Archive Manager for Files 8.6 - ArchiveWeb Guide

List view conventions

With advanced list view functionality provided with every ArchiveWeb list view you can easily search even in huge lists of items and adjust the list to your specific needs. List view functions are the same as for all ArchiveWeb lists. In the main pane you can switch between these types of items by clicking on the respective filter:

·archived - all folder archived items except items marked for deletion

·shortcut - archive items with shortcut in mailbox

·lost - archived items with no reference in mailbox/file system

·tagged - archived items with tag(s)

·locked - locked archived items

·for deletion - archived items that are marked for deletion, i.e. they will be deleted when their retention period expires (and delete job runs)

Preview (if available) of any item you click on appears below the list view. To open More actions menu for the item click the More actions link (MENU) on the right bottom below the list.

Pop-up preview feature is also available for Exchange, Files, Auditing and Search results items. When a user double-clicks anywhere in the item's line, the item opens in pop/up window full screen mode with all functionality as in normal view, such as multi/action menu (MENU), and comments area.

checkboxes are designed for multi-select. If MORE THAN ONE item is selected, More actions menu appears automatically below the list.

Batch selection/unselection of items is done by clicking the Select all rows (Select all items in folder)/Clear selection action links just above the list. When Select all rows/Select all items in folder action links are selected, operations are performed over all items in the given folder. (See more under "Simple Grid" section.)

It is also possible to change the column order by simple drag-and-drop action. Individual columns can be shown or hidden - these settings are managed in user profile after clicking <UserName> / Manage Settings / Profile in Columns section.

Further, lists can be:

Simple Grid

Simple Grid is specific type of grid available for Archive\Exchange, Archive\Files and Report\Auditing list view. It allows customization of the list view and offers some specific features for handling the list items as described further. Simple Grid option can be set under <Logged-on User> / Manage settings / Profile / Settings. When you select Use grid view / Simple option for the list view (e.g. for Exchange/Archive list view), the given list view will have page navigation controls and will allow user to set number of items to be displayed per page (Items per page) as shown in the screenshot below.

Asynchronous folder operations over folder are available for Simple Grid. Click the Select all items in folder link to perform operation over all items in a specified folder.

NOTE: The link does not appear on filter tabs such as “shortcut”, “lost”, “tagged”, “locked” and “for deletion”.

When a user clicks on the Select all items in folder link, the Total rows selected label will show the same number as Result count label shows. No item will be selected (see picture below).

Additionally, the preview pane displays folder operations menu (according to user permissions) except “Restore” functions. (“Restore” operations are not allowed as folder operations.)

By selecting any operation from “FOLDER OPERATIONS” action menu, a confirmation dialog appears:

Only when a user confirms this dialog the operation will be added to the Task list queue. The Task list is regularly checked for new tasks. When task arrives and no other is running, the given task will be run. Otherwise the task will wait in a queue.

NOTE: Only one task can be performed at a time.

Archive

This tab is displayed in ArchiveWeb if Archive Manager for Files is installed in the environment. It allows access to all items archived via Archive Manager for Files form the configured servers. After clicking the Archive from the main bar and then Files from the grey sub-bar, left navigation pane displays accessible file archive servers offering access to all folders with archived documents. By clicking the arrow sign next to the server/folder, user can unfold the structure down to the folder.

Navigation pane can be:

·TreeView – classic treeview

·ListView (pagination) – new type of navigation with pagination

The default setting is TreeView. (Set under Manage Settings / Profile.)

NOTE: [OFFLINE] text next to the file server in the left tree-view (as “amxserver [OFFLINE]” in the screenshot below) indicates that the given server has been decommissioned in your environment and is accessible only via ArchiveWeb. This access must be configured under Manage settings/Management/File Management/Archive Servers.

The content of the folder selected in the left pane is displayed in the main pane of the window. The list can be filtered by categories as listed above the list view:

·archived – all folder archived items are visible

·lost – items that were archived but later deleted from the file system are visible; these LOST ITEMS are not accessible in the file system any more

·tagged – items marked with any tag are visible

·locked – items that were locked are visible

·for deletion – items that were marked for deletion are visible; they are still in the archive and may be also visible in the file system as usual, but when their retention time elapses, they will be completely deleted (see “Mark for deletion” option in the “More actions” section)

For further filtering options see the “List view” section further.

