Excelerate Software’s eMail Archive
User Guide
Version 2.0
Introduction ...4
What is eMail Archive? ...4
Compliance Capabilities ...4
Cap on Message Size...4
Overview ...5
What’s In This Section...5
What is Important to Know...5
Requirements...6
Requirements Overview ...6
Microsoft Exchange Requirements...6
Email Archive Platform ...6
Google Apps...6
Hardware Considerations for Windows Machines ...7
Hardware Requirements for Linux Machine...7
Space Required to Store Message...7
What’s Important to Know...7
Getting the Software ...8
Software Retrieval Overview ...8
Getting the Linux Version of eMail Archive...8
Getting the Windows Versioner of eMail Archive...8
What’s Important to Know...8
Licensing...9
Licensing Overview ...9
Trial License ...9
Full License ...9
Installation...10
Installation Overview ...10
Instructions for Linux Version of eMail Archive...10
Instructions for Windows Version of eMail Archive ...11
Using eMail Archive with Google Apps for Business ...11
Configuration Overview...12
Overview...12
Configuring Exchange for Use with eMail Archive...13
Exchange Configuration Overview ...13
Mail Domains...17
Login Information...18
Mail Server –Incoming Mail Tab Configuration Steps...18
The Mail Server’s Outgoing Mail Tab ...19
Outgoing Protocols for the Outgoing Mail Tab...19
Login Information for Outgoing Mail Tab...20
Configuring the Mail Server – Outgoing Mail Tab ...20
The Mailbox Access Tab Settings ...21
Default Authenticate Users Setting...21
Configuring the Mailbox Access Tab ...22
Mail Server’s Advanced Settings ...23
Default Settings in the Advanced Tab ...23
Using Test Connection on Mail Server’s Advanced Tab...24
Configuring Mail Rules ...25
Mail Rules Configuration Overview...25
Mail Rule Actions...25
Mailbox Rule Parameters ...26
Operators in Mail Rules ...27
Using Multiple Rule...27
Editing Mail Rules...28
Deleting Mail Rules...28
Creating a Mail Rule ...28
What’s Important to Know...29
Configuring eMail Archive’s Mail Drop ...30
Mail Drop Configuration Overview ...30
Establishing a Mail Drop...30
Configuring eMail Archive’s Mail Drop ...31
Overview...31
Establishing a Mail Drop...31
Configuring eMail Archive’s Users ...32
User Configuration Overview...32
Adding a User in eMail Archive...32
Editing a User in eMail Archive...33
Deleting a User in eMail Archive...33
What’s Important to Know...33
Configuring eMail Archive’s Notifications ...34
Notification Configuration Overview...34
Adding a Notification to eMail Archive ...34
What’s Important to Know...34
Configuring eMail Archive’s Licenses...35
Licensing Overview ...35
Purchasing a License ...35
Adding a License ...35
Configuring eMail Archive’s Network Settings...36
Network Settings Configuration Overview ...36
Configuring the Network Settings ...37
Powering Off eMail Archive ...37
Rebooting eMail Archive...37
Configuring Google Apps for Business ...38
Google Apps for Business Overview ...38
Permissions Needed to...38
Configuring Your Firewall ...38
Setting up Google Apps for Business to Use eMail Archive ...38
What’s Important to Know...38
Using eMail Archive Overview...39
Section Overview...39
What’s Important to Know...39
My Archive ...40
My Archive Overview...40
My Archive...40
Email Statistics in My Archive...40
Available Disk Space...40
Known Issues ...41
Search...42
Search Overview ...42
Main Search Screen ...42
Available Actions in Search ...42
Performing a Search...43
Other Actions in Search Results...43
Refreshing the Screen for a New Search ...43
Performing an Advanced Search...44
Using Phrases and Terms in Searches ...45
Wildcard Searches ...45
Fuzzy Searches...45
Proximity Searches...45
Escaping Special Characters...45
Using Boolean Searches in Search Results ...46
Using Boolean Operators in eMail Archive Searches ...47
Grouping in Boolean Searches...47
Introduction
What is eMail Archive?
eMail Archive is available as either virtual appliance or a hardware appliance-based application. Both versions function in either Windows and Linux environments. Administrators use a web interface for managing the
application. eMail Archive works with Microsoft Exchange and Google Apps (other any other popular SMTP mail-based systems which use a common mailbox for storage).
eMail Archive makes a complete archive all forms of email communications: incoming, outgoing, and internal. Each email is archived permanently, and securely, so that users cannot alter or delete archived content.
Users can apply eMail Archive’s search capability to locate crucial emails and their attachments. The application has criteria-defined search capablilties. In addition, it enhances Exchange message stores and provides message-level data recovery. Messages can be exported to EMLfiles. Emails to and from the created users in Google Apps for Business may be archived in eMail Archive.
Compliance Capabilities
eMail Archive provides a secure and efficient means to meet the ever-changing laws and regulations associated with compliance. It also allows organizations to have a ready-made response to discovery requests from auditors or other legal representatives.
