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Metalogix Archive Manager for Files 8.1.1 - Administration Guide

About the documentation Enterprise Manager – Common Part
How to manage more Archive Manager servers Restrictions tab Settings tab Scheduler tab Archive tab Post Processing tab Statistics tab System context menu
Other functionality Addendum

Restrictions tab

Under the Restrictions tab you may specify restrictions regarding RETRIEVING of archived files:

·Restricted Processes tab - processes which will not be allowed to retrieve archived files

·Backup Processes tab – backup processes which will be able to backup archived files (shortcuts) but which will not be able to retrieve them

and restrictions regarding ARCHIVING:

·Folders tab – folders which are recursively or non-recursively excluded from archiving

·Extensions tab - file types which will not be included in archiving

IMPORTANT: Before any archiving (either manual or automated) please first specify your restriction-related settings. It is important to exclude certain folders from archiving, and – that should be done first! - some files or folders are excluded from archiving by default (e.g. system folders) but you may want to exclude for instance all files residing under Local Settings; otherwise you may archive unintentionally even the “unwanted” ones.

 

Folders excluded by default can be seen after clicking on the Restrictions tab and then on the Folders tab. All folders excluded from archiving, either recursively or non-recursively, are displayed red. Recursive and non-recursive selection will be explained in detail later in this manual (see the section “Folders tab”).

 

a-restrictions

Restricted processes tab

 

By clicking on the Restricted Processes tab, the following window will be displayed. On the right side (in the Restricted processes pane) you can see all processes which have been restricted to recover files. This list includes a standard list already specified within our software. This means that all files in this list are unable (i.e. they have been restricted) to automatically retrieve archived files. This list can, of course, be modified. It is necessary for instance to add to this list antivirus programs, which are capable of restoring files. The administrator may himself include additional files, simply by double clicking the three dots and then entering the respective file name (including its extension!), or by selecting from among running processes.

If desired, any of the restricted processes can be removed from the restricted list.

 

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The left side (under Running processes) is empty, unless you click the Get process list button. After clicking on that button, a list of all processes currently running on that computer is displayed.

 

How to disable recovering of files by certain processes

In order to disable recovering of files by certain processes they need to be added among restricted ones. To do so, follow these steps:

 

1.On the Restrictions tab, click the Restricted Processes tab.

2.Click on the Get process list (ARCHIV~1_img25) button. The list of all processes running on the respective machine will be displayed as shown below.

3.Select the desired ones and then click on the Add button.

b-processes2

 

4.The selected files will be moved to the right side under Restricted processes. To confirm, click Apply.

 

NOTE: Individual running processes can be moved to the restricted list also by double clicking them. To remove a process from the Restricted processes list, simply select the desired one and then press the Remove button.

 

 

Backup processes tab

You may be using backup tools (e.g. NT Backup, Robocopy.exe or TSM) to do a backup of your files and folders. Together with other files, it can be requested to create a backup also from files which are archived and replaced with a shortcut file. In some cases, the backup processes may be retrieving archived documents while doing a backup of shortcuts. If you experience such behavior, mark these processes on the Backup processes tab.

 

Processes which are added to “Backup processes” will not be allowed to retrieve shortcuts. They will simply do a backup of files as well as shortcuts and these backed-up shortcuts will be fully functional.

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The Backup processes tab is divided to two panes. The left pane (under Running processes) is empty, unless you click the Get process list button. After clicking on that button, a list of all processes currently running on that computer is displayed.

 

On the right side (under Backup processes) you can see all processes which are handled as backup processes. They have been restricted to recover files but they are able to read the shortcut file. This means that all processes in this list are unable (i.e. they have been restricted) to automatically retrieve archived files. This list can, of course, be modified. The administrator may himself include additional files, simply by double clicking the three dots and then entering the respective process name (including its extension!), or by selecting from among running processes.

If desired, any of the restricted processes can be removed from the restricted list.

 

IMPORTANT: It is not necessary to select backup processes one by one. If you click All processes…check box, then all processes opening files with the FILE_OPEN_BACKUP_INTENT flag will be handled as backup processes, i.e. they will not be allowed to retrieve documents. Instead, they will be able to create a backup from the shortcut file.

 

How to disable recovering of files by backup processes

In order to disable recovering of files by backup processes they need to be added among restricted ones. To do so, follow these steps:

1.On the Restrictions tab, click the Backup Processes tab.

2.Click on the Get process list (ARCHIV~1_img25) button. The list of all processes running on the respective machine will be displayed as shown below.

3.Select the desired ones and then click on the Add button.

NOTE: Processes which are set as restricted processes on the Restricted processes tab cannot be added to backup processes and vice versa.

b-processes4

It is not necessary to select backup processes one by one. If you click All processes…check box, then all processes opening files with the FILE_OPEN_BACKUP_INTENT flag will be handled as backup processes, i.e. they will not be allowed to retrieve documents.

