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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

How to start a job running immediately

Steps to start a job running immediately:

1.Go to the Jobs tab in Manager view.

2.Select the desired job – either stopped or a scheduled one. Right-click it and in the context menu select Start now! The respective job will start running immediately.



NOTE: Jobs which are just running are highlighted in green in the Existing jobs pane of the Jobs tab.

How to stop a scheduled job

Steps to stop a scheduled job:

1.Go to the Jobs tab in the Manager view.

2.Select the desired scheduled job. Right-click it and in the context menu select Stop. The respective job will stop running and its status will be changed to Stopped (displayed red)


NOTE: You always need to stop a job if you want to change its settings. Settings of a scheduled or running job cannot be changed.

Job reporting

Job reporting is a feature which allows the administrator to see how many messages are waiting (are scheduled) for archiving, i.e. how many messages were given to the asynchronous archiving service (DirectArchive service).

The messages are collected from different sources: scheduled jobs. When a “source” decides to archive messages, it simply puts them into a database table. The asynchronous service periodically reads this table and processes messages, depending on job settings.

The job reporting feature simply displays the content of that database table: it displays ONLY those messages that are queued for processing. The content is automatically categorized by the start time of the job.

Steps to see the status or how many messages are queued for archiving:

1.In Manager view, click on the Jobs tab. All jobs you have defined so far are displayed in the left pane. At the bottom of that pane, click on the Job reporting tab to open the Pool monitor window.


2.In the Pool monitor window unfold the Job independent node. You will get displayed all your jobs. Number next to the job indicates how many emails assigned to the job are waiting to be processed. Under the Job independent folder you can find emails from DirectArchive which are waiting to be processed.


3.To get more details about the chosen job simply click on it. Items to be processed by that job appear in the right pane of the window. The number of items is displayed also at the bottom in the left corner. Click the Refresh icon to update the situation.



NOTE: A lot of useful information can be found in the list view, e.g. the sequence number of the item (Sequence), ID of the owner (Owner), Status (WAIT - waiting to be processed or PAUSED – the respective job is stopped), location of the mailbox item (URL), the date of creation (Creation date), number of unsuccessful attempts to process the item (Error count), ID of the job in charge of the item (Job) etc.

4.Click the View switcher icon (ARCHIV~1_img203) next to the Refresh icon to display the Mailboxes pane. In this pane you can see mailboxes from which the selected job is archiving or mailboxes of job independent items. The first number in square brackets next to the mailbox is the mailbox ID, the second number is the number of emails waiting to be archived in that mailbox.

Click on the mailbox node (in our example user004) to display the waiting items of that mailbox.


5.If archiving of an item failed even after several attempts, it is displayed red. In such cases you may try to archive it again. Right-click the item and select Resume in the context menu.


There are other options in the context menu for any item as well:

·Pause – archiving of that item will be paused, i.e. will not be process in that cycle, however, it will be processed in the subsequent cycle.

·Disable - the respective item will never be processed by the job in question.

·Delete – the item will be deleted from the list.

·Info – Message information window opens displaying location, mailbox, subject, receive date, message class and size of the selected message

Select Add/Remove columns option to customize the order and selection of columns in the list view of the Pool monitor.


Back on the Jobs tab of the Enterprise Manager you can display mailboxes and public folders the job-in-question has been assigned to. To do so right-click the selected job and choose Overview in the context menu.


The respective Job overview window will open, as seen on the following figures.


Retention tab – Retention Categories management

On the Retention tab of the Manager view different retention categories for email archiving can be set (e.g. retention category for short-term documents, retention category for long-term documents etc.). In other words, various types of emails require different ways of archiving and the time for which they need to be stored and retrievable can differ as well. Further we discuss the usage of retention categories, their description and management from the end-user point of view.

Various features of retention categories enhance the adaptability of Archive Manage for Exchange for individual users together with the email life-cycle management. Emails can now be archived with two-tier delete and manipulation protection. Tier one defines the retention time in which archived emails can be neither deleted nor moved to different storage media – these policies vary according to company or state regulations. Tier two allows the administrator to transfer emails to long term storage media or delete them.

The shortcut creation time known simply as “shortcut delay” can be defined allowing Blackberry users’ access to mails and attachments that have already been archived. The “Delete shortcut after a time” feature can be used to reduce the number of “redundant” shortcuts left in the Exchange Store after a specific number of days, months or years.

The retention categories which are created here can be assigned to jobs on the Jobs tab.


IMPORTANT: The default retention category needs to be specified on the Tools/Options/Archiving settings/Retention tab (see the section “Archiving settings” in the chapter “Global archiving settings”). This category will be applied if no specific category is selected, e.g. for direct archiving and manual archiving using AddIn.




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