Archive Manager for Exchange 8.10 - Administration Guide

Adding a group/mailbox onto the Threshold tab

To add a group or mailbox to the Threshold tab:

1.In Manager view, click the Settings tab.

2.Click Threshold settings.

3.Right-click inside the right pane and then select Add group or Add mailbox from the context menu.

4.In the Select mailbox or group window enter the name of the group/mailbox in the text box or select the group/mailbox from the list. Then click OK.

5.The respective group/mailbox will now appear on the Threshold tab.

As a next step you must set the mailbox size limit as well as Upper and Lower values to that group/mailbox.

Setting the mailbox size limit

The limit defined for a mailbox in Microsoft Exchange Server can be set by Archive Manager as well. By setting size limitations for a group/mailbox you actually allocate space on the MS Microsoft Exchange message store for the group/mailbox.

The administrator can set the Lower and Upper limit. Upper and Lower values are percentages from the total mailbox limit allocated to a mailbox/group on the MS Microsoft Exchange Server. These two values are closely associated with Threshold job, which actually does the "cleaning up” of the Microsoft Exchange message store. When the Upper value is reached for a specific mailbox/group, then archiving via Threshold job can "free up” some space on the MS Microsoft Exchange Server until the Lower value is reached for the respective mailbox/group.

After adding a group/mailbox onto the Threshold settings tab you must specify their maximal size limit, as well as Upper and Lower values. Whenever the Threshold job (see Threshold job ) starts running it looks for mailboxes and groups having been specified on the Threshold settings tab, and starts archiving the content of those which have reached their Upper value, and keeps archiving until the Lower value has been reached.

The mailbox limit in Microsoft Exchange Server can be defined on two levels: on the mailbox level and on the Information Store level. For Archive Manager the mailbox limit has a higher priority than the Information Store limit. These limits are read from Microsoft Exchange Server and can be checked in Address Book Manager (Tools > Address Book Manager > click the Mailbox node > double-click the mailbox > in Properties window switch to the Others tab).

To set size limitations for a group or mailbox:

1.In Manager view, click the Settings tab

2.Click the Threshold settings tab.

3.Right-click the group/mailbox in the list and then, in the context menu, select Properties. The Properties window opens.

4.In the Properties window enter your specifications for Manually defined limit. This will be the maximal space that every mailbox of the group (or the given mailbox) will occupy in the Microsoft Exchange Server. must you want to use a value different from the limit defined in Active Directory, check the Always use the manually set limit instead of the mailbox limit checkbox. If this checkbox is not checked, the Active Directory limit will be used instead of the manual limit value.

Enter your specifications for Lower limit and Upper limit as well.

If you want those settings to be applied to any subgroup of a group, select the Apply the settings recursively for group member checkbox. In that case your settings will be applied to its subgroups.

In the Retention category dropdown box you can select the retention category to be used for archiving. Otherwise the retention category of the Threshold job will be used as default.

Click Apply and then OK.

5.Click OK and verify the settings in the Threshold tab.

Example:

The mailbox has a limit of 100 MB (defined in Microsoft Exchange Server). The administrator defines the threshold values 50/90. If the mailbox size reaches 90% of the limit (90 MB), the Threshold job will archive the mailbox until the size of the mailbox drops under 50% of the limit (50 MB). The threshold job archives the oldest messages first (default settings). The order of the messages can be modified using the scheduler service config key ThresholdSortBy in <installdir>\ Quest\MAM4Exchange\ Services\ PamExSchedulerSv\ PamSchedulerSv.exe.config. The following values can be used:

·Order by last modification date (ascending, i.e. oldest first) [value = "0”]

·Order by received date (ascending) [value = "1”]

·Order by size (descending, i.e. biggest first) [value = "2”]

Further, it is possible to exclude specific messages from threshold processing. The Threshold job will archive the mailboxes but it will filter out specific messages based on your configuration. Available filtering for Threshold job:

·Filtering by message size

·Filtering by age

·Filtering by folder

·Filtering by message class

This filtering can be also configured using the scheduler service config keys in <installdir>\ Quest\MAM4Exchange\ Services\ PamExSchedulerSv\ PamSchedulerSv.exe.config. For more information see the following table:

Client Permissions

The Clients permissions setting in the Settings tab is used to set global client permissions as well as group or user client permissions that override the global permissions. Global settings are applied automatically to every client computer where the Archive Manager Outlook AddIn and Archive Manager OWA Extension client applications are installed. Depending on your company security and access control plans, you may want to modify the global settings to grant or revoke additional rights for some mailboxes or groups.

The information displayed in the right pane is as described below:

Object - global settings repository (default) and names of the group or mailbox that is added.

Inheritance - (for user mailboxes only) indicates whether permissions from global settings are used (Off) or permissions are inherited (On).

Recursive - (for groups only) indicates whether clients permissions are applied to group members and sub-groups. Valid values are Yes or No.

Email address - indicates the email address of the group or user mailbox.

In this topic:

·Configuring global client permissions

·Configuring group or user client permissions

To configure global client permissions:

1.In Manager view, click the Settings tab.

2.Click the Clients permissions in the left pane.

3.Double-click the [Global settings] icon in the right-hand pane to open the Properties window. For every option listed here, you can choose whether you want to allow or deny the permission to use the feature.

4.When you are finished, click Apply and then OK. Options that are allowed will be available to all users.

The table below describes what a user can do for each client option that is permitted:

To set up clients permissions for a group or user:

1.In Manager view, click the Settings tab.

2.Click Clients permissions in the left pane.

3.Right-click inside the right-hand pane and select select Add group or Add mailbox from the context menu.

4.In the Select group (or Select mailbox) window enter the name of group or mailbox in the search box or select from the list. Then click to add the group or user ot the Selected objects list. You can remove a selected group or user from the Selected objects list by clicking .

5.Click OK. The groups or mailboxes in the Selected objects list will be added to the Clients Permissions pane. Double-click any user or group to open its Properties window.

6.Configure the client permissions by selecting either the Allow or Deny checkboxes. These settings will override the global settings for the group or user.

7.Configure the following settings as needed:

a.Apply these permissions for group members recursively - (available for groups only) select this option to apply the client permissions to sub-groups.

b.Use global settings and ignore inherited permissions - (available for user mailboxes only) select this option to apply the global settings and ignore any client permissions set for this user.

8.When you have finished, click Apply and then OK.

Retention assignment

The Retention assignment setting lets you customize retention categories for different groups or users. It is especially useful in Archive Manager Outlook AddIn. For each group or user you can specify the default retention category to use when archiving from Outlook. Archive Manager for Exchange has a global default retention category that is used if no specific retention category is chosen during archiving. The global default retention category is set in the Tools > Options > Archive settings > Retention tab. For more information see Archive settings.

The information displayed in the right pane is as described below:

Object - Name of the group or mailbox that is added.

Category Name - name of the retention category.

Recursive - (for groups only) indicates whether the retention category is applied to group members and sub-groups. Valid values are Yes or No.

Email address - indicates the email address of the group or user mailbox.

To set a default retention category for groups or users:

These steps describe how to override the global default retention category and set a specific default retention category for a group or user mailbox:

1.In Manager view, click the Settings tab.

2.Click Retention assignment in the left pane.

3.Right-click inside the right pane and select Add group or Add mailbox from the context menu.

4.In the Select mailbox or group window enter the name of the mailbox or group name in the text box or select from the list. The click OK.

5.The respective mailbox or group will be added onto the Retention tab. Right-click it and select Properties from the context menu.

6.In its Default retention window select the retention category in the dropdown box.

For group: You may want to assign that retention category to subgroups as well. In that case select the Apply recursively for group members checkbox.

7.Click Apply, then OK.