Organizations using eMail Archive will be able to comply with wide range of different regulations, including the following:
Sorbanes-Oxley HIPAA
Federal Rules of Civil Procedure
Cap on Message Size
eMail Archive limits the sizes of the message files that it will archive. It does not archive files exceeding 250 megabytes in size. This means, for example, emails which consist of large videos may not necessarily be archived.
Overview
What’s In This Section
This section of the eMail Archive User Guide covers the hardware and software requirements for using eMail Archive. It covers requirements for both Exchange and the eMail Archive platform.
The section also provides instruction of how to download the software. It provides this instruction for the Linux version, the Windows version, and the Google Apps of the application.
Finally, the section provides step-by-step instructions for installing eMail Archive. It also covers the eMail Archive licensing provisions.
What is Important to Know
This section assumes a certain level of IT knowledge and skill. People seeking to install eMail Archive should, at the very least, be familiar with, and capable of using Microsoft Exchange, Google Apps, Windows Server, CentOS, or Redhat Enterprise Linux.
People installing eMail Archive should also be comfortable working with network connections and configuring ports.
Requirements
Requirements Overview
This section addresses the software and hardware required for operation of an eMail Archive instance. Anyone planning to install eMail Archive should review it prior to attempting an installation.
Microsoft Exchange Requirements
The successful installation of eMail Archive requires the use of Microsoft Exchange Server. Installations may be done with Microsoft Exchange 2003, Microsoft Exchange Server 2007, or Microsoft Exchange Server 2010. Installation will also require Microsoft Exchange SMTP services. In addition, Microsoft Exchange POP3 and IMAP services should be enabled.
Email Archive Platform
The successful installation of eMail Archive requires the following resources: Windows Platform
o Windows 2003
o Windows 2008 (Standard Edition) CentOS 5 or better
Google Apps You can configure eMail Archive without having created a Google for Business Apps account. However, once you are ready to start using eMail Archive and Google for Business Apps, you will need to have the
administrative ability to do the following for Google for Business Apps: Create a valid Google Apps Sign-up
Verify the ownership of the domain name to be used Reach the Google Apps Administrator Panel
Manage or create user Google user accounts for all users
Requirements,
continued HardwareConsiderations for Windows Machines
The successful installation of eMail Archive requires the following: Pentium 4 CPU or higher
2GB of RAM
80MB of free disk space for eMail Archive’s operations
Hardware Requirements for Linux Machine
eMail Archive will operate in either a physical or virtual Linux server. Both types of server require the current Cent0S operating system. In addition, the server should have the following features:
500 GB of disk drive space for the operating system and the operation of eMail Archive.
As with the Windows hardware requirements, this disk space requirement does not include the space need to store email messages.
Space Required to Store
Message
In both the Windows and Linux hardware requirements discussions above, the free disk space needed for operation does not include the storage space needed for messages.
Calculation of the amount of storage which should be designated to messages is an active administration task, and should be reviewed carefully. To provide a metric for calculating anticipated storage needs, consider that storing 10 million e-mail messages would require roughly a terabyte of storage space.
What’s Important to Know
Proper configuration of the ports is essential; Port 80 must be free. If IIS or Apache Web Server should either not be installed or configured to use a different port.
Getting the Software
Software Retrieval Overview
This section provides directions for downloading eMail Archive from the eMail Archive website. It is possible to download versions of the application for both Linux and Windows.
Getting the Linux Version of eMail Archive
To download the eMail Archive for Windows version, click on
http://emailarchive.us/download/. Your brower should take you to the download section of the eMail Archive website.
You can click the Download button to begin downloading the application. If you have Dropbox installed, you can choose to have the eMail Archive application downloaded directly to your local instance of Dropbox.
Getting the Windows Version of eMail Archive
To download the eMail Archive for Windows version, click on http://emailarchive.us/download/ Your brower should take you to the download section of the eMail Archive website.
You can click the Download button to begin downloading the application. If you have Dropbox installed, you can choose to have the eMail Archive application downloaded directly to your local instance of Dropbox.
What’s Important to Know
While eMail Archive works with Google Apps for Business, this capability works through configuration settings in the Google Apps for Business Control Panel. If you plan to use Google Apps for Business with eMail Archive, you should download the eMail Archive version best suited for your server. For example, if you are using a Windows server, you should download the eMail Archive version for Windows.
Licensing
Licensing Overview
Licensing for eMail Archive is provided in two ways, trial and full use
Trial License Under the terms of the eMail Archive license, any user may download and install the application on a trial basis. Users may use the application for 14 days without restriction, on a fully functional basis. After that, the application will revert to an evaluation model.
Full License To receive a full license, contact eMail Archive
[email protected]. Once you have gotten the license key, you may enter it in the License option, located in eMail Archive’s main menu.
Installation
Installation Overview
There are two approaches to installing eMail Archive, one for the Linux version and one for the Windows version. You should select the installation instructions associated with the version you have downloaded.
Both sets of instructions assume you have the appropriate rights as an administrator.
