark or unmark:

  • Only the selected emails.
  • All emails in the current folder.

To mark or unmark emails:

  1. Select the required action from the Operation drop-down list.
  2. Click Create.

For more information, see Legal hold.