Archive Manager for Files 8.6 - ArchiveWeb Guide

Permissions list

The table below lists default ArchiveWeb permissions categorized by roles. Allow all permissions is not granted to users or groups by default.

Auditor Access

Journals in Exchange Server are used to enforce legal, regulatory, and organizational compliance in organizations by recording all or targeted email messages. In addition to journals, mailbox audit logs are also used to track who logs on to the mailboxes in your organization and what actions are taken by delegate users.

Auditor Access grants users the ability to view all mailbox journals that are imported, audit logs, retentions and search. Use this powerful feature with discretion.

To use this feature you must grant Auditor access permissions to at least two users. The two-user authentication mechanism works as follows: If John wants to log in as an auditor, he must have the Auditor access permission, and he must able to specify the user name of another user who has the Auditor access permission, before he can successfully log in as an auditor.

Steps to grant the Auditor access permission to a user

1.Log in to Metalogix Archive Manager ArchiveWeb with the credentials of a user who has the ability to grant permissions to other users.

2.From your account name dropdown, select Manage Settings.

3.Select the Permissions tab.

4.Click the Add User icon and locate the user from the Find Users or Groups search window.

5.Select the user from the user list on the left to display the permission set in the right-hand pane.

6. Set the toggle switch to to grant the Auditor access permission to the user.

7.In the confirmation dialog that appears, click Yes to grant the Auditor access permission.

8.Repeat the above steps to grant the Auditor access permission to at least one or more users as needed.

Steps to log in as an auditor

1.If you have the Auditor access permission, enter your user name and password in the ArchiveWeb log in page.

2.Toggle the Auditor access button to turn on the feature. Notice that the user name field label changes to Auditor 1 user name. This is the account that will be used to log in as an auditor.

3.Click sign in. The Auditor 2 user name field appears.

4.Enter the user name of another user who has the Auditor access permission.

5.Click sign in again.

6.If the two-user authentication succeeds, the Metalogix Archive Manager workspace appears.

7.From the top bar, click archive to open the archive view.

8.Click the Exchange tab.

9.Expand the Mailboxes node and select a journal to view its contents.

Profile

The Profile page helps you set the display preferences of logged in users.

In this topic:

·Steps to open the Profile page

·Steps to set global defaults

·Steps to customize the profile

PROFILE HOMEPAGE

·Homepage

PROFILE SETTINGS

·Style settings

·Tasks settings

·Search settings

·Treeview settings

·Grid settings

·File settings

·File Management settings

·Audit settings

Steps to open the Profile page

1.Log in to ArchiveWeb.

2.Click your username from the top-right corner.

3.Select Manage settings from the dropdown.

4.Click Profile from the local menu bar and click Settings.

Steps to set global defaults

To create a default profile:

When the administrator or super-user changes the default settings and Home page choices the administrator or super-user must click Set as default at the bottom-right of the page. These settings will be updated in the database as serves as the most current default settings.

To set a default profile for all users:

When a default profile exists, click Set default values for all users at the bottom- right of the page. By clicking this button all user profiles stored in the database will be replaced by the latest default settings. For users who do not have a stored profile, the latest default profile will be used. Personalized shared mailboxes and tags stored in the user’s profile will not be replaced.

Steps to customize the profile

To customize a personal profile:

When a user makes changes to the settings or Home page tabs, the user must click Apply changes at the bottom-right of the page, to save the customized profile in the database.

To reset a profile:

The user can click Reset at the bottom-right of the page, to replace their profile with the latest default profile from the database.  Personalized shared mailboxes and tags stored in user’s profile will not be replaced.

Home Page

Under the Home Page node select which page should be displayed after you log in to ArchiveWeb.

Style settings

·Language - select the language for the application. The default language depends on the Windows local setting of the Archive Manager server. If you change this setting, you must log out and log in again.

·Date/Time format - select your preferred date and time format. The default value depends on regional settings of your computer and the language selected in the Profile. When profile language is changed, date/time format is changed accordingly

·Maximum preview size [MB] - sets maximum file size that can be opened in a preview-pane. Displaying large item (with size more than 20MB) can cause out-of-memory exception. Default value is 20 MB.

