Cloud Services. Archiving. End User Guide

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1 Cloud Services Archiving End User Guide 10/17/2014

2 CONTENTS Introduction... 2 Intended Audience... 2 Prerequisites Client Integration... 2 Supported Web Browsers... 3 My Archive... 4 Overview... 4 Adjusting My Archive Views... 6 Sorting My Archive Forwarding from My Archive Recovering from My Archive Downloading from My Archive Using Folders in My Archive Default Folders Smart Folders Search My Archive Quick Search Advanced Search Settings Overview Your Settings My Archive Outlook Integration... 28

3 INTRODUCTION INTENDED AUDIENCE The My Archive service is a Software as a Service (SaaS) solution that provides secure HTTPS access to End Users to utilize the system to search, retrieve, classify, download, and forward archived personal and attachment data. The My Archive service is a secure, web- based interface for End Users to manage their personal archived data. This My Archive/End User guide explains concepts, identifies components, and describes steps to utilize the My Archive service HTTPS User Interface (UI). The target audience is customers end users. The objectives of this guide: Identify and define My Archive service UI components. Help End Users getting started with their personal archive. Describe My Archive service settings and configuration options. This guide consists of the following sections: Introduction provides a high- level overview of the My Archive service as a Software as a Service (SaaS) solution and identifies the indented audience. My Archive provides an overview of the service and explains the basic features of My Archive including recovering, downloading, and forwarding a message out of the My Archive interface. Using folders in My Archive focuses on My Archive s folders and how to best use the different folders available for search and classification purposes. Search My Archive describes the available search tools to End Users to best search and locate archived communications and/or attachments. Settings describes the customization and integration options available to End Users. PREREQUISITES Prerequisites for using this product include: Knowledge of and familiarity with the operating systems of the computer systems to be used with this service. Concepts and principles of and file archiving. Knowledge of Microsoft Exchange (Outlook) CLIENT INTEGRATION Microsoft Outlook 2003, 2007, and 2010 are supported. All have the ability to access the search functionality of the archive system through the client. 2

4 SUPPORTED WEB BROWSERS Internet Explorer 7.x Internet Explorer 8.x Internet Explorer 9.x Firefox 3 and above Safari 4 Safari 5 Google Chrome Both the 32- and 64- bit versions of the browsers are supported as applicable. 3

5 MY ARCHIVE My Archive is your personal archive. It contains all of a user s archived s (and their associated attachments) in a single searchable repository. My Archive allows the user to browse through their personal archived s and attachments, as they would do within an client. From the My Archive page, end users can perform several actions that will be detailed later in this guide: Quickly search their personal archive. Perform an advanced search on their personal archive. Sort the displayed messages and attachments. Adjust the way they want to view their s and attachments. Work with their folders and Smart Folders. Forward s and attachments out of the archive back to their personal mailbox. Download archived s and attachments. Recover an and/or attachment back to their personal mailbox. Manage their personal settings. Add an additional address to be archived. Configure Microsoft Outlook integration. OVERVIEW My Archive allows you to browse through both your personal archived s and attachments. My Archive is broken down into three main areas, as shown in Figure 1: The (upper) viewing pane displays the information related the messages and attachments. The (lower) reading pane displays the messages or attachment- related headers/body text. The left- hand pane displays the default folders and personal Smart Folders. Figure 1: My Archive Overview 4

6 My Archive allows you to switch between the Messages and Attachments views. This means that if you want to search, forward, or download a particular attachment, you should switch to the Attachments view. You would switch back to the Messages view if you were looking for a specific . To switch back and forth between Messages and Attachments, simply click the two tabs located at the top of My Archive, as shown in Figures 2 and 3. Figure 2: My Archive Messages View Figure 3: My Archive Attachments View 5

7 ADJUSTING MY ARCHIVE VIEWS Overview To view the content of your s and attachment- related s in My Archive interface, on the upper viewing pane, click the or attachment you want to display. The original body text and headers (subject, sender(s), recipient(s), and attachment(s)) then display in the lower reading pane. Once you see the message or attachment you want to open, click any of the fields to open the message or attachment- related message in the lower reading pane, as shown in Figure 4. Figure 4: Viewing Message Content 6