4.The selected files will be moved to the right side under Backup processes. To confirm, click Apply.

NOTE: Processes can be moved to the Backup processes list also by double clicking them. To remove a process from the Backup processes list, simply select the desired one and then press the Remove button.

 

Folders tab

 

Here you have an option to define folders (or disks) that are to be excluded from archiving. For example, if the computer you are archiving files from has a system disk, then all executable files used by the system should be disabled for archiving.

 

Protection against archiving can be achieved through restrictions. Folders protected against archiving by Archive Manager for Files are displayed red. When a folder (a disk) is not restricted, its icon is displayed green (see the screenshot below).

 

When you click on the Folders tab, you will get all disks displayed in the left, with a list of restricted folders in the right. If neither folders nor disks had been restricted from archiving then the right side (under Restricted folders) would have been empty.

 

NOTE: A special case includes folders (disks) restricted by default. By default restricted folders (or disks) are displayed with a red icon with a padlock attached to the icon. Restriction cannot be removed from folders restricted by default.

 

There are four folders restricted by default on system disks:

·C:\ disk is restricted non-recursively;

·Program Files folder is restricted recursively;

·Program Files x86 folder is restricted recursively;

·MAM4Files is restricted recursively (i.e. the relative installation path for \MAM4Files; e.g. in our case MAM4Files folder has been installed under C:\Program Files\ Metalogix \ Archive Manager Files Edition);

·Windows installation directory is restricted recursively (i.e. Windows operating system is restricted from archiving by default);

 

IMPORTANT NOTE: In case you place your HSM store on a local hard disk, make sure to protect it (i.e. set it to be restricted recursively from archiving). The administrator should know himself where the HSM store is placed.

 

RECOMMENDATION: The Documents Settings folder should be restricted for every user as well, except for the My Documents folder for each user.

 

Restriction can be set manually only in the left pane of this window. The right pane serves mainly to display a list of all folders restricted from archiving, either recursively or non-recursively.

c-folders1

Archive Manager for Files recognizes two types of restrictions, which can be set by the administrator:

·recursive; and

·non-recursive

Recursive restriction

For this type of restriction, no files under the parent folder (including all its subfolders) can be archived. To restrict a folder recursively, click on the check box next to the desired folder TWICE. It will get checked and filled with white color.

Non-recursive restriction

For this type of restriction, at least one of the subfolders down the path is allowed for archiving. To select a folder non-recursively, click ONCE on the check box next to the desired folder. It will get checked and filled with grey color.

The two main questions are:

1.How to recognize recursive selection from a non-recursive at a first glance?

Next to each folder you will see check boxes. There are three cases:

·an empty check box (not checked) (e.g. folder Drive);

·a selected check box (checked), filled with grey color (e.g. folder test);

·a selected check box (checked), filled with white color (e.g. folder Program Files)

An empty check box indicates no selection.

A selected check box filled with grey color indicates non-recursive selection A selected check box filled with white color indicates recursive selection

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2.And how to select folder either recursively or non-recursively?

The check box next to a desired folder is used as a switcher:

·when empty, then there is no selection;

·when you click on the check box once, it becomes selected and filled with grey color, and the folder becomes selected non-recursively;

·when you click on the check box for the second time, it becomes selected and filled with white color, and the folder becomes selected recursively

 

NOTE: To remove selection, simply keep clicking on the check box until it is empty. Please notice that restriction cannot be removed from any of by default restricted folders. NEVER REMOVE IT from your HSM store either, if it is placed on a local disk.

 

 

How to set restrictions recursively

This happens in those cases when the administrator needs to restrict a specific folder from archiving, along with all its subfolders down the path.

 

To restrict recursively a desired parent folder from archiving:

1.On the Restrictions tab, click on the Folders tab.

2.In the left pane (under Folders), unfold the respective disk’s structure down to the desired parent folder.

3.Click on the check box next to the desired parent folder TWO TIMES.

4.After clicking on the check box of the desired parent folder for the second time, all its subfolders down the path become selected and their icons turn red.

5.Save those changes by clicking on the Apply button.

 

NOTE: By clicking on the Undo button you will cancel all the changes that had been made since you last clicked Apply. In other words, by clicking Undo you will restore what was recently changed.

 

How to set restrictions non-recursively

To restrict non-recursively a desired folder:

1.On the Restrictions tab, click on the Folders tab.

2.In the left pane, unfold the tree structure of the desired disk down to the desired parent folder.

3.Click ONCE on the check box next to the desired parent folder.

4.Save those changes by clicking on the Apply button.

 

This includes also those cases when the administrator needs to restrict almost all subfolders of a specific parent folder from archiving, yet at least one of the subfolders should be allowed for archiving. Firstly you need to restrict the parent folder recursively, and then unselect the desired subfolder (i.e. the one for which archiving should be allowed).

 

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