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EMC Corporation Corporate Headquarters:

Hopkinton, MA 01748-9103

1-508-435-1000 www.EMC.com

EMC SourceOne Version 6.6 SP1

Administration Guide P/N 300-012-189

REV A02

EMC SourceOne Version 6.6 SP1 Administration Guide2

Copyright 2005 - 2011 EMC Corporation. All rights reserved.

Published April, 2011

EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice.

THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

Use, copying, and distribution of any EMC software described in this publication requires an applicable software license.

For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com.

All other trademarks used herein are the property of their respective owners.

EMC SourceOne Version 6.6 SP1 Administration Guide 3

Contents ........................................................................................................................... 3

Preface............................................................................................................................ 11

PART 1 Common Information

Chapter 1 EMC SourceOne Overview Introduction to EMC SourceOne .................................................... 18 EMC SourceOne system overview ................................................. 20 EMC SourceOne user roles .............................................................. 24 Guide to using the documentation................................................. 25 Other products used with EMC SourceOne ................................. 28

Chapter 2 Planning and Initializing Content Collection Overview of the initialization process ........................................... 32 Verify and configure environment for EMC SourceOne............. 33 Initialize the archive ......................................................................... 44 Associate mapped folders with the archive.................................. 45 Create activities ................................................................................. 45

Chapter 3 Connecting Archives Introduction ....................................................................................... 48 Prerequisites....................................................................................... 48 Viewing list of archives .................................................................... 49 Adding an archive connection ........................................................ 50 Modifying archive connection properties ..................................... 56

Contents

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Deleting an archive connection ...................................................... 56

Chapter 4 Using the EMC SourceOne Console Introduction....................................................................................... 58 Starting the EMC SourceOne console ............................................ 59 Overview of the EMC SourceOne console .................................... 60 Working with an MMC snap-in...................................................... 61 Overview of nodes............................................................................ 64 Checklist: sequence of tasks for a new installation...................... 66

Chapter 5 Configuring Archives Overview of configuring an archive .............................................. 70 Configuring viewing of EmailXtender 4.8 SP1 messages........... 71 Configuring the Native Archive..................................................... 72 Configuring Native Archive server roles ...................................... 73 Configuring Native Archive folders and storage ........................ 83 Configuring Native Archive folder DiskXtender options ........ 115 Managing Native Archive folders................................................ 121 Searching an archive....................................................................... 130 Moving an archive .......................................................................... 131 Retaining and disposing of archived data .................................. 134 Partitioning a Native Archive database ...................................... 140 Adding Native Archive supplemental language support ........ 152

Chapter 6 Configuring Mapped Folders Introduction..................................................................................... 154 Prerequisites .................................................................................... 155 Limitations....................................................................................... 155 About access control for archived content .................................. 156 About message ownership ............................................................ 157 About message contributors ......................................................... 158 About types of mapped folders.................................................... 159 About user permissions on mapped folders .............................. 160 About folder types, user permissions, and search types .......... 164 About folder types and activities ................................................. 169 About folders and user-directed archiving (UDA).................... 170 About folders and SharePoint archiving..................................... 171 About folders and file archiving................................................... 171 Best practices for configuring Legal Hold folders ..................... 172 Examples: Using folders ................................................................ 172 Viewing list of mapped folders..................................................... 180

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Creating and associating mapped folders ................................... 181 Modifying mapped folder properties .......................................... 185 Copying mapped folders ............................................................... 188 Deleting mapped folders................................................................ 189

Chapter 7 Configuring Worker Servers Introduction ..................................................................................... 192 Viewing workers and their roles................................................... 193 Viewing or editing worker properties ......................................... 194 Controlling workers........................................................................ 198 Tuning worker server job access to servers ................................. 200

Chapter 8 Configuring Applications and Web Services Introduction ..................................................................................... 206 Editing global settings for applications and Web services........ 207 Editing settings for Retrieval Web service................................... 209 Editing settings for Shortcut Web service and mobile restore.. 210 Editing settings for EMC SourceOne Web Search application . 215 Editing settings for EMC SourceOne Web Search server .......... 221

Chapter 9 Managing Organizational Policies Introduction ..................................................................................... 226 Creating organizational policies ................................................... 227 Editing organizational policies...................................................... 228 Pausing organizational policies .................................................... 229 Stopping organizational policies................................................... 230 Deleting organizational policies.................................................... 230

Chapter 10 Managing Jobs About creating jobs ......................................................................... 232 Viewing the list of jobs ................................................................... 232 Refreshing a view............................................................................ 235 Delay in start of Journaling jobs.................................................... 235 Adjusting job list when display limit is reached ........................ 236 Specifying maximum number of jobs to display........................ 236 Viewing job details.......................................................................... 237 Using a different job view.............................................................. 239 Customizing a job view.................................................................. 240 Controlling jobs ............................................................................... 253

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Chapter 11 Using Job Logs Introduction to job logs.................................................................. 258 Enabling and disabling job logging ............................................. 259 Viewing job logs.............................................................................. 260 Where to find job logs .................................................................... 260 Understanding information in the job log .................................. 261 Computing mailbox reduction from email activities ................ 265

Chapter 12 Common and Email-specific Best Practices Common: best practices for data retention and disposal.......... 268 Common: optimizing network usage by the Native Archive for small installations ........................................................................... 271 Common: optimization of index performance by the Native Archive ............................................................................................. 272 Common: be aware of interaction between EMC SourceOne tasks and other scheduled tasks ............................................................. 276 Best practices for using rules in email activities......................... 277 Best practices for tuning job access to mail servers ................... 278 Best practices in email identity management ............................. 279 When best to use LDAP queries to select data sources............. 283 Best practices for deploying shortcuts......................................... 288 Best practices for using Legal Hold folders ................................ 296 Understanding historical archiving from Sent or Sent Items... 296

Chapter 13 Maintaining EMC SourceOne Daily Maintenance Tasks (common and email-specific)........... 298 Performing a backup of an EMC SourceOne system ................ 303 Restoring an EMC SourceOne system after backup.................. 316 Maintaining the EMC SourceOne databases (common) ........... 319 Infrequent Maintenance Tasks (common and email-specific).. 340

Chapter 14 Troubleshooting EMC SourceOne Troubleshooting content processing problems........................... 354 Troubleshooting EMC SourceOne server network problems .. 363 Troubleshooting search problems ................................................ 365 Troubleshooting OWA shortcut problems (email-specific) ...... 372

PART 2 Email Management-specific Information

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Chapter 15 Configuring Email Management Activities Introduction to activities ................................................................ 380 Adding activities to an organizational policy............................. 384 Activity Type.................................................................................... 385 Data Source Types ........................................................................... 388 Journaling Method.......................................................................... 389 Select Data Sources ......................................................................... 390 Group Options................................................................................. 399 Item Types ........................................................................................ 401 Folders .............................................................................................. 407 User Created Folders ...................................................................... 410 Dates.................................................................................................. 411 Attachments Filter........................................................................... 414 Message Types Filter....................................................................... 416 Properties.......................................................................................... 418 Message Size Filter .......................................................................... 420 Mapped Folder ................................................................................ 421 Shortcut Options ............................................................................. 422 Post Processing ............................................................................... 423 Business Components..................................................................... 425 Delete Options ................................................................................ 427 Schedule............................................................................................ 428 Activity Name.................................................................................. 433 Editing activities in an organizational policy.............................. 434 Controlling activities....................................................................... 435 Deleting activities from an organizational policy ...................... 439

Chapter 16 PST and NSF Processing Activities PST processing activities ................................................................ 442 NSF processing activities ............................................................... 468

Chapter 17 Shortcut Activities About shortcutting messages ........................................................ 486 Considerations and limitations ..................................................... 490 Prerequisites for shortcutting messages ...................................... 491 Customizing replacement text for shortcuts ............................... 492 Shortcut - Historical activity.......................................................... 498 Update Shortcuts - Historical & User Directed Archive activity .... 499 Restore Shortcuts - Historical & User Directed Archive activity .... 500

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Chapter 18 User-Directed Archiving (UDA) Activities About this release of UDA ............................................................ 502 Introduction..................................................................................... 504 Main steps to configure user-directed archiving ....................... 505 Configuring community archive or personal archive ............... 508 Considerations and limitations..................................................... 509 Archive - User Directed Archive activity .................................... 512 Delete - User Directed Archive activity....................................... 513 Shortcut - User Directed Archive activity ................................... 514

Chapter 19 Using Email Management Rules Rule concepts................................................................................... 516 Best practices for using rules......................................................... 520 Creating rules .................................................................................. 525 Archiving messages which do not match any rules .................. 546 Editing rules .................................................................................... 547 Copying and pasting rules ............................................................ 548 Deleting rules .................................................................................. 549

PART 3 SharePoint Archiving-specific Information

Chapter 20 Overview of EMC SourceOne for Microsoft SharePoint EMC SourceOne for Microsoft SharePoint components........... 554 About user access to archived SharePoint content .................... 555 Prerequisites: EMC SourceOne for Microsoft SharePoint......... 556 Best practices: SharePoint groups and Active Directory groups .... 557 Checklist: Configuring SharePoint archiving ............................. 558

Chapter 21 Configuring SharePoint Activities Introduction to SharePoint activities ........................................... 564 Required permissions..................................................................... 564 Considerations and limitations..................................................... 564 Best practices for SharePoint Archive activities ......................... 565 Adding SharePoint Archive activities to an organizational policy 565 Activity Type (SharePoint Archive) ............................................. 566 Select Data Sources (SharePoint Archive) ................................... 567 Content Types (SharePoint Archive)............................................ 572 Dates (SharePoint Archive) ........................................................... 576

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Document Versions (SharePoint Archive) ................................... 578 Attachments Filter (SharePoint Archive)..................................... 579 Item Size Filter (SharePoint Archive) ........................................... 580 Archive Action (SharePoint Archive)........................................... 581 Schedule (SharePoint Archive)...................................................... 583 Activity Name (SharePoint Archive)............................................ 587 Editing activities in an organizational policy.............................. 588 Controlling activities....................................................................... 589 Deleting activities from an organizational policy ...................... 593

Chapter 22 Configuring Archive Search for SharePoint Introduction ..................................................................................... 596 Checklist: Configuring Archive Search........................................ 596 Prerequisites for Archive Search ................................................... 597 Activating EMC SourceOne Archive Search Configuration..... 598 Configuring EMC SourceOne Archive Search............................ 599 Creating the Archive Search site from the template .................. 602 Setting permissions on the Archive Search site .......................... 604

Chapter 23 Configuring SharePoint External BLOB Storage (EBS) Introduction ..................................................................................... 606 Limitations ....................................................................................... 606 Prerequisites..................................................................................... 607 Configuring EMC SourceOne to support SharePoint EBS........ 608 Activating EMC SourceOne EBS Provider Configuration ........ 610 Configuring EBS on SharePoint .................................................... 610

Chapter 24 Troubleshooting EMC SourceOne for Microsoft SharePoint Troubleshooting permission issues............................................... 620 Troubleshooting SharePoint Archiving........................................ 622 Troubleshooting Archive Search ................................................... 627 Troubleshooting External BLOB Storage (EBS)........................... 633

Chapter 25 Maintaining EMC SourceOne for Microsoft SharePoint Maintaining SharePoint Archive Search...................................... 638 Maintaining SharePoint External BLOB Storage (EBS) ............. 641

PART 4 File-specific Information

EMC SourceOne Version 6.6 SP1 Administration Guide10

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Chapter 26 Configuring File Activities Introduction to file activities ......................................................... 648 Prerequisites for creating file activities........................................ 649 Understanding file archiving ........................................................ 650 Understanding file shortcutting ................................................... 653 Using the New Activity wizard to create file activities............. 656 Adding file activities to an organizational policy...................... 657 Activity Type (Files) ...................................................................... 658 File Sources (Files) .......................................................................... 659 File Types (Files).............................................................................. 662 File Age (Files)................................................................................. 667 File Size (Files)................................................................................. 668 File Attributes (Files) ...................................................................... 670 File Ownership (Files) .................................................................... 671 Behaviors (Files).............................................................................. 674 Archived File Access (Files) .......................................................... 680 Mapped Folder(s) (Files)................................................................ 683 Schedule (Files) ............................................................................... 686 Activity Name (Files) ..................................................................... 690 Editing activities in an organizational policy ............................. 691 Controlling activities ...................................................................... 692 Deleting activities from an organizational policy ...................... 696

Glossary ....................................................................................................................... 697

Index.............................................................................................................................. 707

EMC SourceOne Version 6.6 SP1 Administration Guide 11

Preface

As part of an effort to improve and enhance the performance and capabilities of its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. For the most up-to-date information on product features, refer to your product release notes.

If a product does not function properly or does not function as described in this document, please contact your EMC representative.

Audience This document is part of the EMC SourceOne documentation set, and is intended for use by EMC SourceOne system administrators who are processing email, Microsoft SharePoint or file content.

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Preface

Conventions used in this document

EMC uses the following conventions for special notices.

Note: A note presents information that is important, but not hazard-related.

CAUTION! A caution contains information essential to avoid data loss or damage to the system or equipment.

IMPORTANT! An important notice contains information essential to operation.

Typographical conventions

EMC uses the following type style conventions in this document:

Normal Used in running (nonprocedural) text for: Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus) Names of resources, attributes, pools, Boolean expressions,

buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities

URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications

Bold: Used in running (nonprocedural) text for: Names of commands, daemons, options, programs,

processes, services, applications, utilities, kernels, notifications, system call, man pages

Used in procedures for: Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus) What user specifically selects, clicks, presses, or types

Italic: Used in all text (including procedures) for: Full titles of publications referenced in text Emphasis (for example a new term) Variables

Courier: Used for: System output, such as an error message or script URLs, complete paths, filenames, prompts, and syntax when

shown outside of running text

Courier bold: Used for: Specific user input (such as commands)

EMC SourceOne Version 6.6 SP1 Administration Guide 13

Preface

Where to get help EMC support, product, and licensing information can be obtained as follows.

Product information For documentation, release notes, software updates, or for information about EMC products, licensing, and service, go to the EMC Powerlink website (registration required) at:

http://Powerlink.EMC.com

Technical support For technical support, go to EMC Customer Service on Powerlink. To open a service request through Powerlink, you must have a valid support agreement. Please contact your EMC sales representative for details about obtaining a valid support agreement or to answer any questions about your account.

Courier italic: Used in procedures for: Variables on command line User input variables

< > Angle brackets enclose parameter or variable values supplied by the user

[ ] Square brackets enclose optional values

| Vertical bar indicates alternate selections - the bar means or

{ } Braces indicate content that you must specify (that is, x or y or z)

... Ellipses indicate nonessential information omitted from the example

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Preface

Guide to using Adobe Reader with this

document

This document supports online reading using Adobe Reader version 7.0 or above. For optimal performance, you should download and install the latest free Adobe Reader version:

(http://get.adobe.com/reader/)

Simplifying navigation This document uses hyperlinks to other relevant sections. You can simplify navigation by enabling an optional Web browser-like navigation feature in Adobe Acrobat Reader (version 7.0 or above):

1. On the Acrobat toolbar, right-click the Page Up or Page Down icon.

2. Click Show All Tools. The Previous View and Next View navigation buttons are displayed on your toolbar.

The Previous View and Next View navigation buttons function similar to your Web browser navigation buttons, enabling you to navigate between views using document hyperlinks.

More information For more information about Adobe Reader navigation and other features, refer to the product help system.

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PART 1

This part contains EMC SourceOne information that applies to all content types, including email, SharePoint, and file content.

The other parts of this book contain content-specific information. Refer to:

Part 2, Email Management-specific Information, for Email-specific information.

Part 3, SharePoint Archiving-specific Information, for SharePoint-specific information.

Part 4, File-specific Information,for file-specific information.

The following chapters for all content types are included in this part.

Chapter 1, EMC SourceOne Overview, provides an overview of the EMC SourceOne products.

Chapter 2, Planning and Initializing Content Collection, describes the initial configuration and creation tasks you need to perform for the EMC SourceOne system.

Chapter 3, Connecting Archives, describes how to connect the one or more archives you will be using to the EMC SourceOne system.

Chapter 4, Using the EMC SourceOne Console, introduces how to use the administrative functions within the EMC SourceOne console.

Chapter 5, Configuring Archives, describes how to configure the archives you use with EMC SourceOne.

Chapter 6, Configuring Mapped Folders,describes how to configure mapped folders for the EMC SourceOne archives.

Common Information

Chapter 7, Configuring Worker Servers, describes how to configure workers in your EMC SourceOne environment.

Chapter 8, Configuring Applications and Web Services, describes how to configure application and web settings in your EMC SourceOne environment

Chapter 9, Managing Organizational Policies, describes how to configure and manage policies.

Chapter 10, Managing Jobs, describes how to configure and manage jobs.

Chapter 11, Using Job Logs,describes how to use job logs.

Chapter 12, Common and Email-specific Best Practices,describes both common and email-specific best practices.

Chapter 13, Maintaining EMC SourceOne, describes both common and email-specific maintenance tasks you should perform with EMC SourceOne.

Chapter 14, Troubleshooting EMC SourceOne, describes both common and email-specific tasks to diagnose and resolve common processing and performance issues.

EMC SourceOne Overview 17

1

Provides an overview of EMC SourceOne and is organized as follows:

Introduction to EMC SourceOne ..................................................... 18 EMC SourceOne system overview .................................................. 20 EMC SourceOne user roles ............................................................... 24 Guide to using the documentation.................................................. 25 Other products used with EMC SourceOne................................... 28

EMC SourceOne Overview

18 EMC SourceOne Version 6.6 SP1 Administration Guide

EMC SourceOne Overview

Introduction to EMC SourceOne EMC SourceOne is an enterprise solution you can use to archive content from email, file, and Microsoft SharePoint servers and can help you comply with legal requirements for archiving.

EMC SourceOne archives and organizes content from Microsoft Exchange, IBM Lotus Domino, and SMTP mail servers, as well as from SharePoint servers and file servers. Archived content is stored in the EMC SourceOne Native Archive.

The types of content you can process depends on what EMC SourceOne products you are using:

Email content can be processed when you use EMC SourceOne Email Management.

SharePoint content can be processed when you add EMC SourceOne for Microsoft SharePoint to an existing EMC SourceOne Email Management environment.

File content can be processed when you add EMC SourceOne for File Systems to an existing EMC SourceOne Email Management environment.

Existing EmailXtender 4.8 SP1 archives can also be read by EMC SourceOne.

Introduction to EMC SourceOne 19

EMC SourceOne Overview

These components are shown in Figure 1 on page 19.

Figure 1 EMC SourceOne system overview

The following sections provide more details on EMC SourceOne:

Refer to EMC SourceOne system overview on page 20 for information on the EMC SourceOne components and architecture.

Refer to EMC SourceOne user roles on page 24 for information on the various types of EMC SourceOne users and their roles.

Refer to Guide to using the documentation on page 25 for information on what portion of the EMC SourceOne documentation is appropriate for your role or roles.

Refer to Other products used with EMC SourceOne on page 28 for information on other products you can use to extend the capabilities of EMC SourceOne.

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EMC SourceOne Overview

EMC SourceOne system overview You archive content, such as SharePoint documents, Domino or Exchange email messages, or files, from various sources by creating EMC SourceOne activities. Activities are used to perform most EMC SourceOne processing, such as archiving messages. You create activities using the EMC SourceOne console. Once an activity is created, EMC SourceOne work units, called jobs are created from that activity to run on one or more computers within the EMC SourceOne system, called worker servers. Information about activities, jobs and other components is stored within the activity database.

The following steps summarize how EMC SourceOne components work together to archive content.

1. An activity is created by the EMC SourceOne administrator using the EMC SourceOne console. An example of an activity would be the Journaling activity, which can be used to archive messages from a mail server, such as an Exchange or Domino mail server.

2. Once an activity is created, the activity is stored in the activity database. Jobs are generated automatically to perform the work of the activity and those jobs are stored in the activity database as well.

3. Periodically, worker servers check the activity database for jobs they can perform (not all workers may be configured to perform all jobs). If a matching job is found, that job is then run on the worker server.

Refer to EMC SourceOne system components on page 21 for more information.

EMC SourceOne system overview 21

EMC SourceOne Overview

EMC SourceOne system components This section provides a more in-depth look at the EMC SourceOne system components already discussed and introduces additional lower-level components. Figure 2 on page 21 shows the relationship between the EMC SourceOne components.

Figure 2 EMC SourceOne system components

Refer to the following sections for a description of each component:

Content sources on page 22 describes the sources from which EMC SourceOne can process content, such as email messages or SharePoint content.

Content archives on page 22 describes the various archives supported: EmailXtender 4.8 SP1 archive and the EMC SourceOne Native Archive.

EMC SourceOne console on page 23

EMC SourceOne Web services on page 23

Client applications on page 23

Client services on page 23

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EMC SourceOne Overview

Content sources EMC SourceOne can archive content from multiple sources, such as a SharePoint server or a mail server. Supported mail server sources include Exchange or Domino mail servers, as well as SMTP mail servers or Instant Messaging proxy servers.

Refer to Part 2, Email Management-specific Information, for information on the EMC SourceOne email management capabilities.

Refer to Part 3, SharePoint Archiving-specific Information, for information on the EMC SourceOne SharePoint archiving capabilities.

Refer to Part 4, File-specific Information,for information on the file archiving capabilities.

Content archives EMC SourceOne allows you to transparently manage and archive content using a wide array of storage devices, such as EMC Centera or EMC Symmetrix.

You can use EMC SourceOne to manage content archived in any of the following types of archives:

EMC SourceOne Native Archive

The EMC SourceOne Native Archive (Native Archive) is a scalable and flexible archive technology that is shipped with EMC SourceOne. The Native Archive can be configured to use a single computer, or more typically, to use many computers. The computers that are used as part of the Native Archive are referred to as Native Archive servers.

You configure the Native Archive by configuring each of the Native Archive servers to perform one or more server roles. These roles are: archive server, index server, search server, and retrieval server. This allows you to have the flexibility of having more servers for processing roles that you will use often and fewer servers for roles you will use less frequently.

Refer to Chapter 5, Configuring Archives, for more information on using the Native Archive.

EmailXtender 4.8 SP1 archive

You can access messages archived by EmailXtender 4.8 SP1, but you cannot add messages to this archive using EMC SourceOne.

EMC SourceOne system overview 23

EMC SourceOne Overview

Refer to Chapter 5, Configuring Archives, for more information on configuring the supported archives.

EMC SourceOne console The EMC SourceOne administrator uses the EMC SourceOne console to configure and manage the EMC SourceOne system. The EMC SourceOne console is implemented as a Microsoft Management Console (MMC) 3.0 snap-in.

Refer to Chapter 4, Using the EMC SourceOne Console, for more information on using the EMC SourceOne console.

EMC SourceOne Web services The EMC SourceOne Web services allow EMC SourceOne to support Web-based components, such as EMC SourceOne Search, the Outlook Web Access (OWA) mail client, the Domino Web Access (DWA) mail client, and others.

Client applications Client applications that work with EMC SourceOne include IBM Lotus Notes, Microsoft Outlook, and others.

Client services Client services that work with EMC SourceOne include the Microsoft Outlook Web Access (OWA) mail client, the IBM Domino Web Access (DWA) mail client, and others.

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EMC SourceOne Overview

EMC SourceOne user roles EMC SourceOne can be used in several ways by several types of users. Each of these users may have one or more roles, from an EMC SourceOne search user role to an EMC SourceOne administrator role. Depending on the size of the organization, each role may be assigned to a different individual or several roles may be assigned to a single individual. Table 1 on page 24 lists the primary EMC SourceOne user roles.

Table 1 EMC SourceOne roles

Role Description

Compliance manager

Defines regulatory compliance across the organization. The compliance manager defines corporate content policies, such as how long content should be retained. These policies should be consulted when configuring the EMC SourceOne system.

Email user Views, composes and manages their messages using an email client, such as Notes or Outlook. The email user may search the EMC SourceOne archives for messages, or if they are an Outlook user, select individual messages they receive to be archived by EMC SourceOne.

SharePoint user Views and manages SharePoint documents. The SharePoint user may search the EMC SourceOne archives for documents using the Archive Search available in the SharePoint Search portal.

File user Views and manages files. The file user may search the EMC SourceOne archives for files using EMC SourceOne Search.

EMC SourceOne administrator

Manages and maintains the EMC SourceOne installation after it is installed. This person performs maintenance and management tasks and customizes the system as needed for their environment. This person may also be the Domino server, Exchange server, or SharePoint server administrator.

EMC SourceOne installer

Performs the initial installation and configuration of the EMC SourceOne system. This person is often also the EMC SourceOne administrator.

EMC SourceOne legal compliance user

Uses EMC SourceOne Search capabilities to comply with legal requirements for archiving or discovery. In most cases, this person will use the EMC SourceOne Search capabilities as a starting point and may also make use of more specialized search products. Refer to Other products used with EMC SourceOne on page 28 for a list of other search products that can be used with EMC SourceOne.

EMC SourceOne Search user

Is someone who uses EMC SourceOne Search capabilities to find content archived by EMC SourceOne. SharePoint users may also use the Archive Search available in the SharePoint Search portal. Refer to Other products used with EMC SourceOne on page 28 for a list of other search products that can be used with EMC SourceOne.

Guide to using the documentation 25

EMC SourceOne Overview

Guide to using the documentation To use the documentation effectively, you need to know what books are available to you, and which of those you need to perform your role in the organization.

Overview of the EMC SourceOne documentation set on page 25 describes the books in the EMC SourceOne documentation set.

Selecting what to read based on your role on page 26 describes what portions of the documentation to review based on what your role is in your organization.

Overview of the EMC SourceOne documentation set The EMC SourceOne documentation is composed of the following books:

EMC SourceOne Installation Guide

Describes how to plan for and install EMC SourceOne software, including email management, SharePoint archiving, and file archiving.

EMC SourceOne Administration Guide (this book)

Describes how to use, configure and manage the EMC SourceOne software, including email management, SharePoint archiving, and file archiving. Much of the content of this book is also available in the EMC SourceOne Console online help. This book is separated into the following parts:

Part 1, Common Information, describes topics of use to email management, SharePoint archiving, and file archiving administrators.

Part 2, Email Management-specific Information, describes topics that are specific to EMC SourceOne email management.

Part 3, SharePoint Archiving-specific Information, describes topics specific to SharePoint archiving.

Part 4, File-specific Information, describes topics specific to file archiving.

EMC SourceOne Search User Guide

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EMC SourceOne Overview

Describes how to use EMC SourceOne Search to search for content that has been archived. Much of the content of this book is also available in the EMC SourceOne Search online help.

EMC SourceOne Release Notes

Describes supplemental information about all EMC SourceOne components, including email management, SharePoint archiving, and file archiving.

EMC SourceOne Localization Release Notes

Describes supplemental localization information about the EMC SourceOne product language support, including email management, SharePoint archiving, and file archiving.

EMC SourceOne Products Compatibility Guide

Describes the components, operating systems, and products that are supported for use with EMC SourceOne products.

Selecting what to read based on your role The documentation for EMC SourceOne is intended for several audiences with several roles. You should read the portions intended for the roles you perform in your organization.

Refer to the roles in Table 2 on page 27 for a list of what portions of the documentation you should read.

Guide to using the documentation 27

EMC SourceOne Overview

Table 2 Guide to using the documentation by role

If your role is ... Read the following

All roles All EMC SourceOne users should read this chapter which provides an introduction to EMC SourceOne and introduces key concepts for using or managing EMC SourceOne.

Email, SharePoint, or file end user

End users should not need to read the EMC SourceOne documentation. However, the EMC SourceOne administrator should provide an overview of the EMC SourceOne features being used that impact the end users. For example, if shortcuts are enabled, the administrator should explain the EMC SourceOne shortcutting policy to end users.

Compliance manager

Compliance managers should be aware of the settings of the EMC SourceOne system that have to do with the corporate compliance policies and know how to review and set them. Refer to the following chapters for this information: Chapter 2, Planning and Initializing Content Collection Chapter 3, Connecting Archives Chapter 4, Using the EMC SourceOne Console Chapter 5, Configuring Archives Chapter 6, Configuring Mapped Folders

EMC SourceOne administrator

EMC SourceOne administrators should determine what portions of this guide to read based on what content is being archived at their site. Part 1, Common Information, should be read by all administrators. Part 2, Email Management-specific Information, should be read by administrators

where email content is being archived. Part 3, SharePoint Archiving-specific Information, should be read by

administrators where SharePoint content is being archived. Part 4, File-specific Information, should be read by administrators where file

content is being archived.

EMC SourceOne installer

Users who install EMC SourceOne should read the following: To perform an installation, refer to the EMC SourceOne Installation Guide which

describes how to install the EMC SourceOne software. To perform certain initial configuration and creation tasks to have a fully functional

EMC SourceOne system, refer to Chapter 2, Planning and Initializing Content Collection.

EMC SourceOne legal compliance user

Users who want to perform searches of messages in the EMC SourceOne archive for the purposes of compliance with email policies and regulations should use EMC SourceOne Discovery Manager if it is available. Refer to the EMC SourceOne Discovery Manager User Guide for more information.

EMC SourceOne search user

Users who want to perform searches for messages in the EMC SourceOne archive should refer to the online help within EMC SourceOne Search or read the EMC SourceOne Search User Guide.

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EMC SourceOne Overview

Other products used with EMC SourceOne The following list contains EMC products you can purchase to enhance the capabilities of your EMC SourceOne system.

EMC SourceOne for Microsoft SharePoint

Adds support for Microsoft SharePoint archiving to your EMC SourceOne system.

EMC SourceOne for File Systems

Adds support for file archiving to your EMC SourceOne system.

EMC SourceOne Discovery Manager

EMC SourceOne Discovery Manager provides collection, hold and export capabilities in response to a regulatory notice or corporate policy request for email archived by EMC SourceOne Email Management or EMC EmailXtender. EMC SourceOne Discovery Manager is a separate, chargeable application option to EMC SourceOne.

EMC SourceOne Offline Access

The EMC SourceOne Offline Access client application (Offline Access) provides a seamless experience to the user when retrieving shortcut messages in Outlook. In addition, you can configure Offline Access to cache messages on users hard drives so that users can retrieve messages when they are not connected to the network.

EMC SourceOne eDiscovery - Kazeon

EMC SourceOne eDiscovery - Kazeon is an EMC product that enables organizations to efficiently and cost effectively classify, manage, and retrieve data.

EMC EmailXtender

An email archiving solution. Archives created by EMC EmailXtender can be read using EMC SourceOne.

EMC DiskXtender for Windows

DiskXtender for Windows is an EMC product that allows you to extend the capacity of EMC SourceOne storage by automatically writing EMC SourceOne archives to other storage media and network devices.

EMC Email Supervisor

Other products used with EMC SourceOne 29

EMC SourceOne Overview

EMC Email Supervisor allows an organization to easily monitor inbound and outbound email for compliance with corporate policies, NASD regulations and governance mandates for email archived by EMC SourceOne Email Management or EMC EmailXtender. Email Supervisor is an add-on product in the EMC SourceOne family.

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Planning and Initializing Content Collection 31

2

Describes how to plan and perform the initial configuration of the various parts of the EMC SourceOne software and is organized as follows:

Overview of the initialization process ............................................ 32 Verify and configure environment for EMC SourceOne .............. 33 Initialize the archive .......................................................................... 44 Associate mapped folders with the archive ................................... 45 Create activities .................................................................................. 45

Planning and Initializing Content

Collection

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Overview of the initialization process Once EMC SourceOne has been installed, there are initialization tasks that need to be performed before you can archive content from a SharePoint server or an email server. These tasks occur in the following order:

1. Verify that the software environment on the worker servers and the master server are configured correctly for EMC SourceOne. Refer to Verify and configure environment for EMC SourceOne on page 33 for more information.

2. Initialize an archive that will contain the content to be archived. Refer to Initialize the archive on page 44 for more information.

3. Create the mapped folders used to access the content in the archive. Refer to Associate mapped folders with the archive on page 45 for more information.

4. Create the activities (and email rules if used) that will be used to archive content. Refer to Create activities on page 45 for more information.

Verify and configure environment for EMC SourceOne 33

Planning and Initializing Content Collection

Verify and configure environment for EMC SourceOne Verify that the software environment on the worker servers, the master server, and the Native Archive servers are configured correctly for EMC SourceOne. Specifically, verify that the following tasks have been performed:

If antivirus software is installed on a worker server, a master server, or a Native Archive server, verify that the antivirus software is configured to work with EMC SourceOne. Refer to Configure antivirus software, if used on page 33 for more information.

If EMC SourceOne is being used with Exchange, verify that the Exchange Active Directory environment is configured to work with EMC SourceOne. Refer to Configuring EMC SourceOne for an Exchange Active Directory environment on page 36 for more information.

If Exchange PST files will be processed by EMC SourceOne in an Exchange resource forest Active Directory configuration, verify that any needed additional tasks have been performed. Refer to Configuring Exchange PST processing across Active Directory forests on page 37.

Review the network ports that are used by EMC SourceOne to make sure they do not conflict with other applications used by your organization. Refer to Reviewing network ports used on page 42 for more information.

Verify that all computers in the environment are synchronized to make sure there are no timing issues. Refer to Verify that all computers are synchronized on page 44.

Configure antivirus software, if used You can use antivirus software with EMC SourceOne software, such as the following:

Symantec Norton AntiVirus Corporate Edition

McAfee VirusScan Enterprise

This list of antivirus software is not exhaustive. Other antivirus software packages may also work.

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When using antivirus software with EMC SourceOne and archiving content from a mail server, install the antivirus software on the mail server, such as a Lotus Domino mail server, or a Microsoft Exchange mail server.

Be aware that messages that contain viruses may cause errors and not be processed. For example, if a shortcut activity is run against a message containing a virus, an error is generated indicating Shortcut failed. This is intended behavior, as EMC SourceOne does not shortcut messages containing a virus.

If possible, do not install antivirus software on the EMC SourceOne master server, worker servers, or Native Archive servers. If company policy requires you to install antivirus software on the EMC SourceOne servers, configure that software as described in the following sections:

Configuring antivirus software on a mail server using EMC SourceOne on page 34

Configuring antivirus software on an EMC SourceOne master server, worker server, or Native Archive server on page 34

Configuring EMC SourceOne for an Exchange Active Directory environment on page 36

Configuring antivirus software on a mail server using EMC SourceOne When antivirus software is installed on a Domino or Exchange mail server, the antivirus software may remove infected messages in the one or more EMC SourceOne journaling mailboxes (databases) for that mail server, resulting in that message not being archived.

Note: If you have antivirus software that is causing issues with the EMC SourceOne software, please contact EMC Technical Support.

Configuring antivirus software on an EMC SourceOne master server, worker server, or Native Archive server

It is recommended that antivirus software be installed on the mail server and not on an EMC SourceOne master server, worker server, or Native Archive server. Using antivirus software on an EMC SourceOne server can impact the performance of EMC SourceOne and cause processing problems.

When antivirus software is installed on an EMC SourceOne server, the antivirus software may remove or modify infected messages while they are being processed by EMC SourceOne.

Verify and configure environment for EMC SourceOne 35

Planning and Initializing Content Collection

If your environment requires that antivirus software be installed on the EMC SourceOne servers, configure the antivirus software as follows to avoid problems with the EMC SourceOne software.

For master servers, worker servers or Native Archive servers:

Disable virus scanning on any Exchange or Domino email clients, such as Microsoft Outlook or Lotus Notes, that are installed on the EMC SourceOne server.

Disable SMTP scanning on the EMC SourceOne server.

Disable virus scanning on the directories and subdirectories where the EMC SourceOne software is installed or that the EMC SourceOne software uses. This includes:

The directory and subdirectories where the EMC SourceOne software is installed.

The Native Archive work directory and subdirectories.

The Native Archive message center directory and subdirectories.

The Native Archive folder volume directory and subdirectories.

The Native Archive index directory and subdirectories.

This is the simplest and easiest way to protect EMC SourceOne from potential antivirus software problems.

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Configuring EMC SourceOne for an Exchange Active Directory environment EMC SourceOne works with Exchange servers that are installed in several Active Directory environments. In all cases, EMC SourceOne requires that all the Exchange servers be installed in the same Exchange organization.

Table 3 on page 36 lists the types of Exchange Active Directory configurations, and how EMC SourceOne supports each.

For additional information on Exchange and Active Directory configurations, see the following resources:

Table 3 Active Directory forest configurations

Active Directory forest configuration EMC SourceOne configuration

Single Forest A single Active Directory forest containing one or more domains. Each domain contains one or more Exchange servers. A common global address list (GAL) is used for all domains. This is the simplest topology and is recommended by Microsoft in the document Active Directory Forest Topologies which is available online at: http://technet.microsoft.com/en-us/library/bb124765(EXC HG.80).aspx.

Single or multiple domains in a single forest are supported by EMC SourceOne as described in the EMC SourceOne Installation Guide.

Multiple Forests (Exchange Resource Forest) Multiple Active Directory forests are used. One forest is dedicated to running Exchange and hosting Exchange mailboxes. The user accounts associated with the mailboxes are contained in one or more other separate forests.

This configuration is also referred to as a Dedicated Exchange Forest configuration.

Only EMC SourceOne Offline Access should be installed in the forests not containing the Exchange server. All EMC SourceOne components must be installed in the same Active Directory forest as the Exchange server. Refer to the EMC SourceOne Installation Guide for information on installing these components. Configuring Exchange PST processing across Active Directory forests on page 37 describes the additional tasks you need to perform if you are processing PST files across multiple forests.

Multiple Forests (Exchange Cross-Forest) Multiple Active Directory forests are used. Each forest contains an Exchange server and the user accounts for users of that Exchange server. This configuration has several disadvantages and requires extensive synchronization of active directory objects across forests and requires replication of other data.

Not supported by EMC SourceOne. Only the Exchange Resource Forest configuration is supported for multiple Active Directory forests.

Verify and configure environment for EMC SourceOne 37

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Active Directory Forest Topologies

http://technet.microsoft.com/en-us/library/bb124765(E XCHG.80).aspx

Microsoft Exchange Server 2007, Connecting Forest Topologies. This document is available online at:

http://technet.microsoft.com/en-us/library/bb124734(E XCHG.80).aspx

Planning Your Active Directory and Administrative Model section of the document Planning a Microsoft Exchange Server 2003 Messaging System. This document is available online at:

http://www.microsoft.com/technet/prodtechnol/exchange /guides/PlanE2k3MsgSys/0c968830-aaba-4938-9115-85d2a0 9736e4.mspx

Planning to Deploy Exchange in a Multiple Forest Environment. This document is for Exchange 2003 servers and is available online at:

http://technet.microsoft.com/en-us/library/bb124677(E XCHG.65).aspx

Configuring Exchange PST processing across Active Directory forests The procedure for processing PST files differs depending on whether you are processing within a single Active Directory forest or across multiple forests.

To process Microsoft Exchange PST files within a single Active Directory forest, use EMC SourceOne as described in Chapter 16, PST and NSF Processing Activities.

To process PST files that are spread across multiple forests, you need to perform additional tasks prior to performing the tasks in Chapter 16, PST and NSF Processing Activities, as described in the following sections:

Selecting an option for multiple forest PST processing on page 38

Option 1: move PST files to a share in the resource forest on page 38

Option 2: configure worker to run under the identity of a user in the user forest on page 38

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Configuring SourceOne Search to work across forests on page 41

Selecting an option for multiple forest PST processing In an Exchange resource forest configuration, user accounts and user computers exist in one or more forests, referred to as user forests, and the Exchange server and EMC SourceOne exist in the resource forest.

This means that the EMC SourceOne worker server needs to be able to access not only EMC SourceOne components in the resource forest, but also PST files and mail accounts on computers in a user forest.

There are two options for accessing PST files to perform PST operations in an Exchange resource forest configuration:

Move the PST files to be processed from the user forest to a network share in the resource forest as described in Option 1: move PST files to a share in the resource forest on page 38.

Configure a worker server specifically to process PST files in the user forest as a user in the user forest as described in Option 2: configure worker to run under the identity of a user in the user forest on page 38.

Option 1: move PST files to a share in the resource forest If the PST files to be processed are in a known location, move these files to a network share within the resource forest. Refer to the EMC SourceOne Installation Guide for information on how to configure the permissions for accessing PST files on such a share using EMC SourceOne.

Moving the files into the resource forest allows the worker server to access these files without performing any additional configuration of EMC SourceOne.

If the PST files are not in a known location, or you cannot move them into the resource forest for other reasons, then you must use the option described in Option 2: configure worker to run under the identity of a user in the user forest on page 38.

Option 2: configure worker to run under the identity of a user in the user forest Use this option to process PST files in a resource forest configuration if the location of the PST files is unknown or the PST files cannot be moved from the user forest to the resource forest.

Verify and configure environment for EMC SourceOne 39

Planning and Initializing Content Collection

Using this option, the worker server is configured to work solely with PST files and runs as a user in the user forest so that it can access the PST files in the user forest. Other non-PST activities cannot be run by this worker server after it has been configured to process files in a user forest.

To configure the worker server perform the tasks described in the following sections:

Before installing the worker server to process PST files on page 39

Installing the worker server on page 40

Configuring the worker server on page 40

Before installing the worker server to process PST files Prior to installing the worker server for remote user forest PST processing, perform the following tasks:

1. In Active Directory, select or create a service account that is a user in the user forest. Be sure this user account has adequate access permissions to enumerate the computers or shares containing the PST files in the user forest.

2. In Active Directory, create a security group and add the user you created in Step 1 to that group.

3. Assign the appropriate SQL permissions to the user account you created in Step 1. These permissions are described in the EMC SourceOne Installation Guide.

4. Add the user account you selected or created in Step 1 from the user forest to the local administrators group on the worker server computer.

5. Log in to the worker as the user from the user forest as described in Step 1.

6. Create the EMCSourceOne Outlook profile as described in the EMC SourceOne Installation Guide.

The EMCSourceOne Outlook profile must be configured to use an account that has adequate permissions to open PST files and enumerate the GAL (Global Address List). Additionally, you should verify that the profile can open the owner mailboxes it needs to access. Refer to the EMC SourceOne Installation Guide for more information on the permissions needed by the EMCSourceOne Outlook profile.

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7. Install the worker server as described in Installing the worker server on page 40.

Installing the worker server Install the worker server to process PST files in the user forest as follows:

1. Verify that all the tasks described in Before installing the worker server to process PST files on page 39 have been completed.

2. Install the EMC Source One worker on a computer in the Exchange Resource forest as described in the EMC SourceOne Installation Guide.

a. When prompted by the install to configure the service account, specify the user from the user forest that you selected or created in Before installing the worker server to process PST files on page 39.

b. When prompted by the install, specify the security group in which you placed that user account. This is the security group you selected or created in Before installing the worker server to process PST files on page 39.

3. After you have completed the installation and rebooted the server, confirm in the event log (or in the service control manager) that the dispatcher service started successfully. If the dispatcher service does not start, review the previous steps to make sure no errors were made.

4. Configure the PST file processing worker server as described in Configuring the worker server on page 40.

Configuring the worker server Once the worker server is installed, you need to configure it using the EMC SourceOne console as follows:

1. Verify that the worker server was installed as described in Installing the worker server on page 40.

2. Select the types of activities that the worker server is permitted to perform. These activities should only include one or more of the following PST activities:

Archive Personal Mail Files

Find Microsoft Office Outlook .PST

Migrate Microsoft Office Outlook .PST

Verify and configure environment for EMC SourceOne 41

Planning and Initializing Content Collection

Refer to Chapter 7, Configuring Worker Servers, for information on how to select the activity types a worker server will support.

3. If the Migrate Microsoft Office Outlook .PST activity is to be used, verify that the user account has permissions that allow it to open the target mailboxes used to migrate the shortcut messages.

Configuring SourceOne Search to work across forests This configuration is only necessary if you want to permit users to run use the EMC SourceOne Search application from within the resource forest and search, retrieve, and shortcut messages in the user forest.

To allow users to use EMC SourceOne Search to search, retrieve, and shortcut messages in the user forest from within the Exchange resource forest, the EMC SourceOne Search user must log in as a remote user from the user forest. A remote user prefixes their username with the remote domain from the user forest, for example, MyRemoteDomain\MyUsername.

To enable the ability to specify a remote domain when logging in to EMC SourceOne Search, do the following:

1. On each worker server in the resource forest on which the Web services software is installed, select Administrative Tools > Computer Management from the Start menu. The Computer Management application displays.

2. Expand the Services and Applications node in the navigation pane on the left side to display the Internet Information Services node.

3. Expand the Internet Information Services node to display the Web Sites node.

4. Expand the Web Sites node to display the Default Web Site node.

5. Expand the Default Web Site node to display the SearchWS node.

6. Select the SearchWS node and select Properties from the Action menu. The SearchWS Properties page displays.

7. Select the ASP.NET tab. On this tab, click Edit Configuration. The ASP.NET Configuration Settings page displays.

8. In the Application settings area, select the ExSearchConfig.UseResourceForest key and click Edit. An unnamed dialog displays.

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9. Change the displayed value from false to true and click OK. The unnamed dialog closes.

10. Click Apply on the ASP.NET Configuration Settings page to apply the change to the system.

11. Click OK to close the ASP.NET Configuration Settings page.

12. Click OK to close the Search WS Properties page.

13. Select Exit from the File menu on the Computer Management application to close that application.

Reviewing network ports used A variety of network ports are used by EMC SourceOne and by other components of your content archiving environment. This section lists the ports used by EMC SourceOne and the ports typically used by other common components in your environment.

Check these lists of ports to make sure there are no conflicts with other software on your system. If there is conflict, contact your network administrator to determine which ports to change.

For a more complete list of port number assignments used for various purposes, see the following documents:

The Internet Assigned Numbers Authority list at:

http://www.iana.org/assignments/port-numbers

The Microsoft document Service overview and network port requirements for the Windows Server system at:

http://support.microsoft.com/default.aspx?scid=kb;en- us;832017

Verify and configure environment for EMC SourceOne 43

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Table 4 on page 43 lists the network ports used by or with EMC SourceOne.

Table 5 on page 43 lists other common network ports used by messaging components.

Table 4 EMC SourceOne network ports

Port number

Protocol/ used by Port usage

80 HTTP Used by the EMC SourceOne Web services. Also used by web browsers to connect to websites. Also used by Outlook Web Access client applications to connect to a front end Exchange server. Also used by Domino Web Access client applications to connect to a Domino server. Port 8080 is an accepted alternate for port 80.

389 LDAP Used by EMC SourceOne to support LDAP queries. Also used by LDAP client applications to access an LDAP server.

443 HTTPS Used by the EMC SourceOne Web services. Also used by web browsers to connect securely to websites. Also used by secure Outlook Web Access client applications to connect to a front end Exchange server. Also used by Domino Web Access client applications to securely connect to a Domino server.

636 Secure LDAP Used by EMC SourceOne to support LDAP queries. Also used by secure LDAP client applications to access a directory service.

8080 HTTP An alternate HTTP port for port 80. Refer to the description of port 80 for usage information.

1024 - 65535 EMC SourceOne (DCOM)

EMC SourceOne makes use of DCOM. DCOM communicates using port numbers chosen at random in the range of 1024 to 65535.

Table 5 Other common network ports

Port number

Protocol/ used by Port usage

25 SMTP Used by POP3 or IMAP client applications to send SMTP messages.

110 POP3 Used by POP3 client applications to download messages from mail servers.

119 NNTP Used by NNTP client applications to access news group servers.

143 IMAP4 Used by IMAP client applications to access IMAP servers. Also used by IMAP client applications to access Microsoft Exchange public folders and personal folders in the default public folder tree.

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Verify that all computers are synchronized Ensure that the system time for all Windows computers in the EMC SourceOne system (master, worker, archive server, database server, SharePoint servers, and so on) are synchronized. Typically, this is done using the Windows Time Service. This service continually synchronizes the system time of all computers with an authoritative computer (typically the domain controller).

Initialize the archive Once you install EMC SourceOne, you need to connect one or more archives to EMC SourceOne. These archives may already be configured, or may need to be configured.

Chapter 3, Connecting Archives, describes how to connect archives to EMC SourceOne.

465 Secure SMTP Used by POP3 or IMAP4 client applications to securely send outgoing messages to a secure SMTP server.

563 Secure NNTP Used by secure NNTP client applications to access news group servers.

993 Secure IMAP4 Used by secure IMAP4 client applications to access IMAP servers. Also used by secure IMAP client applications to access their Microsoft Exchange personal folders and public folders in the default public folder tree.

995 Secure POP3 Used by secure POP3 client applications to download messages from their mail servers.

1352 TCP/IP Used by IBM Lotus Domino clients to access the Domino server.

3268 LDAP Used by Microsoft Exchange servers to query the Microsoft Global Catalog Server.

8080 HTTP An alternate port used by web browsers to connect to websites. Also used by Outlook Web Access client applications to connect to a front end Exchange server. Port 80 is the primary port for HTTP.

Table 5 Other common network ports (continued)

Port number

Protocol/ used by Port usage

Associate mapped folders with the archive 45

Planning and Initializing Content Collection

Chapter 5, Configuring Archives, describes how to configure the archives you have connected.

Associate mapped folders with the archive After connecting and configuring the archive, you need to associate mapped folders with folders in the archive to use it. Mapped folders allow you to handle content in the same way, regardless of what type of archive is used.

Chapter 6, Configuring Mapped Folders, describes how to associate mapped folders with folders in the archive.

Create activities After you have performed the previous initialization tasks, you can create an activity to cause content to be archived.

Refer to Chapter 15, Configuring Email Management Activities, for information on how to create email management activities. When you create an email activity, you also select rules that are used to select the messages to be processed by the activity. Refer to Chapter 19, Using Email Management Rules, for information on how to create rules within activities.

Refer to Chapter 21, Configuring SharePoint Activities, for information on how to create SharePoint content activities.

Refer to Chapter 26, Configuring File Activities, for information on how to create file content activities.

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Connecting Archives 47

3

Describes how to connect an archive for use with EMC SourceOne and is organized as follows:

Introduction ........................................................................................ 48 Prerequisites........................................................................................ 48 Viewing list of archives ..................................................................... 49 Adding an archive connection ......................................................... 50 Modifying archive connection properties ...................................... 56 Deleting an archive connection........................................................ 56

Connecting Archives

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Introduction After you have installed the EMC SourceOne system and archiving software you are planning to use with EMC SourceOne, you need to use the EMC SourceOne console to connect the EMC SourceOne system to the one or more archives as described in this section:

Prerequisites on page 48 describes what tasks need to be performed before connecting an archive.

Viewing list of archives on page 49 describes how to view the currently defined archives.

Adding an archive connection on page 50 describes how to add an archive connection.

Modifying archive connection properties on page 56 describes how to modify an existing archive connection.

Deleting an archive connection on page 56 describes how to delete an archive connection.

Prerequisites Before connecting archives, those archives must exist and contain one or more folders.

Archive folders are created differently for each type of archive:

Create EmailXtender 4.8 SP1 archive folders as described in the EMC EmailXtender 4.8 SP1 Administrators Guide.

Create EMC SourceOne archive folders as described in Chapter 5, Configuring Archives.

Once you have connected the one or more archives, you then need to configure those archives as described in Chapter 5, Configuring Archives, if they are not already configured.

Viewing list of archives 49

Connecting Archives

Viewing list of archives To view a list of archives in the EMC SourceOne console, select the Archive Connections node.

The Archive Connections area lists the name and type of the existing archives, if any exist. The available types of archives are:

EMC SourceOne Native Archive

EMC EmailXtender 4.8 SP1 archive

Note: EMC SourceOne does not detect archives and add them to the list automatically. Only those archives that you explicitly add are listed. Refer to Adding an archive connection on page 50.

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Adding an archive connection To add an archive connection:

1. In the EMC SourceOne console, select the Archive Connections node.

2. Select Action > New Archive Connection.

3. On the General page of the New Archive Connection wizard, specify the name and type of the new archive connection.

a. In the Name field, type a unique name for the archive connection, as you want it to appear in the Archive Connections list.

b. (Optional) In the Description field, type a description for the new archive connection.

c. In Type field, select the type of the archive (EmailXtender 4.x, or Native Archive).

d. Click Next.

The second page of the New Archive Connection wizard depends on the type of archive you selected.

4. Continue to one of the following topics:

EmailXtender 4.x archive on page 50

Native Archive archive on page 55

Modifying archive connection properties on page 56

EmailXtender 4.x archive To configure an EmailXtender 4.x archive, perform the tasks described in the following sections:

EmailXtender 4.x Server Configuration page on page 51

Adding or modifying EmailXtender 4.x server configuration information on page 52

EmailXtender 4.x Folder Configuration page on page 53

Adding an archive connection 51

Connecting Archives

EmailXtender 4.x Server Configuration page On the EmailXtender 4.x Server Configuration page of the New Archive Connection wizard, specify an EmailXtender 4.x server and provide the user name of the EmailXtender 4.x service account.

Figure 3 New Archive Connection wizard - EmailXtender 4.x Server Configuration page

1. In the Server field, enter or select the name of the EmailXtender 4.x server. EmailXtender 4.x servers are automatically detected and added to this drop down list. If the EmailXtender server you want to use is not listed, you can add it manually using the Add button.

2. If needed, perform one or more of the following tasks on the servers in the list:

To add a server to the list, click Add. The Server Configuration dialog is displayed. Refer to Adding or modifying EmailXtender 4.x server configuration information on page 52 for information on how to use this dialog to add or edit server configuration information.

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To edit a server in the list, select the server from the list and click Edit. The Server Configuration dialog is displayed. Refer to Adding or modifying EmailXtender 4.x server configuration information on page 52 for information on how to use this dialog to add or edit server configuration information.

To remove a server from the list, select the server from the list and click Remove.

3. Click Next.

4. Continue by configuring folders as described in EmailXtender 4.x Folder Configuration page on page 53.

Adding or modifying EmailXtender 4.x server configuration information You use the Server Configuration dialog to add or modify EmailXtender server configurations for use with EMC SourceOne.

Figure 4 EmailXtender 4.x Server Configuration dialog

In the Server Configuration dialog box provide the following information:

1. In the 4.x Administrator Name field, enter or modify the name of the EmailXtender 4.x service account.

2. Select the database to use by doing either of the following:

Adding an archive connection 53

Connecting Archives

Select the Database Server and Name option and click the Browse button to select the value for the Database Server field. Once the database server is selected, enter the name of the database in the Database Name field.

When specifying the database server for an archive connection, you can specify either the database server name (such as MyDBServer) if you are using the default database instance, or a specific database instance with the database server name (such as MyDBServer\SourceOne).

Select the Datasource Name option and then enter the data source name in the DSN field.

3. Click OK to complete adding or modifying the server configuration; click Cancel to not add or modify the server configuration. After either button is clicked, the Server Configuration dialog box closes.

4. If you added a new server, the name of the server is listed on the EmailXtender 4.x Server Configuration page.

5. Continue as described in step 3 in EmailXtender 4.x Server Configuration page on page 51.

EmailXtender 4.x Folder Configuration page The EmailXtender 4.x Folder Configuration page of the New Archive Connection wizard lists all the archive folders for the EmailXtender 4.x server that you specified on the EmailXtender 4.x Server Configuration page.

Specify the EmailXtender 4.x archive folders that will be available for mapping to EMC SourceOne mapped folders, using one of the following options:

Show all server folders (default) - Makes all EmailXtender 4.x archive folders available for mapping to mapped folders.

Aggregate selections in single virtual folder - Allows you to select specific EmailXtender 4.x archive folders and group them into a virtual archive folder. The virtual archive folder will be available for mapping to mapped folders.

1. Do one of the following steps:

To make all EmailXtender 4.x archive folders available for mapping in EMC SourceOne, select Show all server folders.

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Figure 5 Show all server folders - EmailXtender 4.x Folder Configuration page

To specify certain EmailXtender 4.x archive folders, and group them into a virtual archive folder:

a. Select Aggregate selections in single virtual folder.

b. In the Folder name field, type a unique name for the new virtual archive folder.

c. In the list of EmailXtender 4.x archive folders, select the folders you want to add to the virtual archive folder.

Figure 6 Aggregate selections - EmailXtender 4.x Folder Configuration page

Adding an archive connection 55

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2. Click Finish.

The new EmailXtender 4.x archive connection appears in the Archive Connections list.

Native Archive archive On the Native Archive Configuration page of the New Archive Connection wizard, specify the SQL server and the name of the EMC SourceOne archive database.

Figure 7 New Archive Connection wizard - Native Archive Configuration page

1. Click Browse, then locate and select the SQL server on which the Native Archive databases resides.

The Database Server field displays the path to the selected database server.

When specifying the database server for an archive connection, you can specify either the database server name (such as MyDBServer) if you are using the default database instance, or a specific database instance with the database server name (such as MyDBServer\SourceOne).

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2. In the Database Name field, type the name of the instance of the EMC SourceOne archive database (for example, EMCSourceOneArchive).

3. Click Finish.

The new EMC SourceOne archive connection appears in the Archive Connections list.

Modifying archive connection properties To modify the properties for an archive connection:

1. In the EMC SourceOne console, select the Archive Connections node.

2. In the Archive Connections area, select the connection you want to modify.

3. Select Action > Properties.

4. In the Edit Archive Connection wizard, edit the appropriate fields, as described in Adding an archive connection on page 50.

Note: You cannot edit the Name or Type fields.

Deleting an archive connection To delete a connection from the Archive Connections list:

1. In the EMC SourceOne console, select the Archive Connections node.

2. In the Archive Connections area, select the connection you want to delete.

3. Select Action > Delete.

Note: The archive is deleted from the Archive Connections list, but not from the EMC SourceOne database.

Using the EMC SourceOne Console 57

4

Describes how to use the EMC SourceOne console to manage the EMC SourceOne system and is organized as follows:

Introduction ........................................................................................ 58 Starting the EMC SourceOne console ............................................. 59 Overview of the EMC SourceOne console ..................................... 60 Working with an MMC snap-in ....................................................... 61 Overview of nodes............................................................................. 64 Checklist: sequence of tasks for a new installation ....................... 66

Using the EMC SourceOne Console

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Introduction Use the EMC SourceOne console to configure and manage:

Archives - Connect archives to EMC SourceOne, in preparation for associating mapped folders with archive folders.

Native Archive folders - Create archive folders in the Native Archive, view the list of archive folders, and view archive folder properties.

Mapped folders - Create mapped folders and associate them with archive folders in archives, view the list of mapped folders, and view mapped folder properties.

Application and Web server settings - Specify email environments, specify a URL for shortcut resolution (Exchange), and set search defaults.

Policies - Create organization policies to group related activities, view the list of policies, view the activities in a policy, edit policies, delete policies.

Activities

Configure email management activities to:

Journal and archive email in real-time for Microsoft Exchange, IBM Lotus Domino, and internet (SMTP) mail. This journaling and archiving is not done as soon as email is received by the mail server, but at regular intervals when the mail server is checked for new messages.

Archive email from selected mailboxes, PST files, and NSF files, based on a schedule.

Search for PST files across a network. Shortcut messages. Update shortcuts.

Configure SharePoint activities to archive SharePoint content.

Rules - Create rules to filter email messages, view the list of rule criteria used, edit rules, and delete rules.

Jobs - View and filter the list of jobs, and control the status of jobs.

Worker servers - View a list of workers, specify the types of jobs each worker can run, specify the polling time, and control the status of workers.

Starting the EMC SourceOne console 59

Using the EMC SourceOne Console

Starting the EMC SourceOne console To start the EMC SourceOne console:

1. Do one of the following steps:

On the desktop, double-click the EMC SourceOne Console icon.

On the Start menu, click the icon EMC SourceOne Console.

Select Start > All Programs > EMC SourceOne Console > EMC SourceOne Console.

2. In a Domino and Notes environment, the first time you start the EMC SourceOne console, the Enter Password dialog box opens. Enter the Notes password, then click OK.

Figure 8 Enter Password

On subsequent uses of the console, the login will happen automatically as long as the password is correct and has not changed.

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Overview of the EMC SourceOne console The EMC SourceOne console has three main areas:

Tree (left pane) - Displays expanded nodes.

Results pane (center top) - Displays items when you select a node.

When you select an item in the results pane, the bottom half of that pane may display details or additional items.

Actions pane (right) - Displays the actions you can perform on a selected node in the tree pane, or a selected item in the results pane. The Actions pane may display actions for the tree pane and the results pane at the same time. You can hide the Actions pane, and use the Action menu or right-click menus instead.

Refer to the following topics:

Working with an MMC snap-in on page 61

Overview of nodes on page 64

Working with an MMC snap-in 61

Using the EMC SourceOne Console

Working with an MMC snap-in The EMC SourceOne console is a Microsoft Management Console (MMC 3.0) snap-in. You can perform the following actions in the EMC SourceOne console in the same way you would in other MMC snap-ins:

Viewing, expanding, or collapsing nodes on page 61

Selecting actions on page 62

Sorting columns on page 63

Refreshing the view on page 64

The following actions are performed differently in the EMC SourceOne console than in the MMC 3.0 console:

Adding or removing columns on page 63

Rearranging columns on page 63

Note: You cannot add other snap-ins to the EMC SourceOne console.

Viewing, expanding, or collapsing nodes You can view, expand, or collapse the nodes shown in the tree pane, as described in:

Expanding nodes on page 61

Viewing nodes on page 62

Collapsing nodes on page 62

The nodes and subnodes are described in Overview of nodes on page 64.

Expanding nodes To expand the EMC SourceOne node in the tree pane, click on the + sign next to the node. The subnodes are listed in the tree pane, below the EMC SourceOne node.

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Figure 9 Expanded nodes in the EMC SourceOne console

Refer to Overview of nodes on page 64 for a description of these nodes.

Viewing nodes When you click on a node in the tree pane, the results pane list displays either subnodes or contents of the node.

The columns shown vary according to the type of item. To sort, add, remove, or rearrange columns, refer to:

Sorting columns on page 63

Adding or removing columns on page 63

Rearranging columns on page 63

Collapsing nodes To collapse a node, in the tree pane, click on the minus sign (-) next to the node.

Selecting actions In this guide, whenever you see "Select Action > action" in a procedure, you can use any of the following methods:

Select Action menu > action.

Select the action from the appropriate area in the Actions pane.

Right-click the node or the item to which you want to apply the action, then select the action from the shortcut menu.

Working with an MMC snap-in 63

Using the EMC SourceOne Console

Sorting columns In an MMC snap-in, you can sort rows of data according to a specific column.

Clicking a column header toggles between ascending and descending order, indicated by the small triangle.

Adding or removing columns To add or remove columns in the results pane:

1. Select Action > View > Add/Remove Columns.

2. To add columns, in the Choose Columns dialog box, select the check box for each column you want to add. The available columns depend on the node you are currently viewing.

Figure 10 Choose columns - jobs

The results pane updates immediately.

3. To remove columns, in the Choose Columns dialog box, clear the checkbox for each column you want to remove.

The results pane updates immediately.

Rearranging columns Drag the column header left or right to a new location. Red arrows indicate where to drop the column header.

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Refreshing the view To refresh the list in the results pane, do one of the following steps:

Press F5.

In the Actions pane, click the Refresh icon.

Overview of nodes Table 6 on page 65 describes the nodes in the order in which they appear in the console.

Figure 11 Nodes in the EMC SourceOne console

Note: For a list of the nodes in the order in which you use them for a new installation, refer to Checklist: sequence of tasks for a new installation on page 66.

Overview of nodes 65

Using the EMC SourceOne Console

Table 6 Nodes in the EMC SourceOne console

Node Subnodes Description Refer to

Organizational Policies Use to create and manage policies and activities.

Chapter 9, Managing Organizational Policies

Chapter 15, Configuring Email Management Activities

Chapter 22, Configuring Archive Search for SharePoint

Servers Use to configure roles (job types) for worker servers and to tune access to mail servers.

Chapter 7, Configuring Worker Servers

Mapped Folders Use to create EMC SourceOne mapped folders and associate them with archive folders.

Chapter 6, Configuring Mapped Folders

Operations PST Groups Use to create groups of: Computers for PST discovery PST files for PST archiving

Chapter 16, PST and NSF Processing Activities

NSF Groups Use to create groups of NSF files for NSF archiving.

Chapter 16, PST and NSF Processing Activities

Job Management Use to monitor jobs. Chapter 10, Managing Jobs

Application Configuration Use to specify settings for applications and Web services, including search defaults and the URL used for shortcut resolution.

Chapter 8, Configuring Applications and Web Services

Archive Connections Use to connect archives (Native Archive and EmailXtender 4.x archive) to EMC SourceOne.

Chapter 3, Connecting Archives

Native Archive Archive Folders Use to create folders in Native Archive for archiving.

Chapter 5, Configuring Archives

Server Configuration: Archive Index Search Retrieval

Use to: Assign roles to Native Archive

servers Configure Native Archive servers

Chapter 5, Configuring Archives

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Checklist: sequence of tasks for a new installation The order in which you use the nodes for a new installation is different than the order in which they appear in the console.

Table 7 on page 66 describes the nodes in the order in which you use them for a new installation.

Table 7 Sequence of administrator tasks for new installation

Node Subnodes Description Refer to

Archive Connections Use to connect archives (Native Archive and EmailXtender 4.x archive) to EMC SourceOne.

Chapter 3, Connecting Archives

Native Archive Server Configuration: Archive Index Search Retrieval

Use this node to: Assign roles to Native

Archive servers. Configure Native Archive

servers.

Chapter 5, Configuring Archives

Archive Folders Use to create folders in Native Archive for archiving.

Chapter 5, Configuring Archives

Mapped Folders Use to create EMC SourceOne mapped folders and associate them with archive folders.

Chapter 6, Configuring Mapped Folders

Servers Use to configure roles (job types) for worker servers.

Chapter 7, Configuring Worker Servers

Application Configuration Use to specify settings for applications and Web services, including search defaults and the URL used for shortcut resolution.

Chapter 8, Configuring Applications and Web Services

Checklist: sequence of tasks for a new installation 67

Using the EMC SourceOne Console

Operations PST Groups Use to create groups of: Machines for PST

discovery PST files for PST archiving

Chapter 16, PST and NSF Processing Activities

NSF Groups Use to create groups of NSF files for NSF archiving.

Chapter 16, PST and NSF Processing Activities

Organizational Policies Use to create and manage policies and activities.

Chapter 9, Managing Organizational Policies

Chapter 15, Configuring Email Management Activities

Chapter 22, Configuring Archive Search for SharePoint

Operations Job Management Use to monitor jobs. Chapter 10, Managing Jobs

Table 7 Sequence of administrator tasks for new installation (continued)

Node Subnodes Description Refer to

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Configuring Archives 69

5

Describes how to configure an archive for use with EMC SourceOne and is organized as follows:

Overview of configuring an archive ............................................... 70 Configuring viewing of EmailXtender 4.8 SP1 messages ............ 71 Configuring the Native Archive ...................................................... 72 Configuring Native Archive server roles ....................................... 73 Configuring Native Archive folders and storage.......................... 83 Configuring Native Archive folder DiskXtender options ......... 115 Managing Native Archive folders ................................................. 121 Searching an archive........................................................................ 130 Moving an archive ........................................................................... 131 Retaining and disposing of archived data.................................... 134 Partitioning a Native Archive database........................................ 140 Adding Native Archive supplemental language support ......... 152

Configuring Archives

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Overview of configuring an archive When you installed EMC SourceOne, you also installed one or more archives that EMC SourceOne would use to store and access content. After connecting the archive (as described in Chapter 3, Connecting Archives), you need to configure it before it can be used.