Tasks settings

·Automatic refresh interval (in seconds) - determines how often the Tasks list will be refreshed. Setting small intervals may cause performance issues. The default interval is 10 seconds.

·Delete completed task - switch on this option to automatically delete completed task which do not return a value like database tasks such as Add/Remove Tag, Set/Unset legal hold flag, Mark for deletion and Extend retention time. If the option is switched off, all completed tasks will be listed.

Search settings

·Show search field in header - switch on this option to display the keyword search field in the page header. Switch off this option to hide the keyword search field in the page header. The Administrator can permanently hide the keyword search in the page header by adding the ShowTopSearchPanel key in the Web.config file. The default folder is C:\Program Files (x86)\Metalogix\ArchiveWeb.

<appSettings>

   ...

   ...

  <add key="ShowTopSearchPanel" value="false"/>

</appSettings>

When the key value is set to false, the Show search field in header setting will not be available in the Profile page and users will not be able to display the keyword search field.

·Remember last mailbox / server selection - when Metalogix Archive Manager for Exchange is installed and this option is switch on, all mailboxes that were selected in the previous search operation are selected by default in Search > Mailboxes for subsequent search operations as long as the user has permissions to search those mailboxes. When this option is switched off, the user must select the mailboxes before a search operation. Similarly, when Metalogix Archive Manager for Exchange is installed and this option is switch on, all servers that were selected in the previous search operation are selected by default in Search > Servers for subsequent search operations as long as the user has permissions to search those servers. When this option is switched off, the user must select the servers before a search operation.

·Maximum number of search results - determines the maximum number of search results are returned from a search.

·Keyword - choose a wildcard format to use with the keyword search.

oExact phrase - no wildcards are added. The user can add a wildcard manually if needed.

oStarts with * - A wildcard is added at the beginning of a keyword e.g. *sunshine

oEnds with * - A wildcard is added at the end of a keyword e.g. sunshine*

oEnclosed in * - A wildcard is added at the beginning and end of a keyword e.g. *sunshine*

·Match highlight - switch on this option to highlight the search phrase in the search results. Available only for Metalogix Archive Manager for Exchange.

·Match highlight color - color picker to choose a color for the highlight.

·Keyword search behavior - sets the default Search scope for keyword search setting in the Search tab only for Metalogix Archive Manager for Exchange. Choose from the following options:

oSearch only in my mailbox - by default only the logged on user’s mailbox is pre-selected for a keyword search operation.

oSearch in all accessible mailboxes - by default all accessible mailboxes are pre-selected for a keyword search operation.

·Set default search scope - Choose the default search scope for keyword search.

oExchange - allows you to search in archived emails. Available if Metalogix Archive Manager for Exchange is installed.

oFiles - allows you to search in archived files. Available if Metalogix Archive Manager for Files is installed.

Treeview settings

Maximum text length - the Treeview's node text will be trimmed to the number of characters specified.

Grid settings

·Paging - select Endless paging to display all items on one page. Select Show paging to limit the number of items on one page.

·Journal highlight color - choose a color from the color picker control to highlight the journal items.

·Items per page - If Show paging is selected, set the number of items to be displayed per page This number applies to the full grid view.

File settings

·Columns - sets the columns and the order that they are displayed in a list.

oArchive - These column headers are used in the Archive page: Select All, Name, Server, Archived date, Created date, Last modification date, Owner, File size, Retention expiry date, Retention remaining day, Retention from, Locked, Tagged, Commented

oSearch - These column headers are used in the Search results page: Select All, Name, Folder, Server, Archived date, Owner, File size, Version, Locked, Commented

·Use grid view - allows users to set the list view type.

oSimple - (default grid type) Select this option so that list operations such as custom filters, sorting and ordering are performed on items currently displayed in the list as defined by the Items per page option in the Grid settings or in the table itself (see the List view conventions section). Using Simple grid dramatically improves the list performance especially when working with a large number of items. Simple grid can be used only for Archive views.

oFull - Select this option so that list operations such as custom filters, sorting and ordering can be performed on the entire data set of the list irrespective of limits defined by the Items per page option in the Grid settings. This option is not recommended for huge data sets. Full grid can be used in Auditing and Search result lists.