Instructions for Linux Version of eMail Archive
Follow this procedure to install the Linux version of eMail Archive:
Step Action
1. Download the RPM installation file for the eMail Archive software from the web site http://www.emailarchive.us
2.
Use the following command to disable the sendmail service to make sure it does not conflict with the eMail Archive application:
Chkconfig –del sendmail
3.
Us the following RPM command to install eMail Archive rpm –I emailarchive-install.rpm
-I = Install
4.
Reboot the server and connect using a web browser to the following URL:
https://address-of-archive-server
5.
At the login screen, enter the following as the user name and password: admin, admin.
Installation,
continued Instructions forWindows Version of eMail Archive
Use the following steps to install eMail Archive on a Windows server:
Step Action
1. From the eMail Archive Download page, down-load page, down load the Window version of eMail Archive,
2. Click on the exe file, and then click the Run button on the Installation screen.
3.
When the installation is complete, use a web browser to navigate to https:address-of-archive-server,
Note: address-of-archive-server is the name of the server where you installed eMail Archive.
4.
At the login screen, login using the user name admin and the password admin.
Using eMail Archive with Google Apps for Business
Using eMail Archive with Google Apps for Business requires an additional step beyond installing the application on your network. You will have to configure the settings for the Google App for Business mail server to use eMail Archive as a secondary mail server.
However, you should not do this until after you have fully configured eMail Archive. For instructions on how to configure Google App for Business’ mail
Configuration Overview
Overview This section provides instruction about the configurations for both Exchange and eMail Archive. It assumes that the person doing the configurations is familiar with the conventions of working in a network and has the required privileges.
It also contains instructions on configuring Google Apps for Business so that it may be used with eMail Archive. If you are configuring Google Apps for Business to run with eMail Archive, you will not need to configure the Mail Server in eMail Archive. You may skip that section of the eMail Archive configuration procedures. Instead, proceed directly to Configuring Mail Rules
Configuring Exchange for Use with eMail Archive
Exchange Configuration Overview
Using eMail Archive requires the configuration of Microsoft Exchange Server. The application requires that journaling for a mailbox. It also requires that POP3 and IMAP4 run as automatic services.
Configuring Exchange Server for use with eMail Archive requires that you have the appropriate administrative rights for Exchange. Without those rights, you will not be able to complete the configuration successfully.
You will need, for example, membership in the local administrator’s group in the target server in order to enable the appropriate services settings for POP3 and IMAP4. If you do not have permissions of this kind, you should consult with the administrator who does have them.
Understanding Journaling
Journaling represents the ability to capture all of an organization’s
communications. eMail Archive uses journaling as a tool in the archiving process because when journal is enabled, all communications are stored in a single location.
User Account and Mailbox in Exchange Server
Configuring journaling in Exchange requires you to create a new user in Exchange and an Exchange mailbox for that user. The newly created user’s password should be secure as well. It might also be helpful to give this new user a name which signals to the knowledgeable a relationship to eMail Archive. You might call the user, for example, Archivist. For simplicity’s sake, you might choose to call it eMail Archive.
Configuring Exchange for Use with eMail Archive,
continued ConfiguringExchange Server 2003
Use the following steps to configure Exchange Server 2003:
Step Action
1. Open Exchange System Manager, navigate to the mailbox store you will be journaling, right click on it, and choose Properties. 2. From the General tab, select the option Archive all messages
sent and received by mailboxes on this store.
3.
Click the Browse button below the option and navigate to the account you created (Archivist in our prior example), select it and click OK until returned back to the Exchange System Manager.
4. Close Exchange System Manager.
5. Open System Manager and then use System Manger to set IMAP 4 service to Automatic and then start the service. 6.
With the Exchange System Manager, navigate to the server containing eMail Archive (it will be the one containing user Archivist), and expand the Protocols.
7. Expand the Default IMAP4 Virtual Server, right click it, select it, and then start it.
8. Navigate to the POP3, expand it, select POP3, right click it, select it, and then start it
Configuring Exchange for Use with eMail Archive,
continued Setting theIMAP4 Service to Automatic in Exchange 2007
Use the following process to set the IMAP4 service to automatic in Exchange 2007:
Step Action
1. Select Services (Local) in the Microsoft Management Console.
2. From the Results screen, right-click Microsoft Exchange IMAP4, and then click Properties.
3. On the General tab, select Startup Type, click Automatic, and then click Apply.
4. At the Service Status , click Start, and then OK.
Enabling POP3 in Exchange 2007
Use the following steps to configure POP3 in Exchange 2007:
Step Action
1. Select Services (Local) in the Microsoft Management Console. 2. From the Results screen, right-click Microsoft Exchange POP3,
and then click Properties.
3. On the General tab, select Startup Type, click Automatic, and then click Apply.
4. At the Service Status , click Start, and then OK.
What’s Important to Know
The steps for enabling POP3 and IMAP4 services in Exchange Server 2007 and Exchange Server 2010 are the same.
Configuring eMail Archive’s Mail Server
Mail Server Configuration Overview
This section provides instruction on the configuration of the eMail Archive Mail Server. Configuring this mail server defines and controls how emails will be archived.
