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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 set a filter to display only desired groups

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

To create a filter, follow these steps:

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

b-filter 1

 

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.

b-filter 2

EXAMPLE: If you select DISPLAYNAME in the first drop-down 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.

By clicking the Add button the filter will be displayed in the text box below, as seen on the following figure.

You can even check the syntax by clicking on the Check Syntax button.

b-filter 3

3.Click Save.

4.If the filter you have created is a new one then, upon clicking on the Save button, another dialog window opens where you can enter the name in the Name of the filter text box, e.g. Filter ‘act’. Confirm by clicking OK. A filtered list of groups will be displayed on the Groups tab. (i.e. groups whose DISPLAYNAME contains ‘act’)

b-filter 4

The figure below shows only those groups whose DISPLAYNAME contains ‘act’ (Filter ‘act’ from the above mentioned example).

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NOTE: Instead of creating a filter you may want to use someone else’s. In that case, upon clicking on the Set filter button select the desired name in the Select user drop-down menu and the desired filter in the Select filter drop-down menu. The selected filter will be displayed in the text box below. Confirm by clicking OK in the Filter window.

How to remove a filter

On the Groups tab in Manager view you have an option to set a filter to display only groups meeting the desired criteria. Having set a filter, the Set filter button turns green (see below).

b-filter 5

To remove a previously set filter, simply click on the Clear filter button. 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 desired 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 on 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 desired group to open its Properties window,

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

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

In the displayed Properties window of the desired 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.

c-group

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NOTE: The icons of groups activated for archiving are displayed in green.

General tab

On this tab you have an option to activate archiving for a desired 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 on the Groups tab. In the left pane double-click the desired group. The Properties window opens.

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

3.To activate archiving for this group, select the Allow to archive check box. In the Retention category down-drop box you can select a retention category which will be used for the group archiving. This retention category can be DIFFERENT from the one assigned to a job that will be in charge of the group. (The relevant job is 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. Should you select the Use job settings option, the retention category of the job will be used.

4.In the Archive files older than (days) text box you can enter a period following which messages will be archived.

5.In the Archive files bigger than text box you can 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: On the following figure we set archiving of messages older than 10 days and exceeding 0.01 MB.

d-general tab

 

6.The Advanced criteria give user opportunity to set filter for e-mails (IPM.Note) based on the e-mail address, subject and body. E-mails satisfying the given criteria will be excluded from archiving or only the e-mails satisfying the given criteria will be archived by the job set for that group.

d1-advanced

7.Finish by clicking Apply and then OK.

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

Scheduler tab

On this tab you need to specify the desired job for archiving. Automated archiving is done via jobs. Jobs, however, need to 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 desired group:

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

2.In the Properties window click on the Scheduler tab.

3.In the Selected job dropdown list select a job you prefer for archiving, for instance SAN archiving.

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NOTE: If no jobs are created, the dropdown list is empty.

e-scheduler 1

4.Upon selecting a job, the Scheduling starts at box, the Schedule interval (in days) box, as well as the Job status box are automatically filled in with the settings of that specific job.

EXAMPLE: On the following figure a job called SAN archiving has been selected. According to that job, groups scheduled for archiving with SAN archiving will be archived every day at 6:45:00 PM as of December 18th, 2006. The status of that job is Scheduled, which means that the job is currently running.

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NOTE: When the status of a job is Stopped, the job is put on hold and needs to be “turned on” (Scheduled) to run at the predefined hour. A job’s status (Stopped, Scheduled) can be changed on the Jobs tab.

e-scheduler 2

5.Click Apply and then OK.

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NOTE: On the figure below you may notice that one group (e.g. testgroup1) is displayed green with an exclamation mark (!). It notifies the administrator that this group is activated for archiving, although no job is assigned to it.

e-scheduler 3

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 on the Groups tab. In the left pane double-click the desired group. The Properties window opens.

2.In the Properties window click on 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.

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IMPORTANT: If you exclude a folder from automated archiving, then its subfolders will NOT be archived either.

f-exclude 1

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

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NOTE: As a path separator use a slash “/”.

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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.

f-exclude 3

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 on 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 select message classes:

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

2.Click on the Classes tab.

3.There are three items selected by default for archiving: IPM.Note (email), IPM.Post (Note in Outlook), IPM.Document (OLE-documents). To select additional ones, click on the down arrow next to the Add button to open the dropdown menu.

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

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NOTE: If the Message classes list is empty, the IPM.Note is added automatically! In such a case, only IPM.Note will be archived.

g-classes 1

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

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IMPORTANT: You can enter any message class on this tab. However, only those message classes which are allowed to be archived on the global level will be actually archived (see “Global Archiving Settings/Message Classes tab” section).

g-classes 2

5.Click on the Add button. The respective item will be added to the list in the Message classes box.

6.Click Apply and then OK.

Message classes specified on this tab will be archived only if they are allowed to be archived on the global level (see “Global Archiving Settings/Message Classes tab” section).

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NOTE: If you want to remove any of the message classes listed under the Message classes box from archiving, simply select them and then click on the Remove button.

Script tab

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

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NOTE: For instance, script is used when a particular feature of Archive Manager is deployed (e.g. live email indexing feature which allows fulltext search of live/non-archived emails in the ArchiveWeb interface).

To generate a script for the desired group:

1.In Manager view click on the Groups tab.

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

3.In the Properties window click on the Script tab.

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

i-script 1

 

5.Upon clicking Yes, the newly generated script will be displayed in the text box, as shown below. You may now modify it to your needs. By clicking on the Check button you will verify the syntax. When you are done, click Apply and then OK to confirm.

i-script 2

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NOTE: Please notice that by having modified the script, certain fields on the General and Classes tabs become inaccessible, meaning that they cannot be modified there. A generated script may be deleted, simply by clicking on the Clear button. Then the fields on the General and Classes tabs will become accessible again.

How to activate the archiving option for a group

Keep in mind that automated archiving of emails via jobs is only possible for those groups that have had the archiving option activated. So, even if a job has been assigned to a group, but the group archiving option is not activated no automatic archiving will take place. Therefore, do not forget to activate it first.

To activate the archiving option for a group:

1.In Manager view click on the Groups tab.

2.In the left pane double-click the desired group. Its Properties window opens.

3.In the Properties window on the General tab select the Allow to archive members of this group check box.

j-arch option

 

4.Click Apply and then OK. The group is now allowed to archive.

Now you are ready to assign a job that would do the archiving.

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