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Metalogix Archive Manager for Exchange 8.1.1 - Administration Guide

Getting Started Enterprise Manager Tools Manager view
Groups tab Settings tab Public folders tab Jobs tab Retention tab – Retention Categories management Post Processing tab Locations tab
Archive view Status view Toolbar icons - Description Advanced Search Appendix

Jobs tab

On this tab you can define jobs for automated archiving. Archiving with jobs is done in the background – with predefined settings.


IMPORTANT: On the Jobs tab, at the bottom of the right pane, you have to specify the backup time, in other words, the period during which jobs are not supposed to run in order to enable database backup. It is not possible to archive until it is set. Just enter the time in the Backup start time and Backup stop time fields and then click Update.

You may for instance schedule your database backup overnight.


NOTE: Do not schedule your jobs during the backup interval, as they are paused until the backup period is over and no mails would be archived during that period. After that the job is resumed.

At first there may not be jobs defined, as seen below. You need to create them.


How to create a job

As mentioned previously, automated archiving is done via jobs which need to be specified up front.

To define a new job:

1.In Manager view click on the Jobs tab.


NOTE: When creating new job, click the Refresh button to update the Jobs tab.

2.Right-click in the left pane and in the context menu select New job.


NOTE: You can also click on the Create new job icon on the toolbar to define a job.


3.In the Job Settings window that is displayed please specify your settings for the General, Retention, Scheduler, and Compression tabs.

c-general tab

On the General tab enter a name for your job in the Job name text box. Then choose the type of job (Normal, Threshold, Delete Files or Shortcut Sync). Later we will describe what these options mean (see the following sections: “Normal job”, “Threshold job”, “Delete Files job” and “Shortcut Sync job”)

4.Click on the Retention tab. On this tab you need to specify the retention category which defines the retention time for the items archived via this job. By the means of these categories you can adjust shortcut behavior and set various retention times for archived items. You can choose from available categories or you can create your own categories on the Retention tab of Manager view. (Usage of retention categories, their features and management are described in detail in the “Retention tab“ section.)


5.Click on the Scheduler tab. On this tab you should specify the time when scheduling begins: in the Scheduling starts at field enter the date (by clicking on the upward or downward arrows, or by overwriting it) and time (directly by overwriting the time).

In the Schedule interval box you may specify a period following which the job restarts itself. Just click on the upward and downward arrows. The period may be set in minutes or days.

Should you select the Allowed time [hours] box, then you may enter your archiving period simply by clicking on the upward or downward arrows.


If you select the Scheduling ends on check box you may specify a time when the scheduling ends. The period is set to Never by default, i.e. when the check box is not selected.

Scheduling is by default set to never. However, should you want to stop the job at a certain point in the future, select the Scheduling ends on check box. Then click on the downward arrow to open the calendar where you can select the appropriate month (by clicking on the left and right arrows) and time (by selecting the appropriate day).


6.Click on the Compression tab. On this tab you may specify which of the files will be compressed, simply by selecting the appropriate check boxes: Compress .msg file, and Compress attachments.

Compression-related settings having been defined under Tools/Options/Archiving settings relate to manual archiving only; they are not automatically used by jobs. Therefore, compression-related settings need to be specified individually for each job.


There have been 4 jobs pre-defined by default: Threshold, Shortcut Sync and Delete Files. The fifth one – Normal job – is for general use.

These 4 pre-defined jobs are unique and there can always be only one such job defined (i.e. only one Threshold job etc.), as they are used for special purposes.

Let’s now describe these jobs.

Threshold job

Companies usually define within their IT department rules regarding storage space mailboxes or groups may occupy on the MS Exchange server, to avoid mail server overloading. The Threshold job is used specifically for that purpose.

By defining the maximal size of a mailbox on the Threshold tab (see the section “Threshold tab”) you may actually specify space having been reserved for it on the MS Exchange server. Other specifications (Upper and Lower values) are defined there as well.

When the Threshold job starts running, all mailboxes listed on the Threshold tab whose size has reached their respective Upper value will be archived until their respective Lower value has been reached (for each mailbox there can be assigned different threshold values). This way you can easily arrange enough space on your MS Exchange server, so that CPU efficiency is preserved at a desirable level.

Example: The mailbox has a limit of 100 MB (defined in MS 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 keys (ThresholdSortBy) in <installdir>\ Metalogix\MAM4Exchange\ Services\ PamExSchedulerSv\ PamSchedulerSv.exe.config. The following values can be used:

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

·Order by received date (ascending) [1]

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


NOTE: After config file modification the services must be restarted.