User Account The User Account of eMail Archive functions as a special e-mail account. This account is created on the server and used for the archiving of all email, incoming and outgoing. All mail in the organization will be copied to this account.
Protocols eMail Archive supports several different e-mail protocols. There are
preferences associated with the protocols. Specifically, POP3 and POP3/SSL are preferred to their IMAP counterparts, IMAP and IMAP/SSL. POP3 and POP3/SSL are simpler protocols which scale better for heavily used (high traffic) mail servers.
In addition, the MS Exchange Web Access and the Secure MS Exchange Web Access protocols both require Exchange Server 2007 or Exchange Server 2010.
The complete list of protocols is as follows: POP3
POP3/SSL IMAP IMAP/SSL
MS Exchange Web Access
Secure MS Exchange Web Access
Incoming Server
Using eMail Archive requires a hostname incoming mail server. In the cases of MS Exchange Web Access and Secure MS Exchange Web Access, it is a requirement that the hostname be the URL of the web access.
This would mean that the URL would be either http://webmail.somehost.com
or https://webmail.somehost.com, respectively.
Configuring eMail Archive’s Mail Server,
continued The MailServer’s Incoming Mail Tab
Mail Domains The mail domain settings define which domains will route to the eMail Archive server. To route more than one domain to the eMail Archive server, separate each domain with a comma
Anyone using either MS Exchange Web Access or Secure MS Exchange Web Access must make certain his or her user name includes the domain name and the user name. An example of this would be as follows:
somedomain/someuser.
Configuring eMail Archive’s Mail Server,
continued LoginInformation
This is the login associated with the account created in Exchange Serveror on the mail server that will be used to extract all the messages created, sent, or received. In essence, this is the login needed to get into that mailbox.
Mail Server – Incoming Mail Tab
Configuration Steps
Use the following steps to configure the Incoming Mail tab
Step Action
1. In the E-Mail Address field, enter the email address all emails are to be copied to in daily operations.
2. In the Incoming Protocol field, click on the drop-down field to select the appropriate e-mail protocol.
3. In the Incoming Server field, enter the name of the incoming server.
4. In the Mail Domains field, enter the mail domains to be routed to this server. Separate each domain by a comma.
5. In the User Name field, enter the user name to connect to the server.
6. In the Password field, enter the password to be associated with the user name.
Configuring eMail Archive’s Mail Server,
continued The MailServer’s Outgoing Mail Tab
Configuring the Outgoing Mail tab allows eMail Archive to forward and resend emails and to send notifications when it encounters issues.
Outgoing Protocols for the Outgoing Mail Tab
eMail Archive supports the following outgoing e-mail protocols. They are SMTP
SMTP/SSL
Configuring eMail Archive’s Mail Server,
continued LoginInformation for Outgoing Mail Tab
The login information entered on the Outgoing Mail tab defines the user name and password used to send outgoing mail. As a rule, it is the same as the incoming user name and password. The default is defined in this way. If the user name and password are different, you should select the Logon Using radio button and enter the required credentials.
You should also disable the Mail Server Requires Authentication checkbox if your mail server does not require authentication.
Configuring the Mail Server – Outgoing Mail Tab
Use the following procedure to configure the Outgoing Mail tab:
Step Action
1. In the Outgoing Protocol field, click on the drop-down button to select the appropriate protocol for outgoing mails.
2. In the Outgoing Server field, enter the IP Address for the outgoing mail server.
3.
If you want to require the mail server to authenticate the login, enable the Mail Server Requires Authentication check box.
4.
If you want the mail server to use the same information as the Incoming Mail Server, enable the Use the Same Settings as My Incoming Mailbox radio button .
5.
If you want to use a different login, enable the Log on Using radio, and then enter the appropriate use name and password in the User Name and Password fields.
Configuring eMail Archive’s Mail Server,
continued The MailboxAccess Tab Settings
The Mailbox Access tab is used to determine whether or not users will be able to see their archived email via a POP3 mail client. The tab authenticates users, making use of a specified protocol (typically, it is the same protocol as the one selected on the Incoming Mail tab).
The Mailbox Access tab will also have the default port filled in; however, you may have to specify the hostname. If you are using MS Exchange Web
Configuring eMail Archive’s Mail Server,
continuedConfiguring the
Mailbox Access Tab
Use the following procedure to configure the Mailbox Access tab:
Step Action
1.
Accept the default setting for Authenticate Mail Users unless you want all users to have access to their mail through eMail Archive.
2.
Use the drop-down box in the Incoming Mail Protocol field to specify which protocol is to be used.
Note: This should be the same protocol as the one used on the Incoming Mail tab.
3. List the domains you want to have covered by the Mailbox Access, separating each domain with a comma.
Configuring eMail Archive’s Mail Server,
continued Mail Server’sAdvanced Settings
From the Advanced tab, users can make changes to the server ports used by eMail Archive, how often the application will connect to look for email. A setting in this tab also determines which folder the application will archive from.