8 My Archive Left-Hand Pane The left- hand pane containing the Folders and Smart Folders can be hidden or unhidden according to your needs. You can hide or unhide this left- hand pane just by clicking the double- arrow button on the top- right corner of this left- hand pane and the left- arrow button on the middle of the left- hand pane as shown in Figure 5 and 6. Figure 5: My Archive Unhidden Left- Hand Pane Figure 6: My Archive Hidden Left- Hand Pane 7

9 Adjusting Views in the Messages Tab In this scenario, we are under the Messages view in the My Archive interface. My Archive is fully adjustable in the way that you can extend and shrink any columns at your desire, and browse through messages thanks to scrolling bars or paginate through message pages. There are several default columns/fields in the viewing pane that display information to help locate and identify a message more easily, as shown in Figure 7: The Subject column displays the message's subject. The Sender column displays sender(s) name(s). The Recipients column displays the recipient(s) name(s), including to/cc/bcc. The Date column displays the date and time (using ISO format) at which the was received in you primary mailbox. The Size column displays the message's (including attachment(s)) size in KB. The # Attachments column displays the number of attachments per message. Figure 7: Adjusting Views in Messages Tab My Archive also allows you to choose which fields you wish to display. If you choose to add or remove one or more of the above listed fields (as shown in Figure 8), follow the following steps: 1. Click the "down arrow" on the right of any field. 2. Click Columns. 3. Select or unselect the field(s) you wish to add or remove. Figure 8: Adding or Removing Fields in the Messages Tab 8

10 Adjusting Views in the Attachments Tab In this scenario, we are under the Attachments view in the My Archive interface. My Archive is fully adjustable in the way that you can extend and shrink any columns at your desire, and browse through attachments thanks to scrolling bars or paginate through attachment pages. There are several default columns/fields in the viewing pane that display information to help locate and identify an attachment more easily, as shown in Figure 9: The Type column displays the attachment's format. The File column displays the attachment's name. The From column displays the attachment- related sender. The Subject column displays the attachment- related subject. The Date column displays the date at which the attachment- related was received in your primary mailbox. Figure 9: Adjusting Views in Attachments Tab 9

11 My Archive also allows you to choose which fields you wish to display. If you choose to add or remove one or more of the above listed fields (as shown in Figure 10), follow the following steps: 1. Click the "down arrow" on the right of any fields. 2. Click Columns. 3. Select or unselect the field(s) you wish to add or remove. SORTING MY ARCHIVE Overview Figure 10: Adding or Removing Fields in the Attachments Tab In My Archive Messages and Attachments viewing panes, you have the ability, like any other client, to sort messages and attachments according to different categories and orders (ascending or descending). Sorting Messages In this scenario, we are under the Messages view in the My Archive interface. You can sort messages by: Subject Sender Date: sent or received date depending on the folder you pick) Size: in KB # Attachments: number of attachments contained per messages Ascending or descending order can sort each field listed above. Two options are available to pick your preferred sorting order, as shown in Figure 11: You can click the desired field and it will sort the messages by ascending order. Click the field again, and it will sort messages by descending order. You also click the "down arrow" at the end of each field and pick the desired sorting order. 10

12 Figure 11: Sorting Messages NOTE: The Recipients column cannot be sorted when in the Messages view. Sorting Attachments In this scenario, we are under the Attachments view in the My Archive interface. You can sort attachments by: Type (attachment's format). File (attachment's name). From (recipient(s) or sender(s) depending on the folder you pick). Subject (subject of the attachment- related ). Date (data at which the attachment- related was received in your primary mailbox). Ascending or descending order can sort each field listed above. Two options are available to pick your preferred sorting order, as shown in Figure 12: You can click the desired field and it will sort the messages by ascending order. Click the field again, and it will sort messages by descending order. You also click the "down arrow" at the end of each field and pick the desired sorting order. Figure 12: Sorting Attachments 11

13 FORWARDING FROM MY ARCHIVE NOTE: Forwarding a message and/or attachment can take up to 15 seconds. DO NOT logout/leave the page until you receive a confirmation pop- up window. My Archive allows you to forward a message (with any associated attachments) from My Archive to anybody you want (even outside your company), as long as you have a valid address. You can perform this action from both the Messages and Attachments views of My Archive. Here are the steps to follow in order to forward a message: 1. Locate the message or attachment you want to forward. Refer to the quick search or advanced search sections to efficiently retrieve the message or attachment you are looking for. 2. Click on the message or attachment in the upper viewing pane so that it is highlighted, once you have located the desired message or attachment. 3. Click Forward at the top right corner of My Archive (next to Recover and Download). 4. Enter the address of the recipient(s), as shown in Figure (OPTIONAL) Create a custom subject and/or message. 6. Click Forward at the bottom of the popup window to send the or attachment- related , as shown in Figure Wait for the confirmation pop- up window to show up, as shown in Figure 15 (next page). Figure 13: Forward a Message and/or Attachment Figure 14: Forward Pop- up Window 12

