Marco 3.x Admin Guide

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www.doyouarchive.com

1/27/2014

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Copyright Notice

The use and copying of this product is subject to a license agreement. Any other use is prohibited. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any form by any means without the prior written consent of us. Information in this manual is subject to change without notice and does not represent a commitment on the part of the vendor. We do not warrant that this document is error free. If you find any errors in this document, please report to us in writing.

Trademarks

MARCO, the MARCO logo, MARCO Archiver and MARCO Email Archiver software are registered trademarks of Marco Archiver, LLC.

Microsoft, Windows, and Microsoft SQL Server are registered trademarks of Microsoft Corporation. MDaemon and Outlook Connector are registered trademarks of Alt-N Corporation.

All other product names are registered trademarks of their respective owners. Disclaimer

Marco Archiver, LLC. does not have or accept any liability, obligation or responsibility whatsoever for any loss, destruction or damage (including without limitation consequential loss, destruction or damage) however arising from or in respect of any use or misuse of or reliance on this document. By reading and following the instructions in this document, you agree to accept unconditionally the terms of this Disclaimer and as they may be revised and/or amended from time to time by Marco Archiver, LLC. without prior notice to you.

Document Version History Version Date 1.0 5/24/2011 1.1 6/15/2011 1.2 8/15/2011 1.3 8/31/2011 1.4 11/18/2011 2.0 3/6/2012 2.1 3/27/2012 2.2 10/1/2013 3.0 1/27/2014

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For compliance and peace of mind, many firms need the ability to capture, index, and archive a copy of all inbound and outbound e-mail messages. This “real-time” archiving handles all mail that is happening right now or beginning “‘day one.” However, it does not address mail which has already been received and has steadily accumulated on your mail server for several years. This “historical” e-mail is usually very overwhelming, consuming precious storage space and robbing resources. And, unlike real-time e-mail, historical e-mail is scattered throughout a mail server’s hard drive, living under different accounts, usernames, and user-driven folder structures.

MARCO creates two types of archives: The Global Archive (GA) and the Historical Archive (HA). You can use either or both types of archiving depending on your needs. The GA is built by grabbing a copy of all inbound and outbound e-mail messages and storing them in a safe and separate archive. The HA is built by examining the already-accumulated historical e-mail messages and, through a set of rules and jobs, safely removing and relocating the messages directly from the server's live mail store.

What You Need To Run MARCO

Microsoft Windows OS - XP Pro / Vista / 7 / 8 / 2003 / 2008 / 2012 Alt-N MDaemon Mail Server

Microsoft .NET Framework 3.0 or greater

IMAP / Alt-N Outlook Connector mail protocol (not needed for Global Archive use)

Important Safety Tips

Be sure that the proper version of .NET is installed prior to installing MARCO

MARCO must be installed on your MDaemon server. The database and archive can be located on other servers or devices.

MS SQL must be in place prior to MARCO installation.

Be sure and have the SQL instance name and SQL admin credentials ready: a. For MS SQL Server Express: YOURSQLSERVERNAME\SQLEXPRESS b. For full MS SQL Server: YOURSQLSERVERNAME

Either IMAP or Outlook Connector email protocol is required if you plan to use the Historical Archive (HA) feature of MARCO. The Global Archive (GA) feature is not protocol dependent. Moving from POP3 to IMAP or Outlook Connector is easy to do. See Helpful Links or the MARCO forum for a great how-to guide.

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Helpful Links

Utility to Check .NET Framework Download .NET Framework 3.5

Covert mailbox from POP3 to IMAP/Outlook Connector Download SQL Express - 32bit (not required)

Download SQL Express - 64bit (not required)

Installation - MDaemon Change

If not already enabled, please enable the missing header-date setting within MDaemon: 1. Open MDaemon console

2. Choose Setup-Preferences-Headers

3. Enable the first checkbox titled If missing, insert these headers

Installation - MARCO

During installation, there a few times when the MARCO install may appear to be non-responsive. This is especially true during the SQL database creation process. This is normal.

