GFI Product Manual Administrator Guide
The information and content in this document is provided for informational purposes only and is provided "as is" with no warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. GFI Software is not liable for any damages, including any consequential damages, of any kind that may result from the use of this document. The information is obtained from publicly available sources.
Contents 1 About GFI MailArchiver® 1.1 Introduction to GFI MailArchiver 1.2 How Does GFI MailArchiver Work? 1.3 GFI MailArchiver Licensing 1.3.1 Terms and conventions used in this manual 1.4 Legal Compliance 2 Installing GFI MailArchiver 2.1 System Requirements 2.1.1 Software Requirements 2.1.2 Hardware Requirements 2.1.3 Important Settings 2.2 Where Should I Install GFI MailArchiver? 2.2.1 Preparing the Journal Mailbox 2.2.2 Preparing the Journal Mailbox in Microsoft® Exchange Server 2003 2.2.
5.2 Browsing Archived Emails 5.3 Working With Emails 5.4 Searching Archived Emails 5.4.1 Advanced Search 5.4.2 Email Search Using Smart Phones 5.5 Accessing Multiple Mailboxes 5.6 GFI MailInsights 5.6.1 GFI MailInsights Requirements 5.6.2 Generating Reports 5.6.3 Scheduling Reports 5.6.4 Communication Flow 5.6.5 WebMail Use 5.6.6 Email Responsiveness 5.6.7 Storage Use 5.6.8 Inactive Accounts 5.6.9 Inappropriate Words 5.6.10 Internal Spammers 5.6.11 Outside Office Hours 5.6.12 Data Leakage Detection 5.6.
7.5 Mailbox Archive Restrictions 7.5.1 Enabling Mailbox Archive Restrictions 7.5.2 Disabling Mailbox Archive Restrictions 7.6 Managing the Archiving Scope 7.7 Configuring Mailbox Folder Structure Retrieval 7.7.1 Enabling Mailbox Folder Structure Retrieval 7.7.2 Disabling Mailbox Folder Structure Retrieval 7.7.3 Excluding Folders From Folder Structure Retrieval 7.7.4 Removing Excluded Folders Policies 7.8 Managing Archive Stores 7.8.1 Viewing Configured Archive Stores 7.8.
7.15 Viewing and Editing License Keys 7.16 General Settings 7.16.1 Changing General Settings 7.16.2 Changing Version Check Settings 8 Configuring Email Client Access 8.1 Installing GFI MailArchiver Outlook Connector 8.2 How Does the GFI MailArchiver Outlook® Connector Work 8.3 Downloading GFI MailArchiver Outlook Connector 8.3.1 Changing the Outlook® Connector Tab Availability 8.4 Outlook® Connector System Requirements 8.4.1 Software 8.4.2 Hardware 8.4.
9.1.4 Microsoft® Exchange mailbox access permissions – Revoke Permissions 9.2 Import emails from PST files locally 9.2.1 Step 1: Importing emails from a remote computer 9.2.2 Step 2: Run the GFI MailArchiver Import Export Tool to Import from PST Files 9.3 Import emails from PST files on the network 9.3.1 Step 1: Install GFI PST Exporter 9.3.2 Step 2: Configure the General Settings of GFI PST Exporter 9.3.3 Step 3: Configure the Notification Settings of GFI PST Exporter 9.3.
13.5.3 Disable premium journaling from the Microsoft® Exchange Server Management Shell 259 13.6 Removing Email Microsoft® Exchange 2007 259 13.7 To use the Microsoft® Exchange Management Console to create new managed content settings: 260 13.8 Create a Journal Mailbox in Microsoft® Exchange Server 2010 261 13.8.1 Set up standard journaling 262 13.8.2 Set up premium journaling 264 13.9 Disabling standard journaling in Microsoft® Exchange Server 2010 265 13.9.
List of Figures Screenshot 1: Registering ASP.NET with IIS 22 Screenshot 2: Specify the website and virtual directory alias for the web application 30 Screenshot 3: Post install wizard start screen 31 Screenshot 4: Post install wizard - select database type. 33 Screenshot 5: Archive Store creation: Select locations 35 Screenshot 6: Archive Store creation: Select database 37 Screenshot 7: Archive Store creation: Select data and log file location.
Screenshot 39: MailInsights Data Leakage Detection report 83 Screenshot 40: MailInsights Data Leakage Detection Report 84 Screenshot 41: MailInsights Job Search report 85 Screenshot 42: MailInsights Job Search Report 86 Screenshot 43: MailInsights Phrase Search report 87 Screenshot 44: MailInsights Phrase Search Report 88 Screenshot 45: MailInsights User Traffic 89 Screenshot 46: MailInsights User Traffic Report 90 Screenshot 47: User profile preferences 91 Screenshot 48: The GFI MailArchi
Screenshot 79: Select SPAM or email retention policy 139 Screenshot 80: Retention Policy details 140 Screenshot 81: SPAM Retention Policy dialog 143 Screenshot 82: Categorization rule details 145 Screenshot 83: Select authentication method 147 Screenshot 84: Enable user interaction auditing 148 Screenshot 85: Configuring Email deletion 152 Screenshot 86: General Settings 154 Screenshot 87: Version check configuration 155 Screenshot 88: Setting GFI MailArchiver server URL in Windows® Server
Screenshot 119: New Object - User dialog 240 Screenshot 120: Mailbox store node properties 241 Screenshot 121: Enabling journaling on a Microsoft® Exchange Server mailbox store 242 Screenshot 122: ADSI Edit 244 Screenshot 123: Heuristics attribute 245 Screenshot 124: Editing the heuristics attribute value 245 Screenshot 125: Mailbox store node properties 246 Screenshot 126: Enabling journaling on a Microsoft Exchange mailbox store 247 Screenshot 127: New user mailbox details 252 Screenshot
List of Tables Table 1: Terms and conventions used in this manual 17 Table 2: Supported operating systems 18 Table 3: Supported databases 19 Table 4: Other supported components 19 Table 5: Minimum and recommended processors 20 Table 6: Memory requirements 20 Table 7: Physical Storage requirements 20 Table 8: Folders to exclude from Antivirus scanning 20 Table 9: Locations to exclude from antivirus scanning 21 Table 10: Listening Ports on the GFI MailArchiver Server 21 Table 11: Ports use
Table 39: Inactive Accounts Report criteria 74 Table 40: Inappropriate Words Report criteria 76 Table 41: Inappropriate Words Report criteria 77 Table 42: Internal Spammers Report criteria 78 Table 43: Internal Spammers Report criteria 79 Table 44: Outside Office Hours Report criteria 80 Table 45: Outside Office Hours Report criteria 82 Table 46: Data Leakage Detection Report criteria 83 Table 47: Data Leakage Detection Report criteria 84 Table 48: Job Search Report criteria 85 Table 49:
Table 79: Version Check settings 155 Table 80: GFI MailArchiver Outlook Connector versions 157 Table 81: Outlook® Connector Tab Availability options 157 Table 82: GFI MailArchiver Outlook Connector software requirements 157 Table 83: GFI MailArchiver Outlook Connector hardware requirements 158 Table 84: GFI MailArchiver Outlook Addon software requirements 165 Table 85: GFI MailArchiver Outlook Addon hardware requirements 166 Table 86: Outlook® Connector Tab Availability options 168 Table 87:
1 About GFI MailArchiver® 1.1 Introduction to GFI MailArchiver GFI MailArchiver is an email archiving solution that can archive all internal and external email into a central Archive Store. You can then easily manage the email Archive Stores from the web-based configuration of GFI MailArchiver. You can also allow users to browse and search old emails via the web-based browse and search interface. GFI MailArchiver also provides Microsoft Outlook® integration. 1.
Optionally, emails can also be imported into GFI MailArchiver through the GFI MailArchiver Import Export Tool. For more information, refer to Import and Export Emails (page 185). Stage 2: Archive emails GFI MailArchiver stores collected emails in Archive Stores created automatically based on the configured New Archive Store Settings. Emails are archived according to their sent date.
2 Installing GFI MailArchiver Installing GFI MailArchiver is a two-step process: 1. Run the GFI MailArchiver installer to install GFI MailArchiver and missing pre-requisites. 2. Follow the GFI MailArchiver post-install wizard to configure GFI MailArchiver and its operating environment. 2.1 System Requirements This section describes software and hardware requirements and related settings to ensure a successful deployment of GFI MailArchiver.
OS VERSION SUPPORTED OPERATING SYSTEM 64 BIT Windows® SBS 2008 Standard & SBS 2011 Windows® 2003 Standard & Enterprise Windows® 2008 Standard, Enterprise, Datacentre & Hyper-V® Environments Windows® Server 2008 R2 Enterprise & Hyper-V® Environments Windows® Server 2012 NOTE The server on which to install GFI MailArchiver must have access to Active Directory®. Supported Mail Servers Microsoft® Exchange Server 2003 or later.
IMPORTANT After installing Microsoft .NET ® Framework 4.0 or 4.5 restart the machine. 2.1.2 Hardware Requirements Processor Table 5: Minimum and recommended processors REQUIREMENT DESCRIPTION Minimum Intel Pentium or compatible - 2GHz 32 bit processor. Recommended x64 architecture-based server with Intel 64 architecture or AMD64 platform.
Also, exclude the index and the Archive Store locations from antivirus scans. The default Index and Archive Store locations are: Table 9: Locations to exclude from antivirus scanning GFI MailArchiver DEFAULT INDEX AND ARCHIVE STORE LOCATIONS \Indexes\default \Databases\default\> NOTE You can change the Index and Archive Store locations after installing GFI MailArchiver.
Database Settings GFI MailArchiver requires SQL Server® (if used as the archival database) to be installed in case insensitive mode. This is the default installation setting of SQL Server®. The SQL Server® collation modes apply to all SQL Server® objects including login names. In such cases if a user changes a property in the name and does not make EXACT character case matches, GFI MailArchiver will fail since it would not find the resources required.
Enable ASP.NET® From IIS® NOTE Ensure that ASP.NET ® is allowed by Internet Information Services (IIS®) Manager. IIS 6 1. Navigate to Control Panel > Administrative Tools > Internet Information Services (IIS) Manager. 2. Expand the local computer node and select Web Service Extensions. 3. In the right pane, right click ASP.NET v4.0.xxxxx and select Allow. IIS 7 1. Navigate to Control Panel > Administrative Tools > Internet Information Services (IIS) Manager. 2.
2.2.1 Preparing the Journal Mailbox A Journal mailbox is a mailbox that stores copies of emails sent or received by email users. This enables the recording of all email in an organization, with minimum performance overheads. GFI MailArchiver uses Microsoft® Exchange Server journaling to centralize all the emails to archive in a single mailbox. IMPORTANT If journaling is not set up correctly, email archiving will NOT work. 2.2.
Enabling Journaling for Microsoft® Exchange Server 2007 or Microsoft® Exchange Server 2010 For Microsoft® Exchange Server 2007 pre-service pack 2 installations, journal mailbox creation should be created using the instructions listed in Creating a Journaling Mailbox in Microsoft Exchange Server 2007 or Create a Journal Mailbox in Microsoft Exchange Server 2010 in this guide.
NUMBER OF MAILBOXES TO ARCHIVE RECOMMENDED DATABASE TYPE 50 mailboxes or more Average mailflow of more than 8000/day SQL Server® DESCRIPTION WHERE EACH COMPONENT IS STORED Email headers – SQL Server® Metadata – SQL Server® Email data – SQL Server® More than 500 mailboxes Average mailflow of more than 8000/day SQL Server® with File Storage Email headers – SQL Server® Metadata – SQL Server® Email data – On disk NOTE Email metadata is the information about emails archived within GFI MailArchiver.
NOTE Archive email auditing feature is only available when emails are archived in SQL Server®. Microsoft® SQL Server with File Storage option is not supported. 2.3.
NOTE After the first month of archiving, note the database data file size. With this value, estimate the archive database size after six months, for example. If you estimate that your archive database will be larger than 20 GB, you should consider configuring the Archive Stores management feature of GFI MailArchiver. 2.3.4 Using Microsoft® SQL Server Microsoft® SQL Server is recommended for larger organizations (100+ email users) with a substantial volume of emails to archive (more than 6000 email per day).
3. Save settings. 2.4 Before You Install 1. Ensure that you are logged on as Administrator or using an account with administrative privileges. 2. Save any pending work and close all open applications on the machine. 3. Check that the machine on which you are installing GFI MailArchiver meets the system and hardware requirements specified earlier in this chapter. 4.
Screenshot 2: Specify the website and virtual directory alias for the web application 7. If you want to change the default values for the Website and Virtual Directory Alias, modify the values in the Website: and Virtual Directory Alias: fields. These values define which URL you use to access GFI MailArchiver. Click Next. 8. Click Install to install GFI MailArchiver. 9. On completion, click Finish to close the installation wizard.
3 GFI MailArchiver Post-install Wizard After GFI MailArchiver is successfully installed, the Congratulations screen is displayed. Click Configure to start the post-install wizard that assists in setting up GFI MailArchiver . Screenshot 3: Post install wizard start screen The Post Install wizard will help you: Table 15: Post installation tasks TASK DESCRIPTION Enter a valid license key - A valid license key is required to use GFI MailArchiver after the product is installed.
3.1 License Configuration In the License Configuration screen, enter the license key obtained when purchasing your GFI MailArchiver product. Click Verify License Key, then click Next to continue. NOTE To evaluate GFI MailArchiver, request a free evaluation key from GFI Software Ltd http://go.gfi.com/?pageid=MAR_DownloadRegistrationForm. 3.2 Configure Archive Store Settings Within GFI MailArchiver, Archive Stores can be described as the containers that contain the archived emails.