14 Figure 15: Forward Confirmation Message RECOVERING FROM MY ARCHIVE NOTE: Recovering a message (and any associated attachment(s)) to your primary mailbox can take up to fifteen seconds. DO NOT logout/leave the page until your receive a confirmation pop- up window. My Archive allows you to recover a message (and any associated attachments) to your personal mailbox. This action can be performed from both the Messages and Attachments views of My Archive. Here are the steps to follow in order to recover a message: 1. Go either to the Messages or Attachments view. 2. Locate the message or - related attachment you want to recover. Refer to the quick search or advanced search pages to efficiently retrieve what you are looking for. 3. Click the message or attachment in the upper viewing pane so that it is highlighted, once you have found the desired message or attachment. 4. Click Recover on the top right corner of My Archive (between Forward and Download), as shown in Figure You will see a pop- up window confirming that the message and/or attachment has been recovered to your mailbox, as shown in Figure 17. The message or attachment you selected to recover to your primary mailbox will then be available very soon in your personal mailbox. Figure 16: Recover a Message and/or Attachment 13

15 Figure 17: Recover Confirmation DOWNLOADING FROM MY ARCHIVE Downloading a Message My Archive allows you to download a message (and its associated attachment(s)). When you choose to download a message or - related attachment, you are asked to choose between two available download formats: original format or PDF format. The Attachments view/tab might very useful if you are looking to download an that has a specific attachment to it that you are aware of. The PDF export option will create a PDF file from the subject and body text. If any attachments are associated with the , they will be listed by name at the end of the PDF. In order to download a message and/or attachment, follow these steps: 1. Go either to the Messages or Attachments view. 2. Locate the message or attachment you are looking for. Refer to the quick search or advanced search pages to efficiently retrieve what you are looking for. 3. Click the message or attachment in the upper viewing pane so that it is highlighted, once you have found the desired message or attachment. 4. Click Download at the top right corner of My Archive (next to Recover and Forward). 5. Choose and click the desired download format: Original or PDF, as shown in Figure 18. The download will start right away and will be available in your browser or downloaded files right upon completion, as shown in Figure

16 Figure 18: Download a Message (and its associated attachment(s)) Downloading an Attachment Figure 19: Message Download Complete (in Chrome browser) My Archive allows you to download an attachment only, and not the that is related to it. If you want to download an attachment- related , please refer to the section above. In order to download any attachment related to an , follow these steps: 1. Go to either the Messages or Attachments view. 2. Locate the attachment(s) you are looking for. Refer to the quick search or advanced search page to efficiently retrieve your desired or attachment. 3. Click the message containing the desired attachment or the attachment itself in the upper viewing pane so that it is highlighted. If you are on the Attachments view and click an attachment, it will open the related to the attachment in the lower reading pane, as shown in Figure Click the hyperlinked attachment's name in the headers field in the lower reading pane, as shown in Figure The download will start right away in your browser. 15

17 The attachment will be available in your browser or downloaded files right upon completion in its native/original format, as shown in Figure 21. Figure 20: Download an Attachment Figure 21: Attachment Download Complete (Chrome browser) 16

18 USING FOLDERS IN MY ARCHIVE DEFAULT FOLDERS My Archive displays three different folders (as shown in Figure 22) by default, which can help you access specific categories quicker than browsing through your entire personal mailbox. My Archive default folders are: All Mail, which loads by default when you open My Archive All Received All Sent SMART FOLDERS Overview Figure 22: My Archive Default Folders End users have access to Smart Folders. The root folder, named Smart Folders, always displays, and allows end users to create Smart Folders that will appear as sub- folders below the Smart Folders folder. Basically, a Smart Folder is nothing more complicated than a saved search or a filter that a user applies on his My Archive. NOTE: End Users do not have the capability to created nested Smart Folders. Figure 23: My Archive Smart Folders 17

