With this option you can specify a maximum number of minutes for the policy to run. Once this time limit is reached the policy will stop searching for messages. Messages already selected for archiving will continue to be archived, but no new ones will be found.
If the policy is restarted immediately, it will run from the beginning again, but should process quickly up to the point it started the last time it stopped, since there should be hardly any messages to be archived.
This option does not affect the processing of PST folders.
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Actions
This dialog lets you define the actions that ArchiveOne should take when a message is found that matches the search criteria.
The available options are:
• Nothing, just list them – this is the default, and causes the matching messages to be listed in the results file (as the other actions do) but no other specific actions to be performed.
• Archive message out of Exchange. For standard messages, this will move them and create a message link (see later), and for other item types such as calendar items, it will copy them to the archive.
• Copy – this will copy the message to a public folder (which must exist), a PST file (which will be created in the named share if it doesn’t exist) or a mailbox (under the named folder).
• Move – this will copy the message to a public folder (which must exist), a PST file (which will be created in the named share if it doesn’t exist) or a mailbox (under the named folder).
• Delete – this can be used in one of four ways:
• Delete the message (move to dumpster if enabled) – in the case of mailboxes, the messages are not moved to the ‘Deleted items’ folder, they are deleted directly. If deleted item retention (the dumpster) is enabled, the message will be moved into it.
• Delete permanently (bypass the dumpster) – delete the item such that deleted item recovery will not recover the item.
• Move to Deleted Items – only appropriate to mailboxes, the messages are moved to the ‘Deleted items’ folder so they can be recovered by users if required.
• Delete matching attachments – this deletes all attachments which meet the criteria.
This does not apply to attachments to attached messages (if, for instance, you select two messages in Outlook and click ‘forward’, the messages will be attached to a new
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one, and once it’s sent and received a subsequent policy run with a ‘delete matching attachments’ action won’t consider deleting the attachments to the attached messages).
• Unarchive – if message links are found in folders, the items that the links refer to are retrieved back into the folder and the link deleted. When an item is unarchived, most properties of the item will be as the original item, but some properties will be changed, such as the ‘created’ and ‘last modified’ time, which will represent the time when the item was unarchived.
Unarchive can apply to public folders or mailboxes, but has no effect on PSTs. This is the only policy action that can apply to replicated public folders and to public folders accessible only through affinity or referral. This is particularly useful if you have decided to replicate a folder that is currently archived – you should unarchive the folder, as message links won’t operate as expected on the replica.
• Mail results – this can be used in one of two ways:
• Mail owner – for searches into mailboxes, if there are any results from the search, send an e-mail to the owner of the mailbox with a specified subject and body. This could typically be used to alert users that their mailbox size is approaching quota.
• Mail administrator – send an e-mail to a named user after the policy has completed with the policy results as an attachment.
• Delete items from archive – this can be used to search for message links in mailboxes or folders matching a criteria, then delete the corresponding item in the archive (ie move it into the archive’s recycle bin). This will not delete the message link. You can select whether to process items in mailboxes and folders, or items in the dumpster (ie items from mailboxes that have been retained under Deleted Item Retention).
One use for this is to find message links in the dumpster, ie items that have been archived that the user has chosen to delete from their mailbox (even though they’re actually only deleting the message link), and then delete the corresponding archived item. Items deleted from the archive are moved into the archive’s recycle bin. They can be recovered by an administrative search for deleted items. They will not be purged from the archive until the administrator chooses to empty the archive’s recycle bin, or has configured that to be done on a scheduled basis – see Section Recycle Bin Node on page 66 in Chapter 6 Using ArchiveOne.
WARNING – this action will delete and purge items from the archive if the recycle bin emptying has been scheduled. Test your policy first without recycle bin emptying configured, to ensure it only deletes the items you intend it to delete. If items are deleted and purged from your archive, you cannot recover them without resorting to backups of the archive.
Additionally, on Exchange 2010 and later, there is only one dumpster folder for the entire mailbox.
This means when ArchiveOne is listing items in folders and their dumpsters, on Exchange 2010 and later it will list the same dumpster messages for each parent folder. If you’re only interested in items in the dumpster, add a search criteria to search only the inbox.
• Message Link Reconfiguration – search for message links and ensure that the URL given in the message correctly reflects the configuration of the message. In particular, this should be done if you change the URL of the Search and Retrieval Website, to ensure the URLs in message links have the correct server name in them.
• Archive and delete original – this action will archive messages in the same way as the ‘archive’
action, but then instead of creating a message link will delete the original item. This means that the owner of the item can only retrieve it using a search of the archive, so should be used with care.