List view

With advanced list view functionality provided with every ArchiveWeb list view you can easily search even in huge lists of files and adjust the list to your specific needs. In short, list can be:

Øsorted by any column – click the little arrow in the column header

Øgrouped by any column – drag the column to the bar just above the list

Øfiltered – click the filter link with icon () to create/modify the filter

(For more details see the “List view conventions” section.)

The following information are included directly in the list:

·version indicator () - little arrow next to the list item indicates that the given file has also other version(s) in the archive; click the arrow to display it

·file format icon

·file name

·server

·archived date

·created date

·last modification date

·owner

·file size

·retention expiry date

·retention remaining days

·retention from - document archive lifetime staring point (as specified in the Archive Manager for Files console at retention category creation); possible values: file creation time, archiving time or last modification time. The "override" value indicates that the original retention has been changed in ArchiveWeb.

·lock status () – yellow lock icon if the file is locked

·Tagged status () – checked if the file is tagged

·Commented status () – checked if there are comments associated with the file

List columns can be managed (show/hide) in the Columns section of the user profile (click <UserName> / Manage settings / Profile / Settings).

When you select the document in the main pane, its properties (date of creation, size, shortcut size etc.) are displayed under the list view in the preview pane. Preview is available only for some file types, e.g. for media files (image, video, audio files, and PDF) there is also preview available.

In the Preview pane, it is possible to add comments to files. Scroll down in the Preview pane. Then next to the Comments heading. Enter a note in the provided text box and click Yes. The comment with creation details is displayed under the Comments heading. Should the number next to the heading indicate some comments but none is visible, click the show/hide double-arrow () to the right (see the screenshot below). The comments will be displayed.

NOTE: Not all File Archive tab functions may be available for the logged-on user. The functions must be allowed for the user. For more information see the Roles and Permissions sections.

More actions

In ArchiveWeb the user can search in archived documents, lock them or adjust the list view. All these and also other tasks are accessible through the More actions menu.

Use the Download option to download the selected documents.

Performance hint: If Files server contain large files (with size more than 20 MB) it is possible to speed-up the download time and save some system resources. Administrator can set the following keys under <appSettings> in the ArchiveWeb web.config file:

Pam4HSMWS                - defines URL of PAM4HSMWS web-service

DownloadChunkSize        - size of the chunks used for download (default value is 32768 bytes)

Example of settings:

    <add key="Pam4HSMWS" value="http://AW7:7782/PAM4HSM/PAM4HSMWS.asmx" />

    <add key="Pam4HSMWSMethod" value="2" />

    <add key="DownloadChunkSize" value="32768" />

Via the Restore option you can restore the whole archived item to the current shortcut location (the item in the archive is not changed in any way).

Use the Add tags / Remove tags options to tag your items. You can use already created tags or create new ones directly in the pop-up dialog.

Use the Lock document / Unlock document option to handle document locks (for more information see the “Legal hold – lock documents” section).

The Mark for deletion option marks the given item(s) for deletion in the archive, i.e. when the retention time elapses, the item(s) will be completely deleted from the archive. Until then they stay unchanged.

To display only items marked for deletion, click the deleted category above the list view.

Use the Extend retention time option to INCREASE the time for which the item cannot be deleted from the archive. Retention time is set by selecting a date from a Calendar control. Retention time that points to the past cannot be set. After the specified date the item can be deleted manually or by a Delete job if such is scheduled in the Enterprise Manager (for Files).

HSM defines retention as a number of months from the time when the document was stored in HSM or from the time when the retention was changed. These different approaches cause that retentions in Archive Manager and HSM do not match. Especially if file’s creation/modification date is used for document’s life-cycle or the retention of the document is changed. In such situation the document in HSM is always protected longer than in Archive Manager. Because of this, the document can remain in HSM and can’t be deleted by the delete job until HSM retention expires.

The difference between HSM and Archive Manager retention can be up 2 months.

Under the File Archive tab the user can access all files that were archived. Even if the archived file was deleted from the file system, it is accessible in ArchiveWeb. Such items, i.e. archived items which have no shortcut in the file system, are so called LOST ITEMS.

On the ALL tab it is not possible to distinguish between these lost items and normal items with shortcuts. However, to see only lost items of the given folder, select the LOST tab above the list view.