19 Create Smart Folders Creating Smart Folders is a very easy task. It is almost the same process as creating an advanced search given that a Smart Folder is basically a saved search or a filter that you apply on your My Archive. 1. Click the "+" sign next to the Smart Folders root folder, as shown in Figure 24. Figure 24: Creating a New Smart Folder 2. Give the Smart Folder a unique name, as shown in Figure Populate the Smart Folders fields (refers to the Advanced search section to sell all the search options available) with the desired criteria to create the filter defining which messages will go into the Smart Folder, as shown in Figure Click [Save Smart Folder] to save and create your Smart Folder, as shown in Figure 25. Figure 25: Creating the Filter and Saving New Smart Folder 5. You will see your new Smart Folder displayed below the root Smart Folders folder, as shown in Figure

20 Figure 26: Newly Created Smart Folder NOTE: From there, you can either edit or delete the folder. It is worth noting that every time you will access a Smart Folder, its contents will be updated. This means that if some messages (and their attachments), matching the Smart Folder criteria, have been collected since the last time you opened the folder, they will be automatically updated and categorized in the matching Smart Folder. Edit Smart Folders Once a Smart Folder has been created, it is updated with the latest information (collected messages and attachments) every time the user clicks and opens the Smart Folder. Note that when an end user edits a Smart Folder, no s and/or attachments are deleted or removed from My Archive. The associated s and/or attachments with the Smart Folder would still be available in the All Mail folder if they were not to match anymore the new Smart Folder criteria. 1. Click the Smart Folder you want to edit, as shown in Figure You will see a red "X" and a "pen" logo on the right of the Smart Folder. Click the "pen" icon to start editing the Smart Folder, as shown in Figure 27. Figure 27: Editing a Smart Folder 3. Modify your Smart Folder. You can modify everything about a Smart Folder, from the name, to the legacy or synchronized folders associated with the Smart Folder, as shown in Figure Once you are done editing your Smart Folder, click [Save Smart Folder] to save your modification(s), as shown in Figure

21 Figure 28: Edit Smart Folder Fields 5. You will see your edited Smart Folder displayed below the Smart Folders root folder. The results (in the right- hand reading pane) will also automatically update, as shown in Figure 29. Delete Smart Folders Figure 29: Updated Smart Folder Deleting a Smart Folder is a very quick and easy action. Note that when an end user deletes a Smart Folder, no s and/or attachments are deleted. When a Smart Folder is deleted, all the associated s and/or attachments will remain in the All Mail folder. 1. Click the Smart Folder you want to delete, as shown in Figure 30. You will see a red "X" and a "pen" logo on the right of the Smart Folder. 2. Click the red "X" to start editing the Smart Folder, as shown in Figure

22 Figure 30: Deleting a Smart Folder 3. Confirm that you want to delete the Smart Folder (Reminder: no s and/or attachments will be deleted when deleting a Smart Folder), as shown in Figure 31. Figure 31: Confirm Smart Folder Delete 4. The Smart Folder, Closed 2010 in this example, will no longer display in the Smart Folder list, as shown in Figure 32. Figure 32: Smart Folder Removed from Smart Folder List 21

23 SEARCH MY ARCHIVE QUICK SEARCH Learn how to search and retrieve your personal s and attachments. Please note that the quick search (search box below the Messages tab) functionality is not the same for the Messages and Attachments views. Message View The quick search box, located under the Messages tab (as shown in Figure 38), can be used by placing any of the following in the search box: Keyword, partial address or attachment name (all allow for wildcards, even leading wildcards). Keyword/phrase (use quotation marks ("...") around multiple words for phrase search). Sender *doe*). Recipients *acme.com, *doe*). Attachment name (contract, *$, 200*). Attachment types (*.doc, *.xls, *invoice, *ppt). The quick search box searches through headers, body text, and attachments. Once you are done populating the quick search box, click the [Search All Mail] button next to the Search box to perform the search, as shown in Figure 33. Figure 33: Messages Tab Quick Search 22