Screenshot 4: Post install wizard - select database type. 5. Select where to store your archived emails. Available options are: Table 16: Archived emails storage options DATABASE TYPE DESCRIPTION Microsoft SQL Server with File Storage Recommended if you have more than 500 mailboxes to archive or an average mail flow of more than 8000/day. Select this option to prompt GFI MailArchiver to use a SQL Server® to store the email headers and metadata, and a disk location you specify to store the email data.
DATABASE TYPE DESCRIPTION SQL Server Express with File Storage Recommended if you have less than 100 mailboxes to archive or an average mail flow up to 6000 emails/day. Select this option to prompt GFI MailArchiver to use a SQL Server® Express database to store email headers and metadata and a disk location you specify to store the email data. NOTE Choosing this option requires a SQL Server® Express installation. This is freely downloadable from the Microsoft® website.
Screenshot 5: Archive Store creation: Select locations 1. Browse and select the Database File, Email File and Search Index locations to use for the GFI MailArchiver database. Also, provide any required credentials to access the provided locations. Table 17: Archive Store file locations OPTION DESCRIPTION Database file location Defines the location where the Firebird database file will be located. Key in or click Browse… to select a location where to store this file. NOTE UNC paths are not allowed.
OPTION DESCRIPTION Search Index location Defines the location where the email search index will be located. Key in or click Browse… to select a location where to store this file. NOTE UNC paths are allowed. Use the following login and password to access the above UNC path Enable this option to allow input in the Login: and Password: fields. The credentials keyed in are used to access the UNC paths selected. 2. Click Next to continue setup. 3. Click Finish. 3.2.
Screenshot 6: Archive Store creation: Select database 1. In the Database Server Details screen, choose an SQL Server® from the list of automatically discovered servers or manually provide the details. Table 18: Database server details OPTION DESCRIPTION Select the database server to use to store the archived emails. Enables you to select a SQL Server® from the list of discovered Microsoft® SQL Servers. Click Recheck to recheck for any servers that might have come online since the page loaded.
Table 19: Archive Store authentication options OPTION DESCRIPTION Integrated Windows Authentication Uses the login credentials of the currently logged on user to access the SQL Server®. Keying in a username and a password is not required. Microsoft SQL Server Authentication Uses the username and password provided in the Username and Password fields to access the SQL Server®. 5. Click Next to continue. Screenshot 7: Archive Store creation: Select data and log file location. 6.
OPTION DESCRIPTION Use the same path for both data file and log file. Instructs GFI MailArchiver to use the path in the Data & Log File Location text box as the location for the Log file. Uncheck this option to key in a custom log file location. Log File Location Defines the location used by GFI MailArchiver to store the log files. Key in or click Browse… to select the path. 7. Click Next to continue. Screenshot 8: Archive Store creation: Select locations 8.
Table 21: Database file location options OPTION DESCRIPTION Email file location Defines the location where the email data will be located. Key in or click Browse… to select a location where to store this file. NOTE UNC paths are allowed. Search Index location Defines the location where the email search index will be located. Key in or click Browse… to select a location where to store this file. NOTE UNC paths are allowed.
Screenshot 9: Post install wizard - choose archiving method To configure the Archiving Method: 1. From Configuration tab, select Archiving Method. 2. Click Configure Archiving Method. 3. From the Configuration Wizard screen, select one or a combination of the following options: Table 22: Configure archiving method OPTION DESCRIPTION Manual Archiving This archiving method enables users to manually archive messages from their Microsoft Outlook® client into GFI MailArchiver.
OPTION DESCRIPTION Auto-Archiving (Journaling) GFI MailArchiver uses Microsoft® Exchange Server journaling to retrieve emails to archive in a single mailbox. A Journal mailbox is required to use Auto-Archiving (Journaling) method. An initial Journal mailbox is configured using the post-install wizard. This enables you to start archiving emails from a Microsoft® Exchange Server.
Screenshot 10: Journal Mailbox wizard 2. Select whether to automatically create a new Journal Mailbox or to manually specify all Journal Mailbox details. The configuration wizard can also detect any existing journaling mailboxes and gives you the facility to use them. Table 23: Journal Mailbox options OPTION DESCRIPTION Select a journal mailbox from the detected journal mailbox list below. Displays a list of Journal Mailboxes detected by the Configuration Wizard.
4. If you have selected Let the wizard create a new journal mailbox to use to start archiving your emails or Manually create a Journal Mailbox using this wizard option, you will now be prompted to key in the required details for the Journal Mailbox. If Select a journal mailbox from the detected journal mailbox list was selected, click Next.
Screenshot 11: Post Install Wizard completed successfully Confirm that the setup for Licensing, the Archive Store Profile and Archiving Method are marked as completed and click Finish. 3.5 Test Your Setup Depending on the Archiving Method chosen during the post installation tasks, test your setup to ensure that emails are archived successfully. Testing Manual Archiving 1. Open a Microsoft Outlook® installation where GFI MailArchiver Outlook Addon has been deployed.
4. Ensure the correct Archive Store is selected and verify that the email archived using the GFI MailArchiver Outlook Addon is displayed in the Conversation pane. Testing Archiving of Auto-Archiving (Journaling) All Emails 1. Create a new email and send it to an email address that belongs to a mailbox that is being archived. 2. In GFI MailArchiver, go to Archive tab. Screenshot 12: Search for email 3.
NOTE When satisfied that GFI MailArchiver is archiving emails correctly, you may want to set up mailbox management policies that remove email from your Microsoft Exchange server.
4 Upgrading From Previous Versions 4.1 Why Upgrade to GFI MailArchiver 2012? GFI MailArchiver 2012 includes a number of new features aimed at making email archiving an easier job for you, with improved user experience and performance. Most importantly, this edition includes a simplified archiving configuration, where the archiving process is fully automatic, making it easier to understand and manage.
In GFI MailArchiver 2012, Archive Store Management is redesigned to automate the Archive Store creation process. This has an effect on how several features within the product work. There are also new requirements that must be met for new Archive Store automation to work.
NOTE For more information on upgrading from versions earlier than GFI MailArchiver 6, refer to: http://go.gfi.com/?pageid=MAR_UpgradeDatabase 4.4 Upgrading GFI MailArchiver 1. Double-click on: Mailarchiver.exe to upgrade GFI MailArchiver on x86 systems Mailarchiver_x64.exe to upgrade GFI MailArchiver on x64 systems 2. On the Welcome page, click Next. 3. Select whether to check for a newer build of GFI MailArchiver on the GFI Website. Click Next to continue. 4.
Screenshot 13: Specify the website and virtual directory alias for the web application 6. If you want to change the default values for the Website and Virtual Directory Alias, modify the values in the Website: and Virtual Directory Alias: fields. These values define which URL you use to access GFI MailArchiver. Click Next. 7. Click Install to install GFI MailArchiver. 8. Click Upgrade to upgrade your existing database schemas to the new GFI MailArchiver schema and click Next to continue setup.
To review the currently installed license key, select Configuration and click Change license key. For more information, refer to Viewing and Editing License Keys (page 153). Table 26: Licensing options UPGRADE TYPE From the same version but an older build DESCRIPTION If previous license key was full you will not be asked for a license key during installation. Once the UI is loaded, you will not be asked to enter the key.
5 Using GFI MailArchiver Read this chapter for information related to: Logging in GFI MailArchiver Browsing archived emails Working with emails Searching for archived emails Accessing multiple mailboxes Changing the display language 5.1 Logging In GFI MailArchiver Navigate to Start > GFI MailArchiver > GFI MailArchiver. GFI MailArchiver will load in your default Internet browser. Key in your domain credentials (username and password used to login to Windows®) when prompted.
Screenshot 14: Browsing Archived Emails 2. In the Archive tab, you can view emails archived for all the mailboxes that you have been granted access to. You can also perform several actions as described in the table below. Table 27: Archive Tab options OPTION DESCRIPTION Enables you to search for emails. Key in the words or phrases to search for and click . Results are displayed in the emails pane. Hides the email preview pane. Shows the email preview pane.
OPTION DESCRIPTION Deletes the selected Emails if Email Deletion has been enabled by your System Administrator. If Email Deletion is not enabled, this icon will not be displayed. NOTE Emails cannot be deleted from Read-only Archive Stores or when Legal-hold is enabled. NOTE By default, GFI MailArchiver displays 25 emails per page. To change this value, click the user name displayed on the top right hand corner of your screen and change the value of the Number of emails to display per page option.
Table 28: Email View options OPTION DESCRIPTION View email headers. Click to view email Internet headers. These are displayed in a panel. Click this button again or select close to close panel. View conversation thread Click button to view the whole conversation in the mail view window. All emails forming part of the conversation are listed. Click this button again or select close to close the panel. Edit email labels (Personal and Global) Enables you to categorize emails through labeling.
respective attachment. Apart from the Search Archived Emails text box, GFI MailArchiver also provides you with an Advanced Search feature that provides an extensive range of search options. NOTE For more information, refer to Advanced Search (page 57). In the Search Archived Emails text box, you can also use wildcards as described in the table below. Table 29: Wildcard description WILDCARD DESCRIPTION ? Matches any single character. * Matches any string of characters.
OPTION DESCRIPTION Includes all/any Defines whether to display emails that match all conditions or emails that match any of the conditions. From the drop-down list select: All – Displays emails that match at least one of the conditions specified. Any – Displays emails that meet all the conditions specified. Click this button to add conditions. Available conditions are: Subject – Search for emails having a specific subject.
NOTE This feature is supported by the following mobile Operating Systems: Android 2.1+ Apple iPhone iOS 4 Blackberry OS5+ To perform a simple search: 1. Launch the Internet browser on your smart phone and key in the URL where GFI MailArchiver is located in the following format: http:/// For example: http://mydomain.com/MailArchiver Screenshot 17: Smart Phone Login Screen 2. Sign in using your credentials.
Screenshot 18: GFI MailArchiver Home Page for Smart Phones NOTE The Mobile User Interface uses the same language settings as those configured by the user in GFI MailArchiver. For more information, refer to Changing User Preferences (page 90). 3. Key in the text to search for and click Search.
Screenshot 19: Search Result by Smart Phone 4. Browse through the displayed results using the controls provided. Results are sorted by date in descending order. NOTE The mobile search feature returns 10 emails per page. You can browse additional pages using the controls provided. The maximum number of results is 5000.
Screenshot 20: Conversation View Smart Phone 5. Click the Email subject to display the email or click View Conversation to display related emails. NOTE The mobile user interface is focused on searching email archives. For advanced search and browsing features, access GFI MailArchiver from your computer. NOTE The mobile user interface enables users to access ONLY their mailbox. 5.5 Accessing Multiple Mailboxes From within the Archive tab, you can also browse other users’ archived emails.
Screenshot 21: Accessing multiple mailboxes To view archived emails for a different mailbox: 1. Key in the name of the mailbox for which to view emails in the Search users to add search box . A list of names matching the one keyed and for which you have access to will be displayed. 2. Select the user and click next to the search field. 3. Select the newly added user from the Browse conversations for: field. 4. Browse or search the displayed emails using the controls provided. 5.
Communication Flow – Monitor user/group communication patterns inside and outside the organization. WebMail Use - Identify top users exchanging email with webmail services. Identifies potential data leakages and inappropriate email use. Email Responsiveness - Gain insight into the average time it takes users to reply to internal and external email. Storage Use - Understand the impact of attachments on email storage costs.
NOTE You can insert multiple email addresses separated by ';' 4. Click Send Report, located at the bottom of each report page. 5.6.3 Scheduling Reports Every MailInsights report can be scheduled to run automatically. To schedule a report: 1. Select MailInsights tab and choose desired report. 2. Use available filters by selecting a value to filter by. 3. Click Schedule. Screenshot 22: MailInsights report scheduling 4. In the Report Name field, enter a meaningful name for your report. 5.
Screenshot 23: MailInsights Communication Flow Filter the report using the following criteria: Table 31: Communication Flow Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting. You can only select dates in the last 6 months. Report for Select Active Directory® user or group. Recipients Select Internal, External or All. Include Specify number of results up to a maximum of 1000 recipients. Default value is Top 20.
Screenshot 24: MailInsights Communication Flow Report Senders can be a user or group displayed as a single entity in the middle of the report. Contacts are segregated by domains. Each domain cluster is shown in different color. Edge width between the nodes shows the strength of the email relation between different entities.
Table 32: Communication Flow Report criteria OPTION DESCRIPTION Contact Email Contact email address Sent Emails Total number of sent emails Received Emails Total number of received emails Total Emails Total number of sent and received emails Last Communication Date and time of last sent/received email. For further information, refer to: Generating MailInsights reports Scheduling MailInsights reports 5.6.
Screenshot 26: MailInsights WebMail Communicators Report The graph represents total emails sent and received in specified period. A Summary area at the top of the report shows the top WebMail providers, with a summary of sent and received emails per provider. The table below the graph contains the following information: Table 34: WebMail Use Report criteria OPTION DESCRIPTION User User email address. Total Emails Total number of internal contacts. Sent Emails Total number of sent emails.
NOTE WebMail Use report covers the following WebMail providers: Hotmail; Gmail; Yahoo!; Live; AOL; Facebook; Yandex.ru; Seznam.cz; Gawab.com; Gmx.com; Mail.ru; Hushmail.com; Rediff.com For further information, refer to: Generating MailInsights reports Scheduling MailInsights reports 5.6.6 Email Responsiveness The Email Responsiveness report shows how long it takes employees to reply to emails.
