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Metalogix Archive Manager for Files 8.1.1 - ArchiveWeb Manual

Tasks

Tasks option in the blue navigation ribbon at the top of the page gives the user overview of asynchronous tasks created by the logged-on user.

Tasks in the list are ordered. Running task is at the very top of the list. Then waiting tasks follow (in the order in which they will be executed, i.e. in the order in which they were created). Finally, completed and failed tasks are listed with the most recently completed task listed as first.

 

 

Tasks

 

The list contains the following columns:

 

STATUS - task status can be one of the following:

Waiting - task is waiting in the queue to be run

Running - task is running

Completed - task successfully completed

Failed - task completed with errors

 

TASK - task's name including version name and operation name e.g. [AUDIT] - EXPORT TO XLS means that the logs from the Auditing will be exported to .xls file

 

START - start date when the task was started

 

FINISH - task's finished date

 

TOTAL COUNT - number of items to be processed by the task

 

PROGRESS - displays the progress or operation result; For export tasks such as Export to XLS, Export to PST and Export to ZIP this column displays a counter (how many items are already processed). For other operation types this column is empty. When task has finished, this column can contain download link (link to download processed items or link to download error logs.

 

“trash-bin” icon – deletes all the tasks from the list - confirmation dialog should appear with "Don't show this dialog again" check-box. If user confirms the action not to see again the dialog next tasks will be deleted and no dialog displayed for confirming the action, it is valid for current session and it's invalidated after re-login to AW and dialog will be displayed again.

 

"X" icon - deletes task from the list

 

Refresh button - reloading the task list; the list is automatically refreshed at specified interval (Profile / Automatic refresh interval)

 

NOTE: Export tasks such as "Export to ZIP" or "Export to PST" can be very resource consuming and can cause some issues, especially time-outs. To minimize these problems, see the Export Tasks IIS Settings Suggestions.

GDPR - General Data Protection Regulation

ArchiveWeb now supports option to manage the new GDPR (General Data Protection Regulation) regulations. User can create a retention change request (for Exchange and/or Files items) via context menu. When the request is created, approver(s) get email notification and can review the request. User who created a request is informed via email notification once approver has processed the request. User (who has appropriate permission) can follow his/her requests in ArchiveWeb by clicking on Retention tab. User can see open, approved and denied requests and also the history.

Approver(s) except of these read-only functions (opened, approved, denied requests and history) have ability to export all items from request to ZIP file, denied the entire request and approve (all or selected) items from request.

 

To use all features of new Retention functionality the working SMTP server is needed, however to use Retention functionality the SMTP is not mandatory. The SMTP service is used to send notification emails to approver(s) and/or retention requester(s).

 

If you’d like to use SMTP service (set SMTP server to use with ArchiveWeb) see the next section: Setting SMTP server under Archive Manager Configuration (PamConfig).

 

 

Archive Manager Configuration (PamConfig)

·First, configuration has to be done outside of ArchiveWeb. Open Archive Manager Configuration Tool from <installdir>\ Program Files (x86) \ Common Files \ PAM \ PAMConfig \ PamConfig.exe.

 

1.Click on Users tab.

2.Make sure that database and scripts are up to date.

3.Click on Users tab / SMTP configuration tab and set the required settings

 

 
Snap109
 

oServer name – specify SMTP server name or IP address where the SMTP server is installed

oPort – specify the SMTP port

oUse SSL – check this button if the SMTP requires SSL connection

oUser name, Password – specify SMTP credential

oSender email – specify email address which will be used to hand-shake with the SMTP

oNumber of retries – specify number of retries the SMTP will try to send the message

 

 

 

ArchiveWeb

Permissions

New Retention permissions have been added to ArchiveWeb:

Permission

Default value

Meaning

Approve retention change requests

Denied

Allows to approve or denied the retention change request and export items

Create retention change request

Denied

Allows to create a new retention change request

Display (read-only) retention request

Denied

Allows to display Retention tab at top navigation bar with ability to list open, approved, denied requests and history.