How you configure an archive depends on which type of archive you select:

To configure an EMC SourceOne Native Archive, refer to Configuring the Native Archive on page 72.

To configure an EmailXtender 4.8 SP1 server archive, refer to Configuring viewing of EmailXtender 4.8 SP1 messages on page 71.

Note that you can only access previously archived messages in an EmailXtender 4.8 SP1 archive, you cannot archive additional content into an EmailXtender 4.8 SP1 archive using EMC SourceOne.

Once an archive is configured, you may need to perform other tasks relating to it, such as the following:

To understand how an archive is searched using EMC SourceOne Search, refer to Searching an archive on page 130.

To change the physical location of an archive, perform the tasks described in Moving an archive on page 131.

To set up the retention and disposal of data in the archive, perform the tasks described in Retaining and disposing of archived data on page 134.

To improve performance by partitioning large tables in the database used by the Native archive, perform the tasks described in Partitioning a Native Archive database on page 140.

To add additional language support, perform the tasks described in Adding Native Archive supplemental language support on page 152.

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Configuring viewing of EmailXtender 4.8 SP1 messages To configure EMC SourceOne to view EmailXtender 4.8 SP1 server archives, do the following:

1. Connect the EmailXtender 4.8 SP1 server archive to the EMC SourceOne system using the EMC SourceOne console as described in Chapter 3, Connecting Archives.

2. Associate mapped folders to the folders in the EmailXtender 4.8 SP1 server archive as described in Chapter 6, Configuring Mapped Folders.

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Configuring the Native Archive To configure the Native Archive to contain the content processed by EMC SourceOne, do the following:

1. Install and configure the Native Archive as described in the EMC SourceOne Installation Guide. To use EMC SourceOne with an EMC SourceOne Native Archive, you must add it as described in Chapter 3, Connecting Archives.

2. Configure the server roles within the Native Archive. Refer to Configuring Native Archive server roles on page 73 for more information.

3. Create archive folders within the Native Archive. Refer to Configuring Native Archive folders and storage on page 83 for more information.

4. To optionally configure DiskXtender options for the Native Archive, refer to Configuring Native Archive folder DiskXtender options on page 115.

5. To optionally configure archive retention and disposal for a Native Archive, refer to Retaining and disposing of archived data on page 134.

6. To optionally configure partitioning of the Native Archive database, refer to Partitioning a Native Archive database on page 140.

7. To optionally configure supplemental language support for the Native Archive, refer to Adding Native Archive supplemental language support on page 152.

8. Associate mapped folders to the folders in the Native Archive so that EMC SourceOne can use it. Refer to Chapter 6, Configuring Mapped Folders, for more information on creating and configuring mapped folders.

9. Review the status of the volumes and indexes you create within the archive folders. Refer to Managing Native Archive folders on page 121 for more information.

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Configuring Native Archive server roles A Native Archive can be installed on one computer, or across multiple computers, depending on your processing needs. Each computer that is part of the Native Archive is called a Native Archive server. Each Native Archive server has one or more processing roles assigned to it.

To configure the Native Archive server roles:

1. Review the list of Native Archive servers used by your Native Archive installation. To view the servers that are part of your Native Archive installation, refer to Viewing the one or more servers that make up the Native Archive on page 73.

2. On each Native Archive server, review the roles assigned to that server and verify that they are correct for your environment. If they are not correct, modify and correct the roles. For information on assigning roles, refer to Assigning roles to a server on page 76.

3. For each role assigned to a Native Archive server, configure that server role as described in the following topics.

Viewing the one or more servers that make up the Native Archive You can view the Native Archive servers installed as part of your Native Archive in either of the following ways:

To view all the Native Archive servers by server name, perform the tasks described in Viewing all Native Archive servers by name on page 74

To view the Native Archive servers by the roles on those servers, perform the tasks described in Viewing Native Archive servers by role on page 75

To configure server role ... Refer to the following:

Archive server Configuring the archive role on a Native Archive server on page 77

Index server Configuring the index role on a Native Archive server on page 78

Retrieval server Configuring the retrieval role of a Native Archive server on page 80

Search server Configuring the search role of a Native Archive server on page 81

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Viewing all Native Archive servers by name To view a list of all Native Archive servers by name:

1. On the Start menu, perform one of the following steps:

Click the EMC SourceOne Console icon.

Select All Programs > EMC SourceOne > EMC SourceOne Console.

2. Expand the Native Archive node.

3. Select the Server Configuration node.

The Server Configuration area lists all Native Archive servers and their roles.

Figure 12 Server configuration list of all Native Archive servers

Table 8, Information provided in the Server Configuration area, lists the information provided in the Server Configuration area for each Native Archive server.

Configuring Native Archive server roles 75

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Viewing Native Archive servers by role To view a list of Native Archive servers by role, select one of the following server configuration nodes in the tree pane, depending on the type of servers you want to view:

Archive

Index

Search

Retrieval

Table 8 Information provided in the Server Configuration area

Column Contains

Identity The name of the Native Archive server.

Role The one or more roles assigned to the Native Archive server. Possible values are Archive, Index, Search, or Retrieval.

Version The EMC SourceOne software version running on that Native Archive server.

State The current state of the Native Archive server. Possible values are: Available - Indicates that the server is available to accept jobs BackupSuspend - Indicate that server has been temporarily paused for backup operations Missing - Indicates that the server was not found on the network Off Duty - Indicates that the server is currently not accepting jobs Restart - Indicates that the server has just started and will not accept jobs until the dispatcher updates the server

state Suspended - Indicates that the server has been suspended by the user Unresponsive - Indicates that the server has stopped responding Working - Indicates that the server is currently processing one or more jobs

Status The current status of the Native Archive server. A value is displayed in this field only when a server with the Indexing role does not have adequate space in the Index Work directory for indexing operations. When there is not enough space in the Index Work directory, a message like the following is displayed: Indexers running at 75% (3 of 4 index processes running) This indicates that the index server has restricted the number of processes performing indexing which downgrades the ability of the index server to process indexes The number of processes that can be run is determined by how much free space is available for those processes to use. When the Index Work directory size is adequately increased, the index server detects that the problem is solved, resumes running all index processes, and the Status column no longer displays the error message. Refer to Moving a Native Archive Index Work directory on page 341 for more information on the requirements for the Index Work directory.

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The results pane lists only the Native Archive servers assigned to perform that role.

The title of the results pane changes to reflect the server role.

Assigning roles to a server To assign roles to a Native Archive server:

1. Display the list of Native Archive servers, as described in Viewing all Native Archive servers by name on page 74.

2. In the results pane, select the Native Archive server to which you want to assign roles.

3. Select Action > Properties.

4. On each tab of the Properties dialog box, specify the roles to assign to the server. By default, all roles are assigned.

To enable a specific role, select the Enable option for that role.

To disable a specific role, clear the Enable option for that role.

5. Configure each of the roles that are enabled as described in the appropriate section:

Configuring the archive role on a Native Archive server on page 77

Configuring the index role on a Native Archive server on page 78

Configuring the retrieval role of a Native Archive server on page 80

Configuring the search role of a Native Archive server on page 81

6. Click OK to save your changes and to close the Properties dialog box for the Native Archive server.

Note: If you are changing the roles for an existing Native Archive server, those changes may not be effective until after the EMC SourceOne services have been stopped and restarted.

7. Review the changes you have made. As a result of the role assignment, the following occurs:

The Server Configuration area is updated to display the newly-assigned roles for the selected Native Archive server.

Configuring Native Archive server roles 77

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The Actions pane updates to display a Manage role-name Role action for each role assigned to the selected Native Archive server. For example, if the Native Archive server has the index role assigned to it, the Actions pane would display the Manage Index Role action.

The Native Archive server appears in the appropriate role-specific lists, as described in Viewing Native Archive servers by role on page 75.

Configuring the archive role on a Native Archive server To configure the archive role on a Native Archive server:

1. Display the list of servers, as described in Viewing all Native Archive servers by name on page 74.

2. In the results pane, select the server that you want to configure as an archive server.

3. Select Action > Properties.

4. On the Archive tab of the server Properties dialog box:

a. Select the Enabled option.

b. The Message Center Location field displays the default Uniform Naming Convention (UNC) path where this archive server will store content.

To change the location, click Browse. In the Browse For Folder dialog box, navigate to and select the new message center location. Click OK to close the dialog box. The Message Center Location field now displays the path you specified. This path must be no longer than 1024 characters.

When specifying the path in the Message Center Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

c. In the Volume Idle Time field, specify how long, in hours, an open volume can be idle before the volume is automatically closed and the content is moved to the permanent archive location. The default value for the Volume Idle Time field is 48 (2 days).

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You can change this field to a minimum value of 1 (1 hour) up to a maximum value of 744 (31 days).

Figure 13 Archive role properties of a Native Archive server

d. Click OK.

Configuring the index role on a Native Archive server To configure the index role on a Native Archive server:

1. Review the following considerations before configuring the index role on a Native Archive server:

When enabling the index role on a Native Archive server, you need to have a Index Work directory on that server with at least 20 GB of free space. Refer to Moving a Native Archive Index Work directory on page 341 for more information on the requirements of the Index Work directory.

If your organization is shortcutting content as well as indexing and searching that content, review Best practices for deploying shortcuts on page 288 as part of configuring an index role on a Native Archive server.

Configuring Native Archive server roles 79

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2. Display the list of servers, as described in Viewing all Native Archive servers by name on page 74.

3. In the results pane, select the server that you want to configure as an index server.

4. Select Action > Properties. The Properties dialog displays.

5. On the Index tab of the server Properties dialog box, select the Enabled option and specify the archive servers that this index server will process.

To specify that all archive servers should be processed, select Select All.

To specify that only selected archive servers should be processed, select the individual archive servers from those listed. If the Select All option was previously selected, it will automatically be cleared.

6. In the Index Run Threshold field on the Index tab, specify how long (in minutes) EMC SourceOne will wait before adding one or more messages to an index.

The default value is 10 minutes. You can change this value to a minimum value of 2 up to a maximum value of 100 minutes.

EMC SourceOne allows messages to collect before writing them to the index to maximize performance, since adding a single message to an index typically takes are much time as adding several hundred.

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Figure 14 Index role properties of a Native Archive server

7. Click OK.

8. Verify that the server you just assigned the index role to is allowed to use the appropriate index storage location as follows:

a. Select the Properties action on the archive folder into which the content will be archived. The Archive Folder dialog displays. Note that archive folders are accessed using the Archive Folders node in the console.

b. Select the Indexing tab and verify that the server you have added the index role to is listed as having access to the index storage location. This information is displayed in the Index Storage Locations list on the Indexing tab. Modifying indexing properties of archive folders on page 109 describes how to use the Indexing tab of the Archive Folder dialog.

Configuring the retrieval role of a Native Archive server To configure the retrieval role on a Native Archive server:

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1. Display the list of servers, as described in Viewing all Native Archive servers by name on page 74.

2. In the results pane, select the server that you want to configure as a retrieval server.

3. Select Action > Properties.

4. On the Retrieval tab of the server Properties dialog box, select the Enabled option.

Figure 15 Retrieval role properties of a Native Archive server

Configuring the search role of a Native Archive server To configure the search role on a Native Archive server:

1. Display the list of Native Archive servers, as described in Viewing all Native Archive servers by name on page 74.

2. In the results pane, select the server that you want to configure as a search server.

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3. Select Action > Properties.

4. On the Search tab of the server Properties dialog box, select the Enabled option.

5. In the Memory Allocated to Search Results (MB) field, specify the amount of shared memory (in MB) that the search server can allocate for queuing search results.

The default value is 50 MB. You can set this value to a minimum of 10 up to a maximum of 500 MB.

Figure 16 Search role properties of a Native Archive server

6. Click OK.

Configuring Native Archive folders and storage 83

Configuring Archives

Configuring Native Archive folders and storage You define archive folders within a Native Archive to contain your content. You can define up to a maximum of 200 archive folders, although typically you will not require that many.

The following sections describe how configure various attributes of Native Archive folders including the storage locations associated with them.

Selecting the type of storage to use for the archive folder on page 83

Adding archive folders on page 87

Modifying archive folder properties on page 103

Deleting archive folders on page 111

Disposing of obsolete content in archive folders on page 113

Configuring Native Archive folder DiskXtender options on page 115

Selecting the type of storage to use for the archive folder When you create an archive folder, you select the type of storage for that folder. It is important to carefully consider what type of storage you will use since once the archive folder is created you cannot change the type of storage associated with it.

Refer to the following topics for more information on selecting storage types for your archive folders.

Available storage device options on page 84 lists the available types of storage you can use with an archive folder.

Comparing and selecting storage device options on page 84 provides summary guidance on which of these storage types to use.

Archive folder requirements for SharePoint EBS content on page 86 describes the added requirements for using archive folders with SharePoint EBS content.

Using multiple archive folders with different storage types on page 86 describes multiple archive folders with different storage types.

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Available storage device options Table 9 lists the types of storage that can be selected to store the information in archive folders:

Comparing and selecting storage device options Determining the best storage type for an archive folder depends on your particular goals and computing environment. When selecting the storage type to use, you should be aware of the features you need in the storage device, such as whether it supports data retention, whether it supports deduplication, or whether it matches your computing environment in other ways.

Table 9 Storage devices that can be used

Storage Type option Storage device used

NAS Container Network-accessible storage, such as network shareable drives or network-attached storage devices (NAS devices).

DiskXtender Container

Storage accessed using EMC DiskXtender, such as EMC Centera devices, NAS devices, WORM devices and so on. Refer to the EMC DiskXtender Software Compatibility Guide for which devices are supported by DiskXtender. Refer to the EMC SourceOne Products Compatibility Guide for the versions of EMC DiskXtender that are supported with EMC SourceOne.

Centera Container EMC Centera storage devices directly accessed by EMC SourceOne without the use of EMC DiskXtender. Refer to the EMC SourceOne Products Compatibility Guide for which EMC Centera devices are supported.

Celerra Container EMC Celerra storage devices directly accessed by EMC SourceOne. Refer to the EMC SourceOne Products Compatibility Guide for which Celerra devices are supported.

Data Domain Storage System Container

EMC Data Domain storage devices directly accessed by EMC SourceOne using either NFS or CIFS file systems. Refer to the EMC SourceOne Products Compatibility Guide for which Data Domain devices are supported. Note that performance may vary depending on whether NFS or CIFS is used. Refer to your Data Domain documentation for which is preferred in your environment.

NetApp Storage System Container

NetApp storage devices directly accessed by EMC SourceOne. Refer to the EMC SourceOne Products Compatibility Guide for which NetApp devices are supported.

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Refer to Table 10 for introductory information on selecting your storage device. For detailed information on any of these storage devices, refer to the manufacturers documentation for that device.

Table 10 Choosing the type of storage to use for the archive folder

Storage Type option Select this storage type when...

Celerra Container You want to store your data on a supported EMC Celerra storage device. You require file-level retention enforced on the device. You require file-based deduplication. You do not use DiskXtender software. Refer to the EMC Celerra documentation for detailed information on the EMC Celerra storage devices.

Centera Container You want to store your archived data on a supported EMC Centera device without the use of DiskXtender software.

You do not need the added capabilities that DiskXtender provides for managing a Centera device. You require file-level retention enforced on the device. You require data-based deduplication. You do not use DiskXtender software. Refer to the EMC Centera documentation for detailed information on the EMC Centera storage devices.

Data Domain Storage System Container

You want to store your data on a supported EMC Data Domain storage system device. You require file-level retention enforced on the device. You require data-based deduplication. You do not use DiskXtender software. Refer to the EMC Data Domain storage system documentation for detailed information on EMC Data Domain storage systems.

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Archive folder requirements for SharePoint EBS content Archive folders used to store SharePoint External BLOB Storage (EBS) content have the following requirements:

Retention should not be enabled on the archive folder.

Indexing should not be enabled on the archive folder.

Only EBS content should be placed in the archive folder.

Refer to Chapter 20, Overview of EMC SourceOne for Microsoft SharePoint, for more information on EBS and other SharePoint components.

Using multiple archive folders with different storage types You can store data using multiple storage types at the same time, including NAS devices, devices accessed using EMC DiskXtender, and storage devices directly supported by EMC SourceOne, such as EMC Centera, EMC Celerra, EMC Data Domain, and NetApp devices.

DiskXtender Container You want to use DiskXtender software to store your archived data on a storage device, such as a WORM, UDO, NAS or Centera device.

You want to use the added capabilities for managing a device that DiskXtender provides and that the direct support by EMC SourceOne for EMC Centera, EMC Celerra, EMC Data Domain, and NetApp devices does not.

Refer to the EMC DiskXtender for WIndows documentation for detailed information on EMC DiskXtender for Windows capabilities.

NAS Container You want to store your data on a NAS storage device or network share. You want to use a NAS device that is not directly supported. EMC Centera, EMC Celerra, EMC

Data Domain, and NetApp devices are directly supported. You do not require file-level retention enforced on the device. You do not require data-based or file-based deduplication. Note that data-based deduplication is

generally more effective at reducing the amount of space used than file-based deduplication. You do not use DiskXtender software. Refer to the manufacturers documentation for the NAS device for detailed information on the NAS storage device.

NetApp Storage System Container

You want to store your data on a NetApp storage system device. You require file-level retention enforced on the device. You do not use DiskXtender software. Refer to the NetApp storage system documentation for detailed information on NetApp storage systems.

Table 10 Choosing the type of storage to use for the archive folder

Storage Type option Select this storage type when...

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You can use both the direct access and DiskXtender methods to access the same storage device (such as an EMC Centera device) at the same time. This situation may occur if you have an existing DiskXtender installation that is used with the storage device and you want to also use direct access to the storage device for new archive folders that you create.

When you use multiple storage types, each storage type must be associated with a different Native Archive folder. You cannot mix access methods with the same Native Archive folder.

Adding archive folders To add an archive folder to a Native Archive:

1. Select the Archive Folders node for the Native Archive.

The Archive Folders area lists any folders for the selected Native Archive node.

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Figure 17 Archive folders in a Native Archive

2. Select Action > New Archive Folder. The New Archive Folder wizard displays. Supply values to this wizard as described in the following sections:

Using the General page of the New Archive Folder wizard on page 88

Using the Storage Options page of the New Archive Folder wizard on page 89

Using the Large Content page of the New Archive Folder wizard on page 97

Using the Indexing page of the New Archive Folder wizard on page 100

Using the General page of the New Archive Folder wizard Use the General page of the New Archive Folder wizard to specify general options for the archive folder.

Figure 18 New Archive Folder wizard General page

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Specify the general options as follows:

1. In the Folder Name field, enter a name for the folder. The maximum number of characters for the folder name is 1024.

2. In the Description field, enter a description for the folder. The maximum number of characters for the description is 1024.

3. Click Next. The Storage Options page of the New Archive Folder wizard displays and is described in Using the Storage Options page of the New Archive Folder wizard on page 89.

Using the Storage Options page of the New Archive Folder wizard You use the Storage Options page to select the storage and retention options for a new archive folder.

In the Storage Type field, select one of the following as the type of storage to be used for the new archive folder:

Celerra Container

Centera Container

Data Domain Storage System Container

DiskXtender Container

NAS Container

NetApp Storage System Container

Refer to Selecting the type of storage to use for the archive folder on page 83 for information on which storage type to select.

The other fields displayed on this page will vary depending on which storage type option you select. Follow the appropriate directions in the following sections to complete selecting the storage and retention options:

If you selected any of the following NAS devices, refer to Using NAS device containers for storage on page 90:

Celerra Container

Data Domain Storage System Container

NAS Container

NetApp Storage System Container

If you selected DiskXtender Container, refer to Using DiskXtender containers for storage on page 92

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If you selected Centera Container, refer toUsing Centera containers for storage on page 95

Using NAS device containers for storage The following storage types are all NAS devices that have the same options on the Storage Options page:

Celerra Container

Data Domain Storage System Container

NAS Container

NetApp Storage System Container

Figure 19 NAS Container devices variant of the New Archive Folder Storage Options page

If the Celerra Container, Data Domain Storage System Container, NAS Container, or NetApp Storage System Container storage type is selected, the following fields must be defined:

1. In the Archive Location field, specify the path to the volumes for this folder.

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To change the location, click Browse and select a new path to the volumes. The maximum number of characters for the Archive Location field is 1024.

When specifying the path in the Archive Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

2. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

3. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

Valid values for the Months to retain field are the following:

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before specifying the retention value:

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

If you specify a retention period, you should test the retention after it is enabled to verify that it is working as you expect.

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4. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

5. Click Next. The Indexing page of the New Archive Folder wizard displays and is described in Using the Indexing page of the New Archive Folder wizard on page 100

Using DiskXtender containers for storage The DiskXtender Container option is selected as the storage type for the archive folder to be created.

Figure 20 DiskXtender Container variant of the New Archive Folder Storage Options page

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If the DiskXtender Container storage type is selected, the following fields must be defined:

1. In the Archive Location field, specify the path to the volumes for this folder.

To change the location, click Browse and select a new path to the volumes. The maximum number of characters for the Archive Location field is 1024.

When specifying the path in the Archive Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

2. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

If you are planning to use DiskXtender to write EMC SourceOne files to an EMC Centera device, change the maximum volume size to 90 MB, instead of the default size of 100 MB. There are known performance issues when retrieving volumes of 100 MB and greater from an EMC Centera device. Setting the volume file size to 90 MB allows for slight overflow of the volumes before they are closed, while keeping the total volume file size to under 100 MB.

3. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

Valid values for the Months to retain field are the following:

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before specifying this value:

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If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

4. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

5. Select the type of media to be used by DiskXtender in the Media Type field. This media type must match the type selected in your DiskXtender configuration.

6. Specify the path the DiskXtender local extended drive in the DiskXtender local extended drive path field. This path should contain the drive letter and the path, such as E:\EMC SourceOne\Five Year.

7. Select the Purge after move option if you want the files purged immediately after they are moved to media by DiskXtender. If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

8. Select the Direct Read option if you want files to be read directly from media rather than first being copied back to the extended drive and then read. If you are using DVD-R or DVD+R media, files are not marked for direct read or purged until you finalize the media.

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If you use DiskXtender to write volumes to removable media, such as DVD-R, tape, or magneto-optical media, you may want to disable direct read to avoid too many competing read and write requests to the library containing the media. Consult with an EMC technical representative to determine if this strategy is appropriate for you. Refer to Configuring Native Archive folder DiskXtender options on page 115 provides more information on using EMC SourceOne with DiskXtender.

9. Click Next. The Indexing page of the New Archive Folder wizard displays and is described in Using the Indexing page of the New Archive Folder wizard on page 100.

Using Centera containers for storage The Centera Container option is selected as the storage type for the archive folder to be created.

Figure 21 Centera Container variant of the New Archive Folder Storage Options page

If Centera Container is selected as the storage type for an archive folder, the following fields must be defined:

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1. In the Pool Address field, specify the one or more addresses to be used with the Centera device. The address may be specified using the host name, such as mycomputer.emc.com or can be specified using the dotted decimal format, such as 8.10.444.122. To specify multiple addresses in either form, separate the addresses with a comma (for example, node1.emc.com,node2.emc.com).

Note: A best practice is to use the host name address form if possible so that if an IP address changes for a machine, the Pool Address field value will not need to be changed. Instead, the change can be made at the DNS server or in the local hosts file. Using host names also makes more sense in a disaster recovery scenario.

Click Test Pool to verify the addresses in the Pool Address field are correct and currently reachable. Any problematic addresses will be identified for you to correct.

2. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years). Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Consider the following before specifying this value:

If you are storing the data in the archive folder on a Centera storage device configured to support data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

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3. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

4. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

5. Determine whether to enable Enable File Audit Deletes. When enabled, EMC SourceOne labels all file deletions it makes on the Centera device with a string. By default, the file audit delete string is set to EMC SourceOne. You can change this to another string by entering another string in the File Audit Delete String field.

6. Click Import to import a Pool Entry Authorization (PEA) file for use with the Centera device. A file selection dialog opens to allow you to select the PEA file. Once selected, this configuration is entered into the PEA Configuration area.

The PEA file allows access to data on a Centera storage device. Refer to the EMC Centera online help for more information on creating and using PEA files.

7. Click Next. The page of the New Archive Folder wizard displays and is described inUsing the Large Content page of the New Archive Folder wizard on page 97.

Using the Large Content page of the New Archive Folder wizard Use the Large Content page to configure whether large content should be stored separate from other content in the storage container. Large files, large email attachments, or large SharePoint attachments are all examples of large content.

Storing large content separately allows you to save storage space by allowing content addressed storage devices, such as EMC Centera, to remove duplicate copies of attachments when they are stored.

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However, if you do not have a device that removes duplicates, storing attachments separately may slow EMC SourceOne performance without any benefit.

Figure 22 New Archive Folder Large Content page for most storage options

Note that the Large Content page is the same for all storage option types except for the Data Domain Storage System Container storage type. When the Data Domain Storage System Container storage type is selected, the Large Content page contains only the wizard navigation buttons and the statement that large content handling cannot be configured by the user.

Note: Data Domain content is not compressed before moving it to the Message Center directory as other content can be, and so using a Data Domain storage device may require more space in the Message Center directory than using other storage devices that have compression enabled.

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Figure 23 New Archive Folder Large Content page for Data Domain

To configure storage of large content for all storage types except the Data Domain storage type, do the following:

1. Select how to store large content:

Select the Store all content inside containers option to have all content (including large content) stored within the container for this folder.

Select the Store large content outside of containers when larger than option to have large content:

Stored with the content when the large content is less than or equal to the value specified in the KB field.

Stored separately from the content when the large content is larger than the value specified in the KB field.

a. Specify the large content size in the KB field. By default, this value is 1000.

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b. For large content that is stored separately, select whether that content should be compressed by selecting or not selecting the Compress large content option.

2. Click Next. The Indexing page of the New Archive Folder wizard displays and is described inUsing the Indexing page of the New Archive Folder wizard on page 100.

Using the Indexing page of the New Archive Folder wizard Use the Indexing page to specify whether to have full-text indexing enabled for the archive folder.

Figure 24 New Archive Folder wizard Indexing page

Specify the indexing options as follows:

To not enable indexing, clear the Enable Indexing option and click Finish.

To enable full text indexing for the folder:

1. Select the Enable Indexing option.

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Note: Indexing should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Enable Indexing option should not be selected. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

2. In the Maximum Index Size (MB) field, specify the maximum size (in MB) of individual indexes in this folder. The value of the default size is 2048 MB. You can modify this value to be from 500 to 16384 MB.

The indexing system uses the Maximum Index Size value to determine when it should place new volumes into a new index. In general, indexes will not exceed the specified size, but since the indexing system estimates sizes, some indexes will exceed this maximum value. This is an expected condition.

3. Specify whether a content cache should be created.

Creating a content cache for the index greatly improves performance when rebuilding an index since the content for the index does not need to be read again from the archive.

To enable the caching of content, select the Content Cache option.

To disable the caching of content, clear the Content Cache option.

4. Specify whether attachments should be indexed.

To enable the indexing of attachments, select the Attachment Indexing option.

To disable the indexing of attachments, clear the Attachment Indexing option.

5. Specify the one or more storage locations for the index by clicking Add. The Index Storage Location dialog displays.

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Figure 25 Index Storage Location dialog launched from Indexing page

Specify the following values in the Index Storage Location dialog:

Specify the path to the storage location by either directly editing the path in the Index Storage Location field, or click Browse to browse to the path. When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

Specify which Native Archive index servers should use the storage location. - Select the Allow all servers to use this storage option to allow all Native Archive index servers to use the location.

Selecting this option not only allows all current index servers to use the index storage location, but also allows any index servers that are subsequently added to automatically use this index storage location.

- Select the Only allow the following servers to use this storage option to allow only the selected Native Archive index servers to use the location.

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Selecting this option allows you to control which index servers have access to the index storage location and allows you to segment your index processing into groups of index servers and index storage locations.

For more information on using index storage locations and index servers, refer to Best practices for deploying shortcuts on page 288.

Click OK to add the location, or click Cancel to cancel the addition. In either case, the Index Storage Location dialog closes.

To remove an index storage location, select the location and click Remove.

To change an index storage location, select the location and click Edit.

When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

6. Click Finish.

Modifying archive folder properties To modify the properties for an archive folder:

1. Select the Archive Folders node for the Native Archive. The Archive Folders area lists the folders, if any, for the selected Native Archive node.

2. In the Archive Folders area, select the folder to modify.

3. Select Action > Properties.

4. Modify the properties of an archive folder as described in the following sections:

Modifying general properties of archive folders on page 104

Modifying storage option properties of an archive folder on page 104

Modifying DiskXtender container storage properties on page 105

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Modifying indexing properties of archive folders on page 109

Modifying general properties of archive folders To modify the general properties of an archive folder:

1. Select the General tab of the Archive Folder dialog box.

2. If needed, modify the description by editing the text in the Description field.

3. Click OK to save your changes.

Modifying storage option properties of an archive folder To modify the storage option properties of an archive folder:

1. Select the Storage Options tab of the Archive Folder dialog box.

2. What fields can be modified differ depending with which storage type the archive folder was created. Follow the appropriate directions in the following sections to complete selecting the storage and retention options:

If the storage type is any of the following, refer to Modifying NAS device container storage properties on page 104.

Celerra Container Data Domain Storage System Container NAS Container NetApp Storage System Container

If the storage type is DiskXtender Container, refer to Modifying DiskXtender container storage properties on page 105.

If the storage type is Centera Container, refer to Modifying Centera container storage properties on page 107.

Modifying NAS device container storage properties You can modify one or more of the following NAS Container Storage Options page properties for the Celerra Container, Data Domain Storage System Container, NAS Container, or NetApp Storage System Container.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating 1 month.

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The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 269 for more information on potential problems in shortening retention periods.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Click OK to save your changes.

Modifying DiskXtender container storage properties You can modify one or more of the following DiskXtender container storage properties.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

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The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 269 for more information on potential problems in shortening retention periods.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Modify whether to select the Purge after move option. This option is used if you want the files purged immediately after they are moved to media by DiskXtender. If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described

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in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media. Refer to Configuring Native Archive folder DiskXtender options on page 115 for more information on using EMC SourceOne with DiskXtender.

Modify whether to select the Direct Read option. This option is used if you want files to be read directly from media rather than first being copied back to the extended drive and then read.

If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media. Refer to Configuring Native Archive folder DiskXtender options on page 115 for more information on using EMC SourceOne with DiskXtender.

Click OK to save your changes.

Modifying Centera container storage properties You can modify one or more of the following Centera container storage properties.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating the data should be retained for 1 month.

The minimum value is 0, indicating that there is no retention specified on the archive folder. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200, indicating 100 years.

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 269 for more information on potential problems in shortening retention periods.

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If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 86 for other requirements for archive folders that contain EBS content.

Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

Modify whether Enable File Audit Deletes is enabled or disabled. If enabled, you can modify the audit string written to the Centera by EMC SourceOne using the File Audit Delete String field.

Modify the PEA configuration by importing a PEA file. Click Import to import a PEA file to use with the Centera device. A file selection dialog opens to allow you to select the PEA file to use. Once selected, this configuration is entered into the PEA Configuration area.

The PEA file allows access to data on a Centera storage device. Refer to the EMC Centera online help for more information on creating and using PEA files.

Click OK to save your changes.

Modifying large content properties of archive folders You can modify large content properties of an archive folder.

1. Select the Large Content tab of the Archive Folder dialog box to review the large content settings associated with the archive folder.

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2. If the archive folder was created with the Store large content outside of containers when larger than option, then you can modify whether that content is compressed using the Compress large content option.

3. Click OK to confirm your modification, click Cancel to not make the modification.

Modifying indexing properties of archive folders If your organization is shortcutting content as well as searching that content, review Best practices for deploying shortcuts on page 288 prior to modifying the indexing properties of an archive folder.

To modify the indexing properties of an archive folder:

1. Select the Indexing tab of the Archive Folder dialog box.

Figure 26 Archive Folder properties Indexing tab

2. Add, modify or delete one or more of the index storage locations by doing one or more of the following actions:

To remove an index storage location, select the location and click Remove.

To add an index storage location, click Add and browse to the location.

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To modify an index storage location, select it from the list in the Index Storage Locations areaand click Edit. The Index Storage Location dialog displays.

Figure 27 Index Storage Location dialog launched from Indexing tab

Modify any of the following values in the Index Storage Location dialog:

Modify the path to the storage location by either directly editing the path in the Index Storage Location field, or click Browse to browse to a new path. When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

Note: Removing or changing the location of existing indexes can lead to the content in that index no longer being searchable.

Modify which Native Archive index servers should use the index storage location. - Select the Allow all servers to use this storage option to allow all Native Archive index servers to use the location.

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Selecting this option not only allows all current index servers to use the index storage location, but also allows any index servers that are subsequently added to automatically use this index storage location.

- Select the Only allow the following servers to use this storage option to allow only the selected Native Archive index servers to use the location.

Selecting this option allows you to control which index servers have access to the index storage location and allows you to segment your index processing into groups of index servers and index storage locations.

For more information on using index storage locations and index servers, refer to Common: optimization of index performance by the Native Archive on page 272.

Click OK to accept the modifications, or click Cancel to cancel the modifications. In either case, the Index Storage Location dialog closes.

3. Click OK to save your changes and close the Archive Folder dialog box. Click Cancel to cancel your changes and close the Archive Folder dialog box.

Deleting archive folders You can delete archive folders from the Native Archive. Before deleting those folders, you should be aware of the effects of that deletion.

Considerations in deleting archive folders on page 111 describes what you need to consider before you delete archive folders.

Procedure for deleting archive folders on page 112 describes the procedure for deleting archive folders.

Refer to Understanding how deletions occur and affect performance on page 268 for background information on how deletions occur in EMC SourceOne.

Considerations in deleting archive folders The following are items you should consider before deleting an archive folder:

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Before deleting an archive folder, you should ensure that:

All the data in that folder should be deleted.

No mapped folders are associated with that archive folder.

The data in that folder is not being indexed.

There is sufficient time to delete the archive folder prior to performing a backup of the system.

Do not delete a month or folder until volumes are closed and not being indexed. If you delete a month or folder of data while the associated volume or index is active (while indexing, while writing to the volume, and so on), this can result in one of several types of errors, such as volume write failures, index failures, and archive failures, and may also result in only a partial deletion of the month or folder.

An archive folder typically contains multiple months of data which each contains one or more volumes of data. Deleting this amount of data at once can take a long time to complete and it may appear that the console is unresponsive while this deletion occurs.

A better approach may be to delete each month individually from the folder and then delete the archive folder once it is empty. Deleting a month on page 126 describes how to delete a month. When the months are deleted, all indexes associated with the months are also deleted.

To make the deletion process take less time, you can schedule the deletion of the portion of the data that is in the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 137 for information on scheduling the deletion of data from the database.

Procedure for deleting archive folders To delete a folder from a Native Archive:

1. Review the impact of deleting an archive folder as described in Considerations in deleting archive folders on page 111.

2. Select the Archive Folders node for the Native Archive. The Archive Folders area lists the folders for the selected Native Archive node.

3. In the Archive Folders area, select the folder to delete.

4. Select Action > Delete Folder.

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5. The Delete Folder dialog displays. This dialog is displayed so that you do not unintentionally delete a folder containing data.

6. Use the Delete Folder dialog to verify that you want to delete the archive folder containing data by selecting the I acknowledge that this action will permanently delete archive content option. This causes the Yes button to be enabled; the No button is enabled and selected by default.

Figure 28 Delete Folder dialog for confirming deletion

7. Click Yes to confirm the deletion of a folder of data. The Delete Folder dialog exits and the Folder of data and all associated volumes, indexes and metadata are deleted.

Click No to not have the data deleted and dismiss the Delete Folder dialog.

The deletion process begins. This action may take some time to complete if there is a large amount of data in the folder.

To make the deletion take less time, you can schedule the deletion of the metadata in the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 137 for information on scheduling the deletion of data from the database.

Disposing of obsolete content in archive folders Data within archive folders can be disposed of automatically by setting the Enable automatic disposition option on the folder and specifying a certain number of months. EMC SourceOne then automatically disposes of any content in that folder that is older than the specified number of months. Refer to Retaining and disposing of archived data on page 134 for more information on data retention and disposal.

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To manually dispose of data in an archive folder, select Action > Perform Disposition as follows:

1. Select the Archive Folders node for the Native Archive.

The Archive Folders area lists the folders for the selected Native Archive node.

2. In the Archive Folders area, select the folder to dispose of manually.

3. Select Action > Perform Disposition.

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Configuring Native Archive folder DiskXtender options You can use DiskXtender to extend the capacity of the Native Archive by causing the Native Archive contents to be automatically written to other storage media, such as EMC Centera devices, tape, DVD-R, DVD-RAM, magneto-optical, Ultra-Density Optical (UDO), WORM, WORM-tape, and Network Attached Storage (NAS).

DiskXtender extends the storage capabilities of NTFS volumes by moving files from NTFS volumes to other storage media. However, the files still appear to be resident on the volume, and can be accessed from storage media as needed.

The following sections provide more information on using DiskXtender with EMC SourceOne:

Configuring DiskXtender for use by EMC SourceOne is described in Configuring DiskXtender for use with EMC SourceOne on page 115.

The automatic file migration activities that are performed when DiskXtender is used with EMC SourceOne are described in Automatic file migration activities on page 117.

For more detailed information on DiskXtender, refer to the DiskXtender documentation.

Configuring DiskXtender for use with EMC SourceOne To configure DiskXtender for use with EMC SourceOne, perform the following steps using the DiskXtender File System Manager Administrator:

1. Create a media service.

A media service provides access to the media so that DiskXtender can work with it. For some media services, like EMC MediaStor, this means placing requested media into a drive. For other media services, like EMC Centera or Network Attached Storage (NAS), this means providing access to a place where the data is written.

2. Create an extended drive.

When you are using DiskXtender with EMC SourceOne, select the EMC SourceOne storage drive as the extended drive.

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3. Prepare the media.

The way you prepare the media depends on the media service you are using. Table 11, Media service preparation, describes how you prepare the media for each service.

4. For the remaining DiskXtender settings, leave the defaults unless instructed to change them by an EMC technical representative, with the exception of the Use special application filtering option on the Options tab of the Service Properties dialog box. This option allows you to specify whether an application can recall or directly read a purged file that resides on storage media. If you are using virus scanning software on the EMC SourceOne storage drive (the extended drive), add the executable file for the virus scanning software to the Special Application Filtering List and set the file to No recall.

CAUTION! If you are using the EMC Centera, MediaStor, or Sun StorageTek ACSLS media services, do not create media folders, media groups, or move rules. These items are created automatically by EMC SourceOne. In addition, do not label Sun StorageTek ACSLS or MediaStor media. EMC SourceOne also does this automatically. Refer to Automatic file migration activities on page 117.

Table 11 Media service preparation

Media service Media preparation

EMC Centera If you are using the EMC Centera media service, there are no additional steps you must take to prepare the media. (You do not need to create the virtual media or allocate it to the extended drive; EMC SourceOne does this automatically for you when it begins closing volumes.)

MediaStor or Sun StorageTek ACSLS

If you are using the MediaStor or StorageTek ACSLS media services, allocate blank media from the media service to the extended drive. When you allocate media, DiskXtender claims the media for file migration from the specified extended drive.

NAS or Tivoli Storage Manager (TSM)

If you are using the NAS or TSM media services, create the virtual media and allocate it to the extended drive.

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5. If you are using the NAS or TSM media services, create the media folders, media groups, move rules, and purge rules to enable file migration and purging. Automatic file migration is not available when you use these media services.

You may want to create media folders for each storage drive directory for EMC SourceOne folders or cabinets.

6. The final step in configuring DiskXtender for use with EMC SourceOne is to configure the EMC SourceOne storage options that are specific to DiskXtender using the EMC SourceOne console. These include:

Specifying the EMC SourceOne storage drive as the DiskXtender extended drive.

Specifying the media type you selected in DiskXtender.

Specifying the maximum volume size.

You configure these options when you create archive folders as described in Using the Storage Options page of the New Archive Folder wizard on page 89.

Note: Be aware that if using EMC DiskXtender with EMC Centera, and DiskXtender experiences connection issues with Centera (such as not being able to access all of the configured nodes), errors are generated in both EMC SourceOne and DiskXtender. A typical DiskXtender error may indicate File fetch failed for .emx files it is attempting to retrieve based on a request generated from EMC SourceOne. You can correct this problem by restarting the DiskXtender services and ensuring that the connection to the Centera device is re-established. Note that it may take some time for the errors to dissipate.

Automatic file migration activities After you configure DiskXtender and EMC SourceOne, the system can begin automatically migrating volumes to media.

CAUTION! If you are using the NAS or TSM media services, automatic file migration is not available. You must use the EMC Centera, MediaStor, or Sun StorageTek ACSLS media services if you want to benefit from automatic file migration.

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What EMC SourceOne creates

As EMC SourceOne closes volumes and copies them to the storage drive as .emx files, EMC SourceOne automatically creates the necessary media folders, media groups, and move rules in DiskXtender based on the Message Center folders, collection rules, and retention periods.

Media folders are folders on the extended drive that contain the files that DiskXtender moves to media.

Media groups are specific groupings of media assigned to a media folder.

Move rules define which files in a media folder are moved to each media group.

What EMC SourceOne does not create

EMC SourceOne does not create purge rules, which define which files should be purged from the extended drive. Instead you select whether to purge files immediately after they are moved using the Purge after move option in the EMC SourceOne console as described in Using the Storage Options page of the New Archive Folder wizard on page 89.

If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

EMC SourceOne configures

DiskXtender

EMC SourceOne automatically configures DiskXtender by doing the following:

1. Creates one media folder for the archive folder.

The first time a volume closes in EMC SourceOne for this archive folder, the system automatically creates a single media folder, with a name using the first 12 characters of the archive folder name.

2. Creates one DiskXtender media group per folder per month.

EMC SourceOne creates one media group for each month for each EMC SourceOne folder and adds media to the media group. If you are using removable media through the MediaStor or Sun StorageTek ACSLS media services, then DiskXtender automatically labels blank media before adding it to the media group.

3. Creates one move rule per folder per month.

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EMC SourceOne also creates one move rule for each month for each EMC SourceOne folder and sets the move rule to move only .emx files.

Optionally you can select to have EMC SourceOne mark all files for direct read, or to purge files immediately after they are moved to media using the options described in Using the Storage Options page of the New Archive Folder wizard on page 89.

If you do not select the Purge after move option, you should configure purge rules to avoid running out of space on the storage drive.

If you configured a retention period for an EMC SourceOne folder, the retention period is configured for the move rule.

Note: If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media.

Note: If you are using DiskXtender to write volumes to removable media, such as DVD-R or DVD+R, tape, or magneto-optical, you may want to disable direct read to avoid too many competing read and write requests to the library containing the media. Consult with an EMC technical representative to determine if this strategy is appropriate for you.

Configuring media group options

If you are using the EMC Centera media service, set the Maximum media simultaneously receiving files option on the Options tab of the Media Group Properties dialog box to 4.

Do not change the remaining default values for the media folder, media groups, and move rules unless instructed to change them by an EMC technical representative.

CAUTION! If volumes exist on the EMC SourceOne storage drive before you extend the storage drive using DiskXtender, EMC SourceOne does not automatically configure DiskXtender to move those volumes; only volumes that close after you extend the storage drive cause automatic configuration to occur. You must create the media folder, media group, and move rule, as well as perform the associated

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assignments, manually using the DiskXtender File System Manager Administrator interface. Refer to the DiskXtender documentation.

When a volume is saved to the extended drive, the volume is added to the move list. The volume is then moved to media when the file migration schedule is active. By default, the file migration schedule is active from 8 P.M. to 9 A.M. They can optionally also be automatically purged and marked for direct read if those options have been selected in EMC SourceOne. If those options are not selected in EMC SourceOne, then volumes are purged according to the purge settings configured in DiskXtender.

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Managing Native Archive folders You can manage the Native Archive folders once they are configured by performing the one or more actions described in this section. This section is organized as follows:

Viewing Native Archive folder data and available actions on page 121

Recreating indexes for a month of data on page 126

Deleting a month on page 126

Closing a volume on page 127

Rebuilding an index on page 128

Rebuilding an index from the content cache on page 128

Viewing Native Archive folder data and available actions Native Archive folders contain the data archived in the Native Archive. This data is organized by month folders that are automatically created and populated during the archiving process. For example, the month folder 200805 would be automatically created in May of 2008.

Each month folder contains one or more volumes containing the archived data, and if selected, the one or more associated full-text indexes. You can view information about volumes and indexes in the Native Archive by expanding the Archive Folders node and then expanding the archive folder in which the volumes and indexes are stored.

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Figure 29 Viewing archive folder data

The actions you can perform on a a selected month, volume or index are shown in Table 12 on page 122.

The following sections describe how to view the status of and manage the volumes and indexes in a Native Archive.

Viewing months and volumes on page 123

Viewing indexes on page 124

Table 12 Available archive folder actions

Selected item Available actions Described in

Month ReIndex Month Recreating indexes for a month of data on page 126

Delete Month Deleting a month on page 126

Volume Close Volume Closing a volume on page 127

Index Rebuild Index Rebuilding an index on page 128

Refresh from Content Cache Rebuilding an index from the content cache on page 128

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Viewing months and volumes To view the volumes in an archive folder:

1. Select the Archive Folders node under the Native Archive node.

The Archive Folders area is displayed with two panes:

The top pane lists the existing archive folders and can be expanded to show the months within each archive folder.

The bottom pane lists detailed information on volumes or indexes that are part of the selected month subfolder, depending on which tab in the bottom pane is selected.

Table 13 on page 123 describes the columns displayed in the top pane of the Archive Folders area.

2. In the top pane of the Archive Folders area, expand the archive folder that contains the month subfolder about which you want more information and select that month subfolder.

Table 13 Archive Folder column descriptions

Column Description

Name Specifies the name of the archive folder.

Year/Month Specifies the name of the month subfolder.

Volumes Specifies the number of volumes in the folder or subfolder.

Volume Size (MB) Specifies the size of the volumes listed. If there are multiple volumes, it specifies the total size of all volumes.

Volume Message Specifies the number of content items in the volume. If there are multiple volumes, it specifies the total number of content items in all volumes.

Indexes Specifies the number of indexes in the folder or subfolder.

Index Size (MB) Specifies the size of the indexes listed. If there are multiple indexes, it specifies the total size of all indexes.

Index Message Specifies the number of content items in the index. If there are multiple indexes, it specifies the total number of content items in all indexes.

Errors Specifies the number of months or indexes that have errors. For an archive folder, this is the total number of errors in the contained months and in the indexes.

Description Specifies the description associated with the archive folder.

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3. Click the Volumes tab to view detailed information about the volumes in the selected month subfolder. Table 14 on page 124 describes the columns displayed on the Volumes tab.

You can modify which columns are displayed in this view by selecting Add/Remove Columns from the Actions menu.

Viewing indexes To view the indexes in an archive folder:

1. Select the Archive Folders node under the Native Archive node.

The Archive Folders area is displayed with two panes:

Table 14 Volumes tab column descriptions

Column Description

Year/Month The name of the month subfolder containing the volume.

Volume Name The name of the volume.

Messages The number of content items in the volume.

Size (MB) The size of the volume in megabytes (MB).

Status The status of the volume. A volume can have more than one status at the same time. The following are the possible values: Available. The volume is available for use. This is the default

status. Busy Trying to Record. The system is busy attempting to record

the volume. Closed. The volume is closed and cannot have content added to it. Deleted from storage. The volume is in the process of being

deleted from the archive and is not available. When this is the status, the folder icon for the volume is displayed with an X on it indicating that the volume is being deleted.

Deleted from SQL. Information about the volume is in the process of being deleted from the SQL database and is not available.

Failed Recording. The volume could not be recorded. Online. The volume is accessible. Recording. The volume is being recorded. Record Pending. The recording of the volume is pending. Removal Pending. The removal of the volume is pending.

Start The date and time when the volume was opened.

End The date and time when the volume was closed.

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The top pane lists the existing archive folders and can be expanded to show the months within each archive folder.

The bottom pane lists detailed information on volumes or indexes that are part of the selected month subfolder, depending on which tab in the bottom pane is selected.

Table 13 on page 123 describes the columns displayed in the top pane of the Archive Folders area.

2. In the top pane of the Archive Folders area, expand the archive folder that contains the month subfolder that contains the index about which you want more information and select that month subfolder.

3. Click the Indexes tab in the bottom pane to view index information associated with the selected month subfolder. Table 15 on page 125 describes the columns displayed in this tab.

You can modify which columns are displayed in this view by selecting Add/Remove Columns from the Actions menu.

Table 15 Indexes tab data displayed

Column Description

Index The name of the index. This name is a sequential number assigned to the index when it is created.

Size (MB) The size of the index in megabytes (MB).

Status The status of the index. Possible values are: Available. The index is complete and is searchable. This is the

default status. Deleted. The index is in the process of being deleted and is not

searchable. When this is the status, the folder icon for the associated volume is displayed with an X on it indicating that the index is being deleted.

Inconsistent. The index has inconsistencies and is not searchable. Indexing. The index is being created and is not searchable. Missing Item. There is a mismatch between the number of content

items in the index and the number of content items in the one or more volumes from which the index was created.

Refreshing. The index is in the process of being reindexed using data in the content cache and is not searchable.

Reindexing. The index is in the process of being reindexed using data in the archive and is not searchable.

Volume The number of volumes associated with the index.

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Recreating indexes for a month of data To recreate the index for a month of archived data:

1. Select and view the month as described in Viewing months and volumes on page 123.

2. Select the month to be reindexed.

3. Select Action > Reindex Month.

The archived data is reprocessed and the resulting one or more indexes are recreated.

To recreate only a single index from the archive, use the Rebuild Index option as described in Rebuilding an index on page 128.

To recreate only a single index from the content cache, use the Refresh from content cache option as described in Rebuilding an index from the content cache on page 128.

Deleting a month To delete a month of archived data:

1. Review the considerations for deleting data in Considerations in deleting archive folders on page 111

1. Display the volumes by month as described in Viewing months and volumes on page 123.

2. Select the month to be deleted.

3. Select Action > Delete Month. The Delete Month dialog displays. This dialog is displayed so that you do not unintentionally delete a month of data.

4. Use the Delete Month dialog to verify that you want to delete the month of data by selecting the I acknowledge that this action will permanently delete archive content option. This causes the Yes button to be enabled; the No button is enabled and selected by default.

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Figure 30 Delete Month dialog for confirming deletion

5. Click Yes to confirm the deletion of a month of data. The Delete Month dialog exits and the month and all associated volumes, indexes and metadata are deleted.

Click No to not have the data deleted and dismiss the Delete Month dialog.

To make deletions take less time, you can schedule the deletion of archived data metadata from the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 137 for information on scheduling the deletion of data from the database.

Refer to Understanding how deletions occur and affect performance on page 268 for more background information on how deletions occur in EMC SourceOne.

Closing a volume To close a volume:

1. Display the volumes as described in Viewing months and volumes on page 123.

2. Select the volume to close.

3. Select Action > Close Volume.

The volume status is changed to Closed and, if necessary, a new volume is opened for any subsequent content that is archived.

Be aware of the following:

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If the volume to be closed is stored on a network storage device, such as an EMC Centera, you may not be able to close the volume when that device is not reachable on the network. If this occurs, resolve the network connection issue to the storage device and attempt to close the volume again.

If there are volumes which have failed to close in the Native Archive and the network connection to the SQL Server database is lost and then re-established, EMC SourceOne will attempt to close these volumes, resulting in Failed to Record Volume error messages to the event log.

Rebuilding an index To rebuild a single index from the archive:

1. Display the indexes as described in Viewing indexes on page 124.

2. Select the index to rebuild.

3. Select Action > Rebuild Index.

The index is recreated.

To recreate only a single index from the content cache, use the Refresh from content cache optionas described in Rebuilding an index from the content cache on page 128.

To recreate all indexes associated with a month, use the Reindex Month option as described in Recreating indexes for a month of data on page 126.

Rebuilding an index from the content cache To refresh an index using data in the content cache rather than data in the archive:

1. Verify that the archive folder was created with content caching enabled as described in Modifying indexing properties of archive folders on page 109.

2. Display the indexes as described in Viewing indexes on page 124.

3. Select the index to rebuild from the content cache.

4. Select Action > Refresh From content cache.

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The index is recreated.

To recreate only a single index from the content cache, use the Refresh from content cache option as described in Rebuilding an index from the content cache on page 128.

To recreate all indexes associated with a month, use the Reindex Month option as described in Recreating indexes for a month of data on page 126.

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Searching an archive Once an EMC SourceOne archive is configured and populated, you can search the contents of that archive using the EMC SourceOne Search as described in that applications online help or in the EMC SourceOne Search User Guide.

When a user executes a search query, EMC SourceOne Search dynamically determines what search technology to use for that query:

Simple search queries are executed as SQL queries of the EMC SourceOne database. Simple search queries tend to execute more quickly than complex queries because they are simpler and because they do not access the archive indexes.

An example of a simple search query would be a search for all messages received by a user over a specified period of time.

Complex search queries are executed by searching the full-text indexes of the archive. How these indexes are accessed differs depending on whether the archive is stored in an EMC SourceOne Native Archive or an EmailXtender 4.8 SP1 archive. Complex search queries tend to execute more slowly than simple search queries because they are both more complex and because they access the full-text indexes.

An example of a complex search query would be a search for all messages received by multiple users that contained a certain text string in the subject or body of the message.

To ensure the success of any search, you should always first verify that the full-text search capabilities of the archive are completely operational. For example, prior to searching a Native Archive archive, you should verify that the one or more Native Archive search servers and retrieval servers are available.

Although it is possible to execute a simple search of the EMC SourceOne database even when the archive full-text search capabilities are not available, doing so is not advisable because what is considered a simple query versus a complex query can only be determined by the software when that query is executed.

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Moving an archive In some situations, such as when hardware needs to be reallocated or replaced, you may need to move the physical location of the archive in which EMC SourceOne stores content.

Note: If you have a complex hardware and software configuration, you may want to contact EMC Professional Services for assistance in moving the archive.

To move an archive, do the following:

1. Verify that there are no activities creating jobs to process content. You do this by setting all active activities to the suspend state using the EMC SourceOne console. Chapter 15, Configuring Email Management Activities, describes how to view and control activities.

2. Verify there are no EMC SourceOne jobs running on any of the worker servers using the EMC SourceOne console. Chapter 10, Managing Jobs, describes how to view and control jobs.

3. Close any open volumes. Closing a volume on page 127 describes how to close volumes.

4. Prepare to shut down the archive servers.

Prior to shutting down the archive servers, coordinate the shut down of the archive servers with any related software or hardware, such as the following: EMC DiskXtender, EMC Centera, EMC Symmetrix hardware, or Microsoft Windows clustering software.

5. Shut down all Native Archive servers.

6. Copy the data from the current storage location to the new storage location.

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Copy the data from the folders listed in Table 16 on page 132 to the new locations. These folders contain all the data in the Native Archive. You created these folders when you installed EMC SourceOne.

Verify that the new storage folders you create are configured as described in the EMC SourceOne Installation Guide.

7. Prepare to start the one or more archive servers. Prior to starting the archive servers, coordinate the start of the archive servers with any related software or hardware, such as those previously listed.

8. Start all the Native Archive servers.

9. Using the EMC SourceOne console, modify the locations for the Native Archive servers to match where the archive is now stored:

If necessary, modify the value of the Message Center Location field to the new location as described in Configuring the archive role on a Native Archive server on page 77.

If necessary, modify the value of the Archive Location field as described in Modifying general properties of archive folders on page 104.

If necessary, modify the value of the Index Storage Location field as described in Modifying indexing properties of archive folders on page 109.

When specifying the path in the Message Center Location, Archive Location, or Index Storage Location fields, you can specify that path as a UNC path or a local path. Refer to Common: optimizing network usage by the Native Archive for small installations on page 271 for guidelines on when best to use each type of path.

Table 16 Folders which contain the Native Archive

Folder Contents

Archive folder EMC SourceOne volumes (container files)

Index folder EMC SourceOne indexes

Message center folder The EMC SourceOne message center

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Note: Reset the EMC SourceOne activities you previously set to suspend back to their original states.

Refer to the EMC SourceOne Installation Guide for additional information on installing EMC SourceOne and EMC SourceOne archives.

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Retaining and disposing of archived data Some organizations require that data, such as messages, be retained for a period of time and then disposed of after that time.

EMC SourceOne supports the retention and disposal of data as described in the following sections.

Configuring data retention and disposal on page 134

Configuring the scheduling of automatic data disposal on page 135

Determining how often automatic data disposal should run on page 137

Scheduling deletion of data from the database on page 137

Configuring data retention and disposal You configure data retention and disposal as follows:

1. Specify the data retention on the archive folder in the Native Archive.

You specify how long data in the archive folder should be retained by entering a value in the Months to retain field as described in Adding archive folders on page 87.

2. Determine whether you want to automatically or manually dispose of data that is past the retention period.

To manually dispose of such data, select the archive folder containing the data to process and then select Action> Perform Disposition as described in Disposing of obsolete content in archive folders on page 113.

To automatically dispose of such data, do the following:

a. Configure the scheduling of automated data disposal as described in Configuring the scheduling of automatic data disposal on page 135.

b. Select the Enable automatic disposition field on the archive folder as described in Adding archive folders on page 87.

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Configuring the scheduling of automatic data disposal If you decided to use automatic data disposal as described in Configuring data retention and disposal on page 134, you must install and configure the data disposal script that is scheduled to perform the disposal.

Perform the following tasks to configure automatic data disposal:

1. Copy the data disposal script to the local system as described in Installing the EMC SourceOne data disposal script on page 135.

2. Schedule the execution of the data disposal script as described in Scheduling the execution of the EMC SourceOne data disposal script on page 135.

3. Review how often to schedule automatic data disposal as described in Determining how often automatic data disposal should run on page 137.

Installing the EMC SourceOne data disposal script To install the data disposal script, copy the script to the computer on which it will be scheduled to run. This script can be scheduled to run on any computer that has the EMC SourceOne console installed.

The EMC SourceOne data disposal script is located on the EMC SourceOne kit in the \Utility\disposition folder and is named ES1_AutoDisposition.vbs.

Scheduling the execution of the EMC SourceOne data disposal script The data disposal script should be run regularly to determine if there is any data that is marked for disposal that needs to be deleted.

To schedule the regular execution of the data disposal script using the Microsoft Windows Scheduled Tasks applet, do the following:

1. Launch the Scheduled Tasks applet. The Scheduled Task Wizard displays.

2. Click Browse to locate the data disposal script on the local computer. The Select Program to Schedule dialog displays.

3. Select the ES1_AutoDisposition.vbs file and click Open. The ES1_AutoDisposition task is now listed in the Scheduled Task Wizard.

4. Select how often to perform the task by selecting one of the following time options:

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Weekly

Monthly

Click Next. Refer to Determining how often automatic data disposal should run on page 137 for suggestions about how often to run this task.

5. Select the start date, time, and interval for the task. Click Next.

6. Specify the name and password of the user account under which this task should run.

Note: The script should run under an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

Click Next.

7. Select the Open advanced properties for this task when I click Finish option. Click Finish. The properties page for the scheduled task opens.

8. On the Task tab, edit the string in the Run field to insert the cscript command to execute the ES1_AutoDisposition.vbs script as a task. For example, if the file is located in the directory C:\scripts, the Run field string would appear as follows:

cscript C:\scripts\ES1_AutoDisposition.vbs

The previous example shows how this string would appear for a 32-bit version of a Microsoft Windows operating system. The following example shows how this string would appear for a 64-bit version of a Microsoft Windows operating system:

C:\Windows\SysWOW64\cscript C:\scripts\ES1_AutoDisposition.vbs

Click OK. The Set Account Information dialog displays.

Enter and confirm the password of the account under which the task will run.

Note: The script should run under an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

Click OK. The properties page for the scheduled task closes.

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9. The new task now appears in the list of scheduled tasks that is displayed when you select Scheduled Tasks from the Control Panel.

Determining how often automatic data disposal should run How often automatic data disposal should be scheduled to occur depends on your email archiving environment and your organizations data retention and disposal goals.

Data disposal should be scheduled often enough that a large amount of data does not need to be deleted at one time, but not so often that another data disposal is scheduled to occur while the current amount of data is being deleted.

In most cases, you should schedule the disposal script to run weekly to detect if there is any data that needs disposal, however you may decide to lengthen this to a monthly interval if that makes sense in your environment.

Be aware that deleting a month of archived data may take a significant amount of time if you archive large quantities of data. If deleting a month of archived data does take a significant amount of time, you can schedule when that deletion should occur.

Refer to Scheduling deletion of data from the database on page 137 for information on scheduling the deletion of the associated data in the database.

Scheduling deletion of data from the database When disposing of a large quantity of data, you may want to delay the deletion of the metadata from the database as that deletion may effect the performance of the overall SourceOne system, such as jobs running to accomplish other tasks. Deleting the metadata from the database later when the system is not as heavily used may be a better choice for your environment since there would be less performance impact. Refer to Understanding how deletions occur and affect performance on page 268 for more information on deleting data from the archive.

To schedule disposal of data from the database, do the following:

1. In the EMC SourceOne console, select the Native Archive node, right-click on that node and select Properties. The Native Archive Global Properties dialog displays.

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2. Select the Disposition tab.

Figure 31 Disposition tab of the Native Archive Properties page

3. Specify the amount of time the disposal from the database is allowed to run by entering that value as an integer from 1 to 24 in the Number of hours to run field. By default this value is set to the maximum of 24 hours.

If the disposal cannot be completed in the amount of time specified, the remaining deletions will occur the next time the disposal is scheduled to occur.

4. Specify what time of day the database disposal is allowed to begin by selecting the time in the Start time field. The default value is 12:00AM (midnight) Greenwich Mean Time (GMT).

Typically, you should set the time of day to be the beginning of the time when the system is under the least load.

5. Specify the maximum number of threads and processes that can be used using the Maximum thread count field. This value may be an integer from 1 to 10. The default value is 1.

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To increase the number of processes working to delete data in the database so that the disposal completes sooner, increase the Maximum thread count field value. If you increase this value to the point that your SQL Server is performing poorly, you may want to decrease this value.

6. Select the days of the week on which disposal from the database should be performed in the Days of the week to perform disposition area. By default, all days are selected which indicates that it should be performed every day.

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Partitioning a Native Archive database EMC SourceOne provides the ability to add partitions to tables in the Native Archive database to improve the performance and manageability of the Native Archive. The following sections describe this capability:

Native Archive partitioning concepts on page 140

Creating partitioned tables in the Native Archive database on page 142

Advanced partitioning concepts on page 146

Refer to Chapter 13, Maintaining EMC SourceOne, for how to maintain the Native Archive database.

Native Archive partitioning concepts Before deciding whether to partition your Native Archive database, you need to be familiar with the following topics:

Prerequisites for partitioning on page 140

Understanding database partitioning in the Native Archive on page 141

Benefits of partitioning on page 141

Prerequisites for partitioning The Native Archive partitioning feature requires that the EMC SourceOne database be installed on the Enterprise edition of Microsoft SQL Server. The Standard edition of Microsoft SQL Server does not support this feature.

If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available and the Partitioning tab which you use to enable database partitioning is not available.

Note: You cannot create the Native Archive database using the Standard edition of SQL Server and then add partitioning capabilities to that database by moving it to the Enterprise edition of SQL Server, because the underlying schema and capabilities of the databases are different.

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Understanding database partitioning in the Native Archive Database partitioning is not the partitioning of the database itself, but rather is the partitioning of tables within the database. Database partitioning is the separation of a table or index in the database into smaller tables or indexes that act as one table or index. Partitioning is typically done only to tables that tend to grow to be very large to improve the performance when using those tables. The ability to partition tables is built into the Enterprise edition of Microsoft SQL Server.

Database partitioning for the EMC SourceOne Native Archive is the horizontal splitting of rows in a table (or an index defined on a table) into smaller separate logical units. Only the following tables are partitioned in the Native Archive database:

Message

FolderMessage

Route

Partitions are created to contain the data for these tables. Partitions can be created using the EMC SourceOne console either manually by the administrator or automatically based on selected criteria.

When a new partition is created, any new data to be stored in these three tables goes to the new partition. However, updates to existing information in these tables will occur in the partitions in which that information already exists.

Refer to Creating partitioned tables in the Native Archive database on page 142 for the procedure for creating a partition.

Refer to Understanding manual and automatic partitioning on page 146 for an overview of manual and automatic partitioning.

Refer to Benefits of partitioning on page 141 for the benefits of using database partitioning.

Benefits of partitioning You typically partition database tables when you have a large amounts of data in the database. Breaking large tables into partitions can deliver the following data management and performance benefits:

Partitioning may improve the performance of archiving through the improved performance of database updates and insertions.

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Partitioning tables in the database may reduce the amount of time needed to perform data backup, index maintenance, and defragmentation of the tables in the database.

Older partitions which are accessed less frequently can be moved to cheaper storage devices and to a less frequent maintenance cycle which can reduce database maintenance costs.

Refer to Partitioned Table and Index Concepts for general information on the benefits of SQL Server database partitioning: http://technet.microsoft.com/en-us/library/ms190787.aspx.

Creating partitioned tables in the Native Archive database Native Archive database partitioning is only available if the EMC SourceOne database is installed on the Enterprise edition of Microsoft SQL Server. If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available.

Figure 32 Partitioning tab of the Native Archive Global Properties dialog

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To create additional partitions in the Native Archive database, do the following:

1. In the EMC SourceOne console, select the Native Archive node, right-click on that node and select Properties. The Native Archive Global Properties dialog displays.

2. Select the Partitioning tab.

Native Archive database partitioning is only available if the EMC SourceOne database is installed on the Enterprise edition of Microsoft SQL Server. If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available.

3. Select the Enable partitioning option to enable the use of the rest of the tab, except for the Based on area. The Based on area is only enabled when you have selected automatic partitioning.

4. Select whether to enable the automatic or manual creation of partitions:

Select the Manual option to enable the manual creation of partitions. This is the default.

Select the Automatic option to enable the automatic creation of partitions based on selected criteria.

5. If automatic partitioning was selected, select one of the automatic partitioning criteria in the Based on area. These criteria are described in Table 17 on page 144.

Refer to Selecting which automatic partitioning method to use on page 150 for more information on when to use each method for automatically creating partitions.

When an administrator sets the system to automatically create partitions, the partitions are typically not created immediately since usually it takes time for the automatic criteria to be met. In addition, the partition will not be created at all unless the minimum size for a partition criteria are met as described in Partition creation criteria and status messages on page 148.

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.

6. For either type of partitioning, select the attributes for the partition data files using the fields in the New partition data files attributes area. These data files are the underlying physical data base for the partition. Refer to Understanding partition data file

Table 17 Automatic partitioning criteria

Partitioning criteria Description

Partition size (GB)

Specifies how large the current partition can be before creating a new partition is attempted. This value is entered as a whole number which represents the size of the partition in gigabytes. The default value is 100, indicating 100 gigabytes. Refer to Selecting which automatic partitioning method to use on page 150 for more information on when to use each method for automatically creating partitions.

Item count (millions)

Specifies how many rows must be in the current partition before creating a new partition is attempted. This value is entered as a whole number where the number represents that many million rows in the partition. The range in values is from 50 -200. The default value is 50, indicating 50 million rows. Refer to Selecting which automatic partitioning method to use on page 150 for more information on when to use each method for automatically creating partitions.