Screenshot 28: MailInsights Email Responsiveness Report The bar chart represents users on the y-axis and responsiveness in hours on the x-axis. Data is sorted according to defined criteria.
5.6.7 Storage Use The Storage Use report shows how much space is used by different attachment categories. Screenshot 29: MailInsights Storage Use Filter report using the following criteria: Table 37: Email Storage Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting (This Month). You can only select dates in the last 6 months.
Screenshot 30: MailInsights Storage Use Report The graph consists of stacks representing different attachment categories. The graph’s x-axis shows the different size brackets and the y-axis shows the attachment size. NOTE Attachment categories for Storage Use report are: Images, Documents, Music, Videos and Others The table below the graph contains the following additional information: Table 38: Storage Use Report criteria OPTION DESCRIPTION Date Date email was received.
OPTION DESCRIPTION Documents (KB) Total size of attachment for category Documents. Music (KB) Total size of attachment for category Music. Videos (KB) Total size of attachment for category Videos. Other (KB) Total size of attachment for category Other. For further information, refer to: Generating MailInsights reports Scheduling MailInsights reports 5.6.8 Inactive Accounts The Inactive Accounts area enables you to generate a report that shows internal accounts that are no longer active.
Screenshot 32: Inactive Accounts Report NOTE An inactive account is an account that has received emails but has not sent any emails in the date range covered. The report returns a list of inactive accounts. For further information, refer to: Generating MailInsights reports Scheduling MailInsights reports 5.6.9 Inappropriate Words The Inappropriate Words area enables you to generate a report that identifies any inappropriate language used in emails.
Screenshot 33: MailInsights Inappropriate Words Filter the report using the following criteria: Table 40: Inappropriate Words Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting (Today). You can only select dates in the last 6 months.
Screenshot 34: MailInsights Inappropriate Words Report NOTE When the Inappropriate Words report exceeds 1,500 rows, the report will be generated in .xls format. Report data is displayed in a table listing the following: Table 41: Inappropriate Words Report criteria OPTION DESCRIPTION Date/Time Email date and time Sender Sender email address Subject Email subject For further information, refer to: Generating MailInsights reports Scheduling MailInsights reports 5.6.
Screenshot 35: MailInsights Internal Spammers Filter the report using the following criteria: Table 42: Internal Spammers Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting (Last 30 days). You can only select dates in the last 6 months. Include Specify the amount of email accounts to include up to a maximum of 1000 users.
Screenshot 36: MailInsights Internal Spammers Report Report data is displayed in a table listing the following: Table 43: Internal Spammers Report criteria OPTION DESCRIPTION Username Sender username or email address. Average Number of Recipients Average number of recipients who received email from the sender during the specified time period.
5.6.11 Outside Office Hours Use this report to identify internal users who send emails outside of office hours. Screenshot 37: MailInsights Outside Office Hours Filter the report using the following criteria: Table 44: Outside Office Hours Report criteria OPTION DESCRIPTION Report for Enables you to choose for whom this report applies. Run report on all employees (default) or on an Active Directory® group. Include Specify number of results to display, up to a maximum of 1000. Default = 50.
OPTION DESCRIPTION Office Hours Enter a time range according to your organization's normal working hours. Working Week Select the days of work of your organization. Checked days are considered as part of normal office hours. NonWorking Days Use the calendar to define non-working days for past and future dates. Selected dates are listed in the provided window. Non-working days can include public holidays and company shutdown.
Screenshot 38: MailInsights Outside Office Hours Report The results of the generated report are displayed in a horizontal bar chart. A report summary above the chart displays the top 3 users who sent emails outside office hours.
5.6.12 Data Leakage Detection Use this report to detect emails that potentially contain sensitive data. The report will detect sent or received emails containing: Major credit card numbers (VISA, Mastercard, American Express, Diner’s Club, Discover) USA Social Security numbers Confidential documents and information NOTE The report analyzes both sent and received email for a selected user.
Screenshot 40: MailInsights Data Leakage Detection Report The results of the generated report are listed in a table sorted by date in ascending order. A report summary above the table displays the top 3 senders. The table contains the following information: Table 47: Data Leakage Detection Report criteria OPTION DESCRIPTION Date Displays the date and time of the email. Sender Sender email address. Subject Email subject.
Screenshot 41: MailInsights Job Search report Filter the report using the following criteria: Table 48: Job Search Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Report for Enables you to choose for whom this report applies. Run report on all employees (default) or on an Active Directory® user or group. Domains The list of domains listed in this area will be added to the search criteria of the report.
Screenshot 42: MailInsights Job Search Report The results of the generated report are listed in a table sorted by date in ascending order. A report summary above the table displays the top 3 users who exchanged emails with job search domains. The table contains the following information: Table 49: Job Search Report criteria OPTION DESCRIPTION Date Displays the date and time of the email. Sender Sender email address. Subject Email subject.
Screenshot 43: MailInsights Phrase Search report Filter the report using the following criteria: Table 50: Phrase Search Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Report for Enables you to choose for whom this report applies. Run report on all employees (default) or on an Active Directory® user or group. Chart Type Choose between a Pie chart and Stacked Bar graph.
Screenshot 44: MailInsights Phrase Search Report The results of the generated report are listed in a table sorted by date in ascending order. A report summary above the table displays the total number of emails, and the total emails that matched a phrase. The table contains the following information: Table 51: Phrase Search Report criteria OPTION DESCRIPTION Date Displays the date and time of the email. Sender Sender email address. Subject Email subject.
5.6.15 User Traffic Report The User Traffic graph provides an overview of the number of emails exchanged between selected users or groups and their contacts. It also lists unique email addresses of sent or received email. Screenshot 45: MailInsights User Traffic Filter the report using the following criteria: Table 52: MailInsights User Traffic Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting. You can only select dates in the last 6 months.
Screenshot 46: MailInsights User Traffic Report The selected mailbox can belong to a user or group (displayed at the top of the report). Different colors denote whether the emails were Sent, Received, Internal, Inbound or Outbound.
Screenshot 47: User profile preferences 2. From the Language options drop down box, select the language to display. 3. From the Maximum page size area, configure the number of emails to display per page. 4. From the Audit Reports Date/Time Format area (available only if logged in as an administrator), change the date/time format to display on audit reports. 5. Click Save.
6 Monitoring GFI MailArchiver operations 6.1 Introduction Through the GFI MailArchiver Home tab, you can easily monitor your GFI MailArchiver installation. The graphical and statistical information provides a real-time overview of the general operational parameters of GFI MailArchiver. It also helps to identify any issues before these have serious repercussions on your system. 6.2 Using the Home Tab Screenshot 48: The GFI MailArchiver dashboard From the GFI MailArchiver interface, select the Home tab.
6.2.1 About GFI MailArchiver Screenshot 49: About GFI MailArchiver area The ‘About GFI MailArchiver’ area provides you with important licensing information required for correct operation of GFI MailArchiver. The information displayed includes: Version and build number – Shows the version and build of the current GFI MailArchiver installation License validity – Shows whether license key is valid and whether the installation is in evaluation or fully licensed mode.
6.2.3 Servers Screenshot 51: Servers area The ‘Servers’ area provides you with information on how much disk space you have free on the Server where GFI MailArchiver is installed. This enables you to easily keep track of any servers that are running out of disk space and to take remedial action before you run out of disk space. 6.2.
6.2.5 Email Flow Screenshot 53: GFI MailArchiver Email flow area The ‘Email Flow’ graph provides a graphical overview of the quantity of emails that GFI MailArchiver is archiving. Spikes or dips that fall outside of the normal email flow should be investigated since this can indicate that email journaling is not functioning correctly. The ‘Email Flow’ graph is customizable to enable to view the flow for all journal mailboxes, a single mailbox or a specific period. To customize the view: 1.
OPTION DESCRIPTION Start Data and Time: Defines the start date that will be shown in the email flow area. Click and to set the date to set the time. End Date and Time: Defines the end date that will be shown in the email flow area. Click and to set the date to set the time. 6.2.6 Event Viewer Screenshot 55: Event Viewer tab The ‘GFI MailArchiver Event Viewer’ provides information about GFI MailArchiver events.
7 Configuring GFI MailArchiver 7.1 Settings Overview GFI MailArchiver enables you to gain a comprehensive overview of the settings currently in force within GFI MailArchiver. NOTE Use the buttons located in the top right hand corner of the Configuration page to switch between Tile and List View. Screenshot 56: GFI MailArchiver Settings Page Click Configuration tab to load the Overview of current settings page. The table below describes the information available.
OPTION DESCRIPTION Mailboxes to Archive Shows whether User Mailbox Archive Restrictions are in force or not. User Mailbox Archive Restrictions define which mailboxes to archive. Archiving Scope Shows whether Email Archive Restrictions are in force or not. These define whether incoming, outgoing, or internal emails (or a combination) are archived. Mailbox Folder Structure Retrieval Shows whether Folder Structure Retrieval is enabled or not.
Screenshot 57: Configuring Archiving Method 2. Click Configure Archiving Method. 3. From the Archiving Method Wizard page, select from the following options: Table 56: Archiving Method Wizard options OPTION DESCRIPTION Manual Archiving Enables users to manually select which emails to archive from their Microsoft Outlook® applications using GFI MailArchiver Outlook Addon. Users are also able to define a folder structure when manually archiving their emails to facilitate searches.
NOTE More than one method of archiving can be selected. For example, you can enable Manual Archiving and Auto-Archiving (Journaling) of All Emails at the same time. 4. Click Save. 7.3 Managing the Mail Servers to Archive Within GFI MailArchiver, the mail servers to archive are defined by the configured journal mailboxes. A Journal mailbox is a type of mailbox within Microsoft® Exchange Server that enables the recording of emails in an organization.
7.3.1 Viewing Configured Mail Servers To view configured mail servers from where GFI MailArchiver archives emails, select the Configuration tab and click Mail Servers to Archive. Screenshot 58: Manage Journaling Mailboxes screen The table below provides a list of available information and options: Table 57: Mail Server options OPTION DESCRIPTION Journal Mailbox Defines the name of the Journal mailbox set up within Microsoft® Exchange Server and configured for use within GFI MailArchiver.
Screenshot 60: Choose how you want the wizard to setup GFI MailArchiver to use a journal mailbox. 3. From the Journal Mailbox Wizard page, select whether to automatically create a new Journal Mailbox or whether to manually specify all the Journal Mailbox details. GFI MailArchiver Journal Mailbox Wizard can also detect any existing journaling mailboxes and gives you the facility to use them.
4. If you have selected Let the wizard create a new journal mailbox to use to start archiving your emails or Manually create a journal mailbox using this wizard option in the Journal Mailbox Wizard screen, you will now be prompted to key in the required details for the Journal Mailbox. If Select a journal mailbox from the detected list to use to archive your emails was selected, click Next.
2. Select a Journal Mailbox to edit and click . 3. From the Journal Mailbox Wizard page, adjust the settings as per the instructions in the Adding a New Journal Mailbox section within this chapter in this manual. 7.3.4 Deactivating and Activating an Existing Journal Mailbox 1. Select Configuration tab and click Mail Servers to Archive. 2. Select a Journal Mailbox to edit and click or to deactivate an existing Journaling mailbox to activate a previously deactivated journal mailbox. 7.3.
Screenshot 62: Configuring Archiving Rules NOTE GFI MailArchiver applies rules from top to bottom of the list. Rules can be moved up or down the list using the provided arrows. IMPORTANT Emails archived through the GFI MailArchiver Outlook Addon get archived irrespective of any rules set in Rules-based Archiving. In this chapter: 7.4.1 Adding Archiving Rules 105 7.4.2 Editing Archiving Rules 107 7.4.3 Removing Archiving Rules 107 7.4.1 Adding Archiving Rules To add an Archiving Rule: 1.
3. In the Rule Name field, specify a meaningful name for the archiving rule. 4. In the Email Criteria section, specify rule conditions from the available options described in the table below. Click to add more conditions. Table 60: Archiving Rule conditions CONDITION DESCRIPTION Subject Emails that match the specified subject are archived. Body Emails that are an exact match to the a word or a sentence specified in this criteria are archived.
CONDITION DESCRIPTION Attachment Type Select a filter from the available options: Images, Documents, Music, Videos, Custom. NOTE Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the value will match all users of 'domain.com'. 5. In the Place matching email in folder field, specify to which folder the email is archived. NOTE Using special characters in folder names By default, Inbox\ is displayed in the Place matching email in folder field.
2. Select the rule or rules to delete and click . 7.5 Mailbox Archive Restrictions Mailbox archive restrictions enable you to define specific mailboxes to exclude from archiving. This feature can also be used to exclude all mailboxes from archival while including only specific ones. 7.5.1 Enabling Mailbox Archive Restrictions 1. Select Configuration tab and click Mailboxes to Archive. 2. Click Change Settings. Screenshot 63: Select Enable Archiving Restrictions 3.
Table 61: Archiving restriction options EXCLUSION / INCLUSION Using an exclusion list OPTION DO NOT archive email at all if ANY of the recipients or senders are in the restriction list Always archive email but users in the restriction list will not be able to view it NOTE When Manual Archiving is configured, users in an exclusion list cannot manually archive emails using GFI MailArchiver Outlook Addon if any of these options is enabled.
Screenshot 64: Add emails, groups or users 5. Click and select an option between email, group or users and key in the email, group name or user name of the user to restrict. 6. Click Save. 7.5.2 Disabling Mailbox Archive Restrictions To disable mailbox archive restrictions: 1. Select Configuration tab. 2. Click Mailboxes to Archive. 3. Click Change Settings. 4. Unselect Enable Archiving Restrictions. 5. Click Save. 7.
