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Metalogix Archive Manager for Files 8.3 - Administration Guide

About the documentation Archive manager for Files
How to manage more Archive Manager servers Restrictions tab Settings tab Scheduler tab Archive tab Post Processing Statistics tab System context menu
Other functionality Addendum

How to retrieve a file/shortcut to specific folder

With Archive Manager for Files you can retrieve files or their shortcuts from one folder to another. Especially notebook users will appreciate this feature since it allows them to get all archived documents and files of any folder copied to their machine without retrieving the original files.

 

1.On the Archive tab locate the folder and right-click it.

2.From the context menu click Get version to folder.

 

h-get version to folder

 

3.In the pop-up window define your settings:

You can retrieve the Latest version or select the Version number switcher and enter the desired version number in the adjacent text box (the digit 1 stands for the 1st, i.e. the oldest version).

NOTE: In the case that the desired version does not exist, no retrieving will take place.

 

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If you check Replace files and shortcuts check box, the versions of files or shortcuts already existing in the destination folder will be rewritten by the new ones being synchronized now. If you leave this check box empty, files/shortcuts already existing in the destination folder (which were e.g. copied here earlier) will be left untouched. Only new files/shortcuts will be added to the destination folder.

Check Recursively check box to apply the defined operation to subfolders, too.

Should you wish to get shortcuts only, select Get shortcut(s) only by clicking on the switcher button, should you wish to get files, switch to Get file(s).

In the Retrieve to folder text box enter the path to the folder where you want to retrieve the files and/or shortcuts or use the browse button to locate the desired folder.

In the Run in x threads box you may specify the number of threads you wish to run – the more threads, the faster the retrieval.

 

Archive view

This tab gives the administrator the ability to view the archive created by Archive Manager for Files. Any file with all its versions archived by Archive Manager can be located in the archive, even if it is marked for deletion. The archive preserves the structure of disks, folders and files as it was at the moment of archiving.

a-archive view

The Archive view tab is divided into three panes in the same way as Archive-Retrieve tab. The left pane displays folders in the tree view and the right pane displays the archived content of the folder selected on the left.

The bottom pane is unfolded after clicking on the upward arrow on the Versions bar. This pane contains version information of the selected file. Here the administrator can manage versions in the same way as in the Archive-Restore tab: Mark for deletion, Remove deletion mark and Get version buttons are accessible (see the “Archive-Restore” section).

The context menu is also implemented for the folders in the tree view. The context menu offers the same functionality as on the Archive-Restore tab:

·Mark for deletion

·Mark for deletion recursively

·Remove deletion mark

·Remove deletion mark recursively

·Get version

·Get version to folder

(For more information see the “Context menu in the Archive Manager for Files” section as described for Archive-Restore tab.)

b-context menu

 

Search & Export

You can also search images or documents with scanned content, unless the characters are too small to be detected. To enable this feature, select Enable OCR Engine in the Configuration tool > Post Processing > OCR Engine tab. The search criteria can be can be defined to search for files with a specific file size, archived at particular time interval or by a specific user among others.

The defined search criteria can be saved as a template to be used later in the future. Search results can be exported to a local folder. Exporting of the search results list and saving it in different formats is also possible.

Steps to search for archived files

1.Open the Archive tab and select the Search & Export tab at the bottom of the window.

2.Click the Files tab.

3.Click Add new clause and enter the search criteria using the fields as described below

a.Field - click the drop down to select the property of the file to be searched. For example, select Subject as the field to search.

b.Operator - click the drop down and select a search operator.

c.Value - Specify the search text. If the selected Field requires a date value, a date picker icon appears to help you choose a date. This field supports wildcard characters as described in the table below:

Wildcard

Description

Example

*

A substitute for zero or more characters

*.pdf

?

A substitute for a single character to match

Sales201?.pdf

4.To add more criteria, click Add new clause again. The default operator is And but you can select another logical operator.

5.Right-click in the results list pane. Select the Show option and then select the columns that you wan in the search result list.

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6.Click the Settings tab.

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7.Configure the settings as described below:

a.Limit search results to - the number of files that are returned in the search result list.

b.Search in deleted documents - select this check box to search through files that are marked for deletion.

c.Search only in deleted documents - select this check box to exclusively search through files that are marked for deletion. All other archived files will be ignored.

d.Search in versions - select this check box to search through all versions of the archived files and each match will be returned in the result list.

8.Click Search. You can click Clear to reset the search criteria and start again.

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Steps to export files to a destination folder

Each file found in the search can be restored to a local folder with its actual version.

1.Right-click the desired file in the list.

2.From the context menu select Get Version(s) to. The Search & Export - Export to window opens.

3.Specify the folder where you want to restore the file(s).

search-040

4.Click OK to restore the file and its actual version to the destination folder.

Steps to export the search result

1.Select the Files tab.

2.Click Export under the search criteria section.

3.From the Export pop-up window select the fields that you want to export.

4.Click Next. The Save As window opens.

5.Specify the file name and the format. You can save the report in several formats (XLS, PDF, XML, RPT, HTML). The default file name is Export.xls

6.Click Save.

 

Post Processing

Post Processing allows running customer specific tasks over archived files. Clients using other software programs who wish to process archived files within those software programs may do so via the Post Processing.

info

NOTE: If you have installed Archive Manager Search as a fulltext engine, you must enable the appropriate post-processing plugin. With this plugin configured, you will be able to fulltext search in the file archive. The plugin is called PFPostProcessLuceneIndexPlugin and the files are in the C:\Program Files (x86)\Common Files\PAM\PostProcessingPlugins folder.

Do not start post processing service on multiple servers for the same database. Starting the post processing service on multiple servers is not recommended, since that can cause conflicts in bookmarking. The same database should not be indexed by more than one post processing service.

Steps to install the post processing plugin

1.Open Archive Manager Configuration Tool from <installdir>\ Program Files (x86) \Common Files \ PAM \ PAMConfig \ PamConfig.exe.

2.Switch to the Post Processing tab.

3.Switch to the Post Processing Scopes tab.

4.Right-click on the desired scope and from the context menu select Configure.

5.Click Add.

6.Installed plugins will be loaded in the Add Plugin pop-up window. Select the PFPostProcessLuceneIndex plugin in the drop-down box and click Add.

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7.The plugin is listed in the Plugins list in Configuration tab. By default it is active.

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Steps to Configure a Plugin

The plugin is loaded by default with the date and time (initial bookmark date). This means that the plugin processes files having been archived after this initial bookmark date. If post processing should begin from some other bookmark date, then make sure to reset the initial bookmark date

1.From the Plugins list, select the PFPostProcessLuceneIndex plugin. Right-click the plugin and click Properties from the context menu .

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2.In the Post processing plugin properties window displays information about the plugin. You can enable or disable the plugin, or set the bookmark as described below.

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NOTE: Advanced Post Processing settings can be configured after clicking the General Settings tab on the Post processing tab.

Steps to specify a bookmark date

1.Right-click the desired plugin and click Set Bookmark from the context menu. You can also click Set Bookmark from the Post processing plugin properties window.

2.In the Enter bookmark window specify the desired time either manually or by choosing a date from the calendar when you click the drop-down in the date field. Click OK.

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3.The Restart service window appears.

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4.Click Yes to restart the service.

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NOTE:

The bookmark date is displayed in the Plugins list in Configuration tab.

If you reset the bookmark date, the change takes effect immediately, and there is no need to disable and enable the plugin again.

If you remove a plugin by using the Remove button, it will stop completely without remembering where it stopped. If you then load that plugin again, you must configure it again.

 

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