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>\ Metalogix\MAM4Exchange\ Services\ PamExSchedulerSv\ PamSchedulerSv.exe.config. For more information see the following table:


Config key



By message size



Minimum size (in KB) of the email which can be included in the threshold processing. All emails smaller than the defined size are not archived.

By age



If value > 0, messages which are younger than x days are excluded from processing.

By folder



Semicolon separated list of exclude folders defined for the threshold job. The syntax is the same as in case of group exclude folders.

By message class



Semicolon separated list of include message classes for the threshold job.

The Threshold job runs in the background with pre-defined settings. Archived emails are replaced with a shortcut and the space is released for further usage.

To define a Threshold job:

1.In Manager view, click on the Jobs tab.

2.Click with your right mouse button inside the left pane. A context menu appears. In the context menu select New job.

3.In the Job Settings window that appears, select Threshold on the General tab. Do not forget to enter a name in the Job name text box. Then specify your scheduling criteria on the remaining tabs.



NOTE: There can be ONLY ONE Threshold job defined.

Shortcut Sync job

A user may have decided to delete in his MS Outlook a shortcut to an archived item (for example if the user thinks he will not in the future wish to restore the item) or may have moved the shortcut from one folder to another. If he uses the Delete archived messages icon on the toolbar or Delete selected messages on the MAM4Exchange menu in MS Outlook, which is AddIn functionality, then such items are marked in the HSM store for deletion. Those items, nonetheless, are kept in the HSM store during their retention period. Upon the expiration of their retention period and eventually their keep-alive time items marked for deletion may be COMPLETELY DELETED via Delete Files job, if such is scheduled. Providing the Delete Files job is not scheduled, emails remain in the archive.

On the other hand, if the user fails to use AddIn functionality and uses the Delete icon on the toolbar or presses the SHIFT key along with the Delete key on the keyboard then the respective shortcut is deleted as well, but since these are NOT AddIn functionalities (they are Microsoft features) the result will be different. Items whose shortcuts were deleted in MS Outlook in this way will lose their reference in MS Exchange store but will not be marked in the metabase for deletion. We call them “lost items”. Such lost items can be restored; we will explain that later (see the section “Archive tab”).

What is the purpose of the Shortcut Sync job? The purpose is to keep the metabase consistent with MS Exchange Server. Therefore, Shortcut Sync job searches through synchronized mailboxes for shortcuts to items having been archived in the HSM store. Archived items with no reference (with no shortcut) in the MS Exchange store are subsequently marked for deletion (or COMPLETELY DELETED should their retention time be 0). However, the retention category used for archiving of these items must have been the retention category which allows the Shortcut Sync job to operate. (see the section “Creating a retention category“).


IMPORTANT: Keep in mind that any lost item can be restored by the administrator (see the section “Lost items restoring”) during its retention period until you run this Shortcut Sync job. Upon running this job, all lost items enabled for clean-up by Shortcut Sync job are marked for deletion. They cannot be restored e.g. on the Archive tab in Enterprise Manager. Therefore, be careful when using this Shortcut Sync job; use it only in cases when you are sure that no more lost items need to be restored so that the space they occupy could eventually be freed up for further usage following expiration of the retention period. But even though items marked for deletion cannot be easily restored they can still be found (during their retention period) using our full-text search engine while residing in the HSM store. To find the documents marked for deletion, use the Search in archive icon on the toolbar (ARCHIV~1_img185) (For more information see “Toolbar icons”) or Archive Manager Client AddIn. In the Archive Manager Advanced Search window such items marked for deletion will be displayed with a blue icon, as shown on the following figure.

i-ShortcutSync 1

To define the Shortcut Sync job:

1.In Manager view, click on the Jobs tab.

2.Click with your right mouse button inside the left pane. A context menu appears. In the context menu select New job.

3.In the Job Settings window that appears, select Shortcut Sync on the General tab. Do not forget to enter a name in the Job name text box. Then specify your scheduling criteria on the Scheduler tab. Finish by clicking OK.

i-ShortcutSync 2


NOTE: There can be ONLY ONE Shortcut Sync job defined. As with other scheduled jobs, the Shortcut Sync job runs in the background with predefined settings.

Archived emails having been marked for deletion reside in the HSM store during retention period. They can be found in Archive view, on the Archive tab only. You will see them displayed in blue. They can be restored manually (see the section “Mailboxes tab”).

On the next figure we show you examples of lost emails (the ones displayed blue).

i-ShortcutSync 3

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