Screenshot 65: Configuring email archive restrictions. 2. Select Configure Archiving Scope and from the list displayed unselect the emails to exclude from archiving as shown in the table below : Table 62: Email archive restrictions options OPTION DESCRIPTION Inbound emails Defines whether GFI MailArchiver will archive emails originating from outside the organizations’ domain. Uncheck this option to not archive this type of emails.
Screenshot 66: Enable folder structure retrieval 3. Select Enable Folder Structure Retrieval. 4. Select whether to automatically create a new user account or whether to use an existing user account. This user account will be used to access the mailboxes for which to replicate the folder structure. The table below shows a list of available options.
OPTION DESCRIPTION Login Enter the Login name that will be used for the new account to create or for the previously created account. Password Defines the Password used for the new account or for the previously created account. Click Next to continue setup. If in the previous screen you have selected Create a new user account, you will be asked to provide the user credentials of the domain administrator account with the rights to create the account. 5. Click Finish to finalize setup. 6.
Screenshot 67: Add exclude policy 3. Key in a policy name for the Exclude Folders Policy and select the Enable excluded folder policy checkbox to apply the policy immediately. Click Next to continue. 4. Key in the name of the folder to exclude and click Add. Click Next to continue. NOTE To exclude users from Folder Structure Retrieval, specify * as the folder name. The * is a special keyword that represents all folders. For more information refer to SkyNet article at the following link: http://go.gfi.
Screenshot 68: Select users to exclude 5. To exclude the folders specified in the previous screen for specific users, select Selected users only:. 6. From the drop down list, select User or Email and key in the relative email address or user name. Click Add and repeat to add other users. NOTE If Selected users only: is not enabled, the folders specified in the previous screen are excluded for all users. 7. Click Finish to finalize setup. 7.7.4 Removing Excluded Folders Policies 1.
7.8 Managing Archive Stores Within GFI MailArchiver, Archive Stores are the containers that contain the archived emails. Archive Stores include several components, such as: A database where email metadata is stored A database where both email metadata and email data is stored A disk location used as an email index A disk location used as storage for email data.
Configured Archive Stores are grouped by year and listed in tables with the most recent on top. The table below shows the available Archive Store fields: Table 64: Archive Store table OPTION DESCRIPTION Archive Store Defines the name given to the Archive Store previously configured. Start Date The start date indicates the first day of the period for emails contained within the archive store. Emails that fall outside this range are archived in another Archive Store.
Table 65: Database type recommendations MAILBOXES/VOLUME RECOMMENDED DATABASE TYPE DESCRIPTION 50 mailboxes or less Evaluation ONLY GFI MailArchiver database Uses a Firebird-based database to archive all email data. 100 mailboxes or less Average mail flow of up to 6000 emails/day SQL Server® Express with File Storage Uses a SQL Server® Express database to store email headers and metadata and a disk location you specify to store email data.
3. In the Configuration screen, perform one of the following: Table 66: Editing Archive Store settings OPTION DESCRIPTION Archive Store Name Move cursor in this field and type to edit the current name. Allow users to browse and search the archive store Select to enable users to search within this particular Archive Store. Read-only access Enable this option to stop emails from being deleted from the selected Archive Store (when Email Deletion is enabled).
IMPORTANT Detaching an Archive Store does not delete any Archived Email data. 3. When prompted, click OK. 7.8.7 Indexing The Search Index feature within GFI MailArchiver automatically indexes new email content archived in the corresponding archive store. This constantly updated search enables users to perform precise and fast searches. This section will show you how to configure the frequency with which GFI MailArchiver shall index new archived emails into the search indexes.
Screenshot 71: Search Index Management 3. From Indexing Schedule select any of the following options: Table 68: Indexing Schedule options OPTION DESCRIPTION Index new archived emails every Search index are updated with the latest archived emails at a fixed interval, For example every half an hour, every hour, every two hours. This index schedule is recommended since it strikes the right balance between update frequency and performance hit.
Rebuilding a Search Index Rebuilding a search index enables you to rebuild indexes that you think are no longer returning the correct search results or became somehow corrupted. Important Notes Rebuilding a search index might take several hours, depending on the amount of emails stored in the respective archive store. During an index rebuild, users will not be able to find emails in that archive store through the search feature.
STATE DESCRIPTION Rebuilding - this indicates that the indexer is indexing a database. The duration of rebuilding an index depends on the size of the database being indexed. Configuring the Language Analyzer Word Breaking is the breaking down of text into individual text tokens or words. Many languages, especially those with Roman alphabets, have an array of word separators (such as white space) and punctuation used to distinguish words, phrases, and sentences.
Quarterly Half yearly Yearly NOTE If an Archive Store exceeds the maximum database size, GFI MailArchiver automatically creates a new Archive Store based on the configured New Archive Store Settings. This feature is only available for Archive Stores based on SQL Server® Express databases. To change the Archive Store Schedule: 1. From Configuration tab, click Archive Stores. 2. Select Schedule Archive. 3. Select one of the available options and click Save. 7.8.
Path to search index 3. Launch the Services management console from Start > Run and type ‘services.msc’. 4. Stop all GFI MailArchiver services. 5. Using the search index path determined in step 2, backup the Archive Stores’ search indexes, either by manually copying and pasting the search index folder or using a backup utility. Screenshot 72: Backup an SQL database 6. From the SQL Server®, launch the Microsoft® SQL Server Manager and backup the archive database noted in step 2.
Backup Archive Store Based on Microsoft® SQL Server and File System In this type of Archive Store, the following information is stored: Archived email metadata - Stored on the Microsoft® SQL Server database. Compressed email binary source - Stored on disk. Search index entries - Stored on disk. To backup an Archive Store: 1. From GFI MailArchiver, go to Configuration > Archive Stores and click 2.
Screenshot 73: Backup an SQL database 6. From the Microsoft® SQL Server, launch the Microsoft® SQL Server Manager and backup the archive database noted in step 2. To backup a database, right-click on the database and select Tasks > Back up…. NOTE A maintenance plan can be created in Microsoft® SQL Server to schedule periodic backups of the archive database. 7. Return to the GFI MailArchiver server and from the Services management console, restart all GFI MailArchiver services.
Search index entries - Stored on disk. To backup an Archive Store: 1. From GFI MailArchiver, navigate to Configuration > Archive Stores and click . 2. Store the following paths for quick reference: Path to Firebird database Path to email binary source Path to search index NOTE Move pointer over the path to view the full path. 3. Launch the Services management console from Start > Run and type ‘services.msc’. 4. Stop all GFI MailArchiver services. 5.
Firebird database - replace the Firebird database on disk with the backed up Firebird database SQL database - from the Microsoft® SQL Manager right-click the backed up database and select Tasks > Restore. Email binary source - replace the binary folder on disk with the backed up binary folder Search index folder - replace the Search index folder on disk with the backed up Search index folder. 6. From the Services management console, restart all GFI MailArchiver services.
3. The folder structure of emails is lost when moving emails, however the emails can be resynchronized to retrieve the folder structure. The folder structure of emails deleted from the mailbox is permanently lost. 4. Ensure that the new database where emails are going to be moved to, is added in the GFI MailArchiver Archive Stores. This process is described in the Managing Archive Stores chapter of this manual. 5. Multiple databases can be created to cover different emails date ranges. 7.8.
7.8.14 Attaching a GFI MailArchiver 3 Database IMPORTANT You can only attach GFI MailArchiver 3 databases based on SQL Server®. Microsoft® Access Databases are not supported. IMPORTANT Attached GFI MailArchiver 3 databases are read-only and can only be used for browsing and searching. 1. Select Configuration tab and click Archive Stores. Click . 2. Key in an Archive Store name, select whether to allow users to use the new Archive Store and the method used to create it.
5. Click Next to continue. 7.9 Email Access Control By default, Active Directory® Users can browse and search only through their emails. Email Access Control enables you to configure users to belong in a group with access to other users’ emails. The pre-configured groups are listed in the table below. Table 71: Email Access Control groups OPTION DESCRIPTION Full access group Enables users in Active Directory® groups to browse and search through all the emails stored in all the archive stores.
Screenshot 76: Configuring access control 2. Click Configure User Access Control. 3. Select the user to grant access to in the User field and the user to which mailbox access will be granted from the Has access to User field. Click Add and repeat to add other users to other groups. NOTE A user can be added to users by selecting the same user and a different user to grant access to archived emails. 4. Click Save to finalize settings. 7.9.
NOTE The same group can be added to different mailboxes by selecting the same user and a different mailbox to grant access to archived emails. 4. Click Save to finalize settings. 7.10 Configuring IMAP Server Internet Message Access Protocol (IMAP) is an Internet protocol for e-mail retrieval. A number of email clients and mail servers use IMAP to transfer e-mail messages from a server to a client.
Screenshot 77: IMAP Server configuration 3. Select Enable IMAP Server checkbox. IMPORTANT The IMAP service is started automatically when the Enable IMAP server checkbox is selected. If IMAP is disabled, service does not automatically start on startup. 4. (Optional) In the Port Number field, enter a value and click Check Availability. NOTE The default port number is 44143. Changing the port number effects clients that have been configured to use this port. 5.
NOTE The IMAP Service is restarted whenever there are changes in IMAP server configuration related to network card interface or listening port number. All clients are disconnected when the IMAP service is restarted. 7. Use the Maximum months to show in mail clients field to set the period of time (in months) GFI MailArchiver goes back and retrieves emails (default set to 12 months). 8. (Optional) Select Enable SSL Security checkbox to enable secure transmission of information.
5. Click Save. 7.11 Retention Policies Retention Policies define the length of time that an archived email is retained in the Archive Store before it is deleted. For example, you can configure GFI MailArchiver to retain emails marked ‘Sales’ for two years while keeping emails marked as ‘Legal’ indefinitely. GFI MailArchiver also provides you with the facility to temporarily suspend (hold) retention policies so that no email is deleted.
7.11.2 Viewing Retention Policies Screenshot 78: Viewing retention and spam policies To view retention policies, select Configuration tab and click Retention and Spam Policies. The retention policies are displayed in retention policy table, sorted by the order in which these will be executed. Available fields are listed in the table below. Table 72: Retention policy table fields OPTION DESCRIPTION Policy name Displays the name of the retention policy.
Screenshot 79: Select SPAM or email retention policy 3. From the Retention Policy wizard, select Email Retention Policy and click Next.
Screenshot 80: Retention Policy details 4. In the Retention Policy Details screen, key in the details for the new retention policy and click Next. Available options are: Table 73: New retention policy options OPTION DESCRIPTION Policy name Defines the name for the new policy to be created.
OPTION DESCRIPTION Email Criteria Defines the conditions that will identify an email as being part of this retention policy. From the drop down list select one of the following options and provide the values that an email must match to fall under this retention policy. Click condition.
Table 74: Pre-defined retention file types CATEGORY FILE TYPE Images *.jpg,*.jpeg, *.exif, *.tiff, *.raw, *.png, *.gif, *.bmp, *.ppm, *.pgm, *.pbm, *.pnm, *.webp, *.tga, *.pcx, *.img, *.psd, *.psp, *.cgm, *.svg, *.ai, *.cdr, *.eps, *.hvif, *.odg, *.pict, *.pgml, *.swf, *.vml, *.wmf, *.emf, *.xps, *.pns, *.jps Documents *.acl, *.csv, *.cwk, *.doc*, *.dot*, *.htm*, *.hwp*, *.lwp, *.mcw, *.odm, *.odt, *.ott, *.pages, *.pdax, *.pdf, *.rtf, *.rpt, *.stw, *.sxw, *.tex, *.txt, *.wpd, *.wps, *.wpt, *.wrd, *.
Screenshot 81: SPAM Retention Policy dialog 4. Fill in a name for the SPAM Retention Policy, configure whether the policy is active or not, and select the retention period. The table below shows a list of available options. Table 75: SPAM Retention Policy options OPTION DESCRIPTION Policy Name Defines the name for the policy being created/edited. Key in or edit the name in this text box. Enable policy Defines whether the policy being created/edited is active or disabled.
Enabling this feature still causes GFI MailArchiver to mark the archived emails for deletion. Delete instruction will be executed only once the legal hold is removed. To enable Legal Hold: 1. Select Configuration tab and click Retention and SPAM Policies. 2. Select . NOTE Verify that Legal Hold is enabled from the Home tab, under About GFI MailArchiver. To disable Legal Hold: 1. Select Configuration tab and click Retention and SPAM Policies. 2. Select .
Screenshot 82: Categorization rule details 3. Key in a rule name in the Policy Name field and configure the criteria that emails have to fulfill to fall under this classification rule. Available options are: Table 76: Classification Policy options OPTION DESCRIPTION Subject Key in the subject text that the email must match to fall under this categorization rule. Body Key in the body text that the email must match to fall under this categorization rule.
NOTE Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the value will match all users of 'domain.com'. 4. Click to add further classification criteria or to delete previously keyed in criteria. 5. Select Enable policy and key in the label with which emails should be labeled in the Emails that match this categorization policy should be labeled field. Click Next to continue. 6.
7.13.1 Configuring Database Activity Auditing 1. Select Configuration tab click Auditing. 2. Click Configure. Screenshot 83: Select authentication method 3. Select the SQL Server® to use from the Microsoft SQL Server drop-down box and choose the Authentication method to use to connect to the selected SQL Server®. Table 77: SQL Server® Authentication methods OPTION DESCRIPTION Windows Authentication Uses the currently logged on user to connect to SQL Server®.