Processing date

Specifies whether creating a new partition should be attempted each month or each year: Select the Yearly option to attempt to create a new partition whenever a

new year begins, assuming the current partition . An attempt to create a new partition will occur when the first content is inserted into the Native Archive after the new year begins according to the time on the SQL Server computer.

Select the Monthly option to attempt to create a new partition whenever a new month begins. An attempt to create the new partition will occur when the first content is inserted into the Native Archive after the new month begins according to the time on the SQL Server computer.

Refer to Selecting which automatic partitioning method to use on page 150 for more information on when to use each method for automatically creating partitions.

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attributes on page 151 for background information on partition data file attributes. The partition data file attribute fields are described in Table 18 on page 145.

7. If you are creating partitions manually, click Create Partition. The values on the Partitioning tab are saved and EMC SourceOne immediately attempts to create the partition.

The partition will not be created if it does not meet the minimum criteria described in Partition creation criteria and status messages on page 148.

8. Select whether to save your changes.

Click OK to save your changes to the Partitioning tab. Note that this does not cause a partition to be created, it only saves the changes you have made to fields on this tab.

Table 18 New partition data file attribute fields

attribute field Description

Location Specifies the location of the data files on the SQL Server computer for the new partition. By default, EMC SourceOne assumes that the location for the partition should be the same directory as the directory used by the primary data file which has a file extension of .mdf. When you specify a location for a partition, manually verify that it is correct since EMC SourceOne cannot validate that location. If the location is not valid, the partition will not be created. After a new location is specified and you click either the Create Partition or OK button on the Partitioning tab, a warning dialog is displayed indicating that you must be specifying a valid data location path.

Count Specifies the number of data files to be created for the new partition. Valid values are the whole numbers 1 to 8. The default number of data files is 1. Typically, this value is correct for most installations.

Size (GB) Specifies the size of the underlying physical data files in gigabytes (GB) created for the new partition. This value is specified as a whole number from 1 to 50.

Growth (GB) Specifies how much each of the partition data files can increase in size from their initial size in gigabytes (GB). This value is specified as a whole number from 1 to 10. For example, if the Size field value is set to 25 and the Growth field value is set to 5, that means that when each data file needs to grow it can grow in increments of 5 GB; the first time each data file will grow to 30 GB, the second time each data file will grow to 35 GB and so on.

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Click Cancel to not save your changes to the Partitioning tab.

The Native Archive Global Properties dialog closes.

9. After attempting to create a partition, either manually or automatically, validate that it was created by doing either or both of the following:

Review the status line at the bottom of the Native Archive Global Properties dialog to see if the partition was recently successfully created. This status line would appear as follows:

Last attempt to create a partition succeeded on date-and-time

Verify that a new partition was created by seeing if it exists in the directory specified in the Location field on the Partitioning tab. Within this directory, the new partition will have a name formed as follows:

DatabaseName$PartitionNumber_FileNumber.ndf

For example, a file named ES1Archive$1_2.ndf would have this form.

If the partition was not created, verify that the existing partition meets the minimum criteria for a new partition to be created and review the appropriate event logs as described in Partition creation criteria and status messages on page 148.

Advanced partitioning concepts The following topics will help you understand what options to select when partitioning your Native Archive database:

Understanding manual and automatic partitioning on page 146

Selecting whether to use manual or automatic partitioning on page 149

Selecting which automatic partitioning method to use on page 150

Understanding partition data file attributes on page 151

Understanding manual and automatic partitioning You can use EMC SourceOne to create partitions in selected tables in the database. This partitioning can be performed manually or automatically as described in the following sections:

Manual partitioning process on page 147

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Automatic partitioning process on page 147

Partition creation criteria and status messages on page 148

Refer to Creating partitioned tables in the Native Archive database on page 142 for detailed instructions for how to perform manual or automatic partitioning.

Manual partitioning process When an administrator creates a partition manually by clicking the Create Partition button on the Partitioning tab of the EMC SourceOne console, the following occurs:

1. EMC SourceOne immediately submits a SQL command to be executed by a stored procedure on the SQL Server.

2. The stored procedure verifies that the current partition meets the criteria needed to justify making a new partition. Refer to Partition creation criteria and status messages on page 148 for these criteria.

3. If the criteria are met, the stored procedure immediately attempts to create the new partition using the data file attributes defined by the administrator.

The results of this attempt are displayed at the bottom of the Partitioning tab and any failures are recorded in the event log as described in Partition creation criteria and status messages on page 148.

Refer to Creating partitioned tables in the Native Archive database on page 142 for detailed instructions for how to perform partitioning.

Automatic partitioning process When an administrator configures partitions to be automatically created using the EMC SourceOne console, the following occurs:

1. EMC SourceOne checks periodically to see whether the criteria for automatically creating a new partition have been met. Refer to Selecting which automatic partitioning method to use on page 150 for more information on automatic partitioning criteria.

There can be some latency in when the new partition will be created since EMC SourceOne does not check to see if a new partition should be created each time content is archived as this could potentially degrade the performance of the EMC SourceOne database. Instead, this check is made each time a set number of content items are ingested.

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2. When the automatic partitioning criteria are met, the partition is scheduled to be created.

3. When EMC SourceOne attempts to create the partition, a stored procedure verifies that the current partition meets the criteria needed to justify making a new partition. Refer to Partition creation criteria and status messages on page 148 for these criteria.

4. If the criteria for creating a new partition are met, the stored procedure attempts to create the new partition using the data file attributes defined by the administrator. Refer to Understanding partition data file attributes on page 151 for information on partition data file attributes.

The results of this attempt are displayed at the bottom of the Partitioning tab and any failures are recorded in the event log as described in Partition creation criteria and status messages on page 148.

Refer to Creating partitioned tables in the Native Archive database on page 142 for detailed instructions for how to perform partitioning.

Partition creation criteria and status messages EMC SourceOne will only attempt to create a new partition when the current partition is full enough to justify creating a new partition. This is done to protect administrators from creating unnecessary numbers of partitions.

EMC SourceOne will not attempt to create a partition unless one or both of the following is true:

The current partition contains at least 20 gigabytes of data.

The current partition contains at least 10 million rows of data.

When a partition is successfully created, the following message is displayed at the bottom of the Partitioning tab of the Native Archive Global Properties page:

Last attempt to create a partition succeeded on date-and-time

If the partition cannot be created, the following message is displayed at the bottom of the Partitioning tab of the Native Archive Global Properties page:

Last attempt to create a partition failed on date-and-time

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In addition, a Failed to Create Partition message is written to the event log. This message provides additional information on why the partition could not be created. Which event log the message is written to depends on how the partition was created:

If the attempt to create the partition was manual, the Failed to Create Partition message is written to the event log on the computer on which the EMC SourceOne console is installed.

If the attempt to create the partition was automatic, the Failed to Create Partition message is written to the event log on the worker computer that initiated the partition creation process. This worker computer could be any of the worker computers in the EMC SourceOne system which has been assigned the Native Archive archive role and which is ingesting content into the Native Archive.

Selecting whether to use manual or automatic partitioning Partitions can be created manually or automatically. In general, you should initially create your partitions manually, and then when you have experience with the system switch over to using automatic partitioning.

Creating partitions manually has the following benefits:

You have the more control over when a partition is created since you are creating them yourself, rather than having the system decide when to create the partition.

Manually creating partitions allows you to gain experience with what size of partition works best for your environment, and how often you need to create such a partition.

Creating partitions manually does have the drawback that you need to remember to manually create new partitions. Failing to create partitions when needed means that the partition may grow more than you want, causing it to possibly become fragmented and to perform less than optimally.

Creating partitions automatically has the following benefit:

You do not need to remember to create partitions since the system is performing that task. Generally, using size-based automated partitioning is best since your partitions are created in a more deterministic and predictable manner. Size-based automated partitioning is performed by selecting the Partition size (GB)

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option on the Partitioning tab. Refer to Selecting which automatic partitioning method to use on page 150 for information on selecting an automatic partitioning method.

However, you should still actively monitor the creation of partitions to make sure the automatic partitioning is occurring as you expect.

Selecting which automatic partitioning method to use When automatic partitioning is enabled, you must select the method EMC SourceOne uses to determine when to attempt to create new partitions in the Native Archive database. Refer to Creating partitioned tables in the Native Archive database on page 142 for details on how to use these methods.

Note: Regardless of what automatic partitioning method is selected, the current partition must meet the criteria described in Partition creation criteria and status messages on page 148 before a partition can be created.

The following list contains the methods available and considerations on when they should be used:

Create new partitions based on the size of the current partition by selecting the Partition size (GB) option.

Creating partitions based on size is the recommended method for most installations since it allows you to predict the sizes of the partitions that are created more accurately than the other methods.

Create new partitions based on the number of items in the current partition by selecting the Item count (millions) option.

Partitions created based on the number of content items archived may be quite variable in size since the amount of space used in the database is determined by the size of the content, the number of recipients of that content, and other information.

For example, a partition containing information about 50 million messages sent to one or two users and stored in a single folder will be much smaller than a partition containing information about 50 million messages sent to many recipients and stored in 20 folders.

Create new partitions based on the current month or year by selecting the Processing date option.

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Creating partitions each month or year makes sense when you expect to typically create partitions every month or year. Using this option makes the time at which a new partition is created more predictable. Note that selecting this option does not mean that a partition will be created for every month or year, only that creating a partition at that time will be attempted; if the current partition is not full enough, a new partition will not be created at that time. Refer to Partition creation criteria and status messages on page 148 for the minimum criteria for creating partitions.

Understanding partition data file attributes When you specify partition data file attributes on the Partitioning tab of the Native Archive Global Properties page dialog, you are specifying the physical characteristics of the new partition to be created:

The Location field specifies the directory in the SQL Server disk subsystem in which the partition data files should be created.

The Count field specifies how many data files should be created as part of the partition. The default value for this field is 1. Refer to the description of the Count field in Table 18 on page 145 for details.

The Size (GB) field specifies how large each data file should be initially.

The Growth (GB) field specifies how much each of the data files can grow in size each time they need to grow.

The collective size of a new partition files in the database is the total size of the one or more data files that make up that partition. So, to compute the initial new partition size in gigabytes, multiply the Size (GB) field value by the Count field value. The initial size of the one or more partition data files will increase as the data files grow.

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Adding Native Archive supplemental language support If you are planning on using the Native Archive to archive and index certain non-English languages, you must enable supplemental language support in the Native Archive server operating system. Refer to the Microsoft Windows help system for information on which languages are controlled by this support.

To enable supplemental language support, do the following:

1. Select Regional and Language Options from the Windows Control Panel. The Regional and Language Options dialog is displayed.

2. Select the Languages tab and verify that both of the following options are selected in the Supplemental language support area:

Install files for complex script and right-to-left languages (including Thai)

Install files for East Asian languages

3. Click Apply to save your changes. Click OK to save your changes and dismiss the dialog. Click Cancel to not make the changes.

Configuring Mapped Folders 153

6

Describes how to configure mapped folders in EMC SourceOne, and is organized as follows:

Introduction ...................................................................................... 154 Prerequisites...................................................................................... 155 Limitations ........................................................................................ 155 About access control for archived content ................................... 156 About message ownership ............................................................. 157 About message contributors........................................................... 158 About types of mapped folders ..................................................... 159 About user permissions on mapped folders................................ 160 About folder types, user permissions, and search types............ 164 About folder types and activities................................................... 169 About folders and user-directed archiving (UDA) ..................... 170 About folders and SharePoint archiving ...................................... 171 About folders and file archiving.................................................... 171 Best practices for configuring Legal Hold folders....................... 172 Examples: Using folders ................................................................. 172 Viewing list of mapped folders...................................................... 180 Creating and associating mapped folders.................................... 181 Modifying mapped folder properties ........................................... 185 Copying mapped folders ................................................................ 188 Deleting mapped folders ................................................................ 189

Configuring Mapped Folders

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Introduction In EMC SourceOne, a mapped folder is the destination for all content.

When you create a mapped folder in EMC SourceOne, you must map it to an archive folder that resides in an archive. An archive can be an EMC SourceOne Native Archive or a legacy EmailXtender 4.8 SP1 archive. The EMC SourceOne components installed at your site determine the types of content that are archived:

EMC SourceOne Email Management

EMC SourceOne for Microsoft SharePoint

EMC SourceOne for File Systems

When you create an EMC SourceOne mapped folder, you:

Specify a name and type for the new mapped folder.

Associate the new mapped folder to an existing archive folder in an archive.

Specify the accounts, users, and groups who can search the new mapped folder, and set their permissions.

Administrators use EMC SourceOne Search to search for archived email content, files, and SharePoint content.

Users use EMC SourceOne Search to search for archived email content and files.

Users use Archive Search in SharePoint to search for archived SharePoint content.

Note: EMC SourceOne for Microsoft SharePoint includes the optional External Blob Storage (EBS) feature. EBS is storage management, not archiving. EBS uses archive folders (without indexing or retention) to store SharePoint content in the Native Archive. For EBS, dedicate one archive folder to each SharePoint farm. EBS does not use mapped folders. EBS content is not searchable using EMC SourceOne Search or Archive Search. SharePoint users access EBS content in SharePoint, as usual.

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Prerequisites Before you can create mapped folders in EMC SourceOne and map them to archive folders, you must:

1. Create the archive folders in an existing archive.

To create archive folders, refer to the appropriate documentation for your archive:

Native Archive servers: refer to Chapter 5, Configuring Archives.

EmailXtender 4.8 SP1: refer to the EMC EmailXtender 4.8 SP1 Administrators Guide.

2. Connect EMC SourceOne to the archive. Refer to Chapter 3, Connecting Archives.

Limitations You can map a maximum of 10 mapped folders to a single archive

folder.

EmailXtender 4.8 SP1 archives are read-only to EMC SourceOne.

You cannot use EMC SourceOne to archive to EmailXtender 4.8 SP1 archive folders.

You map EMC SourceOne mapped folders to EmailXtender 4.8 SP1 archive folders so that users can search the existing archive.

To delete items from EmailXtender 4.8 SP1 archive folders, you must use the EmailXtender 4.8 SP1 Search Plug-in, not EMC SourceOne Search.

To use a Legal Hold folder with EMC SourceOne Discovery Manager, you must create an archive folder in the Native Archive. You cannot use an archive folder in EmailXtender 4.8 SP1 for a Legal Hold folder.

Refer to Avoid using Exchange distribution lists or Domino groups when defining folder permissions or activities using LDAP on page 287.

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About access control for archived content A users ability to search for an archived item depends on:

The users ownership or permission on the item, which varies by content type:

Email content: Refer to About message ownership on page 157 and About message contributors on page 158.

SharePoint content: Refer to About user access to archived SharePoint content on page 555.

Files: File archiving uses the ACL (Access Control List) model to assign group access, not the traditional Owner model used for email. You assign access to files when you create a File Archive activity. Refer to Archived File Access (Files) on page 680.

The users permission on the mapped folder in which the item is archived. Refer to About user permissions on mapped folders on page 160.

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About message ownership EMC SourceOne Email Management determines when an email message belongs to a user.

Being an addressee does not determine message ownership:

For journaled messages, all senders and recipients are message owners.

For messages archived through historical archiving, PST archiving, NSF archiving, or user-directed archiving (UDA), only mailbox or mail file owners are set as message owners.

Newly discovered owners can be added as owners of a message.

For example, if the same unedited message is found in another users mailbox, then EMC SourceOne adds that user as an owner of the message.

Determining ownership in this way prevents problems in the following situations:

Archive from Drafts folder: Intended recipients should not be able to search the archive and see a draft message, because it has not been received by them. Only the mailbox owner should be considered an owner of the message.

Edited messages: Assume a message is sent to Recipient1 and Recipient2. Recipient1 edits the message and Recipient2 does not edit the message. With the new message ID algorithms based on content, both instances of the message will be archived in an Historical Archive activity. When Recipient1 searches the archive, only the edited version of the message should be discovered. When Recipient2 searches the archive, only the non-edited version of the message should be discovered.

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About message contributors In addition to owners, email messages can also have contributors.

When the owner of a message directs the message to be archived, a reference is recorded with the message for that owner. The owner is now also a contributor of the message. When a user deletes the message from the folder, the reference to the message is deleted.

Contributor designation is a property of the mapped folder to which the message is archived, and is not set by the archiving activity. This allows several archiving activities to contribute messages to the same mapped folder on behalf of the same user.

For example, a user-directed (UDA) activity can archive messages to a mapped folder that applies the contributor attribute. A PST or NSF archive activity can also archive messages to the same folder and have the contributor attribute applied. Refer to Archiving PST/NSF files into a user-directed archiving (UDA) folder on page 170.

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About types of mapped folders The following table describes the types of EMC SourceOne mapped folders.

Table 3 Types of EMC SourceOne mapped folders

mapped folder Description

Organization Use for SharePoint archiving, file archiving, and for general-purpose email archiving (journaling, historical archiving, archiving PST and NSF files, shortcutting, migrating PST files). Not available for user-directed archiving (UDA) or for use as EMC SourceOne Discovery Manager hold folders.

Community Use for user-directed archiving (UDA) of email to a public UDA folder. Allows multiple users to contribute mail to a public/shared UDA folder. Users can delete their references to messages. The message is still retained in the archive even after a user deletes the last reference to the message. Do not use for general-purpose archiving or for EMC SourceOne Discovery Manager hold folders. For more information about UDA, refer to Chapter 18, User-Directed Archiving (UDA) Activities.

Personal Use for user-directed archiving (UDA) of email to a personal UDA folder. Allows users to archive their own mail. Users can delete their references to messages. When a user deletes the last reference to a message, then the message is deleted from the archive. Do not use for general-purpose archiving or for EMC SourceOne Discovery Manager hold folders. For more information about UDA, refer to Chapter 18, User-Directed Archiving (UDA) Activities.

Legal Hold Use only for EMC SourceOne Discovery Manager hold folders. Do not use for general-purpose archiving or for user-directed archiving (UDA). For more information about EMC SourceOne Discovery Manager, refer to the EMC SourceOne Discovery Manager Installation and Administration Guide and the EMC SourceOne Discovery Manager User Guide.

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About user permissions on mapped folders

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on every EMC SourceOne mapped folder. The EMC SourceOne primary service account is also used to run services related to EMC SourceOne Discovery Manager task processing.

Refer to:

Permissions on mapped folders required by Offline Access users on page 160

Permissions on mapped folders used by IBM Lotus Domino mail-in databases on page 161

Permissions on mapped folders used for SharePoint archiving on page 161

Permissions on mapped folders used for file archiving on page 161

User permissions on page 163

User permissions and folder types on page 164

Permissions on mapped folders required by Offline Access users To retrieve messages from the archive, Offline Access users must

have permissions on mapped folders.

For Outlook Delegate Access, a delegated user does not need permissions on the mapped folders. As long as the delegator has permissions on the mapped folders and can access shortcuts from the archive, then the delegated user can access the same shortcuts.

In a mixed environment (EMC SourceOne and EmailXtender), to retrieve EmailXtender shortcuts in Public Folders, Offline Access users must have Read All permission on the mapped folders associated with the EmailXtender archive.

For more information about permissions required for Outlook (delegate access, shared mailboxes, and shared folders) and Public Folders, refer to Required permissions for Offline Access users on page 555.

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Permissions on mapped folders used by IBM Lotus Domino mail-in databases The record name of the IBM Lotus Domino mail-in database must have Owner permission on all mapped folders that may be used to archive or shortcut messages for that mail-in database.

You can create a group, add all mail-in databases as members, and then give this group Owner permission to all mapped folders. You must maintain this group to add all new mail-in databases that may have mails shortcut.

Permissions on mapped folders used for SharePoint archiving The following accounts and users must have Administrator and Read All permissions on the Organization mapped folders used for SharePoint Archive activities:

EMC SourceOne primary service account

EMC SourceOne Security group

EMC SourceOne Admin group

Access Account used by Archive Search in SharePoint.

Note: SharePoint users do not need permissions on mapped folders to use Archive Search in SharePoint.

SourceOne administrators (who use SourceOne Search to search for archived SharePoint content)

Note: SharePoint External BLOB Storage (EBS) does not use mapped folders.

Permissions on mapped folders used for file archiving

System accounts and administrators

The following accounts and users must have Administrator and Read All permissions on the Organization mapped folders used for File Archive activities:

EMC SourceOne primary service account

EMC SourceOne Security group

EMC SourceOne Admin group

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SourceOne administrators (who use SourceOne Search to search for archived file content)

Users To search for archived files, SourceOne Search users must have My Files permission on the Organization mapped folders used for File Archive activities.

Note: File archiving uses the ACL (Access Control List) model to assign group access, not the traditional Owner model used for email. This means that you should assign the My Files permission (not the Owner permission) on the Organization mapped folders used for file archiving.

Summary The table below summarizes whether a user will be able to search for a particular file or not, depending on his permission on the mapped folder and the option selected in the Archived File Access page of the File Archive activity wizard.

Table 19 Summary: Permissions required to search for archived files

File Archive activity - option on Archive File Access page

Permission on mapped folder

Permit access only to users with Administrator permissions on the mapped folder

Permit access to the original file owner

Permit access to specified users and/or groups

Administrator Any file (Administrator search) Any file (Administrator search) Any file (Administrator search)

Read All Any file (All Items search) Any file (All Items search) Any file (All Items search)

Contributor No files No files No files

Owner No files No files No files

My Files No files Files originally owned by the user on the file system (My Files search)

All files archived by the activity, if user is in list of specified users/groups (My Files search)

Delete Not applicable Not applicable Not applicable

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User permissions The permissions that a user has on a mapped folder determine the content that the user can search for in EMC SourceOne Search. The following table describes the permissions available on EMC SourceOne mapped folders for users and groups.

Table 4 Permissions for EMC SourceOne mapped folders

Permission Description

Owner A user with Owner permission on a folder: Can see only email items for which he has ownership. Cannot delete items from the folder.

Contributor A user with Contributor permission on a folder: Can read only the email items that he directed to be archived into a user-directed archive (UDA) folder. Can delete his own references to the email items so that he no longer sees those items.

My Files A user with My Files permission on a folder: Can see only files for which he has access permission. Cannot delete items from the folder.

Read All The Read All permission is meant for supervisors and management. A user with Read All permission on a folder: Can see all items in the folder, even if he is not the owner of the email items or does not have access

permission to the files or SharePoint items. Has read-only privileges on all items in the folder. Cannot delete items from the folder.

Note: Administrator permission always overrides Read All permission if a user has both permissions.

Note: The EMC SourceOne primary service account must have Read All permission on all folders that will be searchable in EMC SourceOne Discovery Manager and in SharePoint Archive Search, and on all Legal Hold folders. The Access Account used by Archive Search must have Read All permission on all Organization folders used for SharePoint Archive activities.

Administrator A user with Administrator permission on a folder: Has full control over all items in the folder. Can search, retrieve, and delete items in the folder. Can search for all archived content types (email, files, SharePoint)

Note: The EMC SourceOne primary service account must have Administrator permission on all mapped folders including all Legal Hold folders.

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User permissions and folder types The following table indicates the appropriate user permissions for each type of mapped folder.

Note: The New Folder wizard does not validate permissions against the folder type.

About folder types, user permissions, and search types The permissions that you assign to a folder for a user determine which folders the user is allowed to search and which messages the user is allowed to read, retrieve, or delete.

Table 5 Appropriate user permissions for folder types

User permissions

Mapped folder type Owner Contributor My Files Read All Administrator

Organization Yes, for email content

No, not applicable Yes, for files Yes Yes

Community Yes, for email content

Yes, for email content

No, not applicable Yes Yes

Personal Yes, for email content

Yes, for email content

No, not applicable Yes Yes

Legal Hold No, not applicable No, not applicable No, not applicable Yes (EMC SourceOne primary service account)

Yes (EMC SourceOne primary service account)

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The following table describes combinations of folder types, user permissions, and search types. (For information about using SourceOne Search, refer to the EMC SourceOne Search User Guide.)

Table 6 Folder types, user permissions, and search types

Mapped folder type Permission Search type Description

Organization Owner My Items Assign Owner permission to users who need to search their own archived mail and retrieve shortcuts in an Organization folder. Owner permission is required to perform a My Items search on an Organization folder.

Contributor My Contributed Items

Not applicable.

My Files My Files Assign My Files permission to users who need to search their own archived file content. My Files permission is required to perform a My Files search on an Organization folder that contains archived files. Refer to About search types for archived files on page 168.

Note: SharePoint users use Archive Search to search for archived SharePoint content, and do not need permissions on Organization folders used for SharePoint Archive activities.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from the archive. Administrator permission is required to perform an Administrator search on an Organization folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Organization folders.

Read All All Items Assign Read All permission to users who need to read all mail in an Organization folder, even if they are not the owners. Read All permission is required to perform an All Items search on an Organization folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Organization folders that will be searchable in EMC SourceOne Discovery Manager and in Archive Search. The Access Account used by Archive Search, described in Configuring Archive Search for SharePoint on page 595, must have Read All permission on all Organization folders used for SharePoint Archive activities.

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Community Owner My Items Assign Owner permission to users who need to search their own mail and retrieve shortcuts in a Community folder. Owner permission is required to perform a My Items search on a Community folder.

Contributor My Contributed Items

Assign Contributor permission to users who need to search their own mail, and delete their own references to messages in a Community folder. When the last reference is deleted from a message, the message is still retained in the archive. Contributor permission is required to perform a My Contributed Items search on a Community folder.

My Files My Files Not applicable.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from a Community folder. Administrator permission is required to perform an Administrator search on a Community folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Community folders.

Read All All Items Assign Read All permission to users who need to read all mail in a Community folder, even if they are not the owners. Read All permission is required to perform an All Items search on a Community folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Community folders that will be searchable in EMC SourceOne Discovery Manager.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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Personal Owner My Items Assign Owner permission to users who need to search their own mail and retrieve shortcuts in a Personal folder. Owner permission is required to perform a My Items search on a Personal folder.

Contributor My Contributed Items

Assign Contributor permission to users who need to search their own mail, and delete their own references to messages in a Personal folder. When the last reference on a message is deleted, then the message is deleted from the archive. Contributor permission is required to perform a My Contributed Items search on a Personal folder.

My Files My Files Not applicable.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from a Personal folder. Administrator permission is required to perform an Administrator search on a Personal folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Community folders.

Read All All Items Assign Read All permission to users who need to read all mail in a Personal folder, even if they are not the owners. Read All permission is required to perform an All Items search on a Personal folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Personal folders that will be searchable in EMC SourceOne Discovery Manager.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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About search types for archived files By design in this release of EMC SourceOne Search, the Owner field does not return results when Administrators search for owners of archived files. File archiving uses the ACL (Access Control List) model to assign group access, not the traditional Owner model used for email. This means that you should use the My Files search type when you search for archived files, not the My Items search type. When you perform a My Files search, your group membership is determined, allowing a group member to see files to which that group has access.

Legal Hold Owner My Items Not applicable.

Contributor My Contributed Items

Not applicable.

My Files My Files Not applicable.

Administrator Searchable in EMC SourceOne Discovery Manager. Not searchable in EMC SourceOne Search.

Assign Administrator permission to the EMC SourceOne primary service account, which needs to search for, read, and delete all messages in Legal Hold folders.

Note: The EMC SourceOne primary service account must have Administrator permission on all Legal Hold folders.

Read All Searchable in EMC SourceOne Discovery Manager. Not searchable in EMC SourceOne Search.

Assign Read All permission to the EMC SourceOne primary service account, which needs to search for, read, and delete all messages in Legal Hold folders.

Note: The EMC SourceOne primary service account must have Read All permission on all Legal Hold folders.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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About folder types and activities The following table describes the folder types that are appropriate for EMC SourceOne activities and applications. For more information about activities, refer to Chapter 15, Configuring Email Management Activities.

Table 7 Activities and folder types

Folder types

Activity/ application Organization Community Personal Legal Hold

Journaling Yes No No No

Historical Archive Yes Yes Yes No

Archive from Personal Mail Files (PST/NSF)

Yes Yes Yes No

User-Directed Archive No Yes Yes No

Migrate PST to Mailbox Yes Yes Yes No

Historical Shortcut Yes Yes Yes No

User-Directed Shortcut No Yes Yes No

SharePoint Archive Yes No No No

File Archive Yes No No No

EMC SourceOne Discovery Manager

No No No Yes

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About folders and user-directed archiving (UDA) EMC SourceOne Email Management includes the optional user-directed archiving (UDA) feature. Refer to:

Folder recommendations for user-directed archiving on page 170

Archiving PST/NSF files into a user-directed archiving (UDA) folder on page 170

For more information about user-directed archiving, refer to Chapter 18, User-Directed Archiving (UDA) Activities.

Folder recommendations for user-directed archiving

Community folders Use Community folders for shared/public mail.

Add both Contributor and Read All permissions for all users. This allows users to see only their contributed mail in a My Contributed Items search, and all mail in an All Items search.

Add Owner permission for users if you want them to see mail items that are still owned by them, but for which all references have been deleted.

Personal folders Use Personal folders for personal mail.

Add only Contributor permission for all users. This allows users to see only their contributed mail in a My Contributed Items search.

Add Read All permission for users in a supervisory position, such as Human Resources or management.

Add Owner permission for users if you want them to see mail items that are still owned by them, for which the last reference has not yet been deleted.

Archiving PST/NSF files into a user-directed archiving (UDA) folder User-directed (UDA) activities archive mail into Community folders or Personal folders, which are mapped to EMC SourceOne archive folders.

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The Archive From Personal Mail Files (PST/NSF) activity can put messages into the same folder in EMC SourceOne as the UDA Archiving activity did.

A user with Contributor permission on the folder can see only those mail items he added, and can delete his reference to each mail item.

A user with Owner permission can see the mail items he owns. Initially, the user sees the same mail items as with Contributor permission. When all references have been deleted from the mail items, a user with Owner permission will see the mail items.

Refer to Example: Personal archive including existing PSTs on page 176.

About folders and SharePoint archiving For SharePoint Archive activities, create one or more mapped folders of the Organization type, and map them to the appropriate archive folders.

For information about permissions on the mapped folders, refer to Permissions on mapped folders used for SharePoint archiving on page 161

Note: SharePoint External BLOB Storage (EBS) does not use EMC SourceOne mapped folders. EBS does use EMC SourceOne archive folders. For EBS, dedicate one archive folder to each SharePoint farm.

About folders and file archiving For File Archive activities, create one or more mapped folders of the Organization type, and map them to the appropriate archive folders.

For information about permissions on the mapped folders, refer to Permissions on mapped folders used for file archiving on page 161.

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Best practices for configuring Legal Hold folders The following are best practices for configuring Legal Hold folders for EMC SourceOne Discovery Manager:

Create one or more archive folders for exclusive use by Legal Hold folders. Do not configure retention on Native Archive folders that will be mapped to Legal Hold folders.

You can map multiple Legal Hold folders to the same archive folder.

Do not map Legal Hold folders to an archive folder that is mapped to any other type of folder, due to the potential for a retention policy to trigger the disposition of items that are on hold.

Do not map other types of folders to an archive folder that is mapped to Legal Hold folders.

Examples: Using folders Refer to:

Example: Simple email compliance archive on page 173

Example: Convenience retention of messages on page 173

Example: Combined compliance and community archive on page 174

Example: Personal archive on page 175

Example: Personal archive including existing PSTs on page 176

Example: SharePoint archiving on page 177

Example: File archiving on page 178

Example: Legal Hold Folder for EMC SourceOne Discovery Manager on page 178

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Example: Simple email compliance archive Business requirement You have 10,000 employees, and must archive and retain all email for 2,000 users for three years.

Solution Create an Organization folder (named "Archive" in this example) and map it to an archive folder with a retention of three years. Create journaling activities and rules to archive the mail for the 2,000 users to the "Archive" Organization folder.

The following table describes the user permissions for the Archive Organization folder:

Example: Convenience retention of messages Business requirement You have 10,000 employees, and want them all to be able to locate and restore messages they have deleted from their mailboxes, for up to two years.

Solution Create an Organization folder (named "Archive" in this example) and map it to an archive folder with a retention of two years. Create journaling activities and rules to archive the mail for all users to the "Archive" Organization folder.

The user permissions for the Archive Organization folder are the same as shown in Table 8 on page 173.

Table 8 Example: User permissions for a simple compliance archive

Permission Description

Owner Users can perform a My Items search to access email in the "Archive" folder, where the user is an owner of the message.

Contributor Not applicable, because there are no contributed messages in an Organization folder.

My Files Not applicable for email.

Read All Users can perform an All Items search to read all messages in the "Archive" folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any message in the "Archive" folder.

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Example: Combined compliance and community archive Business requirement You have 10,000 employees, and must archive and retain all email for 2,000 users for three years. You also want the remaining 8,000 users to archive selected messages that are relevant to the business. These messages will also be retained for three years.

Solution Create an Organization folder (named "Archive" in this example) and a Community folder (named "CompanyRecords" in this example). Map both folders to archive folders with retentions of three years. Create journaling activities and rules to archive the mail for the 2,000 users to the "Archive" Organization folder. Create a user-directed archiving (UDA) activity to archive the user-selected messages for the 8,000 users to the "CompanyRecords" Community folder.

The user permissions for the Archive Organization folder are the same as shown in Table 8 on page 173.

The following table describes the user permissions for the "CompanyRecords" Community folder:

Table 9 Example: User permissions for a community archive

Permission Description

Owner Users can perform a My Items search to access email in the "CompanyRecords" Community folder, where the user is an owner of the message. Initially, this includes all messages originally contributed by the user through the user-directed archiving (UDA) activity. If the user deletes his reference to a message, this type of search also returns that message along with the other contributed messages.

Contributor Users can perform a My Contributed Items search to access only those messages that the user contributed to the "CompanyRecords" Community folder, and that were archived by a user-directed archiving (UDA) activity. The user can delete his references to the messages that he contributed to the "CompanyRecords" Community folder. After a user deletes his reference to a message, that message will no longer be found by the user in My Contributed Items searches.

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Example: Personal archive Business requirement You have 10,000 employees, and want them all to store personal messages in the archive for up to two years. In addition, to minimize the size of the archive, you want these users to be able to delete the messages when they are no longer needed.

You also want the user's folder structure retained during archiving.

Solution Create a Personal folder (named "MyArchive" in this example) and map it to an archive folder with a retention of two years. Create user-directed archiving (UDA) activities to archive personal messages for all users to the "MyArchive" Personal folder. Because the UDA activity is configured to run against a Personal folder, the folder hierarchy for the message is preserved when the message is archived.

My Files Not applicable for email.

Read All Users can perform an All Items search to read all messages in the "CompanyRecords" folder.

Administrator Administrators can perform an Administrator search to read, retrieve, and delete any message in the CompanyRecords folder.

Table 9 Example: User permissions for a community archive (continued)

Permission Description

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The following table describes the permissions on the "MyArchive" Personal folder:

Example: Personal archive including existing PSTs Business requirement You have 10,000 employees, and want to eliminate the existing PST files for all users. In addition, you want each user to store personal messages, including those in their existing PST files, in the archive for up to two years. You want to minimize the size of the archive, so users will delete messages from their Personal archive when they are no longer needed.

You also want the archiving to retain the user's folder structure and PST structure.

Solution Create a Personal folder (named "MyArchive" in this example) and map it to an archive folder with a retention of two years. Create user-directed archiving (UDA) activities to archive

Table 10 Example: User permissions for a personal archive

Permission Description

Owner Users can perform a My Items search and access email in the "MyArchive" Personal folder, where the user is an owner of the message. Initially, this includes all messages originally contributed by the user through the user-directed archiving (UDA) activity. If the user deletes his reference to a message, this type of search also returns that message along with the other contributed messages as long as the message has not been removed from the archive (the message has at least one reference for another user).

Contributor Users can perform a My Contributed Items search to access only those messages that the user contributed to the "MyArchive" Personal folder, and that were archived by a user-directed archiving (UDA) activity. The user can delete his references to the messages that he contributed to the "MyArchive" Personal folder. After a user deletes his reference to a message, that message will no longer be found by the user in My Contributed Items searches. If the user's reference is the last reference on the message, then the actual message is removed from the "MyArchive" Personal folder.

My Files Not applicable for email.

Read All Users can perform an All Items search to read all messages in the "MyArchive" Personal folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any message in the "MyArchive" Personal folder.

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personal messages for the users to the "MyArchive" Personal folder. Create a PST archive activity against the "MyArchive" Personal folder to collect messages from existing PST files. Because the UDA and PST activities run against a Personal folder, the folder hierarchy for the messages in the users mailboxes and in the PST files is preserved during archiving.

The user permissions for the MyArchive Personal folder are the same as shown in Table 10 on page 176.

Example: SharePoint archiving Business requirement You have 10,000 employees, and want them to be able to find their own SharePoint content that has been archived from the SharePoint farm, for up to two years.

Solution Create an Organization folder (named SharePoint Archive in this example) and map it to an archive folder with a retention of two years. Create a SharePoint Archive activity to archive the SharePoint content for all users to the SharePoint Archive Organization folder.

The following table describes the user permissions for the SharePoint Archive Organization folder:

Table 11 Example: User permissions for a SharePoint archive

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

Read All The Access Account used for Archive Search in SharePoint needs Read All permission. SharePoint users do not need folder permissions to use Archive Search in SharePoint.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any SharePoint content in the SharePoint Archive folder.

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Example: File archiving Business requirement You have 10,000 employees, and want them to be able to find their own files that have been archived from the file systems, for up to two years.

Solution Create an Organization folder (named File Archive in this example) and map it to an archive folder with a retention of two years. Create a File Archive activity to archive the files for all users to the File Archive Organization folder.

The following table describes the user permissions for the File Archive Organization folder:

Example: Legal Hold Folder for EMC SourceOne Discovery Manager Business requirement You have 10,000 employees, and a legal staff that conducts investigations and needs to search email archived in the company. Your email archive is set up as follows:

"Folder1" Community folder - All email deemed relevant to the business for all 10,000 users. Retention is three years.

"Folder2" Personal folder - All personal email for 10,000 users. Retention is two years.

You want the legal staff to run EMC SourceOne Discovery Manager, create legal matters, search all archived mail, and place relevant mail on hold in the matter.

Table 12 Example: User permissions for a file archive

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Users can perform a My Files search to read their files in the File Archive folder.

Read All Users can perform an All Items search to read all files in the File Archive folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any files in the File Archive folder.

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Solution Create a Legal Hold folder (named "Matters" in this example). In EMC SourceOne Discovery Manager, the Matter Manager creates new matters, and specifies the "Matters" folder as the hold folder for a new matter.

The following table describes the user permissions for the "Folder1" Community folder and the "Folder2" Personal folder for EMC SourceOne Discovery Manager:

The following table describes the user permissions for the "Matters" Legal Hold folder for EMC SourceOne Discovery Manager:

Table 13 Example: User permissions for email archive for Discovery Manager

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

Read All Assign Read All permission to the EMC SourceOne primary service account, which must be able to search the Folder1 Community folder and the Folder2 Personal folder.

Administrator Not applicable.

Table 14 User permissions for Legal Hold folder

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

Read All Not applicable.

Administrator Assign Administrator permission to the EMC SourceOne primary service account, which must be able to read, write and delete items in the Matters hold folder.

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Viewing list of mapped folders To view existing mapped folders:

1. In the EMC SourceOne console, select the Mapped Folders node.

The Mapped Folders area lists defined mapped folders, if any.

Figure 33 Mapped folders list

2. To view folders of a certain type, in the Actions pane, click Current View, then select one of the following options:

All (default)

Community

Legal Hold

Organization

Personal

Refer to About types of mapped folders on page 159 for descriptions.

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Creating and associating mapped folders To create a mapped folder, associate it with an existing archive folder in an archive, and specify user permissions on the mapped folder:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. Select Action > New Folder.

3. Continue to:

New Folder - General page on page 181

New Folder - Permissions page on page 183

New Folder - General page On the General page of the New Folder wizard, specify the name, description, and folder type of the mapped folder.

Figure 34 New Folder wizard - General page

1. In the Folder Name field, type a name for the new mapped folder. Use alphanumeric characters. Invalid characters include:

; = \ / : * ? < > |

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IMPORTANT! Use ASCII characters for the folder name, not multi-byte characters. If a mapped folder and the archive folder to which it is associated both have multi-byte characters in the folder names, then an index folder is not created, and indexing will fail.

2. In the Description field, type a description for the new mapped folder.

3. Click Browse. In the Select Folder dialog box, select an archive folder in an archive.

For EmailXtender 4.x archives, either all archive folders will be listed, or only the virtual archive folder that you created when you configured the EmailXtender 4.x archive, as described in Chapter 3, Connecting Archives.

Figure 35 Select Folder dialog

4. Click OK to close the Select Folder dialog box and return to the New Folder - General page.

5. In the Folder Type field, select a type for this mapped folder. Refer to About types of mapped folders on page 159 for descriptions.

6. Click Next.

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New Folder - Permissions page On the Permissions page of the New Folder wizard, specify:

The users and groups who can access the folder

The permissions each user and group has on the folder

Figure 36 New Folder wizard - Permissions page

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on each mapped folder.

1. In the Select user from field, select a directory (Active Directory, Domino Directory, Exchange Address Book, or LDAP Directory Lookup).

2. Click Add.

The dialog box that opens depends on what you selected in the the Select user from field.

3. Do one of the following steps:

If you selected Active Directory, Domino Directory, or Exchange Address Book, select the user or group from the directory.

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If you selected LDAP Directory Lookup, the Data Sources dialog box opens. For information on how to use this dialog box, refer to Chapter 15, Configuring Email Management Activities.

Figure 37 New Folder wizard - Data Sources - LDAP

4. In the Group or user names list in the New Folder - Permissions page, select the user or group for whom you want to specify permissions. Query-based distribution lists are supported.

5. In the Permissions list, select the appropriate permissions that the user or group will have on the new mapped folder. Refer to About user permissions on mapped folders on page 160 for details.

6. To remove a user or group from the list, select the user or group, then click Remove.

7. Click Finish.

The entry for the new mapped folder appears in the Mapped Folders list.

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Modifying mapped folder properties To modify the properties of a mapped folder:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folders list, select the folder you want to modify.

3. Select Action > Properties.

4. Continue to the following topics:

Modifying general properties of a mapped folder on page 185

Modifying permissions on a mapped folder on page 186

IMPORTANT! If you assign a group to a mapped folder, and then you move that group to another organizational unit (OA) in Active Directory, you must reassign the group to the mapped folder. Refer to Maintaining permissions on a mapped folder for a moved group on page 187.

Modifying general properties of a mapped folder To modify general properties of a mapped folder:

1. Select the General tab of the Folder Properties dialog box.

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Figure 38 General tab - Folder properties

2. Edit the Folder Name field and the Description field, as appropriate.

You cannot edit the Archive Folder field or the Folder Type field.

3. Click OK.

Modifying permissions on a mapped folder

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on each mapped folder.

To modify permissions on a mapped folder:

1. Select the Permissionstab of the Folder Properties dialog box.

2. In the Select user from field, select a directory (Active Directory, Domino Directory, Exchange Address Book, or LDAP Directory Lookup).

3. Click Add.

The directory displayed depends on what you selected in the Select user from field.

4. Select the user or group from the directory.

Modifying mapped folder properties 187

Configuring Mapped Folders

The name of the selected user or group appears in the Group or user names list.

5. In the Group or user names list, select the user or group for whom you want to specify permissions.

6. In the Permissions list, select the appropriate permissions that the user or group will have on this folder. Refer to About user permissions on mapped folders on page 160 for details.

7. To remove a user or group from the list, select the user or group, then click Remove.

8. To save your changes and close the dialog box, click OK.

Maintaining permissions on a mapped folder for a moved group If you grant a group access to a mapped folder and you move that group from one organizational unit (OU) to another in Active Directory, then users in the moved group will lose access to the mapped folder after the next address synchronization.

You must remove the group from the mapped folder permissions, and then re-assign the group to the mapped folder.

To maintain permissions on a mapped folder for a moved group:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folders list, select the folder you want to modify.

3. Select Action > Properties.

4. Select the Permissionstab of the Folder Properties dialog box.

5. To remove the group from the mapped folder, on the Permissions tab:

a. In the Group or user names list, select the group.

b. Click Remove.

6. To re-assign the group to the mapped folder, on the Permissions tab:

a. In the Select user from field, select Active Directory.

b. Click Add.

c. Select the group from the directory.

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The name of the selected user or group appears in the Group or user names list.

d. In the Group or user names list, select the group.

e. In the Permissions list, select the appropriate permissions that the group will have on this folder.

Copying mapped folders To copy a mapped folder:

1. In the EMC SourceOne console, select the Mapped Foldersnode.

2. In the Mapped Folderslist, select the mapped folder you want to copy.

3. Select Action > Copy Folder.

The General page of the New Folder wizard opens. The default name of the copy is Copy of folder. The values for Archive Name and Folder Type are the same as that of the original folder.

4. Edit the fields on the General page if you wish, as described in Modifying general properties of a mapped folder on page 185.

5. Click Next.

The Permissions page of the New Folder wizard opens. Users and permissions are not copied from the original folder.

6. Edit the fields on the Permissions page, as described in Modifying permissions on a mapped folder on page 186.

7. Click Finish.

Deleting mapped folders 189

Configuring Mapped Folders

Deleting mapped folders Refer to:

Effects of deleting mapped folders on page 189

Procedure: Deleting mapped folders on page 189

Effects of deleting mapped folders You can map a maximum of 10 mapped folders to a single archive folder.

Assume you map several mapped folders to a single archive folder, and then later you delete all but one of those mapped folders. The last remaining folder that is mapped to an archive folder will allow access to all content in the archive folder. This behavior is by design, to allow access to items in the archive that were orphaned when you deleted the other mapped folders.

Procedure: Deleting mapped folders To delete a mapped folder from the Mapped Folderslist:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folderslist, select the mapped folder that you want to delete.

3. Select Action > Delete Folder.

The Mapped Folder list no longer displays the name of the deleted mapped folder.

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Configuring Worker Servers 191

7

Describes how to configure worker servers for EMC SourceOne, and is organized as follows:

Introduction ...................................................................................... 192 Viewing workers and their roles.................................................... 193 Viewing or editing worker properties .......................................... 194 Controlling workers......................................................................... 198 Tuning worker server job access to servers.................................. 200

Configuring Worker Servers

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Introduction Use the Servers node in the EMC SourceOne console to configure and control worker servers.

Use the Configuration tab to view worker roles, specify the types of jobs that workers can run, and control workers.

Refer to the following sections for details:

Viewing workers and their roles on page 193

Viewing or editing worker properties on page 194

Controlling workers on page 198

Use the Tuning tab to control how many worker jobs can connect to a server at one time.

Refer to Tuning worker server job access to servers on page 200 for more details.

Viewing workers and their roles 193

Configuring Worker Servers

Viewing workers and their roles To view the list of workers, and their roles if already assigned:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

The results pane lists information about each worker server currently registered in the EMC SourceOne system.

The Roles column displays the types of jobs (activities) that have been assigned to each worker.

Figure 39 Viewing workers and roles

To assign types of jobs (activities) to a worker, refer to Viewing or editing worker properties on page 194.

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Viewing or editing worker properties To view or edit the properties of a worker server:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

4. Select the worker in the list.

5. Select Action > Properties.

The Server Properties dialog box opens.

Figure 40 Server Properties (worker roles)

6. To edit worker properties, refer to:

Specifying types and numbers of jobs for a worker on page 195

Specifying the polling time interval for a worker on page 197

Viewing or editing worker properties 195

Configuring Worker Servers

Specifying types and numbers of jobs for a worker

Job types In the first column of the Server Properties dialog box, the selected check boxes indicate the types of jobs (activities) that the worker is allowed to run. The job types that are available depend on the EMC SourceOne components that you have installed, such as Email Management, EMC SourceOne for Microsoft SharePoint, EMC SourceOne for File Systems, or Discovery Manager.

EMC SourceOne for Microsoft SharePoint has one job type: SharePoint Archive.

EMC SourceOne for File Systems has three job types:

File Archive - Historical

File Delete - Historical

File Restore - Historical

For descriptions of email management activity types, refer to Chapter 15, Configuring Email Management Activities.

The following job types do not have corresponding activities in the Activity wizard, because they are performed directly by users in EMC SourceOne Search or Discovery Manager:

Delete A user deletes messages using EMC SourceOne Search.

Export A user copies or restores messages to a folder using EMC SourceOne Search or copies messages to a hold folder in Discovery Manager.

Export Discovery Manager A user exports messages from Discovery Manager.

Query A user performs a search in EMC SourceOne Search.

Query Discovery Manager A Discovery Manager user performs a search in Discovery Manager.

Job limit The Job Limit column indicates the maximum number of jobs of each type that the worker may run simultaneously. The default is 4 jobs.

Procedure To specify the types of jobs (activities), and maximum number of jobs a worker may run simultaneously:

1. Access the General tab in the Server Properties dialog box, as described in Viewing or editing worker properties on page 194.

2. For each job type, do one of the following steps:

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To allow the worker to run jobs of this type, select the check box next to the job type.

To prevent the worker from running jobs of this type, clear the check box next to the job type.

3. To specify the maximum number of jobs that a worker may run simultaneously for a job type:

a. Do one of the following steps:

Double-click the number in the Job Limit column. Click the task name to highlight the line, then click Set

Limit. The Server Job Limits dialog box opens.

b. In the Instance limit field, either edit the value directly or click the increment/decrement buttons.

Valid values are integers in the range 1 - 25.

(Deselecting the check box for a job type is equivalent to an Instance limit of 0.)

Figure 41 Figure 3-31 Server Job Limits

c. Click OK to close the Server Job Limits dialog box.

4. To change the poll time limit, refer to Specifying the polling time interval for a worker on page 197.

5. Click OK to save your changes and to close the Server Properties dialog box.

Viewing or editing worker properties 197

Configuring Worker Servers

Specifying the polling time interval for a worker The Polling time interval field indicates how often the Job Dispatcher polls the worker for jobs, in seconds.

For workers with the Search role, the default is 2 seconds. This short polling interval provides better responsiveness to client applications (Search, Discovery Manager) that issue real-time interactive queries to the system through jobs.

For other workers, the default is 10 seconds.

You can edit the Polling time interval if necessary to improve performance or responsiveness.

The minimum value for the Polling time interval field is 2 seconds. The maximum value is 10 seconds.

Considerations and recommendations

Consider the effects of the polling time on traffic and responsiveness:

A low polling time value increases traffic, but improves responsiveness.

A high polling time value decreases traffic, but also decreases responsiveness.

If multiple roles (including Search) are configured on a worker, specify the shortest polling interval.

For example, assume WorkerA has the Delete, Export, and Query (Search) roles assigned to it. If these roles were on separate workers, the default polling time values for each worker would be 10 seconds, 10 seconds, and 2 seconds respectively. You should set the polling time for WorkerA to be that of the Query (Search) role, which is 2 seconds.

Procedure To change the polling time for a worker:

1. Access the General tab in the Server Properties dialog box, as described in Viewing or editing worker properties on page 194.

2. Edit the Polling time interval field by clicking the increment/decrement buttons or by typing the value directly.

3. Click OK to save your changes and to close the Server Properties dialog box.

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Controlling workers You can control a worker server by using actions to change its state.

To control a worker:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

4. Select the worker that you want to control.

5. Select Action > action, where action is one of the options described in the following table.

Note: The available actions vary, depending on the current state of the worker.

Table 20 Controlling worker servers

Action Description Action available when worker is in this state Changes worker state to

Pause Makes the worker temporarily unavailable for starting new jobs. Pauses all currently running jobs on the worker. Use the Backup action to suspend a worker for backup, not the Pause action.

Available, Working Paused

Stop Stops all jobs on the worker. Running jobs stop and do not complete. Makes the worker temporarily unavailable for starting new jobs.

Available, Paused, Working

Off-Duty

Controlling workers 199

Configuring Worker Servers

Note: To view the latest changes, press F5 (Refresh). The list may take a few moments to update.

Start/Resume Resumes the worker so that it can accept jobs. Resumes all paused jobs on the worker.

Paused Working, if jobs were running when the worker was paused

Available, if no jobs were running when the worker was paused

Delete Removes the worker from the list. Unresponsive Removed

Backup Makes the worker temporarily unavailable for starting new jobs, except for search jobs, and prepares the worker for backup. Pauses all currently running jobs on the worker, except for search jobs.

Start/Resume Suspended for Backup

Table 20 Controlling worker servers

Action Description Action available when worker is in this state Changes worker state to

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Tuning worker server job access to servers You use the Tuning tab to control how many worker server jobs can simultaneously connect to a Domino mail server, Exchange mail server or SharePoint server as described in the following sections:

Understanding and using the Tuning tab on page 200

Changing the tuning server limit default value on page 202

Changing the tuning server limit value on page 202

Best practices for changing Tuning tab server limit values on page 203

Understanding and using the Tuning tab You use the Tuning tab to control how many EMC SourceOne jobs can simultaneously connect to your Domino, Exchange, or SharePoint server.

The Tuning tab display is automatically updated with the servers accessed by EMC SourceOne when jobs created by any of the following activities connect to those servers:

Archive - Historical

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook .PST

Shortcut - Historical

Shortcut - User Directed Archive

SharePoint Archive

Update Shortcut - Historical

You display the Tuning tab by doing the following:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Tuning tab. The Tuning tab is displayed.

Tuning worker server job access to servers 201

Configuring Worker Servers

Figure 42 Using the Servers node Tuning tab

The Tuning tab lists the following information about each server displayed:

Server

The unique name of the server.

Type

The type of server. This value will be Domino, Exchange, or SharePoint.

Limit

The total number of EMC SourceOne jobs that can simultaneously connect to the server. The default value is 4. The range for this value is 1 to 100.

You can change the default limit value automatically assigned to any server when it is first added to the Tuning tab display as described in Changing the tuning server limit default value on page 202.

You can also change the limit value assigned to a specific server as described after it has been added to the Tuning tab display as described in Changing the tuning server limit value on page 202.

Current

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The current number of EMC SourceOne jobs that are connecting to the server. The range for this value is 0 to 100, with 0 indicating that no jobs are connected to the server.

Changing the tuning server limit default value By default, all servers that are added to the Tuning tab are initially assigned a default limit value of 4, indicating that a maximum of 4 jobs can connect to the server at one time.

Best practices for changing Tuning tab server limit values on page 203 describes when it is best to change the limit value.

You can change this initial default limit value by doing the following:

1. With the Tuning tab displayed, select Action > Set Default Limit. The Server Limit Default dialog displays.

Figure 43 Tuning tab Server Limit Default dialog

2. Replace the value displayed in the Limit value field with a new value from 1 to 100.

3. Click OK.

Any servers that are added to the Tuning tab after this change will have a limit value set to the value you have entered.

Changing the tuning server limit value By default, all servers that are added to the Tuning tab are assigned a default limit value of 4, indicating that a maximum of 4 jobs can access the server at one time.

Best practices for changing Tuning tab server limit values on page 203 describes when it is best to change the limit value.

Tuning worker server job access to servers 203

Configuring Worker Servers

You can change this default limit value by doing the following:

1. With the Tuning tab displayed, select Action > Set Limit. The Server Limit dialog displays.

Figure 44 Tuning tab Server Limit dialog

2. Replace the value displayed in the Limit value field with a new value from 1 to 100.

3. Click OK.

Any servers that are added to the Tuning tab after this change will have a limit value set to the value you have just entered.

Best practices for changing Tuning tab server limit values Whether you should change the default value for the server limit or default server limit from 4 to some other number, depends on your computing environment.

If the performance of your servers is significantly impacted by the activity jobs connecting to them, you may want to reduce the number of jobs connecting to each these servers by reducing the server limit value as described in Changing the tuning server limit value on page 202.

Note that reducing the number of jobs that can access each server may increase the amount of time it takes for an activity to complete, since it may cause some of the activity jobs to wait to access the server.

You may also want to reduce the default server limit value so that any newly discovered servers get the reduced value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 202.

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If your servers are not impacted by the current number of activity jobs connecting to them, and activities complete in a workable amount of time, there is no need to modify the server limit value.

If the performance of your servers are not impacted by the activity jobs connecting to them, and you want to shorten the time it takes for an activity to complete, you may want to increase the number of jobs connecting to each these servers by increasing the server limit value as described in Changing the tuning server limit value on page 202.

You may also want to increase the default server limit value so that any newly discovered servers get the increased value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 202.

Configuring Applications and Web Services 205

8

Describes how to configure applications and Web services used by EMC SourceOne and is organized as follows:

Introduction ...................................................................................... 206 Editing global settings for applications and Web services......... 207 Editing settings for Retrieval Web service.................................... 209 Editing settings for Shortcut Web service and mobile restore... 210 Editing settings for EMC SourceOne Web Search application .. 215 Editing settings for EMC SourceOne Web Search server ........... 221

Configuring Applications and Web

Services

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Introduction In the EMC SourceOne console, use the Application Configuration node to specify settings for EMC SourceOne applications and Web services.

The Application Configuration node has four subnodes:

Global Settings - Refer to Editing global settings for applications and Web services on page 207.

Retrieval - Refer to Editing settings for Retrieval Web service on page 209.

Universal URL - Refer to Editing settings for Shortcut Web service and mobile restore on page 210.

Web Search - Refer to Editing settings for EMC SourceOne Web Search application on page 215 and Editing settings for EMC SourceOne Web Search server on page 221.

Figure 45 Application Configuration subnodes

Editing global settings for applications and Web services 207

Configuring Applications and Web Services

Editing global settings for applications and Web services To configure global settings for EMC SourceOne applications and Web services:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Click the Global Settings node.

The Global Settings dialog box opens.

Figure 46 Global Settings properties

3. Edit the settings, as described in the following table.

Note: EMC SourceOne Email Management supports the use of an SMTP environment if it is part of an Exchange or Domino mail environment. An SMTP environment without Exchange or Domino is not supported.

4. Apply the changes, as described in Applying changes after editing environments settings on page 208.

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Applying changes after editing environments settings When EMC SourceOne is installed, all supported mail environments displayed in the Global Settings dialog box are enabled by default. Although you can change the supported environments settings to reflect your mail environment (for example, selecting only Microsoft Exchange), the first user who logs in to the EMC SourceOne Search application will see both Microsoft Windows and IBM Lotus Domino as choices in the Log on to: list.

After you change the Supported environments setting in the Global Settings dialog box, or the Default authentication environment setting in the Client Settings tab of the Web Search dialog box (Editing settings for EMC SourceOne Web Search application on page 215), you must perform the following procedure on each web server on which you installed EMC SourceOne Search.

For example, if you deployed four instances of EMC SourceOne Search in a web farm, you must perform the following procedure on each of those four web servers, so that the settings can be saved to the local settings file of each server.

To apply changes:

Table 21 Global Settings properties

Field/option Description Valid range of values Default value

Supported environments Select the mail environments supported at your site. (By default both Exchange and Domino are selected. Clear the check box for the mail environment that is not applicable.) This setting determines whether to use Exchange or Domino to resolve LDAP queries for user permissions on mapped folders. If both mail environments are selected and you run an LDAP query for mapped folder permissions, an error occurs for the invalid mail platform.

IBM Lotus Domino Microsoft Exchange

All checkboxes are selected.

Editing settings for Retrieval Web service 209

Configuring Applications and Web Services

1. Access the EMC SourceOne Search application.

2. Log in using the appropriate login method (Microsoft Windows or IBM Lotus Domino) for your environment.

3. Log out of the Search application.

Subsequent EMC SourceOne Search users will see only the supported environments configured in the Global Settings dialog box.

Note: If you change the supported environments settings in the future, wait at least 10 minutes for the settings to propagate through the system and repeat this procedure.

Editing settings for Retrieval Web service To configure settings for the EMC SourceOne Retrieval Web service:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Click the Retrievalnode.

The Retrieval dialog box opens.

Figure 47 Retrieval properties

3. Edit the settings, as described in the following table.

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4. Apply the changes, as described in Applying changes to Security Group Name on page 210.

Applying changes to Security Group Name After you change the Security group name in the Retrieval dialog box, you must restart the Document Management Service. For example, if you do not restart the Document Management Service, then OWA users cannot access messages that have been shortcut.

Editing settings for Shortcut Web service and mobile restore

About Universal URL The EMC SourceOne Universal URL feature provides a platform-independent mechanism to restore shortcut emails and files.

Email clients such as Microsoft Entourage and OWA Light, and mobile Exchange email clients (such as the Research in Motion Blackberry), use the Universal URL. When a user clicks on a URL link embedded in the body of a shortcut message, the email client starts a Web browser. Refer to Using shortcuts with email clients supported by the Universal URL feature on page 214 for more information.

Table 22 Retrieval properties

Field Description Valid range of values Default value

Security group name

Specifies the Active Directory security group whose members can retrieve messages and documents from the archive. Click Browse to select the EMC SourceOne security group, because that group contains all of the EMC SourceOne service accounts as members.

Note: You do not need to specify the Security group name if you use a single EMC SourceOne service account for all EMC SourceOne services.

The EMC SourceOne security group is described in more detail in the EMC SourceOne Installation Guide.

A valid Active Directory security group.

Blank

Editing settings for Shortcut Web service and mobile restore 211

Configuring Applications and Web Services

Note: In an Exchange environment, delegate users cannot use the universal URL to resolve shortcuts in the delegate mailbox. Delegate users can use Offline Access to resolve the shortcut.

For EMC Source One for File Systems, the Universal URL is required if you want to use the Shortcut files option when you create a File Archive activity.

IMPORTANT! In the External URL field, specify the DNS CNAME alias of the server that is running the SourceOne Mobile Services. Do not specify a fixed IP address or a hostname, because IP addresses and hostnames can change. File shortcuts that have incorrect URL information cannot be updated.

If you do not configure the Universal URL/External URL, you will not be able to create activities to shortcut email or files.

Persistence of configuration

information

Configuration information is cached. The cache is refreshed before any mobile pages load, not just the login page. If the configuration cache has expired, the edited list of restricted extensions takes effect on the next page load.

Certain settings, such as Logon information cookie timeout and Session cookie timeout, are reset when the user logs out and logs in again.

Procedure To configure settings for the EMC SourceOne Universal URL, including mobile restore:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Click the Universal URLnode.

The Universal URL dialog box opens.

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Figure 48 Universal URL properties

3. Edit the settings, as described in the following table.

Table 23 Universal URL properties

Field/option Description Valid range of values Default value

Enable universal URL Enable or disable the URL of the server on which EMC SourceOne Mobile Services is installed for use by external clients.

Note: The other options in the Universal URL dialog box are available only if the Enable universal URL checkbox is selected.

Do one of the following steps: To enable the URL, select

the Enable universal URL check box.

To disable the URL, clear the Enable universal URL check box.

Selected (URL of the Shortcut Web server is enabled.)

External URL In Exchange environments, specify the URL of the server on which EMC SourceOne Mobile Web services is installed for use by external clients.

Note: Use SSL (https).

Format: https://MobileServicesServer.domain.com

Blank

Editing settings for Shortcut Web service and mobile restore 213

Configuring Applications and Web Services

Default restore folder Specify the default mail client folder in which to restore messages.

Do one of the following steps: Select Default Inbox. Select Custom folder,

then type the name of the custom folder.

Note: Do not specify nested folders for a custom folder.

Default Inbox

Restricted extensions (comma delimited)

Lists the file extensions to exclude from retrieval.

When adding extensions, use commas to separate extensions in the list.

See dialog box for list of extensions restricted by default.

Save logon information Specify whether or not users will be able to save logon information as a cookie on their computers.

Do one of the following steps: To allow users to save

logon information, select the Save logon information check box.

To prevent users from saving logon information, clear the Save logon information check box.

Selected (Users can save logon information.)

Logon information cookie timeout (hours)

Specify how long to retain the logon information cookie on users computers.

8 - 720 (hours) (720 hours equals 30 days.)

8 (hours)

Session cookie timeout (minutes)

Specify the number of minutes before a user session times out.

30 - 60 (minutes) 30 (minutes)

Table 23 Universal URL properties (continued)

Field/option Description Valid range of values Default value

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Using shortcuts with email clients supported by the Universal URL feature Email clients supported by the Universal URL, such as Microsoft Entourage and OWA Light, and mobile Exchange email clients (such as the Research in Motion Blackberry), typically rely on a pull mechanism to retrieve messages. Synchronization between mailbox shortcuts and the display of the retrieved shortcut messages in the email client may lag. This lag is caused by having large numbers of cached messages stored locally.

Users may avoid this retrieval and display lag by periodically synchronizing their email client mailbox to reduce their local cache size, if the email client has that capability.

Editing settings for EMC SourceOne Web Search application 215

Configuring Applications and Web Services

Editing settings for EMC SourceOne Web Search application The configuration settings are cached by the Search application, and refreshed for a user at the next login after the cache expires. By default, the cache expiration timeout is 10 minutes.

Note: Your changes to these settings take effect after the web service retrieves an update from the database, which can take up to 20 minutes. Alternately, you can restart IIS using iisreset to force an immediate update.

To configure settings for the EMC SourceOne Web Search application:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Click the Web Search node.

The Web Search dialog box opens.

3. Click the Client Settings tab.

Figure 49 Web Search properties - Client Settings

4. Edit the settings, as described in the following table.

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5. If you changed the Default authentication environment setting, apply the changes, as described in Applying changes after editing environments settings on page 208.

Table 24 Web Search properties - Client Settings

Field/option Description Valid range of values Default value

Maximum results Specify the maximum number of items that can be returned in search results.

10 - 100000 (items) 5000 (items)

User default maximum results

Specify the default maximum number of items that can be returned in search results.

10 - 100000 (items)

Note: This value must be less than or equal to the Maximum results value.

1000 (items)

Restricted extensions (comma delimited)

If an attachments extension matches one in this list, in the Search preview pane: The attachment displays as

a plain text attachment name instead of a clickable link for download.

A warning informs the user that the attachment was blocked for security reasons, and that the attachment can be viewed by opening the native message.

List the file extensions of email attachment types that you do not want users to download through links in the Search preview pane. Use commas to separate extensions in the list.

See dialog box for list of extensions restricted by default.

Default page size Specify the number of items to display per page in search results.

10 - 50 (items) 10 (items)

Default search type Specify the default type of search. The selected type will display in the Search Type field on the Search toolbar, described in the EMC SourceOne Search User Guide.

Administrator All Items My Items My Contributed Items My Files/SharePoint

My Items

Editing settings for EMC SourceOne Web Search application 217

Configuring Applications and Web Services

Default authentication environment

Select the default authentication environment. The selected environment will be the default selection in the Log on to field in the Search logon screen.

Note: Refer to Applying changes after editing environments settings on page 208.

IBM Lotus Domino Microsoft Windows

Microsoft Windows

Application session timeout (minutes)

Specify the number of minutes before a search session times out.

20 - 60 (minutes) 20 (minutes)

Maximum number of saved searches per user

Specify the maximum number of searches that a user can save. This setting affects the Save Search dialog box.

Note: A saved search includes search criteria, not results.

10 - 50 (saved searches) 10 (saved searches)

Enable delegate search Enables/disables delegate searches in SourceOne Search. This setting controls the display of the Search As button in the SourceOne Search toolbar for the following search types: My Items My Contributed Items All Items Delegate search (the Search As button) is never available for the following search types: Administrator My Files/SharePoint

Do one of the following steps: To enable delegate search,

select the Enable delegate search check box.