·Navigation frame - allows users to display the folder structure in following formats:

oTreeView - (default). Displays file folders in a hierarchical order. Recommended for most folder structures that are not loo large.

oListView - presents file folders with pagination. Recommended for large folder structure in excess of 10,000 folders. The pagination improves navigation performance.

File Management settings

·Columns - sets the columns and the order that they are displayed in a list.

oScheduler - These column headers are used in the Archive page: Select All, Name, Type, Status, Start time, Run interval, End date, Maximum runtime, Notification, Operation, Activated

Audit settings

·Columns - sets the columns and the order that they are displayed in a list.

oReport - These column headers are used in the Archive page: Select All, Log level, Log date, Method, Computer, User, Category, Tagged

·Use grid view - allows users to set the list view type.

oSimple - (default grid type) Select this option so that list operations such as custom filters, sorting and ordering are performed on items currently displayed in the list as defined by the Items per page option in the Grid settings or in the table itself (see the List view conventions section). Using Simple grid dramatically improves the list performance especially when working with a large number of items. Simple grid can be used only for Archive views.

oFull - Select this option so that list operations such as custom filters, sorting and ordering can be performed on the entire data set of the list irrespective of limits defined by the Items per page option in the Grid settings. This option is not recommended for huge data sets. Full grid can be used in Auditing and Search result lists.

Tags

Tags are used to categorize your archived items.  You can create as many categories as you want, assign them colors, and then apply them to your archived items. This make it easy to search through your tagged items and distinguish e.g. important emails, documents related a particular project, etc.

Tags are centrally managed in the Manage Settings > Tags tab.

In this topic:

·Steps to create a tag

·Steps to edit a tag

·Steps to delete a tag

·Steps to add tags to items

Steps to create a tab

Tags can be created in several ways.

Create a tab from the Tags tab

1.Log in to ArchiveWeb. Then click your user name and select Manage Settings.

2.Click Tags from the local menu bar. All tags are listed, added, edited or deleted here.

3.Click New in the list header. A new row will be added to the list view. Enter the tag properties as described below:

·Tag Name - enter descriptive name, e.g. “Personal”, “Marketing” or any other

·Background Color - click the dropdown and select the tag color or specify a custom color.

·Apply For - scope of the tag. Choose one or more from the following options

oGlobal - tags are available for Archive Manager for Exchange, Archive Manager for Files and Audit.

oExchange archive - tags are available for Exchange archive

oFiles archive - tags are available for File archive

oAuditing - tags are available for Archive

4.Click Update to save the changes. The new tab will be added to the tab list.

Create a Tag from the Archive > Files view or Report > Audit view

1.Log in to ArchiveWeb and open the Archive > Files view or Report > Audit view.

2.Click the + icon next to the Tags node in the navigation pane.

3.Enter the tag details in the Add New Tag dialog.

4.Click OK to save the tag.

Steps to edit a tag

1.Click your user name and select Manage Settings > Tags.

2.Click Edit for the tag that you want to change.

3.When you are done with your changes, click Update to save your changes.

Steps to delete a tag

4.Click your user name and select Manage Settings > Tags.

5.Click Delete for the tag that you want to remove.

6.Click Yes in the confirmation dialog.

Steps to add and remove tags from items

Tags can be added to:

·emails  - if the tag is applicable to Global or Exchange archive

·documents  - if the tag is applicable to Global or File archive

·auditing items -   - if the tag is applicable to Global or Audit

1.Locate the item under Archive/Exchange or Archive/Files or Report/Auditing tab and select it.

2.Open the More actions link (MENU) from the right upper corner in the preview pane.

3.Click Add tag(s).

4.In the pop-up window select the tag(s) which you want to add to the item and click OK. Once the tag has been added to the items, it will be visible in the  list view and preview. A tag can be removed from the preview by click X or from the MENU by clicking the Remove tag command.