4. To create a new database within the previously selected SQL Server®, select New Auditing Database and provide a name in the text box. To use an existing database, choose Select an Existing: auditing database from the displayed list of databases. Click Next to continue. Click Next to continue setup. 5. Specify whether to enable tracing on GFI MailArchiver archive stores.
7.13.2 Editing Database Activity Auditing To edit an existing database activity auditing setup, select the previously configured settings and click Configure. Follow the instructions listed in the Configuring Database Activity Auditing section to edit an existing database activity auditing setup. 7.13.3 Audit Reports Auditing reports are based on data generated by database activity auditing and user interaction auditing. To access auditing reports: 1. Select Auditing tab and select the desired report. 2.
Date of import Name of archive store Number of emails imported Retention Policy Auditing Report Use this report to list the retention policies executed and the amount of emails deleted. Information displayed includes: Date on which the policy was executed Name of archive store Name of retention policy Number of emails deleted Clicking on any executed retention policy in the list will bring up a window with detailed information on the policy executed.
Database user affected Action taken Machine from which action originated. The following report options are available: To group the list by event type, click on the Group by event type button, located at the top of the report page. To group the list by date, click on the Group by date button, located at the top of the report page. Clicking on any database change in the list will bring up a window with detailed information on that change. 7.
Screenshot 85: Configuring Email deletion 3. (Optional) If you want to retain a copy of the deleted email in the Archive Stores, check Leave a copy of the email in the Archive Stores accessible by a Full Access User. The retained emails are only accessible by users with full access rights. If the checkbox remains unchecked, deleted emails will be removed permanently from the Archive Stores. 4. Check the I agree checkbox. 5. Click OK. NOTE User cannot delete emails from a read-only Archive Store.
7.15 Viewing and Editing License Keys A fully licensed version of GFI MailArchiver requires a license key. For information on GFI MailArchiver licensing, refer to: http://go.gfi.com/?pageid=MAR_Licensing NOTE To evaluate GFI MailArchiver, request a free evaluation key from GFI Software Ltd http://go.gfi.com/?pageid=MAR_DownloadRegistrationForm. To review the license key that is currently used within GFI MailArchiver select Configuration tab and click Change license key label.
Screenshot 86: General Settings 3. Perform all the required modifications from the list of available options. Table 78: General Settings Options OPTION DESCRIPTION Administrator email address Defines the administrator email address where important notifications are sent. SMTP Server Defines the SMTP server used by GFI MailArchiver to send notifications and to restore emails from Archive Store. Port Number Defines the port number over which GFI MailArchiver will communicate to the SMTP server.
Screenshot 87: Version check configuration 3. Perform all the required modifications from the list of available options. Table 79: Version Check settings OPTION DESCRIPTION Enable Version Check Enables/Disables the GFI MailArchiver Version Check. Uncheck option to disable GFI MailArchiver automated checks for newer versions. Enable Proxy server Instructs GFI MailArchiver to use a proxy server to connect to the GFI servers and check for updated versions.
8 Configuring Email Client Access GFI MailArchiver provides integration with various email clients and technologies so that users can access their archived emails from remote locations, while in the office or on the move. Use the Email Client Access page to: Download GFI MailArchiver Outlook Connector, a Microsoft Outlook® plugin that enables users to view archived emails from their Microsoft Outlook client.
8.3 Downloading GFI MailArchiver Outlook Connector The GFI MailArchiver Outlook Connector can be downloaded from the GFI MailArchiver web interface. 1. Open GFI MailArchiver. 2. Select Email Client Access tab. 3. Click Outlook Connector tab. 4. Select one of the available download options link to download GFI MailArchiver Outlook Connector.
COMPONENT DESCRIPTION Windows® 7 Supported Operating Systems Windows® Vista Windows® XP Windows® Server 2008 Windows® Server 2003 Windows® Server 2000 Internet Explorer® 7 or later (Internet Explorer® 9 Compatibility Mode only)/Mozilla Firefox/Google Chrome/Safari® Other Required Components HTTP port 80 (or HTTPS default port 443 for secure connections) - used by GFI MailArchiver Outlook Connector to connect with GFI MailArchiver.
NOTE Make sure that when deploying the 32-bit version of the GFI MailArchiver Outlook Connector, the domain policy used contains only computers with Microsoft Outlook® 2010 32-bit version installed. Also, ensure to use a domain policy that applies only to computers where Microsoft Outlook® 2010 64-bit version is installed when deploying GFI MailArchiver 2010 64-bit edition. 2.
8.5.1 Installing Outlook® Connector via GPO in Windows® Server 2003 1. Open GFI MailArchiver. 2. Select Email Client Access tab. 3. Select Outlook Connector tab and download the following to a share accessible by all domains: MAROC_32bitOutlook.msi (Installer for Microsoft Outlook 2010 32-bit computers only) MAROC_64bitOutlook.
Screenshot 88: Setting GFI MailArchiver server URL in Windows® Server 2003 GPO 14. From the right pane, double click GFI MailArchiver Server Location policy and select Enabled. In the Server URL text box enter the URL where user machines can access GFI MailArchiver in the form http:/// For example: http://win2k3entsvr.master-domain.com/MailArchiver 15. Click Next Setting and configure the following settings.
GFI MailArchiver Outlook® Connector offline support - Enable or disable offline support. If offline support is enabled, specify the number of days to support offline access. If this setting is enabled: Users are not allowed to modify offline access GFI MailArchiver Outlook® Connector maximum offline days setting is ignored. 16. Click OK when all settings are configured. 17. Select Console Root > > Computer Configuration > Software Settings. 18.
5. Click File > Add/Remove Snap-in… and click Add... 6. Select Group Policy Management Editor snap-in and click Add. 7. Click Browse… and select the domain policy to edit. 8. Select the domain policy and click OK. 9. Click Finish to close ‘Select Group Policy Object’ dialog. Click Close to close ‘Add standalone Snapin’ dialog and click OK to close ‘Add/Remove Snap-in’ dialog; to return to the Microsoft Management Console. 10.
15. Click Next Setting and configure the following settings. For each option select Not Configured to use the default value or click Enable to specify a custom value. GFI MailArchiver Outlook® Connector Data Path Root - specify a different root location where store configurations and local emails are stored on client machines. For example, type ‘%MyDocuments%’ to store in the My Documents folder of the logged on user.
Group Policy Objects (GPO) or via manual install. IMPORTANT Emails archived through the GFI MailArchiver Outlook Addon get archived irrespective of any rules set in Rules-based Archiving. 8.6.1 How Does Manual Archiving Work? 1. Within Microsoft Outlook®, user selects an email, a group of emails, a file or a number of files, or a folder and uses the archive commands in the additional toolbar that is installed when GFI MailArchiver Outlook Addon is deployed.
NOTE GFI MailArchiver Outlook Addon cannot be installed on the Microsoft® Exchange Server. NOTE When using a web-filtering tool, this must be configured to allow all HTTP requests between GFI MailArchiver server and GFI MailArchiver Outlook Addon. Ensure that the GFI MailArchiver server’s IP address, NETBIOS name and DNS name are not blocked by the web filter. For more information, refer to: http://go.gfi.com/?pageid=MAR_WebFiltering 8.6.
Screenshot 90: Enable or disable Manual Archiving 4. Perform one of the following actions: Select Manual Archiving to enable GFI MailArchiver Outlook Addon. Unselect Manual Archiving to disable GFI MailArchiver Outlook Addon. 5. Click Save to complete the configuration. 8.8 Downloading and Installing GFI MailArchiver Outlook Addon The GFI MailArchiver Outlook Addon can be downloaded from the GFI MailArchiver web interface.
NOTE To verify successful installation, check that GFI MailArchiver Outlook Addon toolbar is visible within Microsoft Outlook®. 8.8.1 Changing the Outlook® Addon Tab Availability By default, the GFI MailArchiver Outlook Addon tab is visible and available to all users when they log in GFI MailArchiver. To disable users from seeing it: 1. In the Email Client Access page, click on the GFI MailArchiver Outlook Addon tab. 2. Select an option and click Save.
7. Select Group Policy Object Editor snap-in and click Add. 8. Click Browse… and select the domain policy to edit. 9. Select the domain policy and click OK. 10. Click Finish to close ‘Select Group Policy Object’ dialog. Click Close to close ‘Add standalone Snap-in’ dialog and click OK to close ‘Add/Remove Snap-in’ dialog; to return to the Microsoft Management Console. 11. Navigate to Console Root > > User Configuration, right-click Administrative Templates, and select Add/Remove Templates….
2. Click Email Client Access tab. 3. From Manual Archiving area, click Download Outlook Addon. 4. From command prompt, key in mmc.exe and click Enter to launch the Microsoft Management Console. 5. Click File > Add/Remove Snap-in… and click Add... 6. Select Group Policy Management Editor snap-in and click Add. 7. Click Browse… and select the domain policy to edit. 8. Select the domain policy and click OK. 9. Click Finish to close ‘Select Group Policy Object’ dialog.
14. From the right pane, double click GFI MailArchiver Server Location policy and select Enabled. In the Server URL text box enter the URL where user machines can access GFI MailArchiver in the form http:/// For example: http://win2k3entsvr.master-domain.com/MailArchiver 15. Click Next Setting and configure the following settings. For each option select Not Configured to use the default value or click Enable to specify a custom value.
NOTE For information on how to use the GFI MailArchiver Outlook Addon, refer to the GFI MailArchiver Outlook Addon manual available from: http://www.gfi.com/mar/manual/ 8.8.6 Configuring Outlook Addon When GFI MailArchiver Outlook Addon is installed, default settings are sufficient for the add-in to operate. However, various settings can be customized according to the user’s preferences. To change default settings: 1. Open Microsoft Outlook®. 2. In Microsoft Outlook® ribbon, click 3.
Screenshot 92: GFI MailArchiver Outlook Addon configuration settings. 4. In the Service address for GFI MailArchiver area, select from the following options: Table 87: Outlook® Addon Server address configuration OPTION DESCRIPTION Default This field contains the server address if GFI MailArchiver Outlook Addon is installed through GPO and your Systems Administrator has also deployed the server address. If the field is blank, you will receive an error when trying to archive an email.
IMPORTANT The Service address for GFI MailArchiver is always set to Default, even when GFI MailArchiver Outlook Addon is installed manually. If the field is blank, perform the following actions: 1. Contact your System Administrator and ask for the server address 2. Click the Custom button and type the address provided in the address field. 5.
Table 90: Outlook Addon archiving options OPTION DESCRIPTION Automatically retry on recoverable error When selected, GFI MailArchiver Outlook Addon automatically retries to archive the selected email when a problem is encountered and recovered. Automatically close dialog on completion Select this option to automatically close the Archive Progress dialog after the selected email is archived. 8. Click OK. 8.
NOTE The following configuration requires an Internet connection. 1. Click Mail > Preferences.... 2. On the Accounts tab, click the + button to add a new account. 3. Enter the following information: OPTION VALUE Full Name: [your name] Email Address: [full email address] Password: [your password] 4. Click Continue. 5. Enter the following Incoming Mail Server information: OPTION VALUE Account Type: Select IMAP Description Enter account description Incoming Mail Server: imap.gfi.
8.9.2 Configuring IMAP in iOS5 Follow these instructions to configure IMAP in iOS5: NOTE The following configuration requires an Internet connection. 1. Tap Settings and select Mail, Contacts, Calendars. 2. In the Accounts section, tap Add Account. 3. From the list, select Other. 4. Select Add Mail Account and enter the following information: OPTION VALUE Name: [your name] Address: [full email address] Password: [your password] Description: [meaningful description] 5. Tap Next.
10. Under Incoming Settings, change Server Port number to the default port number 44143 or the port number specified by your Systems Administrator. 11. Tap Use SSL to turn it on. 12. Tap Next. The device will verify the information you entered. 8.9.3 Configuring IMAP in Microsoft Outlook® 2003 1. Start Outlook®. 2. On the Tools menu, click E-mail Accounts. 3. Under E-mail Accounts, click Add a new e-mail account, and then click Next. 4.
7. In the User Information section enter the following information: OPTION VALUE Your Name: [your name] E-mail Address: [full e-mail address] 8. In the Server Information section enter the following information: OPTION VALUE Account Type: IMAP Incoming mail server: [IMAP server name] Outgoing mail server (SMTP): [SMTP server name provided by your Systems Administrator] 9.
OPTION VALUE Account Type: IMAP Incoming mail server: [IMAP server name] Outgoing mail server (SMTP): [SMTP server name provided by your Systems Administrator] 9. In the Logon Information section enter the following information: OPTION VALUE User Name: [full e-mail address] Password: [your password] 10.
OPTION VALUE User Name: [full e-mail address] Password: [your password] 10. Click More Settings > Advanced enter the following information: OPTION VALUE Incoming server (IMAP): Use the default port number 44143 or the port number specified by your Systems Administrator. Use the following type of encrypted connection: Select the encryption method provided by your Systems Administrator. NOTE If prompted, accept the Security Certificate.
6. In the Accounts window, click on More Options and set Authentication to Use Incoming Server Info. 7. Click Advanced and select Use IMAP IDLE (If the server supports it) to be notified when there are new messages. 8. Click OK. 8.9.8 Configuring IMAP in Windows® Live Mail 1. Open Windows® Live Mail and from the Accounts tab, click Email. 2.
OPTION VALUE Password: [your password] IMAP server: [IMAP server name] Port: Use the default port number 44143 or the port number specified by your Systems Administrator. Security type: Select the Security type provided by your Systems Administrator. NOTE If Security Type is set to None, your connection to the IMAP server will be unencrypted. 4. After entering your IMAP configuration parameters, the device checks your incoming settings. 5.