 

Archive tab – Exchange

User who has at least “Create retention change request” permission will be able to create a retention change request from the context-menu for selected item(s).

For single item – in a preview pane, click on […] action menu and select Create retention change request option

 

For multi selected items – from context-menu select Create retention change request option

 

In both cases the following pop-up window will appear:

 

·Task name – name for retention change request

·Delete request – select to create a delete request

·Set retention time to – select to set a new retention time in months. The purpose for this option is create a retention change request to decrease retention time

·Delete items after the retention expires – by selecting this option the expired items will be automatically deleted

·Reason for request – description of request

 

By clicking on Send request the retention change request will be submitted for approval. Newly created retention change request will appear in Open and History grids in Retention tab.

NOTE: Only items which have no Legal hold flag set will be added to retention change request.

 

 

When the SMTP is correctly set, notification email will be send for user(s) who have “Approve retention change requests” permission set.

Example of notification email:

 

 

 

Archive tab – Files

User who has at least “Create retention change request” permission will be able to create a retention change request from the context-menu for selected item(s).

For single item – in a preview pane, click on […] action menu and select Create retention change request option.

 

For multi selected items – from context-menu select Create retention change request option.

 

In both cases the following pop-up window will appear:

 

 

·Task name – name for retention change request

·Delete request – select to create a delete request

·Set retention time to – select to set a new retention time via calendar. The purpose for this option is create a retention change request to decrease retention time

·Delete items after the retention expires – by selecting this option the expired items will be automatically deleted

·Reason for request – description of request

 

By clicking on Send request the retention change request will be submitted for approval. Newly created retention change request will appear in Open and History grids in Retention tab.

NOTE: Only items which have no Legal hold flag set will be added to retention change request.

 

When the SMTP is correctly set, notification email will be send for user(s) who have “Approve retention change requests” permission set.

 

 

 

Retention tab

This menu option is available to user who has at least “Retention – Display (read-only) retention request” permission set. The user is able to see list of open, approved, denied requests and history.

 

Column

Meaning

Task name

Retention change request task name

Request type

Request type:

Change retention request – request to decrease retention time

Delete request – request to delete item

Requested retention

Contains retention time requested in Change retention request task; for Delete request this column is empty

Automatic Deletion

Informs if the option "Delete items after the retention expires" is activated for the given item

Submitted by

Name of the user who submitted the request

Date created

Date-time when the request was submitted

Processed by

Name of the user who approved/denied the request

Date processed

Date-time when the request was approved/denied

Submitted items

Number of items in submitted request

Status

Request task’s status

Reason

Approve/Denied reason

Reason for request

Reason the submitter entered

 

OPEN REQUESTS

OpenRequests

 

When a user has “Approve retention change requests” permission, it means the user is an approver and has permission to Approve, Denied or Export request items. In this case when the OPEN REQUESTS tab contains any request, after clicking on a request in a grid, the item list grid should look like (double-click on item in the list grid will invoke item preview in a pop-up window):

 

ListGrid

 

 

·Approve selected – selected items will be prepared for approval process. After the approver confirms the following dialog, the items will be asynchronously processed

 
request approval

 

If the SMTP is correctly set the submitter will be informed via email, example of notification email

 

 

·Deny all – all items (no selecting is required) will be prepared for deny process. After the approver confirms the following dialog, all items will be denied, no operation from retention change request will be processed and if the SMTP is correctly set the submitter will be informed via email

 
deny request

·Export all – all items will be exported to ZIP file. There is option to encrypt the output ZIP file with a password

 

 

APPROVED REQUESTS

Grid contains list of approved requests

 

ApprovedRequests

 

DENIED REQUESTS

Grid contains list of denied requests

 

DeniedRequests

 

HISTORY

Grid contains list of requests (open, approved and denied). For approved and denied requests after clicking on a request in a grid, items grid will contain list of items (double-click on item in the list grid will invoke item preview in a pop-up window)

 

History

 

The list grid contains “processed” and “waiting” filters.

