Sonian Cloud-Powered Archive Service. End User (My Archive) Guide

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1 Sonian Cloud-Powered Archive Service End User (My Archive) Guide Software Release Date: April 2012

2 Legal Notices Warranty The only warranties for Sonian products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. Sonian shall not be liable for technical or editorial errors or omissions contained herein. The information contained herein is subject to change without notice. Restricted rights legend Confidential computer software. Valid license from Sonian required for possession, use or copying. Consistent with FAR and , Commercial Computer Software, Computer Software Documentation, and Technical Data for Commercial Items are licensed to the U.S. Government under vendor's standard commercial license. Licensing The use of Sonian products is governed by the terms and conditions of the applicable End User License Agreement (EULA). Trademark notices Microsoft, Windows, Windows NT, Windows XP, and Windows Vista are U.S. registered trademarks of Microsoft Corporation. Java is a registered trademark of Oracle and/or its affiliates. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. UNIX is a registered trademark of The Open Group Sonian, Inc. All rights reserved 1

3 Table of Contents I. About This Document... 4 Intended audience... 4 Prerequisites... 4 Related documentation... 4 Documentation updates... 5 Support client integration... 5 Supported web browsers... 5 II. My Archive... 6 Overview... 6 Adjusting My Archive views Overview My Archive left-hand pane Adjusting views in the Messages tab Adjusting views in the Attachments tab Sorting My Archive Overview Sorting messages Sorting attachments Forwarding from My Archive Recovering from My Archive Downloading from My Archive Downloading a message Downloading an attachment III. Using Folders in My Archive Default folders Smart Folders Overview Create Smart Folders Edit Smart Folders Delete Smart Folders Synchronized folders Overview On-demand synchronization Nightly synchronization IV. Search My Archive Sonian, Inc. All rights reserved 2

4 Quick Search Message view Attachments view Advanced Search V. Settings Overview Your settings addresses Add an address Edit an address Opting out from Exchange Folder Synchronization My Archive Outlook integration Sonian, Inc. All rights reserved 3

5 I. About This Document 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 customer end users. The objectives of this guide are: 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: 1. About this document - provides a high-level overview of the My Archive service as a Software as a Service (SaaS) solution and indentifies the indented audience. 2. 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. 3. 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. 4. Search My Archive - describes the available search tools to End Users to best search and locate archived communications and/or attachments. 5. 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 to be used with this service. Concepts and principles of and file archiving. Knowledge of Microsoft Exchange (Outlook) and/or Office 365. Related documentation For Account Administrators, Search Administrators, and other empowered users, in addition to this guide, please refer to other documents for this product: Cloud Archive Service Administrator Guide Sonian, Inc. All rights reserved 4

6 Cloud Archive Service Getting Started Guide. Cloud Archive Service online help accessible through links in the application. These and other Sonian documents can be found on the Sonian documents web site: Or Documentation updates The title page of this document contains the document release date. This date changes each time the document is updated. To check for recent updates, or to verify that you are using the most recent edition of a document, go to: You can also receive updated or new editions if you subscribe to the appropriate product support service. For details, contact your Sonian sales or support representative. Support You can visit the Sonian Software Support web site at: client integration Microsoft Outlook 2003, 2007 and 2010 are supported. Both have the ability to access the search functionality of the archive system through the client. 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 Sonian, Inc. All rights reserved 5

7 II. 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 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 displaying the information related the messages and attachments. The (lower) reading pane displaying the messages or attachment-related headers and body text. The left-hand pane displaying the default folders and personal Smart Folders. Figure 1 - My Archive overview 2012 Sonian, Inc. All rights reserved 6

8 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 the "Messages" and "Attachments", simply click on the two tabs placed at the top of My Archive, as shown on Figure 2 and 3. Figure 2 - My Archive Messages view Figure 3 - My Archive Attachments view 2012 Sonian, Inc. All rights reserved 7