5. Click Advanced Config and under the account name locate Server Settings. Enter the following information: OPTION VALUE Port: Use the default port number 44143 or the port number specified by your Systems Administrator. Username: [full email address] 6. After Thunderbird verifies the account information, click Create Account. 7. Click Get Mail to download emails.
9 Import and Export Emails GFI MailArchiver enables you to extract emails from various email databases and to import them into the Archive Stores. IMPORTANT If Microsoft Outlook® is not detected on the machine where the tool is running, the following import options are disabled: Import from .pst files Download to PST option when selecting Export data from GFI MailArchiver. GFI MailArchiver supports only Microsoft Outlook® 2003/2007/2010 32bit.
The process of adding email from Microsoft® Exchange Mailboxes to GFI MailArchiver involves the following procedure: 1. The GFI MailArchiver Import Export Tool extracts emails from Microsoft® Exchange mailboxes. 2. The GFI MailArchiver Import Export Tool converts the emails to MIME format. 3. The Import Service processes the extracted emails based on the date of each email. 4. GFI MailArchiver stores emails in the appropriate archive store. 9.1.
2. Share Pickup folder to give full read and write permissions to the remote machine from where the GFI MailArchiver Import Export Tool is to run. To share a folder: In Windows® Server 2003: a. Right-click the Pickup folder and select Sharing and Security… b. Select Share this folder and click Permissions button to enter the Permissions dialog. c. Click Add. d. Enter the username of the user where the tool is going to be run and click Check Names to confirm the user. e.
Importing mailboxes remotely from Microsoft® Exchange Server 2003 server 1. Open Microsoft® Exchange System Manager. 2. Navigate to Servers > [Server Name] > [Storage Group], right click on the Mailbox Store and select Properties. 3. Select Security tab. 4. Click Advanced button and uncheck Allow inheritable permissions… checkbox. 5. In the Security dialog box, select Copy. 6. Click OK to apply changes and return to the Mailbox Store Security properties. 7.
if ($exchangeServer.ServerRole -match 'ClientAccess') { Add-ADPermission -Identity $exchangeServer.DistinguishedName -User 'domain\user' -ExtendedRights ms-Exch-EPI-Impersonation } } Example: foreach ($exchangeServer in Get-ExchangeServer) { if ($exchangeServer.ServerRole -match 'ClientAccess') { Add-ADPermission -Identity $exchangeServer.DistinguishedName -User 'master-domain\administrator -ExtendedRights ms-Exch-EPI-Impersonation } } Importing mailboxes remotely from Microsoft® Exchange Server 2010 1.
Screenshot 93: Importing from a Microsoft Exchange mailbox 3. From the Microsoft Exchange Version area, select the applicable Microsoft® Exchange Server option: Microsoft® Exchange Server 2003 or 2007 Microsoft® Exchange Server 2007 SP1 or 2010 4. From the Login Credentials area, configure a user with permissions to access the Microsoft® Exchange mailboxes to import. Configure: Login as current user – Login to Microsoft® Exchange Server using the credentials of the logged on user.
Screenshot 94: Import from Microsoft Exchange: Mailbox and folder selection 6. Select the mailboxes and folders to import: All mailboxes and folders – import all the emails in mailboxes that the configured user has access to. Select the mailboxes and folders from where to extract emails – select this option to import the emails of a particular mailbox. Specify the Mailbox name or click … button to select a mailbox to import.
Screenshot 95: Import from Microsoft Exchange: Configure import options 8. From Import destination area, select one of the following options: Import to GFI MailArchiver – import emails to GFI MailArchiver Archive Stores. Extract emails to given path – extract emails to a location on disk in .txt format 9. In the Cut-off time area, specify a date range. Emails sent between the specified dates are extracted, while other emails are ignored. 10.
9.1.4 Microsoft® Exchange mailbox access permissions – Revoke Permissions Importing mailboxes on the Microsoft® Exchange Server There are no permissions to be revoked when running the GFI MailArchiver Import Export Tool directly on the Microsoft® Exchange Server machine. If the Import from Microsoft® Exchange Mailbox Wizard was run on a machine that is not the Microsoft® Exchange Server 2003/2007/2010 server, ‘Send As’ and ‘Receive As’ permissions are granted automatically to user credentials .
Remove-ADPermission -identity "Mailbox Database" -User "masterdomain/JohnSmith" -AccessRights GenericAll 9.2 Import emails from PST files locally The GFI MailArchiver Import Export Tool enables you to extract emails from PST files. Emails can then be imported into the GFI MailArchiver archive stores. IMPORTANT If Microsoft Outlook® is not detected on the machine where the tool is running, the following import options are disabled: Import from .
The process of adding emails from PST files to GFI MailArchiver involves the following procedure: 1. The GFI MailArchiver Import Export Tool extracts emails from one or more PST files. 2. The GFI MailArchiver Import Export Tool converts the emails to MIME format. 3. The GFI MailArchiver Import Service processes the extracted emails based on the date of each email. 4. GFI MailArchiver stores emails in the appropriate archive store.
2. Share Pickup folder to give full read and write permissions to the remote machine from where the GFI MailArchiver Import Export Tool is to run. To share a folder: In Windows® Server 2003: a. Right-click the Pickup folder and select Sharing and Security… b. Select Share this folder and click Permissions button to enter the Permissions dialog. c. Click Add. d. Enter the username of the user where the tool is going to be run and click Check Names to confirm the user. e.
Screenshot 96: Microsoft Outlook® personal folders (PST) files 3. Click Add PST File and select a PST file to extract. Repeat for each PST file to be added. 4. Click Next when all PST files are added.
Screenshot 97: Import from Microsoft Exchange: Configure import options 5. From Import destination area, select one of the following options: Import to GFI MailArchiver – import emails to GFI MailArchiver Archive Stores. Extract emails to given path – extract emails to a location on disk in .txt format. 6. In the Cut-off time area, specify a date range. Emails sent between specified dates are extracted, all others are ignored. 7.
9.3 Import emails from PST files on the network The GFI PST Exporter wizard included with GFI MailArchiver helps in archiving Microsoft Outlook® PST files on the network created before installing GFI MailArchiver. GFI PST Exporter is an agent-based utility part of the GFI MailArchiver installation. Below is how it works: 1. GFI PST Exporter installs agents on end-user machines. 2. It extracts emails from PST files stored on the enduser machines. 3.
Screenshot 98: GFI PST Exporter Master Service credentials 3. After the setup extracts the files, specify the credentials under which the GFI PST Exporter Master Service will run. 4. Click Install to finalize the installation. 9.3.2 Step 2: Configure the General Settings of GFI PST Exporter 1. Select Start > Programs > GFI MailArchiver > Import Tools > GFI PST Exporter Management Console. 2. From the GFI PST Exporter Management Console, click General Settings node.
Screenshot 99: GFI PST Exporter: general settings 3. In the Cut-off date (UTC time) field, specify a cut-off date and time. Only emails dated prior to this date and time are extracted. NOTE If you set the date and time prior to the installation of GFI MailArchiver, the GFI PST Exporter will extract emails that have not been processed by GFI MailArchiver, avoiding duplicate emails in the archive store. 4. Specify the maximum email size in the Max exportable email size field.
NOTE If running GFI PST Exporter on a remote machine, do not specify mapped drives but use the full UNC path: \\server\share. NOTE The import service pickup folder must have full read/write permissions. 6. In the Directory Services section, select the Directory Service Type. Screenshot 100: GFI PST Exporter: General Settings: verify query root 7. Click Verify to launch the Directory Services Verification dialog. Specify the query root or click Auto Detect to auto detect the query root. 8.
Screenshot 101: GFI PST Exporter: notification settings 3. From the Mail Server Type drop down list, select SMTP. 4. Specify the Authorization Method applicable for your mail server. 5. Specify server IP address in the Mail Server Address field. 6. If the authorization method requires authentication, specify a valid username and password in the Username and Password fields. 7. Specify an email address in the From Email Address field. This is the email address shown as the sender of the notification.
Computer groups can be configured by accessing the Computer Groups node from the GFI PST Exporter Management Console. Screenshot 102: GFI PST Exporter: computer groups Adding new computer groups 1. Click the Create a new Computer Group button . Screenshot 103: GFI PST Exporter: create a computer group 2. Specify the group name and click OK.
Screenshot 104: GFI PST Exporter: computer group properties 3. From the properties dialog click General tab. 4. From the Ownership section, specify who will be the owner of extracted emails for this computer group: To assign a specific owner to all extracted emails, select the All PST’s belong to email option and enter the owner email address. To assign ownership to the Microsoft Outlook® email profile under which emails were extracted, select Auto detect ownership option.
5. Specify when to send notifications from the Notify when: drop-down list. The settings configured previously in the Notification settings node are used. 6. Click the Sources tab. Screenshot 105: GFI PST Exporter: computer group locations to search 7. In the Restrict to Folders section, manage the path(s) within which PST files can be processed. The conditions you specify apply to all folders and subfolders within the path.
Screenshot 106: GFI PST Exporter: edit computer group configuration 2. Click Edit to launch the Computer Group Properties dialog. 3. Apply the required changes as explained in steps 4 to 8 in the Adding new computer groups section. 4. Click OK to save changes. Computer Group Updates The GFI PST Exporter Console displays the status of each computer in a group. To configure when to update the status, select the computer group from the Computer Groups node.
Screenshot 107: GFI PST Exporter: add computer 3. Click Add computer button to add a computer to the group. 4. Specify the computer name or IP address (example 192.168.4.50) to add to the group and click OK. End-user machines Configure end-user machines in computer groups by right clicking on the end-user machine and select any of the following options: Remove – delete the selected end-user machine from the computer group. Move to Group – move the selected end-user machine to another computer group. 9.
Screenshot 108: GFI PST Exporter: deploying the agent 4. Click Deploy button GFI MailArchiver to launch the GFI PST Exporter – Deployment Manager wizard.
Screenshot 109: GFI PST Exporter: deploying the agent 5. In the Ownership from field, specify the owner of extracted emails for this computer. Ownership options include: OPTION DESCRIPTION Leave unchanged – The current owner Group default – The owner specified in the computer group Force autodetection – Force the agent to detect the Microsoft Outlook® email profile Force specific owner – Specify the email address of the owner that will be assigned to the extracted emails.
Screenshot 110: GFI PST Exporter: remote computer requirements 7. Take note of the pre-requisites required to be able to deploy and run GFI PST Exporter agent on end-user machines. Click Next to start deployment on the end-user machine. NOTE During or after deployment, click the server to view the log of deployment details. NOTE A window may pop-up on the end-user machine informing the user that the agent is being deployed. The window closes automatically once deployment is complete. 8.
3. Click Start button to start processing the PST files on the selected computers. Screenshot 111: GFI PST Exporter: processing at remote computer 4. The number of emails examined and the number of emails extracted is shown next to each computer. 5. To view the detailed processing status on each machine, select the computer from the navigation pane. 9.3.8 Reports and logs GFI PST Exporter can display reports of extracted emails.
Screenshot 112: GFI PST Exporter: export report To view report click Reports Node. You can also print the report or export it in HTML format. End-user machines processing details Besides the export report, you can also view details about processed PST files for each end-user machine. 1. From the GFI PST Exporter navigation pane select the Computer Groups node. 2. Expand the appropriate computer group to list all end-user machines 3. Select the end-user machine sub-node for which to display details.
Screenshot 113: GFI PST Exporter: processing logs 4. To view reports for the selected machine in the viewing pane: Click the Logs tab to view a list of export jobs. Double-click a job to view more details for that particular job. Click the PST tab to view a list of PST files that were processed. Information displayed includes PST file location, process success/failure, and number of emails exported. NOTE To re-export emails from a PST file, select a PST file and click the re-export button .
Choosing the GFI MailArchiver Import Service pickup folder as the destination folder in the general settings of GFI PST Exporter, or If emails are already exported, manually move the emails to the pickup folder. Emails in the GFI MailArchiver Import Service pickup folder are processed as follows: Emails are placed in the queue folder so that they can be placed in the appropriate archive store.
Screenshot 114: Email Export: Connecting to GFI MailArchiver 3. In the Login Credentials area: In the GFI MailArchiver URL field specify the URL used to connect to GFI MailArchiver. Select Login as Current User to login using the credentials of the logged on user or select Use Other Credentials to login using another username and password. Click Verify Connection to confirm that a connection can be established to the GFI MailArchiver URL using the specified credentials. 4. Click Next to continue.
Screenshot 115: Email Export: Search options 5. Select the type of search from the following options: OPTION DESCRIPTION Entire mailbox Search for all emails in a particular mailbox. Emails containing specific words Search for emails that include particular words in subject, body and/or attachment. Emails with specific search criteria Search for emails stored in a particular Archive Store, in a particular mailbox or emails that contain a particular tag. 6. Click Next to continue. 7.
TYPE OF SEARCH SEARCH CRITERIA Emails con- Simple Search taining speLook for – Key in terms to search in emails’ subject and body. cific words Search in Attachments – check this option to include attachments when searching. Return only the first 5000 occurrences – Search returns only the first 5000 emails that match search criteria. Only in mailbox(es) – Search only in particular mailboxes. Click … button to specify the mailbox to search in.
TYPE OF SEARCH SEARCH CRITERIA Emails with specific search criteria Advanced Search Search in all Archive Stores Restrict search on particular Archive Stores – Run search through specific Archive Stores. Click hyperlink to select the Archive Stores to search in. Search in mailbox(es) – Check this option to search for emails in specific mailboxes. Click … button to select the mailboxes to search in.