Configuring eMail Archive’s Mail Server,
continued Using TestConnection on Mail Server’s Advanced Tab
Use the following process to test the established connection in eMail Archive’s mail serer:
Step Action
1. To test the eMail Archive Mail Server connection, click the Test Connection button on the Advanced Tab.
2.
After the system responds with a confirmation, click the OK button to add the mailbox and have eMail Archive begin archiving email.
Configuring Mail Rules
Mail Rules Configuration Overview
eMail Archive provides administrators with the means to establish and enforce rules about how email is to be archived in the organization. These rules make it possible to determine whether or not eMail Archive will archive or ignore emails which meet the criteria created by the rules.
Mail Rule Actions
eMail Archive uses the mail rules to perform one of two actions: Archive or Ignore. These two outcomes are specified in the Action field.
Configuring Mail Rules,
continued Mailbox RuleParameters
Each of the two outcomes for an incoming piece of mail will be determined by expressions created using the drop-down list found in the Field field. The field selection directs which part of an incoming email eMail Archive is to examine in order to make a determination about how the given email is to be processed. For example, selecting, BCC from the Field list means that any email which has an entry in the BCC field will be treated according to the specified outcome.
The available field selections are as follows: To
From BCC CC Subject Sent Date Size Body
Configuring Mail Rules,
continued Operators inMail Rules
With the use of operators in Mail Rules, eMail Archive administrators can establish specific values to be included in the rule processing. In the Operator field, it is possible to select from the following drop-down list:
Includes All Includes Any Excludes All
With these operators, an administrator can define values that will determine which emails will be excluded or including, given the selection made in the Field drop-down list. For example, an administrator might select Body in the Field drop-down list, and then select the operator Excludes All in the
Operator field before entering the phrase “Star Trek” in the Value field. This value entry will then exclude all emails containing the phrase from archival. Selecting Includes All means all the values must be present. Selecting Includes Any means the application will take action if any of the values are present. Includes All would mean only “Star Trek” would trigger an action; Includes Any means “Star” or “Trek would do so.
Note: It is not necessary to place quotes around a phrase when making an entry in the Values field.
[ Using Multiple Rule
It is possible to use multiple rules in eMail Archive. In fact, it is a
requirement if you wish to have eMail Archive review more than one field in an email. For example, to have the application examine both the subject line and the body of an email for the phrase “Star Trek” will require two rules, one with Subject as the field selection for the phrase and another with Body as the field selection for the phrase.
The rules will run in descending order. The most recently created rule will be at the bottom.
Configuring Mail Rules,
continued Editing MailRules
To edit a given rule, select it in the Mail Rule Management screen, and then click on it. The selected rule will open. Once editing is complete, click on the OK button to save it.
Deleting Mail Rules
To delete a given rule, select it in the Mail Rule Management screen, and then click on it. eMail Archive will present a deletion confirmation screen. Click OK to delete the selected rule.
Creating a Mail Rule
Use the process below to create mailbox rules in eMail Archive:
Step Action
1. From the Main Menu, click on the Mail Rule icon.
2. From the Mail Rule Management screen, click on the Add Rule button.
3. Click on the drop-down list in the Action field to establish the preferred eMail Archive action as Archive or Ignore.
4. Click on the Add Expression button to open the Field Editor form used for creating an expression.
5.
Click on the drop-down list in the Field field to select the field the rule should apply to.
Note: You will only be able to make one selection in this field. To have eMail Archive examine more than one field, you will have to create additional rules.
6.
Click on the drop-down list in the Operator field to choose how eMail Archive is to apply the value you specify in the Value field.
Note: Selecting Includes Any means any occurrence of the selected value in the designated field will cause the email to be archived.
7. Enter the value you want to use as the focal point of the expression in the Value field.
Configuring Mail Rules,
continued What’sImportant to Know
Administrators should take some care with Mailbox Rules. In particular, they should make sure they do not inadvertently setup mutually exclusive
conditions for archiving rules, an error which holds the potential for having no emails archived or unnecessary archiving.
Administrators should also consult with upper management to ensure that decisions about the establishment of mail rules are consistent with the organization’s regulatory and legal requirements.
Configuring eMail Archive’s Mail Drop
Mail Drop Configuration Overview
eMail Archive’s Mail Drop function provides administrators with the means to designate where on a network the mail archive should be stored. In addition, it is also possible to establish how much free space should remain. Approaching this limit will trigger a notification to specified parties.
Establishing a Mail Drop
To establish a mail drop in eMail Archive, use the following steps”
Step Action
1. From the Main Menu, click on the Mail Drop icon. 2. From the Mail Drop option, click on the Add Mail Drop
button.
3. In the Directory field, enter the network path for the directory that is to serve as the mail drop.
4.
In the Free Space to Leave field, enter how much disk space eMail Archive is to leave free.
Note: eMail Archive will send out a notification when the remaining free space limit is reached.