To disable delegate search, clear the Enable delegate search check box.

Selected (Users can perform delegate searches for the My Items, My Contributed Items, and All Items search types.)

Table 24 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

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Enable web download of ONM Viewer

The EMC ONM Viewer is required to open Lotus Notes messages in search results. You can install it or allow users to download and install it. This setting controls the ability of users to download the ONM Viewer.

Do one of the following steps: To allow users to download

the ONM Viewer, select the Enable web download of ONM Viewer check box. Users are presented with the option to install the ONM Viewer the first time they try to view a Lotus Notes message. Users must have local administrator rights to install the viewer.

To prevent users from downloading the ONM Viewer, clear the Enable web download of ONM Viewer check box. Install the viewer according to the instructions in the EMC SourceOne Installation Guide.

Selected (Users can download the ONM Viewer.)

Enable default date range for Search

An unbounded date search can adversely affect search performance. To improve search performance, you can specify a default date range. Users can override this default in search.

Do one of the following steps: To enable a default date

range, select the Enable default date range for Search check box, then specify the date range in the associated fields. Refer to Specifying a default date range for Search on page 219 for details.

To disable a default date range, clear the Enable default date range for Search check box.

Cleared (A default date range is not specified.)

Table 24 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

Editing settings for EMC SourceOne Web Search application 219

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Specifying a default date range for Search In EMC SourceOne Search, an unbounded date range can cause the search to run for a long time. To improve performance, you can use the Enable default date range for Search option to specify a default sliding date range.

The sliding date range is based on todays date and adjusted according to the amount of time that you specify. You can select from three date ranges:

On or before (todays date)

On or after (todays date)

Between (two dates based on todays date)

Example 1 To exclude the last two weeks, specify On or before2 weeks ago.

Figure 50 Example 1 - On or before

In Search, the amount of time you specified (two weeks) is subtracted from todays date. If todays date is 4/27/2010, users will see the Date field pre-filled to on or before 04/13/10.

Figure 51 Example 1 - Search - On or before

Example 2 To limit search to the previous year (365 days), specify On or after1 year(s) ago.

Figure 52 Example 2 - On or after

In Search, the amount of time you specified (1 year) is subtracted from todays date. If todays date is 4/27/2010, users will see the Date field pre-filled to on or after 04/27/09.

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Figure 53 Example 1 - Search - On or after

Example 3 To limit search to the previous year, excluding the last two weeks, specify Between 2 weeks ago and 1 year(s) ago.

Figure 54 Example 2 - Between

In Search, two Date fields are displayed. If todays date is 4/27/2010, users will see the first Date field pre-filled to on or before 04/13/10 and the second Date field pre-filled to on or after 4/27/09.

Figure 55 Example 1 - Search - Between

Procedure To specify a default date range, in the Client Settings tab of the Web Search dialog box:

1. Select the Enable default date range for Search check box.

2. In the first field, select one of the following options:

On or before

On or after

Between

3. Use the second and third fields to specify the date boundary.

(If you selected the Between option in step 2, the second and third fields define one of the date boundaries.)

a. In the second field, specify the amount of time.

b. In the third field, select the unit of time:

Days Weeks Months Years

Editing settings for EMC SourceOne Web Search server 221

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4. If you selected the Between option in step 2, use the fourth and fifth fields to specify the other date boundary.

5. In the Web Search dialog box, click OK to save your changes.

Editing settings for EMC SourceOne Web Search server To configure settings for the EMC SourceOne Web Search server:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Click the Web Search node.

The Web Search dialog box opens.

3. Click the Server Settings tab.

Figure 56 Web Search properties - Server Settings

4. Edit the settings, as described in the following table.

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Table 25 Web Search properties - Server Settings

Field Description Valid range of values Default value

Limit maximum server results:

Maximum server results

Do one of the following steps: To allow unlimited server results, clear the Limit

maximum server results checkbox. To specify the maximum number of server results,

select the Limit maximum server results checkbox, then specify the maximum number of items in the Maximum server results field.

100 - 100000 (items)

Not selected (Limit maximum server results is clear.) If you select the Limit maximum server results checkbox, then the Maximum server results default is 5000 (items).

Limit search time:

Search timeout (minutes)

Do one of the following: To allow unlimited time for a search, clear the Limit

search time checkbox. To specify a search timeout, select the Limit search

time checkbox, then specify the timeout in the Search timeout field.

10 - 3600 (minutes)

Not selected (Limit search time is clear.) If you select the Limit search time checkbox, then the Search timeout default is 10 (minutes).

Maximum number of days to save results

Specify the maximum number of days to save search results. Search results are automatically saved, along with search criteria, whenever a user logs off. These are restored when the user logs on again.

1 - 30 (days) 7 (days)

Maximum address book entries

Specify the maximum number of address book entries to display in the result list. This option only has an effect when Exchange is selected as a supported environment or when Domino is selected as a supported environment and the Use LDAP for Domino address lookup option is selected. You specify the supported environment on the Global Settings tab of the Application Configuration node. This option has no effect when Domino is selected as a supported environment and the Use LDAP for Domino address lookup option is not selected.

Note: Setting this value to a larger value than the default may impact the time it takes for Search to return the results.

50 - 10,000 (entries)

1000 (entries)

Editing settings for EMC SourceOne Web Search server 223

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IMPORTANT! After you change the Use LDAP for Domino address lookup setting, you must restart the EMC SourceOne worker services and, if you have EMC SourceOne Discovery Manager installed, you must also restart the Discovery Manager client computers.

Use LDAP for Domino address lookup

LDAP Server

This option is displayed only if IBM Lotus Domino is selected as a supported environment on the Global Settings tab of the Application Configuration node. If Use LDAP for Domino address lookup is not selected, Domino address lookup is performed using the native Domino directory capabilities. If Use LDAP for Domino address lookup isselected, it allows the Domino user to use LDAP queries for richer address book searching capabilities and more details in the address book result list. You specify the LDAP server to use in the LDAP Server field. When Use LDAP for Domino address lookup is selected, you specify the source of the address picker used in Search, by performing one of the following tasks: Select a defined LDAP server from the LDAP Server

field list. This list also displays any LDAP servers that were configured during the creation of an activity in the New activity wizard.

Click New to open the LDAP Configuration dialog and define a new LDAP server. LDAP servers that you create here will also display in the New Activity wizard. Refer to Specifying a new LDAP server on page 396 in Chapter 15, Configuring Email Management Activities.

Click Edit to modify an existing LDAP server entry using the LDAP Configuration dialog. Refer to Specifying a new LDAP server on page 396 in Chapter 15, Configuring Email Management Activities, for information on the values you can modify.

None. Blank

Table 25 Web Search properties - Server Settings (continued)

Field Description Valid range of values Default value

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Managing Organizational Policies 225

9

Describes how to manage organizational policies within EMC SourceOne and is organized as follows:

Introduction ...................................................................................... 226 Creating organizational policies .................................................... 227 Editing organizational policies ...................................................... 228 Pausing organizational policies ..................................................... 229 Stopping organizational policies ................................................... 230 Deleting organizational policies .................................................... 230

Managing Organizational Policies

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Introduction To understand how to manage organizational policies within EMC SourceOne, you must first know what a policy is, what an activity is, and how they relate:

A policy is a logical grouping of archiving configurations that you define, based on your business practices.

For example:

For email management you could define a policy for journaling (real-time archiving), and another policy for storage management.

For SharePoint archiving, you could define a separate policy.

A policy contains one or more activities.

In a policy, an activity defines the configuration for a specific combination of task type, activity extensions, and schedule.

For example:

For email management you could create a policy called Archiving for Asia Pacific, which might include two activities: Journaling for Asia Pacific and Historical Archive (Japan).

For SharePoint archiving, you could create a policy called SharePoint Archiving, which might include several activities, each of which archives content from a different SharePoint site.

Creating organizational policies 227

Managing Organizational Policies

Creating organizational policies To create an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

The Organizational Policies area lists existing policies, if any. Expand the policy to see the activities it contains.

Figure 57 Organizational policies

2. Select Action > New Policy.

3. In the New Policywizard:

a. In the Name field, type a name for the new policy.

You can reuse names of previously deleted policies.

b. In the Description field, type a description.

c. Click Finish.

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Figure 58 New Policy wizard

4. Add activities to the policy. Refer to:

Chapter 15, Configuring Email Management Activities.

Chapter 22, Configuring Archive Search for SharePoint.

Editing organizational policies To change the description of an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to edit.

3. Select Action > Edit Policy.

4. In the Edit Policy wizard, edit the description.

Note: Do not rename a policy. Although the Name field is editable, problems can occur if you edit the name.

Pausing organizational policies 229

Managing Organizational Policies

Figure 59 Edit Policy wizard

5. Click Finish.

Pausing organizational policies To pause an organizational policy and all its activities:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to suspend.

3. Select Action > Pause.

In the Organizational Policies area, the status of the policy (and all associated activities) changes from Active to Paused.

To resume a paused policy:

1. Select the policy.

2. Select Action > Resume.

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Stopping organizational policies To stop an organizational policy and all its activities:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to stop.

3. Select Action > Stop.

In the Organizational Policies area, the status of the policy (and all associated activities) changes from Active to User Terminated.

To resume a stopped policy:

1. Select the policy.

2. Select Action > Resume.

Deleting organizational policies To delete an organizational policy, and all of its activities and rules:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area, select the policy you want to delete.

3. Select Action > Delete Policy.

4. At the Are you sure you want to delete the selected policy? prompt, click Yes.

Managing Jobs 231

10

Describes how to configure and manage jobs created using EMC SourceOne, and is organized as follows:

About creating jobs .......................................................................... 232 Viewing the list of jobs .................................................................... 232 Refreshing a view............................................................................. 235 Delay in start of Journaling jobs .................................................... 235 Adjusting job list when display limit is reached ......................... 236 Specifying maximum number of jobs to display......................... 236 Viewing job details........................................................................... 237 Using a different job view............................................................... 239 Customizing a job view................................................................... 240 Controlling jobs ................................................................................ 253

Managing Jobs

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About creating jobs You do not create jobs directly. Jobs are generated automatically from tasks, according to the criteria you specify in policies and activities.

Viewing the list of jobs To view a list of jobs, in the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

The results pane lists information about jobs. The default view is the Active jobs view.

The following example shows the All jobs view.

Figure 60 List of jobs

Refer to the following topics:

Job columns on page 233

Job status icons on page 234

Refreshing a view on page 235

Viewing job details on page 237

Using a different job view on page 239

Viewing the list of jobs 233

Managing Jobs

Customizing a job view on page 240

If SharePoint Archiving is installed, then the SharePoint Archive activity/job type is displayed in job information.

If EMC SourceOne Discovery Manager is installed, then additional activities/job types are displayed in job information, with the following prefixes:

DM_Search - Discovery Manager search activity

DM_Hold - Message hold activity

DM_Export - Export items from a matter activity

DM_Delete - Delete items activity

Job columns Table 26 on page 233 describes the columns that can be displayed for jobs.

Note: The current view determines the columns that are displayed, as described in Table 28 on page 239. To add columns to any view, refer to Adding or removing columns in a view on page 240.

Table 26 Available job columns

Column Description

Icon Indicates the status of the job. Refer to Job status icons on page 234.

Activity ID Number that uniquely identifies the activity in the database.

Activity Name Name of the activity that generated the job.

Activity State Status of the activity that generated the job (Active, Paused, or Suspended.).

End Time Date and time at which the job finished.

Job ID Number that uniquely identifies the job in the database.

Job State Status of the job, corresponding to the icon displayed in the first column. Refer to Job status icons on page 234. To control job states, refer to Controlling jobs on page 253.

Last Active The date and time on which the job was last active.

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Job status icons The icon in the first column in the jobs list indicates the state of the job.

Parent ID The ID of the parent job. To make it easier to distinguish each days run, group by Activity Name, then ParentID. This groups all child jobs associated with a ParentID, including the parent job.

Policy ID Number that uniquely identifies the policy in the database.

Policy Name Name of the policy containing the activity that generated the job.

Policy State Status of the policy (Active, Paused, or Suspended).

Start Time Date and time at which the job started.

Task ID Number that uniquely identifies the task in the database.

Task State Status of the task associated with the job.

Task Type Name of the task type, such as Journaling, Mailbox Management, or SharePoint Archive. EMC SourceOne Search also generates jobs, identified by the task types Query and Restore.

Worker Name Name of the worker machine that claimed the job.

Table 26 Available job columns (continued)

Column Description

Table 27 Status icon

Status icon Description

Active - Normal, running job.

Finished - Normal, completed job.

Failed, stopped, or incomplete.

Refreshing a view 235

Managing Jobs

Some icons may indicate more than one state. For example, the failed/stopped icon indicates any of the terminated states. To display more specific states, add the Status column as described in Adding or removing columns in a view on page 240.

For details about job states, refer to Table 32 on page 249.

To change job states, refer to Controlling jobs on page 253.

Refreshing a view To update the list of jobs and view the latest changes, select Action > Refresh, or press F5. The list may take a few moments to refresh.

Delay in start of Journaling jobs Journaling jobs may take several minutes to start.

Data sources and journaling mailboxes are resolved and synchronized daily. Five minutes are added to the start time:

To prevent the scheduled start time from occurring before an activity is saved to the database.

To allow time for the parent job to be created.

It takes a few minutes to resolve the journaling mailboxes. Finally, the child jobs are created.

Needs attention - Job has not been picked up by a worker, and processing is falling behind.

Suspended - Normal, but paused. The job can be resumed.

Status unknown.

Table 27 Status icon

Status icon Description

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Adjusting job list when display limit is reached By default, up to 1,000 jobs are displayed. If the number of jobs exceeds the maximum display limit for the view, the following message and links appears at the top of the job list:

Figure 61 Job List - Links to properties and filter

To change the number of jobs displayed, click the maximum number of rows link, and refer to Specifying maximum number of jobs to display on page 236.

To filter the job list, click the filter link, and refer to Filtering jobs in a view on page 243.

Specifying maximum number of jobs to display By default, up to 1,000 jobs are displayed.

To change the maximum number of jobs displayed in the job list:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Maximum Rows Displayed.

The Maximum Rows Displayed dialog box opens.

Figure 62 Maximum Rows Displayed dialog box

3. Enter the maximum number of jobs to display, in the range 1 to 99,999.

4. Click OK.

Viewing job details 237

Managing Jobs

Viewing job details You can use the preview pane below the list of jobs to view details about a job:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. If the preview pane is not visible below the jobs list, select Action > Show Preview Pane.

3. Select the job in the job list.

Details about the job appear in the preview pane below the list of jobs.

Figure 63 Example: job details in the preview pane

Using the information in the preview pane, you can:

Go to the policy and activity that generated the job by clicking the link next to the Parent activity label in the preview pane.

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Review other information about the job including the data sources associated with the job. To determine the number of data sources associated with a job, follow the procedure described in Determining number of data sources associated with a job on page 238.

Note: By design, messages that fail during journaling because they are corrupt will not be processed. The detailed log will contain entries for the corrupt messages. Corrupt messages are not added to the Number of failed items processed shown in the job details for the activity.

Determining number of data sources associated with a job You can review the Total number of Data sources value on the job detail page to determine the number of data sources (typically mailboxes) associated with a particular job. The information displayed by the Total number of Data sources field differs depending on whether the job is a parent job or a child job (child jobs are jobs created to perform the work of a parent job):

For parent jobs

The value in the Total number of Data sources field is the total number of data sources associated with all of the child jobs of the selected parent job.

The value in the Data source(s) field is empty; to see all data sources associated with the parent job, review the Data source(s) field for all of the child jobs of the selected parent job.

For child jobs

The value in the Total number of Data sources field is the number of data sources associated with the selected child job.

The Data source(s) field lists all the data sources associated with the selected child job.

Using a different job view 239

Managing Jobs

Using a different job view The default view is the active jobs view.

To use a different view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select a view.

Refer to Table 28 on page 239 for a description of each view.

4. To customize a view, refer to Customizing a job view on page 240.

Table 28 Available job views

View Columns Sort order Default filter

Active Jobs Icon Job ID Start Time Activity Name Policy Name

Start time Filters out all non-active job states.

All Jobs Icon Job ID Start Time End Time

Start time No filter

All Jobs by Worker

Group by Worker Name, then: Icon Job ID Start Time Activity State Policy State

Worker, then Start time

No filter

Failed Jobs Icon Job ID Worker Name Job State

Start time (not in view)

"Status" "Does not contain" "Success"

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Customizing a job view To customize the current view, refer to the following topics:

About view persistence on page 240

Adding or removing columns in a view on page 240

Changing the order of columns in a view on page 241

Changing sort order in a column on page 242

Grouping jobs by column on page 242

Filtering jobs in a view on page 243

Managing custom views on page 250

Resetting a view on page 252

About view persistence The changes that you make to a view will persist across sessions.

The following properties of each customized view are saved automatically to the registry:

Columns and column order

Group-by column

Filter settings

Persistence is maintained per user, per view. Multiple users can customize the same view. Users see only their own customized views. Users cannot see each others customized views. View persistence is machine-specific and does not roam.

Adding or removing columns in a view To add or remove columns in a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view in which you want to add or remove columns.

4. Select Action > View > Add/Remove Columns.

Customizing a job view 241

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The Choose Columns dialog box appears.

Figure 64 Choose Columns dialog box

5. To add a column, select the check box next to that column.

Refer to Table 26 on page 233 for descriptions of the columns.

6. To remove a column, clear the checkbox next to that column.

Note: Non-indexed columns are not included in the default views. You can add non-indexed columns to views. However, sorting or grouping on a non-indexed column causes the view to render more slowly.

Changing the order of columns in a view To change the order of columns in a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Drag the column header left or right to a new location. Red arrows indicate where to drop the column header.

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Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Click on the header of the column you want to toggle.

Grouping jobs by column You can organize the display of jobs based on a specific column.

To group jobs by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Select Action > Enable Grouping.

5. Drag-and-drop the column to the indicated area above the jobs list.

Figure 65 Group by column prompt

The jobs are now grouped under expandable rows, similar to a tree pane.

Customizing a job view 243

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Figure 66 Group by column (task type)

To undo the group by column, select Action > Disable Grouping.

Filtering jobs in a view To refine the information displayed in a view, you can create a filter. You can create one filter for each view.

In the Actions pane, the label (Applied) next to the Filter option indicates that a filter is already applied to a view.

To filter the list of jobs in the current view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to filter.

4. Select Action > Filter.

The Filter dialog box appears.

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Figure 67 Filter dialog box

5. In the Column field, select the name of the column on which you want to filter.

6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in step 5. Refer to:

Specifying conditions for string data on page 245

Specifying conditions for numeric data on page 245

Specifying conditions for states on page 246

Specifying conditions for time data on page 246

7. In the Value field, enter or select a value appropriate for the column and the condition.

Depending on the condition you selected in step 6, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

9. To add another criterion to the list, repeat step 5 through step 8.

The criteria are ANDed.

Customizing a job view 245

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You can use the same column more than once in a filter. For example, you would use the Start Time column twice to specify a date-time range. Refer to Between two dates on page 247.

10. To remove entries from the criteria list, do one of the following:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

For an example, refer to Example: Filtering on activity type on page 247.

Specifying conditions for string data Table 29 on page 245 describes the conditions available for columns that display string data.

Specifying conditions for numeric data Table 30 on page 245 describes the conditions available for columns that display numeric data.

Table 29 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

Table 30 Conditions for numeric data

Condition Description

Is Equal To Includes only numeric data that exactly matches the number you specify in the Value field.

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Specifying conditions for states For state data:

Two conditions are available: Is Equal To and Is Not Equal To.

Select a state in the Value field.

Refer to Job states on page 248 for descriptions of job states.

Specifying conditions for time data You can filter jobs by specifying a date or date range, and the time, using the conditions described in Table 31 on page 246.

Is Not Equal To Includes only numeric data that does not match the number you specify in the Value field.

Is Less Than Or Equal To

Includes only numeric data that is less than or equal to the number you specify in the Value field.

Is Greater Than Or Equal To

Includes only numeric data that is greater than or equal to the number you specify in the Value field.

Table 30 Conditions for numeric data (continued)

Condition Description

Table 31 Conditions for time data

Condition Description

On Or Before 1. Select this condition to specify a "less than or equals" (<=) date-time. For example, selecting this condition for the Start Time column will filter jobs that were started on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

On Or After 1. Select this condition to specify a "greater than or equals" (>=) date-time. For example, selecting this condition for the Start Time column will filter jobs that were started on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

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Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 247.

Between two dates To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters jobs that started between May 5, 2007 and August 22, 2007:

Start Time On or after 05/05/2007 Start Time On or before 08/22/2007

Example: Filtering on activity type To filter on activity type, use the Task Type column.

This is useful when you want to view only one type of activity, or you want to exclude specific activity types. For example, you can exclude user searches and exports.

In the Filter dialog box:

1. In the Column field, select Task Type.

2. In the Condition field, select the appropriate condition:

To display only a one task type, select the Is Equal To condition.

To exclude a task type, select the Is Not Equal To condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

Table 31 Conditions for time data (continued)

Condition Description

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Figure 68 Filter on Task Type - Conditions

3. In the Value field, select the task type.

Figure 69 Filter on Task Type - Value

4. Click Add.

5. To add another criterion to the list, repeat this procedure.

The criteria are ANDed.

For example, to filter out all user Search jobs:

Column = Task Type

Condition = Is Not Equal

Value = Query

Figure 70 Example - Filter out user searches

Job states Table 32 on page 249 describes the job states available for the Status column.

Customizing a job view 249

Managing Jobs

Note: When a child job is in any state other than successful completion (except Taken, Available, Active, Suspended, or Waiting for Resource), the parent job is marked as failed.

To change the state of a job, refer to Controlling jobs on page 253.

Table 32 Job states

Job State Description

Active A worker is currently processing the job.

Available Job was generated and is available for a worker to pick it up and begin processing it.

Completed Job finished. This state does not imply success or failure.

Dispatcher Terminated

Job was instructed to terminate itself by Job Dispatcher but was unable to, so Job Dispatcher forcibly terminated the job.

Expired Job was never dispatched, because the Job Dispatcher became aware of the job after the jobs end time had passed.

Failed Job never ran or failed to run.

Incomplete Job did not complete within the time allotted for it to run.

Self Terminated Job was instructed to terminate itself by Job Dispatcher and did so successfully.

Suspended Job was paused by an administrator. It can be resumed.

Taken Job was picked up by a worker, and the worker is preparing to start it, but the activity component has not started work yet.

Unknown Job is in an undefined state.

User Terminated Job was stopped by an administrator using the EMC SourceOne console.

Waiting for Resource

Job is waiting for a worker to become available.

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Managing custom views Refer to the following sections for information on how to manage a custom view:

Saving a custom view on page 250

Opening a custom view on page 250

Renaming a custom view on page 251

Deleting a custom view on page 251

Saving a custom view To save the changes you made to the current view:

1. Select Action > Current View > Save As.

2. In the Custom Views - Save As dialog box, type a name for the custom view, then click OK.

Figure 71 Custom Views - Save As

The name of the custom view is added to the Action > Current View menu. The Current View menu lists the names of the five most recently used custom views.

Opening a custom view To open a saved custom view:

1. Select Action > Current View > Custom Views.

2. In the Custom Views dialog box, select a custom view, then click Open.

Customizing a job view 251

Managing Jobs

Figure 72 Custom Views

Alternatively, select Action > Current View > name of custom view. The Current View menu lists the names of the five most recently used custom views.

Renaming a custom view To rename a custom view:

1. Select Action > Current View > Custom Views.

2. In the Custom Views dialog box, select a custom view, then right-click and select Rename.

Figure 73 Custom Views - Rename

3. Edit the name of the custom view.

Deleting a custom view To delete one or more custom views:

1. Select Action > Current View > Custom Views.

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2. In the Custom Views dialog box, select the views, then right-click and select Delete.

Figure 74 Custom Views - Delete

Resetting a view Resetting a view cancels all changes you made to the current view, and changes it to the default view.

Note: Reset View only works while you are still in the view. If you make changes to a view, select another view, and come back to the view you changed, you will still see your changes after using Reset View.

To reset a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to reset.

4. Select Action > Reset View.

Controlling jobs 253

Managing Jobs

Controlling jobs Refer to the following topics:

Overview: controlling jobs on page 253

Procedure: controlling jobs on page 254

Overview: controlling jobs Refer to the following topics:

Active and inactive jobs on page 253

About changing job states on page 253

Procedure: controlling jobs on page 254

Active and inactive jobs You can change the state of an active job. You cannot change the state of an inactive job.

About changing job states Use the following actions to control a selected, active job:

Stop

Pause

Resume

For descriptions of the job states, refer to Job states on page 248.

Figure 75 on page 254 illustrates the state changes. Unlabeled arrows represent changes made by the EMC SourceOne system.

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Figure 75 Controlling job states

Procedure: controlling jobs To control a job:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. In the job list, select the job(s) you want to control.

IncompleteActiveTaken

Suspended

User- terminated

Unknown

Available

Expired

Completed

Failed

Self-terminated

Dispatcher- terminated

GEN-000050

Resume

Suspend Suspend

Stop Stop

Stop

Controlling jobs 255

Managing Jobs

To select more than one job, refer to Table 33 on page 255.

When you select multiple jobs, the Stop, Pause, or Resume action is enabled if at least one job in the selection is eligible for the action. The action is applied only to the eligible jobs in the selection.

3. Select Action, then select the action you want to apply to the selected job(s), as described in Table 34 on page 255.

The available actions vary, depending on the current state of the job.

4. To update the list of jobs and view the latest changes, press F5 or select Action > Refresh. The list may take a few moments to refresh.

Table 33 Selecting multiple jobs

To select Use this key/mouse combination

Single job Click

Multiple non-contiguous jobs Ctrl-Click

Multiple contiguous jobs (range) Shift-Click

From current selection to end of list Ctrl-Shift-End

From current selection to top of list Ctrl-Shift-Home

Table 34 Controlling Jobs

Action Description Action is available when job is in this state

Changes job state to

Stop Terminates the currently executing job. The job does not complete.

Active, Available, Paused User Terminated

Pause Temporarily suspends the currently executing job. The job may be resumed later.

Active, Available Paused

Resume Reactivates a paused job. The job continues executing from the point at which it was paused.

Paused Active

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Using Job Logs 257

11

Describes how to enable and use job logs using EMC SourceOne and is organized as follows:

Introduction to job logs ................................................................... 258 Enabling and disabling job logging............................................... 259 Viewing job logs ............................................................................... 260 Where to find job logs ..................................................................... 260 Understanding information in the job log.................................... 261 Computing mailbox reduction from email activities.................. 265

Using Job Logs

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Introduction to job logs Certain activities allow you to create log files that contain more information about the content processing performed by jobs. This information is more detailed than the summary information displayed by the Job Details area for that job.

This more detailed information is useful in understanding how content is processed by the job. And if you encounter problems in processing, may be useful in detecting and correcting such problems.

It is important to note that a single activity may create multiple jobs, and each job will have their own job log.

The following sections provide more detail on enabling and using job logs.

Enabling and disabling job logging on page 259

Viewing job logs on page 260

Where to find job logs on page 260

Understanding information in the job log on page 261

Computing mailbox reduction from email activities on page 265

Enabling and disabling job logging 259

Using Job Logs

Enabling and disabling job logging To enable the creation of job logs, select the Enable Detailed Logging option on the Activity Name page for the activities which support this option:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

File Archive - Historical

File Delete - Historical

File Restore - Historical

Migrate - Microsoft Office Outlook .PST

SharePoint Archive

Shortcut - Historical

Shortcut - User Directed Archive

Update Shortcut - Historical

You should generally not have the creation of job logs enabled since collecting this data consumes some system resources. You should enable it only when you need detailed information about the message processing for that job.

To disable the creation of job logs, click the Enable Detailed Logging option so that it is no longer selected on the Activity Name page.

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Viewing job logs You can view job log information by doing the following:

1. Select the job about which you want to view log information by using the EMC SourceOne console and navigating to the Job Management node.

2. Select the job from the job list displayed in the Preview pane. If the preview pane is not visible below the job list, select Action > Show Preview Pane.

3. In the Jobs Detail area, select the For more detailed job information, click here link. The log file will display.

If the link is not displayed, job logging was not enabled for this job. Refer to Chapter 10, Managing Jobs, for more information on how to manage jobs and use the Job Details area.

Where to find job logs Job log messages are written to files in the job logging directory specified during installation of the worker. By default, this directory is:

mapped-network-drive:\EMC SourceOne\JobLogs\

The EMC SourceOne Installation Guide describes setting the job log file directory during the installation process.

The log file name is formed by taking the job identifier, expressed in hexadecimal, and prefixing it to the name DETMSG and then adding the .log file extension. For example, the log file for the job with the identifier 123456 would be 1E240DETMSG.log. Note that the job identifier is expressed as a decimal number in the EMC SourceOne console.

Understanding information in the job log 261

Using Job Logs

Understanding information in the job log Each job log file has three separate sections:

The top section contains job initialization information and is described in Understanding job initialization information on page 261.

The middle section contains job processing information and is described in Understanding job processing information on page 262.

The final section contains job summary information and is described in Understanding job summary information on page 264.

Understanding job initialization information The initialization information for a job is very similar for all jobs and contains:

The job number and when it started.

Whether the input provider could be successfully accessed.

The container processed.

The size of the container before beginning the job processing.

Example 1 on page 261 shows the initialization information for an Archive - Historical activity job used to archive mail from a Domino mail server.

Example 1 Job initialization information in an Archive - Historical job log

Mailbox operations Job: 101 started at Saturday, 26 July 2008 12:16:11. Folders to Process: Input provider 'ExNotesProvider.CoExNotesProvider' is successfully initialized.

Processing Mail Container: Alana N Raysor/QAE5 (CN=Alana N Raysor/O=QAE5) Mailbox size before archiving messages: 18.63MB

Processing Folder: (Mail Threads), Type: 32768 Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04

.

.

.

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Understanding job processing information The processing information for a job is very similar for all jobs and contains:

The name of the container being processed.

The content in the container that was processed and how it was processed.

Summary information about the processing of each container.

Example 2 on page 263 shows an example of an Archive - Historical activity job used to archive mail from a Domino mail server. Examples for an Exchange mail server or a SharePoint server would be similar.

In Example 2 on page 263 the following messages are shown:

The name of the mail folder being processed. The log shows that the Mail Threads folder was being processed:

Processing Folder: (Mail Threads), Type: 32768

The messages in the folder that are being processed and how they are processed. The log in Example 2 on page 263 indicates that a message was archived from the mailbox:

Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04

In another log file, the following message indicates that a message was shortcut:

Shortcut ->MsgId: 48AC54EB539F61A89DA85A342B13F12321372B6ED3BC165300, Subject: Multi WMF Images Date: 2007-12-07T17:31:23

In another log file, the following message indicates that a message was deleted:

Delete -> MsgId: N/A, Subject: What is the form of a draft message Date: 2008-07-31T22:14:51 Message deleted. Subject: What is the form of a draft message, Date: 2008-07-31T22:14:51

After the processing for each mailbox is completed, summary information for that mailbox is displayed before processing begins on the next mailbox. The summary information for the Mail Threads mailbox is shown in the following log:

Understanding information in the job log 263

Using Job Logs

Mailbox size after archiving messages: 19.13MB Job(101) -> Total messages processed: 38 Size: 5.63 MB

Although not shown in Example 2 on page 263, any errors encountered during processing would also be listed with the job processing messages.

In the following log, a message about the successful creation of a message shortcut is followed by an unsuccessful attempt to create a message shortcut:

Shortcut ->MsgId: 47A0B8B0BD3F5CFD331DC7ED391DC56EEABFF5DFB88D566500, Subject: Fw: Message 10 Date: 2007-05-21T17:49:38 Shortcutting message failed. MsgId: 47A0B92F9C0FC5E425DA6069AF272E14DA102EE84F7D069400, Subject: Message 15 Date: 2007-05-21T17:51:44

Example 2 Job processing information in an Archive - Historical job log

.

.

. Processing Folder: (Mail Threads), Type: 32768 Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04 Archive ->MsgId: 47A0BF521BC2421267D06CD5E6FF8516ACC0C087E115538F00, Subject: Message 17 Date: 2007-05-21T18:17:55 Archive ->MsgId: 47A0B4F8083E0F5D78B1AC786A899A47B25EB8FBDAEB1AA500, Subject: message 9 Date: 2007-05-21T17:33:44 Archive ->MsgId: 47A0B561CFCD33D52DF4C1ABEFD58BCF1E9A448B2AC8360B00, Subject: Message 10 Date: 2007-05-21T17:35:31 Archive ->MsgId: 47A0B9E0DC2E31FB3AC130ADC08217375A0442D0C3D8BA5100, 88BF9308DC055BAA724200, Subject: New Todo 5 Date: 2008-07-26T15:22:09 Archive ->MsgId: 49E358A1704EDA92098A2DDE7B052816F9EE21A11CE253B000, Subject: New Todo 3 Date: 2008-07-26T15:22:09 Processing Folder: ($All), Type: 262144 Processing Folder: ($Calendar), Type: 1 Processing Folder: ($Contacts), Type: 2 Processing Folder: ($Drafts), Type: 8 Mailbox size after archiving messages: 19.13MB Job(101) -> Total messages processed: 38 Size: 5.63 MB . . .

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Understanding job summary information The summary information for a job contains similar information for all jobs. Example 3 on page 264 shows summary information for an Archive - Historical activity job used to archive mail from a Domino mail server. The job summary information lists:

The size of the container after processing the content.

In Example 3 on page 264, the log shows that the mailbox size was 3.26 MB after being processed:

Mailbox size after archiving messages: 3.26MB

The total number of pieces of content processed by the job and their total size.

In Example 3 on page 264, the log file indicates that job 175 processed a total of 6 messages with a total size of 3.25 MB.

Job(175) -> Total messages processed: 6 Size: 3.25 MB

The number of containers processed and the number of pieces of content in those containers that were processed.

In Example 3 on page 264, the log file indicates that 2 mail containers (mailboxes) were processed.

Total mail containers: 2

Example 3 Job summary information in an Archive - Historical job log

.

.

. Mailbox size after archiving messages: 3.26MB Job(175) -> Total messages processed: 6 Size: 3.25 MB Total mail containers: 2 Total messages processed: 6 Size: 3.25 MB

Computing mailbox reduction from email activities 265

Using Job Logs

Computing mailbox reduction from email activities The following activities can create jobs which reduce the amount of storage used by a mailbox:

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook .PST

Shortcut - Historical

Shortcut - User Directed Archive

You can determine how much storage was reduced for a mailbox by analyzing the job log for the job that processed that mailbox and comparing the size of the mailbox before and after processing. Using Example 4 on page 265 as an example, do the following:

1. Locate the log message listing the size of the mailbox before processing.

Mailbox size before archiving messages: 17.34MB

2. Locate the log message listing the size of the mailbox after processing.

Mailbox size after archiving messages: 17.05MB

3. Subtract one from the other. In this example, 17.34 - 17.05 indicates that 0.29 MB were saved by the message deletions.

Example 4 Job log from a Delete - Historical activity

Mailbox operations Job: 212 started at Thursday, 31 July 2008 18:20:29.

Folders to Process: Input provider 'ExNotesProvider.CoExNotesProvider' is successfully initialized.

Processing Mail Container: Alana N Raysor/QAE5 (CN=Alana N Raysor/O=QAE5) Mailbox size before archiving messages: 17.34MB

Processing Folder: ($Calendar), Type: 1 Processing Folder: ($Drafts), Type: 8

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Delete -> MsgId: N/A, Subject: What is the form of a draft message Date: 2008-07-31T22:14:51

Message deleted. Subject: What is the form of a draft message, Date: 2008-07-31T22:14:51 Processing Folder: ($Inbox), Type: 16 Processing Folder: ($JunkMail), Type: 1024 Processing Folder: ($Sent), Type: 256

Delete -> MsgId: N/A, Subject: Delivery Failure Report message Date: 2008-07-31T22:14:51

Message deleted. Subject: Delivery Failure Report message, Date: 2008-07-31T22:14:51

Delete -> MsgId: N/A, Subject: A message for Ted to Reply to Date: 2008-07-31T22:14:51

Delete -> MsgId: N/A, Subject: A 2nd message for Ted to Reply to that has attachment Date: 2008-07-31T22:14:52

Message deleted. Subject: A 2nd message for Ted to Reply to that has attachment, Date: 2008-07-31T22:14:52

Message deleted. Subject: A message for Ted to Reply to , Date: 2008-07-31T22:14:51 Processing Folder: ($SoftDeletions), Type: 270340 Processing Folder: ($ToDo), Type: 512 Processing Folder: ($Trash), Type: 4Certain

Mailbox size after archiving messages: 17.05MB Job(212) -> Total messages processed: 4 Size: 0.00 MB Total mail containers: 0 Total messages processed: 4 Size: 0.00 MB

Common and Email-specific Best Practices 267

12

Describes selected best practices for using EMC SourceOne.

Best practices that apply to email, SharePoint, or file content are described first, followed by email-specific best practices.

The following are common best practices for use with all content types.

Common: best practices for data retention and disposal........... 268 Common: optimization of index performance by the Native

Archive.............................................................................................. 272 Common: optimizing network usage by the Native Archive for

small installations............................................................................ 271 Common: be aware of interaction between EMC SourceOne tasks

and other scheduled tasks.............................................................. 276 The following are best practices for use only with email content.

Best practices for using rules in email activities.......................... 277 Best practices for tuning job access to mail servers .................... 278 Best practices in email identity management .............................. 279 When best to use LDAP queries to select data sources .............. 283 Best practices for deploying shortcuts .......................................... 288 Understanding historical archiving from Sent or Sent Items .... 296

Common and Email-specific Best

Practices

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Common: best practices for data retention and disposal EMC SourceOne supports the retention and disposal of data it archives. Review the following best practices for data retention and disposal with EMC SourceOne.

Apply your organizations policies for retention and disposal to EMC SourceOne data on page 268

Understanding how deletions occur and affect performance on page 268

Be aware of interactions of multiple retention settings on data on page 269

Apply your organizations policies for retention and disposal to EMC SourceOne data

Some organizations require that data, such as the content archived by EMC SourceOne, be retained for a period of time and then disposed of after that time. Review your organizations policies for the retention and disposal of data before setting these options in EMC SourceOne since these policies will have a direct effect on how you configure EMC SourceOne.

You configure data retention and disposal options as described in Retaining and disposing of archived data on page 134.

Understanding how deletions occur and affect performance Data can be deleted from the archive by deleting a month of data, or by disposing of the data manually or automatically. When you dispose of data from the archive, you delete data from the following locations:

Archived data is deleted from the archive storage location, if possible. Some storage devices may be configured to restrict data deletions.

Metadata associated with the archived data is deleted from the SQL database.

Indexes associated with the data are deleted from the index storage location (if you created indexes).

Common: best practices for data retention and disposal 269

Common and Email-specific Best Practices

While this data is being deleted, an X appears on the folder icon on the folder containing the data on the Archive Folders page (displayed when the Archive Folders node is selected in the EMC SourceOne console). If the data cannot be deleted, an X and an exclamation point (!) are displayed on the folder icon, and a message about the error is written to the event log on the Native Archive computer with the archive role installed.

When disposing of a large quantity of data, you may want to delay the deletion of the metadata from the database as that deletion may effect the performance of the overall SourceOne system, such as jobs running to accomplish other tasks. Deleting the metadata from the database later when the system is not as heavily used may be a better choice for your environment since there would be less performance impact.

Refer to Scheduling deletion of data from the database on page 137 for information on how to schedule the deletion of data.

Be aware of interactions of multiple retention settings on data If you set a retention period on data using EMC SourceOne and also set it using a storage device such as EMC Centera, you should be aware of the possible interactions of those retention settings.

Since retention is time-based, it is important that both the storage device and the EMC SourceOne computers have their system times synchronized.

If the EMC SourceOne retention on the archive folder is longer than the storage device retention on the folder, there are no potential deletion problems. When the EMC SourceOne retention period on the data has elapsed, the data in the folder can be deleted manually or automatically using the automatic disposition feature.

If the EMC SourceOne retention on the archive folder is shorter than the storage device retention on the folder (either initially or as a result of modifying the retention on the archive folder), and the storage device is configured to enforce that retention (such as when an EMC Centera device is set to Compliance Plus mode), there is a potential deletion problem. When the EMC SourceOne retention period on the data has elapsed, the EMC SourceOne

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administrator may attempt to delete the data in the folder, either manually or automatically using the automatic disposition feature.

When EMC SourceOne attempts to perform the deletion, the storage device does not permit the deletion to occur since the data is marked to be retained.

When the deletion cannot occur, EMC SourceOne writes an error indicating that the folder was not deleted to the event log on the computer which has the Native Archive archive role installed. Refer to Understanding how deletions occur and affect performance on page 268 for more information on how deletions occur in the EMC SourceOne system.

Common: optimizing network usage by the Native Archive for small installations 271

Common and Email-specific Best Practices

Common: optimizing network usage by the Native Archive for small installations

How you specify the path to a file location using the EMC SourceOne console can impact the network usage of the Native Archive when all EMC SourceOne components are installed on a single computer. The following file locations are affected:

Archive Location field on the Archive Folder Storage Options page

Index Storage Location field on the Archive Folder Indexing page

Message Center Location field on the Archive folder on the Archive tab of the server Properties dialog box

You should specify all these locations as either Uniform Naming Convention (UNC) paths or as local paths, using the following guidelines:

Specify these paths as UNC paths when EMC SourceOne components are installed on several computers. This is a typical configuration for medium to large installations. The following is an example of a UNC path:

\\mycomputer\myshare\

Specify these paths as local paths when all EMC SourceOne components are installed on a single computer. Specifying UNC paths for these locations when using a single computer installation may incur additional and unnecessary network bandwidth. The following is an example of a local path:

D:\myfolder\

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Common: optimization of index performance by the Native Archive

Index processing for the Native Archive is performed by one or more Native Archive servers that have the index role enabled. The ability to use multiple servers to perform the same logical function is called vertical scalability. The Native Archive allows vertical scalability for all Native Archive server roles, so you can have one or more Native Archive servers performing the indexing, archiving, searching, or retrieval roles.

If your current indexing performance is not adequate, you can improve that indexing performance by increasing the number of Native Archive servers that have the indexing role enabled. However, when this is done, it is important to also consider adding additional index storage locations as these can also help improve index processing.

The following sections provide more detail:

Reviewing the index server and index storage location configuration on page 272

Conditions that indicate you may want to add index storage locations on page 274

Reviewing the index server and index storage location configuration A Native Archive server with the index role selected performs the index processing for the Native Archive. This index server writes files to, and reads files from, one or more network file shares that are defined as index storage locations.

The Native Archive supports multiple index servers and multiple index storage locations to make index processing scalable. This support allows the administrator to configure the Native Archive to spread index processing across multiple servers and multiple disks.

When looking to improve index processing performance, the administrator should consider the following topics:

Are system problems being caused by index processing? on page 273

Are there enough computing resources for index processing? on page 273

Common: optimization of index performance by the Native Archive 273

Common and Email-specific Best Practices

Are there enough disk resources for index processing? on page 273

Are disk resources structured effectively for index processing? on page 274

Are system problems being caused by index processing? Review the state of indexes, worker event logs, and overall system performance to see if they indicate the problems described in Conditions that indicate you may want to add index storage locations on page 274.

If these problems exist, adding additional index storage locations may solve these problems.

Are there enough computing resources for index processing? Review the computing power of the servers being used to process the indexes to see if they are sufficient.

If there is not enough computing power available, add additional index servers. When you add index servers you may also need to add index storage locations to work with those servers.

You assign additional computing resources by adding the index role to one or more existing Native Archive servers or by adding one or more new servers to the Native Archive and assigning the index role to them. Which choice makes sense will be determined by your hardware and software environment.

You add the index role to a Native Archive server as described in Configuring the index role on a Native Archive server on page 78.

Are there enough disk resources for index processing? Review the index storage locations available to the index servers to see if they are sufficient. Indications of insufficient disk resources would include:

Little free space available on any of the index storage locations

Encountering any of the conditions described in Conditions that indicate you may want to add index storage locations on page 274.

If there are not sufficient disk resources, add additional index storage locations or reduce the number of index servers accessing the problematic index storage location.

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You assign additional disk resources by adding additional index storage locations and making those resources available to the indexing servers. You assign index storage locations when you create an archive folder or modify an archive folder.

You assign index storage locations when you create an archive folder as described in Using the Indexing page of the New Archive Folder wizard on page 100

You modify an existing archive folder to assign additional index storage locations as described in Modifying indexing properties of archive folders on page 109

Are disk resources structured effectively for index processing? Review which index storage locations are available to which index servers to see if they are structured effectively. If certain index storage locations are under or over utilized, modify which index storage locations are available to each index server to correct the problem. Overused index storage locations can cause the problems described in Conditions that indicate you may want to add index storage locations on page 274.

You can make an index storage location available either to all index servers or only to selected index servers. For example, if you have six index servers and two index storage locations, you could select three index servers to use one storage location and have the other three index servers use the other storage location. Alternatively, you could have all index servers access all index storage locations. Which configuration makes sense will be determined by your hardware and software configuration.

You select which index storage locations are available to which index servers when you create an archive folder or modify an archive folder as described in the following sections:

Using the Indexing page of the New Archive Folder wizard on page 100

Modifying indexing properties of archive folders on page 109

Conditions that indicate you may want to add index storage locations You should consider adding index storage locations and associating them with the appropriate index servers if any of the following occur:

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Indexing performance remains slow even after adding an additional index server. The additional index server may have solved a lack of processing ability, but you may still be having problems with indexing storage.

One or more index storage locations are filled or nearly filled with data.

Inconsistent indexes are shown in the EMC SourceOne console. Inconsistent indexes can be created when EMC SourceOne cannot write to the index storage location. Inconsistent indexes cannot be searched.

Delayed Write Failed error messages are displayed in the event log on an index server. This indicates that EMC SourceOne cannot write to the index and may result in indexes becoming inconsistent.

This is a warning level message and may have one of several event sources depending on your environment. The following is an example of such a message:

Event Type: Warning Event Source: MRxSmb Description: {Delayed Write Failed} Windows was unable to save all the data for the file \Device\LanmanRedirector. The data has been lost. This error may be caused by a failure of your computer hardware or network connection. Please try to save this file elsewhere.

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Common: be aware of interaction between EMC SourceOne tasks and other scheduled tasks

EMC SourceOne uses the Microsoft Windows scheduler to schedule jobs. These jobs all are named with the prefix ExTask followed by a number, such as ExTask1132 or ExTask1133.

You should verify that no other scheduled tasks are created with the same name prefix as the EMC SourceOne task names. Creating scheduled tasks with names in this form may cause them to be mistakenly deleted by the EMC SourceOne job scheduler when it performs certain maintenance tasks.

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Best practices for using rules in email activities Activities that allow you to archive email messages also allow you to use rules to determine which of those messages are archived and into what folder the messages are archived. Review Best practices for using rules on page 520 for the best practices for using EMC SourceOne rules.

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Best practices for tuning job access to mail servers You use the Servers node in the EMC SourceOne console to control worker servers. You can use the Tuning tab displayed by the Servers node to control how many EMC SourceOne jobs can simultaneously connect to your Domino or Exchange mail servers. Tuning worker server job access to servers on page 200 describes how to use this feature in detail.

The following are the conditions that may cause you to increase or decrease the number of jobs that you allow to simultaneously access your mail server:

If the performance of your mail servers is significantly impacted by the activity jobs connecting to them, you may want to reduce the number of jobs connecting to each these servers by reducing the server limit value as described in Changing the tuning server limit value on page 202.

Note that reducing the number of jobs that can access each mail server may increase the amount of time it takes for an activity to complete, since it may cause some of the activity jobs to wait to access the server.

You may also want to reduce the default server limit value so that any newly discovered mail servers get the reduced value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 202.

If your mail servers are not impacted by the current number of activity jobs connecting to them, and activities complete in a workable amount of time, there is no need to modify the server limit value.

If the performance of your mail servers is not impacted by the activity jobs connecting to them, and you want to shorten the time it takes for an activity to complete, you may want to increase the number of jobs connecting to each these servers by increasing the server limit value as described in Changing the tuning server limit value on page 202.

You may also want to increase the default server limit value so that any newly discovered mail servers get the increased value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 202.

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Best practices in email identity management To conduct effective and complete compliance or legal discovery searches on a specific person, all known variations of the system identifiers associated with the person must be available for use as search criteria.

When executing searches, EMC SourceOne uses the address information stored in the current global address book for the mail environment. Because EMC SourceOne does not programmatically maintain historical address information, it is up to companies to manage this information themselves. This document provides recommendations on how to maintain this information and conduct effective compliance or legal discovery search results.

The following sections provide more information:

What is identity management? on page 279

Managing historical address information on page 279

Configuring legacy addresses for existing users on page 280

What is identity management? In a typical environment, users are added and deleted from global address books on a daily basis. In addition, email address information for a user can change over time due to name changes, company mergers and acquisitions, the use of aliases, and other factors. Identity management consists of managing the correlation between a real person and the system identifiers associated with this person over time.

These recommendations assume that you are starting from a particular point in time and want to set up a methodology to capture and manage historical address information going forward. For environments that require assistance with discovering historical address information over a specific period of time in the past, contact EMC Professional Services.

Managing historical address information Your company should employ a methodology to track when former employees are removed from the Global Address List (GAL) in Microsoft Exchange, or the Name and Address Book (NAB) in Lotus

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Domino. You should also track changes to user address information which occur over time (for example, domain name changes due to company mergers, name changes, email address formatting changes, and so on). At a minimum, the methodology should involve recording the following information:

Name

Employee ID

All address forms used and effective dates for each

For example, address information for a Lotus Domino user named John Doe could include the SMTP, domain and canonical forms of the address shown below:

SMTP - John_Doe@legato.com, john.doe@emc.com

Domain - John Doe/Boston/Legato/EMC

Canonical - CN=John Doe/OU=Boston/OU=Legato/O=EMC

Similarly, address information for a Microsoft Exchange user named John Doe could include the SMTP, canonical/Distinguished Name, and X.500/Distinguished Name forms of the address as shown below:

SMTP - John_Doe@legato.com, john.doe@emc.com

Canonical/Distinguished Name

/O=EMC/OU=Legato/OU=Boston/CN=recipients/CN=JohnDoe X500/Distinguished Name

/O=EMC/OU=Legato/OU=Seattle/CN=recipients/CN=JohnDoe

Configuring legacy addresses for existing users For users who still exist in the Microsoft Exchange GAL or Lotus Domino NAB, you can include other known addresses as a legacy address in the properties of the corresponding user on the mail server. When EMC SourceOne executes a search, it automatically includes the legacy address information in the search.

For example, if employee Jane Doe marries and changes her name to Jane Smith, you can make the name change to Jane.Smith@emc.com in the GAL or NAB and add the legacy address Jane.Doe@emc.com to the properties for Jane Smith on the mail server. Subsequent searches on Jane.Smith@emc.com will return email addressed to both Jane.Smith@emc.com and Jane.Doe@emc.com.

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The following sections describe how to configure legacy addresses for Exchange and for Domino:

Configuring legacy addresses in Microsoft Exchange on page 281

Configuring legacy addresses in Lotus Domino on page 281

Configuring legacy addresses in Microsoft Exchange To add legacy email address information for a user in Microsoft Exchange:

1. Log in to the domain with an account that has Exchange administrator rights, and view the properties of the user to whose profile you want to add a legacy address.

You can access user properties by selecting Active Directory Users and Computers from the Administrative Tools menu, expanding the Users node (beneath the domain server node), and double-clicking on a user name.

2. Activate the E-mail Addresses tab and click the New button. The New E-mail Address dialog box appears.

3. Open the Other Address Properties dialog box, select Custom Address and click OK.

4. In the E-mail address text box, enter the users legacy address.

5. In the E-mail type text box, enter LEGACY.

6. Click OK.

7. Repeat the previous steps for additional legacy addresses you want to include.

Configuring legacy addresses in Lotus Domino To add legacy email address information for a user in Microsoft Exchange:

1. From the Start menu, select Programs >Lotus Applications > Lotus Domino Administrator.

2. Enter the password when prompted. The Domino Administrator opens.

3. Click the People and Groups tab.

4. Expand Domino Directories, and then expand the address book.

5. Click People. Contacts should appear in the main pane.

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6. Double-click the user to whose profile you want to add a legacy address. The person record appears, starting with the Basics tab.

7. Double-click within the Short name/User ID area so that it becomes editable.

8. Move to a new line, and enter the legacy address.

9. Click Save and Close to save changes and return to the Administration - People & Groups page.

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When best to use LDAP queries to select data sources There are situations when a Lightweight Directory Access Protocol (LDAP) query is the best, or only, method to use to select a data source for an activity.

For summary information on how to create an LDAP query, refer to LDAP on page 394 in Chapter 15, Configuring Email Management Activities. For detailed information on creating LDAP queries refer to the RFC 1650 and RFC 2252 specifications at:

http://ldapman.org/ldap_rfcs.html

Additionally, you may want to review one of the many books on using LDAP.

The following sections describe some of the common situations when using an LDAP query is a good choice for selecting data sources:

Use LDAP query to focus data source and improve processing speed on page 283

Use LDAP query for related activities on page 284

Use LDAP query to process mailboxes excluded from a distribution list or group on page 284

LDAP query data source example on page 285 provides an example of using an LDAP query for a data source for the situations described in the previous sections.

Use LDAP query to focus data source and improve processing speed on page 283 describes situations in which certain LDAP queries should not be used.

Use LDAP query to focus data source and improve processing speed When you select the data source for an activity, you can select it from a server hierarchy, from the address book, or as a result of an LDAP query.

Using an LDAP query to select the data source for an activity can shorten the amount of time it takes for the activity to complete because it can eliminate unnecessary processing.

When creating an archive activity, rather than selecting the mail server from which to archive and then using rules to fine tune exactly which messages in which mailboxes you want to archive,

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use an LDAP query to precisely select the mailboxes you are interested in and so limit or avoid the overhead of server or address book lookup and rule processing.

You should define your data source as precisely as possible so that any rule you define has to look at as small a group of messages as possible to find matches for the rule. In some cases, you may not need to create any rules at all.

When creating a shortcut activity, rather than selecting a data source by server hierarchy or by address book, use an LDAP query to precisely select the mailboxes you are interested in and so limit or avoid the overhead of server or address book lookup.

LDAP query data source example on page 285 provides an example of using an LDAP query for a data source and avoiding rule usage and overhead.

Use LDAP query for related activities If several activities are related and you want to use an LDAP query to select the data source for one of them, consider using the same LDAP query to select the data source for all the activities.

Reusing the same LDAP query for a data source in related activities should make maintaining those activities easier. If you need to modify the LDAP query for one of the activities, you can more easily modify it for the related activities. For example, if you want to both archive and shortcut messages from the same data source, you should use the same LDAP query to select the data source in both cases.

LDAP query data source example on page 285 provides an example of using an LDAP query for a data source for related activities.

Use LDAP query to process mailboxes excluded from a distribution list or group In some cases, you may want to archive or shortcut messages based not on what mailboxes are included in a distribution list or group, but on what mailboxes are excluded by a distribution list or group. For example, you may want to have all messages to members of the temporary-employee distribution list or group archived into one folder and messages to all other employees archived in another folder.

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An LDAP query is the easiest and most maintainable way to archive or shortcut messages based on what mailboxes are not listed in a distribution list or group. Note that you can define rules only to archive what is in a distribution list, not on what is not in a distribution list.

LDAP query data source example on page 285 provides an example of using an LDAP query for a data source to select messages from email addresses which are excluded from a distribution list.

LDAP query data source example The following is an example of using an LDAP query to select a data source. This example is separated into the following sections:

LDAP query usage scenario on page 285

Creating the activities and LDAP queries on page 285

LDAP query usage scenario In this example, the EMC SourceOne administrator wants to process messages on an Exchange 2003 mail server as follows:

Separate email addresses into two groups using a distribution list:

Email addresses in the distribution list constitute one group. This group of messages will be retained for seven years.

Any email that was sent to an address that was not part of the seven year retention distribution list would be part of the other group, and would be retained for three rather than seven years.

Archive email into two different folders with different retention periods. One set of email will be retained for seven years and all other email will be retained for three years.

Shortcut the email in both the seven year retention folder and the three year retention folder.

Creating the activities and LDAP queries on page 285 describes how to accomplish this message processing.

Creating the activities and LDAP queries To perform the tasks described in LDAP query usage scenario on page 285, the administrator does the following:

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Creates and runs two Archive - Historical activities for each Exchange server:

An Archive - Historical activity to archive messages sent to members of the seven year retention distribution list. The data source for this activity is selected using the following LDAP query:

(&(msExchHomeServerName=/o=suxen/ou=First Administrative Group/cn=Configuration/cn=Servers /cn=ABCENEX2003) (memberof=CN=7 Years DL, OU=USOperations,DC=abcen,DC=emc,DC=com))

An Archive - Historical activity to archive messages sent to all email addresses that are not part of the seven year retention distribution list.

(&(msExchHomeServerName=/o=suxen/ou=First Administrative Group/cn=Configuration/cn=Servers /cn=ABCENEX2003)(!memberof=CN=7 Years DL, OU=USOperations,DC=abcen,DC=emc,DC=com))

Creates and runs two Shortcut - Historical activities for each Exchange server:

A Shortcut - Historical activity to shortcut messages sent to members of the seven year retention distribution list. The data source for this activity is selected using the same LDAP query as that used for the seven year retention Archive - Historical activity.

A Shortcut - Historical activity to shortcut messages sent to all email addresses that are not part of the seven year retention distribution list. The data source for this activity is selected using the same LDAP query as that used for the non-seven year retention Archive - Historical activity.

Note that the previously listed LDAP queries do not work across multiple domains and so will not function in an environment with multiple domains in a single forest. To modify the previous LDAP queries to work across multiple domains, select the Active Directory global catalog as the LDAP server for the queries since the global catalog contains objects from multiple domains in the same forest. Note that when you select the global catalog as the LDAP server, the port number must be changed from 389 to 3268 and the search base distinguished name must be left blank.

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Avoid using Exchange distribution lists or Domino groups when defining folder permissions or activities using LDAP

Using Exchange distribution lists or Domino groups within LDAP queries can cause problems when defining folder permissions or archiving activities.

When an LDAP query contains an Exchange distribution list or a Domino group (such as CN=GroupName), LDAP returns only the name of that list or group.

When such a query is used within EMC SourceOne, in all cases other than within address rules, only the list or group name is returned.

When such a query is used in within a rule, EMC SourceOne automatically expands that list or group name to list the members of that list or group prior to processing the rule.

Do not use distribution lists or groups within an LDAP query when defining folder permissions or archiving activities, since this will cause only the list or group name to be processed instead of the list of users who are members of that list or group.

Instead, select the distribution list or group from the Exchange Global Address List (GAL) or the Domino Directory, which will cause all members of the list or group to be used.

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Best practices for deploying shortcuts You can use EMC SourceOnes ability to shortcut Domino or Exchange messages and attachments to significantly reduce the amount of storage needed for email within an organization. When a shortcut is created, a message or message attachment is removed from an Exchange or Domino server and replaced by a much smaller (about 4 kilobytes) message shortcut which points to the full message or attachment in the EMC SourceOne archive.

You should deploy shortcuts in an organization using a strategy that accounts for both all technical issues and also accounts for the impact on email users. Not having a shortcutting strategy can cause problems for email server administrators, EMC SourceOne administrators and email users. These problems may include:

Performance problems for an EMC SourceOne server or email server when trying to create or restore shortcuts.

Users being unable to restore shortcuts using their email client.

Users having long email synchronization times when using Notes local replicas or Outlook cache mode.

Use the following best practices when deploying shortcuts in your organization.

Shortcutting best practices for both Exchange and Domino environments on page 288

Shortcutting best practices for Domino environments on page 292

Shortcutting best practices for both Exchange and Domino environments The following best practices apply to environments that contain Exchange servers, Domino servers, or both.

Create and publish a plan for deploying shortcuts on page 289

Shortcut large and rarely accessed messages on page 290

Use a phased approach: shortcut the oldest messages first on page 291

Delete messages and shortcuts from mail server if possible on page 292

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Create and publish a plan for deploying shortcuts Before you deploy shortcuts in your organization, create and publish a plan for that deployment. Creating and deploying according to a plan will make the use of shortcuts as seamless as possible for the email users while providing maximum savings in message storage. The deployment plan should at a minimum cover the following topics:

Preparing for shortcutting messages on page 289 Processes used to create shortcuts on page 289 Communicating with email users about shortcut usage and

impact on page 290

Preparing for shortcutting messages Your plan should list any preparations you need to make before beginning to shortcut messages. This may include:

Setting up a pilot environment in which to test your shortcutting procedures.

Verifying the EMC SourceOne is archiving all messages as you would expect before beginning the shortcutting process.

Installing any needed support for mobile users (users who routinely work disconnected from the email server). This may include creating local mail file replicas for Domino mobile users. Refer to Use local mail file replicas on page 293.

Processes used to create shortcuts Your plan should list the processes you will use to create shortcuts, including:

The process used to initially create the shortcuts, including:

When you will run EMC SourceOne to initially create the shortcuts, such as at midnight every night.

What criteria you will use to initially create the shortcuts. For example, you may determine that you will create shortcuts for all messages more than three years old first. When that is complete, create shortcuts for all message that are more than two years old, and so on.

Refer to Shortcut large and rarely accessed messages on page 290 and Use a phased approach: shortcut the oldest messages first on page 291 for recommendations.

The process you will use to continue to create shortcuts.

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Once all shortcuts are initially created, you will need to continue to create new shortcuts as needed. You should schedule when that processing will occur and what criteria you will use for selecting the messages to be shortcut. For example, you may want to shortcut all messages with large attachments that are older than 90 days.

Refer to Shortcut large and rarely accessed messages on page 290 for recommendations.

Communicating with email users about shortcut usage and impact Your plan should list what information you want to communicate to users and how and when those communications will occur. This information may include:

What a shortcut is and how it helps keep email accounts smaller in size and more manageable.

Any changes in the user environment made to accommodate shortcuts, such as creating local mail file replicas.

What criteria you are using to determine what messages are shortcut. For example, these criteria may include what message size and message age qualifies a message for being shortcut.

When shortcuts will be enabled for your email users.

Shortcut large and rarely accessed messages When you create message shortcuts, you want to reduce your email storage without inconveniencing your email users. You can accomplish this by shortcutting messages that are both large and rarely accessed.

Large messages are messages that have attachments that are larger than 100 kilobytes.

Shortcutting large messages allows you to maximize the amount of storage you reclaim while shortcutting relatively few messages. This is because even though large messages are not numerous, their size causes them to occupy a large amount of email storage.

Shortcutting only large messages (instead of all messages) reduces the number of shortcuts that meed to be created and that will need to be synchronized between email clients and email servers, if using Outlook cache mode or Domino local mail file replicas.

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Note: Shortcut only message attachments and do not shortcut the body of a message. There is very little storage savings in shortcutting message bodies and creating such shortcuts inconveniences users.

Rarely accessed messages are typically messages that are older than 90 days.

Shortcutting rarely accessed messages allows you to shortcut messages that users will not often restore from the EMC SourceOne archive. This means that user email performance will not be heavily impacted by these shortcuts and the EmailXtender server will not have to frequently restore these shortcuts.

Avoid creating shortcuts to email that is actively used (newer than 90 days) for the following reasons:

Any storage savings gained from shortcutting newer active messages is only temporary and is lost as soon as the message is opened and restored.

EMC SourceOne will continually process active messages, either to create shortcuts to the message after it is restored, or to restore the message after the corresponding shortcut is opened. This may impact the performance of EMC SourceOne and possibly impact the performance of the mail server.

Use a phased approach: shortcut the oldest messages first When rolling out the initial use of shortcuts in an organization, you should create the shortcuts incrementally. Typically you perform incremental shortcutting by processing the oldest email messages first, and more recent messages later. The more email you have stored on your servers, the more valuable it is to use an incremental approach.

For example, you could initially shortcut attachments to messages that were older than 730 days. Once those shortcuts were created, you could shortcut all messages that were older than 670 days, and so on in 90 day increments until you have reached your shortcut policy goal (such as having all messages older than 90 days shortcut).

Using an incremental approach based on message age has the following advantages:

Shortcutting older email first allows you to process the majority of your email (which is older email) and reclaim valuable email storage while impacting relatively few email users. In addition,

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since these messages are less likely to be opened since they are older, very few of the shortcuts that you create will be restored and so need to be recreated.

Shortcutting email in smaller more manageable groups based on message age allows you to spread out the processing EMC SourceOne performs to create the shortcuts.

An incremental approach to shortcutting allows email shortcuts to be synchronized between the email client and the email server in small amounts after each batch of shortcuts is created which minimizes the delay the email client experiences when opening and synchronizing with the email server.

Avoid taking a large archive of messages and shortcut all messages for all users that are older than 90 days at one time. Doing so will cause shortcut creation to take a very long time and will cause users to have a long wait while their mailboxes initially open and synchronize after the shortcuts are created.

Delete messages and shortcuts from mail server if possible Another strategy for reducing email storage is to use EMC SourceOne to delete older messages and shortcuts from the mail server (typically messages older than a year or more). Typically, these messages are archived by EMC SourceOne so the messages are not lost.

Verify that messages have been archived by EMC SourceOne before deleting them from the mail server. Also, consider your organizations email retention plans when considering deleting messages from the mail server.

You delete messages and shortcuts using the Delete activity.

Users wanting access to these messages can search for them by performing an end-user search using EMC SourceOne Search. If the organization does not want to allow user access, then an administrator can perform an administrative search using EMC SourceOne Search to search for user email upon request.

Shortcutting best practices for Domino environments The following best practices apply only to environments that contain Domino servers.

Use local mail file replicas on page 293

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Configure an EMC SourceOne server locator record for each Domino server on page 293

Disable transaction logging on ExShortcut.nsf in high volume environments on page 294

Exclude selected Domino tasks from retrieving shortcuts on page 294

Use local mail file replicas Use local mail file replicas to minimize the amount of shortcut retrieval performed. Replication is a native capability of Domino. When you create a local replica of the mail file, the EMC SourceOne Shortcut Extension Manager add-in replaces the shortcut stub within the Notes message with the original message before Domino replicates the message to the local replica.

Ideally, you should not begin shortcutting messages until existing users who require local replicas create them. The creation of local replicas containing shortcuts has a high performance impact because every shortcut must be retrieved when creating the replica.

Configure an EMC SourceOne server locator record for each Domino server By default, EMC SourceOne shortcuts use a single EMC SourceOne server locator record in the public name and address book (NAB). This locator record is a Domino person record with the name EMC SourceOneShortcut. The Comments field in the Miscellaneous tab for this user contains a list of EMC SourceOne shortcut retrieval servers for all Domino servers.

In an environment using one EMC SourceOne server, a single locator record is sufficient. However, in environments with multiple EMC SourceOne servers, specify a separate EMC SourceOne server locator record for each Domino server so that shortcuts will be requested first from the EMC SourceOne server associated with each Domino server, limiting the amount of failover.

You specify additional locator records using the notes.ini variable ExShortcutServerLocatorPerson. This variable overrides the default locator record and allows each Domino server to have its own person record and, therefore, its own list of EMC SourceOne servers to retrieve shortcuts. To create a shortcut locator record:

1. Create a new person record in the public NAB (such as DominoServer1 Shortcut).

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2. Modify the person record to add a list of EMC SourceOne servers in the desired search order to the Comments field on the Miscellaneous tab.

