Archive Manager for Exchange 8.10 - Administration Guide

Groups tab

By clicking on the Groups tab a list of all synchronized groups will be displayed in the left pane. When you only want to display some of the groups, use a filter, especially when the list of synchronized groups is too long.

On the Groups tab you may set your own archiving criteria for each group. Double-click the group to open its Properties window. Then, in the Properties window, set your criteria for archiving that specific group on its General, Scheduler, Folders, Classes and Script tabs. (See the section Setting criteria for group archiving.)

Let us first describe how to display only groups.

Setting group filter

On the Groups tab you may have a large number of groups displayed. To display only the ones, use filters while specifying multiple logical conditions.

To create a filter, follow these steps:

1.In Manager view on the Groups tab, click the Set filter button. The Filter window opens.

2.Select any or none of the following: RDN, ALIAS, DISPLAYNAME, or EMAILADDRESS in the first dropdown menu; then select any or none of the following: =, STARTSWITH, ENDSWITH, or CONTAINS in the second dropdown menu; and then enter text in the text box next to the Add button. Then click Add.

EXAMPLE: If you select DISPLAYNAME in the first dropdown menu; CONTAINS in the second dropdown menu; and if you enter ‘act’ in the third dropdown menu located next to the Add button, then you have created the following filter: DISPLAYNAME CONTAINS ‘act’. With this filter all groups with DISPLAYNAME containing ‘act’ will be displayed on the Groups tab.

Click Add button to display the filter in the text box below. Then click Check Syntax to verify the syntax.

3.Click Save. For a new filter enter the name in the Name of the filter text box. Confirm by clicking OK. A filtered list of groups will be displayed on the Groups tab. (i.e. groups whose DISPLAYNAME contains ‘act’)

Removing group filter

On the Groups tab in Manager view you have an option to set a filter to display only groups meeting the criteria.

To remove a previously set filter, click Clear filter . The list of all synchronized groups will be displayed again and the Set filter button turns black.

Setting criteria for group archiving

When deciding to archive a group, specify the criteria according to which emails of that group’s members will be archived. You will do that through properties of the respective group.

So, first switch to Manager view, and then click the Groups tab. In the left pane choose a group, whose members’ emails you plan to archive.

There are three ways of opening the Properties window:

·Double-click the group to open its Properties window,

·Right-click the group and then, in the context menu, select Properties to open its Properties window,

·Select the group and then click the Properties icon on the toolbar to open its Properties window.

In the displayed Properties window of the group you may set your criteria on the General, Scheduler, Folders, Classes, and the Script tabs.

On the following figure you will see a list of groups displayed in the left pane. If you select a group, its properties will be displayed in the right pane.

General tab

On this tab you have an option to activate archiving for a group. Here you may specify a period following which messages will be archived by using a pre-defined job. You can also specify a limit-value for the files so that files exceeding that limit-value are archived.

To activate archiving for a group:

1.In Manager view click the Groups tab. In the left pane double-click the group. The Properties window opens.

2.In the Properties window, click the General tab.

3. Allow to archive members of this group - select this option to activate archiving.

4.Retention category - select a retention category to use for the group archiving. This retention category can be different from the one assigned to the job that is assigned for the group as specified on the Scheduler tab. This allows you to have several groups archived via the same job and at the same time each group being archived with specific retention category.

5.Archive files older than (days) - enter a period following which messages will be archived.

6.Archive files bigger than - enter the size of the messages to be archived; please do not forget to select the proper item from the dropdown list in order to specify their size either in B, KB, or MB.

EXAMPLE: The image below shows how to set up archiving of messages that are older than 10 days and exceed 0.01 MB.

7.Finish by clicking Apply and then OK.

Upon activating a group you must assign it a job that will do the archiving in the background (see the section "Jobs tab”).

Scheduler tab

On this tab you must specify the job for archiving. Automated archiving is done via jobs. Jobs, however, must be specified up-front on the Jobs tab. Therefore, if no jobs have been defined yet, do so first (see "How to create a job”).