1. Run MarcoSetup.msi on server or PC 2. Follow onscreen installation instructions

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MARCO Console Explained

Jobs Tab

Archive Jobs Scheduling

Checkmark Indicates the job is currently enabled ID Job ID number

MD Domain MDaemon mail domain(s) that your archive job has been created

Type Indicates the type of archive job (HA - Historical Archive GA - Global Archive) Job Name Shows job name, last run, last result, frequency, threshold, next run, and domain. Last Run Date and time of last job run

Archived Displays the number of messages archived in the last archive job Result Result of last archive job (success or failure)

Next Run Date and time of next job run

Threshold Age threshold for archiving messages (days, months, years) Frequency How often an archive job will run

Global Archive

Domain Choose the domain to perform global archiving Mailbox Choose archive mailbox chosen in MDaemon Edit Edit Global Archive Job

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MDaemon Tab

Paths

MDaemon Location of your MDaemon installation Archive Location of the email archive folder

Default Domain The default domain for MARCO activities and jobs Marco Windows Account

Username Username for scheduled tasks to run and UNC path (format domain\user or [email protected]) Password Password for account

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Settings Tab

Archive Settings

Folders to exclude Select different folder types to exclude from archiving process User Location of the user folders within your MDaemon installation Archive Location of the MARCO archive folder

Default Domain The default domain for MARCO activities and jobs Web Settings

Date Format Choose your preferred date format for the web search interface Enable HTML Viewing Enables viewing of HTML emails in the web interface

Note: please understand security risk before enabling this feature

Enable User Restore Allows users to restore archived messages back to their mailbox

Note: this feature is disabled by default and only usually available to Global Admin

Expired Message Purge

Enable Enables the expired message purge feature Historical Apply the age filter to the historical archive only Global Apply the age filter to the global archive only

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Alerts Tab

Notification Messages

Fatal Errors Enable to receive email alert for fatal archiving errors

Nightly Summary Enable to receive email summary for all daily archive activity at specified time Summary Job Completion Enable to receive email alert after completion of each individual archive job Email From Valid email address to be used when send alerts

Email To Valid email address to send alerts

SMTP Server Mail server to use for sending email alerts (usually your MDaemon server) Port Permits the changing of SMTP port number (default is 25)

Enable Authentication Enable if your mail server uses SMTP authentication Login SMTP authentication user name

Pwd SMTP authentication passwords Send Test Message Test your MARCO SMTP settings

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Logs Tab

View Logs

System Logs Displays list of daily system logs

Bad Messages Log Displays list of daily bad message(s) logs

View Selected Items Highlight a log and select this button to view the log Log Settings

Debug Mode Enables log debug mode

Note: only enable for troubleshooting as logs will rapidly grow in size

Log Location Enables the changing of the log location on your hard disk Log Management

Send Logs to Support Automatically emails your logs to MARCO support

Clear All Error Logs Clears the error logs if they have become too large or asked to do so by support Clear Bad Message Queue Clears the queue which tracks bad archive messages

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Service Tab

Buttons

Service Toggle Start/stop the MARCO service (default status = running) Run Db Maintenance Performs database maintenance

View Selected Items Highlight a log and select this button to view the log

File-Repair Archive This utility will re-link archived messages to the MARCO database should it be

necessary. For example, you may install/relocate MARCO to a new mail server and need to re-link the archive. Please use this utility only under the careful direction of your reseller. ALWAYS BACKUP BEFORE USING THIS UTILITY.

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Configure MARCO Preferences

1. Launch MARCO console from desktop 2. Choose ‘MDaemon’ tab

a. Paths

These items should already contain values set during installation i. MDaemon Path: Location of your MDaemon installation ii. Archive Path: Location to store archived messages

iii. Default domain: choose default domain from drop down list b. Marco Windows Account

This is the account used to run the scheduled task as well as UNC path permissions should you decide to locate your archive on another device. An admin-level account is preferred

i. User name: enter user name (domain\username or [email protected] format) ii. Password: enter password

3. Choose ‘Settings’ tab a. Archive Settings

These checkboxes allow the admin to specify certain folders which should not be included in the archiving process. These folders will still appear in the job interface, however, they will appear grey if these checkboxes have been enabled.

i. Select the folders to exclude from the archiving process (default=all checked) ii. These settings apply to the historical archive

b. Web Settings

i. Web Date Format: choose the Web UI date format (default=mm/dd/yyyy) ii. Enable HTML email view: enables viewing of HTML mail within web interface

(default=disabled)

iii. Enable Restore for Users: enables users to restore messages back to mail client (default=disabled)

iv. Use Active Directory Login: If you use AD integration within MDaemon, enable this checkbox (default=disabled)

v. Enable Full Web Errors: Check this box to troubleshoot web UI errors (default=disabled)