9 Adjusting My Archive views 1. Overview To view the content of your s and attachment-related s in My Archive interface, just click on the or attachment you want to display, on the upper viewing pane, and the original body text and headers (subject, sender(s), recipient(s), and attachment(s)) will open 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 2. 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 on the double-arrow button on the top-right corner of this left-hand pane and on the left-arrow button on the middle of the left-hand pane as shown in Figure 5 and Sonian, Inc. All rights reserved 8

10 Figure 5 - My Archive unhidden left-hand pane Figure 6 - My Archive hidden left-hand pane 3. 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 2012 Sonian, Inc. All rights reserved 9

11 identify a message more easily, as shown in Figure 7: The Subject column displays the message's subject. The Name column displays sender(s) name(s). The Date column displays the date 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 on the "down arrow" on the right of any field. 2. Click on "Columns". 3. Select or unselect the field(s) you wish to add or remove. Figure 8 - Adding or removing fields in the Messages tab 2012 Sonian, Inc. All rights reserved 10

12 4. 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 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 on the "down arrow" on the right of any fields. 2. Click on "Columns". 3. Select or unselect the field(s) you wish to add or remove Sonian, Inc. All rights reserved 11

13 Figure 10 - Adding or removing fields in the Attachments tab Sorting My Archive 1. Overview 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). 2. Sorting messages In this scenario, we are under the "Messages" view in the My Archive interface. You can sort messages by: Subject. Name: recipient(s) or sender(s) depending on the folder you pick). 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 on the desired field and it will sort the messages by ascending order. Click on the field again, and it will sort messages by descending order. You also click on the "down arrow" at the end of each field and pick the desired sorting order Sonian, Inc. All rights reserved 12

14 Figure 11 - Sorting messages 3. 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 on the desired field and it will sort the messages by ascending order. Click on the field again, and it will sort messages by descending order. You also click on the "down arrow" at the end of each field and pick the desired sorting order. Figure 12 - Sorting attachments 2012 Sonian, Inc. All rights reserved 13

15 Forwarding from My Archive NOTE: Forwarding a message and/or attachment can take up to 15 seconds. Please do not logout/leave the page until you receive a confirmation popup 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 on 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 on Forward at the bottom of the popup window to send the or attachment-related , as shown in Figure Wait for the confirmation popup window to show up, as shown in Figure 15. Figure 13 - Forward a message and/or attachment 2012 Sonian, Inc. All rights reserved 14

16 Figure 14 - Forward popup window 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. Please do not logout/leave the page until your receive a confirmation popup 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 on 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 on Recover on the top right corner of My Archive (between Forward and Download), as shown in Figure You will see a popup window confirming that the message and/or attachment has been recovered to your mailbox, as shown in Figure Sonian, Inc. All rights reserved 15

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 Figure 17 - Recover confirmation Downloading from My Archive 1. 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 Sonian, Inc. All rights reserved 16

18 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 on 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 on Download at the top right corner of My Archive (next to Recover and Forward). 5. Choose and click on 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 19. Figure 18 - Download a message (and its associated attachment(s)) Figure 19 - Message download complete (in Chrome browser) 2012 Sonian, Inc. All rights reserved 17

19 2. Downloading an attachment 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 on 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 on an attachment, it will open the related to the attachment in the lower reading pane, as shown in Figure Click on 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. 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) 2012 Sonian, Inc. All rights reserved 18

20 III. 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. A fourth folder, named INBOX, is only activated for GroupWise users. This folder is the equivalent of folder replication/synchronization for GroupWise users. Under this folder, your personal GroupWise mailbox folders will be replicated in My Archive for improved usability. Figure 22 - My Archive default folders Smart Folders 1. Overview End users have access to Smart Folders. The root folder, named "Smart Folders" is always displayed and allow 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 Sonian, Inc. All rights reserved 19

21 Figure 23 - My Archive Smart Folders 2. 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 on the "+" sign next to the "Smart Folder" 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 Folder 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 Sonian, Inc. All rights reserved 20