3. Define the ExShortcutServerLocatorPerson variable to indicate the new person record by adding that variable to the notes.ini file on the Domino server as follows:

ExShortcutServerLocatorPerson=DominoServer1 Shortcut

Disable transaction logging on ExShortcut.nsf in high volume environments The EMC SourceOne shortcut cache database, ExShortcut.nsf, is created the first time the Domino server is run after installing the EMC SourceOne shortcut extension manager. In high volume email environments, disable database transaction logging of the EMC SourceOne shortcut cache database.

You disable transaction logging of the EMC SourceOne shortcut cache database, ExShortcut.nsf, as follows:

1. After installing the EMC SourceOne shortcut extension manager, delete the existing EMC SourceOne shortcut cache database, ExShortcut.nsf. This file was created when you installed the EMC SourceOne shortcut extension manager.

2. Add the following line to the Domino server notes.ini file:

ExDisableShortcutTXNLogging=1

3. Restart the Domino server.

Exclude selected Domino tasks from retrieving shortcuts Domino server tasks, such as Adminp or the agent manager, can create server performance problems when they access documents that have been shortcut. When these tasks access documents that have been shortcut, they can cause those shortcuts to immediately be restored from the EMC SourceOne server, potentially causing a performance problem on the Domino server, the EMC SourceOne server, or both.

To prevent this problem, exclude selected Domino tasks from restoring shortcuts. Note that the Domino agent manager is excluded automatically by EMC SourceOne and does not need to be specified.

You exclude tasks from restoring shortcuts by specifying the EmailXtenderShortcutExclude variable in the Domino server notes.ini file as follows:

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1. Identify the tasks that you want to exclude from shortcut processing. Typically at least the Adminp task is excluded.

2. Modify the notes.ini file on the Domino server to add the EmailXtenderShortcutExclude variable. The value for this variable is the name of one or more executables that are to be excluded. If multiple executables are listed, they are separated with commas.

3. Restart the Domino server.

For example, adding the following line to the notes.ini file excludes the Adminp and Example tasks from restoring shortcuts (note that the Example task is not an actual task and is shown only to illustrate the comma list syntax):

EmailXtenderShortcutExclude=Adminp,Example

When a task is excluded from restoring shortcuts, a message indicating that action is written to the Domino server console log. You can review the log to see what tasks are excluded from restoring shortcuts.

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Best practices for using Legal Hold folders There are several best practices that you should follow when using Legal Hold folders. Refer to Chapter 6, Configuring Mapped Folders, for a list of these best practices.

Understanding historical archiving from Sent or Sent Items You can use the Archive - Historical activity to archive messages from the Notes Sent view or the Outlook Sent Items folder. When you use the Archive - Historical activity to archive items from this view or folder, it is important to understand the following:

Items in the Sent view or Sent Items folder have not necessarily been successfully received by the recipients listed on the message. Typically these messages are received, but if the mail server encounters a problem, they may not be received by the intended recipients.

When you use the Archive - Historical activity to archive messages from the Sent view or Sent Items folder and that message contains one or more distribution lists, the users in those distribution lists will not be listed as recipients of that message in the EMC SourceOne archive and will not be listed as owners of the message.

Maintaining EMC SourceOne 297

13

Describes how to maintain, backup, and restore an EMC SourceOne system. Some maintenance of an EMC SourceOne system needs to be performed daily, while other maintenance tasks occur less frequently.

The following sections describe the EMC SourceOne maintenance tasks that are common to all content types as well as those that are email management-specific:

Daily Maintenance Tasks (common and email-specific) ............ 298 Performing a backup of an EMC SourceOne system.................. 303 Restoring an EMC SourceOne system after backup ................... 316 Maintaining the EMC SourceOne databases (common) ............ 319 Infrequent Maintenance Tasks (common and email-specific) ... 340

Refer to Chapter 25, Maintaining EMC SourceOne for Microsoft SharePoint, for information on maintaining SharePoint External BLOB Storage (EBS).

Maintaining EMC SourceOne

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Daily Maintenance Tasks (common and email-specific) To ensure that EMC SourceOne is functioning correctly and that content is being processed and archived as you intend, you should verify the health and correct operation of the EMC SourceOne system daily by performing the following maintenance tasks:

Review status of all EMC SourceOne system computers on page 299

Review activity job status on page 300

Review event logs on page 300

Review available storage space on page 301

Review storage volumes and searchable index status on page 301

Email-specific: Review journaling mailboxes or databases for unprocessed messages on page 302

In addition to the daily tasks there are other less frequent tasks that need to be performed regularly:

Perform backups of the EMC SourceOne system as described in Performing a backup of an EMC SourceOne system on page 303

Perform database maintenance as described in Maintaining the EMC SourceOne databases (common) on page 319

Perform other less frequent maintenance tasks such as those described in Infrequent Maintenance Tasks (common and email-specific) on page 340

Table 35 on page 298 provides a daily maintenance task checklist for an EMC SourceOne system.

Table 35 EMC SourceOne daily maintenance checklist

Status maintenance task

Review the status of all EMC SourceOne system computers as described in Review status of all EMC SourceOne system computers on page 299.

Review the status of all EMC SourceOne jobs as described in Review activity job status on page 300.

Review the event logs for potential problems relating to EMC SourceOne as described in Review event logs on page 300.

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Review status of all EMC SourceOne system computers Review the network status of all EMC SourceOne system computers to make sure there are no connectivity problems.

To review the status of all EMC SourceOne computers:

1. Use a network management tool (such as the ping command) to verify network connectivity to all computers used by EMC SourceOne:

EMC SourceOne master server and worker server computers

EMC SourceOne database server computers

EMC SourceOne Native Archive servers

Any other servers with which the EMC SourceOne system interacts (such as mail servers or SharePoint servers)

The primary domain controller for the domain in which the EMC SourceOne system is used

2. Use the Servers node of the EMC SourceOne console to review the status of the worker computers. Using the Servers node is described in Chapter 7, Configuring Worker Servers.

Changing or duplicating MAC addresses of EMC SourceOne servers can cause problems for worker servers or Native Archive servers. Chapter 14, Troubleshooting EMC SourceOne, describes how to resolve these problems.

Review the storage occupied by the EMC SourceOne archive. Refer to Review available storage space on page 301.

Review the status of storage volumes and searchable indexes. Refer to Review storage volumes and searchable index status on page 301.

Email-specific: Review journaling mailboxes to see if there are any unprocessed messages. Refer to Email-specific: Review journaling mailboxes or databases for unprocessed messages on page 302.

Table 35 EMC SourceOne daily maintenance checklist (continued)

Status maintenance task

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Review activity job status Review the status of all jobs created by EMC SourceOne activities to make sure they are functioning properly.

Use the Job Management node of the EMC SourceOne console to review the status of the activity jobs. Using the Job Management node is described in Chapter 10, Managing Jobs.

At a minimum, the following status fields should be reviewed:

Review the Activity State field to make sure the activity is set appropriately.

Review the Job State field to make sure the jobs completed as expected.

If the status fields indicate a problem, gather additional information by doing the following:

Review the event log for the worker on which the job ran as described in Review event logs on page 300

Review the job log file for the job if it was enabled. Chapter 11, Using Job Logs, describes how to enable and use job logging.

Review event logs Events that can effect the EMC SourceOne system are reported in the EMC, Application, and System event logs. You should periodically review those logs to refer to if any unexplained or problematic events have occurred in EMC SourceOne, or any of the software EMC SourceOne uses, or the operating system.

It can be useful to create your own MMC application that loads the event logs from all the machines you monitor. Creating a custom event log monitor for all EMC SourceOne computers on page 350 describes how to create such an event log monitor.

To view these event logs using the Microsoft Windows Event Viewer:

1. On the computer on which you want to view the event log, select Programs > Administrative Tools > Event Viewer from the Start menu.

The Event Viewer opens. The left pane lists the following event logs: Application, Security, System, and EMC.

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The EMC log is installed by EMC SourceOne. The other logs are installed as part of the operating system.

2. To see a list of events in a log, click the log in the left pane.

3. To see the details of an event:

a. In the right pane, right-click the event.

b. Select Properties from the shortcut menu.

In some cases, you may be directed by EMC Support personnel to also review other information or log files associated with the product.

Review available storage space As content is archived, the amount of space used by EMC SourceOne to contain those messages grows. You should review the amount of storage used and available on the servers you use to store EMC SourceOne content (including database servers or Native Archive computers).

If the computers containing the messages or their associated databases run out of space, EMC SourceOne will no longer be able to archive messages.

Review storage volumes and searchable index status You should review the creation of archival storage volumes and searchable indexes to make sure they are performing as expected.

Use the EMC SourceOne console to review the status of volumes and indexes.

In the Native Archive, a large number of open volumes may indicate that EMC SourceOne is having problems closing volumes, which may indicate that something is wrong with the storage drive (which is the extended drive, if you are using DiskXtender), or that the drive to which the volume is being written may be full.

Chapter 5, Configuring Archives, describes how to view Native Archive volume and index status.

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Email-specific: Review journaling mailboxes or databases for unprocessed messages

In some cases, EMC SourceOne may encounter a problem transferring a message from an Exchange journaling mailbox or a Domino journaling database to EMC SourceOne. These messages are then not processed by EMC SourceOne.

The handling of these messages is different for each type of mail server:

Messages that could not be transferred from an Exchange mail server are moved to the Sent Items folder of the Exchange journaling mailbox for processing later.

The SourceOne administrator must review the Sent Items folder for these messages periodically and copy them to the Inbox folder of the journaling mailbox to attempt to reprocess them.

If a message remains in the Inbox folder for a long time (such as a day or more) this indicates that there is a problem either with the message or the system and the administrator should check the event log for a possible problem.

Messages that could not be transferred from a Domino mail server are moved to the Bad Documents Folder of the Domino journaling database. Periodically, the ExProcBadDocs.exe agent takes messages from the Bad Documents Folder, places them in an NSF file and then places the NSF file into a message as an attachment. It then puts that message back in the All Documents view of the journaling database for processing.

If a message from a Domino mail server still cannot be processed, it is placed in the Bad Data Folder. An administrator must check the Bad Data Folder for these messages periodically and copy them back to the All Documents view of the journaling database to attempt to process them.

If a message remains in the Exchange Inbox folder or the Domino All Documents view for a long time (such as a day or more) this indicates that there is a problem either with the message or the system and the administrator should check the event log for a possible problem as described in Review event logs on page 300.

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Performing a backup of an EMC SourceOne system Because the EMC SourceOne system is a distributed system composed of many components, performing a backup of those components must be done in a particular order to be successful.

To perform a backup of the EMC SourceOne system, you must first suspend the operations of the various components in the correct order. Once the backup has completed, you can then resume the operation of those components again in the correct order.

Restoring an EMC SourceOne system after backup on page 316 describes how to restore an EMC SourceOne system from backup.

The following is the ordered procedure for performing a backup of an EMC SourceOne system:

1. Before beginning the backup process, review how EMC SourceOne behavior is changed during the backup procedure as described in EMC SourceOne behavior during the backup process on page 304.

2. If not previously installed, install the EMC SourceOne scripts for performing a backup of the EMC SourceOne system as described in Installing and using the EMC SourceOne suspend for backup scripts on page 305.

3. Suspend any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager, prior to suspending EMC SourceOne itself, as described in Suspending applications that use EMC SourceOne on page 306.

4. Suspend the operation of the EMC SourceOne activities and workers as described in Suspending the EMC SourceOne activities on page 306.

5. Suspend the operation of the archives you are using with the EMC SourceOne system as described in Suspending EMC SourceOne archives on page 308.

6. Perform a backup of the EMC SourceOne system and archive computers as described in Performing the EMC SourceOne backup on page 310.

7. When the backup has completed on all computers, resume the operation of the archives as described in Resuming operation of the EMC SourceOne archives on page 312.

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8. Resume the operation of the EMC SourceOne system as described in Resuming operation of the EMC SourceOne system on page 314.

9. Verify the operation of the EMC SourceOne system after it has resumed operation as described in Verifying successful operation of EMC SourceOne after the backup on page 315.

10. Resume any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager, after resuming EMC SourceOne itself, as described in Resuming applications that use EMC SourceOne on page 315.

EMC SourceOne behavior during the backup process While the EMC SourceOne system is suspended and being backed up, the following changes in behavior will occur:

The current state of the EMC SourceOne system, activities or jobs can be viewed, but should not be changed. Worker servers cannot be added or removed from the system.

Scheduled jobs may expire during the backup if their schedule causes them to expire while the backup is taking place.

Jobs will be suspended and will maintain their state without any failure or loss of data when they resume after the backup is complete.

Which jobs are suspended depends on which suspend script is used:

If the ES1_ActivitySuspend.vbs script is used to suspend activities for backup, all user initiated jobs will be suspended.

If the ES1_ActivityBackupSuspend.vbs script is used to suspend activities for backup, all user initiated jobs except EMC SourceOne Search search jobs will be suspended.

During this suspension, user interactions with the EMC SourceOne Search application can occur and the jobs created as a result of that interaction will function correctly during the backup process. All other job types will be suspended.

Administrators should review the EMC SourceOne system to verify that no Native Archive archive folders are in the process of being deleted before beginning the backup process.

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If a Native Archive archive folder is being deleted when the backup process occurs, the deletion will be paused and then continue to occur after the EMC SourceOne system is restored. However, pausing and continuing the deletion may cause problems and should be avoided.

Installing and using the EMC SourceOne suspend for backup scripts The EMC SourceOne backup scripts used to suspend and resume the EMC SourceOne system and Native Archive are located on the EMC SourceOne kit in the \Utility\Backup folder and named as described in Table 36 on page 305.

These scripts are provided as Microsoft Visual Basic Scripting Edition (VBScript) source files. Use the cscript command to run these scripts from the command line as follows:

C:\> cscript ES1_ActivitySuspend.vbs

The previous example shows how to run this command on a 32-bit version of a Microsoft Windows operating system. The following example shows how to run this command on a 64-bit version of a Microsoft Windows operating system:

C:\> C:\Windows\SysWOW64\cscript ES1_ActivitySuspend.vbs

These scripts can be run from any computer that has the EMC SourceOne console installed using an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

Table 36 EMC SourceOne backup scripts

File Description

ES1_ActivitySuspend.vbs Suspends all workers prior to backup, does not allow searches

ES1_ActivityBackupSuspend.vbs Suspends all workers prior to backup, but allows searches

ES1_NativeArchiveSuspend.vbs Suspends the Native Archive archives prior to backup

ES1_NativeArchiveResume.vbs Resumes the Native Archive archives from a suspended state

ES1_ActivityResume.vbs Resumes workers from a suspended state

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These scripts can be used as is, or customized and integrated into existing backup procedures. The scripts do not use command line parameters, so any changes to the scripts must be made by editing the scripts. The script variables most likely to be changed by administrators are defined in the scripts as global variables and are described in Table 37 on page 306.

Suspending applications that use EMC SourceOne Prior to suspending the EMC SourceOne system, you should suspend any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager. By doing this, you prevent the application from logging any errors because it cannot reach EMC SourceOne while it is in a suspended state.

While these applications are suspended, you may want to take the opportunity to backup any data associated with these applications.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on how to suspend EMC SourceOne Discovery Manager.

Suspending the EMC SourceOne activities The first step in performing a backup of EMC SourceOne is to suspend the operation of the EMC SourceOne activities as follows:

Table 37 Frequently modified backup script variables

Variable Description

timeout Is the amount of time in seconds that the script will wait before exiting if it does not complete. If the value is set to a value of 0 or less, the script will not exit until it completes. The default value is 3600 (1 hour). If you do not want the script to wait for an hour, you can shorten this time by reducing the value to a shorter period.

pollInterval Is the amount of time in seconds that the script will wait before polling the worker server state. The default value is 10.

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1. Verify that no EMC SourceOne Native Archive archive folders are in the process of being deleted before beginning the suspension and backup process. If an archive folder is in the process of being deleted, wait for the deletion to complete before suspending the system.

2. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_ActivitySuspend.vbs script will be run. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

3. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

4. In the cmd.exe window, use the cscript command to run one of the scripts to suspend EMC SourceOne activities and worker operations:

Run the ES1_ActivitySuspend.vbs script to suspend all activities, including EMC SourceOne Search searches.

Use the ES1_ActivityBackupSuspend.vbs script to suspend all activities for backup, but allow EMC SourceOne Search searches to occur.

The following is an example of running the ES1_ActivitySuspend.vbs script:

C:\> cscript ES1_ActivitySuspend.vbs

5. Review the output of the script to determine if the script was successful:

The following message indicates that the workers and activities have been successfully suspended, and then lists the suspended workers:

All workers suspended successfully. Worker status report: Worker ALPHA: Suspended Worker BETA: Suspended Worker GAMMA: Suspended

Continue with the backup procedure by suspending the installed EMC SourceOne archives as described in Suspending EMC SourceOne archives on page 308.

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The following message indicates that one or more workers could not be successfully suspended before the script exited:

Timeout occurred while waiting for workers to suspend Worker status report: Worker ALPHA: Suspended Worker BETA: Available Worker GAMMA: Suspended

The previous message indicates that there was a problem suspending the activities and workers. The status message in this case indicates that the worker server BETA was not suspended. Do the following to correct this problem:

a. Review the state of your EMC SourceOne system and correct any problems you encounter that may have caused one or more workers to be unable to suspend, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_ActivitySuspend.vbs or the ES1_ActivityBackupSuspend.vbs script and increase the value of the timeout variable to allow the activities and workers more time to suspend and then rerun the script as described in Step 1.

Suspending EMC SourceOne archives After suspending the EMC SourceOne workers and activities, the next step is to suspend the archives used with EMC SourceOne. The process for suspending an archive is different for each type of archive and is listed in Table 38 on page 308.

To suspend EMC SourceOne Native Archives, do the following:

Table 38 Suspending and performing a backup of EMC SourceOne archives

Archive type How to suspend for backup

EMC EmailXtender 4.8 SP1 archive

Suspend the EMC EmailXtender 4.8 SP1 archive as part of performing a backup of EMC SourceOne. This archive should be backed up using the procedure described in the EMC EmailXtender Administrators Guide. Continue the backup procedure as described in Performing the EMC SourceOne backup on page 310.

EMC SourceOne Native Archive

Suspend the EMC SourceOne Native Archive as described in Suspending EMC SourceOne archives on page 308.

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1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_NativeArchiveSuspend.vbs script will be run. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_NativeArchiveSuspend.vbs script to suspend all Native Archive servers and operations:

C:\> cscript ES1_NativeArchiveSuspend.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that an archive has been successfully suspended:

All archives suspended successfully. Archive status report: Archive NativeArchive1: Suspended

Continue with the backup procedure by performing the backup as described in Performing the EMC SourceOne backup on page 310.

The following message indicates that an archive could not be successfully suspended before the script exited:

Timeout occurred while waiting for archives to suspend. Archive status report: Archive NativeArchive1: Available

The previous message indicates that there was a problem suspending the archive. The status message in this case indicates that the archive NativeArchive1 was not suspended. Do the following to correct this problem:

a. Review the state of your EMC SourceOne Native Archive and servers, and correct any problems you encounter that may have caused them to be unable to suspend, then rerun the script as described in Step 1.

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b. If no problem could be found, edit the ES1_NativeArchiveSuspend.vbs script and increase the value of the timeout variable to allow the archive more time to suspend and then rerun the script as described in Step 1.

Performing the EMC SourceOne backup Use your preferred backup solution, such as the EMC NetWorker backup and recovery software, to perform the backup of the EMC SourceOne system and archives.

Make sure you include the following in your backup of the EMC SourceOne system and one or more archives:

The Microsoft SQL Server databases used by the EMC SourceOne system, and if used, the EMC SourceOne Discovery Manager:

Activity database (EMC SourceOne system database)

Search database (EMC SourceOne Search database)

Native Archive database

EMC EmailXtender database (this database is only available if you are using EMC EmailXtender with EMC SourceOne).

EMC SourceOne Discovery Manager database (this database is only available if you have installed EMC SourceOne Discovery Manager)

The one or more archives used by EMC SourceOne:

The EMC SourceOne Native Archive. A backup of the Native Archive includes backing up the following:

The Native Archive database The one or more Native Archive message center

directories. The one or more Native Archive container file (volume)

locations. This includes container files stored on EMC Centera or other devices.

The one or more Native Archive index locations (if indexes have been created).

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The EmailXtender 4.x archive. Perform a backup of the EMC EmailXtender system and archive (including the database) as directed in the EMC EmailXtender Administrators Guide.

To reduce downtime, have the EmailXtender backup occur at the same time as the EMC SourceOne system backup.

Once the backup has been completed on all EMC SourceOne system and archive computers, you can resume the operation of the EMC SourceOne system as follows:

1. Resume the archive processing as described in Resuming operation of the EMC SourceOne archives on page 312.

2. Resume the activity processing as described in Resuming operation of the EMC SourceOne system on page 314.

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Resuming operation of the EMC SourceOne archives To resume the operation of EMC SourceOne after performing a backup, first resume the operation of the EMC SourceOne archive.

The process for resuming an archive is different for each type of archive and is listed in Table 39 on page 312.

To resume operation of the EMC SourceOne Native Archives, do the following:

1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_NativeArchiveResume.vbs script will be run. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_NativeArchiveResume.vbs script to resume all Native Archive servers and operations:

C:\> cscript ES1_NativeArchiveResume.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that the archives have successfully resumed operation:

All archives resumed successfully. Archive status report: Archive NativeArchive1: Available

Table 39 Resuming operation of EMC SourceOne archives

Archive type How to resume from backup

EMC EmailXtender 4.8 SP1 archive

Resume operation of the EMC EmailXtender 4.8 SP1 archive as described in the EMC EmailXtender Administrators Guide. Continue the backup procedure by resuming operation of the EMC SourceOne activities as described in Resuming operation of the EMC SourceOne system on page 314.

EMC SourceOne Native Archive

Resume operation of the EMC SourceOne Native Archive as described in Resuming operation of the EMC SourceOne archives on page 312.

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Continue to resume operation of EMC SourceOne as described in Resuming operation of the EMC SourceOne system on page 314.

The following message indicates that a Native Archive archive could not successfully resume operation before the script exited:

Timeout occurred while waiting for archives to resume. Archive status report: Archive NativeArchive1: Suspended

The previous message indicates that there was a problem resuming operation of the archives. The status message in this case indicates that the archive NativeArchive1 is suspended and not available. Do the following to correct this problem:

a. Review the state of your EMC SourceOne Native Archive and servers, and correct any problems you encounter that may have caused them to be unable to resume operation, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_NativeArchiveResume.vbs script and increase the value of the timeout variable to allow the archive more time to resume operation and then rerun the script as described in Step 1.

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Resuming operation of the EMC SourceOne system The final step in resuming operation of the EMC SourceOne system after performing a backup is to resume the operation of the EMC SourceOne activities and worker servers. To resume the operation of the activities and worker servers, do the following:

1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_ActivityResume.vbs script will be run. Refer to the EMC SourceOne Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_ActivityResume.vbs script to resume operation of all EMC SourceOne activities and workers:

C:\> cscript ES1_ActivityResume.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that the workers and activities have successfully resumed operation:

All workers resumed successfully. Worker status report: Worker ALPHA: Available Worker BETA: Available Worker GAMMA: Available

The EMC SourceOne system has now resumed operation.

You should now verify that EMC SourceOne has completely resumed operation as described in Verifying successful operation of EMC SourceOne after the backup on page 315.

The following message indicates that one or more workers could not successfully resume operation before the script exited:

Timeout occurred while waiting for workers to resume Worker status report: Worker ALPHA: Suspended Worker BETA: Available Worker GAMMA: Available

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The previous message indicates that there was a problem resuming operation of one or more workers. The status message in this case indicates that the worker server ALPHA is still suspended and is not available. Do the following to correct this problem:

a. Review the state of your EMC SourceOne system, and correct any problems you encounter that may have caused the system to be unable to resume operation, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_ActivityResume.vbs script and increase the value of the timeout variable to allow the activities more time to resume operation and then rerun the script as described in Step 1.

Verifying successful operation of EMC SourceOne after the backup After the EMC SourceOne system has resumed operation, review the system status to make sure everything has resumed properly by performing the tasks in the system maintenance checklist listed in Daily Maintenance Tasks (common and email-specific) on page 298.

In particular, review job status to make sure that no jobs that were scheduled to run expired while the backup was occurring. If one or more jobs did expire, you should determine whether you need to reschedule them to run.

Resuming applications that use EMC SourceOne After resuming the EMC SourceOne system, you should resume any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager. Resuming dependent applications after you have resumed the EMC SourceOne system, prevents those applications from logging errors because they cannot reach EMC SourceOne while it is in a suspended state.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on how to resume EMC SourceOne Discovery Manager.

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Restoring an EMC SourceOne system after backup When restoring an EMC SourceOne system from backup you must restore the entire system, even if only one component needs restoration. Restoring the entire system from backup keeps all the components synchronized.

You restore an EMC SourceOne system from backup as follows:

1. If the EMC SourceOne system is running, suspend the system as described in the following sections, in the following order:

a. Suspending applications that use EMC SourceOne on page 306

b. Suspending the EMC SourceOne activities on page 306

c. Suspending EMC SourceOne archives on page 308

2. Perform the restoration using the same solution to restore the EMC SourceOne system and archives as you did to back them up. Performing a backup of an EMC SourceOne system on page 303 describes how to backup an EMC SourceOne system.

3. Remove any existing files from the following locations before you restore files to those locations:

The one or more Native Archive message center directories

The one or more Native Archive container file (volume) locations. This includes container files stored to EMC Centera or other devices using EMC DiskXtender

The one or more Native Archive index locations (if indexes have been created)

4. Restore the Microsoft SQL Server databases used by the EMC SourceOne system, and if used, the EMC SourceOne Discovery Manager:

Activity database (EMC SourceOne system database)

Search database (EMC SourceOne Search database)

Native Archive database

EMC EmailXtender database (this database is only available if you are using EMC EmailXtender with EMC SourceOne).

EMC SourceOne Discovery Manager database (this database is only available if you have installed EMC SourceOne Discovery Manager)

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5. Restore the one or more archives used by EMC SourceOne:

The EMC SourceOne Native Archive, including the following:

The Native Archive database The one or more Native Archive message center

directories. The one or more Native Archive container file (volume)

locations. This includes container files stored to EMC Centera or other devices using EMC DiskXtender.

The one or more Native Archive index locations (if indexes have been created).

Refer to Considerations for restoring Native Archive with multiple index storage locations on page 317 for additional considerations when restoring certain Native Archive configurations.

The EmailXtender 4.x archive. Restore the EMC EmailXtender system and archive (including the database) as directed in the EMC EmailXtender Administrators Guide.

To reduce downtime, you can have the EmailXtender restoration occur at the same time as the EMC SourceOne system restoration.

6. Resume the suspended EMC SourceOne system as described in the following sections, in the following order:

a. Resuming operation of the EMC SourceOne archives on page 312

b. Resuming operation of the EMC SourceOne system on page 314

c. Resuming applications that use EMC SourceOne on page 315

Considerations for restoring Native Archive with multiple index storage locations If you are using the EMC SourceOne Native Archive and you have multiple index storage locations defined, you need to take additional precautions when restoring the Native Archive from backup.

EMC SourceOne Native Archive indexes are numbered sequentially as they are generated and information about the indexes is stored in the Native Archive database.

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When restoring the Native Archive from backup in an environment in which you have two or more index storage locations, you must ensure that the sequentially numbered indexes in the index storage locations match the data about the indexes in the Native Archive database for the recovery point objective (RPO).

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Maintaining the EMC SourceOne databases (common) Part of maintaining the EMC SourceOne system includes maintaining the EMC SourceOne Email Management databases, and the Discovery Manager database if that product is installed.

When you first install the EMC SourceOne products, there is not a great need to perform database maintenance because there is not a large amount of data stored in the databases. However, once the products are in regular use, you should perform regular database maintenance.

Refer to the following sections for important database maintenance concepts and processes:

Database maintenance concepts on page 319

Database maintenance guidelines and best practices on page 325

Installing and Using the EMC SourceOne database maintenance tools on page 330

Refer to Chapter 5, Configuring Archives, for how to configure the Native Archive and the Native Archive database.

Database maintenance concepts You should understand some core concepts about databases and their need for maintenance before performing that maintenance. Refer to the following sections for those concepts:

Why is database maintenance required? on page 319

More about index defragmentation on page 320

More about updating statistics on page 320

Which EMC SourceOne databases need maintenance? on page 321

When and how often should maintenance occur? on page 321

You should also review the guidelines in Database maintenance guidelines and best practices on page 325.

Why is database maintenance required? Microsoft SQL Server databases that have a high volume of activity require regular maintenance. In particular, index fragmentation and

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out-of-date statistics can degrade performance if the databases are not regularly maintained to avoid these problems.

The Native Archive, Activity, and DiscoveryManager databases are high-volume databases and require the maintenance previously described to avoid performance degradation.

Refer to More about index defragmentation on page 320 for more on defragmenting indexes.

Refer to More about updating statistics on page 320 for more information on updating statistics.

More about index defragmentation Index fragmentation occurs when the logical and physical structure of the database gets out of order. Indexes in high-volume databases become fragmented due to the high volume of data being inserted, deleted, and updated. When a database becomes fragmented, the performance of that database degrades.

The performance impact of fragmented indexes is more significant with operations that cause SQL Server to process large amounts of data, such as archiving, searching, exporting or disposing of large amounts of data. However, even if you are not processing large amounts of data, defragmenting indexes is still necessary and will allow you to optimize your system performance.

Refer to Installing and Using the EMC SourceOne database maintenance tools on page 330 for how to defragment indexes using the maintenance tools. Refer to Microsoft guidelines for SQL Server database maintenance on page 325 for how to defragment indexes without using the maintenance tools.

More about updating statistics SQL Server collects and uses statistics about the distribution of data in table indexes to build efficient query plans that improve the performance of database queries. Indexes in high-volume databases require regular updates to these statistics because such tables often change which causes the statistics to become out-of-date. If the statistics are not updated regularly, query, retrieval, and archive performance will degrade, especially when performing operations on large amounts of data such as large queries and large retrievals.

Even though the EMC SourceOne databases are created with the auto update statistics option enabled so that statistics get automatically updated, it is still necessary to perform additional updates to those

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statistics. This is because the EMC SourceOne database statistics can get outdated more often than the auto update option causes them to be updated.

Refer to Installing and Using the EMC SourceOne database maintenance tools on page 330 for how to update statistics using the maintenance tools. Refer to Microsoft guidelines for SQL Server database maintenance on page 325 for how to update statistics without using the maintenance tools.

Which EMC SourceOne databases need maintenance? EMC SourceOne Email Management installs the following SQL Server databases:

Native Archive database

Activity database

Search database

EMC SourceOne Discovery Manager installs a single SQL Server database:

DiscoveryManager

The Native Archive, Activity, and DiscoveryManager databases are high-volume databases that require regular maintenance as described in this section.

The data in the Search database is temporary, so maintenance tasks such as index defragmentation and updating statistics may not be necessary for that database.

When and how often should maintenance occur? Typically, the best time to perform your database maintenance tasks is immediately after you have backed up your database and the EMC SourceOne system is in a suspended state.

Refer to Performing a backup of an EMC SourceOne system on page 303 for how to perform a backup of your EMC SourceOne Email Management system. Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on performing a backup of EMC SourceOne Discovery Manager.

Typically, for high-volume databases such as those used by EMC SourceOne Email Management and Discovery Manager, maintenance tasks should be performed at the specified intervals described in the following sections:

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Weekly database maintenance tasks on page 322

Monthly database maintenance tasks on page 323

Weekly database maintenance tasks Table 40 on page 322 lists database maintenance tasks to be performed every week.

As general guidance, the following tasks should be performed at least once a week, but may need to be performed as often as three times a week if the system is very active, such as a system processing over 100,000 documents a day.

The interval at which you need to perform maintenance may vary depending on several factors, such as: the amount of content you are archiving, how much and how often you are regularly conducting searches, and how much time you have available in your maintenance window to perform your maintenance tasks.

Review Database maintenance guidelines and best practices on page 325 before performing this maintenance.

Table 40 Weekly maintenance checklist

Status Weekly maintenance task

Defragment the indexes for the following EMC SourceOne Email Management databases using the provided database maintenance tools: Native Archive database Activity database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 330 for more information on these tools.

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Monthly database maintenance tasks The monthly database maintenance tasks to perform is listed in Table 41 on page 324.

Whether once a month is the correct interval for your installation depends on several factors, such as: the amount of content you are archiving, how much and how often you are regularly conducting searches, and how much time you have available in your maintenance window for these tasks.

Defragment the indexes for the following EMC SourceOne Discovery Manager database, if it is installed: DiscoveryManager database Refer to Microsoft guidelines for SQL Server database maintenance on page 325 for more information on Microsoft-specified maintenance procedures.

Update statistics for the following EMC SourceOne Email Management databases using the provided database maintenance tools: Native Archive database Activity database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 330 for more information on these tools.

Update statistics for the following EMC SourceOne Discovery Manager database, if it is installed: DiscoveryManager database Refer to Microsoft guidelines for SQL Server database maintenance on page 325 for more information on Microsoft-specified maintenance procedures.

Table 40 Weekly maintenance checklist

Status Weekly maintenance task

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Review Database maintenance guidelines and best practices on page 325 before performing this maintenance.

Table 41 Monthly maintenance checklist

Status Monthly maintenance task

Review the disk space available for each of the following databases to make sure that you have enough physical space to allow for database growth: Native Archive database Activity database Search database DiscoveryManager database (if installed)

Review database integrity for each of the following databases: Native Archive database Activity database DiscoveryManager database (if installed) Refer to your SQL Server documentation or the following article for more information on checking database integrity: http://msdn.microsoft.com/en-us/library/ms176064.aspx

Review whether you should increase the sizes of the following databases or the growth value for these databases using SQL Server Management Studio: Native Archive database Activity database DiscoveryManager database (if installed) Refer to your Microsoft SQL Server documentation for more information on how to increase the size or growth value of a database. By default, EMC SourceOne creates the databases with an initial size of 1 GB and a growth value of 100 MB. It is recommended that you increase the growth value from 100 MB to 1 GB after installation. You may need to increase the growth value to greater than 1 GB depending on the monthly growth pattern of the database. Increasing these values may help limit physical fragmentation of the database. Even though the EMC SourceOne database files are configured with the auto grow option, EMC SourceOne recommends that you review whether to increase the database file size to limit the physical fragmentation of the database that can occur when the database files auto grow often.

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Database maintenance guidelines and best practices The following sections list guidelines and best practices for performing maintenance of your EMC SourceOne databases:

Microsoft guidelines for SQL Server database maintenance on page 325 lists Microsoft guidelines for performing SQL Server database maintenance.

EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 326 lists EMC SourceOne guidelines for maintaining the EMC SourceOne databases.

Microsoft guidelines for SQL Server database maintenance Microsoft provides guidance on how to perform SQL Server database maintenance. This guidance is specific to the version and edition of SQL Server used.

Refer to the following article for overall database maintenance information:

http://msdn.microsoft.com/en-us/library/ms178081.aspx

Refer to the Microsoft SQL Server documentation or the following online article for the appropriate procedure to defragment an index:

http://msdn.microsoft.com/en-us/library/ms188917%28v=SQL .90%29.aspx

Refer especially to section D of this online article for a sample script for use in defragmenting an index.

Refer to the Microsoft SQL Server documentation or the following online article for the appropriate procedure to update statistics:

http://msdn.microsoft.com/en-us/library/ms187348%28v=SQL .90%29.aspx

You can also use the EMC SourceOne tools for maintenance of the EMC SourceOne Email Management databases. Refer to Installing and Using the EMC SourceOne database maintenance tools on page 330 for more information on these tools.

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EMC SourceOne guidelines for maintaining EMC SourceOne databases Consider the following guidelines before performing maintenance on your EMC SourceOne databases. These guidelines are separated into the following sections:

Guidelines for preparing to maintain the databases on page 326

Guidelines for when or how often to maintain the databases on page 328

Guidelines for defragmenting the indexes in the databases on page 328

Other guidelines for maintaining the databases on page 329

Guidelines for preparing to maintain the databases The following are guidelines for how to prepare to perform database maintenance.

How you prepare the databases before performing database maintenance differs depending on the edition of SQL Server you are using:

The Standard edition of SQL Server requires that the database be suspended and offline for index maintenance. Failure to suspend the system may cause problems as tables in the database will be locked. This means that EMC SourceOne (and Discovery Manager if installed) must be in a suspended state as well and that no activity, including searches or shortcut retrievals, can be performed.

Even with the Enterprise edition of SQL Server, EMC SourceOne recommends that the database be suspended and offline for index maintenance.

However, Enterprise edition does support index maintenance while the database is online, with the caveat that database performance will be degraded while the maintenance is taking place. This degraded performance may cause slow retrieval of shortcuts, and may even cause such retrievals to not complete in the allotted time and timeout.

If you allow the database to be online then shortcut retrievals can be performed, although no other activity can be performed.

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If there are multiple EMC SourceOne products installed, such as EMC SourceOne Email Management and EMC SourceOne Discovery Manager, the database maintenance of both products should be coordinated so that the impact of the maintenance is minimized for all users.

When running the database maintenance scripts on EMC SourceOne Email Management databases, you need sufficient space in the tempdb database for the processing to occur. When the script rebuilds an index, the tempdb database is used for sorting operations. If the rebuild is being done while in online mode, a copy of the index is maintained by SQL Server in the target database for availability while the rebuild occurs.

In a typical partitioned database using the default partition size, the tempdb database size should be large enough to contain as much as 20% of the size of the database being processed. Note that this is in addition to whatever other use is being made of the tempdb database.

Refer to the following article for more information on the tempdb database: http://msdn.microsoft.com/en-us/library/ms190768.aspx

If there are any groups or software monitoring your database resource usage, such as usage of tempdb, of log space, and so on, they should be made aware of when you are performing database maintenance to prevent unnecessary alerts from being generated. The groups or software may need to adjust the alerts to take into account database maintenance, or to create exceptions for the database maintenance operations.

Performing database maintenance can cause high disk I/O on the database server and may cause an alert of some kind to be issued by the monitoring group or software. Refer to the EMC SourceOne Installation Guide for recommendations for installing the databases.

Be aware that when performing index maintenance, SQL Server may increase the amount of log space used. This can cause the log file in the database to grow.

Performing database maintenance with the database in offline mode is preferred because it allows more complete maintenance to be performed. If you cannot perform the database maintenance

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in offline mode at all times, you should still try to perform it regularly. For example, you could perform maintenance in online mode twice, and then the third time perform it in offline mode.

Guidelines for when or how often to maintain the databases The following are guidelines for when or how often to perform database maintenance.

Typically, the best time to perform database maintenance is immediately after you have backed up your database and the EMC SourceOne system (and Discovery Manager if installed) are already in a suspended state.

Refer to Performing a backup of an EMC SourceOne system on page 303 for how to perform a backup of your EMC SourceOne system.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for how to perform a backup of EMC SourceOne Discovery Manager.

Database maintenance tasks should be performed when no other heavy processing is occurring on the database server, such as when EMC SourceOne is performing archiving activities. This is because performing tasks such as defragmenting indexes and updating database statistics make heavy use of the database server disks and CPU.

Maintenance tasks such as updating statistics or defragmenting indexes can be interrupted with no damage to the system. Such interruptions may be necessary when a higher priority operation needs to complete and so the maintenance task needs to be interrupted and delayed until a more suitable time.

On high volume systems that are ingesting 100,000 or more documents a day, performing index maintenance more often than once a week may be warranted.

Guidelines for defragmenting the indexes in the databases The following are guidelines for defragmenting the indexes in the databases.

If you are using the Enterprise edition of SQL Server, you can use partitioning to shorten the time it takes to defragment your indexes since the most recently created partition will contain most of the fragmentation.

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Typically, you will gain the largest benefit to your system if you defragment your indexes before you update the statistics.

The Archive database indexes are more likely to be fragmented than the Activity database indexes. This is because the volume of data inserted or updated into the Archive database will cause the indexes in that database to be more frequently fragmented and more heavily fragmented than those in the Activity database indexes.

Typically, the indexes for the following tables in the Archive database tend to be candidates for being highly fragmented and so will often need to be defragmented or rebuilt:

Message

FolderMessage

Route

FTIndexUpdate

MessageExtension

EmailAddress

Other guidelines for maintaining the databases The following are other database maintenance guidelines.

In some cases, you may need to move the EMC SourceOne databases from one SQL Server to another once they are installed. Refer to Moving EMC SourceOne databases on page 344 for guidance in performing that task.

Contact your EMC representative if you need assistance to move your EMC SourceOne databases.

Updating statistics can be a time-consuming operation, and so you should schedule this maintenance task with that in mind.

Note that the EMC SourceOne Email Management database maintenance scripts will timeout after approximately 12 hours to prevent them from running too long and consuming too many resources. If a timeout occurs, you can run the script again and it will start where it left off.

If database performance has become seriously degraded, and you are seeing higher than normal disk usage and CPU usage, you may be able to improve performance more quickly by only defragmenting the indexes and not updating statistics.

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Once database performance has improved, you should defragment the indexes and update the statistics as soon as possible.

Installing and Using the EMC SourceOne database maintenance tools In addition to the general database maintenance guidance provided by Microsoft and described in Microsoft guidelines for SQL Server database maintenance on page 325, EMC SourceOne includes scripts which allow you to maintain the indexes of the Archive and Activity databases. No scripts are provided for maintaining the Search database or the DiscoveryManager database.

Before using these scripts you should review Database maintenance guidelines and best practices on page 325.

The following sections describe how to install and use these maintenance scripts:

Installing the database maintenance scripts on page 330

Using the database maintenance scripts on page 331

Scheduling database maintenance script execution on page 334

Sample database maintenance interactive session on page 335

Sample database maintenance log file on page 337

Installing the database maintenance scripts The database maintenance scripts for the Archive and Activity databases are very similar, and so the options, and output from the selected options are very similar. The primary difference between the output of the two scripts is seen when the Archive database is partitioned, since the Activity database cannot be partitioned.

To install these scripts, copy the following directories (and the files they contain) from the installation kit to a directory on the SQL Server computer:

\Setup\Database\Utilities\Maintenance\Activity

\Setup\Database\Utilities\Maintenance\Archive

These directories contains the Activity and Archive database maintenance scripts and the associated Visual Basic scripts need by those scripts as follows:

\Activity\ES1_ActivityDB_Helper.vbs

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\Activity\ES1_ActivityDB_Maintenance_mssql.bat

\Archive\ES1_ArchiveDB_Helper.vbs

\Archive\ES1_ArchiveDB_Maintenance_mssql.bat

The Visual Basic files in these directories are used only to redirect output to log files as well as to the terminal screen and do not perform any other function.

Refer to Using the database maintenance scripts on page 331 for information on using the maintenance scripts.

Refer to EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 326 for guidance on running the maintenance scripts.

Using the database maintenance scripts To run the database maintenance scripts, do the following for the Activity and the Archive databases:

1. Review the script guidelines before you run the scripts. Refer to EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 326.

2. Verify that the EMC SourceOne system is in a suspended state as it would be for backing up the system.

Note that the ability to perform searches while the system is suspended depends on which script you used to suspend the system:

If you suspend the system using the ES1_ActivitySuspend.vbs script prior to performing database maintenance, only shortcut retrieval is possible.

If you suspend the system using the ES1_ActivityBackupSuspend.vbs script prior to performing database maintenance, both shortcut retrieval and EMC SourceOne Web Search searches are possible.d elsewhere.

Refer to Performing a backup of an EMC SourceOne system on page 303 for more information on suspending the EMC SourceOne system.

3. Log into an account on the SQL Server computer that has the ALTER and VIEW DATABASE STATE permissions for the specific database you are processing (either Archive or Activity).

4. Execute the appropriate batch file either by running it from the DOS command prompt or by double clicking the file name:

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Execute ES1_ActivityDB_Maintenance_mssql.bat to maintain the Activity database.

Execute ES1_ArchiveDB_Maintenance_mssql.bat to maintain the Archive database.

Note that if the batch file is run from a CD-ROM, or any other read-only location, it will fail with an access denied message.

Refer to Sample database maintenance interactive session on page 335 for an example of an interactive session with the maintenance script.

Refer to Sample database maintenance log file on page 337 for a sample log file.

5. Review the guidelines for performing database maintenance that are printed when the script executes:

Database maintenance, being a very resource intensive process causing high disk and CPU usage on SQL Server, should be performed in off-peak hours.

Both index maintenance and update statistics steps can be time consuming, depending on the maintenance state and size of the database.

EMC SourceOne administrative activities should not be operational during maintenance.

To reduce maintenance time and increase the quality of the maintenance, the maintenance process should be performed in offline mode. However, offline maintenance will have an effect on performing the EMC SourceOne operations such as user searches and shortcut retrieval. Refer to Table 42 on page 333 for a comparison of online versus offline modes.

Online database maintenance mode is supported only in SQL Server Enterprise edition; only offline mode is supported using SQL Server Standard edition.

6. In response to the prompt, specify the instance name for the SQL Server on which the Archive or Activity database is installed.

7. In response to the prompt, specify the name of the database to process. The default database name is either ES1Archive or ES1Activity, depending on the script used.

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8. In response to the prompt, specify whether to display a report on index fragmentation and to display the maintenance steps before performing the steps. The default is to display the report and simulated maintenance steps prior to actually performing those steps.

9. In response to the prompt, specify whether to rebuild indexes in online or offline mode, if the indexes need to be rebuilt. The default is online mode.

The maintenance script defragments or rebuilds indexes based on the amount of fragmentation detected in the index:

0 - 9% fragmentation, no processing is done or needed.

10 - 30% fragmentation, the index is defragmented.

Greater than 30% fragmentation, the index is rebuilt.

While rebuilding the index (whether in online or offline mode), no historical archiving, journaling, shortcut creation or administrative search activities can be performed. Also, administrative searches, such as long-running Discovery Manager searches or EMC SourceOne Administrative searches must not be run during index maintenance. This is because these activities and the index maintenance operations will contend for the same resources, and may cause the activities to timeout or fail.

Refer to Table 42 on page 333 to decide whether to allow the script to maintain the database in online or offline mode.

Table 42 Selecting whether to use online or offline mode for database maintenance

Using online mode... Using offline mode...

Requires the use of SQL Server Enterprise edition. Requires the use of either the Enterprise edition or Standard edition of SQL Server.

The index maintenance process completes more slowly than in offline mode.

The index maintenance process completes more quickly than in online mode.

User searches and shortcut retrievals are more likely to complete without delays, timeouts or signaling errors.

User searches and shortcut retrievals are less likely to complete without delays, timeouts or signaling errors. When using offline mode, tables are locked and so operations using those tables will not be able to complete.

A less complete maintenance of the database is possible.

A more complete and higher quality maintenance of the database is possible while the database is offline.

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10. In response to the prompt, specify whether to update the SQL statistics after the indexes are defragmented or rebuilt. The default is to update the statistics.

If you have sufficient time, it is always best to perform your statistics update immediately after defragmenting or rebuilding the indexes, as it makes your statistics update as effective as possible.

11. In response to the prompt, specify whether to perform the maintenance steps that were listed in the simulation, or to not do them. The default is to perform them.

12. Review the resulting log file from the maintenance run. This file records the data about the maintenance processing that is written to the screen as the processing occurs.

This file is created in the current working directory and has the same name as the batch script you ran, but with a .log file extension, as one of the following:

ES1_ActivityDB_Maintenance_mssql.log

ES1_ArchiveDB_Maintenance_mssql.log

Note that this file contains data about multiple runs of the maintenance utility. This information is also stored in the database that was processed.

Refer to Sample database maintenance log file on page 337 for an example of such a log file.

Scheduling database maintenance script execution You can schedule the execution of the database maintenance scripts by creating a scheduled task to execute the script using the Windows Scheduled Task applet.

You can also schedule the stored procedures used by the database maintenance scripts to run on a schedule by creating SQL Server Agent jobs. Refer to the following article for information on SQL Server Agent jobs:

http://msdn.microsoft.com/en-us/library/ms181153.aspx

Note that the maintenance scripts will timeout after approximately 12 hours to prevent them from running too long and consuming too many resources. If a timeout occurs, you can run the script again and it will start where it left off.

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Sample database maintenance interactive session The following is sample output from an interactive session with the database maintenance script ES1_ArchiveDB_Maintenance_mssql bat.

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Sample database maintenance log file The following is sample output from a ES1_ArchiveDB_Maintenance_mssql bat.log log file.

EMC SourceOne 6.61 Archive Database Maintenance Utility USER INPUTS: Script Location = D:\MAR6_E6_2\EXAS\src\SQL\\ SQL Server = "localhost" Database = "ES1Archive" View Log File = n Log File = "ES1_ArchiveDB_Maintenance_mssql.bat.log" Display Report = y Defrag Online = 1 Update Statistics = y sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBDefragIndexes @ExecuteCommands=0, @ShowFragmentationReport=2, @ShowSQL=1, @ForceRescan=1, @RebuildOnline=1 " 2010-10-27 14:59:54|Database:ES1Archive: Index maintenance procedure invoked.. 2010-10-27 14:59:54|Starting index fragmentation analysis in database:ES1Archive.. 2010-10-27 14:59:54|Displaying fragmentation report before defragmentation process.. Table PartitionId Index Fragmentation -------------------- ----------- ---------------------------- ------------- EmailAddress 1 PK_EmailAddress 98% FolderMessage 2 PK_FolderMessage 99% FolderMessage 2 IX_FolderMessage_VolumeId 98% FolderMessage 2 IX_FolderMessage_MetadataMD5 65% Message 2 PK_Message 99% Message 2 IX_Message_TrackingId 99% Message 2 IX_Message_TrackingId2 98% Message 2 IX_Message_MsgDate 70% Message 2 IX_Message_MsgSize 99% Route 2 PK_Route 97% Route 2 IX_Route_EmailIdRouteType 99% Volume 1 PK_Volume 41% 2010-10-27 14:59:54|Simulating maintenance commands: ALTER INDEX [IX_Message_TrackingId] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_TrackingId2] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_MsgDate] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_MsgSize] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Route_EmailIdRouteType] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 ALTER INDEX [PK_Volume] ON [ES1Archive].dbo.Volume REORGANIZE ALTER INDEX [PK_FolderMessage] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 ALTER INDEX [IX_FolderMessage_VolumeId] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 ALTER INDEX [PK_EmailAddress] ON [ES1Archive].dbo.EmailAddress REBUILD WITH (ONLINE = ON, Sort_In_TempDB = On) ALTER INDEX [PK_Message] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [PK_Route] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 ALTER INDEX [IX_FolderMessage_MetadataMD5] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 14:59:55|Database:ES1Archive: Index maintenance procedure invocation complete sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBUpdateStats @ExecuteCommands=0, @ShowSQL=1, @ForceRescan=1, @ExcludeAutoCreatedStats=1 " 2010-10-27 14:59:55|Database:ES1Archive: SQL statistics update procedure invoked.. 2010-10-27 14:59:55|Starting SQL statistics analysis in database:ES1Archive.. 2010-10-27 14:59:55|Simulating maintenance commands: Statistics: [ES1Archive].[dbo].[FolderMessage] Last Updated On: Nov 14 2009 2:27PM UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [IX_FolderMessage_VolumeId] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 13 2009 10:27AM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [PK_Message] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 12 2009 4:51PM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgSize] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[FolderMessage] Last Updated On: Nov 12 2009 5:01AM UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [PK_FolderMessage] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Route] Last Updated On: Nov 12 2009 12:52AM UPDATE STATISTICS [ES1Archive].[dbo].[Route] [IX_Route_EmailIdRouteType] WITH SAMPLE 12 PERCENT;

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Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 9 2009 1:06PM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgDate] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: -Never Updated- UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId2] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: -Never Updated- UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId] WITH SAMPLE 14 PERCENT; 2010-10-27 14:59:55|Database:ES1Archive: SQL statistics update procedure invocation complete USER INPUTS: Perform Maintenance= y sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBDefragIndexes @ExecuteCommands=0, @ShowFragmentationReport=3, @ShowSQL=1, @ForceRescan=0, @RebuildOnline=1 " 2010-10-27 15:00:05|Database:ES1Archive: Index maintenance procedure invoked.. 2010-10-27 15:00:05|Executing commands: 2010-10-27 15:00:05|ALTER INDEX [IX_Message_TrackingId] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:21|ALTER INDEX [IX_Message_TrackingId2] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:33|ALTER INDEX [IX_Message_MsgDate] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:44|ALTER INDEX [IX_Message_MsgSize] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:54|ALTER INDEX [IX_Route_EmailIdRouteType] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 2010-10-27 15:03:13|ALTER INDEX [PK_Volume] ON [ES1Archive].dbo.Volume REORGANIZE 2010-10-27 15:03:18|ALTER INDEX [PK_FolderMessage] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:03:59|ALTER INDEX [IX_FolderMessage_VolumeId] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:04:17|ALTER INDEX [PK_EmailAddress] ON [ES1Archive].dbo.EmailAddress REBUILD WITH (ONLINE = ON, Sort_In_TempDB = On) 2010-10-27 15:04:22|ALTER INDEX [PK_Message] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:04:53|ALTER INDEX [PK_Route] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 2010-10-27 15:06:26|ALTER INDEX [IX_FolderMessage_MetadataMD5] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:07:01|Database:ES1Archive: Index maintenance procedure invocation complete 2010-10-27 15:07:01|Displaying fragmentation report after defragmentation process.. Table PartitionId Index Fragmentation Before Fragmentation After DefragTime(min) -------------------- ----------- ---------------------------- -------------------- ------------------- --------------- EmailAddress 1 PK_EmailAddress 98% 2% 0 FolderMessage 2 PK_FolderMessage 99% 1% 1 FolderMessage 2 IX_FolderMessage_VolumeId 98% 2% 0 FolderMessage 2 IX_FolderMessage_MetadataMD5 65% 1% 1 Message 2 PK_Message 99% 0% 0 Message 2 IX_Message_TrackingId 99% 1% 0 Message 2 IX_Message_TrackingId2 98% 1% 0 Message 2 IX_Message_MsgDate 70% 1% 0 Message 2 IX_Message_MsgSize 99% 1% 0 Route 2 IX_Route_EmailIdRouteType 99% 0% 2 Route 2 PK_Route 97% 0% 1 Volume 1 PK_Volume 41% 33% 0 sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBUpdateStats @ExecuteCommands=1, @ShowSQL=1, @ForceRescan=1, @ExcludeAutoCreatedStats=1 " 2010-10-27 15:07:08|Database:ES1Archive: SQL statistics update procedure invoked.. 2010-10-27 15:07:08|Starting SQL statistics analysis in database:ES1Archive.. 2010-10-27 15:07:08|Executing commands: 2010-10-27 15:07:08|UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [IX_FolderMessage_VolumeId] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:13|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [PK_Message] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:19|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgSize] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:24|UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [PK_FolderMessage] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:29|UPDATE STATISTICS [ES1Archive].[dbo].[Route] [IX_Route_EmailIdRouteType] WITH SAMPLE 12 PERCENT; 2010-10-27 15:07:42|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgDate] WITH SAMPLE 14 PERCENT;

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2010-10-27 15:07:47|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId2] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:52|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:58|Database:ES1Archive: SQL statistics update procedure invocation complete 2010-10-27 15:07:58|SourceOne 6.61 Archive Database maintenance process completed.

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Infrequent Maintenance Tasks (common and email-specific) There are some maintenance tasks that occur infrequently that you may need to perform. Some of the more common of these tasks are described in the following sections:

Resetting EMC SourceOne service account passwords on page 340

Moving an EMC SourceOne archive on page 340

Moving a Native Archive Index Work directory on page 341

Moving EMC SourceOne databases on page 344

Creating a custom event log monitor for all EMC SourceOne computers on page 350

Email-specific: EMC SourceOne changes needed when Domino mailboxes increase from one to many on page 351

Resetting EMC SourceOne service account passwords EMC SourceOne creates and assigns the service account credentials to EMC SourceOne Windows services which perform various types of processing. If a service account password is allowed to expire, this will cause authentication errors to be written to the event logs.

You should be aware of when this password will expire and change it before it expires to avoid interrupting EMC SourceOne processing.

After you have changed the password in Active Directory, use the Log On tab in the Services console to update the new password for each of the EMC SourceOne services on the EMC SourceOne master server, worker server and Native Archive computers.

For more details on the service accounts used by EMC SourceOne, refer to the EMC SourceOne Installation Guide.

Moving an EMC SourceOne archive In some system maintenance situations, such as when hardware needs to be reallocated or replaced, you may need to move the physical location of the archive in which EMC SourceOne stores content.

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Note: If you have a complex hardware and software configuration, you may want to contact EMC Professional Services for assistance in moving the archive.

To move an EMC SourceOne Native Archive, use the procedure described in Chapter 5, Configuring Archives.

Moving a Native Archive Index Work directory This section describes the procedure for moving the Native Archive Index Work directory to a drive with adequate space to support the indexing role.

Overview Beginning with version 6.6 SP1, EMC SourceOne performs all indexing locally on the Native Archive computer. To support this requirement, you must allocate a local directory (referred to as the Index Work directory) with at least 20 GB of space on all Native Archive indexing computers to serve as a temporary space for indexing. This directory:

Must be regarded as a local drive by the operating system.

Cannot be the operating system drive (e.g., C:).

Can be on local disk or SAN storage, as long as it is regarded as a local drive by the Native Archive server. For best performance, this should be on a dedicated physical disk.

Requires a minimum of 20 GB of free disk space be available.

Ideally you should allocate the required space prior to installing Native Archive software on your indexing servers, as described in the EMC SourceOne Installation Guide. Then, when installing the Native Archive software, select a destination folder on this drive.

Although you are required to specify this location when installing the Native Archive software, you can bypass the 20 GB requirement during the installation (the installer will provide a warning). This is necessary when installing Native Archive software on a server which is not designated for indexing. If you later decide to enable indexing, you will need to either:

Free up space on the current Index Work directory drive.

Move the Index Work directory to another drive which has enough space.

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Example You install Native Archive software on a computer not originally intended to perform indexing, but you later decide to enable the indexing role. The current Index Work directory that you established when you installed the Native Archive software is on a 30 GB drive, but has only 5 GB of free disk space. In this case, you can either:

Move or delete files to free up 20 GB space, and then enable the indexing role on this server.

Use a utility (provided in the EMC SourceOne Email Management 6.6 SP1 software kit) to move the Index Work directory to another drive with at least 20 GB of free space. You can then enable the indexing role.

Procedure Use the utility to move the current Index Work directory to a new drive using the information provided in this section:

Stop Native Archive services on page 342

Permissions on page 342

Run the utility on page 342

Results on page 343

Stop Native Archive services Before running the utility, use the Services console to stop the follow- ing Native Archive services: EMC SourceOne Administrator

EMC SourceOne Archive

EMC SourceOne Indexer

EMC SourceOne Query

Stopping the EMC SourceOne Administrator service stops the other three services.

Permissions You must be logged in with an account which has adequate permis- sions to write to the Index Work directory. In most cases, this should be the EMC SourceOne service account. Refer to the EMC SourceOne Installation Guide for more information on this service account.

Run the utility To update the Index Work directory location:

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1. Locate the ES1_IndexPrereqVerifier.exe utility in the EMC SourceOne version 6.6 SP1 software kit (in the Utility\Index folder) and copy it to the Native Archive indexing server.

2. Open a command prompt and navigate to the utility location.

3. To change the Index Work directory location from its current location to a new location, type:

ES1_IndexPrereqVerifier -ChangeIdxTempDir drive:\path

For example:

ES1_IndexPrereqVerifier -ChangeIdxTempDir F:\IndexWork

Results When this command is issued:

The utility updates the Archive database with the new drive and folder location that you specify.

The previous Index Work directory location is no longer used by the product.

The new folder is not created in the file system until the first index run is performed after the upgrade is completed.

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Moving EMC SourceOne databases This section describes how to move EMC SourceOne Email Management and Discovery Manager databases from one SQL Server host computer to another. This procedure applies to all releases of EMC SourceOne Email Management and Discovery Manager.

This procedure is typically used to perform a planned move from one SQL Server to another SQL Server (for example, you are replacing your existing SQL Server with a newer computer).

This section includes the following topics:

Review considerations on page 344

Establish destination SQL Server permissions on page 346

Create required entries in the destination SQL Server master database on page 346

Prepare the system on page 347

Move the databases on page 348

Configure SQL permissions on page 348

Ensure database connectivity on page 348

Resume operations on page 349

Review considerations Review the following considerations.

SQL Server host considerations Review the following considerations related to your environments SQL Server host configuration.

Different SQL Server host name

If you are moving SourceOne databases from one physical SQL Server to another SQL Server with a different host name, use the database move procedure in its entirety.

Alias configuration

The database move procedure is simplified if you used a DNS CNAME alias configuration for your SQL Server when you installed EMC SourceOne software.

Differences for a CNAME alias configurations are noted in the procedures.

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Disaster recovery configuration consideration

If you have implemented the disaster recovery configuration described in the EMC SourceOne Disaster Recovery Solution Guide, the Moving EMC SourceOne databases on page 344 procedure is not applicable. This is because the disaster recovery solution includes:

a required DNS CNAME alias configuration for SQL Server.

regular replication of EMC SourceOne databases and the SQL Server master database between the primary and secondary sites.

Applicable databases This procedure applies to the following SourceOne databases:

Activity database

Archive database

Search database

Discovery Manager database

Moving between SQL Server editions Do not move databases from one SQL Server edition (e.g., Enterprise or Standard) to another SQL Server edition.

Moving between SQL Server versions You can move SourceOne databases between the following versions of Microsoft SQL Server:

SQL Server 2005 to SQL Server 2008

SQL Server 2008 to SQL Server 2008 R2

SQL Server 2005 to SQL Server 2008 R2

Important SQL Server considerations When moving databases to a new SQL Server you should review the detailed SQL Server considerations provided in the Important Considerations chapter of the EMC SourceOne Installation Guide.

Review this information to ensure that you are moving the databases to a SQL Server environment that is optimized for use with SourceOne. This information includes topics such as disk configuration, partitioning, memory allocation, permissions, alias configuration, recovery model, collation, and storage best practices.

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Establish destination SQL Server permissions Prepare the destination SQL Server with the same login configuration used on the current SQL Server.

Installation account Ensure that the installation account is a local administrator and has the SQL sysadmin role.

Note: For important details about database installation permissions, see SQL database installation permissions in the EMC SourceOne Installation Guide.

Security logins Configure the following groups and accounts as Security Logins in SQL Server:

EMC SourceOne security group

EMC SourceOne Admins group

EMC SourceOne installation account(s)

You will later assign individual database privileges to these logins after EMC SourceOne databases are moved.

Create required entries in the destination SQL Server master database EMC SourceOne databases require that some minor entries exist in the sys.messages table of the master database. To create these necessary entries in the SQL Server master database, install and uninstall a dummy Activity database.

Perform this procedure on the destination SQL Server instance:

1. Install a new Activity database using the Activity database installation script (ES1_ActivityDB_Create_mssql.bat) provided in the EMC SourceOne software kit.

Use the same version of the Activity database installation script as the databases that you are moving.

Ensure that if you use a named database instance, you specify it when running the script.

For details, refer to the Installing databases using scripts procedure in the EMC SourceOne Installation Guide.

2. Delete the Activity database created in the previous step. This removes the empty Activity database while retaining the necessary entries in the SQL Server master database.

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Prepare the system To prepare the system:

1. Perform a backup of the EMC SourceOne system as described in the EMC SourceOne Administration Guide.

2. Stop all active jobs using the EMC SourceOne console as follows:

a. Expand the EMC SourceOne > Organizational Policies node.

b. Right-click each policy and select Stop.

c. Expand the EMC SourceOne > Operations > Job Management node.

d. Observe that all jobs in the Jobs (Active) view are stopped.

Note: Client requests (such as jobs generated by users performing searches) will also be listed in this view. These requests can remain in an active state. End users will experience a service interruption until the systems are running again.

3. Close the EMC SourceOne console.

4. Close any other open MMC consoles.

5. Stop all EMC SourceOne services on all computers on which EMC SourceOne components are installed. However, if you are running the master computer in an active/passive cluster, do the following:

Do not manually stop the master services (EMC SourceOne Job Scheduler and EMC SourceOne Address Cache).

From the cluster administration console, take the group containing these services offline. This ensures that the master services are no longer running on either node.

6. Close the Services console if it is open.

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Move the databases Use the procedures provided by Microsoft to move the databases from the current SQL Server computer to the destination computer.

The following resource describes detaching and attaching databases on SQL Server 2008 R2:

http://msdn.microsoft.com/en-us/library/ms190794.aspx

If you are using another supported version of SQL Server, use the Other Versions link to select it.

Configure SQL permissions Once the databases are moved to the destination SQL Server, you must re-configure specific permissions for the security logins for each of the databases. Refer to the following resources:

Activity, Archive and Search databases Refer to Configure SQL permissions in the Installing Common Components chapter of the EMC SourceOne Installation Guide.

Discovery Manager database Refer to the Configure SQL permissions in the Installing Discovery Manager chapter of the EMC Discovery Manager Installation and Administration Guide.

Ensure database connectivity Options for ensuring database connectivity depend on whether you are using a DNS CNAME alias configuration or a different SQL Server host.

Option 1: DNS CNAME alias configuration If you used a DNS CNAME alias configuration, perform the necessary steps in Active Directory to re-direct the DNS CNAME resource record to the new SQL Server host (and named instance, if used). For more information, refer to the following Microsoft resource:

http://technet.microsoft.com/en-us/library/cc772362.aspx

Option 2: Different SQL Server host When initially installed, some EMC SourceOne components installers created DSNs and registry entries that include information about how to connect to SourceOne databases. If you moved the EMC SourceOne databases to a SQL Server host with a different name, you must repair the components to specify the new database server host (and named instance, if used).

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Note: To avoid this step in the future, you can establish a DNS CNAME record at this time that points to your new SQL Server host computer. You can then use Option 1 if you need to perform a subsequent database move.

You must repair the following components:

Console

Master Services

Worker Services

Archive Services

Using Add/Remove Programs, repair all EMC SourceOne components, pointing to the new SQL Server (and named instance, if used) when prompted for database information. For each component:

1. Click Change.

2. Click Next.

3. Select Repair.

4. Complete the wizard to repair the installation.

Resume operations After updates are completed on all applicable systems:

1. Ensure that all systems and EMC SourceOne services are running.

2. Start the EMC SourceOne console. Since you have not yet established a connection to the database using the console, an error message will display. Click OK to close the error message.

Note: You must click OK to close the error message immediately to avoid a timeout that requires restarting the console.

3. Do the following:

a. Expand the Archive Connections node.

b. Right-click the archive connection and select Properties. The Edit Archive Connection: General page displays.

c. Click Next. The New Archive Configuration page displays. Type the name of the new database server (and instance, if used).

d. Click Finish.

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4. Close and re-open the console.

5. Expand the EMC SourceOne > Organizational Policies node.

6. Right-click each policy and select Resume.

7. Expand the EMC SourceOne > Operations > Job Management node.

8. Observe that all jobs in the Jobs (Active) view are Active.

Note: If you stopped a daily activity which was running, the activity will resume in the next scheduled run.