5. Enable the Read Only check box if the mail drop is to function in Read Only mode.
Configuring eMail Archive’s Mail Drop
Overview eMail Archive’s Mail Drop function provides administrators with the means to designate where on a network the mail archive should be stored. In addition, it is also possible to establish how much free space should remain. Approaching this limit will trigger a notification to specified parties.
Establishing a Mail Drop
To establish a mail drop in eMail Archive, use the following steps”
Step Action
1. From the Main Menu, click on the Mail Drop icon. 2. From the Mail Drop option, click on the Add Mail Drop
button.
3. In the Directory field, enter the network path for the directory that is to serve as the mail drop.
4.
In the Free Space to Leave field, enter how much disk space eMail Archive is to leave free.
Note: eMail Archive will send out a notification when the remaining free space limit is reached.
5. Enable the Read Only check box if the mail drop is to function in Read Only mode.
Configuring eMail Archive’s Users
User
Configuration Overview
eMail Archive’s User option allows the management of users within the application. Once a user has been created with the function, he or she will have access to eMail Archive.
Typically, organizations prefer to restrict user access to eMail Archive. However, it does sometimes occur that some firms allow all users access to the application. This access decision should be consistent with legal and regulatory compliance requirements as well organization policy.
Users can be granted access as both normal users and administrative users. As with all applications, care should be taken when issuing administrative rights.
Adding a User in eMail Archive
Use the following steps to add a user in eMail Archive:
Step Action
1. From the Main Menu, click on the Users icon. 2. From the User option, click on the Add User button. 3. In the Login field, enter the login information for the new
user.
4. In the Email Address field, enter the email address for the new user.
5. In the Password field, enter the password for the new user. 6. In the Confirm Password field, confirm the password for the
new user.
7. Enable the checkbox if the new user is to have administrative rights.
8. Click OK to add the new user.
Configuring eMail Archive’s Users,
continued Editing a Userin eMail Archive
Use the following steps to edit a user:
Step Action
1. From the Main Menu, select the Users option.
2. From the User Management screen, select the user to be edited.
3. Click on the Edit User button and make the required changes to the user’s information.
4. Click on the OK button to save the changes.
Deleting a User in eMail Archive
Use the following steps to delete a user:
Step Action
1. From the Main Menu, select the Users option.
2. From the User Management screen, select the user to be deleted.
3. Click on the Delete User button.
4. At the eMail Archive confirmation prompt about deleting the user, click the OK button to delete the selected user.
What’s Important to Know
It is important to be certain user access is consistent with compliance objectives for the organization. It is also important to make certain sound password security practices are followed for all users, particularly those with administrative rights.
Configuring eMail Archive’s Notifications
Notification Configuration Overview
eMail Archive contains the means to notified specified personnel in the event that an issue develops with the applications operations. The system would notify someone if, for example, the mail drop is reaching the free disk space limitation defined in the Mail Drop option.
Adding a Notification to eMail Archive
Use the following steps to add someone to the system who needs to make use of eMail Archive’s notification functionality to resend or forward an email or learn if the application has an issue.
Step Action
1. From the Main Menu, select the Notifications option. 2. From the Notification option, click on the Add Notification
button.
3. Enter the email address of the person eMail Archive should notify in the event of an issue.
4. Click on the OK button to save the email address of the person to be notified..
What’s Important to Know
While organizational policy might require that members of upper
management be notified in the event of an issue, it is essential that at least one person in the notification list have administrative rights in eMail Archive.
Configuring eMail Archive’s Licenses
Licensing Overview
Licenses for eMail Archive are managed through the Licensing option on the eMail Archive Main Menu.
eMail Archive offers new users a 14 day trial period. New licenses may be obtained from Excelerate Software, Inc..
Purchasing a License
Use the following steps to purchase a license for the trial version of eMail Archive:
Step Action
1. From the Main Menu, click on the Licensing icon. 2. From the Licenses option, click on the Purchase License
button.
Adding a License
Use the following steps to add a license:
Step Action
1. From the Main Menu, click on the Licensing icon.
2. From the Licenses option, click on the Add License button.
3.
In the Add License Key field of the Add License form, enter the license key received by email from Excelerate Software, Inc..
Configuring eMail Archive’s Network Settings
Network Settings Configuration Overview
From the eMail Archive Network option, administrators can configure network settings for the application. They can also control essential operations, such as rebooting and powering down
As with Mail Server’s configuration process, it may be effective to have certain information about the network readily available. This information would include IP Address, network mask, broadcast, and gateway. It would also be useful to have DNS information at hand.
Network Setting Form
You have the option of obtaining an IP address automatically by making that selection in the Network Config: drop-down field.
Configuring eMail Archive’s Network Settings,
continued Configuring theNetwork Settings
Use the following steps to configure eMail Archive’ network settings:
Step Action
1. From the Main Menu, click on the Networkicon.
2.
In the Network Config field, click on the drop-down list and choose from either Use the Following IP Address or Obtain IP Address Automatically.
Note: If you select Obtain IP Address Automatically, skip down to Step 4.