22 Figure 25 - Creating the filter and saving new Smart Folder Contracts 5. You will see your new Smart Folder displayed below the root Smart Folder folder, as shown in Figure 26. 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 meaning 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 Sonian, Inc. All rights reserved 21

23 3. 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 on 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 on 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 on Save Smart Folder to save your modification(s), as shown in Figure 28. Figure 28 - Edit Smart Folder fields 2012 Sonian, Inc. All rights reserved 22

24 5. You will see your edited Smart Folder displayed below the Smart Folder root folder. The results (in the right-hand reading pane) will also automatically update, as shown in Figure 29. Figure 29 - Updated Smart Folder 4. Delete Smart Folders 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 on the Smart Folder you want to delete, as shown in Figure You will see a red "X" and a "pen" logo on the right of the Smart Folder. Click on the red "X" to start editing the Smart Folder, as shown in Figure 30. 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 Sonian, Inc. All rights reserved 23

25 Figure 31 - Confirm Smart Folder delete 4. The Smart Folder, Closed 2010 in this case, will be gone from the Smart Folder list, as shown in Figure 32. Figure 32 - Closed 2010 Smart Folder removed from Smart Folder list Synchronized folders 1. Overview NOTE: Folder Synchronization is only available for Exchange 2007 and 2010 users. Your account owner or administrator must subscribe to and configure Exchange folder synchronization for you to be able see your folder structure replicated in My Archive Sonian, Inc. All rights reserved 24

26 My Archive now offers you to capability to synchronize and replicate your Microsoft Exchange folder structure within My Archive. You have two different ways to synchronize your folders: 1. On-demand synchronization - You can manually initiate synchronization from the My Archive interface. 2. Nightly synchronization - My Archive automatically synchronizes and updates your folder structure every night. The Exchange folder synchronization has the following capability: Can synchronize and display the folder structure from multiple Microsoft Exchange addresses within your My Archive. Can synchronize and display at least 100 folders for one given address (independent from nested folders). Can synchronize and display at least 5 levels of nested folders. Figure 33 Exchange Folder Synchronization Overview 2012 Sonian, Inc. All rights reserved 25

27 2. On-demand synchronization The first and most obvious way to synchronize your folders is the (manual) on-demand Exchange folder synchronization. When you log into My Archive, follow these steps: 1. Initiate the on-demand folder synchronization by clicking on the double-arrow button on the left-hand pane next to the Synchronized Folders, root folder (see Figure 34). Figure 34 Initiate On-demand Synchronization 2. Wait until the spinning circle stops, as shown in Figure 35. Figure 35 Exchange Folder Synchronization Running 3. If the synchronization is successful, your current Exchange folder structure will be displayed below the Synchronized Folders root folder on the left-hand pane. You will also see a green checkmark indicating the success if the operation, as shown in Figure Sonian, Inc. All rights reserved 26

28 Figure 36 Successful Folder Synchronization 4. If the synchronization fails, you will see a red dot indicating that My Archive could not synchronize your Exchange folders (see Figure 37). In this case, please contact your administrator so that he can take the appropriate steps. Figure 37 Failed Folder Synchronization 3. Nightly synchronization The nightly synchronization will not run by itself if you do not enable it in the first place. My Archive will only synchronize "active" Exchange folder sync end users. This is a very easy and quick process to do. Basically, you have to manually perform an on-demand folder synchronization (see above) to activate the automatic folder sync. Once you perform the first successful on-demand Exchange folder synchronization, this will activate your nightly folder sync that will run automatically every 24 hours Sonian, Inc. All rights reserved 27

29 IV. 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. 1. 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 on the "Search All Mail" button right next to the search box to perform the search, as shown in Figure 38. Figure 38 - Messages tab quick search 2. Attachments view The quick search box, under the "Attachments" tab (as shown in Figure 39), can be used by placing any of the following in the search box: 2012 Sonian, Inc. All rights reserved 28