Once jobs are defined on the Jobs tab, you may select one.

To assign a job to the group:

1.In the Selected job dropdown list select a job for archiving, for instance Job1.

2.When a job is selected, the Scheduling starts at, the Schedule interval (in days), and Job status are automatically filled in with the settings of the selected job.

EXAMPLE: In the following figure, Job1 has been selected. Groups scheduled for archiving with this job will be archived every day at 8 PM starting on October 02, 2021. The status of that job is Scheduled, which means that the job is currently active.

3.Click Apply and then OK.

Exclude tab

You may have activated and scheduled a group for automated archiving, yet you might want to exclude some of the folders and their content from being archived or define folders to be processed. That can be specified on the Folders tab in the Properties window of the respective group. Use regular expressions to exclude custom folders based on folder name or path.

To exclude folders from automated archiving:

1.In Manager view click the Groups tab. In the left pane double-click the group. The Properties window opens.

2.Click the Folders tab. Here you can either:

·include certain folders in automated archiving

Be aware that if some folder(s) are listed in Include folders section, NO OTHER folders will be archived. All other folders will be automatically excluded from archiving. When adding folders, wildcards can be used – see further.

or

·exclude certain folders from automated archiving

It is possible to check folders in the list (Inbox, Outbox, Sent Items and Deleted Items) or define custom folders. When defining custom folders, also wildcards can be used – see further.

3.When adding folders either in Include or Exclude section, click the Add button. In the Folder window that opens, enter the folder name or path.

Wildcards

Asterisk (*) has a specific function in the Include section. Three basic scenarios apply:

a)<folder>

If only folder is specified (e.g. Inbox, Export/marketing...), it will be archived, but its subfolder will not be archived.

b)<folder>/*

If folder is followed by a slash with asterisk „/*" (e.g. Inbox/*, Export/marketing/*...), only subfolders will be archived, NOT the given folder.

c)<folder>*

If folder is directly followed by the asterisk „*" (e.g. Inbox*, Export/marketing*...), both folder and it subfolders will be archived.

EXAMPLE: In the example on the figure below, the configuration is the following:

Include folders: Inbox*

Exclude folders: Inbox/private

This means that Inbox and all its subfolders will be archived, except the private subfolder.

4.Click Apply and finish by clicking OK. The respective folders will be excluded from automated archiving.

You may of course review your decision. In that case deselect the respective check-box, or simply select the respective folders in the Custom folders list-box and then click the Remove button. Do not forget to click Apply and OK.

Classes tab

On this tab you may specify which types of email items will be automatically archived/excluded in mailboxes of a given group.

To retain default setting:

1.Select the option as described below:

Use default settings - select this option to retain default message classes settings. All other classes will be deactivated.

To select message classes:

1.Clear the Use default settings checkbox.

2.There are three items selected by default for archiving: IPM.Note (email), IPM.Post (Note in Outlook), IPM.Document (OLE-documents). Message classes specified in the Supported message classes list box will be archived only if they are allowed to be archived at the global level. For more information see Message Classes. To select additional classes, click the down arrow next to the Add button to open the dropdown menu.

3.Select the item from the help-list or type in the message class you wish to include.

4.Click Add. The item will be added to the list in the Supported message classes box.

5.Click Apply and then OK.

Similarly, you can also define message classes that will be excluded from archiving.

Script tab

You might want to modify the script to define additional conditions you may have wanted to apply to a group. This can be done on the Script tab of the respective group.

To generate a script for the group:

1.In Manager view click the Groups tab.

2.Select the group in the left pane. Right-click it and in the context menu select Properties.

3.In the Properties window click the Script tab.

4.Click the Generate button. Then in the Generate script window click Yes to generate a new script.

5.The new script will be displayed in the text box, as shown below. You can modify it to your needs. Click Check to verify the syntax. When you are done, click Apply and then OK to confirm.