NOTE After you perform a search, you might need to review particular emails from the result set to check that they actually contain what you are looking for. Double-click on the email to view. The GFI MailArchiver Bulk Export tool loads the email in a separate window. Screenshot 116: Email Export: Export options 9. Select how to export the emails: Table 92: Email export options EXPORT OPTION CONFIGURATION Restore to the following email address Select this option to export emails to a mailbox.
EXPORT OPTION CONFIGURATION Download to PST Export emails to a Microsoft Outlook® PST file. Key in the path or click Browse to select the pst file where to export the emails. To maintain the folder structure of exported emails, check Retain folder structure. 10. Click Next to start the export process. 11. When the export process completes, click Finish. NOTE The duration of the export process depends on the amount of emails to export.
10 Restoring Mailboxes GFI MailArchiver provides you with the facility to restore emails archived within GFI MailArchiver Archive Stores to a Mailbox in Microsoft® Exchange Server. Using the GFI MailArchiver Mailbox Restore feature enables you to restore, for example, emails for deleted mailboxes. 10.1 Restore a mailbox 1. Launch the GFI MailArchiver Mailbox Restore utility from the GFI MailArchiver program group (GFI MailArchiver > Mailbox Restore). Screenshot 117: Restore mailbox utility 2.
NOTE The GFI MailArchiver Mailbox Restore utility require the following rights for the user under which this utility is running: Access to the emails in GFI MailArchiver (Source) Read/write access to the Microsoft® Exchange Server mailbox (destination); Executable rights on the server where GFI MailArchiver is installed. For further information, refer to: http://go.gfi.
11 Troubleshooting Troubleshooting and supportIntroductionThis chapter explains how to resolve any issues encountered during installation of GFI MailArchiver. The main sources of information available to solve these issues are:This manual - most issues can be solved through the information in this section.GFI Knowledge Base articlesWeb forumContacting GFI Technical Support 11.1 GFI SkyNet GFI maintains a comprehensive knowledge base repository, which includes answers to the most common problems.
11.5 Installation problems Table 93: Installation problems ISSUE DESCRIPTION One of the following error messages is displayed while installing GFI MailArchiver: Error 1720. There is a problem with this Windows® Installer package. A script required for this install to complete could not be run. Contact your support personnel or package vendor. 1. Disable real-time scanning of anti-virus products or any other software scanning your machine real-time. 2.
ISSUE DESCRIPTION During installation, the following error is displayed: The wizard was interrupted before GFI MailArchiver could be completely installed. Cause: Windows Scripting Host (WSH) is outdated or corrupted. Solution: Install latest version of Windows® Scripting Host (WSH) and reboot the machine. WSH can be downloaded from: http://www.microsoft.com/en-us/download/details.aspx?id=8247 Your system has not been modified. To complete installation at another time, please run setup again.
ISSUE DESCRIPTION GFI MailArchiver fails to authenticate when loading the web interface: Error 401. Cause: This error occurs when the IIS® authentication method is not configured correctly on the GFI MailArchiver server. Solution: Verify the IIS® authentication method used. IIS® 6 1. Navigate to Start > Programs > Administrative Tools > Internet Information Services (IIS®) Manager. 2. Expand > Web Sites > Default Web Site, right click MailArchiver and select Properties. 3.
ISSUE DESCRIPTION GFI MailArchiver fails to authenticate when loading the web interface: Error 4000. Cause: This error occurs when another application is installed on the GFI MailArchiver server, which may be using the same ports required by GFI MailArchiver. Solution: Verify that the default ports used by GFI MailArchiver are not used by other software: 1. In GFI MailArchiver server, launch Command Prompt. 2. In the command line, type netstat -abn >C:\netstat.txt. A text file named netstat.
ISSUE DESCRIPTION GFI MailArchiver is now using the new ports. When moving emails from the Sent Items folder of the Microsoft® Exchange mailbox to another folder, the move is not replicated in the folder structure of GFI MailArchiver. Cause: This behavior occurs when Cached Exchange Mode is enabled in the user’s Microsoft Outlook® account settings. For more information about Cached Exchange Mode refer to: http://go.gfi.
ISSUE DESCRIPTION 2. Importing/exporting displays: “Export processes paused since no databases are configured for the GFI MailArchiver Import Service” Cause: No databases are configured in the GFI MailArchiver Import Service Configuration. Solution: Ensure that the GFI MailArchiver Archive store configured within the GFI MailArchiver Import Service is not a Read-Only archive Store: 1. From GFI MailArchiver, select Archive Stores node. 2.
ISSUE DESCRIPTION 4. Importing/exporting displays: “A large number of emails have a date that does not match any of the date ranges covered by the databases configured. Export processes suspended indefinitely. Please check the manual for troubleshooting” Cause 1: There are no databases configured in the GFI MailArchiver Import Service Configuration that cover the date of some emails. Such emails cannot be stored in any database, and will be stored in the <\GFI\MailArchiver\MAIS\Unclassified> folder.
ISSUE DESCRIPTION 6. When using the GFI MailArchiver PSTExchange Email Export the following errors are displayed: “Mailbox could not be opened using current credentials.” “Access is denied.” “Failed to enumerate folders.” “The mailbox selected cannot be accessed. Please check your credentials.” Cause: The GFI MailArchiver PST-Exchange Email Export tool uses the credentials of the logged-on user when run on the Microsoft® Exchange Server machine directly.
ISSUE DESCRIPTION One of the following issues is encountered: » Cannot enable Offline Access from the settings dialog » Cannot set the number of days for Offline Access greater than a particular number Possible cause The offline access settings are automatically configured by the system administrator or the feature is disabled by the system administrator. Possible solution Consult these issues with your system administrator. GFI MailArchiver Outlook Connector is not synchronizing with GFI MailArchiver.
12 Glossary A Access privileges Permissions granted to users or group of users to perform various operations on diverse emails. Active Directory A technology that provides a variety of network services, including LDAP-like directory services. AD See Active Directory Archive Store management A GFI MailArchiver technology that enables you to queue and schedule the archive stores to use according to different time periods.
Exchange System manager A specialized MMC console that enables you to manage your Exchange organization. ExOLEDB See Exchange OLE DB provider F Firebird database An open source relational database system. G GFI MailArchiver Import Service A GFI MailArchiver tool that imports email data from file to the GFI MailArchiver. GFI MailArchiver Outlook Connector A GFI MailArchiver tool that enables you to synchronize Microsoft Outlook folders with the email data archived by GFI MailArchiver.
Internet Message Access Protocol One of the two most commonly used Internet standard protocols for e-mail retrieval, the other being POP3. J Journaling A Microsoft Exchange Server feature which stores email copies in a central mailbox for various purposes, incl. mail archiving. M Mailbox A directory or folder used for receipt, filing, and storing messages of emails.
O OneClick Restore A user-friendly method of restoring archived emails to the user s inbox and either restores emails as it was at the time of deletion or sends it to user as an email attachment. Outlook Web Access Microsoft Exchange Server s webmail service. Used to access email, contacts, tasks, etc. using a web interface when Microsoft Office Outlook is unavailable. OWA See Outlook Web Access P POP3 See Post Office Protocol ver.
U User interaction auditing A system that enables you to record all users activity while they are using the GFI MailArchiver web interface.
13 Appendix 1 - Microsoft Exchange Manual Operations 13.1 Create a Journal Mailbox in Microsoft® Exchange Server 2000/2003 13.1.1 Step 1: Create a New Journaling Mailbox. 1. Select Start > Programs > Microsoft Exchange > Active Directory Users and Computers. Screenshot 118: Add new user in Microsoft® Exchange Server 2003 2. Expand the domain to archive emails from, right-click Users node and select New > User.
Screenshot 119: New Object - User dialog 3. Key in a relevant ‘User logon name’ (For example journal), fill in other new user details, and click Next. 4. Key in a password, unselect User must change password at next logon option and enable User cannot change password and Password never expires options. Click Next to continue setup. NOTE Ensure that the password keyed in meets the password complexity requirements setup for your Active Directory® users. 5. Click Next and review the new user details.
Screenshot 120: Mailbox store node properties 2. Expand Servers > > Storage group, right click Mailbox Store node and select Properties.
Screenshot 121: Enabling journaling on a Microsoft® Exchange Server mailbox store 3. From the General tab, select Archive all messages sent or received by mailboxes on this store check box and click Browse button. 4. Select the journaling mailbox name you created in step one, for example ‘journal’, and click OK. 5. Close the Mailbox Store Properties dialog and the Exchange System Manager Management console. 13.1.
2. Add the following registry key: HKEY_LOCAL_ MACHINE\System\CurrentControlSet\Services\MSExchangeTransport\Parameters 3. Add the following registry key and values: HKEY_LOCAL_ MACHINE\System\CurrentControlSet\Services\MSExchangeTransport\Parameters\ Key name: JournalBCC Data type: Dword Data value: 1 4. Close Registry editor and from command prompt type services.msc. Restart Simple Mail Transport Protocol and the Information Store services. 13.1.
Screenshot 122: ADSI Edit 3. Expand ADSI Edit > Configuration > > > node. 4. Right-click CN node and click Properties.
Screenshot 123: Heuristics attribute 5. Select heuristics attribute from the Attributes list and click Edit. Screenshot 124: Editing the heuristics attribute value 6. Key in ‘512’ and click OK. 7. Click OK to save and close the ADSIEdit console. NOTE A value of 512 enables Envelope Journaling, and a value of 0 disables Envelope Journaling. 13.2 Disabling Journaling in Microsoft® Exchange Server 2000/2003 1. Select Start > Programs > Microsoft Exchange > System Manager.
Screenshot 125: Mailbox store node properties 2. Expand Servers > > Storage group, right click Mailbox Store node and select Properties.
Screenshot 126: Enabling journaling on a Microsoft Exchange mailbox store 3. From the General tab, unselect the Archive all messages sent or received by mailboxes on this store check box. Click OK to save settings. 13.3 Removing Email from Microsoft® Exchange 2003 Once GFI MailArchiver is configured and your organization's email is being archived correctly, you may want to create a Mailbox Management Recipient Policy in Microsoft Exchange to free up space on the Exchange server by deleting email.
NOTE If you do not see the option for Mailbox Manager Settings, reapply the Exchange service pack. It may not have been correctly applied. 4. The Properties dialog box appears. Type a name for the recipient policy in the Name box. NOTE We recommend that you use a descriptive name, such as "Accounts Department Mailbox Settings." 5. Click Modify. The Find Exchange Recipients dialog box appears. 6. Click the General tab.
11. If you click Starts with, Ends with, Is (exactly), or Is not as your condition, type a value in the Value field. For example, click Is (exactly), and then type Accounts to find all employees who work for the accounts department. 12. Click Add to add the condition to the list. NOTE You can add additional conditions, but all conditions must be true for a match to be displayed. 13. After you have finished adding conditions, click Find Now.
For example, if you type 90 and 2048, all messages that are older than 90 days and over 2 megabytes (MB) are processed. It is suggested to use a size of 1 KB if you want to remove even smaller messages. 20. Repeat steps 18 and 19 for each folder in the list that you want to configure. 21. Click Send notification mail to users after processing if you want to send users an e-mail message notifying them when their mailboxes have been processed. 22. Click Message to edit the notification message.
6. Click Reporting to select the type of report (either a detailed report or a summary) to create when mailboxes are processed. You must also select a recipient to receive the reports. Click Browse, select a recipient, and then click OK. NOTE You cannot send reports to distribution lists. 7. Click OK to accept the mailbox management settings NOTE Further information on how to use System Policies to configure mailbox storage limits in Exchange Server 2003 is available here: http://support.microsoft.
2. Expand Recipient Configuration node and click on Mailbox node. 3. Select New Mailbox… from the Actions pane. 4. Select User Mailbox option and click Next. 5. Select New user option and click Next. Screenshot 127: New user mailbox details 6. Key in the ‘User information’ details for the new user to which the new journaling mailbox will be assigned and click Next. 7. Ensure that the mailbox settings are correct and click Next. 8. Review the new mailbox summary for the new mailbox to create and click New.
Screenshot 128: Configuring a Mailbox Database 2. Expand Microsoft Exchange > Server Configuration > Mailbox node and click Properties from the Actions pane.
Screenshot 129: Mailbox Database properties 3. Select Journal Recipient option, click Browse, and select mailbox previously configured from the Active Directory®. 4. Click OK to finalize setup. 13.4.2 Set up premium journaling 1. Select Start > All Programs > Microsoft Exchange Server 2007 > Microsoft Exchange Management Console.
Screenshot 130: Configuring Journaling rules 2. Expand Organization Configuration > Hub Transport node and select Journaling tab. 3. From the Actions tab and click on New Journaling Rule.
Screenshot 131: Creating a new Journaling rule 4. Key in a name for the new rule and click Browse. Select the Journal e-mail address, preferably a mailbox within the existing Microsoft® Exchange organization, from Active Directory®. 5. Configure: Scope - Select whether to journal all email (Global), internal or external email. Journal e-mail for recipient - Select specific recipient(s) for which this journaling rule applies. 6. Ensure that the Enable Rule option is enabled and click New.
Screenshot 132: Configuring a Mailbox Database 2. Expand Microsoft Exchange > Server Configuration > Mailbox node and click Properties from the Actions pane.
Screenshot 133: Mailbox Database properties 2. Unselect Journal Recipient option. 3. Click OK to finalize setup. 13.5.1 Disable standard journaling from the Microsoft Exchange Management Shell In the Microsoft® Exchange Server Management Shell, use the following syntax to disable a journaling rule: Set-MailboxDatabase -JournalRecipient $Null 13.5.2 Disable premium journaling 1. Select Start > All Programs > Microsoft® Exchange Server 2007 > Microsoft Exchange Management Console.