4. Choose ‘Alerts’ tab

a. Notification Messages

Choose your level of e-mail notifications. The address should be valid within MDaemon. Many MDaemon configurations prevent the sending of e-mail messages from a non-valid address.

i. E-mail From: address to use when sending e-mail alerts & logs

ii. E-mail To: address where you wish to have the e-mail alerts & logs sent

iii. Check ‘Enable Authentication’ checkbox if you server requires SMTP authentication 1. Enter appropriate login and password information

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Configure MARCO Jobs

1. Choose ‘Jobs’ tab

2. Choose ‘Add’ to create a job a. Job Name: name the job

b. Domain: choose the domain that this job should be run against Only domains with mailboxes will appear in this dropdown list c. Beginning on {date} at {time}: choose date and time for job to run d. Enable: choose to enable/disable job from running

e. Archive all messages older than {days/weeks/months/years}: choose days (default=365 days) f. Run job every {days): choose how often to run the job (default=30 days)

3. Select folders to archive

a. Place checkmark next to mailboxes/folders that should be included in the archive process. b. Folders which appear in grey have been removed from processing by the ‘folders to exclude’

checkboxes within the Archive Settings area (see Configure MARCO preferences) 4. Choose ‘OK’

Note: you can create numerous and different archive jobs. For example, you may wish to define a more restrictive archive job for standard user mailboxes, and a more relaxed job for executives or sales level mailboxes. Or you may wish to apply a 365 day limit on ‘Inbox’ and a 182-day limit on ‘Sent Items.’ MARCO gives you the freedom to set your own jobs with your own time limits.

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Configure Global Archive

IMPORTANT! Please carefully review the above screenshot for recommended settings. 1. Open MDaemon software

2. Create a mailbox for capturing all e-mail (eg: [email protected])

IMPORTANT: This mailbox must be in the domain that you wish to archive mail

3. Choose Setup-Default Domain/Server 4. Choose Archiving

5. Enable ‘Send copies of all inbound and outbound mail to these addresses 6. Enter the e-mail address of the account created to capture all e-mail 7. Enable ‘Include local mailing list messages’ (optional but recommended)

8. Enable ‘Insert “(Archived Copy)” into the message subject header (optional but recommended) 9. Disable ‘Archive spam messages’

Note: we recommend enabling the ‘Insert (Archive Copy) into message Subject header’ so that you can always tell the origin of the message (ie historical message vs archive copy message).

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Configure Global Archive (continued)

10. Open MARCO admin console 11. Choose ‘Jobs’

12. Under the ‘Global Archive Job’ section

a. Choose the domain where your newly created archive mailbox is located b. Choose the newly created archive mailbox

c. Choose ‘Save’

13. The domain and mailbox should now appear in the left-hand pane (as seen above)

Note: once you have created the Global Archive Job, you will see a daily job appear in the job grid. It is usually titled ‘Global_domainname.com_mailboxname’

Note: Only one archive mailbox/job can be added at this time due to limitations within MDaemon. We’ve submitted an enhancement request to Alt-N to permit separate archive mailboxes for each hosted domain. MARCO has already been ported to accommodate this request once it has been added to MDaemon.

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Using Event Logs

MARCO tracks ongoing activities in its own event logs. You can toggle between the System Logs and the Bad Message Logs. Ongoing archiving activities and events are captured in the System Log. Should MARCO encounter an archiving issue with a specific message, it will flag the message in the database and add the message to the Bad Message Logs. Most message issues can be traced back to corrupt information within the header of the message.

To view a log

1. Open the MARCO admin console 2. Choose ‘Logs’

3. Select either the Systems Logs or Bad Message List

4. Highlight the log you wish to view (they are in order by date)

5. Click the ‘View Selected Items’ button and the log will open in Notepad

Note: Debug Mode can be enabled to capture more specific archiving activities into the log. These logs can become large very rapidly so exercise caution when temporarily enabling this feature.

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Admin Console Best Practices

BACKUP YOUR MDAEMON FOLDER PRIOR TO RUNNING YOUR FIRST JOB. DO NOT USE MAPPED NETWORK DRIVES FOR ARCHIVE STORE

The archive path can be located on a local drive, other PC/Server, SAN, or NAS device.

o Local hard drives can be a drive contained within the physical server, a USB-connected drive, or a SAN drive which has been appropriately configured.

o PC/Server and NAS devices can be used via UNC path only. Make sure that the MARCO account you have used in the Admin console is assigned to the PC/Server/NAS share so that IIS can properly read the archive store. Mapped drives are problematic with IIS so do not use them for archive storage.