Creating a custom event log monitor for all EMC SourceOne computers Logging on to each individual computer in the EMC SourceOne system to check the event log can be time-consuming. However, you can create a custom MMC application on a single computer that allows you to view the event logs on the other computers.

You create this custom MMC application as follows:

1. On the computer on which you want to create the custom MMC application, enter the MMC command at the command prompt. A blank MMC console is created.

2. In the blank MMC console, select File > Add/Remove Snap-in.

The Add Standalone Snap-in dialog displays.

3. From the list in the Add Standalone Snap-in dialog, select Event Viewerand click Add. The Select Computer dialog displays.

4. In the Select Computer dialog, select either Local computer (to add the Event Viewer for the local computer) or select Another computer and browse to that computer to add the Event Viewer for a remote computer and click Finish. The Event Viewer is added to the custom console.

5. Continue to use the Add Standalone Snap-in dialog to add Event Viewers for all the computers you want to monitor.

6. When you are done, click Close to exit the Add Standalone Snap-in dialog. Then click OK to exit the Add/Remove Snap-in dialog.

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7. Save the custom MMC application by selecting File > Save As and save the custom console with a unique name. You can then launch this console from the Start > Programs > Administrative Tools menu.

Email-specific: EMC SourceOne changes needed when Domino mailboxes increase from one to many

When a Domino administrator changes the number of mailbox databases used on a Domino server configuration from one to more than one after a Journal activity is run that accesses that server, these changes to the Domino server require the EMC SourceOne administrator to make corresponding changes to EMC SourceOne.

The following sections provide more details on how this Domino configuration change impacts EMC SourceOne and how to modify EMC SourceOne to account for the change:

Background on Domino mailbox configuration change on page 351

EMC SourceOne modifications to be made as a result of Domino mailbox change on page 352

Background on Domino mailbox configuration change When there is a single Domino mailbox database, mail.box, EMC SourceOne creates a database named ExJournal.nsf to copy messages from mail.box so that the messages can be accessed by EMC SourceOne jobs.

When the Domino administrator increases the number of mailbox databases from one to more than one, the mail.box database remains but no new mail is delivered to it. Mail is now routed to the newly created mailboxes named mail1.box, mail2.box, and so on, up to the number of mail.box databases the Domino administrator specified.

The EMC SourceOne extension manager detects this change and creates matching databases, such as ExJournal1.nsf and ExJournal2.nsf, for each of the enumerated mailbox databases. The ExJournal.nsf database receives no more messages since the mail.box database is no longer receiving messages.

If an activity that accessed the Domino server was created before the Domino administrator created the multiple mail.box databases, that activity references the now unused ExJournal.nsf database instead of

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the active ExJournal1.nsf and ExJournal2.nsf databases, and new messages will not be processed.

If the ExJournal.nsf or mail.box database are deleted before EmailXender has been configured to match the changed Domino environment, the following errors are displayed in the event log when EMC SourceOne attempts to access the old mail.box:

Cannot log on to Notes mailbox Cannot log on to the provider The dispatcher thread received an error from the the Job Business Component (JBC)

EMC SourceOne modifications to be made as a result of Domino mailbox change on page 352 describes the modifications that need to be made to EMC SourceOne to account for the changed Domino configuration.

EMC SourceOne modifications to be made as a result of Domino mailbox change To allow EMC SourceOne to correctly access a Domino server after the server configuration has changed from a single mail.box database to multiple mail.box databases, do the following:

1. If any Journal activities are currently accessing the original single Domino mailbox, mail.box, and the associated ExJournal.nsf file, allow those activities to complete so that the ExJournal.nsf file is empty of messages.

2. If necessary, modify all activities that formerly accessed the ExJournal.nsf database to now access the new enumerated databases, such as ExJournal1.nsf and ExJournal2.nsf and so on.

If you selected the Domino server as the data source for the activity the new database files will be used automatically and you will not need to change the activity.

If you selected one or more individual .nsf files as the data sources for the activity, you will need to remove ExJournal.nsf and add the new databases, such as ExJournal1.nsf and ExJournal2.nsf.

3. Optionally, the ExJournal.nsf file can be removed from the Domino server once it is empty and no longer accessed by an activity since it is no longer used.

Troubleshooting EMC SourceOne 353

14

Describes how to troubleshoot common or email-specific problems in an EMC SourceOne system and is organized as follows:

Troubleshooting content processing problems............................ 354 Troubleshooting EMC SourceOne server network problems.... 363 Troubleshooting search problems.................................................. 365 Troubleshooting OWA shortcut problems (email-specific)........ 372

Refer to Chapter 24, Troubleshooting EMC SourceOne for Microsoft SharePoint, for information on how to troubleshoot SharePoint content-specific problems.

Refer to the EMC SourceOne Offline Access Installation and Administration Guide for information on how to troubleshoot Offline Access-specific problems.

Troubleshooting EMC SourceOne

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Troubleshooting content processing problems When content is not processed as you expect, the problem can occur because of problems in any of several areas. It is important to check these areas in order, since a problem in one area may cause a problem in a following area. For example, content not being archived may not be a problem with the content but may instead be a problem with the activity defined to process that content.

When troubleshooting content processing problems, follow the checklist in Table 43 on page 354.

Table 43 Content processing troubleshooting checklist

1. Check that there are no system processing problems. Correcting system processing problems on page 355 describes how to detect and correct common system processing problems.

2. Check the organizational policy containing the activity defined to process the content. Correcting organizational policy processing problems on page 356 describes how to detect and correct problems with the organizational policy.

3. Check the activity defined to process the content. Correcting activity processing problems on page 357 describes how to detect and correct problems with the activity.

4. Check the one or more jobs generated to perform the content processing. Correcting job processing problems on page 358 describes how to detect and correct problems with jobs.

5. Check one or more of the pieces of content processed. Correcting content processing problems on page 362 describes how to detect and correct problems with content.

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Correcting system processing problems Content not being processed correctly may indicate a general system problem that needs to be corrected.

You can correct these problems by reviewing the same items you would review as part of your daily system maintenance:

Review the status of all EMC SourceOne system computers, including the workers, archive servers, and database servers.

Review event logs on EMC SourceOne computers.

Review available storage space on EMC SourceOne computers.

Review status of storage volumes and searchable indexes.

If performing email journaling, review journaling mailboxes or databases for unprocessed messages.

Chapter 13, Maintaining EMC SourceOne, describes how to perform these tasks.

If you cannot determine the nature of the EMC SourceOne problem, contact your EMC representative for additional help.

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Correcting organizational policy processing problems To diagnose and correct problems with an organizational policy, perform the following tasks:

1. Select the Organizational Policies node to view the appropriate policy in the middle pane.

2. Review the Status column for the organizational policy. If necessary, take the corrective action specified for that state in Table 44 on page 356.

3. If the organizational policy is in an active state, and the problem still exists, follow the directions in Correcting activity processing problems on page 357 to see if the problem lies in an activity rather than in the organizational policy.

Table 44 Organizational policy states and corrective actions

Organizational policy status Corrective action

Active The organizational policy is active. This is the working state of an organizational policy and no corrective action is needed.

Paused Determine who used the Pause action to suspend the organizational policy and all activities and jobs contained within the organizational policy and why. If the reason for pausing the organizational policy no longer applies, select the Resume action for that organizational policy to allow it and the contained activities and jobs to become active again.

User Terminated Determine who used the Stop action to terminate the organizational policy and all activities and jobs contained within organizational policy and why. If the reason for terminating the organizational policy no longer applies, select the Resume action for that organizational policy to allow it and the contained activities and jobs to become active again.

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Correcting activity processing problems To diagnose and correct problems with an activity, perform the following tasks:

1. Select the Organizational Policies node, and expand the appropriate policy in the middle pane to view the activity.

2. Review the Status column for the activity. If necessary, take the corrective action specified for that state in Table 45 on page 357.

Table 45 Activity status and corrective actions

Activity status Corrective action

Defined The activity has been defined but has not yet entered the Active state. This status is temporary and no corrective action is needed.

Active The activity is currently active. This is the typical working status for an activity, unless the final, or only, job created by the activity is running. No corrective action is needed.

Read Only The activity cannot be edited because the final, or only, job created by the activity is running. No corrective action is needed; the Read Only status changes when the job completes.

Paused Determine who selected the Pause action to pause the activity and why. If the reason for pausing the activity and the associated jobs no longer applies, select the Resume action for that activity a to allow the activity and the associated jobs to continue to process.

User Terminated Determine who terminated the activity using the Stop action and why. If the reason for terminating the activity and the associated jobs no longer applies, do one of the following: If the activity was to run a single time, recreate the activity. If the duration of the activity was recurring, select the Resume

action for that activity to allow the activity and the associated jobs to continue to process.

Success The final, or only job created by the activity completed successfully.

Failure The final, or only job created by the activity failed. Follow the directions in Correcting job processing problems on page 358 to correct the job problem.

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3. If the activity status indicates that there are no problems, review the definition of the activity and any rules used by the activity, to make sure they are performing the expected processing.

For email content, refer to Chapter 15, Configuring Email Management Activities, for information on how activities are defined and refer to Chapter 19, Using Email Management Rules, for information on how rules are defined.

For SharePoint content, refer to Chapter 21, Configuring SharePoint Activities,for information on how those activities are defined.

4. If the activities are defined correctly and the problem still exists, follow the directions in Correcting job processing problems on page 358 to see if the problem lies in one of the jobs rather than in the activity.

Errors may be reported running Exchange archiving activities Occasional errors may occur when you perform Exchange archiving activities. The errors indicate Failed to calculate message ID or Failed to extract MAPI Properties from MsgId and a subset of the messages may fail to process. Specific error IDs to look for are 80040115 and 80040125.

Rerun the activity to archive any failed messages.

Shortcut activity error when a Domino compact operation in process If a shortcut activity is launched while Domino is compacting databases, an error similar to the following is generated:

Failed to open note. [ExShortcutJBC.exe, ExNotesUtils.cpp(3683).CExNotesUtils::OpenNote]

Review the nightly compact schedule and adjust the timing of shortcut activities. You can also re-run activities against mail databases that failed to be shortcut.

Correcting job processing problems To diagnose and correct problems with message processing by jobs, perform the following tasks:

1. Ensure that the content processing problem is not caused by the activity. Correcting system processing problems on page 355 describes how to resolve activity content processing problems.

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2. List all jobs associated with the activity that had content processing problems. To view the jobs associated with a particular activity, do the following:

a. Expand the Operations node and select the Job Management node.

b. Select Action > Current View > All Jobs to display all jobs regardless of their state.

c. Select Action > Filter; the Filter dialog displays. In the Filter dialog:

Select Activity Name as the Column criteria. Select Is Exactly as the Condition criteria. Specify the name of the particular activity as the Value

criteria. d. Click Add to save the filter condition.

e. Click OK to cause the filter to be used to filter the list of jobs and display only those jobs associated with the specified activity name.

3. Review the state of the jobs listed using both the status icon in the first column of the job list and the Status field in the job information pane that is displayed when a job is selected. The job status icon in the job list can map to multiple similar job status values listed in the detailed job view.

Table 46 on page 359 lists the meaning of the job status and the corrective action, if needed.

Table 46 Job status and corrective action

Icon Status Corrective action

Active The job is active and being processed on a worker. No corrective action needed.

Available The job was generated and is available for a worker to select it for processing. No corrective action needed.

Waiting for Resource

The job is waiting for a worker to become available. No corrective action needed.

Taken The job was selected by a worker, and the worker is preparing to start it, but it has not started yet. No corrective action needed.

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Completed The job completed. No corrective action needed.

Incomplete The job did not complete in the time scheduled for it to run. This may indicate that there are too few worker servers defined as part of your EMC SourceOne environment. Monitor how long it takes for the job to complete. If this period is too long, consider adding more worker servers (or more powerful servers) to your environment or otherwise improving the performance of the distributed EMC SourceOne system.

User Terminated

The job was stopped manually. Determine who stopped the job using the Stop action and why. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Self Terminated

The job was instructed to terminate itself by the job dispatcher and did so successfully. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Dispatcher Terminated

The job was instructed to terminate itself by the job dispatcher but could not, so the job dispatcher forcibly terminated the job. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Expired The job was never dispatched, because the job dispatcher became aware of the job after the jobs scheduled end time had passed. Reschedule the job so that it can run.

Table 46 Job status and corrective action

Icon Status Corrective action

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4. If jobs have performed their processing correctly and the problem still exists, follow the directions in Correcting content processing problems on page 362 to see if the problem lies in the content processing or archiving rather than in the jobs.

Failed The job failed. A job is marked failed when it fails, or when a child job (a job created by that job) ends in any of the following states: Incomplete, User Terminated, Self Terminated, Dispatcher Terminated, Expired, Failed, or Unknown.

Suspended The job is in a suspended (paused) state. Determine who used the Pause action to suspend the job and why. If the reason for suspending the job no longer applies, select the Resume action for that job to allow it to process again.

Unknown The job is in an undefined state. This may indicate an EMC SourceOne system problem. Correcting system processing problems on page 355 describes how to correct system problems.

Table 46 Job status and corrective action

Icon Status Corrective action

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Correcting content processing problems To diagnose and correct problems with content processing, perform the following tasks:

1. Ensure that the content processing problem is not caused by the activity. Correcting system processing problems on page 355 describes how to resolve activity processing problems.

2. Ensure that the content processing problem is not caused by the job. Correcting job processing problems on page 358 describes how to resolve job processing problems.

3. Create the job list as described in Correcting job processing problems on page 358.

4. Review the Failed Count column associated with each job in the list to determine if any content failed to be processed by the job. If the value is greater than 0 you should investigate why that content is not being processed.

5. Enable more detailed logging of the individual containers (such as folders or mailboxes) or files processed by a job, and run the jobs again. Note that up to 10 files or containers can be processed by a single job. Chapter 11, Using Job Logs, describes how to enable detailed job logging.

6. Retrieve more information on why the content was not processed by reviewing archive information for the content.

For an EMC SourceOne Native Archive archive, review the archive folders to see if there are any errors on the folder for the content. Chapter 5, Configuring Archives, describes how to use and view information about Native Archive folders.

For an EmailXtender 4.x archive, review the archive folder using the EmailXtender Administrator. Refer to the EMC EmailXtender Administrators Guide for how to view information about EmailXtender archive folders.

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Troubleshooting EMC SourceOne server network problems EMC SourceOne uses the Media Access Control (MAC) address of a computer to uniquely identify the following servers on the network:

EMC SourceOne worker servers

EMC SourceOne Native Archive servers

If these types of servers have multiple network MAC addresses installed, the first MAC address encountered is used by EMC SourceOne.

The following sections describe two common problems that can occur with MAC address changes and EMC SourceOne:

Problems when network MAC address changes on page 363

Problems when there are multiple servers with the same MAC address on page 364

Problems when network MAC address changes When the network MAC address of an existing EMC SourceOne server changes (either physically or in a virtual environment), EMC SourceOne cannot correctly recognize that worker server, or Native Archive server.

Scenario For example, if you change the MAC address of an EMC SourceOne worker server, the EMC SourceOne console will display two entries for that server on the Configuration tab of the Server node, both with the same server name, but different Server ID values and different MAC addresses:

The entry with the original MAC address will contain all the existing EMC SourceOne configuration data (such as what types of jobs could be processed by that worker server), but will have a state of Unavailable, since that MAC address is not on the network.

The entry with the new MAC address will have a state of Available since it is on the network, but will contain none of the existing EMC SourceOne configuration data since it is treated as a new server.

Solution To correct this problem, do one of the following:

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If possible, set the MAC address of the new network interface to be the same as the old MAC address.

If you cannot change the MAC address, you must reinstall the server as whatever type of EMC SourceOne server it was formerly, including performing all configuration you had previously performed on the server.

Problems when there are multiple servers with the same MAC address When the network MAC address of an existing EMC SourceOne server is duplicated so that there are two EMC SourceOne servers with the same MAC address (either physically or in a virtual environment), EMC SourceOne cannot correctly recognize that server which can cause similar problems to those described in Problems when network MAC address changes on page 363.

Solution To correct this problem, make sure that the MAC addresses of all EMC SourceOne servers are unique.

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Troubleshooting search problems The following information will help you troubleshoot problems you may encounter when using EMC SourceOne Search to search for and retrieve messages.

Table 47, Troubleshooting common search problems, lists common search problems and refers you to the appropriate troubleshooting information.

Troubleshooting EMC SourceOne Search problems using logging on page 369 describes the logging information that is available for EMC SourceOne Search components.

Table 47 Troubleshooting common search problems

Category Problem

Connecting to Web server on page 366

User cannot access the EMC SourceOne Search login page on page 366.

Authenticating users on page 366

User cannot log in on page 366.

Selecting search folders on page 366

User cannot see any folders on page 366s.

Searching on page 367 Errors occur while running a search on page 367.

No search results on page 367.

Wrong search results on page 367.

Working with search results on page 368

Errors when viewing messages on page 368.

Errors when restoring messages on page 368.

Errors when copying messages on page 368.

Errors when deleting messages on page 368.

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Connecting to Web server Refer to User cannot access the EMC SourceOne Search login page on page 366.

User cannot access the EMC SourceOne Search login page The following issues will prevent a user from accessing the EMC SourceOne Search login page:

The user entered the wrong URL.

A Page Not Found error means that the ASP.NET 2.0 web extension is missing or prohibited.

A Service Unavailable error means that a pre-installation configuration step was not completed correctly (such as setting up accounts and permissions) or that you need to restart a service.

Problems exist in your environment or with network load balancing.

Authenticating users Refer to User cannot log in on page 366.

User cannot log in The following issues prevent a user from logging into Search:

The Search application Web service has been configured with the wrong URL.

SSL is not configured, but the SSL check box was selected at installation.

Login to Windows or Domino fails.

The ExSearchService.exe.log contains more information.

Selecting search folders Refer to User cannot see any folders on page 366.

User cannot see any folders The There are no available folders to search error indicates one or more of the following problems:

Troubleshooting search problems 367

Troubleshooting EMC SourceOne

Mapped folders do not exist for the archive folders.

Folder permissions were not set for the user.

The folder permissions that were set for the user are not correct for the type of search that the user is performing.

The ExSearchWebService.log contains more information.

Searching Refer to:

Errors occur while running a search on page 367

No search results on page 367

Wrong search results on page 367

Errors occur while running a search If errors occur while a search is running, look at the following logs:

ExJBQuery.exe.log

Provider-specific logs, such as ExAsQuery.exe.log for the EMC SourceOne Native Archive.

No search results If no search results are returned:

Verify that the correct search fields were used.

Verify that the criteria entered in the search fields is correct.

Verify that the user selected the appropriate search type.

Wrong search results If wrong search results are returned:

Verify that the correct search fields were used.

Verify that the criteria entered in the search fields is correct.

Verify that the user selected the appropriate search type.

Understand that the differences in search results may be due to the type of archive (EMC SourceOne Native Archive or EmailXtender 4.8 archive). Refer to Searching an archive on page 130.

Understand that search results depend on whether or not the archive is full-text indexed.

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Understand that some search fields search against the database (a relational search) and other search fields search against the index (a full-text index search). The Always search embedded messages option also affects whether a relational search or a full-text index search is executed. Refer to the EMC SourceOne Search User Guide for more information.

Working with search results Refer to:

Errors when viewing messages on page 368

Errors when restoring messages on page 368

Errors when copying messages on page 368

Errors when deleting messages on page 368

Errors when viewing messages If errors occur when users view messages:

Verify that the EMC SourceOne Retrieval Service is running.

Verify that the Search application Web service is running.

Verify that the native email client is installed on the user computer.

If users cannot open Notes messages, verify that the EMC ONM Viewer is installed on user computers, in addition to the Notes client.

Errors when restoring messages If errors occur when users restore messages, verify that the email system (Microsoft Exchange or IBM Lotus Domino) is not experiencing problems.

The ExJBRestore.exe.log file contains more information.

Errors when copying messages If errors occur when users copy messages refer to Troubleshooting content processing problems on page 354.

The ExJBRestore.exe. log file contains more information.

Errors when deleting messages If errors occur when users delete messages:

Troubleshooting search problems 369

Troubleshooting EMC SourceOne

Determine which search type was used to perform the delete: Administrator or My Contributed Items.

Determine the archive type (EMC SourceOne Native Archive or EmailXtender 4.8 archive).

The ExJBDeleteFromArchive.exe. log file contains more information.

Troubleshooting EMC SourceOne Search problems using logging EMC SourceOne signals search problems using two types of logging:

Standard EMC SourceOne logging on page 369

IIS logging on page 370

Note: By design, search errors are displayed to the user instead of being logged to the event log, to prevent the server event log from filling up.

The EMC SourceOne Search Web Service:

Uses standard EMC SourceOne logging and event logging

Can use IIS logging

The EMC SourceOne Search application server uses only IIS logging.

Standard EMC SourceOne logging Standard EMC SourceOne logging creates a log for each Search component:

Search components on EMC SourceOne Worker on page 369

Search components on EMC SourceOne Native Archive server on page 370

Search components on EMC SourceOne Worker The following table lists the EMC SourceOne Search components and associated log files on the EMC SourceOne Worker.

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Search components on EMC SourceOne Native Archive server The following table lists the EMC SourceOne Search components and associated log files on the EMC SourceOne Native Archive.

IIS logging To configure IIS logging for the EMC SourceOne Search Web service or the EMC SourceOne Search Web application:

1. Open the web.config file on the server running the service or application you want to configure. Default locations for the web.config files are:

Search Web service:

C:\Program Files\EMC SourceOne\Search\WebApp

Search Web application:

C:\Program Files\EMC SourceOne\SearchWS\WebServer

2. Add or edit the following entry in the in web.config file:

Table 48 EMC SourceOne Search components on EMC SourceOne Worker

EMC SourceOne Search component Log file

Search Web Service ExSearchWebService.log

Search Service ExSearchService.exe.log

Search JBC ExJBQuery.exe.log

Table 49 EMC SourceOne Search components on EMC SourceOne Native Archive

EMC SourceOne Search component Log file

Search Query Service ExAsQuery.exe.log

ISYS Searcher ExAsSrchexe.log

Troubleshooting search problems 371

Troubleshooting EMC SourceOne

To view the resulting trace.axd log file, enter the appropriate URL in a Web browser:

Search Web Service:

http://localhost/ExSearch/trace.axd

Search Application server:

http://localhost/ExSearchApp/trace.axd

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Troubleshooting OWA shortcut problems (email-specific) In some cases, EMC SourceOne shortcuts do not work as expected when used with Outlook Web Access (OWA). Often, the problem is linked to a particular version of OWA.

The following sections identify known problems when using Outlook Web Access with EMC SourceOne, and provide workarounds when possible.

Troubleshooting OWA shortcut retrieval problems on page 372

Troubleshooting OWA shortcut viewing problems on page 373

Troubleshooting other OWA shortcut problems on page 374

Troubleshooting OWA shortcut retrieval problems The following sections identify known problems when using Outlook Web Access to retrieve shortcuts created using EMC SourceOne, and provide workarounds when possible.

Users cannot retrieve OWA shortcuts after an administrator has changed the value of the Security group name field on page 372

Users cannot retrieve shortcuts when OWA access is configured at the root URL on page 372

Users cannot retrieve shortcuts using OWA on a Macintosh computer on page 373

Users cannot retrieve OWA shortcuts after an administrator has changed the value of the Security group name field

If an administrator modifies the Security group name field on the Retrieval tab of the Retrieval dialog (accessed from the Retrieval node under the Application Configuration node in the EMC SourceOne console), the administrator must restart the Document Management Service.

Failure to restart the Document Management Service will cause OWA users to not be able to retrieve shortcuts until that service is restarted.

Users cannot retrieve shortcuts when OWA access is configured at the root URL Users have problems retrieving shortcuts when an administrator has configured OWA access at the root URL.

Troubleshooting OWA shortcut problems (email-specific) 373

Troubleshooting EMC SourceOne

If an administrator wants to provide OWA access at the root URL instead of using a virtual directory (that is, using https://email.company.com instead of https://email.company.com/exchange), the administrator must add an entry to the OWA web.config file for the ExOwaForm application on the OWA server.

You do this by adding the following line in the section:

Users cannot retrieve shortcuts using OWA on a Macintosh computer Users of Outlook Web Access (OWA) on a Macintosh computer cannot restore EMC SourceOne shortcuts.

Troubleshooting OWA shortcut viewing problems The following sections identify known problems with viewing EMC SourceOne shortcuts when using Outlook Web Access, and provide workarounds when possible.

Users cannot view shortcut messages in the reading pane when using OWA 2010 on page 373

Users cannot view shortcut meeting or appointment attachments using OWA 2007 or OWA 2010 on page 373

Users cannot view shortcut messages in the reading pane when using OWA 2010 Users cannot view shortcut messages in the reading pane when using OWA 2010.

To workaround this problem, users should open the shortcut message to view it when using OWA 2010.

Users cannot view shortcut meeting or appointment attachments using OWA 2007 or OWA 2010

OWA 2007 and OWA 2010 do not support custom forms for the calendar folder, which affects EMC SourceOne shortcut processing.

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When you open an appointment or meeting that has been shortcut, any attachments that are part of that appointment or meeting should be displayed. However, since forms are not supported, those shortcut attachments are not displayed; only the shortcut stub is displayed.

Saving the shortcut stub to disk as an HTML file and then opening it is not always a valid workaround because the HTML in the stub may be changed by the OWA Safe HTML filtering feature, causing the link to no longer function.

The best workaround is to use Outlook to open appointments or meetings that have been shortcut.

Troubleshooting other OWA shortcut problems The following sections identify other problems when using Outlook Web Access with EMC SourceOne shortcuts, and provide workarounds when possible.

Attachments to appointments that have been shortcut appear as links in OWA 2003 on page 374

Cannot use Previous and Next buttons to navigate shortcut messages in OWA on page 375

Garbled multibyte text displayed in OWA shortcut stub attachment on page 375

Attachments to appointments that have been shortcut appear as links in OWA 2003 When using OWA 2003, recurring calendar appointments that contain attachments that have been shortcut display the list of attachments as links to HTML files, and not as the attachments themselves. For example, the attachment mywords.doc would appear as a link to the file mywords.doc.html.

To workaround this problem, the user should click the attachment HTML file link to cause the attachment link to be displayed, and then click the attachment link.

Troubleshooting OWA shortcut problems (email-specific) 375

Troubleshooting EMC SourceOne

Cannot use Previous and Next buttons to navigate shortcut messages in OWA After opening a shortcut message in OWA, you cannot use the Previous and Next buttons to navigate to the next shortcut message. Adjacent messages which are not shortcut are not subject to this limitation.

To workaround this problem, close the open message and select the desired message to view from the list instead.

Garbled multibyte text displayed in OWA shortcut stub attachment Under some conditions, OWA users may observe garbled multibyte character text displayed when they open a shortcut stub attachment in OWA.

If this occurs, the user should set the browser character encoding to be Unicode (UTF-8).

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PART 2

This part contains EMC SourceOne information that applies to only email content types. Refer to Part 1, Common Information, for information that is common to all content types.

The following chapters are included and describe email management-specific features of EMC SourceOne.

Chapter 15, Configuring Email Management Activities

Chapter 16, PST and NSF Processing Activities

Chapter 17, Shortcut Activities

Chapter 18, User-Directed Archiving (UDA) Activities

Chapter 19, Using Email Management Rules

In addition, the following chapters contain sections that are email-specific:

Chapter 12, Common and Email-specific Best Practices

Chapter 13, Maintaining EMC SourceOne

Chapter 14, Troubleshooting EMC SourceOne

Email Management-specific Information

Configuring Email Management Activities 379

15

Describes how to configure and manage activities for email management in EMC SourceOne, and is organized as follows:

Introduction to activities ................................................................. 380 Adding activities to an organizational policy.............................. 384 Activity Type..................................................................................... 385 Data Source Types............................................................................ 388 Journaling Method........................................................................... 389 Select Data Sources .......................................................................... 390 Group Options.................................................................................. 399 Item Types ......................................................................................... 401 Folders ............................................................................................... 407 User Created Folders ....................................................................... 410 Dates .................................................................................................. 411 Attachments Filter............................................................................ 414 Message Types Filter........................................................................ 416 Properties .......................................................................................... 418 Message Size Filter........................................................................... 420 Mapped Folder ................................................................................. 421 Shortcut Options .............................................................................. 422 Post Processing ................................................................................. 423 Business Components ..................................................................... 425 Delete Options .................................................................................. 427 Schedule ............................................................................................ 428 Activity Name .................................................................................. 433 Editing activities in an organizational policy .............................. 434 Controlling activities ....................................................................... 435 Deleting activities from an organizational policy ....................... 439

Configuring Email Management

Activities

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Introduction to activities In a policy, an activity defines the configuration for a specific combination of task type, activity extensions, and schedule. For example, you could create a policy called Archiving for Asia Pacific, which might include two activities: Journaling for Asia Pacific and Historical Archive (Japan).

Prerequisites on page 380 describes what tasks you need to complete before creating activities.

About the New Activity wizard on page 383 describes how to use a wizard to create activities.

Prerequisites Before you can add an activity to a policy, you must create the policy. Refer to Chapter 9, Managing Organizational Policies.

Before you create any activities:

Create archive folders and map them to EMC SourceOne mapped folders. Refer to Chapter 5, Configuring Archives, and Chapter 6, Configuring Mapped Folders.

Configure the list of mail systems to display in the Data Source Types page. Refer to Editing global settings for applications and Web services on page 207 in Chapter 8, Configuring Applications and Web Services.

Before you can archive personal mail files, or create PST activities, you must create NSF groups or PST groups. Refer to Chapter 16, PST and NSF Processing Activities.

Before you can create any shortcut activities or Migrate PST activities, you must specify the universal shortcut URL in the Application Configuration node. Refer to Chapter 17, Shortcut Activities, and Chapter 8, Configuring Applications and Web Services.

Before you create UDA activities, you must create the UDA folders. Refer to Chapter 18, User-Directed Archiving (UDA) Activities.

Introduction to activities 381

Configuring Email Management Activities

Considerations and limitations EMC SourceOne has a limitation (identified through testing) of

140MB for archiving large embedded messages. Embedded messages below this threshold can be successfully archived.

Email messages with attachments greater than 2 GB cannot be archived reliably.

If the CPU on an EMC SourceOne worker computer is being completely consumed by a single activity, you should break that activity into a set of smaller activities that will process separately and not completely consume the CPU. For example, rather than shortcut all messages that are older than 30 days, you could have several activities that shortcut these messages in smaller groups. For example, using a single activity to shortcut at one time all the email in a company that is older than 30 days could cause the CPU on a worker to be completely consumed. Refer to Best practices for deploying shortcuts.

In environments which include Exchange 2010, Exchange converts the canonical addresses in journaled messages to SMTP addresses, causing those journaled messages to be duplicated across Exchange 2010 servers and between the journaling mailbox and the user mailboxes as follows:

If a message is journaled on Exchange 2010 and archived by EMC SourceOne, and then subsequently archived by a historical archiving task, the duplicate message is archived.

If a message is journaled (and archived) from both Exchange 2007 (or Exchange 2003) and Exchange 2010, the duplicate message is archived.

When duplicate messages are archived, this can result in a larger than expected archive, and can result in duplicate messages being displayed in search results.

This duplication occurs in the following environments:

Exchange 2010 only environment

Exchange 2010 with Exchange 2007 or Exchange 2003 environment

This duplication does not occur when Exchange 2007 and Exchange 2003 servers are used together without Exchange 2010.

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Microsoft has released an Interim Update for this issue. Customers can now request KB978871 from Microsoft (without charge) to receive the Interim Update. Once you apply the Interim Update on all Exchange 2010 servers, the routes remain as canonical addresses and not SMTP addresses, so the messages will now correctly have duplicates removed across Exchange 2010 servers and between the journaling mailbox and the user mailboxes.

If you do not want to apply this fix, you can minimize the chances of duplicate archived messages by performing either journaling or historical archiving activities, but not both.

Introduction to activities 383

Configuring Email Management Activities

About the New Activity wizard Use the New Activity wizard to create new activities, as described in Adding activities to an organizational policy on page 384. The pages that appear in the New Activity wizard depend on the activity type that you select. Not all pages appear for every activity type.

The following table lists the pages in the New Activity wizard in the order in which they are used (top to bottom). If a page is used for an activity, the word Yes occurs in the column for that activity.

Table 50 New Activity wizard pages and activity types

Page in New Activity wizard A rc

hi ve

- H

is to

ric al

A rc

hi ve

- Pe

rs on

al M

ai l F

ile s

A rc

hi ve

- U

se r D

ire ct

ed A

rc hi

ve

De le

te -

Hi st

or ic

al

De le

te -

Us er

D ire

ct ed

A rc

hi ve

Fi nd

- M

ic ro

so ft

O ut

lo ok

P ST

Jo ur

na l

M ig

ra te

- M

ic ro

so ft

O ut

lo ok

P ST

Re st

or e

Sh or

tc ut

s - H

is to

ric al

an

d Us

er D

ire ct

ed A

rc hi

ve

Sh or

tc ut

- H

is to

ric al

Sh or

tc ut

- Us

er D

ire ct

ed A

rc hi

ve

Up da

te S

ho rt

cu ts

- Hi

st or

ic al

an d

Us er

D ire

ct ed

A rc

hi ve

Activity Type Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Data Source Types Yes Yes Yes Yes Yes Yes Yes Yes

Journaling Method (Domino) Yes

Select Data Sources Yes Yes Yes Yes Yes Yes Yes Yes Yes

Group Options Yes Yes Yes

Item Types Yes Yes Yes Yes Yes Yes Yes Yes

Folders Yes Yes Yes Yes Yes Yes

User Created Folders Yes Yes Yes Yes Yes

Dates Yes Yes Yes Yes Yes Yes Yes Yes Yes

Attachments Filter Yes Yes Yes Yes Yes Yes Yes Yes

Message Types Filter Yes Yes Yes Yes Yes

Properties Yes Yes Yes

Message Size Filter Yes Yes Yes Yes Yes Yes Yes Yes

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Adding activities to an organizational policy To add an activity to an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy to which you want to add an activity.

3. Select Action > New Activity.

The New Activity wizard starts.

The checkboxes in the left column indicate your progress through the wizard. You cannot select them.

4. Continue to Activity Type on page 385.

Mapped Folder Yes Yes

Shortcut Options (Exchange) Yes Yes Yes Yes

Post Processing Yes Yes

Business Components: Specify Filtering Rules

Yes Yes

Yes Yes

Yes Yes

Delete Options Yes Yes

Schedule Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Activity Name Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Table 50 New Activity wizard pages and activity types (continued)

Page in New Activity wizard A rc

hi ve

- H

is to

ric al

Ar ch

iv e

- P er

so na

l M ai

l F ile

s

Ar ch

iv e

- U se

r D ire

ct ed

A rc

hi ve

D el

et e

- H is

to ric

al

D el

et e

- U se

r D ire

ct ed

A rc

hi ve

Fi nd

- M

ic ro

so ft

O ut

lo ok

P ST

Jo ur

na l

M ig

ra te

- M

ic ro

so ft

O ut

lo ok

P ST

Re st

or e

Sh or

tc ut

s - H

is to

ric al

an

d Us

er D

ire ct

ed A

rc hi

ve

Sh or

tc ut

- H

is to

ric al

Sh or

tc ut

- Us

er D

ire ct

ed A

rc hi

ve

U pd

at e

Sh or

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s - H

is to

ric al

an d

Us er

D ire

ct ed

A rc

hi ve

Activity Type 385

Configuring Email Management Activities

Activity Type The Activity Type page of the New Activity wizard appears for all activity types.

Figure 76 Activity Type - New Activity wizard

Specify the type of activity you want to create:

1. Select one activity.

The activities available depend on the EMC SourceOne components installed. The activities for email management include:

Archive - Historical Archives items stored on a mail server. Refer to Understanding historical archiving from Sent or Sent Items on page 296 if you plan to use this activity to archive messages from the Sent Items folder or Sent view.

Archive - Personal Mail Files Archives items stored in Microsoft Office Outlook PST files or IBM Lotus Notes NSF files. Refer to Chapter 16, PST and NSF Processing Activities, for prerequisites.

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If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Collection, before using this PST processing activity.

Archive - User Directed Archive Archives items stored in user-directed archive folders. Refer to Chapter 18, User-Directed Archiving (UDA) Activities, for prerequisites.

Delete - Historical Deletes items from mailboxes on a mail server.

Delete - User Directed Archive Deletes items from user-directed archive folders. Refer to Chapter 18, User-Directed Archiving (UDA) Activities, for prerequisites.

Find - Microsoft Office Outlook .PST Searches, discovers, and attempts to determine ownership of Microsoft Office Outlook PST files to be processed by EMC SourceOne. Refer to Chapter 16, PST and NSF Processing Activities, for prerequisites.

If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Collection, before using this PST processing activity.

Journal Archives items as they are received by a mail server.

Migrate - Microsoft Office Outlook .PST Shortcuts and moves messages to a specified folder, and optionally deletes a Microsoft Office Outlook PST file once it has been archived. Refer to Chapter 16, PST and NSF Processing Activities, and Chapter 17, Shortcut Activities, for prerequisites.

If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Collection, before using this PST processing activity.

Restore Shortcuts - Historical & User Directed Archive Restores messages that were shortcut. Replaces the shortcut messages with the original messages. Refer to Chapter 17, Shortcut Activities, for more information.

Activity Type 387

Configuring Email Management Activities

Shortcut - Historical Replaces archived messages on a mail server with shortcuts to those messages in the EMC SourceOne archive. Refer to Chapter 17, Shortcut Activities, for prerequisites.

Shortcut - User Directed Archive Replaces archived messages in user-directed archive folders with shortcuts to those messages in the EMC SourceOne archive. Refer to Chapter 18, User-Directed Archiving (UDA) Activities, for prerequisites.

Update Shortcuts - Historical & User Directed Archive Updates out-of-date information on shortcuts to Microsoft Exchange messages. Refer to Chapter 17, Shortcut Activities, for prerequisites.

In an Exchange environment, if you do not configure an external URL before you select any of the shortcut activities or the Migrate PST activity, then an error message appears: No External URL has been configured. An External URL must be set in the Application Configuration node before creating an activity of this type. To specify a URL, refer to Chapter 8, Configuring Applications and Web Services.

2. Click Next.

In the left column, the Activity Type checkbox is selected automatically to indicate that you completed that step.

3. The next page that appears depends on the type of activity. Refer to Table 50 on page 383 for a list of pages that appear for each activity type.

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Data Source Types The Data Source Types page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Journal

Shortcut - Historical

Shortcut - User Directed Archive

Figure 77 Data Source Types - New Activity wizard

Select the mail system:

1. Select the type of data source:

IBM Lotus Domino

Microsoft Exchange

SMTP (only available for Journal)

2. Click Next.

Journaling Method 389

Configuring Email Management Activities

In the left column, the Data Source Types checkbox is selected automatically to indicate that you completed that step.

Journaling Method The Journaling Method page appears for the Journal activity if you selected IBM Lotus Domino on the Data Source Types page.

Figure 78 Journaling Method - New Activity wizard (Domino)

To specify how to journal information from the IBM Lotus Domino server, select one of the following options:

Use EMC SourceOne extension manager

Use IBM Lotus Domino native journaling

Over Quota Error reports sent by Domino:

Are processed when you use Domino native journaling.

Are not processed when you use SourceOne journaling.

Are processed when you use a SourceOne Archive activity, if you select Reports in the Item Types page.

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Select Data Sources The Select Data Sources page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Journal

Restore Shortcuts - Historical & User Directed Archive

Shortcut - Historical

Shortcut - User Directed Archive

Update Shortcuts - Historical & User Directed Archive

One of two Select Data Source pages appears, depending on what you selected on the Data Source Types page.

Refer to the appropriate topic:

Select Data Sources (for SMTP) on page 390

Select Data Sources (for other than SMTP) on page 391

Select Data Sources (for SMTP) If you selected SMTP on the Data Source Types page for a Journaling activity, then the Select Data Sources page looks like Figure 79 on page 391.

Select Data Sources 391

Configuring Email Management Activities

Figure 79 Select Data Sources (journaling SMTP) - New Activity wizard

To specify the locations of the SMTP drop directories that journaling will use as a source:

1. Click Browse.

2. In the Browse For Folder dialog box, navigate to and select an SMTP drop directory. Click OK to close the dialog box.

The UNC Path field displays the path you specified.

The maximum number of characters is 256.

3. Click Add.

The path of the SMTP drop directory appears in the list.

4. To specify additional drop directories, repeat steps 1 through 3.

5. Click Next.

In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed that step.

Select Data Sources (for other than SMTP) If you selected something other than SMTP on the Data Source Types page, then the Select Data Sources page looks like Figure 80 on page 392.

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Figure 80 Select Data Sources (non-SMTP) - New Activity wizard

Note: The options available depend on the type of activity.

Specify mailboxes, mail servers, or an LDAP query as the source of items to process:

1. Select one of the following options in the Choose By field:

Address Book (Exchange) or Directory (Domino). Continue to Address Book or Directory on page 393 for details.

Server Hierarchy. Continue to Server Hierarchy on page 393 for details.

The first time you select the Exchange Address Book or Exchange Server Hierarchy, the Choose Profile dialog box opens. Select an Outlook profile, then click OK. The Outlook profile must be a member of the EMC SourceOne Admin group which has view-only permission in Microsoft Exchange. Refer to the EMC SourceOne Installation Guide for more information on the necessary permissions.

After the initial prompt, you are not prompted again. The profile name you select is stored in the registry.

LDAP Query (not available for Journal activities). Continue to LDAP on page 394 for details.

Select Data Sources 393

Configuring Email Management Activities

When best to use LDAP queries to select data sources on page 283 describes when best to use LDAP to select a data source.

2. Click Next.

In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed that step.

Address Book or Directory In the Choose By field on the Select Data Sources page, select Address Book (Exchange) or Directory (Domino).

Figure 81 Address Book (Exchange)

To add groups or users to the Group or user names list, click Add, then select groups or users from the address book or directory.

Note: Select a group or a use an LDAP query instead of selecting many (thousands) of individual users from the address book or directory. If you select a large number of users from the address book or directory, it will take several minutes before the users are added to the Select Data Sources dialog box.

To remove groups or users from the Group or user names, select the group or user in the list, then click Remove.

Server Hierarchy In the Choose By field on the Select Data Sources page, select Server Hierarchy.

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Figure 82 Server Hierarchy

In the Server Hierarchy list, do one of the following steps:

(Exchange) Select individual mail servers, mail storage groups, or mail stores by selecting the appropriate checkboxes.

(Domino) Select individual servers.

Select the Select All checkbox.

LDAP If you have an LDAP (Lightweight Directory Access Protocol) or Microsoft Active Directory Services (ADS) server, you can create LDAP queries that filter messages against the directory services schema in addition to or in place of the mail systems address book. This approach may be faster or more effective than using an Exchange or Domino address book.

EMC SourceOne does not support groups or distribution lists when performing LDAP or ADS-based filtering, unless the group or distribution list has a mail account or the RFC 822 mail account attribute assigned to it.

When best to use LDAP queries to select data sources on page 283 describes when best to use LDAP to select a data source.

To use LDAP:

1. In the Choose By field on the Select Data Sources page, select LDAP (not available for Journal activities).

Select Data Sources 395

Configuring Email Management Activities

Figure 83 LDAP query

2. To specify the LDAP server, do one of the following steps:

In the Select Server field, select the LDAP server.

To specify a new LDAP server, refer to Specifying a new LDAP server on page 396.

3. Do one of the following steps:

If the directory server you specified is configured to contain identities, select the Directory server contains identities to improve query performance.

If the directory server you specified is not configured to contain identities, clear the Directory server contains identities (default).

Note: This option does not apply to Domino servers or to LDAP queries executed locally using the Execute or Test buttons. In those cases, the option is ignored without error or user notification. When this option is selected for Exchange, ADSI (Active Directory Service Interface) is used to access the information.

4. In the Query field, enter the search filter portion of the query.

An LDAP query is limited to 2000 characters. Refer to LDAP query syntax on page 398.

5. To test your query, click Execute.

Results and error messages appear in the Test Results area.

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Specifying a new LDAP server To specify a new LDAP server:

1. In the Select Data Sources page of the New Activity wizard:

a. In the Choose By field on the Select Data Sources page, select LDAP. (Not available for Journal activities).

b. Click New.

The LDAP Server Configuration dialog box opens.

Figure 84 LDAP server configuration

2. (Required) In the Server Configuration field, enter the unique name by which you would like to refer to the LDAP server. You use this name in your LDAP search syntax later on, so it should be a friendly name - short and easy to remember. It can contain letters, numbers, and spaces (maximum 250 characters).

3. (Required) In the Server Host/IP field:

For Microsoft Exchange: Enter the computer name or the IP address of the Domain Controller that contains the users you want to view, or use the Global Catalog server.

For Lotus Domino: Enter the computer name or IP address of the computer running the LDAP server. If multiple Domino servers are running the LDAP task, enter the computer name or IP address of the Domino Hub server.

The maximum number of characters is 250.

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4. In the Server Port field, leave the default port of 389 unless you specifically configured an alternate port for LDAP services on the ADS or LDAP server.

Valid values are integers in the range 1 - 999999.

5. If the LDAP/ADS server requires a secure sockets connection (SSL), select Server requires a secure connection (SSL)?.

The port changes to 636 for Active Directory. The value for Domino is different.

6. Choose whether to require logging on to the server.

For Windows Exchange: If you are using Windows 2003 Active Directory Services, you must select the Server requires login? checkbox. Then enter the Domain\Windows login of the Domain Controller you are querying against in the Account name and Password fields.

For Lotus Domino: If you are using LDAP with Domino, you may have anonymous LDAP access set up. You should clear the Server requires login? checkbox and leave the Account name and Password fields empty unless you specifically restricted access on your Domino LDAP servers. If you want to require logging on to the server, enter the Domino user account, not the Windows login, in the Account name and Password fields.

The maximum number of characters for the Account name field is 250. The maximum number of characters for the Password field is 250.

7. In the Search Base field, specify the location in which the LDAP search begins:

For Windows Exchange: If you are using Windows 2003 Active Directory Services, enter the domain information based on the ADS Primary Domain Controller (PDC) computer name using the following format:

dc=subdomain,dc=domain,dc=com

For example, if the name of the PDC is AcmePDC.Acme.com, you should enter the following:

dc=AcmePDC,dc=acme,dc=com

For Lotus Domino: Leave the Search Base field blank, or enter the name of the Domino server directory, names.nsf.

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The maximum number of characters is 250.

8. Click OK to save your changes and to close the LDAP Server Configuration dialog box.

LDAP query syntax The syntax that you use to create LDAP filters is very specific and uses common LDAP query syntax.

Refer to the following examples:

LDAP query syntax for finding users based on common names on page 398

LDAP query syntax for finding users based on organization on page 399

When best to use LDAP queries to select data sources on page 283 also contains an example of using LDAP to select a data source.

For more information about LDAP search syntax, refer to the RFC 1650 and RFC 2252 specifications at:

http://ldapman.org/ldap_rfcs.html

Note: EMC SourceOne does not support groups or distribution lists when performing LDAP or ADS-based filtering, unless the group or distribution list has a mail account or the RFC 822 mail account attribute assigned to it. In addition, while the objectclass person may be the one you use most often, you can also use other objectclasses as long as they are associated with a mail account.

Note: The number of results returned and the time allotted to return them is based on the actual LDAP server settings. For Exchange, these settings are on the Active Directory server.

LDAP query syntax for finding users based on common names The following example shows you how to find users with common names that begin with "A":

(&(objectclass=person)(cn=a*))

On the same server, you could find users with common names beginning with any letter from "A" through "M" using the following syntax:

(&(objectclass=person)(cn=

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LDAP query syntax for finding users based on organization The following example shows you how to find users who are members of the Engineering organization:

(&(objectclass=person)(o=Engineering))

On the same server, you could find users who are not members of either the Engineering or Accounting organizations using the following syntax:

(&(objectclass=person)(!(|(o=Engineering)(o=Accounting))

Group Options

IMPORTANT! Before you create PST activities, you must create PST groups. Before you create NSF activities, you must create NSF groups. Refer to Chapter 16, PST and NSF Processing Activities.

The Group Options page of the New Activity wizard appears for the following activity types:

Archive - Personal Mail Files

Find - Microsoft Office Outlook PST

Migrate - Microsoft Office Outlook PST

Figure 85 Group Options (PST) - New Activity wizard

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Specify processing options for PST or NSF groups:

1. In the Process locations/PST/NSF in the following states field, select the state of items you want to process, as described in Table 51 on page 400.

For Archive - Personal Mail Files activities and Migrate PST activities, the states correspond to the states of PST files in PST groups, or the states of NSF files in NSF groups.

For Find PST activities, the states correspond to source computer states in PST groups.

Refer to Chapter 16, PST and NSF Processing Activities, for more information about source computer states in PST groups.

2. In the Select the group to use for this activity field, select the PST groups or NSF groups you want to process.

3. Click Next.

In the left column, the Group Options checkbox is selected automatically to indicate that you completed that step.

Table 51 Relationship between group options and source computer/file states

Group options in PST/NSF activity

Source computer/file state in PST/NSF group Description

All Locations/Files The activity will process all source computers or files, regardless of their state.

All Locations/Files Except Completed

Complete The activity will: Skip any source computer or file in a Complete

state. Only process source computers or files in a New

or Failed state.

Only Failed Locations/Files Failed The activity will process only those source computers or files in a Failed state.

Only Unprocessed Locations/Files New The activity will process only those source computers or files marked New.

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Item Types

Introduction Note: Refer to Effect of "Use all" option on deletion of recurring calendar items on page 414.

Note: In EMC SourceOne, not all mail system documents are considered to be messages. Specifically, calendar, contact and task entries are not messages. Only those documents that are sent over the network between individuals are considered to be messages, including common email messages, task requests, meeting requests, and delivery receipts.

The Item Types page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook PST (limited to Email item type only)

Figure 86 Item Types - Archive activities (Exchange)

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Figure 87 Item Types - Archive activities (Domino)

The Item Types page also appears for Shortcut - Historical activities, Shortcut - User Directed Archive activities, and Migrate PST activities, but the selection of item types is limited to email messages and calendar items.

Figure 88 Item Types - Migrate PST activities (Exchange)

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Figure 89 Item Types - Shortcut activities (Exchange)

Figure 90 Item Types - Shortcut activities (Domino)

Limitations and considerations

For Exchange:

The Appointment item types Message Class is IPM.Appointment. It has no recipients, and it exists in the calendar folder.

The Meeting item type has two Message Classes:

IPM.Appointment contains recipients, and it exists in calendar folder

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IPM.Schedule contains recipients, and it exists in any folder except Calendar.

EMC SourceOne does not support shortcutting the IPM.Document.Outlook.File.ics item type. EMC SourceOne does not treat this item type as an appointment or meeting. This item type is created when a user drags an .ics iCalendar format file into a user-defined folder in Outlook.

For Domino:

EMC SourceOne Email Management does not intentionally archive a Tracking Request. However, some Tracking Requests may be archived if you select the Other option. In this case, there is no guarantee that all Tracking Requests will be archived.

Messages and calendar entries can be shortcut. Notices (Task and ToDo notices) cannot be shortcut.

Shortcutting only previously archived

items

In SourceOne 6.5, shortcut activities automatically archived items that were not already archived, and then immediately shortcut the items.

This was not the desired behavior in EMC SourceOne 6.5 in certain cases:

Example 1: Assume you use Shortcut activities in SourceOne 6.5 to archive and then immediately shortcut a message. The original message on the mail server is replaced by a stub, and the message now exists only in the archive. If an archive failure occurs before you can perform a backup of the archive, and the message is lost from the archive, there is no way to recover the message because only the stub exists on the mail server.

Example 2: Assume you use rules in EMC SourceOne 6.5 to choose which messages to archive, and you choose not to archive personal mail. The Shortcut activity archives messages without using the rules, so it archives messages that you do not want archived.

To avoid these situations, shortcut behavior has changed in EMC SourceOne 6.6.

In SourceOne 6.6 for shortcut activities, the Item Types page contains the new Process only previously archived items checkbox:

When the checkbox is selected, only those messages that have already been archived (and not modified or already shortcut) will be shortcut.

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For example, after you archive items and perform a backup of the archive, run shortcut activities with this checkbox selected.

The Shortcut - Historical activity looks for previously archived items only in the mapped folder that you specify for the activity. The Shortcut - User Directed Archive activity looks for previously archived items only in the UDA folder that you specify for the activity. Shortcut activities do not look through the entire archive for previously archived items.

When the checkbox is cleared, the activity will shortcut all the messages specified in the shortcut activity settings. If the job finds messages that are not archived, then those messages will be archived to the mapped folder specified in the activity and then they will be shortcut.

The Process only previously archived items checkbox is available for Shortcut - Historical and Shortcut UDA activities for Domino and Exchange.

Reprocessing messages based on

archive date

The Reprocess messages checkbox is used for disaster recovery. When you select it, a new Archive date option is added to the Dates page.

For historical archiving, to recover from a system failure:

In EMC SourceOne 6.5, you re-run the archive tasks with the Reprocess messages checkbox selected. All messages are reprocessed. In large environments, reprocessing all messages could take a long time.

In EMC SourceOne 6.6, not only do you rerun the archive tasks with the Reprocess messages checkbox selected, but you also select the Archive date option on the Dates page and specify an archive date. Only those messages with the archive date you specify are reprocessed.

For example, assume you create an activity to archive mail based on a received date older than 3 months, and you run the activity on 5/20/2010. The activity archives mail received on 2/20/2010 and also messages received on 2/13/2010 that were not archived from previous archive runs. A system failure occurs on 5/21/2010 before the next archive run. To recover, run an archive activity with both Reprocess messages and Archive date selected, and specify after 5/20/2010 to reprocess only those messages archived by the activity that ran on 5/20/2010. Messages received on 2/20/2010 and 2/13/2010 will be reprocessed.

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The Reprocess messages checkbox is available for Archive - Historical and Archive - UDA Archive for Domino and Exchange.

Note: When you recover Exchange messages by using an Archive activity with the Reprocess messages checkbox selected, the MAPI properties that were set when the messages were originally archived are not updated. This behavior is by design, so that the reprocessed messages do not trigger a cache synchronization in Outlook.

Note: For journaling, recovery involves restoring the deleted retention items, which will be processed the next time journaling runs.

For more information about disaster recovery, refer to the EMC SourceOne Disaster Recovery Solution Guide.

Procedure Specify the types of items to process:

1. Do one of the following steps:

To select all item types, select the Select All checkbox (default).

To specify individual item types, clear the Select All checkbox, then select the checkbox of each item type you want.

The item types that are available depend on the activity and mail system.

2. (Available for Archive activities only.) Do one of the following steps:

To process messages again, select Reprocess messages.

To not process messages again, clear Reprocess messages.

Note: This option applies only to SourceOne archived messages, not to Emailxtender archived messages.

3. (Available for Shortcut activities only.) Do one of the following steps:

To shortcut only previously archived items, select Process only previously archived items.

To shortcut items regardless of whether or not they have been previously archived, clear Process only previously archived items.

4. Click Next.

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In the left column, the Item Types checkbox is selected automatically to indicate that you completed that step.

Folders The Folders page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Delete - Historical

Migrate - Microsoft Office Outlook PST

Restore Shortcuts - Historical & User Directed Archive

Shortcut - Historical E

Figure 91 Folders (Exchange) - New Activity wizard

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Figure 92 Folders (Domino) - New Activity wizard

Considerations and limitations

For the Archive - Personal Mail Files activity and the Migrate - Microsoft Office Outlook PST activity, the Folders page lists an additional selection: Top Level Folder. If you select Top Level Folder, then items in the root folder are processed.

For Shortcut activities, the Drafts folder is not selected by default. Do not shortcut drafts. If you shortcut drafts, then users will have to use EMC SourceOne Search to restore the drafts to their mailboxes before editing.

For Shortcut activities involving IBM Lotus Domino, EMC SourceOne does not shortcut any Notes documents that are in the Trash folder (soft deleted).

For the Restore Shortcuts activity, the Folders page lists two additional selections: User Defined and User Directed Archive. If you select User Defined, then all user-defined folders are included in the Restore Shortcut activity. If you select User Directed Archive, then all user-directed archive folders are included in the Restore Shortcuts activity. You cannot select individual user-defined folders or individual user-directed archive folders for a Restore Shortcuts activity.

If UDA folders are included in the Restore Shortcuts activity, then the UDA parent folder will be skipped during processing.

An activity can process the items in a Notes private folder if you select the All Documents or Mail Threads views on the Folders page. If you select only User Defined folders, then the activity cannot process items in a Notes private folder.

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For Restore Shortcuts activities involving IBM Lotus Domino, restore to a folder or the database, not to a view. Although the EMC SourceOne console allows it, restoring Domino messages to a view could result in messages not being properly restored to the selected view. This occurs because a view is constructed by formulas, which use information that may not be available in the restored message, resulting in the message not being restored in the selected view.

Any records in the user-directed archiving (UDA) folders of a Notes client will also display in the All Documents and Mail Threads views. If you create a Delete - Historical activity and include these two views, the Delete - Historical activity will delete items from your UDA folders, even though the activity was not a Delete - User Directed Archive activity.

Procedure Specify the mailbox folders to process:

1. Do one of the following:

To select all folders, select the Select All checkbox (default).

To specify individual folders, clear the Select All checkbox, then select the checkbox of each folder you want.

2. Select or clear the appropriate Include checkboxes:

Subfolders (selected by default for Shortcut and Archive - Historical activities) - Select to process items in the subfolders associated with the selected folders (Exchange).

Note: For Domino Restore Shortcuts activities, all subfolders are included by default. For all other Domino activities, subfolders are not included.

Read Items (selected by default for Shortcut and Archive - Historical activities) - Select to process items that have been opened.

Unread Items (selected by default for Archive - Historical activities) - Select to process items that have not been opened.

Deleted retention/soft deleted item (not available for Delete - Historical activities and Archive - Personal Mail Files activities) - Select to process messages in the Trash folder (Domino).

3. Click Next.

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In the left column, the Folders checkbox is selected automatically to indicate that you completed that step.

User Created Folders The User Created Folders page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Delete - Historical

Migrate - Microsoft Office Outlook PST

Shortcut - Historical

Figure 93 User Created Folders - New Activity wizard

Considerations and limitations

Activities can process folders that a user creates at the root of the mailbox, and can process any subfolders below that top-level user-created folder.

Activities cannot process folders that a user creates as subfolders under a standard mailbox folder.

Example 1: Assume an Outlook user creates a folder called My Project under Mailbox - at the same level as standard Outlook folders. Activities will be able to process the My Project folder as a user-created folder.

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Example 2: Assume an Outlook user creates a folder called My Project as a subfolder under the standard Inbox folder. Activities will not be able to process the My Project folder as a user-created folder.

Procedure Specify user created folders to process:

1. Select one of the following options:

Include all user created folders

Exclude all user created folders

Include specified user created folders

2. Type the name of the user created folder, then click Add. Repeat for each folder you want to add. Click Next.

In the left column, the User Created Folders checkbox is selected automatically to indicate that you completed that step.

Dates The Dates page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook PST

Restore Shortcuts - Historical & User Directed Archive

Shortcut - Historical

Shortcut - User Directed Archiving

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Figure 94 Dates - New Activity wizard

For Archive activities, if you selected the Reprocess messages option on the Item Types page, then the Dates page displays an additional option: Archived date. The Archived date option is available for Archive - Historical and Archive - UDA Archive for Domino and Exchange. Refer to Item Types on page 401 for information on the Reprocess messages option.

Figure 95 Dates - Archive activities - Archived date

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Specify the date range and date property of items to process:

1. Select one of the following options:

Use all

If you select this option, then the options in the Based upon section become unavailable.

Refer to Effect of "Use all" option on deletion of recurring calendar items on page 414.

Dated

a. In the first field, select one of the following options: after, before (default), or between.

b. In the first date field, click the dropdown arrow, then select a date from the calendar (default = today). For the between option, this date is the start of the date range.

c. For the between option, specify the end of the date range in the second date field.

Aged

Refer to Processing items based on their age on page 413.

2. If you selected the Dated option or the Aged option, select one of the following options to specify which date property to use:

Received date

Modified date

Archived date (available for Archive activities if you selected the Reprocess messages option on the Item Types page)

3. Click Next.

In the left column, the Dates checkbox is selected automatically to indicate that you completed that step.

Processing items based on their age

Older than/Newer than

To process items based on their age:

1. Select Aged.

2. Select one of the following options in the first field.

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Older than

Newer than

3. Specify the amount of time in the second field.

4. Select the unit of time in the third field.

Between To process items based on their age, using a sliding date range:

1. Select Aged.

2. Select Between in the first field.

3. To specify the start of the age range:

a. Specify the amount of time in the second field.

b. Select the unit of time in the third field.

4. To specify the end of the age range:

a. Specify the amount of time in the fourth field.

b. Select the unit of time in the fifth field.

Effect of "Use all" option on deletion of recurring calendar items A Delete activity that uses the Use all date option will remove recurring calendar items, because the date is not used as part of the selection criteria. This works as designed and is expected behavior.

To prevent recurring calendar items from being deleted, specify a date before today's date.

Attachments Filter The Attachments Filter page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook PST

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Shortcut - Historical

Shortcut - User Directed Archive

Figure 96 Attachments Filter - New Activity wizard

1. To specify the file extensions of attachments to exclude from processing:

a. Type the file extension you want to exclude (for example, .txt).

b. Click Add.

2. To process only those items that have attachments, select the Only items with attachments option. The Only items with attachments option is only displayed on the Attachments Filter page for the following activities that create shortcuts:

Migrate - Microsoft Outlook PST

Shortcut - Historical

Shortcut - User Directed Archive

You can process message attachments differently by using, or not using, this option:

To shortcut all attachments, select the Only items with attachments option.

To shortcut all attachments with some exceptions, select the Only items with attachments option and enter those attachment file extensions (such as PDF) to be excluded in the Enter attachment file extensions to exclude area on this page.

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To not shortcut any attachments, select nothing on the Attachments Filter page.

3. Click Next.

In the left column, the Attachments Filter checkbox is selected automatically to indicate that you completed that step.

Message Types Filter The Message Types Filter page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Figure 97 Message Types Filter - New Activity wizard

Specify message types to include or exclude from processing:

1. In the dropdown list, select one of the following options:

Include

Exclude (default)

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2. Enter the message type (IPM. message class). Refer to Table 52 on page 417 for a list of message classes.

3. Click Next.

In the left column, the Message Types Filter checkbox is selected automatically to indicate that you completed that step.

Table 52 Message classes (IPM.)

Message Class Description (item type)

ipm.activity Activity

ipm.appointment Appointment

ipm.contact Contact

ipm.document Document

ipm.note Note

ipm.post Post

ipm.schedule Schedule

ipm.stickynote Sticky note

ipm.task Task

ipm.taskrequest Task request

report.ipm.note Other type of report

report.ipm.note.dr Delivery report

report.ipm.note.ipnrn Read receipt report

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Properties

Note: Before creating UDA activities, refer to Chapter 18, User-Directed Archiving (UDA) Activities, for prerequisites.

The Properties page of the New Activity wizard appears for the following activity types:

Archive - User Directed Archive

Delete - User Directed Archive

Shortcut - User Directed Archive

Figure 98 Properties - New Activity wizard

Specify the settings and folders for user-directed archiving:

1. In the Archive type field, select the type of user-directed archive you want to create:

Community - Users can see other users mail in these UDA folders. Use for collaboration and sharing.

Personal - Users can see only their own mail in these UDA folders. Use for non-compliant mail.

2. Do one of the following steps:

To create a parent folder in the users mailbox in which to place the UDA folders:

a. Select the Parent Folder Required checkbox (default).

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b. In the Parent Folder field, type or select a name for the parent folder. The default name is User Archive Folders. The maximum number of characters is 64.

Names that you type are added to the dropdown list, so that you can select them when you create other UDA activities later.

To create the UDA folders without creating a parent folder, clear the Parent Folder Required checkbox.

3. In the Mapped Folders list, select the folders in which to archive user-directed items.

The Mapped Folders list displays only those folders that match the archive type you selected in Step 1.

The UDA Archive activity will create folders of the same names in the mailboxes of the users you selected in the Select Data Sources page earlier in the New Activity wizard. These users must have Contributor permission on the folders that you select in the Mapped Folders list. Refer to Chapter 6, Configuring Mapped Folders, for details on folder types and assigning users and permissions to folders.

4. Click Next.

In the left column, the Properties checkbox is selected automatically to indicate that you completed that step.

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Message Size Filter

Note: For Domino or Notes, filtering messages based on size is approximate, not exact. The size calculation could vary by a few kilobytes (KB), especially for a Delete activity.

The Message Size Filter page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook PST

Shortcut - Historical

Shortcut - User Directed Archive

Figure 99 Message Size Filter - New Activity wizard

For Domino, the Message Size Filter page includes the following information: Note: The message sizes are approximate and could vary by a few kilobytes.

Specify the minimum size and maximum size of messages to process:

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1. To specify a minimum message size, enter a value in the Include messages that are greater than _KB field (default = 0):

2. To specify a maximum message size:

a. Select the Include messages that are less than _MB checkbox.

b. Enter a value in KB.

3. Click Next.

In the left column, the Message Size Filter checkbox is selected automatically to indicate that you completed that step.

Mapped Folder The Mapped Folder page of the New Activity wizard appears for the following activity types:

Migrate - Microsoft Office Outlook PST

Shortcut - Historical

The Mapped Folderpage of the New Activity wizard lists the mapped folders that you defined, as described in Chapter 6, Configuring Mapped Folders.

Figure 100 Mapped Folder - New Activity wizard

Specify a destination folder for shortcuts:

1. Select a mapped folder.

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2. Click Next.

In the left column, the Mapped Folder checkbox is selected automatically to indicate that you completed that step.

Shortcut Options

Note: Before creating Shortcut activities, refer to Chapter 17, Shortcut Activities, for prerequisites. Refer to Chapter 12, Common and Email-specific Best Practices,for information on how best to deploy shortcuts in an organization.

If you selected Microsoft Exchange in the Data Source Type page, then the Shortcut Options page of the New Activity wizard appears for the following activity types:

Migrate - Microsoft Office Outlook PST

Shortcut - Historical (Exchange only)

Shortcut - User Directed Archiving (Exchange only)

Update Shortcuts - Historical & User Directed Archive (Exchange only)

Figure 101 Shortcut Options - New Activity wizard

Specify options for shortcutting messages:

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1. In the Shortcut Language field, select the appropriate language for the replacement text that will display in shortcut stubs. (For more information about replacement text, refer to Chapter 17, Shortcut Activities.)

2. To shortcut message bodies, select the Include message body checkbox.

Note: This option applies to email message types only. By design for calendar items, inline attachments and bodies are not shortcut, but attachments are shortcut.

3. To shortcut inline images, select the Shortcut inline images greater than _KB checkbox, then enter a threshold value for image size.

4. (For the Update Shortcuts - Historical & User Directed Archive activity only) To update EmailXtender 4.x shortcuts, select the Update EmailXtender 4.x shortcuts checkbox

5. Click Next.

In the left column, the Shortcut Options checkbox is checked automatically to indicate that you completed that step.