3. In the IP Address field, enter the IP address you want the application to use as part of its network settings.
4. In the Network Mask field, enter the network mask you want eMail Archive to use as part of its network settings.
5. In the Broadcast field, enter the broadcast address you want the application to use on the network
6. In the Gateway field, enter the gate address you want the application to use in its network settings.
7.
In the DNS field, enter the DNS servers you want the application to use.
Note: Remember to use commas when entering multiple DNS servers.
8.
In the DNS Search Domains, enter the domains you would like to have eMail Archive search.
Note: Remember to use commas when entering more than one domain.
Configuring Google Apps for Business
Google Apps for Business Overview
In order to make Google Apps for Business work with eMail Archive, you will have to make certain changes to the Google Apps for Business mail server used with your Google Mail.
Permissions Needed to
You will need to have the appropriate permissions for your Google Mail instance. Specifically, you should have the administrative ability to do the following for Google for Business Apps:
Create a valid Google Apps Sign-up
Verify the ownership of the domain name to be used Reach the Google Apps Administrator Panel
Manage or create user Google user accounts for all users
Configuring Your Firewall
It will necessary for you to configure your firewall in order for Google Apps for Business and eMail Archive to work together. You will need to open SMTP Port 25 on the firewall associated with the eMail Archive server.
Setting up Google Apps for Business to Use eMail Archive
Use the following steps to configure Google Apps for Business for use with eMail Archive:
Step Action
1. Login to your Google Apps for Business dashboard.
2. From the Google Apps for Business dashboard, select Email 3. On the General Tab, go to the Email Routing section and
enable the Destination checkbox.
4. Enter the IP address of your eMail Archive server in the Destination field.
5. Log out of your Google Apps for Business dashboard.
What’s Important to Know
If you are configuring Google Apps for Business to run with eMail Archive, you will not need to configure the Mail Server in eMail Archive. Once you have configured the settings in Google Business Apps, mail will begin arriving.
Using eMail Archive Overview
Section Overview
This section provides instruction on how to use eMail Archive. It covers search functionality and available actions for emails located by a search. It also discusses the dashboard view found in My Archive.
What’s Important to Know
Typically, only users with administrative rights are granted access to eMail Archive. However, if your organization has opted to allow all users to have access to the application, you may find it beneficial to provide them copies of this section of the user guide.
My Archive
My Archive Overview
The My Archive view functions as a dashboard for administrators of eMail Archive. From it, administrators can see information about the application’s operation.
My Archive My Archive has a four cell view of eMail Archive’s operations. Each quadrant contains actionable information about the application’s operations. In addition, My Archive is the introductory screen upon login.
Email Statistics in My Archive
My Archive allows administrators to see the information of emails the system has processed on both an hourly and daily basis. Located in the upper row of the grid, the Hourly and Daily graphs and information can be refreshed by clicking the Refresh button next to the graph title.
Available Disk Space
The Available Disk Space quadrant in the lower left-hand corner gives the administrator the ability to see how much disk space is available for message archiving. The display is in real time, and the view can be refreshed.
My Archive,
continuedKnown Issues The Known Issues quadrant in the lower right-hand side of the grid provides the administrator with real-time information about any issues the system may have encountered during its operations.
The Known Issue quadrant scrolls vertically, and the administrator has the ability to clear the list of issues.
Search
Search Overview
eMail Archive’s Search features provide the means for someone to search across the archived messages. In addition, the application provides the searcher with options for processing search results. However, a searcher will not be able to delete an email. eMail Archive does not provide deletion as an option.
The Search function also makes it possible for users to run both wild card and Boolean searches against an archive. Finally, advanced searching capability makes it possible to run searches in specific email fields.
Main Search Screen
The Main Search screen allows for the entry of key words for searching, gives a list of emails found in the search, and a preview pane for each selected email.
From the page control bar at the bottom of the search results, one can see the number of emails found in the search. Clicking on the page arrow will move the search by one page.
Selecting an email causes the text of the email (and related information) to display in the preview pane. To select more than one email, hold down the shift key while clicking on adjacent emails; use the control key to click on non-adjacent ones.
Available Actions in Search
Users can perform any one of the following actions on an email: Resend
Forward Download
Search,
continued Performing aSearch
Use the following steps to perform a basic search:
Step Action
1. From the eMail Archive Main Menu, click on the Search icon.
2. In the Search Results screen, , enter the text you want to search for the Search field.
3. Click the Search button for eMail Archive to search and load the emails which meet the criteria entered in the Search field. Other Actions
in Search Results
It is also possible to perform additional actions from the Search Results screen. You can rapidly load the current mail by clicking on the Actions button and then selecting Today’s Mail.
It is also possible to log off the system by clicking the Logout button.
Refreshing the Screen for a New Search
To refresh the screen for a new search, click the Refresh button on your web browser.
Search,
continued Performing anAdvanced Search
You can perform an advanced search from the Search Results screen. This functionality will allow you to perform a more granular search across an archive.
By entering search criteria in one or more of the fields, you can increase the particularity of your results. For example, the IT administrator of the Daily Planet might want to make a particular point to the paper’s upper
management by running a search for [email protected] in the From field, Clark Kent in the To field, and Superman in the Body field. This would be far more focused than simply running a search for Superman in the basic search field.