NEVER MANUALLY MOVE THE ARCHIVE STORE. Instead, change the ‘Archive Path’ in the console. MARCO will relocate the archive and instruct the SQL database to update its paths and pointers. If you experience issues after the move, there is a ‘Repair Archive’ utility located in the Service tab that will reconnect the database to the archived messages. Please use this utility only under the careful direction of your reseller. ALWAYS BACKUP BEFORE USING THIS UTILITY.

The ‘folders to exclude by default’ section is a system-wide setting. That is, it will apply to all domains regardless of the default domain selected. Be mindful of the risks involved in un-checking the default settings. This is especially true for ‘deleted,’ ‘spam,’ and ‘junk’ folders. Archiving these folders could produce unexpected results and will pollute the archive with unnecessary e-mail. Moreover, it will make searching for legitimate e-mail more difficult. Excluded folders will appear grey in the job folder selector to signify a global bypass of their content.

The email addresses used within the console must be valid email box, email alias, or distribution list. By default, MDaemon will not allow e-mail to be sent by an account or e-mail address which does not exist (unless you have disabled this feature within MDaemon).

Running a MARCO job for the first time will take a while since everything must be initially cataloged and examined. Please be patient. Depending on your mail store size, this process may easily take a few hours or more. Subsequent run times will be drastically reduced since a large portion of older e-mail has already been archived and offloaded.

It is not necessary to run historical archive jobs each day. Unlike the global archive job (GA), historical archiving (HA) is a time consuming process. We recommend scheduling HA jobs to run monthly. This is set by default. The GA job default setting is daily

You can create numerous and different archive jobs. For example, you may wish to define a more restrictive archive job for standard user mailboxes, and a more relaxed job for executives or sales level mailboxes. Or you may wish to apply a 365 day limit on ‘Inbox’ and a 182-day limit on ‘Sent Items.’ MARCO gives you the freedom to set your own jobs with your own time limits.

Backup your MARCO database periodically. There are various third-party applications for backing up SQL databases, as well as SQL’s own backup system (recommended). If you are using SQL Express, you can search the Internet for free utilities that will perform SQL Express backups.

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The ‘Restore for Users’ feature should only be enabled by the administrator on an as-needed basis. If messages are restored by the user, they will not be archived a second time in order to prevents the creation of duplicate message entries within the archive.

It is recommended that you disable the Outlook Auto-Archive feature

MARCO Web Interface Explained

Logging In

For ease of use, MARCO is tightly integrated with the Alt-N MDaemon Mail Server. So, the same username and password that you use for accessing your e-mail will be the same for MARCO. Knowing your full e-mail address and password are essential should you wish to access the MARCO web interface.

1. Access website via Web browser. Your address may vary. The default address is: http://youre-mailservername:5000/Marco

2. Username is entered as your full e-mail address 3. Enter your e-mail password

4. Click the ‘Login’ button

Provided your account is valid, you will be immediately taken to the MARCO Search web page. It should resemble the screenshot listed below.

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MARCO Web Search

Quick search Use these links to quickly search the archive based on any field Advanced Search Click the small triangle to activate the advance search features Archive* Toggles between Historical and Global Archive for searching Domain Choose the domain to search

Mailbox Choose a specific mailbox to narrow your search (default=ANY) Folders Choose a specific folder to narrow your search (default=ANY) To & From Enter your search criteria. Wildcards are permitted

Start Date & End Date Click the field to reveal the calendars

Subject Enter your subject search criteria. Wildcards are permitted Checkbox Selects message for restoring (admin-only features Eyeball Click the eyeball icon to view a message

Paperclip Indicates message has an attachment. Click to view

*user must be an MDaemon domain and/or global administrator to enable these features

Navigation Buttons in lower-left corner for advancing through pages of messages Items Per Page Setting in lower-right corner that controls number of messages displayed

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Advanced Search Click the small triangle to activate the advance search features Archive* Toggles between Historical and Global Archive for searching

Domain Choose the domain to search

Mailbox Choose a specific mailbox to narrow your search (default=ANY) Folders Choose a specific folder to narrow your search (default=ANY) Subject Enter your subject search criteria. Wildcards are permitted To & From Enter your search criteria. Wildcards are permitted

