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Metalogix Archive Manager for Files 8.3 - ArchiveWeb Manual

List of default ArchiveWeb permissions

The table below lists default user’s ArchiveWeb permissions. They are managed under Roles and Permissions.


Role

Default value

Exchange

Set "Legal Hold" flag

Denied

Exchange

Show "Legal hold" flag

Denied

Exchange

Show lost data

Allowed

Exchange

Compare mailbox with archive

Allowed

Exchange

Apply tags

Allowed

Exchange

Add comments to mails

Denied

Exchange

Show comments

Denied

Exchange

Delete item

Denied

Exchange

Restore items

Denied

Exchange

Show own mailbox

Allowed

Exchange

Show shared mailbox

Allowed

Exchange

Show public folders

Allowed

 

 

 

File

Set "Legal Hold" flag

Denied

File

Show "Legal hold" flag

Denied

File

Apply tags

Allowed

File

Compare file system with archive

Denied

File

Find files without shortcut

Denied

File

Add comments to files

Denied

File

Show comments

Denied

File

Delete files

Denied

File

Restore files

Denied

File

Show files server

Allowed

 

 

 

Journaling

Access journal

Denied

 

 

 

Search

Search mails

Allowed

Search

Search files

Allowed

Search

Save search result to database

Allowed

Search

Export to mailbox

Denied

Search

Export to PST

Denied

Search

Export to ZIP

Denied

Search

Delete saved result

Allowed

 

 

 

Statistics

Mails - Show statistics

Denied

Statistics

Files - Show statistics

Denied

Statistics

Export statistics

Allowed

 

 

 

Management

Extend retention time

Denied

Management

Configure Files servers

Denied

Management

File management

Denied

Management

Manage scheduler

Denied

Management

Search servers management

Allowed

Management

Logon in ArchiveWeb

Allowed

 

 

 

Auditing

Show auditing logs

Denied

Auditing

Export auditing logs

Denied

Auditing

Apply tags

Denied

Auditing

Access all mailboxes

Denied

Auditing

Export results to ZIP

Denied

Auditing

Auditor access

Denied

 

 

 

Retention

Approve retention change requests

Denied

Retention

Create retention change request

Denied

 

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

 

 

Profile settings

 

Adjust your ArchiveWeb layout to your liking and needs. Under Manage settings/Profile define the style, language, layout, file archive servers to be displayed etc. To display the Profile options, click the logged-on user name in the right-upper corner. Select Manage settings from the down-drop menu, then click Profile option on the grey sub-bar. Now you can specify profile:

 

Settings

After clicking the Settings tab in the right-hand navigation you can adjust the style, i.e. the design of ArchiveWeb to your needs and liking:

STYLE

·Under Language select the desired language for the application (The default language depends on the Windows local setting of the Archive Manager server.) NOTE: For this change to take effect, re-login is required.

·Date/Time format - select you preferred date and time format for the whole UI; default value depends on regional settings of your machine and the language selected in the Profile; when profile language is changed, date/time format is changed accordingly

·Maximum preview size [MB] – sets maximum file size that can be opened in a preview-pane. Displaying large item (with size more than 20MB) can cause out-of-memory exception. Default value is 20 MB.

 

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TASKS

·Automatic refresh interval (in seconds) – how often the Task list will be refreshed (reloaded) when the Task list pop-window is open; Setting small number may cause some performance issues; default number is 10 seconds

·Delete completed task - indicates that successfully completed task which does not return a value (especially database tasks such as Add/Remove Tag, Set/Unset legal hold flag, Mark for deletion and Extend retention time) will be automatically removed from the Task list; Default value is false (do not automatically remove completed task).

SEARCH

·Show search field in header

The visibility of top search panel (common search panel) can be managed at:

oAdministrator level

oUser profile level

Administrator level

Administrator can globally hide the top search panel by adding/editing the “ShowTopSearchPanel” key in the ArchiveWeb’s web.config file as follows:

<add key="ShowTopSearchPanel" value="false"/>

Default value for this key is true – which means that the top search panel is visible and user can manage its visibility in its user profile (Manage settings -> Profile).

If the value for this key is set to false – the top search panel will not be visible as well as Show search field in header option in user’s profile will not be available, so user is not able to manage top search panel visibility.

User profile level

When an administrator did not set “ShowTopSearchPanel” key to false in web.config, user can manage the top search panel visibility in user’s profile (Manage settings -> Profile) by setting Show search field in header check-box in the Search section.

 

·Remember last mailbox / server selection - indicates that selected mailboxes/servers from previous search are saved (it means next search operation will use these stored values). If this check box is unchecked, then for Metalogix Archive Manager for Exchange, all mailboxes in which the user has permissions are selected by default in Search>Mailboxes, and for Metalogix Archive Manager for Files, all servers in which the user has permissions are selected by default in Search>Servers. Default value for this setting is Enabled.

·Maximum number of search results – determines how many search results are returned from search (in previous versions of ArchiveWeb this setting was set globally in web.config under MaxSearchResults key)

·Full-text query - manages full-text search behavior; can be set as:

§Exact phrase

§Starts with *, e.g. *test

§Ends with *, e.g. test*

§Enclosed in *, e.g. *test*

Setting in full-text query directs full-text search behavior, how the phrase will be processed by search engine.