• Archive attachments only – this action will archive messages in the same way as the ‘archive’
action, but then when it creates the message link will not remove any of the original body of the
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message. This effectively means that the only change to this message when creating the link is to remove the attachments. If the message is retrieved from the archive, the full message and attachments will be retrieved as the original.
• Change retention period – this action will find message links then change the retention period of the message stored in the archive. Messages whose retention period has passed will be considered expired and will not show up in archive searches and will be candidates for purging.
The retention can be set to an absolute date, to a date relative to the delivery of the original mail (eg 7 years after delivery) or to the default retention period for the repository.
Any option other than ‘no action’ should be used with great care, since inappropriate use may reorganize or destroy data and stop folder applications working. The first time you set up a policy, you should use copy or none as the action, and then check the search results to make sure the criteria are correct. Once you are sure it’s right, then set the action to move or delete.
If you specify archiving, moving or copying a mailbox, then by default a folder hierarchy will be created in the selected folder, as follows:
• A subfolder of the archive folder will be created, named with the name of the mailbox.
• A hierarchy of subfolders will be created in this folder, reflecting the hierarchy of folders that the message being copied is in.
For instance, if a message is archived from folder “Inbox/last year” in Bob’s mailbox, and the selected archive folder is “/Archive”, then the message would be archived to “/Archive/Bob/Inbox/last year”.
If a message is copied or moved, then the new message is identical to the original, except for the subject and some internal properties like the last modified date/time. Message links cannot be copied or moved, since the integrity of the data used to retrieve the archived message relies on maintaining the context of the original message.
Archiving will always archive mail into the repository defined for the mailbox that the mail has come from, unless you have enabled a repository override, in which case the specified repository will be used.
If you have selected to archive messages, then message links will be created in the original mailbox folder in place of the original messages. These appear the same as the original messages (they have the same subject and recipients, and some of the body text) but are actually very small copies. In this way, you can maintain the appearance of the original mailbox while considerably reducing its size.
There are two options for the style of message links, see the ‘Link Style’ page of the ‘Status’ node
‘Configuration’ sheet to change the style.
If you are using Outlook with Quick Link installed, then when the message link is selected for viewing it will be automatically retrieved from the archive and displayed. If you are using Outlook without Quick Link, or using OWA, then when the message link is viewed you will see a URL in the message – click this to retrieve and view the archived item.
When an archiving policy runs, it will not by default check message links, but this is a behavior you can turn on with the ‘Remove the message link if the message is deleted or expired’ checkbox on the
‘Archive’ variant of the ‘Actions’ page. If the option is enabled then if there is a retention period configured on a repository which has caused the message to expire, or if an administrator has deleted the message, then the message link will be deleted. Note however that this checking can make an archiving run much slower than otherwise, so it is not recommended unless you want message links for expired or deleted messages to be deleted.
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You can vary the behavior of ArchiveOne processing policies with the following options:
• If you are copying or moving messages, you can select to not create subfolders of the archive folder – then ArchiveOne will copy or move messages directly into the folder.
• If you are listing or copying messages, you can select to only list or copy messages that have been created or modified since the last time the policy was run.
This is done by tagging messages with a named tag, which you can set by clicking on the ‘Set tag name’ button. You should not normally need to worry about the tag name being used. The only cases where you may want to change the tag are:
• If you change this tag name, this policy will 'forget' all the messages it has previously processed.
• If you use the same tag name as another policy, then this policy will only process messages modified since the other policy ran.
• If you want to delete and recreate the policy, but you don’t want it to forget which messages had previously been processed, take a note of the tag name before you delete it, and ensure the new policy uses the same tag name.
• If you are copying or moving messages, you can select to have a descriptive note (which includes the policy search criteria and a list of the messages found) created in a folder called “Discovery information” in the destination (public folder, mailbox or PST).
• If you are using any non-Microsoft-standard document formats, such as Adobe Acrobat PDF files, you may also wish to install filters to enable ArchiveOne to find words from these documents (to enable you to search for words in them). ArchiveOne uses the Microsoft IFilter interface (as used by Microsoft Indexing Service) so you should ask the producers of your non-standard files if they have an IFilter DLL. Not all versions of Adobe PDF IFilter are installed on all versions of Window.
See Section Supported versions of Adobe PDF IFilter on page 139 in Appendix A Supported Configurations for supported versions.
You should ensure that ArchiveOne has administrative permissions on the archive folder you choose.
In effect, this means creating the folder in the same site as the ArchiveOne Service, or ensuring the
“Allow administration only from home site” option is cleared.