Post Processing The Post Processing page of the New Activity wizard appears for the following activity types:

Archive - Personal Mail Files

Migrate - Microsoft Office Outlook PST

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Figure 102 Post Processing - New Activity wizard

Specify the actions to perform on PST files or NSF files after archiving or shortcutting:

1. Select one of the following options:

Delete files - If you select this option, then a warning message appears: Not all data may be archived because this activity does not support all item types supported by mail files. This activity only processes email messages, so deleting the PST or NSF file could result in the loss of any other data types in the mail file.

Keep files

2. If you selected the Keep files option:

a. To specify the destination of the PST files or NSF files, do one of the following steps:

To move the files to another location, select the Move to the following location checkbox, click the Browse button, and specify the location.

To keep the files in their current location, clear the Move to the following location checkbox (default).

b. To specify whether or not the files should be read-only, do one of the following steps:

To make the files read-only, select the Mark read-only checkbox.

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To retain the current permissions on the files, clear the Mark read-only checkbox (default).

3. Click Next.

In the left column, the Post Processing checkbox is checked automatically to indicate that you completed that step.

Business Components The Business Components page of the New Activity wizard appears for the following activity types:

Archive - Historical

Archive - Personal Mail Files

Journal

Select the components you want to use to process content, and specify the order in which to use those components:

Figure 103 Business Components - New Activity wizard

1. Select the business components you want to use for this activity.

The available components depend on the type of activity you selected and on which components you have registered. The Address Rules component is always registered.

2. Clear the checkboxes of the components you do not want to use for this activity.

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3. Specify the sequence in which you want the selected business components to be used. Select a component, then click the up arrow button or down arrow button to move the component in the list.

4. Click Next.

In the left pane:

The Business Components checkbox is selected automatically to indicate that you completed that step.

The list updates to display a checkbox for each component you selected.

5. Continue to the appropriate topics, depending on the components you selected:

Specify Filtering Rules on page 426

Specify Filtering Rules If you selected Address Rules in the Select Components page of the New Activity wizard, then the Specify Filtering Rules page appears.

Figure 104 Specify Filtering Rules - New Activity wizard

Refer to Chapter 19, Using Email Management Rules.

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Delete Options The Delete Options page of the New Activity wizard appears for the following activities:

Delete - Historical

Delete - User Directed Archive

Figure 105 Delete Options - New Activity wizard

Use the Delete Options page to verify that a message has been archived before you delete the message.

If you choose to verify archival and the Delete activity encounters a message that has not been archived, then the activity does not delete the message and does not archive the message.

If it does not matter whether the message has been saved to the archive, you can delete the message without verifying archival.

Note: Domino now supports deleting recurring calendar items that are out of date.

Specify whether or not to verify archival before deleting messages:

1. Do one of the following steps:

To verify archival, select Verify archive before delete.

To delete messages without verifying whether they have been archived, clear Verify archive before delete.

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2. Click Next.

In the left column, the Delete Options checkbox is checked automatically to indicate that you completed that step.

Schedule The Schedule page of the New Activity wizard appears for all activity types, except for Journal.

Figure 106 Schedule - Recur Once - New Activity wizard

Considerations for rescheduling activities

When you reschedule an activity that runs according to a specified recurring schedule (as specified using the Recurrence pattern option on the Schedule page) or when you edit a Journal activity (that automatically runs on a daily basis), the scheduling of those activities changes as follows:

For all activities except Journal:

If the schedule for an activity is changed by the user, that activity will then run at the newly scheduled time, which may result in the activity running later the same day.

Note: If the activity has parent jobs that are currently running, then the changes to the schedule will not take effect until the following day.

For Journal activities only:

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Journal activities cannot be scheduled by the user. The schedule for a Journal activity parent job is reset whenever the Journal activity is changed to be the time of day that the Journal activity was last edited. The child jobs that perform the journaling will continue to run.

Note: If the activity has parent jobs that are currently running, then the changes to the schedule will not take effect until the following day.

If rules used by the Journal activity are changed, the modified rules will be used by any new child jobs created by the Journal parent job. This means that the modified rules associated with a Journal activity will be used when the next Journal child job executes.

Procedure: Scheduling an activity

Specify the schedule on which to run the activity:

1. In the Start Date field, select the date on which the activity should start. Click the dropdown arrow, then select the start date from the calendar.

2. In the Start Time field, select the time at which the activity should start. Click the dropdown arrow, then select one of the following options:

To start the activity as soon as possible, select As soon as possible (default).

To specify a time, select the time from the list.

3. In the Duration field, select one of the following options:

Select the number of hours the activity is allowed to run (default = 1 hour).

Select 1 day.

Select Run to completion.

4. In the Recurrence Pattern area, specify one of the following intervals:

To specify a one-time occurrence.

a. Select Once (default).

Journal activities with an occurrence of Once generate child jobs that run every 5 minutes, which is normal behavior.

b. Click Next.

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To specify a daily occurrence:

a. Select Daily from the dropdown list.

b. Select Every_day(s). Specify the number of days between occurrences of the activity (default = 1 day).

Note: The Every weekday option that was available in EMC SourceOne 6.5 has been removed. To run the activity on weekdays, specify a Weekly occurrence and select only weekdays.

Figure 107 Schedule - Recur Daily - New Activity wizard

To specify a weekly occurrence:

a. Select Weekly from the dropdown list.

b. In the Every _week(s) on field, specify the number of weeks between occurrences.

c. To specify the day of the week on which the activity should occur, select one or more check boxes.

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Figure 108 Schedule - Recur Weekly - New Activity wizard

To specify a monthly occurrence:

a. Select Monthly from the dropdown list.

b. Do one of the following steps:

Select the Day_of every_month(s). In the first field, specify the day of the month on which you want the activity to occur. Valid values are 1 through 31. In the second field, select the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

Select The _ _of every_month(s). In the first field, select the week (first, second, third, fourth, or last). In the second field, select the day of the week. In the third field, specify the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

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Figure 109 Schedule - Recur Monthly - New Activity wizard

5. In the Range of recurrence area, select one of the following options:

No end date - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence area.

End by - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence Pattern area, until the end date you specify in this option. Click the dropdown arrow, then select an end date from the calendar.

6. Click Next.

In the left column, the Schedule checkbox is automatically selected to indicate that you completed that step.

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Activity Name The Activity Name page of the New Activity wizard appears for all activity types.

Figure 110 Activity Name - New Activity wizard

Specify a name for the activity:

1. In the Name field, enter a name for the new activity.

2. (Not available for Journal activities.) To collect detailed information on message processing by activities, select the Enabled Detailed Logging check box.

Refer to Chapter 11, Using Job Logs, for more information about job logging.

3. Click Finish.

The results pane lists the new activity below the policy to which it belongs.

The status of the new activity is Active.

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Editing activities in an organizational policy You cannot edit the following activity properties:

Activity Type

Activity Name

To edit an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to edit.

b. Select the activity you want to edit.

3. Do one of the following steps:

To edit a specific property:

a. Click the link for that property in the activity summary.

Figure 111 Activity summary - example

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A dialog box opens, which corresponds to the page in the New Activity wizard that contains the property.

b. Edit the property, as described in the topic for the corresponding New Activity wizard page.

To review all properties using the Edit Activity wizard:

a. Select Action > Edit Activity.

The Edit Activity wizard starts.

b. Click Next until you reach the page containing the property that you want to edit.

c. Edit the property, as described in the topic for the corresponding New Activity wizard page.

d. Click Next until you reach the last page of the Edit Activity wizard, then click Finish.

Controlling activities You can control an activity and its jobs by using the Stop, Pause , and Resume actions.

The action applied to an activity also applies to the activitys jobs. To control multiple jobs, control the activity associated with those jobs.

The status of an activity is derived from the status of the activitys jobs. For example, if any jobs associated with a run once activity fail, then the status of the activity will be shown as failed.

Refer to:

About activity status and actions on page 435

Pausing activities on page 438

Stopping activities on page 438

About activity status and actions The actions available for each activity status depend on the recurrence pattern specified in the activitys schedule:

Once - Run once on page 436

Daily, Weekly, or Monthly - Periodic on page 437

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Run once Figure 112 shows the actions for a run-once activity.

Figure 112 Activity actions and status - run once

Controlling activities 437

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Periodic Figure 113 shows the actions for a periodic activity.

Figure 113 Activity actions and status - periodic

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Pausing activities To pause an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to pause.

b. Select the activity.

3. Select Action > Pause.

In the Organizational Policies area, the status of the activity changes from Active to Paused.

To resume a paused activity:

1. Select the activity.

2. Select Action > Resume.

Stopping activities To stop an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to stop.

b. Select the activity.

3. Select Action > Stop.

In the Organizational Policies area, the status of the activity changes from Active to User Terminated.

You can resume a User Terminated activity if the activity has a periodic schedule:

1. Select the activity.

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2. Select Action > Resume.

Deleting activities from an organizational policy To delete an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area, select the activity you want to delete.

3. Select Action > Delete Activity.

4. At the Are you sure you want to delete the selected activity? prompt, click Yes.

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PST and NSF Processing Activities 441

16

Describes how to perform processing activities for Exchange PST files and Domino NSF files using EMC SourceOne, and is organized as follows:

PST processing activities ................................................................. 442 NSF processing activities ................................................................ 468

PST and NSF Processing Activities

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PST processing activities Describes how to process groups of Exchange PST files and is organized as follows:

Introduction to PST activities on page 442

Viewing list of PST groups on page 445

Refreshing a PST group view on page 446

Viewing list of source computers in a PST group on page 446

Viewing list of PST files in a PST group on page 447

Adjusting PST list when display limit is reached on page 447

Customizing the view for PST groups on page 448

Adding a PST group on page 455

Deleting a PST group on page 455

Viewing and editing properties of a PST group on page 456

Managing source computers and shares in a PST group on page 456

Managing PST files in a PST group on page 463

If you are processing PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Collection.

Introduction to PST activities This section describes PST file groups and how you use them to prepare for PST activities. Refer to:

What are PST groups? on page 442

Checklist: PST management on page 443

How ownership is determined for PST files on page 444

What are PST groups? Use PST groups to organize and simplify the management of source computers and PST files in preparation for PST activities. You can:

Search for source computers based on an LDAP query and add the results to a PST group.

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Browse for source computers and shares and add the results to a PST group.

Manually remove source computers and shares from a PST group.

Inspect the status of source computers since the last processing occurred.

Use PST groups as input to PST activities.

List the PST files discovered in a Find - Microsoft Office Outlook PST activity.

Remove individual PST files from the PST group.

Checklist: PST management To manage PST files, follow the steps in this checklist:

Table 53 Checklist: Managing PST files

Step Action Refer to

1 Create PST groups. Adding a PST group on page 455

2 Specify source computers or shares. Adding a source computer or share to a PST group on page 457

3 Do one or both of the following steps: Create a Find - Microsoft Office Outlook PST activity to

search for PST files on source computers in specified PST groups.

Add PST files manually to PST groups.

Chapter 15, Configuring Email Management Activities Adding a PST file to a PST group on page 463

4 Perform actions on the discovered PST files, if necessary: Assign owner Specify password for password-protected PSTs

Assigning an owner to a PST file on page 465 Specifying the password for a password-protected

PST file on page 467

5 Remove the PST files that you do not want to process. Removing a source computer from a PST group on page 460

Removing a PST File from a PST group on page 464

6 Set states of source computers to indicate which PST files to process, if necessary.

Changing the state of a source computer on page 461

7 Create an Archive - Personal Mail Files activity to archive PSTs or a Migrate - Microsoft Office Outlook PST activity to shortcut PSTs.

Chapter 15, Configuring Email Management Activities

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How ownership is determined for PST files When you discover PST files using the Find - Microsoft Office Outlook PST activity, EMC SourceOne attempts to automatically assign an owner to the PST files located.

The following is the method EMC SourceOne uses to assign an owner to a PST file after the PST file has been located:

1. EMC SourceOne determines if a Sent Items folder is present in the PST file. This folder can be the folder created by Outlook or a folder created by the user with any of the following names:

Sent Items (English)

lments envoys (French)

Gesendete Objekte (German)

invia mail (Italian)

Elementos enviados (Spanish)

2. If the Sent Items folder (or one of the previously listed language variants) is present, EMC SourceOne determines which email address sent most of the messages found in this folder and marks this email address as being the owner of the PST file.

3. If the Sent Items folder is not found, EMC SourceOne attempts to determine the owner by evaluating the folder path in which the PST file was located as follows:

a. EMC SourceOne evaluates the folder path in which the PST file was located to determine if it contains the following string:

\Documents and Settings\user-name\file-name.pst

Note: This parsing will only function correctly if the folder string Documents and Settings is spelled correctly in English, although the string is not case-sensitive.

The folder path does not have to indicate the Microsoft Windows Documents and Settings folder. The PST files could also be located in a subdirectory of a network share with that same name, such as the following, and still be processed correctly:

\\corpshare\users\documents and settings\jsmith\archive1.pst \\corpshare\users\documents and settings\mjones\myemail.pst

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b. If the Documents and Settings folder path is found, EMC SourceOne searches the Active Directory for the user-name portion of the path.

c. If the user-name string matches a user in Active Directory, EMC SourceOne marks that user as the owner of the PST file.

If EMC SourceOne cannot determine an owner for a PST file using this method, you must manually assign an owner. Assigning an owner to a PST file on page 465 describes how to manually assign an owner to a PST file.

Viewing list of PST groups This section provides an overview of the PST Groups area. To create a PST group, refer to Adding a PST group on page 455.

To view a list of existing PST groups (if any), in the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

Figure 114 PST groups

You can add and remove columns, as described in Adding or removing columns on page 449.

Refer to the following topics:

Refreshing a PST group view on page 446

Viewing list of source computers in a PST group on page 446

Viewing list of PST files in a PST group on page 447

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Customizing the view for PST groups on page 448

Refreshing a PST group view To update the list of PST management groups and view the latest changes, press F5 or click Refresh. The list may take a few moments to refresh.

Viewing list of source computers in a PST group To view the list of source computers in a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groupsnode.

2. In the PST Groups list, select a group.

3. Select the Source Computers tab.

Figure 115 Source Computers tab

To add PST groups, refer to Adding a PST group on page 455.

To add source computers, refer to Adding a source computer or share to a PST group on page 457.

To add PST files, refer to Adding a PST file to a PST group on page 463.

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Viewing list of PST files in a PST group To view the list of PST files in a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select a group.

3. Select the PST Items tab.

Figure 116 PST Items tab

You can add and remove columns, as described in Adding or removing columns on page 449.

To add PST files, refer to Adding a PST file to a PST group on page 463.

Adjusting PST list when display limit is reached By default, up to 1,000 PST files are displayed in the PST Items tab.

If the number of PST files exceeds the maximum rows specified for the PST Items tab, the following message and links appears at the top of the PST list:

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Figure 117 PST Items tab - links to properties and filter

To change the maximum number of PST files displayed, click the maximum number of rows link, and refer to Specifying maximum number of PST files to display on page 448.

To filter the PST list, click the filter link, and refer to Filtering the PST list on page 451.

Customizing the view for PST groups To customize the view for PST groups, refer to the following topics:

Specifying maximum number of PST files to display on page 448

Adding or removing columns on page 449

Changing the order of columns on page 450

Changing sort order in a column on page 450

Grouping by column on page 450

Filtering the PST list on page 451

Specifying maximum number of PST files to display The default maximum number of PST files to display in the PST Items tab is 1,000.

To change the maximum:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select a group.

3. Select the PST Items tab.

4. Select any item in the list. If there are no items, populate the list as described in Adding a PST file to a PST group on page 463.

5. Select Action > Maximum Rows Displayed.

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Figure 118 Maximum Rows Displayed dialog box

6. Enter the maximum number of rows to display, in the range 1 to 99,999.

7. Click OK.

Adding or removing columns To add or remove columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the center pane, do one of the following steps:

To add or remove columns from the PST Groups list, select any group in the list.

To add or move columns from the Source Computers tab, select any source computer in the list.

To add or remove columns from the PST Items tab, select any PST in the list.

3. Select Action > View > Add/Remove Columns.

The appropriate Choose Columns dialog box opens.

Figure 119 Choose Columns dialog box - PST Items

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Changing the order of columns To change the order of columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Drag the column header left or right to a new location. Red arrows indicate where you can drop the column header.

Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Click on the header of the column you want to toggle.

Grouping by column In the Source Computers tab or the PST Items tab, you can organize the display of source computers or PST files based on a specific column.

To group source computers or PST files by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groupsnode.

2. Select a group.

3. Select the Source Computers tab or the PST Items tab.

4. Select Action > Enable Grouping.

5. Drag-and-drop the column to the indicated area above the source computers list or PST list.

Figure 120 Group by column prompt

The source computers or PST files are now grouped under expandable rows, similar to a tree pane.

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Filtering the PST list To refine the PST list displayed in the PST Items tab, you can create a filter.

To filter the list of PST files:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select a group.

3. Select the PST Items tab.

4. Select Action > Filter.

The Filter dialog box opens.

Figure 121 Filter dialog box

5. In the Column field, select the name of the column on which you want to filter.

6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in step 5. Refer to:

Specifying conditions for string data on page 452

Specifying conditions for boolean data on page 453

Specifying conditions for states on page 453

Specifying conditions for time data on page 454

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7. In the Value field, enter a value appropriate for the column and the condition.

Depending on the condition you selected in step 6, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

9. To add another criterion to the list, repeat step 5 through step 8.

Each line in the filter is ANDed with the other lines.

You can use the same column more than once in a filter. For example, you could use the Last Processed column twice to specify a date-time range. Refer to Between two dates on page 454.

10. To remove entries from the criteria list, do one of the following steps:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

Specifying conditions for string data Table 54 on page 452 describes the possible conditions available for columns that display string data.

Table 54 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Contains Includes part or all of the string you specify in the Value field.

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Specifying conditions for boolean data For Boolean data (such as Has Password, Password Assigned, and Read Only):

One condition is available: Is Equal To.

Two values are available: True and False.

Specifying conditions for states For state data:

One condition is available: Is Equal To.

Select a state in the Value field.

Does not contain Does not include part or all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

Table 54 Conditions for string data (continued)

Condition Description

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Specifying conditions for time data You can filter PST files by specifying a date or date range, and the time, using the conditions described in Table 55 on page 454.

Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 454.

Between two dates

To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters PST files that were last processed between May 5, 2007 and August 22, 2007:

Last Processed On or after 05/05/2007 Last Processed On or before 08/22/2007

Table 55 Conditions for date-time data

Condition Description

On Or Before 1. Select this condition to specify a "less than or equals" (<=) date-time. For example, selecting this condition for the Last Modified column will filter PST files that were last modified on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

On Or After 1. Select this condition to specify a "greater than or equals" (>=) date-time. For example, selecting this condition for the Last Modified column will filter PST files that were last modified on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

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Adding a PST group To add a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select Action > New Group.

3. In the New Group wizard:

a. In the Name field, enter a name for the new group.

b. In the Description field, enter a description for the new group.

Figure 122 New Group dialog box

4. Click Finish to close the New Group dialog box.

The name of the new group is listed in the PST Groups pane.

5. To add source computers and PST files to a PST group, refer to:

Managing source computers and shares in a PST group on page 456

Managing PST files in a PST group on page 463

Deleting a PST group Deleting a PST group does not permanently remove source computers and PST files from the system. Only the PST group is deleted, because the source computers and PST files could belong to another PST group.

To delete a PST management group:

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1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group you want to delete.

3. Select Action > Delete Group.

Viewing and editing properties of a PST group To view properties of a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group whose properties you want to view.

3. Select Action > Properties. The Group dialog is displayed and shows the name of the group and an optional description of the group.

Figure 123 Group Properties dialog box

4. You can edit the Description field. You cannot edit the Name field.

5. Click OK to close the dialog box.

Managing source computers and shares in a PST group Refer to:

Viewing list of source computers in a PST group on page 446

Adding a source computer or share to a PST group on page 457

Removing a source computer from a PST group on page 460

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Moving a source computer to another PST group on page 460

Changing the state of a source computer on page 461

Adding a source computer or share to a PST group

To add a source computer to a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group to which you want to add a source computer.

3. Select Action > Add Source Computers.

The Group Data Sources dialog box opens.

Figure 124 Group Data Sources dialog box

4. Do one of the following steps:

To specify source computers by UNC path, continue to Specifying source computers by UNC path on page 458.

To specify source computers by using an LDAP query, continue to Specifying source computers by LDAP query on page 459.

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Specifying source computers by UNC path To specify source computers by UNC path:

1. Open the Group Data Sources dialog box, as described in Adding a source computer or share to a PST group on page 457.

2. In the Select machines by field, select UNC Path.

Figure 125 Group Data Sources dialog box - UNC path

3. Click Browse.

4. In the Browse for Folder dialog box, locate and select the computer, shared drive, or shared folder and then click OK.

Note: Always select the computer, shared drive, or shared folder through the network (My Network Places) and not the local folder path.

The Search Path field displays the selected UNC path.

5. Click Add to add the UNC path to the list.

6. Repeat step 3 through step 5 for each UNC path you want to add.

7. Click OK.

The UNC paths are listed in the Source Computers tab of the PST group.

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Specifying source computers by LDAP query 1. Open the Group Data Sources dialog box, as described in

Adding a source computer or share to a PST group on page 457.

2. In the Select machines by field, select LDAP Query.

Figure 126 Group Data Sources dialog box - LDAP query

3. Do one of the following steps:

If the directory server you specified is configured to contain identities, select the Directory server contains identities to improve query performance.

If the directory server you specified is not configured to contain identities, clear the Directory server contains identities (default).

Note: This option does not apply to Domino servers or to LDAP queries executed locally using the Execute or Test buttons. In those cases, the option is ignored without error or user notification.

4. Refer to Chapter 15, Configuring Email Management Activities, for details on using the LDAP Query portion of the dialog box.

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5. After you run the LDAP query, at the bottom of the dialog box:

a. Select the source computers in the list that you want to add to the PST group.

b. Click OK.

The selected source computers are listed in the Source Computers tab of the PST group.

Removing a source computer from a PST group

Note: Removing a source computer from a PST group does not remove the PST files that were discovered on that source computer from the group. The PST files remain in the group, even if you run another Find PST activity against the group. You must manually remove each PST file from the group, as described in Removing a PST File from a PST group on page 464.

To remove a source computer from a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computer you want to remove.

3. In the Source Computers tab, select the source computer you want to remove.

4. Select Action > Remove.

Moving a source computer to another PST group

Note: Moving a source computer from one PST group to another does not move the associated PST files. The PST files remain in the group, until you run another Find PST activity against the group. To manually move PST files, refer to Moving a PST file to another PST group on page 465.

To move a source computer to another PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computers you want to move.

3. In the Source Computers tab, select the source computers you want to move.

4. Select Action > Move to Group.

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Figure 127 Group Select dialog box

5. Select the group to which you want to move the source computers.

6. Click OK.

Changing the state of a source computer Refer to:

About source computer states on page 461

Procedure: Changing the state of a source computer on page 462

About source computer states A source computers state indicates the state the source computer was in the last time a PST activity ran against that source computer.

The source computer state determines whether that source computer will be processed during a PST activity.

In the Group Options page of a PST activity, you specify the state of items to process. These options are related to source computer states in PST groups.

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Figure 128 Group Options page - PST activity

Table 56 on page 462 shows the relationship between source computer states in PST groups and the Group Options page in Find PST activities.

To process only certain source computers during a Find PST activity, change the state of the source computers. Refer to Procedure: Changing the state of a source computer on page 462.

Procedure: Changing the state of a source computer To change the state of a source computer:

Table 56 Source computer states and group options - Find PST activities

Source computer state in PST Group

Group options in Find PST activity Description

All Locations The PST activity will process all source computers, regardless of the source computer state.

Complete All Locations Except Completed The Find PST activity will: Skip any source computer in a Complete state. Only process source computers in a New or

Failed state.

Failed Only Failed Locations The Find PST activity will process only those source computers in a Failed state.

New Only Unprocessed Locations The Find PST activity will process only those source computers marked New.

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1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computer.

3. In the Source Computers tab, select the source computer.

4. Select Action > Change State.

5. Select one of the following options on the Change State submenu:

Managing PST files in a PST group The following sections describe how to manage PST files in a PST file group:

Viewing list of PST files in a PST group on page 447

Adding a PST file to a PST group on page 463

Removing a PST File from a PST group on page 464

Moving a PST file to another PST group on page 465

Assigning an owner to a PST file on page 465

Specifying the password for a password-protected PST file on page 467

Adding a PST file to a PST group To add PST files to a PST group, use either of the following methods:

Find (discover) PST files:

Add source computers or shares. Refer to Adding a source computer or share to a PST group on page 457.

Table 57 Change State submenu

Option Changes source computer state to

To Complete Completed

To Failed Failed

To Reset New

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Create a Find - Microsoft Outlook PST activity. Refer to Chapter 15, Configuring Email Management Activities.

Manually add PST files, as described in this section.

Note: PST files must reside in shared folders to which the EMC SourceOne administrator has access.

The following automatic processing occurs on discovered PST files, but does not occur on PST files that are added manually:

Detection of ownership

Determination of password protection

To add a PST file manually to a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group.

3. Select Action > Add PST.

4. At the confirmation prompt, click OK to continue.

Figure 129 Add PST - confirmation prompt

5. In the Open dialog box:

a. Browse to the location of the PST file.

b. Select the PST file. You can select more than one.

c. Click Open.

The selected PST files are listed in the PST Items tab.

Removing a PST File from a PST group To remove a PST file from a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

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2. In the PST Groups list, select the group containing the PST files you want to remove.

3. In the PST Items tab, select the PST files you want to remove.

4. Select Action > Remove.

Moving a PST file to another PST group To move a PST file from one PST group to another:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST files you want to move.

3. In the PST Items tab, select the PST files.

4. Select Action > Move to Group. The Group Select dialog displays.

Figure 130 Group Select dialog box

5. Using the Group Select dialog, select the group to which you want to move the PST files.

6. Click OK. The Group Select dialog closes and the files are moved to the new group.

Assigning an owner to a PST file The Owner column indicates one of the following:

The anticipated owner discovered by a Find PST activity. Refer to How ownership is determined for PST files on page 444 for how owners are assigned.

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The owner you selected from the Exchange address book.

The owner you specified manually (as described in this section).

If ownership has not been determined:

The Owner column is blank.

The PST file will not be archived.

You can specify an owner.

To associate a PST file with a mailbox:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST file.

3. In the PST Items tab, select the PST file. You can select more than one file.

4. Select Action > Assign Owner.

The Assign Owner dialog box opens.

Figure 131 Assign Owner dialog box - PST

5. Do one of the following steps:

To assign ownership using the address book:

a. Select Assign from Address Book.

b. Click Choose Owner.

c. Select the owner from the address book.

To assign ownership manually:

a. Select Assign Manually.

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b. In the Display Name field, enter the display name of the owner (maximum 150 characters).

c. In the SMTP Address field, enter the SMTP address of the owner.

6. Click OK.

The Owner column updates for the selected PST file.

Specifying the password for a password-protected PST file If a PST file is password-protected (the value in the Password Protected column is True), you can manually specify the password that was already assigned to the PST.

To specify the password already assigned to a PST file:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST file.

3. In the PST Items tab, select the PST file. You can select more than one file.

4. Select Action > Set Password.

The Assign PST Password dialog box opens.

Figure 132 Assign PST Password dialog box

5. In the New Password field, enter the password that was already assigned to the PST file. Do not specify a new password.

The characters display as asterisks.

6. In the Verify Password field, re-enter the password.

7. Click OK.

The password is stored in the database in encrypted form.

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NSF processing activities Describes how to process groups of Domino NSF files and is organized as follows:

Introduction to NSF activities on page 468

Viewing list of NSF groups on page 469

Refreshing an NSF group view on page 470

Viewing list of NSF files in an NSF group on page 470

Adjusting NSF list when display limit is reached on page 471

Customizing the view for NSF groups on page 471

Adding an NSF group on page 478

Deleting an NSF group on page 478

Viewing and editing properties of an NSF group on page 479

Managing NSF files in an NSF group on page 480

Introduction to NSF activities This section describes NSF file groups and how you use them to prepare for NSF activities. Refer to:

What are NSF groups? on page 468

Checklist: NSF management on page 469

What are NSF groups? Use NSF groups to organize and simplify the management of source computers and NSF files in preparation for NSF activities. You can:

Search for source computers based on an LDAP query and add the results to an NSF group.

Browse for source computers and shares and add the results to an NSF group.

Manually remove source computers and shares from an NSF group.

Inspect the status of source computers since the last processing occurred.

Use NSF groups as input to NSF activities.

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List the NSF files discovered in a Find - Microsoft Outlook NSF activity.

Remove individual NSF files from the NSF group.

Checklist: NSF management To manage NSF files, follow the steps in this checklist:

Viewing list of NSF groups This section provides an overview of the NSF Groups area. To create an NSF group, refer to Adding an NSF group on page 478.

To view a list of existing NSF groups (if any), in the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

Figure 133 NSF groups

Table 58 Checklist: Managing NSF files

Step Action Refer to

1 Create NSF groups. Adding an NSF group on page 478

2 Add NSF files manually to NSF groups. Adding an NSF file to an NSF group on page 480

3 Assign owners to the NSF files, if necessary. Assigning an owner to an NSF file on page 482

4 Remove the NSF files that you do not want to process. Removing an NSF File from an NSF group on page 481

5 Create an Archive - Personal Mail Files activity to archive NSF files.

Chapter 15, Configuring Email Management Activities

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You can add and remove columns, as described in Adding or removing columns on page 472.

Refer to the following topics:

Refreshing an NSF group view on page 470

Viewing list of NSF files in an NSF group on page 470

Customizing the view for NSF groups on page 471

Refreshing an NSF group view To update the list of NSF management groups and view the latest changes, press F5 or click Refresh. The list may take a few moments to refresh.

Viewing list of NSF files in an NSF group To view the list of NSF files in an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select a group.

The NSF Items area lists the NSF files in the selected NSF group.

Figure 134 NSF Items

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You can add and remove columns, as described in Adding or removing columns on page 472.

To add NSF files, refer to Adding an NSF file to an NSF group on page 480.

Adjusting NSF list when display limit is reached By default, up to 1,000 NSF files are displayed in the NSF Items tab.

If the number of NSF files exceeds the maximum rows specified for the NSF Items tab, a message and links appear at the top of the NSF list.

Figure 135 NSF Items tab - links to properties and filter

To change the maximum number of NSF files displayed, click the maximum number of rows link, and refer to Specifying maximum number of NSF files to display on page 471.

To filter the NSF list, click the filter link, and refer to Filtering the NSF list on page 474.

Customizing the view for NSF groups To customize the view for NSF groups, refer to the following topics:

Specifying maximum number of NSF files to display on page 471

Adding or removing columns on page 472

Changing the order of columns on page 473

Changing sort order in a column on page 473

Grouping by column on page 473

Filtering the NSF list on page 474

Specifying maximum number of NSF files to display The default maximum number of NSF files to display in the NSF Items tab is 1,000.

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To change the maximum:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select a group.

3. Select the NSF Items tab.

4. Select any item in the list. If there are no items, populate the list as described in Adding an NSF file to an NSF group on page 480.

5. Select Action > Maximum Rows Displayed.

Figure 136 Maximum Rows Displayed dialog box

6. Enter the maximum number of rows to display, in the range 1 to 99,999.

7. Click OK.

Adding or removing columns To add or remove columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the center pane, do one of the following steps:

To add or remove columns from the NSF Groups list, select any group in the list.

To add or remove columns from the NSF Items tab, select any NSF in the list.

3. Select Action > View > Add/Remove Columns.

The appropriate Choose Columns dialog box opens.

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Figure 137 Choose Columns dialog box - example

Changing the order of columns To change the order of columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Drag the column header left or right to a new location. Red arrows indicate where you can drop the column header.

Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Click on the header of the column you want to toggle.

Grouping by column In the NSF Items area, you can organize the display of NSF files based on a specific column.

To group NSF files by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groupsnode.

2. Select a group.

3. In the NSF Items area. select any item.

4. Select Action > Enable Grouping.

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5. Drag-and-drop the column to the indicated area above the NSF list.

Figure 138 Group by column prompt

The NSF files are now grouped under expandable rows, similar to a tree pane.

Filtering the NSF list To refine the NSF list displayed in the NSF Items tab, you can create a filter.

To filter the list of NSF files:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select a group.

3. In the NSF Items area, select any item.

4. Select Action > Filter.

The Filter dialog box opens.

Figure 139 Filter dialog box

5. In the Column field, select the name of the column on which you want to filter.

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6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in the Column field. Refer to:

Specifying conditions for string data on page 476

Specifying conditions for boolean data on page 476

Specifying conditions for states on page 476

Specifying conditions for time data on page 477

7. In the Value field, enter a value appropriate for the column and the condition.

Depending on the condition you selected in the Condition field, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

9. To add another criterion to the list, repeat step 5through step 8.

Each line in the filter is ANDed with the other lines.

You can use the same column more than once in a filter. For example, you could use the Last Processed column twice to specify a date-time range. Refer to Between two dates on page 477.

10. To remove entries from the criteria list, do one of the following steps:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

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Specifying conditions for string data Table 59 on page 476 describes the conditions available for columns that display string data.

Specifying conditions for boolean data For Boolean data (such as Has Password, Password Assigned, and Read Only):

One condition is available: Is Equal To.

Two values are available: True and False.

Specifying conditions for states For state data:

One condition is available: Is Equal To.

Select a state in the Value field.

Table 59 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Contains Includes part or all of the string you specify in the Value field.

Does not contain Does not include part or all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

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Specifying conditions for time data You can filter NSF files by specifying a date or date range, and the time, using the conditions described in Table 60 on page 477.

Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 477.

Between two dates

To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters NSF files that were last processed between May 5, 2007 and August 22, 2007:

Last Processed On or after 05/05/2007 Last Processed On or before 08/22/2007

Table 60 Conditions for date-time data

Condition Description

On Or Before 1. Select this condition to specify a "less than or equals" (<=) date-time. For example, selecting this condition for the Last Modified column will filter NSF files that were last modified on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

On Or After 1. Select this condition to specify a "greater than or equals" (>=) date-time. For example, selecting this condition for the Last Modified column will filter NSF files that were last modified on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

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Adding an NSF group To add an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select Action > New Group.

3. In the New Group wizard:

a. In the Name field, enter a name for the new group.

b. In the Description field, enter a description for the new group.

Figure 140 New Group dialog box

4. Click Finish to close the New Group dialog box.

The name of the new group is listed in the NSF Groups pane.

5. To add NSF files to an NSF group, refer to Managing NSF files in an NSF group on page 480.

Deleting an NSF group Deleting an NSF group does not permanently remove NSF files from the system. Only the NSF group is deleted, because the NSF files could belong to another NSF group.

To delete an NSF management group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

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2. In the NSF Groups list, select the group you want to delete.

3. Select Action > Delete Group.

Viewing and editing properties of an NSF group To view properties of an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group whose properties you want to view.

3. Select Action > Properties. The Group dialog is displayed and shows the name of the group and an optional description of the group.

Figure 141 Group Properties dialog box

4. You can edit the Description field. You cannot edit the Name field.

5. Click OK to close the dialog box.

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Managing NSF files in an NSF group The following sections describe how to manage NSF files in an NSF file group:

Viewing list of NSF files in an NSF group on page 470

Adding an NSF file to an NSF group on page 480

Removing an NSF File from an NSF group on page 481

Moving an NSF file to another NSF group on page 481

Assigning an owner to an NSF file on page 482

Adding an NSF file to an NSF group

Note: NSF files must reside in shared folders to which the EMC SourceOne administrator has access.

To add an NSF file manually to an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group.

3. Select Action > Add NSF.

4. At the confirmation prompt, click OK to continue.

Figure 142 Add NSF - confirmation prompt

5. In the Open dialog box:

a. Browse to the location of the NSF file.

b. Select the NSF file. You can select more than one.

c. Click Open.

The selected NSF files are listed in the NSF Items area.

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Removing an NSF File from an NSF group To remove an NSF file from an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF files you want to remove.

3. In the NSF Items area, select the NSF files you want to remove.

4. Select Action > Remove.

Moving an NSF file to another NSF group To move an NSF file from one NSF group to another:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF files you want to move.

3. In the NSF Items area, select the NSF files.

4. Select Action > Move to Group. The Group Select dialog displays.

Figure 143 Group Select dialog box

5. Using the Group Select dialog, select the group to which you want to move the NSF files.

6. Click OK. The Group Select dialog closes and the files are moved to the new group.

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Assigning an owner to an NSF file The Owner column indicates one of the following:

The owner you selected from the Domino address book

The owner you specified manually (as described in this section)

If ownership has not been determined:

The Owner column is blank.

The NSF file will not be archived.

You can specify an owner.

To associate an NSF file with an owner:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF file.

3. In the NSF Items area, select the NSF file. You can select more than one file.

4. Select Action > Assign Owner.

The Assign Owner dialog box opens.

Figure 144 Assign Owner dialog box - NSF

5. Do one of the following steps:

To assign ownership using the address book:

a. Select Assign from Domino Directory.

b. Click Choose Owner.

c. Select the owner from the address book.

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To assign ownership manually:

a. Select Assign Manually.

b. In the Display Name field, enter the display name of the owner (maximum 150 characters).

c. In the SMTP Address field, enter the SMTP address of the owner.

6. Click OK.

The Owner column updates for the selected NSF file.

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Shortcut Activities 485

17

Describes shortcuts and shortcut retrieval using EMC SourceOne Email Management (EMC SourceOne), and is organized as follows:

About shortcutting messages ......................................................... 486 Considerations and limitations...................................................... 490 Prerequisites for shortcutting messages ....................................... 491 Customizing replacement text for shortcuts ................................ 492 Shortcut - Historical activity........................................................... 498 Update Shortcuts - Historical & User Directed Archive activity .....

499 Restore Shortcuts - Historical & User Directed Archive activity .....

500

Shortcut Activities

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About shortcutting messages Refer to:

What is a shortcut? on page 486

What happens to the contents of a shortcut message? on page 486

How do I shortcut messages? on page 489

How do I restore shortcut messages to the email server? on page 490

What is a shortcut? Shortcutting replaces email messages archived by EMC SourceOne with smaller files called shortcuts on the mail server. Shortcuts are pointers to the actual email messages archived in an EMC SourceOne archive.

Note: In this release, you can shortcut email messages.

What happens to the contents of a shortcut message? A stub replaces the contents of a shortcut message.

Depending on the mail server (Domino or Exchange), shortcutting replaces the body of the shortcut message, or the attachments, or both. The stub may consist of explanatory text only, or explanatory text and links to attachments.

For details on the replacement text that appears in stubs, refer to:

Domino/Notes on page 486

Exchange/Outlook and mobile devices on page 487

You can customize the replacement text. Refer to Customizing replacement text for shortcuts on page 492.

Domino/Notes For Notes messages, the message body and attachments are extracted from the mail document. The mail document is converted to an empty shell containing replacement text:

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The default replacement text for the message body is:

This Notes message has been converted as a shortcut.

The default replacement text for an attachment is:

This attachment of the Notes message has been converted as a shortcut. Please open the message to view the attachment.

Domino/Notes message bodies and attachments are always shortcut and replaced with explanatory text.

Exchange/Outlook and mobile devices EMC SourceOne Mobile Services software and Web Services software support the resolution of shortcuts for users accessing them using the universal URL. This includes:

Mobile device users

Outlook Web Access users in environments in which EMC SourceOne Extensions for OWA Support software is not installed on the Exchange server.

Outlook users in environments in which the EMC SourceOne Offline Access software is not installed on their client computers.

Exchange mail users and mobile users can double-click shortcuts in their mailboxes to retrieve the full messages from the EMC SourceOne archive. The message is retrieved through the Retrieval server.

Note: When restoring shortcuts using mobile devices, both EMC SourceOne and the mobile device have filtering settings that can be applied. A mobile device will synchronize only those items that meet its own filter settings.

Outlook The user experience in Outlook depends on whether you install the EMC SourceOne Offline Access software on user computers.

If you install Offline Access on user computers, then the user experience is seamless. Shortcut messages and attachments display unchanged in the Outlook preview pane. You can also configure Offline Access to cache messages and attachments locally so that Outlook users can retrieve them offline. Refer to:

The EMC SourceOne Offline Access Administration and Installation Guide for information on installing the Offline Access client.

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The EMC SourceOne Email Management Offline Access User Guide for information about the user interface.

If you do not install Offline Access on user computers, then:

If you choose to shortcut the message body, the message body will be replaced by explanatory text.

Attachments are converted to HTML stubs, which link to the attachments.

Figure 145 Example - Shortcut message body and attachment displayed in Outlook (without Offline Access)

Note: The View original message as a web page link does not display messages in rich formatted content, nor does it display inline images.

Note: In an Exchange environment, delegate users cannot use the universal URL to resolve shortcuts in the delegate mailbox. Delegate users can use Offline Access to resolve the shortcut.

Mobile devices For mobile devices used with Exchange:

Users must log on using the full Windows logon name, including the domain.

Figure 146 Mobile device logon screen

For a shortcut message, the screen displays the following replacement text.

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Figure 147 Shortcut message displayed in mobile device (Exchange)

When a mobile device user opens a shortcut message, the message is retrieved and stored in the users mailbox. The user sees both the shortcut stub and the message in his mailbox.

Note: The View original message as a web page link does not display messages in rich formatted content, nor does it display inline images.

How do I shortcut messages? To shortcut messages, follow the steps in this checklist.

To update existing shortcuts in Exchange environments, create an Update Shortcuts - Historical & User Directed Archive activity. Refer to Update Shortcuts - Historical & User Directed Archive activity on page 499.

Table 61 Checklist: Steps to Shortcut Messages

Step Action Refer to

1 (Required) Install the prerequisite software.

Prerequisites for shortcutting messages on page 491

2 (Required for Exchange) Enable and configure the Universal URL used for shortcut activities and for retrieval.

Editing settings for Shortcut Web service and mobile restore on page 210

3 (Optional) Customize the default replacement text for message bodies and attachments.

Customizing replacement text for shortcuts on page 492

4 (Required) Create a Shortcut - Historical activity.

Shortcut - Historical activity on page 498

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How do I restore shortcut messages to the email server? In an Exchange environment where you have not installed Offline Access software on user computers, users can restore one shortcut message at a time by clicking the "Restore original message to the e-mail server" link in the message stub.

To restore many messages at one time, system administrators can use the Restore Shortcuts - Historical & User Directed Archive activity. Refer to Restore Shortcuts - Historical & User Directed Archive activity on page 500.

Users and administrators can also restore messages by using EMC SourceOne Search. Refer to the EMC SourceOne Search User Guide.

Also refer to Sufficient mailbox space for restoring shortcuts on page 491.

Considerations and limitations Do not shortcut drafts. If you shortcut drafts, then users will have

to use EMC SourceOne Search to restore the drafts to their mailboxes before editing.

By design, for calendar items:

Inline attachments and bodies are not shortcut.

Attachments are shortcut.

By design, messages that contain a virus are not shortcut. If a shortcut activity is run against a message containing a virus, an error occurs: Shortcut failed.

In Exchange mail environments:

The SourceOne shortcut icon does not appear for digitally signed and encrypted Exchange messages.

Forwarded messages or replies that are shortcut will display the Outlook forward/reply icons instead of the SourceOne shortcut icon. This is a design limitation of Outlook. The forward/reply icons are always used instead of custom icons.

Prerequisites for shortcutting messages 491

Shortcut Activities

Prerequisites for shortcutting messages Refer to:

Installation and configuration requirements on page 491

Sufficient mailbox space for restoring shortcuts on page 491

Installation and configuration requirements Before creating activities to shortcut messages, complete the following prerequisites:

Domino: Refer to Appendix A, Configuring Lotus Domino Support in the EMC SourceOne Installation Guide.

Exchange: Configure the URL used for shortcut retrieval. Refer to to Editing settings for Shortcut Web service and mobile restore on page 210.

IMPORTANT! In an Exchange environment, enable the universal URL option and specify the URL used for shortcut retrieval before you create Shortcut or Update Shortcut activities. If the universal URL option is enabled but the URL is not configured, then the following error message displays when you try to create Shortcut or Update activities.

Figure 148 (Exchange) No External URL has been configured

Sufficient mailbox space for restoring shortcuts Restoring shortcuts to full mailboxes causes problems. When a mailbox containing shortcut messages is close to exceeding the assigned size limit, shortcut messages can be restored to that mailbox

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causing it to exceed the size limit. This results in the user receiving error messages and no longer being able to send or receive messages using that mailbox.

When a mailbox containing shortcuts is close to exceeding the size limit, the limit should either be increased or the user or administrator should not restore any shortcuts to the mailbox until the mailbox has more free space.

Customizing replacement text for shortcuts You can customize the replacement text displayed in shortcut stubs by editing the LanguageResources table in the database with the default installed name of ES1Activity.

Refer to:

About the LanguageResources table on page 492

Procedure: Customizing replacement text for shortcuts on page 497

About the LanguageResources table The first ten rows in the LanguageResources table contain the default replacement text displayed in shortcut stubs.

Figure 149 LanguageResources table

The LangID column contains the Microsoft locale ID (LCID) for the language. For a complete list of LCIDs, refer to http://www.microsoft.com/globaldev/reference/lcid-all.mspx.

The ApplicationID column identifies the application using the string. Do not edit this column.

Customizing replacement text for shortcuts 493

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The ResourceID column identifies the mail system (Domino or Exchange) and usage for the string (body or attachment replacement). Do not edit this column.

The ResourceString column contains the replacement text that you can edit. For EMC SourceOne, replacement text is HTML. For Exchange, the HTML replacement text may contain links so that users can access the message body and attachments of the shortcut message.

The following table describes each entry in the LanguageResources table used for shortcut replacement text.

Table 62 Default replacement text - LanguageResouces table

ResourceID column Default replacement text displayed in stubs Mail environment Description

1 This notes message has been converted as a shortcut.

Domino/Notes EmailXtender 4.8

Plain text. Replaces shortcut message body.

2 This attachment of the notes message has been converted as a shortcut. Please open the message to view the attachment.

Plain text. Replaces shortcut attachment.

3 This notes message has been converted as a shortcut.

Domino/Notes EMC SourceOne

HTML. Replaces shortcut message body.

4 This attachment of the notes message has been converted as a shortcut. Please open the message to view the attachment.

HTML. Replaces shortcut attachment.

5 This exchange message has been converted as a shortcut.

Exchange/Outlook EmailXtender 4.8

Plain text. Replaces shortcut message body.

6 This attachment of the exchange message has been converted as a shortcut. Please open the message to view the attachment.

Plain text. Replaces shortcut attachment.

7 Refer to Default replacement text for Outlook on page 494.

Exchange/Outlook EMC SourceOne

HTML. Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

8 Refer to Default replacement text for mobile devices (Exchange) on page 496.

Exchange/mobile devices EMC SourceOne

HTML. Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

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Default replacement text for Outlook

Download the original message

As of EMC SourceOne 6.5 SP1, the HTML for ResourceID 7 and ResourceID 9 includes the Download the original message link.

Figure 150 Download the original message link

When a user clicks this link, the user can log in (if not already logged in) and save the shortcut message to a specified location. With this link, a user can save and view a shortcut message without restoring it to the mailbox. This can be useful when a shortcut message is encrypted, because without this option a user cannot see the shortcut encrypted message unless the message is restored to the mailbox first.

Note: The Download the original message link is not displayed by shortcuts created by EMC SourceOne Email Management 6.5, only those created by 6.5 SP1 and later.

ResourceID 7:

9 Refer to Default replacement text for Outlook on page 494.

Exchange/Outlook EMC SourceOne

HTML Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

10 Refer to Default replacement text for mobile devices (Exchange) on page 496.

Exchange/mobile devices EMC SourceOne

HTML Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

Table 62 Default replacement text - LanguageResouces table (continued)

ResourceID column Default replacement text displayed in stubs Mail environment Description

Customizing replacement text for shortcuts 495

Shortcut Activities

EMC SourceOne
This message has been converted to a shortcut

by EMC SourceOne to save server space.

View original

message as a web page:

Restore

original message to the e-mail server:

href="%Shortcut.URL%/exshortcut/viewmessage.aspx?exid=%EXID%&view=nativemsg&lcid =%LCID%">Download the original message:

ResourceID 9:

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to save server space.

href="%Shortcut.URL%/exshortcut/viewmessage.aspx?exid=%EXID%&view=nativemsg&lcid =%LCID%">Download the original message:

Restore original message to the e-mail server:

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Default replacement text for mobile devices (Exchange) In an Exchange environment, mobile devices use ResourceIDs 8 and 10 in the LanguageResources table.

ResourceID 8:

/>

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to

save server space.

To download the attachment click the link

%ATTACHNAME%
.

Restore original message to the e-mail server:

ResourceID 10:

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to

save server space.

Procedure: Customizing replacement text for shortcuts To customize replacement text:

1. On the SQL Server, start SQL Server Manager.

2. In the left pane, expand the ES1Activity database node.

3. Expand the Tables node.

4. Right-click on the LanguageResource table, then select Open Table.

5. Edit the appropriate HTML text for your mail environment and archiving product. Refer to About the LanguageResources table on page 492 for details.

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Shortcut - Historical activity Use the Shortcut - Historical activity to create new shortcuts.

A Shortcut - Historical activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Folders

User Created Folders

Dates

Attachment Filter

Message Size Filter

Mapped Folder

Shortcut Options (Exchange only)

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

Update Shortcuts - Historical & User Directed Archive activity 499

Shortcut Activities

Update Shortcuts - Historical & User Directed Archive activity The Update Shortcuts - Historical & User Directed Archive activity is available in an Exchange environment.

Use the Update Shortcuts - Historical & User Directed Archive activity to:

Update replacement text used in the message body stubs of shortcuts.

Update replacement text used in the attachment stubs of shortcuts.

Upgrade EmailXtender 4.8 SP1 shortcuts to EMC SourceOne shortcuts.

The Update Shortcuts - Historical & User Directed Archive activity also updates shortcuts in user-directed archiving (UDA) folders.

An Update Shortcuts - Historical & User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Select Data Sources

Shortcut Options

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

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Restore Shortcuts - Historical & User Directed Archive activity Use the Restore Shortcuts - Historical & User Directed Archive activity to restore shortcut messages from the archive to the email server.

The Restore Shortcuts activity processes EmailXtender 4.81 and EMC SourceOne shortcuts in the folder in which the shortcuts are found. If the shortcut was moved out of the folder from which the message was originally archived, then the message is restored into the folder in which the shortcut was found.

Changes made to the shortcuts subject or body are not retained during the restore. However, if the user placed flags, categories, or reminders on the shortcut, those changes are retained when the message is restored.

Recipients are not restored or changed, because they are not altered when the message is shortcut.

A Restore Shortcuts - Historical & User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Select Data Sources

Folders

Dates

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

User-Directed Archiving (UDA) Activities 501

18

Describes how to configure and use user-directed archiving (UDA) with EMC SourceOne, and is organized as follows:

About this release of UDA.............................................................. 502 Introduction ...................................................................................... 504 Main steps to configure user-directed archiving......................... 505 Configuring community archive or personal archive ................ 508 Considerations and limitations...................................................... 509 Archive - User Directed Archive activity ..................................... 512 Delete - User Directed Archive activity ........................................ 513 Shortcut - User Directed Archive activity .................................... 514

User-Directed Archiving (UDA)

Activities

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About this release of UDA

Supported In this release, user-directed archiving (UDA) supports:

UDA folders configured with a parent folder.

UDA folders configured without a parent folder.

For Domino/Notes, UDA folders configured without a parent folder will exist at the same level as user-defined folders.

One level of UDA folders. For every mapped folder specified in the UDA Archive activity, there will be one UDA folder created in the users mailbox with the same name as the mapped folder.

If a parent folder is specified when the activity is created, the UDA folders will be child folders of the parent folder.

Subfolders created by the user in UDA folders will be processed. Messages are archived from user created child folders.

Renaming. If the UDA folder in the users mailbox is renamed, a subsequent UDA Archive activity will rename the folder to the same name as the mapped folder. For example:

1. A UDA Archive activity specifies a mapped folder named Accounting, which is in the parent folder named User Archive Folders. This folder hierarchy is created in the users mailbox when the activity runs.

2. The user adds messages to the "Accounting" folder in his mailbox, but also changes the name of the "Accounting" folder to "Banking."

3. A subsequent UDA Archive activity is run against the users mailbox.

4. The UDA Archive activity discovers the folder name has changed, and will change the name of the folder from "Banking" back to "Accounting."

Archiving shortcuts that users move to UDA folders. The original message is retrieved (behind the scenes) and archived to the UDA mapped folder.

About this release of UDA 503

User-Directed Archiving (UDA) Activities

Not supported In this release, UDA does not support:

Archiving messages in the parent (root) folder. An error is logged if there are messages being processed in the parent (root) folder during the UDA Archive activity.

Message filtering based on UDA folders. (Normal archive filtering rules do apply.)

UDA folders are not disabled (as they are in EmailXtender 4.8 SP1) when the UDA Archive activity does not include a folder that has already been created in the users mailbox. If the user places messages in folders that are not specified in the UDA Archive activity, the messages will not be archived.

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Introduction

What Is user-directed archiving?

With user-directed archiving (UDA), a mail user or mail application can direct messages to a specific folder in EMC SourceOne for archiving.

Users place messages in the UDA folders in their mailboxes. UDA Archive activities archive the messages from the UDA folders in user mailboxes to the corresponding EMC SourceOne mapped folders.

Note: User-directed archiving is optional.

Uses and benefits The uses and benefits of user-directed archiving include:

Personal archive for personal mail and storage management

Community archive for collaboration and retention

Reduced need for individual PST/NSF files

Faster search results by selecting targeted archive folders

Reduced costs with a smaller archive containing only relevant data

UDA folders Archive folders in user mailboxes are called UDA folders. They are created by UDA Archive activities. UDA folders correspond to EMC SourceOne mapped folders that you map to archive folders, in the same way that you map folders for journaling, historical archiving, and PST/NSF archiving.

As with other mapped folders, for each mapped folder used for UDA you can configure:

Retention to control content disposition (specified on archive folders)

Rights to enable certain users to direct mail to and search mail in a particular folder (specified on mapped folders)

Messages and shortcuts

Users can move either messages or shortcuts to UDA folders.

Searching UDA folders To search on archived messages in UDA folders, refer to the EMC SourceOne Search User Guide.

Main steps to configure user-directed archiving 505

User-Directed Archiving (UDA) Activities

Main steps to configure user-directed archiving The main steps to configure user-directed archiving are:

Step 1: Create archive folders on page 505

Step 2: Map and configure a mapped folder on page 505

Step 3: Create UDA folders in user mailboxes on page 506

Step 4: Create an activity to process UDA folders in user mailboxes on page 507

Step 1: Create archive folders To summarize:

1. Connect the archive to EMC SourceOne. Refer to Chapter 3, Connecting Archives.

2. In the archive, create archive folders for UDA. Refer to Chapter 5, Configuring Archives.

Step 2: Map and configure a mapped folder Refer to Chapter 6, Configuring Mapped Folders, for details.

To summarize:

1. Create an EMC SourceOne mapped folder of the same type (Personal or Community) as the type of user-directed archiving that you want to do. Refer to Configuring community archive or personal archive on page 508 for descriptions of UDA archive types.

2. Map the Personal or Community folder to an archive folder that you created for UDA in the archive.

3. Specify the users and groups allowed to search the Personal or Community folder.

4. For each user and group, specify Contributor permission on the Personal or Community folder. Refer to Chapter 6, Configuring Mapped Folders,for more information about user permissions for UDA folders.

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Step 3: Create UDA folders in user mailboxes Create a UDA Archive activity, which will create the corresponding empty UDA folders in user mailboxes.

You can specify that the UDA folders be created under a parent folder.

Figure 18-1 Example: UDA folders in Exchange Mailbox

Due to an Outlook 2003 issue, users may not see the new UDA folders in their mailboxes immediately. To see the new folders, users should click the Send\Receive toolbar button in Outlook.

Figure 18-2 Example: UDA folders in Notes Mailbox

Main steps to configure user-directed archiving 507

User-Directed Archiving (UDA) Activities

To see new UDA folders that were created while Notes was open, users must reopen the mailbox.

Notes users should drag and drop (or CTRL + drag and drop) to copy messages into a UDA folder instead of using copy and paste. Copying and pasting creates a new message, not a copy.

Refer to Chapter 15, Configuring Email Management Activities.

Step 4: Create an activity to process UDA folders in user mailboxes After users copy messages and shortcuts to the UDA folders in their mailboxes, create another UDA Archive activity to archive the messages and shortcuts.

Refer to Chapter 15, Configuring Email Management Activities.

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Configuring community archive or personal archive Refer to the following topics:

About community archive and personal archive on page 508

Best practices for UDA folders on page 509

About community archive and personal archive UDA has two usage models:

Community archive on page 508

Personal archive on page 508

When you create a UDA Archive activity, you choose whether to archive user messages to a Community mapped folder or a Personal mapped folder.

Community archive A UDA community archive is used for collaboration and sharing, and to retain shared items for the required amount of time. When a user puts a message into a UDA community folder, anyone in the To or From field who has access to that UDA folder can see content archived into this folder, regardless of whether he archived it, and will be able to search for that message.

Personal archive A UDA personal archive is used for personal messages and for storage management. When a user puts a message into a UDA personal folder, only that person will be able to search for the message (other than Administrators). Users can see only what they archived into this folder. None of the recipients, except for the sender and the person who put the message in the UDA folder, will be able to search for that message.

If another user puts the same message into the personal folder, then both users will be able to search for the message.

The messages are still single-instanced in the UDA folder.

Users can delete items from UDA personal archives.

Considerations and limitations 509

User-Directed Archiving (UDA) Activities

Best practices for UDA folders Best practice is to minimize the number of UDA folders.

For community archiving, you can configure multiple UDA Community folders based on retention policies (for example, 1 Year, 3 Year, 5 Year, and 10 Year).

Refer to Chapter 6, Configuring Mapped Folders, for additional recommendations.

Considerations and limitations User display names cannot include any @ signs. The @ sign in an

address is used to determine whether it is an SMTP address or some other address. UDA folders will not be created for users whose display name contains an @ sign.

The name of the optional parent folder that you specify must be unique. Do not use the name of an existing folder in Outlook or Notes.

The Parent Folder Name field defaults to "User Archive Folders." If you choose to use a parent folder, and the name in the Parent Folder Name field does not match an existing parent folder, then EMC SourceOne will create a new set of UDA folders under the name shown, instead of processing the UDA folders you intended.

If the selected user UDA folders already exist under the old parent folder, then the selected user UDA folders will be moved to the new parent folder.

You can use UDA archive activities to create multiple parent folders for organizational purposes. For example, you could create a Personal Archive parent folder with one activity, and a Corporate Archive parent folder with another activity.

Since the UDA archiving activity does not rename UDA parent folders that already exist in Outlook, you should discourage users from renaming UDA parent folders in Outlook. Assume a user renames a UDA parent folder in Outlook (for example, from User Archive Folders to My Archive Folders). If you run another UDA archiving activity using the original parent folder

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name User Directed Folders, the activity does not rename My Archive Folders to User Archive Folders. The user will see two UDA parent folders in Outlook.

When you create a UDA Archiving activity, typically you will select the Use all option on the Datepage in the New Activity wizard. The assumption is that users want those messages archived regardless of the date.

Domino/Notes: Any records in the user-directed archiving (UDA) folders of a Notes client will also display in the All Documents and Mail Threads views. If you create a Delete - Historical activity and include these two views, the Delete - Historical activity will delete items from your UDA folders, even though the activity was not a Delete - User Directed Archive activity.

Domino/Notes: The EMC SourceOne account requires the following permissions on all user mail files:

If you implement UDA, then the EMC SourceOne account must have Manager rights.

If you do not implement UDA, then the EMC SourceOne account needs Editor rights with the ability to delete records.

Domino/Notes: Because EMC SourceOne programmatically adds the UDA folders to the mail users database, it is necessary to sign the UDA folders and to add the user who will be running UDA Archiving activities to the Execution Control List for Notes. Do this in one of two ways:

Set up a policy in Domino and add the user to the Administrative ECL on the server. Users can manually refresh their local ECL or have the ECL pushed down to them.

When the Execution Security Alert appears for the first time, users can select the Start trusting the signer to execute this action option, and Notes will automatically add the correct user and permissions to the users local ECL.

Considerations and limitations 511

User-Directed Archiving (UDA) Activities

Figure 19 Domino/Notes: Execution Security Alert

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Archive - User Directed Archive activity Use the Archive - User Directed Archive activity to:

Create UDA folders in users mailboxes.

Archive the items that users place in their UDA folders to Community or Personal folders.

An Archive - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Types Filter

Properties

Message Size Filter

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

Delete - User Directed Archive activity 513

User-Directed Archiving (UDA) Activities

Delete - User Directed Archive activity Use the Delete - User Directed Archive activity to delete items from UDA Community or Personal folders.

A Delete - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Types Filter

Message Size Filter

Properties

Delete Options

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

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Shortcut - User Directed Archive activity Use the Shortcut - User Directed Archive activity to shortcut items in UDA Community or Personal folders.

A Shortcut - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Size Filter

Properties

Shortcut Options

Schedule

Activity Name

Refer to Chapter 15, Configuring Email Management Activities, for details.

For information on:

Updating shortcuts, refer to Update Shortcuts - Historical & User Directed Archive activity on page 499.

Restoring shortcuts, refer to Restore Shortcuts - Historical & User Directed Archive activity on page 500

Using Email Management Rules 515

19

Describes how to use rules with email management activities in EMC SourceOne, and is organized as follows:

Rule concepts .................................................................................... 516 Best practices for using rules.......................................................... 520 Creating rules ................................................................................... 525 Archiving messages which do not match any rules ................... 546 Editing rules...................................................................................... 547 Copying and pasting rules ............................................................. 548 Deleting rules.................................................................................... 549

Using Email Management Rules

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Rule concepts Before using rules within activities, review the following concepts:

Overview of rules on page 516

Overview of rule criteria on page 517

Using metadata as rule criteria on page 518

Using the message owner as rule criteria on page 518

Overview of rules You create rules within activities to cause messages to be archived into mapped folders. Creating rules on page 525 describes how to create rules. Chapter 6, Configuring Mapped Folders,describes how to configure and use mapped folders.

Messages which match the rule criteria are stored in the mapped folder assigned to that rule. For example, a rule can place all messages from John Smith into a mapped folder called SmithArchive. The criteria you can use to match a message to a rule includes one or more of the following:

Email addresses or distribution lists (groups) that were part of the message

Words that occur in the message subject

The owner of the message (refer to Using the message owner as rule criteria on page 518 for more information)

Custom metadata that has been added to the message or message address (refer to Using metadata as rule criteria on page 518 for more information)

Overview of rule criteria on page 517 provides more detail on rule criteria.

If a message matches multiple rules, that message will be copied into the folder associated with each rule that it matches. Also, if multiple rules all specify the same folder, any message matching any of those rules will be archived in that folder.

If a message does not match any of the rules you have defined, the message will not be archived. If you want all messages to be archived, you can specify that messages which do not match any rule will be archived as well by specifying the Copy messages that do not match

Rule concepts 517

Using Email Management Rules

any rule to: option on the Specify Filtering Rules page of the activity wizard. Refer to Creating rules on page 525 for more information on this option.

Overview of rule criteria When you create or modify a rule you need to create or modify the criteria associated with the rule. These criteria include one or more of the following:

The mapped folder that will store the messages matching the rule conditions. Rule Specify Rule Target Folder page on page 528 describes how to specify the folder for a rule.

The name of the rule and the conditions associated with the rule. Rule Specify Rule Criteria page on page 529 describes how to specify a rule name and rule conditions.

The email addresses, if specified, contained within the rule conditions. Rule wizard Data Sources dialog on page 533 describes how to specify email addresses to match within a rule condition.

The external mail domains, if specified, contained within the rule conditions. Rule Select Mail Domains dialog on page 540 describes how to specify external mail domains to match within a rule condition.

The message owners, if specified, contained within the rule conditions. Rule wizard Data Sources dialog on page 533 describes how to specify message owners to match within a rule condition. Using the message owner as rule criteria on page 518 provides additional background on using owners in rule criteria. Note that only individual email addresses, and not groups or distribution lists of email addresses, can be message owners.

The keywords, if specified, contained within the rule conditions. Rule Select Keywords dialog on page 541 describes how to specify keywords to match within a rule condition.

The custom metadata, if specified, contained within the rule conditions. Rule Custom Metadata dialog on page 542 describes how to specify the custom metadata to match within a rule condition. Using metadata as rule criteria on page 518 provides additional background on using metadata in rule criteria.

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Using metadata as rule criteria EMC SourceOne address rules can be used with applications that assign custom metadata to email messages.

You can use rule criteria to specify whether the value of the metadata field equals, contains, or does not contain the metadata field you specify. For example, you can specify that messages with the department metadata field set equal to a value of 1234 should match the rule.

Rule Custom Metadata dialog on page 542 describes how to create rules that work with custom metadata that are part of email messages.

Using the message owner as rule criteria Messages archived by EMC SourceOne have one or more owners associated with them. You select the Owned by people rule criteria to specify that a rule should match messages based on message ownership.

You select the one or more owners using the Data Sources dialog as described inRule wizard Data Sources dialog on page 533.

A message may have one or more message owners. Message ownership is determined by which activity was used to archive the message as shown in Table 63 on page 518.

Table 63 Determining message owner by archiving activity

Activity used to archive Message Owner

Journal The message owner is any email address that the message was received from, or sent to, including Cc and Bcc recipients.

Archive - Historical Archive - User

Directed Archive

The one or more mailboxes to be archived are analyzed by EMC SourceOne and one or more owners are automatically assigned to messages in those mailboxes based on the results of the analysis.

Archive - Personal Mail Files

The one or more Microsoft Outlook .PST files or IBM Lotus Notes .NSF files to be archived are analyzed and EMC SourceOne attempts to automatically assign one or more owners to messages in those files based on the results of the analysis. if owners cannot be assigned, the administrator must assign ownership.

Rule concepts 519

Using Email Management Rules

Chapter 15, Configuring Email Management Activities, provides more information on the various types of activities.

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Best practices for using rules The following are best practices for using rules. You should review this information prior to using rules.

Enable the use of address rules on page 520

Keep rules simple: messages must match all rule conditions to match the rule on page 521

Review address rules component position when multiple business components are defined on page 521

Archive messages that do not match any other rule on page 522

Use a directory service to specify many addresses in a rule on page 522

Be aware of rule processing of email addresses and distribution lists or groups on page 522

Be aware of rule processing of Directly To distribution list rules and Exchange 2003 BCC recipients on page 524

Use the Owned by people rule criteria to match all messages sent to an Exchange user and archived using historical archiving on page 524

Enable the use of address rules In most cases, you should select the Address Rules component on the Business Components page of the activity wizard. The Address Rules component determines which messages should be archived and where those messages should be archived. If the Address Rules component is not selected, messages will not be archived and that data will be lost.

The only time to not select the Address Rules component is when you:

Have installed and selected another component that will archive the messages.

Do not want the messages to be archived.

If you do not select the Address Rules component on the Business Components page of the activity wizard, the Address Rules Undefined dialog is displayed.

Best practices for using rules 521

Using Email Management Rules

Figure 20 Address Rules Undefined dialog

To continue to create or modify the activity, do one of the following:

To continue without selecting the Address Rules component, and potentially not archive messages, select the I have read this warning and understand the implications option and click Continue.