Start Date & End Date Click the field to reveal the calendars

Items Per Page Setting in lower-right corner that controls number of messages _displayed

1 2 3 4 5

Restore Button (1) * Restores a copy of the selected message to the original path

Restore to different folder* Restores a copy of the selected message to another mailbox or folder Metrics (2)* Displays current statistics on the archive

Configuration (3) Permits the configuration of the web interface theme

Help (4) Click this button to view manuals and reach the support forums Logout (5) Logs user out of web interface

*user must be an MDaemon domain and/or global administrator to enable these features

MARCO Metrics

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Web Interface Best Practices

An admin can restore archived messages to an alternate mailbox and/or folder location. The ‘Restore to different User’ checkbox enables this feature. Prior to clicking the ‘Restore’ button, enable this

checkbox to instruct MARCO to restore a copy of the selected message(s) to the mailbox and folder location chosen from the adjacent drop down box.

By default, users are unable to restore messages back to their mailboxes or redirect the restoring of messages. This is a feature which is limited to users who are MDaemon Global and/or domain administrators. Allowing users to restore messages back into the mail server can defeat the overall purpose of archiving. This is the reason the feature has been limited to administrators by default. However, user-level restore can be enabled by checking the box ‘Enable Restore for Users.

By default, MARCO disables HTML viewing. Unlike text e-mails, HTML e-mails may contain harmful links and other embedded code which can be executed by opening, clicking on, or previewing a message. Within the admin console, you can enable HTML viewing; however, careful consideration should be given to enabling this feature. HTML viewing cannot be enabled for the Global Archive. Further, as an extra precaution, HTML viewing can ONLY be enabled if you are not archiving the SPAM, Junk Mail, or Deleted Items folders.

A Word about HTML e-mails and attachments

As mentioned previously, Inline HTML and attachment viewing have been disabled by default. It can be

enabled for the Standard Archive but not for the Global Archive. Why is this so important to us? Well, historical mail has been filtered, scanned, and reviewed by a user long before it gets archived. Then it gets stored in a series of folders. For the most part, this e-mail is SPAM and crimeware-free, except that which has been deemed as such and placed in the appropriate folders. Since MARCO is folder aware, it ignores the content of certain folders (ie SPAM, Deleted, Junk etc) by default.

Real-time archiving is performed outside of user control and therefore is not subjected to the same type of system and human filtering. After all, it is supposed to capture a copy of all e-mail. This creates a challenge since there are no static folders to globally eliminate (ie SPAM, Deleted, Junk etc). It also means that amongst legitimate e-mail, there may be a message with a harmful attachment that, when viewed, may attempt to execute hidden code. This is the key reason behind disabling HTML and attachment viewing, within the Web interface. You will still be able to restore the message (or redirect it) and view it as usual from your e-mail client software. We just don't want anyone to accidentally execute an embedded e-mail object or unsuspected attachment while in the Web interface.

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How To…

Restore Message

1. Choose between the Historical and Global Archive 2. Locate the message to restore

3. Place a checkmark next to the message(s)

Note: if you wish to restore the message(s) to a different mailbox\folder, enable the ‘Restore to different user’ checkbox and choose an alternate restore location from the drop-down box 4. Choose ‘Restore’

5. Check the mailbox and confirm message has been restored View all messages archived beyond 365 days (1 year) ago

1. Choose between the Historical and Global Archive

2. Make sure the appropriate user name and domain is selected 3. Make sure the Folder drop-down is set to ‘ANY’

4. Click the Quick Search button marked ‘Last - Year’

5. All messages which were archived beyond one (1) year ago are now displayed The same procedure can be used for any Quick Searches

Search e-mail for other users/domains

1. Choose between the Historical and Global Archive

2. Select the appropriate domain and user name from drop-down 3. Enter appropriate search dates (or use Quick Searches)

4. Select specific folder or leave the drop-down on the ‘ANY’ default 5. Enter subject search criteria

Marco 3.x Admin Guide

www.doyouarchive.com

1/27/2014

Table of Contents

What You Need To Run MARCO

Important Safety Tips

Helpful Links

Installation - MDaemon Change

Installation - MARCO

MARCO Console Explained

Configure MARCO Preferences

MARCO Web Interface Explained

How To…

Technical Support

E-mail support:

[email protected]

Forums:

http://forums.doyouarchive.com

Click Here For How To & Best Practices Forum

Click Here For Quick Installation Guide

Click Here For Frequently Asked Questions