24 Attachments View The quick search box, under the Attachments tab (as shown in Figure 34), can be used by placing any of the following in the search box: Keyword, partial attachment name (all allow for wildcards, even leading wildcards). Keyword/phrase (use quotation marks ("...") around multiple words for phrase search). Attachment name (contract, *$, 200*). Attachment types (*.doc, *.xls, *invoice, *ppt). The quick search box searches through attachments' names and body text. Once you are done populating the quick search box, click on the "Search Attachments" button right next to the search box to perform the search, as shown in Figure 34. ADVANCED SEARCH Figure 34: Attachments Tab Quick Search Learn how to search and retrieve your personal s and attachments. Please note that the advanced search functionality is only available in the Messages tab, as shown in Figure 35. Figure 35: My Archive Messages Tab Advanced Search 23

25 In all searches, there is an "AND" relation implied between all the search fields listed above. In all search fields (except Date range and Folders), you can use an "OR" condition between search terms. You have the ability to thoroughly search your personal archive with the advanced search option, which gives you access to several fields for better search refinement. The following fields are displayed on the advanced search pop- up window, as shown in Figure 36: Start date / End date: For the date range, you can either manually specify a date or browse through the calendar by day, month or year. You can also use the [Today] button if you are looking for messages sent or received "today," as shown in Figure 37. Sender(s) Recipient(s) Any Address: Field where the address(es) is either a sender OR a recipient. Subject Body: Has Words / Does Not Have Words Attachments: Has Words / Does Not Have Words Folders (A list a folders is available for GroupWise users using folder replication) Once you are done populating the desired fields, click the search button at the bottom of the left- hand pane to perform the search, as shown in Figure 36. NOTE: When creating an advanced search, you also have the ability to save the advanced search as a Start Folder right from the advanced search pop- up window. Figure 36: Advanced Search Pop- up Window 24

26 OR Figure 37: Advanced Search Date Range Options 25

27 SETTINGS OVERVIEW From My Archive, End Users can manage their personal settings. To access their personal settings, End Users just have to click the Settings hyperlink at the top right of the My Archive interface, as shown in Figure 38. When the End User is in the Settings interface, he will have access to three different tabs according to his permissions/roles. End Users would only see the Your Settings and Addresses tabs. End Users, for whom Outlook configuration is enabled, would see the Your Settings, Addresses, and Configure Outlook tabs, as shown in Figure 38 and 39. Figure 38: My Archive End User Settings Figure 39: Disabling Outlook Configuration When Creating/Editing a User Figure 40: My Archive Settings Tabs 26

28 YOUR SETTINGS As an End User, from the Your Settings tab (shown in Figure 41), you can perform the following actions: Modify your Account Settings: o Change your first name. o Change your last name. o Change your password. o Change your address. This will require that you contact your system administrator. Modify your General Settings: o Choose a number of items displayed per search page. (Keep in mind that the number of items per page will impact the search display speeds). o Choose you default start page when you login to the Archive (only if you have the Search Admin, Search Admin Plus, Search User, Account Admin, or Account Owner roles enabled). You have the choice between the: Admin Dashboard (only if you are Account Admin or Account Owner). Search Dashboard. My Archive. Search List. o Choose your preferred time zone. o Choose you default view when reviewing search results (only if you have the Search Admin, Search Admin Plus, Search User, Account Admin, or Account Owner roles enabled). You have the choice between the: Text view. Normal view. Mini view. Original view. o Choose whether or not to receive nightly s of collection activity (only if you have the Account Admin and/or Account Owner roles enabled). 27

29 Figure 41: My Archive Your Settings Tab MY ARCHIVE OUTLOOK INTEGRATION NOTE: Only the End User for whom Outlook Configuration has been enabled will be able to see the Configure Outlook tab in their personal My Archive settings. This can be modified in the Account Options section when the Administrator provisions/creates archive users. From My Archive, End Users can manage their client integration. To access their personal settings, End Users just have to click the Settings hyperlink at the top right of the My Archive interface, as shown in Figure 38. If an End User uses Microsoft Outlook as his primary client, he can configure Outlook integration following the explanations provided on the Configure Outlook tab in on the Settings page, as shown in Figure 42. Once you will have enabled the Outlook integration with your archiving provider, you will be able to access My Archive directly from your MS Outlook mailbox. A web folder is created, from which you will access My Archive without the need to go to your Internet browser, as shown in Figure 43 and

30 Figure 42: Configuring Outlook Integration Figure 43: My Archive Outlook Integration: Unhidden Left- Hand Pane 29

31 Figure 44: My Archive Outlook Integration: Hidden Left- Hand Pane 30

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