Screenshot 134: Configuring Journaling rules 2. Expand Organization Configuration > Hub Transport node and select Journaling tab. 3. Right click the journal rule to remove, and click Remove. 4. Click Yes to confirm that you want to remove the journal rule. 13.5.3 Disable premium journaling from the Microsoft® Exchange Server Management Shell In the Microsoft® Exchange Server Management Shell, use the following syntax to disable a journaling rule: Remove-JournalRule 13.
NOTE Before you create a new recipient mailbox management policy, you must determine the following: What limits you want the policy to enforce The group you want the policy to control How you want the policy to handle messages that go past policy limits. 13.7 To use the Microsoft® Exchange Management Console to create new managed content settings: 1. Open the Exchange Management Console. 2. In the console tree, expand Organization Configuration, and then click Mailbox. 3.
Permanently delete Messages are permanently deleted and not recoverable by the user. Mark as past retention date Messages are displayed in a shaded, strikethrough font in Outlook, but no other action is taken. This expiration action is used to prompt the user to take some kind of action. 8. Click Next. 9. The New Managed Content Settings page provides a summary of the settings that you have applied. 10. To complete the New Managed Content Settings wizard, click New. 11.
13.8.1 Set up standard journaling Step 1: Create a new journaling mailbox 1. Launch Microsoft Exchange Management Console. 2. Expand Recipient Configuration node and click on Mailbox node. 3. Select New Mailbox… from the Actions pane. 4. Select User Mailbox option and click Next. 5. Select New user option and click Next. Screenshot 135: New user mailbox details 6. Key in the ‘User information’ details for the new user to which the new journaling mailbox will be assigned and click Next. 7.
Screenshot 136: Configuring a Mailbox Database 2. Expand Microsoft Exchange > Organization Configuration > Mailbox node. Right-click the Mailbox database and select Properties.
Screenshot 137: Mailbox Database properties 3. From the mailbox database properties dialog, select the Maintenance tab and select the Journal Recipient checkbox. Click Browse, and select the journaling mailbox previously configured. 4. Click OK to finalize setup. 13.8.2 Set up premium journaling 1. Launch Microsoft Exchange Management Console. 2. Expand Organization Configuration > Hub Transport node and select Journaling tab. 3. From the Actions tab, click New Journal Rule.
Screenshot 138: Creating a new Journaling rule 4. Key in a name for the new rule 5. Click Browse to select the journaling mailbox where to send journal reports. 6. Configure: Scope - Select whether to journal all email (Global), internal or external email. Journal messages for recipient - Select specific recipient(s) for this journaling rule. 7. Ensure that the Enable Rule option is enabled and click New.
Screenshot 139: Configuring a Mailbox Database 2. Expand Microsoft Exchange > Organization Configuration > Mailbox > Database Management tab and select Properties from the Actions pane.
Screenshot 140: Mailbox Database properties 2. Unselect Journal Recipient option. 3. Click OK to finalize setup. 13.9.1 Disable standard journaling from the Microsoft Exchange Management Shell In the Microsoft Exchange Management Shell, use the following syntax to disable standard journaling: Set-MailboxDatabase -JournalRecipient $Null 13.9.2 Disable premium journaling 1. Launch the Microsoft Exchange Management Console. 2.
13.10 Removing Email from Microsoft® Exchange 2010 Once GFI MailArchiver is configured and your organization's email is being archived correctly, you may want to create a Mailbox Management Recipient Policy in Microsoft® Exchange to free up space on the Exchange server by deleting email.
2. In the result pane, select the mailbox to which you want to apply the retention policy. You can select multiple mailboxes by using the Shift or Ctrl keys. 3. In the action pane, click Properties. 4. In Mailbox User> Properties, on the Mailbox Settings tab, select Messaging Records Management, and then click Properties. 5. In Messaging Records Management, select the Apply Retention Policy check box, and then click Browse to select the retention policy you want to apply to the mailbox. 6.
NOTE Before you create a new recipient mailbox management policy, you must determine the following: What limits you want the policy to enforce The group you want the policy to control How you want the policy to handle messages that go past policy limits. 13.12.1 Step 1: Create a retention tag Use the Microsoft® Exchange admin center to create a retention tag 1. Select compliance management > retention tags and click New. 2.
13.12.3 Step 3: Apply a retention policy to mailbox users After you create a retention policy, you must apply it to mailbox users. You can apply different retention policies to different set of users. To assign the retention policy to a mailbox: 1. Launch Microsoft® Exchange admin center. 2. Click recipients node. 3. Under mailboxes, select Edit from the toolbar. 4. Click mailbox features. 5.
14 Appendix 2 - Role Based Installations Role-based Deployment allows for scalability of GFI MailArchiver in large IT infrastructures dealing with heavy email traffic. This is achieved through the deployment of multiple GFI MailArchiver instances on separate servers. Each instance is configured to fulfill diverse roles, to balance workload and collectively help for the smooth running of the email archiving process.
14.1 How Role-based Deployment Works Screenshot 141: How Role-based Deployment works The GFI MailArchiver role-based deployment process in a distributed environment involves the following steps: 1. Establish the number of GFI MailArchiver instances required and the role to assign to each instance. 2. Install GFI MailArchiver on each server that will be participating in the deployment. This is a normal installation as described in the previous sections in this manual. 3.
5. Configure GFI MailArchiver from the server with the User Interface and Administration role. NOTE GFI MailArchiver instances communicate with each other over the network using the .NET ® Remoting protocol.
14.3.1 Installing GFI MailArchiver Install GFI MailArchiver on each instance where a role will be deployed. For more information, refer to Installing GFI MailArchiver (page 29). 14.3.2 Executing the Deployment Manager Wizard on Each Instance Execute the Deployment Manager Wizard on each GFI MailArchiver instance, according to the role(s) it will be assigned, in the following order: 1. Central Configuration Service 2. Storage 3. Search and Indexing 4. Data Collection (more than one allowed) 5.
Screenshot 142: Selecting roles 2. Specify which role(s) will be assigned to the GFI MailArchiver instance on this server and click Next. NOTE Move the mouse pointer over any role listed in the dialog to view the relevant description for that role. 3. Based on the roles selected in the previous stage, you will be asked to configure some parameters. For information on how to configure roles refer to the next sections. Click Next to continue. 4.
NOTE During this process all GFI MailArchiver services need to be stopped and re-started. This occurs automatically and may take minutes to complete. 6. Click Finish to finalize your settings and close the Deployment Manager Wizard. Assigning the Central Configuration Service Role Screenshot 143: Assigning the Central Configuration Service role To assign the ‘Central Configuration Service Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog.
Assigning the Data Collection Role Screenshot 144: Assigning the Data Collection role To assign the ‘Data Collection Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role collects emails, to be archived, from Microsoft® Exchange Server locations. To achieve maximum performance, assign the ‘Data Collection Role’ to a GFI MailArchiver instance residing directly on the Microsoft® Exchange Server.
Assigning the Storage Role Screenshot 145: Assigning the Storage role To assign the ‘Storage Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role provides email storage and retrieval services. You can only assign the ‘Storage Role’ to one server in the deployment.
Assigning the Search and Indexing Role Screenshot 146: Assigning the Search and Indexing role To assign the ‘Search and Indexing Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role provides email search and indexing services. GFI MailArchiver creates search indexes for each archive store you configure.
Screenshot 147: Specify the word breaker for the Search and Indexing role You will be prompted to specify the word breaker to use. Word breakers for each language enable the resulting terms to be more accurate for that language. If no word breaker is available for a particular language, the neutral word breaker is used. With the neutral word breaker, words are broken at neutral characters such as spaces and punctuation marks.
Assigning the User Interface and Administration Role Screenshot 148: Assigning the User Interface and Administration role To assign the ‘User Interface and Administration Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role enables users to browse/search their archives and administrators to configure GFI MailArchiver through the management console.
Screenshot 149: Specify User Interface and Administration role settings You will be prompted to specify the authentication method to use (Windows® or Forms) to log in to the GFI MailArchiver management console. If more than one server is assigned the Data Collection role, select the Enable server tagging in the Data Sources configuration option. Server tagging allows multiple GFI MailArchiver instances running the Data Collection role to process different mailboxes without interfering with each other.
Assigning the Data Import Service Role Screenshot 150: Assigning the Data Import Service role To assign the ‘Data Import Service Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role uploads imported emails to the GFI MailArchiver Archive Stores. You can assign the ‘Data Import Service Role’ to multiple servers in the deployment.
14.3.4 Assigning the User Mailbox Synchronization Role Screenshot 151: Assigning the Data Import Service role To assign the ‘User Mailbox synchronization Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The User Mailbox Synchronization role is used to synchronize emails in a user mailbox between GFI MailArchiver and Microsoft® Exchange Server. You can configure only one server to run the User Mailbox Synchronization Role in the deployment.
14.3.5 Assigning the IMAP Server Role Screenshot 152: Assigning the IMAP Server role To assign the ‘IMAP Server Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. NOTE The IMAP Server Role must be on the same machine where Storage Role is configured. The IMAP Server role enables IMAP email clients to connect to GFI MailArchiver and download archived emails to their devices. You can configure only one instance of this role in the deployment.
14.3.6 Assigning Multiple Roles to a Server Screenshot 153: Assigning multiple roles A GFI MailArchiver instance may be assigned more than one role. To assign the required roles, select the appropriate options from the list of roles in the ‘Server Role Selection’ dialog.
Identifying the Central Configuration Service Role Server Screenshot 154: Identifying the Central Configuration Service Role server If you are assigning a role other than the ‘Central Configuration Service Role’ to a GFI MailArchiver instance, you are prompted to identify the server that has been assigned that role. Click Test connection to verify that the ‘Central Configuration Service Role’ server you specified is accessible.
Identifying the Data Collection Role Server Screenshot 155: Identifying the Data Collection Role server If you are assigning the ‘User Interface and Administration Role’ to a GFI MailArchiver instance, but not the ‘Data Collection Role’ to the same instance, you are prompted to identify the server with the ‘Data Collection Role’. Click Test connection to verify that the ‘Data Collection Role’ server you specified is accessible.
14.3.7 Identifying the Storage Role Server Screenshot 156: Identifying the Storage Role server If you are assigning a role other than the ‘Storage Role’ to a GFI MailArchiver instance, you are prompted to identify the server that has been assigned that role. Click Test connection to verify that the ‘Storage Role’ server you specified is accessible.
14.3.8 Identifying the Search and Indexing Role Server Screenshot 157: Identifying the Search and Indexing Role server If you are assigning a role other than the ‘Search and Indexing Role’ to a GFI MailArchiver instance, you are prompted to identify the server which has been assigned that role. Click Test connection to verify that the ‘Search and Indexing Role’ server you specified is accessible.
14.3.9 Recommended Deployment Scenario Figure 4 - Deployment scenario This is the recommended scenario for a GFI MailArchiver distributed deployment. In this scenario, an organization will be deploying three GFI MailArchiver instances.
NOTE To achieve maximum performance, assign the ‘Data Collection Role’ and the User Mailbox synchronization roles to a GFI MailArchiver instance residing directly on the Microsoft® Exchange Server with the journaling mailbox. These are the steps to follow for this deployment: 1. Install GFI MailArchiver on each server. 2. Execute the Deployment Manager Wizard on each of the three servers to assign roles to the GFI MailArchiver instances.
NOTE To achieve maximum performance, assign the Data Collection role to a GFI MailArchiver instance residing directly on the Microsoft® Exchange Server with the journaling mailbox. NOTE You can have multiple servers assigned with the Data Collection role. Server 4: User Interface and Administration Server 5 (Temporary server): Data Import Service NOTE This temporary server can be used when past emails (before GFI MailArchiver was installed) from PST files will be imported into the Archive Stores.
15 Appendix 3 - Using the Port Changing Tool The Port Changing Tool enables you to check for port conflicts on the server where GFI MailArchiver is installed and change remoting ports quickly and easily. IMPORTANT After upgrading GFI MailArchiver from a previous version, port numbers are reverted back to their original default setting, so you will need to run the Port Changing Tool again. Screenshot 158: Port Changing Tool user interface To use the Port Changing Tool: 1.
4. (Optional) If you need to restore default port numbers on the GFI MailArchiver machine, click Reset, then click Apply Change.
16 Index A GFI MailInsights Access Control 62, 98, 132-133, 149, 227 Generating reports 63 Access control auditing report 149 Glossary 234 Active Directory 19, 29, 58, 66, 68, 70, 72, 80, 83, 85, 87, 89, 132, 156, 164, 174, 219, 239, 254, 274, 276 H archive 28, 36, 42, 57, 62, 94, 100-101, 103-104, 108, 110, 116-120, 122-124, 126-129, 132, 141, 144, 165, 239, 247 headers 25, 33, 56, 58, 118, 134, 158, 166, 219, 231 I Archived emails auditing report 149 IIS 19, 22, 136, 226 Auditing reports 146,
recipient 24, 58, 106, 141, 145, 219, 247, 252, 258-259, 262, 267-269 Retention policies 64, 137-138, 142, 150, 174, 270 Retention policy auditing report 150 Role-based Deployment 272-274 S Search and Indexing Role 280 Search Index 35, 40, 119-124, 126, 128-129 SQL Server 19-21, 25, 27-28, 33, 36, 49, 118, 120, 124, 126, 128-129, 131, 146-147, 150, 230, 274 Storage role 275 System requirements Hardware 18, 23, 49, 157, 165, 274 T Technical support 224 Time Zone 224 U user access control 132 User audit tr
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