However, the search will only return emails with matches in those specific fields. Ms. Lane’s emails to Bruce Wayne or Jimmy Olsen would not be among the search results because of the [email protected] in the From field. Only specific matches to the values in the field will be returned in when using an advanced search.
You can also filter your advanced searches by establish date ranges and actions on a given date. In the Start Date and End Date fields, you can either enter a date or use the Date widget to select a beginning or ending date for your range (you can also use both, of course).
Finally, you can select either the date the mail was sent or the date the mail was archived.
Search,
continued Using Phrasesand Terms in Searches
In eMail Archive, you can use terms and phrases to conduct a search. A term would be a word, such as Superman. A phrase would be a group of words inside a set of quotation marks: “secret identity”.
Wildcard Searches
In eMail Archive, you can also perform wildcard searches. As with the DOS command, a question mark is a single character wildcard. Accordingly, sha?e would match share, shape, and shade.
The asterisk also functions as it did in DOS, as a multiple character wildcard. Accordingly, sha* would match share, shared, shares, and sharing.
Fuzzy Searches Fuzzy searches are searches for roughly matching patterns. They can be created using the tilde symbol at a phrase or term’s end. For example, home~ would give a match of homes and Rome.
Proximity Searches
You can perform a proximity search in eMail Archive by putting the search terms in a phrase and then using the tilde and the number of words each word in the phrase can be from one another. For example, “low rate”~5 would yield low interest rates as a search result because few than five words separate the two words in the search phrase.
Escaping Special Characters
It may be necessary to use a special character in the course of conducting a search. You can do this in eMail Archive by using the escape character (the backslash) before the special character. For example, “who’s there \?” would give the match who’s there?
Note: The backslash character can be escaped by another character, so that “\\\\server\\share\\ would give a match \\server\share.
Search,
continued Using BooleanSearches in Search Results
It is possible to perform Boolean searches in eMail Archive. The search expressions can be entered in the Search field on the Search Results screen. Performing Boolean searches in eMail Archive requires the use of query expressions. The format for the expressions is as follows:
field_name:search_term
In a search expression, everything to the left of the colon is the field to be searched. Everything to the right of the colon is the term being searched for. Accordingly, our Daily Planet IT admin would write this expression to search the emails Ms. Lane sends to Mr. Kent:
from:[email protected] AND to:[email protected]
It is possible to chain together expressions using Boolean operators. For example, adding “AND body:Superman” to the above expression would produce all the emails Ms. Lane sent Mr. Kent about Superman. In addition, adding from: [email protected] AND to: [email protected] as an expression would have the result of capturing Clark Kent’s replies to Lois Laine.
Search,
continued Using BooleanOperators in eMail Archive Searches
The following Boolean operators are available in eMail Archive:
Operator Means
AND Both phrases must be present. && Both phrases must be present.
+ The following phrase must appear
once.
OR One or both of the phrases must appear once.
|| One or both of the phrases must appear once.
NOT Exclude the following phrase.
! Exclude the following phrase.
- The following phrase must not
appear.
With these operators you can narrow and focus a search. For example, Avengers AND Spiderman would give results where both terms appear. At the same time, [email protected] would give results where Avengers appears but not Nick Fury’s email address.
Grouping in Boolean Searches
You can construct groups of expressions in Boolean searches by using parentheses. For example, you could search for (Batman OR Robin) AND “secret identity”
Administrative
Administration Section
Overview
The Administrative section discusses the administrative functions of eMail Archive. Readers who do not have administrative rights may skip reading this section.
Notifications
Notifications Overview
The Notification feature of eMail Archive makes it possible for administrators and other designated parties to receive communications from the application under specific sets of circumstances.
Using Notifications
The application will send a status report containing information about the status of operations. If a recipient requires additional information, he or she can access the application through the link contained in the eamail.
Audit Logs
Audit Log Overview
The eMail Archive Audit Log function provides an administrator with a rapid way to see the emails which have been archived. The Audit Log also provides a way for the administrator to conduct in-depth searches across archived messages, by audit type.
Using Audit Log
The Audit Log serves to let administrators review the archiving activity of the application. From it, an administrator can see the essential information about each email: timestamp, audit type, user, and a log message. The log message will give a brief description of the action taken with the email and the subject of itself.
Click on the Audit Log icon in eMail Archive Main Menu to access the audit log for the archive.
Using Search in Audit Log
The Audit Log Search feature provides a way to search an archive in a detailed way. Using it, an administrator can get detailed information across a date range, and a varied number of audit types.
Logs
Logs Overview Technical information about the operation of eMail Archive can be found in the log.
Using Logs in eMail Archive
The Logs feature provides a way for the more technically minded to examine the operations of the application directly. In addition, in the event that
Support needs to see the logs as part of a technical support operation, the Logs feature makes it possible to email the logs directly to Support.
To email the logs, click the Mail Logs button on the screen. eMail Archive will mail the logs without any additional prompt.