30 * 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 attachments' 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 39. Figure 39 - Attachments tab quick search Advanced 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 40. Figure 40 - My Archive Messages tab advanced search 2012 Sonian, Inc. All rights reserved 29

31 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 popup window, as shown in Figure 41: 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 42. Sender(s). Recipient(s). 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 on the search button at the bottom of the left-hand pane to perform the search, as shown in Figure 41. NOTE: You also have the ability, when creating an advanced search, to save the advanced search as a Start Folder right from the advanced search popup window. Figure 41 - Advanced search popup window 2012 Sonian, Inc. All rights reserved 30

32 Figure 42 - Advanced search date range options OR 2012 Sonian, Inc. All rights reserved 31

33 V. Settings Overview From My Archive, End Users can manage their personal settings. To access their personal settings, End Users just have to click on the Settings hyperlink at the top right of the My Archive interface, as shown in Figure 43. 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 4 and 45. Figure 43 - My Archive End User settings Figure 44 - Disabling Outlook configuration when creating/editing a user 2012 Sonian, Inc. All rights reserved 32

34 Figure 45 - My Archive Settings tabs Your settings As an End User, from the "Your Settings" tab (shown in Figure 46), 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) Sonian, Inc. All rights reserved 33

35 Figure 46 - My Archive Your Settings tab jon.smith@acme.com addresses From My Archive, End Users can manage their preferred addresses. To access their personal settings, End Users just have to click on the Settings hyperlink at the top right of the My Archive interface, as shown in Figure 43. From the Addresses tab, End User can manage their personal additional address(es), as shown in Figure Add an address End Users can provide an additional address on this page. By adding an address in the blank field, an End User implies that that he wants s (and their associated attachments) from the provided address(es) to be collected and archived in their personal My Archive with his current archived messages. Register an additional valid address associated to your mailbox by adding the complete address and clicking the button "Add address", as illustrated in Figure 47. The address added by the End User will be verified against a control list and he will receive an to the added address, requiring further verification. The End user should follow the instructions on that and click the unique link to activate the archiving for that address Sonian, Inc. All rights reserved 34

36 Figure 47 - My Archive Addresses tab 2. Edit an address End Users can edit their registered addresses. Edit an address by clicking on the "Edit" button next to the desired address, as shown in Figure 48. When you are done editing your address, click on the "Save" button to confirm the modification you've made, as shown in Figure 49. An confirmation will be sent to the Account Administrator (AA) for verification and approval. Your address will be verified against a control list and you will receive an to that address requiring further verification. Follow the instructions on that and click the unique link to activate the archiving for that address. Figure 48 Edit address 2012 Sonian, Inc. All rights reserved 35

37 Figure 49 Saving edited address 3. Opting out from Exchange Folder Synchronization NOTE: This feature will only available to you if you have Exchange Folder Synchronization. If you have folder sync enabled and want to disable Exchange Folder Synchronization for one or multiple of your registered addresses follow these steps: 1. Click on the Edit button on the right side of the desired address. Figure 50 Edit folder synchronization 2. Uncheck the checkbox in the Sync Folders column to opt out from folder sync for desired addresse(es) Sonian, Inc. All rights reserved 36

38 Figure 51 Opt out from folder synchronization 3. Click the Save button to validate the modification and disable folder sync for the specified address(es). Figure 52 address out of folder synchronization My Archive Outlook integration NOTE: Only 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 on the Settings hyperlink at the top right of the My Archive interface, as shown in Figure Sonian, Inc. All rights reserved 37

39 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 53. 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 will be created from which you will access My Archive without the need to go to your Internet browser, as shown in Figure 54 and 55. Figure 53 - Configuring Outlook integration 2012 Sonian, Inc. All rights reserved 38

40 Figure 54 - My Archive Outlook integration: unhidden left-hand pane Figure 55 - My Archive Outlook integration: hidden left-hand pane 2012 Sonian, Inc. All rights reserved 39