Default settings is “Exact phrase”.

·Hit highlight - Available only for Metalogix Archive Manager for Exchange. Select this check box to highlight the search phrase in the search results.

·Hit highlight color - color picker to choose a color.

·Common search behavior – define the default search scope for Common search under the Search tab; common search will be then be performed accordingly only in the logged on user’s mailbox OR in all mailboxes to which the user has access; if needed this option can be changed when performing Common search (see the respective section of this manual)

oSet default search scope - By selecting the respective check boxes, define the default search scope for search from the top navigation ribbon.

·Exchange – allows you to search in archived emails

·Files – allows you to search in archived files

TREEVIEW

·Maximum text length - Treeview's node text will be trimmed to desired number of characters.

GRID

·Paging – set the Endless paging to display all items on one page or Show paging to limit the number of items on one page.

·Journal highlight color - choose a color from the color picker control to highlight the journal items.

·Items per page - If Show paging is selected, set the number of items to be displayed per page This number applies for full grid (if specified for the individual sections Exchange, Files etc.)

 

Individual sections - Exchange, Files, File Management, Audit

·Columns - in this section you can set columns to be displayed in individual list-views. e.g. in Archive list-view for Exchange (EXCHANGE/Archive drop-down) or in Search results list-view for Files (FILES/Search drop-down)

·Show inactive mailboxes – option to show inactive mailboxes in Archive and Search views; NOTE: Mailbox is inactive, if Mailbox is activated check-box is unchecked in the Archive Manager for Exchange / Enterprise Manager / Addressbook Manager

NOTE: Administrator can override this setting by adding "ShowNotActiveMailbox" key in ArchiveWeb's web.config in <appSettings> section, for example by adding <add key="ShowNotActiveMailbox" value="true" /> will force override all users "Show inactive mailboxes" setting, so all users will have permission to show inactive mailboxes.

 

·Use grid view - allows to set grid's behavior; select Full or Simple grid to customize your list-views for individual sections. If:

oSimple is selected - (default grid type) user works only with limited number of items (set via Items per page option in Profile or in the grid itself) (see the List view conventions section). Operations over grid such as Custom filters, sorting, ordering are performed over items currently displayed in the grid. Using Simple grid dramatically improves grid performance especially when working with huge number of items. Simple grid can be used only for Archive views and Auditing, Search result pages use full grid.

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oFull is selected - standard list-view is displayed; the number of items displayed per page can be set only under Profile / Settings / Grid section / Items per page. This grid works with the whole record-set at once, therefore this grid option is not recommended for huge data.

 

Available columns for individual list views

Exchange - Archive

Exchange - Search

Files - Archive

Files - Search

File Management

Audit - Report

Select All

Select All

Select All

Select all

Select All

Select all

From

From

Name

Name

Name

Log level

To

To

Server

Folder

Type

Log date

Subject

Subject

Archived date

Server

Status

Method

Received

Folder

Created date

Archived date

Start time

Computer

Retention

Received

Last modification date

Owner

Run interval

User

Attachment

Version

Owner

File size

End date

Category

Locked

Attachment

File size

Version

Maximum runtime

Tagged

Tagged

Locked

Retention expiry date

Locked

Notification


Commented

Tagged

Retention remaining day

Tagged

Operation



Commented

Retention from

Commented

Enables




Locked






Tagged






Commented




·Navigation frame - (used in Files) - possible options:

oTreeView - classic treeview (as it was in previous versions); TreeView is a classical treeview. This one is recommended for most of customers with no too large folder structure.

oListView (pagination) - new type of navigation with pagination; ListView is a new type of navigation with pagination. This is recommended for customers with large folder structure, from 10,000 folders. The pagination improves navigation performance.

Default setting is TreeView.

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Home Page

Under the Home Page node select which page should be displayed after your logging to ArchiveWeb.

Global settings management

Super-user, when logged into ArchiveWeb, has the ability to manage default profile preferences for all users. This includes:

·Creating a default user’s profile including set home-page, by clicking on Set as default

·Set default profile to all users, by clicking on Set default values for all users

 

NOTE: Super-user is defined in:

Archive Manager for Exchange -> Tools -> Options -> User Roles

or

Archive Manager for Files -> Settings -> User management

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Creating a default profile

After a super-user made changes (set values for options that will be considered as defaults) in Settings and/or Home page tabs by clicking Set as default button at the right-bottom of the page, these settings will be stored in the database.

Set default profile to all users

When default profile exists, the Set default values for all users button is enabled. By clicking this button all user profiles stored in the database will be replaced by the default one.
For user who does not have stored profile, the super-user made default profile will be used by default.
Please note: Personalized shared mailboxes and tags stored in user’s profile will not be replaced.

 

Default user (other than super-user)

Default user has ability to:

·Customize his/her profile by clicking on Apply changes

·Reset his/her profile to default one created by super-user, by clicking on Reset to default

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Customize profile

After a user made changes to settings in his/her profile in Settings and/or Home page tabs by clicking Apply changes these changes are saved in the database.  Since this change the user will use his/her personalized profile.

Reset profile

To reset his/her profile user can click on Reset to default. By doing this his/her profile will be replaced by default profile created by super-user.  Please note: Personalized shared mailboxes and tags stored in user’s profile will not be replaced.

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