To dismiss this dialog and return to the Business Components page where you can select the Address Rules component, click Cancel.

Refer to Rule concepts on page 516 for more information on rule concepts.

Keep rules simple: messages must match all rule conditions to match the rule When you define a rule, that rule can have one or more conditions associated with it. If you define multiple conditions for a rule, only messages matching all of those conditions will be archived by that rule.

If a message meets only some of the conditions of the rule, the message will not be archived by that rule.

To make rule processing as simple and maintainable as possible, try to have as few conditions as possible defined for each rule.

Review address rules component position when multiple business components are defined

Business components process messages sequentially from top to bottom in the order listed on the Business Components page. By default, only the Address Rules component is listed, but other business components can be installed.

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If multiple business components are available in your EMC SourceOne installation, verify that the Address Rules component occurs after any business component that changes the messages to be processed by the rules.

The Address Rules component must occur last in the processing list to ensure that messages are archived by EMC SourceOne.

Archive messages that do not match any other rule You can select an option to archive messages that are not collected by any other rule by selecting the Copy messages that do not match any rule to: option on the Specify Filtering Rules page. When this option is selected, all messages are archived, including those messages rejected by some rules.

Note: When this option is not selected, messages which do not match a rule are not archived.

This option is useful for verifying that all the other rules you have defined are collecting all the messages you intended, as it will only archive those messages that the other rules do not archive.

Use a directory service to specify many addresses in a rule When creating a rule with a large number of addresses, using a directory service may perform better than using a Microsoft Exchange or Lotus Domino address book, especially when specifying many users (more than 4,000) for a rule.

If you have an LDAP (Lightweight Directory Access Protocol) or Microsoft Active Directory Services (ADS) server, you can configure rules that filter messages against the directory services schema in addition to or in place of the mail system address book or directory.

Be aware of rule processing of email addresses and distribution lists or groups When a distribution list or group is entered into rules containing certain conditions, that distribution list or group is expanded so that all members of that list are considered part of the rule. This occurs with rules containing the following conditions:

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From people or distribution list From people or group

To people or distribution list To people or group

To or From people or distribution list To or From people or group

Periodically, the EMC SourceOne Address Cache service (ExAddressCacheService.exe) checks to see if new rules have been added to the system. The EMC SourceOne Address Cache service also reviews and updates (if necessary) existing rules and email addresses used by rules once a day (at 2 am by default). The review and update process is also performed for all addresses in a rule whenever that rule is modified.

The EMC SourceOne Address Cache service reviews the following information and updates it when necessary:

Updates a distribution list or group used by a rule if the list has had one or more email addresses added or removed.

Updates the name portion (such as John Smith) of an email address used by a rule if that name has changed. This applies both to single email addresses and email addresses within distribution lists or groups.

Updates the address portion (such as JSmith@example.com) of an email address used by a rule if that address has changed. This applies both to single email addresses and email addresses within distribution lists or groups.

Any jobs that start while the EMC SourceOne Address Cache service has the database tables locked for update will be retried three times. If none of these attempts are successful, the job fails to start and that event is logged. If a job is executing when a rule that affects it is changed or added, that rule will not be used until the next time that job executes.

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Be aware of rule processing of Directly To distribution list rules and Exchange 2003 BCC recipients

Messages sent to an Exchange 2003 distribution list will not be collected by a rule if the distribution list occurs on a BCC field in the message and the rule processing the message uses the Directly To distribution list or the Directly To or From distribution list rule criteria to collect messages sent to that distribution list.

Such messages are not collected by the rule by Exchange 2003 envelope journaling because Exchange 2003 removes distribution lists from messages if the distribution list occurs in the BCC field. Exchange 2007 does not remove BCC distribution lists.

Use the Owned by people rule criteria to match all messages sent to an Exchange user and archived using historical archiving

If an Exchange mailbox has been archived using the Archive - Historical or the Archive - Personal Mail File activities, use the Owned by people rule criteria (specifying the Exchange mailbox you want to archive as the owner) to ensure that the rule criteria matches all mail sent to the owner of that mailbox.

If you do not use the Owned by people rule criteria, messages sent to that user using the BCC field will not be captured. For example, if you use the To people or distribution list member(s) rule criteria, messages sent to that user where that user is listed on the BCC field will not be matched by the rule and so will not be archived.

Remove users from rules when they are removed from the mail system Rules can contain the names of users, groups or distribution lists used in Domino or Exchange mail systems. When such a user, group, or distribution list has been removed from the Exchange or Domino mail system, they must also be manually removed from any rules that specify them.

Rules that contain users, groups, or distribution lists that no longer exist are invalid and should be modified or deleted.

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Creating rules You create rules to select which messages should be archived by activities.

Note: If the Copy messages that do not match any rule to: option on the Specify Filtering Rules page is not selected, messages which do not match a rule are not archived.

The following sections provide additional information on using rules and activities:

Rule concepts on page 516

Best practices for using rules on page 520

Chapter 15, Configuring Email Management Activities

Perform the following tasks to create a rule.

1. If not already done, enable the use of rules for the activity by selecting the Address Rules component on the Business Components page of the activity wizard. Refer to Enable the use of address rules on page 520 for information on the implications of not selecting the Address Rules component.

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Figure 21 Business Components page in the activity wizard

The Business Components page lists all components that are available in your system. By default only the Address Rules component is available.

2. If multiple components are listed on the Business Components page, verify that the Address Rules component is listed below any component that would change the messages to be processed by the rule. Components process messages in the order they are listed, from top to bottom.

3. If you need to change the position of one or more components in the list on the Business Components page:

a. Select the component to be moved.

b. Click the up arrow to move the component higher in the list. Click the down arrow to move the component lower in the list.

4. When the components are ordered correctly, click Next. The Specify Filtering Rules page displays.

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Figure 22 Specify Filtering Rules page in the activity wizard

The Specify Filtering Rules page shows the names of the rules, if any, that are defined for the activity. On this page you can:

Click New Rule to create a new rule to archive messages. The Specify Rule Target Folder page displays. Refer to Rule Specify Rule Target Folder page on page 528.

Select Copy messages that do not match any rule to: to cause messages which do not match any rule to be archived. Refer to Archiving messages which do not match any rules on page 546.

Click Edit to edit a rule. Refer to Editing rules on page 547.

Click Copy to copy a rule and Paste to paste a rule you have previously copied. Refer to Copying and pasting rules on page 548.

Click Delete to delete a rule. Refer to Deleting rules on page 549.

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Rule Specify Rule Target Folder page

Each rule must specify a mapped folder in which to place messages which match the rule. The mapped folder must exist before the rule is created. Chapter 6, Configuring Mapped Folders,describes how to configure and manage mapped folders.

You specify this mapped folder using the Specify Rule Target Folder page of the Rule wizard as follows:

1. Click Next on the Specify Filtering Rules page. The Specify Rule Target Folder page displays.

Figure 23 Specify Rule Target Folder page

2. Review the list of folders displayed and select the folder in which you want to store messages matching the rule by clicking that folder name.

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3. Click Next to continue defining the rule. The Specify Rule Criteria page displays and is described in Rule Specify Rule Criteria page on page 529.

Rule Specify Rule Criteria page

Use the Specify Rule Criteria page of the rule wizard to specify the conditions associated with a rule. If the conditions are met by a message, that message is archived in the folder associated with the rule. If you select multiple conditions for a rule, all the conditions must be met for a message to be archived into the folder associated with that rule.

Figure 24 Specify Rule Criteria page in the rule wizard

To specify the conditions associated with a rule using the Specify Rule Criteria page:

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1. Enter a name for the rule you are creating in the Name of rule field.

2. Decide whether to use rule criteria or not.

If you do not specify any conditions and click Finish, all messages will be placed in the folder you specified and the Specify Filtering Rules page will display. Continue as described in Creating rules on page 525.

If you specify one or more conditions, only messages matching all those conditions will be placed in the folder you specified. To specify those conditions, continue to step 3.

3. Select one or more appropriate conditions from the list by selecting the option box next to the condition. For example, select the Directly From distribution list condition.

The condition name can vary depending on the mail system selected. If the mail system is Domino, the term "group" is used in the condition name. If the mail system is Exchange, the term "distribution list" is used in the condition name.

Note that if you select multiple conditions for a rule, all the conditions must be met by a message for it to match the rule.

Table 64 on page 530 lists the possible conditions you can select:

Table 64 Description of rule conditions

Condition name Matching message must

From people or group member(s) From people or distribution list member(s)

Be from the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group.

To people or group member(s) To people or distribution list member(s)

Be to the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group. This includes being a To, CC, or BCC recipient.

To or From people or group member(s) To or From people or distribution list member(s)

Be to or from the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group. This includes being a To, CC, or BCC recipient.

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Directly From distribution list Be from the specified distribution list only. The email addresses of the members of the distribution list are not considered by the rule. Note that Notes users cannot send email from a group.

Directly To group Directly To distribution list

Be to the specified distribution list or group email address only. The email addresses of the members of the distribution list or group are not considered by the rule.This includes having the group or distribution list being a To, CC, or BCC recipient.

Directly To or From group Directly To or From distribution list

Be to or from the specified distribution list address only. The email addresses of the members of the distribution list are not considered by the rule. This includes having the distribution list being a To, CC, or BCC recipient. Note that Notes users cannot send email from a group.

From specific external domain Be from an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent from Smith@example.com or Jones@example.com will match the rule.

To specific external domain Be to an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent to Smith@example.com or Jones@example.com will match the rule.

To or From specific external domain Be to or from an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent to or from Smith@example.com or sent to or from Jones@example.com will match the rule.

Owned by people Be owned by one or more of the email addresses listed in the rule criteria.

With specific words in the subject Contain the specified word or words in the subject portion of the message.

Messages with custom metadata Contain a metadata field that meets the condition and value specified in the rule criteria.

Table 64 Description of rule conditions (continued)

Condition name Matching message must

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4. Click the underlined variable portion of the condition to change it from a variable to an actual value, such as an email address or distribution list. When you click the underlined variable portion, one of the following dialogs is displayed to change the variable to an actual value:

If the condition variable is people, people or group, people or distribution list, distribution list, or group, the Data Sources dialog is displayed. For example, click the distribution list variable in the Directly From distribution list condition to select an actual distribution list from the mail server to match in the rule.

Rule wizard Data Sources dialog on page 533 describes how to use the Data Sources dialog to continue creating or modifying a rule.

If the condition variable is specific external domain, the Select Mail Domain dialog is displayed. For example, click the specific external domain variable in the To or From specific external domain condition to select an actual mail domain to match in the rule.

Rule Select Mail Domains dialog on page 540 describes how to use the Select Mail Domains dialog to continue creating or modifying a rule.

If the condition variable is specific words, the Select Keywords dialog is displayed. For example, click the specific words variable in the With specific words in the subject condition to select the actual words to match in the rule.

Rule Select Keywords dialog on page 541 describes how to use the Select Keywords dialog to continue creating or modifying a rule.

If the condition variable is custom metadata, the Custom Metadata dialog is displayed. For example, click custom metadata in the Messages with custom metadata condition to select the metadata to match in the rule.

Rule Custom Metadata dialog on page 542 describes how to use the Custom Metadata dialog to create rule criteria using custom metadata.

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Rule wizard Data Sources dialog Use the rule wizard Data Sources dialog to select the email addresses for the rule. This dialog is also used to select email addresses for message owners. Using the message owner as rule criteria on page 518 describes what constitutes a message owner.

Figure 25 Initial rule wizard Data Sources dialog

Select an option in the Choose by field to specify how to select your email address for the rule criteria.

After you select the data source,the Data Sources dialog is updated differently, depending on which option you selected.

When best to use LDAP queries to select data sources on page 283 describes when best to use LDAP to select a data source.

Select Address Book to use an Exchange mail server address book to locate an email address. This option is only available for Exchange mail servers.

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The Data Source page for Exchange address books displays. Exchange address book Data Sources dialog on page 534 describes how to use this page.

Select Directory to use a Domino mail server directory to locate an email address. This option is only available for Domino mail servers.

The Data Source page for Domino directories displays. Domino directory Data Sources dialog on page 535 describes how to use this page.

Select SMTP Addresses to specify an external SMTP address.

The Data Source page for SMTP addresses displays. SMTP addresses Data Sources dialog on page 536 describes how to use this page.

Select LDAP in the Choose by field to use an LDAP query to locate an email address.

The Data Source page for using LDAP queries to find email addresses displays. LDAP Data Sources dialog on page 538 describes how to use this page.

Exchange address book Data Sources dialog When the Data Source page for Exchange address books displays, do the following:

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Figure 26 Exchange Address Book dialog

1. Select the email address or distribution list you want to associate with the rule and click OK.

The Specify Rule Criteria page displays with your selected email address or distribution list inserted into the previously selected rule.

2. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Chapter 15, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

Domino directory Data Sources dialog When the Data Source page for Domino directories displays, the list of available directories is displayed. Using this dialog, do the following:

1. Select the directory to use from the list displayed and click Add. The Select Users dialog displays.

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Figure 27 Domino directory Select Users dialog

2. Select the email addresses to add and then click Addresses to add them to the Recipients list for the rule.

To remove an email address from the Recipients list, select the email address and click Remove. To remove all the email addresses from the list, click Remove All.

To search for an email address in the selected directory, enter the initial text of that address in the Starts with field.

3. When you are done creating the list of email addresses, click OK. To not create a list of email addresses, click Cancel.

4. Assuming you click OK, the Specify Rule Criteria page displays with your selected email address or group inserted into the previously selected rule.

5. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Chapter 15, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

SMTP addresses Data Sources dialog When the Data Source page for SMTP addresses displays, do the following:

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Figure 28 Rules Data Sources dialog box for SMTP Addresses

1. Enter the external SMTP address in the Enter SMTP Address field and click Add.

To remove an address from the list of addresses, select the address and click Remove.

To modify an address on the list, select the address and click Edit. The Edit SMTP Address dialog displays. In the Edit SMTP Address dialog, modify the address and then click OK. The modified address is now displayed in the list on the Data Source page for SMTP addresses.

Figure 29 Edit SMTP Address dialog

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2. When you are done creating the list of email addresses, click OK. To not create a list of email addresses, click Cancel.

3. Assuming you click OK, the Specify Rule Criteria page displays with your selected email address or distribution list inserted into the previously selected rule.

4. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528

Chapter 15, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

LDAP Data Sources dialog When the Data Source page for LDAP queries for email addresses displays, define an LDAP query to locate an email address for a rule as follows:

Figure 30 Rules Data Sources dialog for LDAP

1. Select the LDAP server to use in the Select Server field.

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If the server to use is not listed, add it to the list by clicking New. The LDAP Server Configuration dialog displays. Specifying a new LDAP server on page 396 describes how to use the LDAP Server Configuration dialog to create an LDAP server.

2. Specify whether or not your LDAP directory server contains identity information. Perform one of the following steps:

If in an Exchange environment where the directory server you specified contains identity information, select the Directory server contains identities to improve LDAP query performance.

If in a Domino environment, or if in an Exchange environment where the directory server you specified is not configured to contain identities, clear the Directory server contains identities (default).

Note: This option does not apply to Domino servers or to LDAP queries executed locally using the Execute or Test buttons. In those cases, the option is ignored without error or user notification. When this option is selected for Exchange, ADSI (Active Directory Service Interface) is used to access the information.

3. Specify the LDAP query to use to get the email address in the Query field. LDAP query syntax on page 398 describes how to construct an LDAP query.

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4. Click Execute to run the query. The results are displayed in the Test Results area.

If the correct email address results, Click OK to use the query in the rule. Otherwise, change the query and run it again until you get the results you require and then click OK.

To not create a query, click Cancel.

5. The Specify Rule Criteria page displays with your selected email address inserted into the previously selected rule.

6. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Chapter 15, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

Rule Select Mail Domains dialog Use the Select Mail Domains dialog to specify the one or more external mail domains to match in a rule. An external mail domain is a mail domain that is not a company-internal mail domain. For example, Example.com is an external domain and can be used with the Select Mail Domains dialog, but QATest.Example.com is an internal domain and should not be used.

To add, modify, or remove an external mail domain from the list of domains matched by a rule, do the following:

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Figure 31 Rules Select Mail Domains dialog

1. Perform one or more of the following tasks to add, modify, or remove an external mail domain to the rule condition:

If you are adding a domain, enter the domain to add to the rule, such as example.com, in the Enter mail domain field and click Add.

If you are modifying a domain, select the domain to modify, click Edit, and make the needed modifications.

If you are removing a domain, select the domain to remove and click Remove.

2. Click OK to complete adding, modifying, or removing mail domains to the rule condition. Click Cancel to not make any changes.

3. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Rule Select Keywords dialog Use the Select Keywords dialog to specify the one or more keywords to match in a rule. To add, modify, or remove a keyword from the list of keywords matched by a rule, do the following:

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Figure 32 Rules Select Keywords dialog

1. Perform one or more of the following tasks to add, modify, or remove a keyword to the rule condition:

If you are adding a keyword, enter the keyword to add to the rule in the Enter keyword field and click Add.

If you are modifying a keyword, select the keyword to modify, click Edit, and make the needed modifications.

If you are removing a keyword, select the keyword to remove and click Remove.

2. Click OK to complete adding, modifying, or removing keywords to the rule condition. Click Cancel to not make any changes.

3. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Rule Custom Metadata dialog When you use the Messages with custom metadata rule condition, you specify the message metadata to match using the Custom Metadata dialog.

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Figure 33 Rules Custom Metadata dialog

The following sections describe how to add, modify, or remove a message metadata field, condition or value.

Adding a message metadata field to a rule criteria on page 543

Editing a message metadata field on a rule criteria on page 544

Removing a message metadata field from a rule criteria on page 545

Using metadata as rule criteria on page 518 describes metadata concepts.

Adding a message metadata field to a rule criteria To add a metadata field and value to a rule criteria:

1. Enter, or if available select, the name of the metadata field in the Field name field.

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2. Select the condition in the Condition field that the metadata value must meet to match the rule. Table 65 on page 544 describes the possible conditions and their descriptions.

3. Enter the value of the metadata in the Value field.

4. click Add.

5. Repeat the previous steps for as many fields as you need to add.

6. Click OK to complete adding metadata field and values. Click Cancel to not make any changes.

7. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528

Editing a message metadata field on a rule criteria To modify a metadata field, condition or value in a rule criteria:

1. Select the metadata field and value from the list.

2. click Edit. The Edit Metadata dialog displays.

Figure 34 Edit Metadata dialog

Table 65 Custom metadata dialog Condition field values

Condition values Description

Equals The metadata field value in the message must equal the value in the rule to match the rule.

Contains The metadata field value in the message must contain the value in the rule to match the rule.

Does not Contain The metadata field value in the message must not contain the value in the rule to match the rule.

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3. Modify the field name, condition or value and then click OK. The Edit Metadata dialog closes and the modified metadata field, condition and value are displayed. Click Cancel to not make any modifications.

4. Repeat the previous steps for as many fields as you need to change.

5. Click OK to complete modifying metadata field and values. Click Cancel to not make any changes.

Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

Removing a message metadata field from a rule criteria To remove a message metadata field and value from a rule criteria:

1. Select the metadata field and value from the list on the Custom Metadata dialog.

2. click Remove.

3. Repeat the previous steps for as many fields as you need to remove.

4. Click OK to complete removing metadata field and values. Click Cancel to not make any changes.

5. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 528.

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Archiving messages which do not match any rules To archive messages which do not match any rules to a folder, do the following:

1. On the Specify Filtering Rule pages, select the Copy messages that do not match any rule to: option.

2. Click Browse. The Select Folder dialog displays.

Figure 35 Select Folder dialog

3. Select a folder from those listed to contain the messages.

4. Click OK to use the selected folder.

Click Cancel to dismiss the Select Folder dialog without selecting a folder.

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Editing rules You can edit a rule after it has been created. You use rules to select which messages should be archived by activities. The following sections provide additional information on using rules and activities:

Rule concepts on page 516

Best practices for using rules on page 520

Chapter 15, Configuring Email Management Activities

To edit a rule:

1. Open the Specify Filtering Rules page in the Rule wizard.

2. Select the rule you want to edit from the list of rules.

3. Click Edit.

4. You are allowed to change all the criteria of the rule that you set when you were creating the rule. Refer to Rule Specify Rule Criteria page on page 529 for that process.

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Copying and pasting rules You can copy and paste rules within an activity or between activities, but the rules must be used with the same mail system. You cannot copy rules between Exchange-based activities and Domino-based activities.

To copy and paste a rule:

1. Open the Specify Filtering Rules page in the Rule wizard.

2. Select the rule you want to copy.

3. Click Copy.

4. The rule is copied to the Windows clipboard.

5. Paste the rule as follows:

If you are pasting the rule into the same activity, click Paste.

If you are pasting the rule into a different activity, navigate to the Specify Filtering Rules page for that activity and click Paste.

Note: A rule that is copied and pasted as a new rule is not linked in any way to the rule from which it was copied. Changes to the original rule will not be reflected in the copied rule.

If the pasted rule has the same name as an existing rule, the name of the new rule will have the text Copy of as a prefix. If multiple copies of the same rule name are pasted into the same activity, the names will have the text Copy (number) of as a prefix.

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Figure 36 Example of rule names created by copying and pasting

Deleting rules To delete a rule, do the following:

1. Select the rule to delete on the Specify Filtering Rules page of the activity wizard.

2. Click Delete.

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PART 3

This part contains EMC SourceOne information that applies to only SharePoint content types. Refer to Part 1, Common Information, for information that is common to all content types.

The following chapters are included and describe SharePoint-specific features of EMC SourceOne.

Chapter 20, Overview of EMC SourceOne for Microsoft SharePoint

Chapter 21, Configuring SharePoint Activities

Chapter 22, Configuring Archive Search for SharePoint

Chapter 23, Configuring SharePoint External BLOB Storage (EBS)

Chapter 24, Troubleshooting EMC SourceOne for Microsoft SharePoint

Chapter 25, Maintaining EMC SourceOne for Microsoft SharePoint

SharePoint Archiving-specific Information

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20

This chapter provides an overview of EMC SourceOne for Microsoft SharePoint, and is organized as follows:

EMC SourceOne for Microsoft SharePoint components ............ 554 About user access to archived SharePoint content...................... 555 Prerequisites: EMC SourceOne for Microsoft SharePoint .......... 556 Best practices: SharePoint groups and Active Directory groups .....

557 Checklist: Configuring SharePoint archiving .............................. 558

Overview of EMC SourceOne for

Microsoft SharePoint

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EMC SourceOne for Microsoft SharePoint components EMC SourceOne for Microsoft SharePoint includes three components:

SharePoint Archive activity wizard

Use this wizard to create activities to archive SharePoint content into the EMC SourceOne Native Archive. Access this wizard through the SourceOne console.

To find SharePoint content that was archived through a SharePoint Archive activity:

SourceOne administrators use SourceOne Search.

SharePoint users use SourceOne Archive Search available in SharePoint.

Refer to Prerequisites: EMC SourceOne for Microsoft SharePoint on page 556 and Checklist: Configuring SharePoint archiving on page 558.

SharePoint Archive Search

SharePoint users can search for SharePoint content from the current farm that was archived in the SourceOne Native Archive, even if the original SharePoint site no longer exists.

For information about prerequisites and configuration, refer to Configuring Archive Search for SharePoint on page 595.

For information about using Archive Search, refer to the EMC SourceOne for Microsoft SharePoint Archive Search Quick Reference Card.

External BLOB Storage (EBS)

EBS is an optional storage management feature that automatically stores BLOB content in the SourceOne Native Archive instead of in the SharePoint SQL Server. The content is stored, not archived; the content is not indexed and does not have retention set.

Users view and retrieve this content through SharePoint, as usual, not through SourceOne Search or SourceOne Archive Search.

For information about prerequisites and configuration, refer to Configuring SharePoint External BLOB Storage (EBS) on page 605.

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About user access to archived SharePoint content When the SharePoint Archive activity archives a SharePoint item, the item is stamped with the Active Directory groups and the SharePoint groups that have access to the item. EMC SourceOne stores the group information, it does not expand the groups.

When a user logs on to Archive Search, EMC SourceOne determines the users groups:

All Active Directory groups to which the user belongs

All SharePoint groups to which the user belongs on the current farm

When a user runs an Archive Search, results are constrained based on the users group membership.

Refer to Prerequisites: EMC SourceOne for Microsoft SharePoint on page 556 and Best practices: SharePoint groups and Active Directory groups on page 557.

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Prerequisites: EMC SourceOne for Microsoft SharePoint

Accounts and software

EMC SourceOne accounts must be created, and the SourceOne software and SharePoint components must be installed. Refer to the EMC SourceOne Installation Guide.

Active Directory and unique user names

SourceOne Search and Archive Search:

Only support SharePoint sites that use Active Directory Services for authentication.

Assume that users are unique in the enterprise. The same user name cannot exist for multiple users within the SharePoint farm.

Support SharePoint groups, Active Directory groups, and Active Directory users. The SharePoint System Account (the only SharePoint user) is translated to the actual Windows account when content is archived.

Refer to Best practices: SharePoint groups and Active Directory groups on page 557.

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Best practices: SharePoint groups and Active Directory groups Best practice is to manage SharePoint farms, sites, and lists using either SharePoint groups or Active Directory groups.

Ideally, the SharePoint groups will be inherited by a site from the parent site, or the site collection. If SharePoint groups are not inherited, and if the site is deleted from SharePoint and the groups are deleted, then end-users will not be able to search for content. EMC SourceOne depends on the group being in existence for users to search for the content.

If a site is managed using external Active Directory groups, then even if the site is deleted, users will still be able to search for content in the site as long as the Active Directory group exists.

If you want to delete a site with a custom site-specific group, then before you delete the site, you could:

1. Add another higher-level Active Directory group and grant it read access.

2. Run the SharePoint Archive activity against the site again with the Synchronize the archive security with SharePoint check box selected. Refer to Configuring SharePoint Activities on page 563.

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Overview of EMC SourceOne for Microsoft SharePoint

Checklist: Configuring SharePoint archiving Before you can archive SharePoint content in EMC SourceOne, the EMC SourceOne Administrator and the SharePoint Administrator must complete the tasks in the following checklist.

Activating EMC SourceOne for Microsoft SharePoint

Note: To perform this procedure, you must log on as the site administrator.

The EMC SourceOne for Microsoft SharePoint feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following procedure:

1. At Central Administration > Operations > Manage Farm Features, verify that the following items are activated. If an item is not activated, click Activate.

EMC SourceOne Instrumentation - enables performance counters and Windows Management Instrumentation (WMI) classes for management servers

EMC SourceOne Archive Logging

Table 66 Checklist: Configuring SharePoint archiving

Task Refer to

1 Ensure that required accounts are created. Ensure that installations of EMC SourceOne and SharePoint components are completed.

Refer to the EMC SourceOne Installation Guide.

2 In SharePoint, verify that the EMC SourceOne for Microsoft SharePoint feature is activated.

Refer to Activating EMC SourceOne for Microsoft SharePoint on page 558.

3 Use the EMC SourceOne console to configure EMC SourceOne for SharePoint Archiving.

Refer to Configuring EMC SourceOne for SharePoint archiving on page 560.

Checklist: Configuring SharePoint archiving 559

Overview of EMC SourceOne for Microsoft SharePoint

Figure 37 EMC SourceOne Instrumentation and Archive Logging - Activate

2. At Central Administration > Application Management > Manage Web Application Features, verify that EMC SourceOne Services is activated. If it is not activated, click Activate.

Figure 38 EMC SourceOne Services

3. At Central Administration, verify that there is an EMC SourceOne site next to the Application Management site.

Figure 39 EMC SourceOne site

4. If the EMC SourceOne site does not exist, then you must manually activate it. Refer to Deploy the Archive Administration site in the EMC SourceOne Installation Guide.

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Configuring EMC SourceOne for SharePoint archiving To configure EMC SourceOne for SharePoint archiving, the EMC SourceOne Administrator must perform the tasks in the following checklist:

Table 67 Checklist: Configuring EMC SourceOne for SharePoint archiving

Task Refer to

1 Add an archive connection to the Native Archive.

Note: Do this step only once for each Native Archive. If you have already configured an archive connection for Email Management or for SharePoint EBS, then do not configure another one.

Chapter 3, Connecting Archives

2 Enable the Archive, Index, Search, and Retrieval roles on the Native Archive server.

Note: Do this step only once for each Native Archive. If you have already configured the roles on the Native Archive server for Email Management or for SharePoint EBS, then do not configure them again.

Configuring Native Archive server roles on page 73

3 Configure one or more archive folders in the Native Archive for use by SharePoint Archive activities.

Configuring Native Archive folders and storage on page 83

4 Create one or more mapped folders of the Organization type, and map them to the appropriate archive folders for use by SharePoint Archive activities. Give Administrator and Read All permissions on the mapped folders to: SourceOne primary service account SourceOne Security group SourceOne Admin group SourceOne Access Account used by Archive Search, described

in Configuring Archive Search for SharePoint on page 595.)

To use SourceOne Search to search for archived SharePoint content, SourceOne administrators need Administrator permission on the mapped folders.

Note: To use SourceOne Archive Search, SharePoint users do not need permissions on mapped folders.

Configuring Mapped Folders on page 153 For information about SourceOne accounts and permissions, refer to the EMC SourceOne Installation Guide.

Checklist: Configuring SharePoint archiving 561

Overview of EMC SourceOne for Microsoft SharePoint

5 Configure at least one worker server to process SharePoint Archive jobs.

Chapter 7, Configuring Worker Servers

6 Create one or more organizational policies for SharePoint Archiving.

Chapter 9, Managing Organizational Policies

7 Create one or more SharePoint Archive activities. Configuring SharePoint Activities on page 563

Table 67 Checklist: Configuring EMC SourceOne for SharePoint archiving

Task Refer to

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Configuring SharePoint Activities 563

21

This chapter describes how to configure activities for SharePoint archiving in EMC SourceOne, and is organized as follows:

Introduction to SharePoint activities............................................. 564 Required permissions...................................................................... 564 Considerations and limitations...................................................... 564 Best practices for SharePoint Archive activities .......................... 565 Adding SharePoint Archive activities to an organizational policy .

565 Activity Type (SharePoint Archive)............................................... 566 Select Data Sources (SharePoint Archive) .................................... 567 Content Types (SharePoint Archive) ............................................. 572 Dates (SharePoint Archive)............................................................. 576 Document Versions (SharePoint Archive) .................................... 578 Attachments Filter (SharePoint Archive)...................................... 579 Item Size Filter (SharePoint Archive)............................................ 580 Archive Action (SharePoint Archive)............................................ 581 Schedule (SharePoint Archive) ...................................................... 583 Activity Name (SharePoint Archive) ............................................ 587 Editing activities in an organizational policy .............................. 588 Controlling activities ....................................................................... 589 Deleting activities from an organizational policy ....................... 593

Configuring SharePoint Activities

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Introduction to SharePoint activities In a policy, an activity defines the configuration for a specific combination of task type and schedule.

Use SharePoint activities to:

Archive SharePoint content in the EMC SourceOne Native Archive for search and retrieval by SourceOne administrators and SharePoint users.

Update the SharePoint permissions on already-archived SharePoint content.

This chapter describes how to use the New Activity wizard to create SharePoint Archive activities.

For troubleshooting information, refer to Troubleshooting EMC SourceOne for Microsoft SharePoint on page 619.

For information on configuring SharePoint archiving, refer to Checklist: Configuring SharePoint archiving on page 558.

Required permissions The user who logs onto EMC SourceOne console to create a SharePoint Archive activity must have SharePoint Farm Administrator privileges to browse the SharePoint farm hierarchy. Refer to the EMC SourceOne Installation Guide for complete information on the accounts required for SharePoint archiving.

Considerations and limitations Cross-domain activities are not supported

Each activity should contain data sources from only one domain. To archive content from more than one domain, create an activity for each domain.

Best practices for SharePoint Archive activities 565

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Best practices for SharePoint Archive activities

Archiving very large lists

Very large lists (exceeding thousands of rows) are not common in SharePoint. Microsoft recommends less than 2,000 items per list.

However, when you begin to archive SharePoint content, you may encounter a list that is too large to process in a time-constrained activity.

To archive very large lists, use one of the following methods:

Method 1: Edit the SharePoint Archive activity:

In the Schedule page, select Run to completion in the Duration field, so that the activity is not constrained by time.

In the Select Data Sources page, select only the very large list that you want to archive.

Method 2: Create several SharePoint Archive activities to process the list, using date filtering to archive a portion of the list at a time.

Adding SharePoint Archive activities to an organizational policy To add a SharePoint Archive activity to an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy to which you want to add an activity.

3. Select Action > New Activity.

The New Activity wizard starts.

4. Continue to Activity Type (SharePoint Archive) on page 566.

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Activity Type (SharePoint Archive) The Activity Type page of the New Activity wizard appears for all activity types. The activities that are available depend on the EMC SourceOne components that were installed, and can include activities for email management and SharePoint archiving.

Figure 40 Activity Type - SharePoint Archive activity

To create an activity to archive content from the SharePoint server:

1. Select the SharePoint Archive activity.

2. Click Next.

In the left column, the Activity Type checkbox is selected automatically to indicate that you completed that step.

Select Data Sources (SharePoint Archive) 567

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Select Data Sources (SharePoint Archive) Use the Select Data Sources page to specify the locations in SharePoint from which to archive content.

After a new installation, the Select Data Sources page is empty the first time that you access it.

Figure 41 Select Data Sources - SharePoint Archive activity - new installation

Refer to:

Adding a SharePoint Farm to the Select Data Sources page on page 568

Selecting SharePoint data sources on page 569

Understanding selection indicators on page 571

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Adding a SharePoint Farm to the Select Data Sources page To add farm to the list of data sources:

1. Click Add Farm.

The Add SharePoint Farm Server dialog box opens.

Figure 42 Add SharePoint Farm Server

1. In the SharePoint Farm Server URL field, specify the URL of the SharePoint farm server.

Note: The SharePoint farm server must have EMC SourceOne for Microsoft SharePoint components installed, as described in the EMC SourceOne Installation Guide.

2. To specify the SharePoint credentials to use, do one of the following steps:

To use your credentials, select the Use my credentials option.

To impersonate a user:

a. In the User name field, specify the user logon name in one of the following formats:

UserName

UserName@Domain

Domain\UserName

b. In the Password field, type the user password.

3. Do one of the following steps:

Click OK to save your changes and return to the Select Data Sources page.

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Click Cancel to return to the Select Data Sources page without saving your changes.

The SharePoint farm server that you specified is listed on the Select Data Sources page.

Selecting SharePoint data sources On the Select Data Sources page, SharePoint farms are grouped by domain, and are identified by the root server name.

You can:

Select any combination of data sources, such as an entire farm, or a specific site within a farm.

Select data sources from more than one farm.

Figure 43 Example - Select Data Sources after adding a farm - SharePoint Archive activity

To select data sources:

1. In the list of data sources:

a. Expand the nodes to see the data source check boxes.

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b. Select the checkbox for each data source that you want to process.

Figure 44 Example - Select Data Sources selection - SharePoint Archive activity

When you select a parent data source, all child data sources of that parent are selected automatically.

c. Clear the checkbox for each data source that you do not want to process. To exclude a specific child data source, clear the checkbox for that child data source.

For more information about how checkbox selection works, refer to Understanding selection indicators on page 571

2. To include future child data sources in your selections, select the Automatically include new content beneath selected data sources checkbox.

3. Click Next.

In the left column, the Data Sources checkbox is selected automatically to indicate that you completed that step.

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Understanding selection indicators On the Select Data Sources page, data sources are displayed in a hierarchical tree to show parent-child relationships.

The selection indicators change depending on the order in which you select parents and children:

If you select a parent, then all child data sources of that parent are selected automatically.

If you select a parent and then deselect a child:

The parent checkbox is filled with a square.

The parent label displays in normal text.

Figure 45 Parent selected, then a child is deselected

If you do not select the parent and then select a child:

The parent checkbox is filled with a square.

The parent label changes to italic text.

Figure 46 Parent not selected, then a child is selected

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Content Types (SharePoint Archive) The Content Types page exists in two forms. One form lists content types found on the selected SharePoint data sources. The other form is used to create custom content filters (CAML queries). You cannot use both forms in the same activity. If you switch between forms when you create an activity, you will lose your selected content types or the filters that you created.

Refer to:

Content Types (standard) on page 572

Advanced filtering of content types on page 574

Content Types (standard) The Content Types (standard) page lists the content types found on the selected SharePoint data sources.

Figure 47 Content Types (standard)- SharePoint Archive activity

To specify the types of SharePoint content to archive:

1. Do one of the following steps:

Content Types (SharePoint Archive) 573

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To display hidden and masked content types, select the Show hidden and masked content types checkbox.

To not display hidden and system content types, clear the Show hidden and masked content types checkbox (default).

Hidden content types include SharePoint system content types.

Masked content types are specified in the EXJBSSharePointArchiveUI.dll.Config file.

This option does not affect the selected or unselected state of check boxes.

2. In the list of content types, you must select at least one content type:

a. Expand the content type nodes to see the content type check boxes.

b. Select the checkbox for each content type that you want to archive.

When you select a non-leaf content type node, all of its sub-types are selected automatically, including hidden and masked content types, whether or not they are visible.

An All Other Subtypes node represents its immediate parent content type and sub-types that will be defined in the future. For example, the Document node contains a sub node named All Other Subtypes, which represents the Document content type itself and any Document sub-types defined in the future.

Note: To archive only the parent content type without its sub-types, clear all its sub-type check boxes, then select only the All Other Subtypes checkbox. For example, to archive only Document libraries and customized Document libraries, you must select the All Other Subtypes checkbox under Document.

c. Clear the checkbox for each content type that you do not want to archive.

3. To filter the list of content types using CAML queries, refer to Advanced filtering of content types on page 574.

4. Click Next.

In the left column, the Content Types checkbox is selected automatically to indicate that you completed that step.

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Advanced filtering of content types SharePoint Archive activities can use CAML (Collaborative Application Markup Language) queries to filter directly on SharePoint properties for a content type.

CAML queries are ANDED with the other SharePoint Archive activity criteria.

To create a filter (CAML query) for a content type:

1. In the Content Types (standard) page, click Advanced filtering.

2. A confirmation prompt displays: The selected content type rules will be lost. Are you sure you want to continue?

If you confirm the action, then:

All selections on the Content Types (standard) page will be lost.

The Content Types page changes so that you can add and edit filters.

Figure 48 Content Types (filters) - SharePoint Archive activity

3. In the field at the top of the Content Types (filters) page, select the SharePoint content type for which you want to create a filter.

4. Click Add.

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5. In the CAML Editor dialog box, create the CAML query for the selected content type. Refer to the Microsoft Web site for information about CAML syntax.

Figure 49 CAML Editor - example

6. Click Verify to verify the query syntax.

7. Click OK to save your changes and to close the dialog box.

The CAML query is added to the list of filters in the Content Types (filters) page.

8. To edit a CAML query:

a. Select the filter in the Content Types (filters) page.

b. Click Edit.

c. Edit the query in the CAML Editor dialog box.

9. To remove a filter:

a. Select the filter in the Content Types (filters) page.

b. Click Remove.

10. To revert to the standard (non-filter) Content Types page, click Revert to simple mode.

A confirmation prompt displays: The custom CAML rules will be lost. Are you sure you want to continue?

If you confirm the action, then:

All filters on the Content Types (filters) page will be lost.

The Content Types page changes to the standard form.

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Dates (SharePoint Archive) Use the Dates page to specify dates of SharePoint content to archive.

Figure 50 Dates - SharePoint Archive activity

1. Select one of the following options:

Include all

Dated (default)

a. In the first field, select one of the following options: after, before, exactly on, or between (default).

b. In the first date field, click the dropdown arrow, then select a date from the calendar (default = today). For the between option, this date is the start of the date range.

c. For the between option, specify the end of the date range in the second date field.

Aged

Refer to Processing items based on their age on page 577.

2. Select one of the following options to specify which date property to use:

Dates (SharePoint Archive) 577

Configuring SharePoint Activities

Created Date (default)

Modified Date

3. Click Next.

In the left column, the Dates checkbox is selected automatically to indicate that you completed that step.

Processing items based on their age

Older than/Newer than

To process items based on their age:

1. Select Aged.

2. Select one of the following options in the first field.

Older than

Newer than

3. Specify the amount of time in the second field.

4. Select the unit of time in the third field.

Between To process items based on their age, using a sliding date range:

1. Select Aged.

2. Select Between in the first field.

3. To specify the start of the age range:

a. Specify the amount of time in the second field.

b. Select the unit of time in the third field.

4. To specify the end of the age range:

a. Specify the amount of time in the fourth field. This value must be larger than start of the age range.

b. Select the unit of time in the fifth field.

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Document Versions (SharePoint Archive) Use the Document Versions page to specify the version of SharePoint documents to archive.

Figure 51 Document Versions - SharePoint Archive activity

1. Do one of the following steps:

To process all versions of a document, select Include all versions.

To process only the latest version of a document, select Include only latest version.

2. Click Next.

In the left column, the Document Versions checkbox is selected automatically to indicate that you completed that step.

Attachments Filter (SharePoint Archive) 579

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Attachments Filter (SharePoint Archive) Use the Attachments Filter page to exclude SharePoint content from archiving, based on the file extensions of attachments.

Figure 52 Attachments Filter - SharePoint Archive activity

To specify the file extensions of attachments to exclude from processing:

1. In the text box, type the file extension you want to exclude (for example, .txt).

File extensions must be less than 16 characters in length. The following characters are invalid:

\ / : * ? " < > |

2. Click Add to add the file extension to the list.

3. Repeat steps 1 and 2 for each file extension that you want to exclude from archiving.

4. To edit an entry in the list, click Edit.

5. To remove an entry from the list, click Remove.

6. Click Next.

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In the left column, the Attachments Filter checkbox is selected automatically to indicate that you completed that step.

Item Size Filter (SharePoint Archive) Use the Item Size Filter page to specify the minimum size and maximum size of SharePoint items to archive.

SourceOne calculates the item size as the sum of the size of the BLOB and the sizes of attachments.

Figure 53 Item Size Filter - SharePoint Archive activity

1. To specify a minimum item size:

a. Select the Include only items that are bigger than or equal to checkbox.

b. Enter a value in kilobytes (KB) in the first field. The minimum size must greater than or equal to zero.

2. To specify a maximum item size:

a. Select the Include only items that are smaller than or equal to checkbox.

b. Enter a value in kilobytes (KB) in the second field.

Archive Action (SharePoint Archive) 581

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3. To specify a size range, use both check boxes and fields. The value for the maximum size must be greater than the value for the minimum size.

4. Click Next.

In the left column, the Item Size Filter checkbox is selected automatically to indicate that you completed that step.

Archive Action (SharePoint Archive) Use the Archive Action page to specify:

Whether to copy or move SharePoint content when archiving

The destination folder (a mapped folder in EMC SourceOne) in which to archive SharePoint content

Whether to synchronize the permissions on already-archived content with SharePoint

Figure 54 Archive Action - SharePoint Archive activity

1. Select the SourceOne mapped folder in which to archive SharePoint content.

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To define mapped folders in EMC SourceOne, refer to Chapter 6, Configuring Mapped Folders.

Note: SharePoint Archive activities use Organization type mapped folders.

2. To specify the action to take when archiving SharePoint content, select one of the following options:

Copy items to archive - After archiving, the content will exist in both the archive and in SharePoint.

Copy items to archive and Delete them from SharePoint - After archiving, the content will exist only in the archive and will be deleted from SharePoint.

3. To update SharePoint permissions on already-archived content, select the Synchronize the archive security with SharePoint checkbox.

A warning appears: Performing security synchronization requires re-examining items that have already been archived in SourceOne and will greatly increase the time required to perform this activity. Are you sure you want to enable this option?

Do one of the following steps:

To confirm the synchronization, click Yes.

To cancel the synchronization, click No.

4. Click Next.

In the left column, the Archive Action checkbox is selected automatically to indicate that you completed that step.

Schedule (SharePoint Archive) 583

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Schedule (SharePoint Archive) On the Schedule page, specify the schedule on which to run the SharePoint Archive activity.

Figure 55 Schedule - Recur Once - New Activity wizard

1. In the Start Date field, select the date on which the activity should start. Click the dropdown arrow, then select the start date from the calendar.

2. In the Start Time field, select the time at which the activity should start. Click the dropdown arrow, then select one of the following options:

To start the activity as soon as possible, select As soon as possible (default).

To specify a time, select the time from the list.

3. In the Duration field, select one of the following options:

Select the number of hours the activity is allowed to run (default = 1 hour).

Select 1 day.

Select Run to completion.

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4. In the Recurrence Pattern area, specify one of the following intervals:

To specify a one-time occurrence.

a. Select Once (default).

b. Click Next.

To specify a daily occurrence:

a. Select Daily from the dropdown list.

b. Select Every_day(s). Specify the number of days between occurrences of the activity (default = 1 day).

Figure 56 Schedule - Recur Daily - New Activity wizard

To specify a weekly occurrence:

a. Select Weekly from the dropdown list.

b. In the Every _week(s) on field, specify the number of weeks between occurrences.

c. To specify the day of the week on which the activity should occur, select one or more check boxes.

Schedule (SharePoint Archive) 585

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Figure 57 Schedule - Recur Weekly - New Activity wizard

To specify a monthly occurrence:

a. Select Monthly from the dropdown list.

b. Do one of the following steps:

Select the Day_of every_month(s). In the first field, specify the day of the month on which you want the activity to occur. Valid values are 1 through 31. In the second field, select the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

Select The _ _of every_month(s). In the first field, select the week (first, second, third, fourth, or last). In the second field, select the day of the week. In the third field, specify the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

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Figure 58 Schedule - Recur Monthly - New Activity wizard

5. In the Range of recurrence area, select one of the following options:

No end date - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence area.

End by - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence Pattern area, until the end date you specify in this option. Click the dropdown arrow, then select an end date from the calendar.

6. Click Next.

In the left column, the Schedule checkbox is automatically selected to indicate that you completed that step.

Activity Name (SharePoint Archive) 587

Configuring SharePoint Activities

Activity Name (SharePoint Archive) On the Activity Name page, specify a name for the SharePoint Archive activity.

Figure 59 Activity Name - SharePoint Archive activity

1. In the Name field, enter a name for the new activity.

2. To collect detailed information on message processing by activities, select the Enabled Detailed Logging check box.

Refer to Chapter 11, Using Job Logs, for more information about job logging.

3. Click Finish.

The results pane lists the new activity below the policy to which it belongs.

The status of the new activity is Active.

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Editing activities in an organizational policy You cannot edit the following activity properties:

Activity Type

Activity Name

To edit an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to edit.

b. Select the activity you want to edit.

The activity summary displays in the bottom half of the middle pane.

3. Do one of the following steps:

To edit a specific property:

a. Click the link for that property in the activity summary.

Figure 60 Example - SharePoint Archive activity summary

Controlling activities 589

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A dialog box opens, which corresponds to the page in the New Activity wizard that contains the property.

b. Edit the property, as described in the topic for the corresponding New Activity wizard page.

To review all properties using the Edit Activity wizard:

a. Select Action > Edit Activity.

The Edit Activity wizard starts.

b. Click Next until you reach the page containing the property that you want to edit.

c. Edit the property, as described in the topic for the corresponding New Activity wizard page.

d. Click Next until you reach the last page of the Edit Activity wizard, then click Finish.

Controlling activities You can control an activity and its jobs by using the Stop, Pause, and Resume actions.

The action applied to an activity also applies to the activitys jobs. To control multiple jobs, control the activity associated with those jobs.

The status of an activity is derived from the status of the activitys jobs. For example, if any jobs associated with a run once activity fail, then the status of the activity will be shown as failed.

Refer to:

About activity status and actions on page 589

Pausing activities on page 592

Stopping activities on page 592

About activity status and actions The actions available for each activity status depend on the recurrence pattern specified in the activitys schedule:

Once - Run once on page 590

Daily, Weekly, or Monthly - Periodic on page 591

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Run once Figure 61 shows the actions for a run-once activity.

Figure 61 Activity actions and status - run once

Controlling activities 591

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Periodic Figure 62 shows the actions for a periodic activity.

Figure 62 Activity actions and status - periodic

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Pausing activities To pause an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to pause.

b. Select the activity.

3. Select Action > Pause.

In the Organizational Policies area, the status of the activity changes from Active to Paused.

To resume a paused activity:

1. Select the activity.

2. Select Action > Resume.

Stopping activities To stop an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to stop.

b. Select the activity.

3. Select Action > Stop.

In the Organizational Policies area, the status of the activity changes from Active to User Terminated.

You can resume a User Terminated activity if the activity has a periodic schedule:

1. Select the activity.

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2. Select Action > Resume.

Deleting activities from an organizational policy To delete an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area, select the activity you want to delete.

3. Select Action > Delete Activity.

4. At the Are you sure you want to delete the selected activity? prompt, click Yes.

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Configuring Archive Search for SharePoint 595

22

This chapter describes how to configure the Archive Search component of EMC SourceOne for Microsoft SharePoint, and is organized as follows:

Introduction ...................................................................................... 596 Checklist: Configuring Archive Search......................................... 596 Prerequisites for Archive Search.................................................... 597 Activating EMC SourceOne Archive Search Configuration...... 598 Configuring EMC SourceOne Archive Search............................. 599 Creating the Archive Search site from the template ................... 602 Setting permissions on the Archive Search site ........................... 604

Configuring Archive Search for SharePoint

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Introduction This chapter describes how to configure settings in SharePoint for the Archive Search component of EMC SourceOne for Microsoft SharePoint.

SharePoint users can use Archive Search to find, preview, and download SharePoint content that has been archived in EMC SourceOne through the SharePoint Archive activity, even if the original SharePoint site no longer exists. Archive Search only searches for archived SharePoint content from the current farm.

Checklist: Configuring Archive Search Use the following checklist to configure Archive Search:

Table 68 Checklist: Configuring Archive Search

Task Refer to

1 Ensure prerequisites have been completed. Prerequisites for Archive Search on page 597

2 Verify that the EMC SourceOne Archive Search Configuration feature is activated.

Activating EMC SourceOne Archive Search Configuration on page 598

3 Configure Archive Search settings. Configuring EMC SourceOne Archive Search on page 599

4 Create the Archive Search site from the installed template. Creating the Archive Search site from the template on page 602

5 Set permissions on the Archive Search site. Setting permissions on the Archive Search site on page 604

6 If you configure Single Sign On (SSO) for Windows in EMC SourceOne, you must add the Archive Search URL to Internet Explorers Local Intranet Zone.

Configuring Single-Sign on Support (Windows) > Configure Internet Explorer in the EMC SourceOne Installation Guide.

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Prerequisites for Archive Search Refer to:

Installation prerequisites on page 597

Access account prerequisites on page 597

Active Directory and unique user names on page 597

Browser requirements on page 598

Installation prerequisites Verify that the following components have been installed as described in the EMC SourceOne Installation Guide:

In EMC SourceOne, the SourceOne Web Services.

Archive Search uses the SourceOne Search service and the SourceOne Document Retrieval service.

In SharePoint, the administration site for Archive Search.

Access account prerequisites Archive Search uses the EMC SourceOne Access account to access the archive through the SourceOne Search Service.

This account does not have to be the EMC SourceOne primary service account.

This account must have Administrator and Read All permissions on the Organization mapped folders used by SharePoint Archive activities. Refer to Chapter 6, Configuring Mapped Folders.

If EMC SourceOne is configured for Single Sign-On (SSO), and if you select the SourceOne is configured for Single Sign-On check box in the Archive Search settings, then the SourceOne Access account must have access to the SourceOne Search Web Service. To configure SSO in EMC SourceOne, refer to the EMC SourceOne Installation Guide.

Active Directory and unique user names Refer to Prerequisites: EMC SourceOne for Microsoft SharePoint on page 556.

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Browser requirements The browsers that users use to access Archive Search:

Must be supported by SharePoint

Must have JavaScript enabled.

Activating EMC SourceOne Archive Search Configuration

Prerequisites Verify that the EMC SourceOne for Microsoft SharePoint feature has been activated. Refer to Activating EMC SourceOne for Microsoft SharePoint on page 558.

Procedure Note: To perform this procedure, you must log on as the site administrator.

The EMC SourceOne Archive Search Configuration feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following procedure:

1. From the Central Administration web page, select Operations > Manage Farm Features.

2. If EMC SourceOne Archive Search Configuration is not activated,click Activate.

Figure 63 EMC SourceOne Archive Search Configuration - Activate

Configuring EMC SourceOne Archive Search 599

Configuring Archive Search for SharePoint

Configuring EMC SourceOne Archive Search To configure EMC SourceOne Archive Search:

1. In SharePoint, open the SharePoint Central Administration web site.

2. Click the EMC SourceOne site.

Note: If the EMC SourceOne site is not available, refer to Activating EMC SourceOne for Microsoft SharePoint on page 558.

3. Select Archive Search Settings to display the Archive Search Settings page.

Figure 64 Archive Search Settings

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4. Configure the settings described in the following table.

Table 69 Archive Search Settings

Setting Description

SourceOne Search Service (Required) Enter the URL for the SourceOne Search Service, which is used to perform searches: http:// /SearchWS For , specify either the IP address or the host name. Example: http://S1WebServiceServer/searchws Maximum number of characters = 255.

SourceOne Document Retrieval Service

(Required) Enter the URL for the SourceOne Document Retrieval Service, which is used for previewing and downloading items: net.tcp:// :8001/docsvc For , specify either the IP address or the host name. Example: net.tcp://S1WebServiceServer:8001/docsvc Maximum number of characters = 255.

SourceOne Access Account (Required) The SourceOne Access account is used to access the archive through the SourceOne Search Service. It must have Administrator and Read All permissions on the SourceOne mapped folders used by the SourceOne SharePoint Archive activities. This account does not have to be the EMC SourceOne primary service account. User name: \ Maximum number of characters = 255. Password: Maximum number of characters = 64.

If EMC SourceOne is configured for Single Sign-On (SSO), select the SourceOne is configured for Single Sign-On check box. The SourceOne Access account must have access to the SourceOne Search Web Service. To configure SSO in EMC SourceOne, refer to the EMC SourceOne Installation Guide.

EMC SourceOne Mapped Folders

(Required) Click Refresh to update the list, then select at least one SourceOne mapped folder to search.

Note: Archive Search can search the Organization mapped folders used by the SharePoint Archive activity. The SourceOne Access account must have Administrator and Read All permissions on those mapped folders. Refer to Configuring Mapped Folders on page 153.

Configuring EMC SourceOne Archive Search 601

Configuring Archive Search for SharePoint

5. Click OK to validate and save your changes.

6. If values are missing or invalid, then the following error message displays:

This page contains one or more errors. Fix the following before continuing:

Correct the values, then click OK.

Diagnostics Note: Enable diagnostics only when necessary for troubleshooting purposes.

Do one of the following steps: To enable tracing and logging for the Archive Search process, select Yes. This adds a Show

Diagnostics link to the Archive Search page, which you can use to troubleshoot search issues. Refer to Troubleshooting Archive Search on page 627. It also adds a Clear Cache link to the Archive Search page. Refer to Clearing the Archive Search cache on page 638.

To disable tracing and logging for the Archive Search process, select No (default).

Table 69 Archive Search Settings (continued)

Setting Description

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Creating the Archive Search site from the template The Archive Search install creates the site template.

You must use this template to create the Archive Search site.

To create the Archive Search site from the template:

1. Select Site Actions > Create.

Figure 65 Site Action > Create

2. On the Create page, select Sites and Workspaces under Web Pages.

Figure 66 Create: Sites and Workspaces

3. Specify properties of the Archive Search site:

Creating the Archive Search site from the template 603

Configuring Archive Search for SharePoint

Figure 67 Example - Properties of Archive Search site

Title and Description

Web Site Address

Template Selection - Click the EMC SourceOne site, then select the EMC SourceOne Archive Search Center template.

Permissions - Refer to Setting permissions on the Archive Search site on page 604.

Navigation Inheritance

4. Click Create.

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Setting permissions on the Archive Search site Archive Search requires Active Directory.

The SharePoint administrator should ensure that the Archive Search site created from the template has access control settings that restrict access to users in Active Directory. The Authenticated Users special Active Directory group should be sufficient. Anonymous (guest) access is not supported.

Configuring SharePoint External BLOB Storage (EBS) 605

23

This chapter describes how to configure EMC SourceOne and SharePoint to support the optional External BLOB Storage (EBS) available in EMC SourceOne for Microsoft SharePoint. This chapter is organized as follows:

Introduction ...................................................................................... 606 Limitations ........................................................................................ 606 Prerequisites...................................................................................... 607 Configuring EBS on SharePoint ..................................................... 610

For installation information, refer to the EMC SourceOne 6.6 Installation Guide.

For troubleshooting information, refer to Troubleshooting EMC SourceOne for Microsoft SharePoint on page 619.

For maintenance information, refer to Maintaining EMC SourceOne for Microsoft SharePoint on page 637.

Configuring SharePoint External BLOB Storage

(EBS)

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Introduction External BLOB Storage (EBS):

Is an optional component that you can use for storage management to improve the performance of the SharePoint SQL Server.

Stores BLOBs (binaries) in the EMC SourceOne Native Archive instead of in the SharePoint SQL Server.

SharePoint users access content stored in the EBS through SharePoint, as usual.

Use the following checklist to configure EBS:

Limitations External BLOB Storage (EBS):

Is storage, not archiving. EBS content is not indexed and retention is not set. To archive SharePoint content, use the SharePoint Archive activity, described in Configuring SharePoint Activities on page 563.

Externalizes new SharePoint content, not content that is already stored in SharePoint SQL Server. To externalize existing SharePoint content, refer to Migrating existing SharePoint content to EBS on page 641.

Is intended for local use over a LAN, not a WAN.

Table 70 Checklist: Configuring EBS

Task Refer to

1 Ensure limitations are understood and prerequisites are completed.

Limitations on page 606 Prerequisites on page 607

2 Configure EMC SourceOne to support SharePoint EBS. Configuring EMC SourceOne to support SharePoint EBS on page 608

3 Verify that the EMC SourceOne EBS Provider Configuration feature is activated.

Activating EMC SourceOne EBS Provider Configuration on page 610

4 Configure EBS settings on SharePoint. Configuring EBS on SharePoint on page 610

Prerequisites 607

Configuring SharePoint External BLOB Storage (EBS)

Applies to an entire SharePoint farm, not to specific sites within a farm.

Prerequisites Before you can configure EBS, the following prerequisites must be completed:

EMC SourceOne installation on page 607

EBS installation on page 607

Impersonation account on page 607

EMC SourceOne installation EMC SourceOne accounts must be created, and the SourceOne

software must be installed. Refer to the EMC SourceOne Installation Guide.

EBS installation EBS must be installed. Verify that:

The EMC SourceOne EBS software has been installed on all SharePoint front-end servers.

The EBS database has been created.

Refer to the EMC SourceOne Installation Guide.

Impersonation account The EBS provider uses the impersonation account to access all local and remote resources:

access to the EBS database

access to the local cache directory on each SharePoint front-end server, with read/write/create permissions

connect to the EMC SourceOne Native Archive server

access to the Native Archive database. Refer to Configure Native Archive database permissions in the EMC SourceOne Installation Guide for details.

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Create an impersonation account with the following properties:

Ensure that the impersonation account is not marked as Account is sensitive and cannot be delegated in the Active Directory Service.

The impersonation account must have Logon as service privilege on each SharePoint front-end server.

To secure the cached items, ensure that only the impersonation account has access to the local cache directory.

Note: The impersonation account has no relationship to the EMC SourceOne primary service account. The impersonation account can be the same account or a different account, as long as the account has the properties listed above.

Configuring EMC SourceOne to support SharePoint EBS Refer to:

Introduction: Configuring EMC SourceOne to support SharePoint EBS on page 608

Checklist: Configuring EMC SourceOne to support SharePoint EBS on page 609

Introduction: Configuring EMC SourceOne to support SharePoint EBS Does EBS use a SourceOne archive folder?

Yes, EBS writes directly to an archive folder in the Native Archive. Create this archive folder by using the SourceOne console.

Recommendation: Dedicate one archive folder to each SharePoint farm.

Does EBS use a SourceOne mapped folder?

No, you do not map a SourceOne folder to the archive folder for EBS.

Does EBS require a SourceOne archiving activity?

No, EBS stores content automatically in the Native Archive. You do not create an archiving activity in SourceOne for EBS.

Configuring EMC SourceOne to support SharePoint EBS 609

Configuring SharePoint External BLOB Storage (EBS)

Checklist: Configuring EMC SourceOne to support SharePoint EBS To configure EMC SourceOne for SharePoint EBS, the EMC SourceOne Administrator must perform the tasks in the following checklist.

Table 71 Checklist: Configuring EMC SourceOne to support SharePoint EBS

Task Refer to

1 Add an archive connection to the Native Archive.

Note: Do this step only once for each Native Archive. If you have already configured an archive connection for Email Management or for SharePoint Archive activities, then do not configure another one.

Chapter 3, Connecting Archives

2 Enable the Archive, Index, Search, and Retrieval roles on the Native Archive server.

Note: Do this step only once for each Native Archive. If you have already configured the roles on the Native Archive server for Email Management or for SharePoint Archive activities, then do not configure them again.

Configuring Native Archive server roles on page 73

3 Configure an archive folder in the Native Archive for use only by EBS.

Note: Do not set retention on an archive folder that is used for EBS. Do not enable indexing on an archive folder that is used for EBS. (Indexing is not needed, because BLOBs do not contain searchable metadata.)

Recommended: Dedicate one archive folder to each SharePoint farm.

Configuring Native Archive folders and storage on page 83

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Activating EMC SourceOne EBS Provider Configuration

Note: To perform this procedure, you must log on as the site administrator.

The EMC SourceOne EBS Provider Configuration feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following procedure:

1. From the Central Administration web page, select Operations > Manage Farm Features.

2. If EMC SourceOne EBS Provider Configuration is not activated, click Activate.

Configuring EBS on SharePoint To configure EBS on SharePoint:

1. In SharePoint, open the SharePoint Administration web site.

2. Click the EMC SourceOne site.

3. Select Site Actions > Settings to display the EMC SourceOne site settings page.

4. Continue to the following topics:

Specifying EBS common settings on page 611

Specifying EBS Native Archive Gateway settings on page 614

Specifying EBS garbage collection settings on page 616

Note: EBS configuration changes do not take effect immediately. The EBS Provider checks for configuration updates every 5 minutes. To force configuration changes, restart IIS and the SharePoint Timer service.

Configuring EBS on SharePoint 611

Configuring SharePoint External BLOB Storage (EBS)

Specifying EBS common settings

IMPORTANT! Do not enable EBS until after EBS installation is complete on all SharePoint front-end servers, and after you configure the other EBS common settings described in this topic and the Native Archive Gateway settings described in Specifying EBS Native Archive Gateway settings on page 614. If you enable EBS before it is installed on all SharePoint front-end servers, then some front-end servers will store BLOBs in the SQL Server and will not be able to retrieve externalized content.

Use the EBS common settings to configure BLOB processing and error handling.

To configure common settings for EBS:

1. On the EMC SourceOne site settings page, click the Common Settings link.

2. On the EBS Common Settings page, configure the settings described in the following table.

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Figure 68 EBS Common Settings

Table 72 EBS Common Settings

Setting Description

Enable External BLOB Storage Note: Enable EBS only after EBS installation is complete on all SharePoint front-end servers, and

after you configure the other EBS common settings and the EBS Native Archive Gateway settings,

Enable EBS so that documents will be saved to the External BLOB Storage (the EMC SourceOne archive). To enable EBS, select Yes in the Enable EBS field. You can disable EBS at any time. Doing so will cause all new documents to be stored in SharePoint, while old documents that are already saved in the External BLOB Storage will still be accessible.To disable EBS, select No in the Enable EBS field.

Configuring EBS on SharePoint 613

Configuring SharePoint External BLOB Storage (EBS)

Local Cache Directory (Required) Specify a directory that is local to each SharePoint front-end server. This field cannot be empty. This directory: Is used to cache BLOB files locally on each server. Must be local to each server Must be located on a non-removable hard drive. Should only be accessible by the impersonation account. MaxLength=255 Example: c:\EBS Cache

Note: You do not have to create the local cache directory manually on each SharePoint front-end server. It is better to let the EBS provider create the directories on demand. Ensure that the impersonation account (specified in the Impersonation Account setting) has full access to create the directory.

BLOBs Threshold In the Only store BLOBs larger than following threshold externally field, specify the minimum size of BLOBs to store in the EMC SourceOne archive, in kilobytes (KB). BLOBs that are smaller than this size will be stored in the SharePoint SQL database. Storing smaller BLOBs in the SharePoint SQL database reduces overhead related to external storage. (The overhead of externalizing BLOBs that are too small may outweigh the benefits.) The BLOBs threshold must be a positive integer between 1 and 9,223,372,036,854,775 KB (over 8,000 Petabyte.

Archive Error Handling When EBS fails to archive the BLOB, this setting determines whether or not to automatically fall back to the SharePoint internal store. In the When errors occur while storing BLOBs field, select one of the following options: Prompt user with error message Fall back to SharePoint Server internal store

Retrieval Error Handling When EBS fails to retrieve the BLOB, this setting determines whether or not to automatically retry. In the When BLOBs are not available while retrieving field, do one of the following steps: To enable retries, select the Retry for check box, then specify a retry interval in the

__second(s) field.The retry interval must be a positive integer between 1 and 2147483647. To disable retries, clear the Retry for check box (default).

Impersonation Account (Required) Specify the user name and the password of the impersonation account. The user name and the password fields cannot be empty. Refer to Impersonation account on page 607 for account requirements.

Local Cache Lifecycle In the Keep cache items for field, specify how long (in days and hours) the local cache files should remain in the cache before they are automatically deleted. The days value must be an integer between 0 and 2147483647. The hours value must be an integer between 0 and 2147483647.

Table 72 EBS Common Settings (continued)

Setting Description

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3. Click OK to validate and save your changes.

4. If values are missing or invalid, then the following error message displays:

This page contains one or more errors. Fix the following before continuing:

Correct the values, then click OK.

5. Continue to Specifying EBS Native Archive Gateway settings on page 614.

Specifying EBS Native Archive Gateway settings Use the EBS Native Archive Gateway settings to:

Configure the SQL database connection for EMC SourceOne Native Archive server.

Specify the EMC SourceOne archive folder for BLOB archiving.

CAUTION! Once you save the settings for the Native Archive SQL server and database, you should not change them. If you change these two settings, then documents that were archived into the Native Archive may become inaccessible.

Note: You can specify a different archive folder at anytime.

To configure settings for the EBS Native Archive Gateway:

1. On the EMC SourceOne site settings page, click the Native Archive Gateway link.

2. On the EBS Native Archive Gateway page, configure the settings described in the following table.

Configuring EBS on SharePoint 615

Configuring SharePoint External BLOB Storage (EBS)

Figure 69 Native Archive Gateway

3. Click OK to save your changes.

4. If values are missing or invalid, then the following error message displays:

This page contains one or more errors. Fix the following before continuing:

Correct the values, then click OK.

5. Continue to Specifying EBS garbage collection settings on page 616.

Table 73 EBS Native Archive Gateway settings

Setting Description

SQL Server Specify the name of the SQL server used by the EMC SourceOne Native Archive server.

Database Specify the name of the database used by the EMC Source One Native Archive server.