Column

Meaning

From

For Exchange items – sender’s name

To

For Exchange items – recipient(s) names

Subject

For Exchange items – item’s subject

Folder

For Files items – folder’s name

Name

For Files items – file’s name

Approved

Indicates whether the item was approved

Error

Contains error message, if any

Warning

Contains warning messages, if any

 

·Processed – contains list of processed items.

oFor “Change retention request” – items with selected “Approved” column have been processed, retention time have been changed; if error occurred the “Error” column will contain a message

oFor “Delete request” – items with selected “Approved” column have been processed by Delete job, item has been deleted; if error occurred the “Error” column will contain a message

·Waiting – contains list of items waiting for processing.

oFor “Delete request” – items with selected “Approved” column waiting for Delete job to process the items

 

Auditor Access

Journals in Exchange Server are used to enforce legal, regulatory, and organizational compliance in organizations by recording all or targeted email messages. In addition to journals, mailbox audit logs are also used to track who logs on to the mailboxes in your organization and what actions are taken by delegate users.

Auditor Access grants users the ability to view all mailbox journals that are imported, audit logs, retentions and search. Use this powerful feature with discretion.

To use this feature you must grant Auditor access permissions to at least two users. The two-user authentication mechanism works as follows: If John wants to log in as an auditor, he must have the Auditor access permission, and he must able to specify the user name of another user who has the Auditor access permission, before he can successfully log in as an auditor.

Steps to grant the Auditor access permission to a user

1.Log in to Metalogix Archive Manager ArchiveWeb with the credentials of a user who has the ability to grant permissions to other users.

auditor-access-step-1

2.From your account name drop down, select Manage Settings.

3.Select the Permissions tab.

4.Click the Add User icon and locate the user from the Find Users or Groups search window.

5.Select the user from the user list on the left to display the permission set in the right-hand pane.

6.Select the check box for Auditor access.

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NOTE: No user is granted this permission by default. As a result auditor access is denied to all users including the super-user.

auditor-access-step-2

7.In the confirmation dialog that appears, click Yes to grant the Auditor access permission.

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NOTE: Granting the Auditor access permission automatically grants all permissions of type Auditing.

auditor-access-step-3

8.Repeat the above steps to grant the Auditor access permission to at least one or more users as needed.

Steps to log in as an auditor

1.If you have the Auditor access permission, enter your user name and password in the ArchiveWeb log in page.

2.Toggle the Auditor access button to turn on the feature. Notice that the user name field label changes to Auditor 1 user name. This is the account that will be used to log in as an auditor.

3.Click sign in. The Auditor 2 user name field appears.

auditor-access-step-4

4.Enter the user name of another user who has the Auditor access permission.

5.Click sign in again.

6.If the two-user authentication succeeds, the Metalogix Archive Manager workspace appears.

7.From the top bar, click archive to open the archive view.

8.Click the Exchange tab.

9.Expand the Mailboxes node and select a journal to view its contents.

auditor-access-step-5

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NOTE: If you have added a journal mailbox but cannot see its contents, check the Mailbox type property of the mailbox.

To specify a journal type mailbox follow the steps below:

1.Select the journal mailbox, and right-click to open the context menu

2.From the context menu select Properties to open the Properties window.

3.In the General tab, locate the Mailbox type property.

4.Set this value to Journal by selecting the value from the drop down.

5.Click OK to confirm the change and return to the mailbox.

auditor-access-step-6

 

 

Addendum

 

·Advanced configuration

·Installing the post processing plugin for search by recipients

·Extending Search History

·Search History Clean Up

·ArchiveWeb installed on a remote server (Archive Manager for Exchange)

·Troubleshooting

·List of Default ArchiveWeb Permissions

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