GFI Product Guide. User Guide

Transcription

1 GFI Product Guide User Guide

2 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. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no claim, promise or guarantee about the completeness, accuracy, recency or adequacy of information and is not responsible for misprints, out-of-date information, or errors. GFI makes no warranty, express or implied, and assumes no legal liability or responsibility for the accuracy or completeness of any information contained in this document. If you believe there are any factual errors in this document, please contact us and we will review your concerns as soon as practical. All product and company names herein may be trademarks of their respective owners. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. GFI Archiver is copyright of GFI SOFTWARE Ltd GFI Software Ltd. All rights reserved. Document Version: V Last updated (month/day/year): 19/02/2015

3 1 Using GFI Archiver Logging in to GFI Archiver Browsing Archived items Working with archived items Searching archived items Using Simple Search Using Advanced Search search using smart phones Accessing multiple mailboxes GFI MailInsights Generating MailInsights reports Scheduling MailInsights reports Communication Flow WebMail Usage Responsiveness Storage Use Inactive Accounts Inappropriate Words Internal Spammers Outside Office Hours Data Leakage Detection Job Search Phrase Search User Traffic Report Topics report Performance Indicators report Large s report Changing user preferences 41 2 Configuring Client Access Installing Outlook Connector Outlook Connector system requirements Software Hardware Downloading the GFI Archiver Archive Assistant 44 3 Configuring Archive Assistant Deploying the File Archive Assistant Downloading the File Archive Assistant Configuring the File Archive Assistant Adding a Synchronization Folder Deploying the GFI Archiver App for Windows 8/RT System requirements Configuring the GFI Archiver Touch App Configuring GFI Archiver IMAP Client Access Configuring IMAP on Android Configuring IMAP in Apple Mail

4 3.3.3 Configuring IMAP in ios Configuring IMAP in Microsoft Outlook Configuring IMAP in Microsoft Outlook Configuring IMAP in Microsoft Outlook Configuring IMAP in Microsoft Outlook Configuring IMAP in Outlook 2011 for Mac Configuring IMAP in Mozilla Thunderbird Configuring IMAP in Windows Live Mail 60 4 Glossary 61 5 Index 66

5 1 Using GFI Archiver GFI Archiver helps you maintain an easily accessible archive of correspondence, calendar items and documents, eliminating the need for PST files and meet a growing number of compliance and ediscovery regulations. With the reporting capabilities of MailInsights business intelligence tools, you are able to get the most from your archived items. Identify legal risks and manage productivity with reports based on the business-critical information in your archive. Read the following sections for information related to: Logging in GFI Archiver Browsing archived s Working with s Searching for archived s Accessing multiple mailboxes Generating MailInsights reports Changing the display language and other options 1.1 Logging in to GFI Archiver Select one of the following options to log in GFI Archiver: Go to Start > GFI Archiver > GFI Archiver. The application loads in your default Internet browser. Key in your domain credentials (username and password used to login to Windows ) when prompted. Alternatively, from your Internet browser, key in the following URL: Archiver host name>/<gfi Archiver virtual folder name> For example: By default, GFI Archiver does not require any login credentials while logging in. It will instead use the credentials of the currently logged in user. Closing your browser session logs off the currently logged on user from GFI Archiver. To login as a different user, log off your profile and log in using a different Windows user. If you are logging in from a computer that is not joined to the domain where GFI Archiver is installed, you will be prompted to key in the credentials used to log in the domain where GFI Archiver is installed. 1.2 Browsing Archived items 1. From GFI Archiver, select Archive tab. GFI Archiver 1 Using GFI Archiver 5

6 Screenshot 1: Browsing Archived s 2. In the Archive tab, you can view archived items for all the mailboxes that you have been granted access to. You can also perform several actions as described in the table below. Enables you to search for s. Key in the words or phrases to search for and click. Results are displayed in the s pane. Hides the preview pane. Shows the preview pane. Toggles the preview pane from displaying s at the bottom to displaying s at the side of the list page. Displays s in message view. Displays s in mailbox view. Switch to calendar view and display archived calendar items. Switch to file history view and display a list of files archived by the File Archive Assistant. GFI Archiver 1 Using GFI Archiver 6

7 Displays the list of mailboxes the currently logged in user has access to. From the accounts list, select the Archive Store to view mailboxes for form the List accounts in archive option. Click Close to exit Account list. Deletes the selected s if Deletion has been enabled by your System Administrator. If Deletion is not enabled, this icon will not be displayed. s cannot be deleted from Read-only Archive Stores or when Legal-hold is enabled. By default, GFI Archiver displays 25 items 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 s to display per page option. Click Save. 1.3 Working with archived items Within the GFI Archiver Archive tab, you can view and take action on different types of archived items. Switch between conversations and calendar items using the provided controls in the task bar. For more information refer to Browsing Archived items (page 5). To view an or an archived file, select the from the mailbox or message view. This will display the selected item in the preview pane. Double click an or archived file to view it in the view window. GFI Archiver 1 Using GFI Archiver 7

8 Screenshot 2: Working with archived items within GFI Archiver To open an archived calendar item, switch to calendar view. Select the item to view. Click once on the item to view details in the calendar window. Depending on the type of archived item selected, the following actions can be performed when viewing the contents of archived items: View /calendar item header. Click to view or calendar item 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 s forming part of the conversation are listed. Click this button again or select close to close the panel. GFI Archiver 1 Using GFI Archiver 8

9 Edit or calendar item labels (Personal and Global) Enables you to categorize s and calendar items through labeling. This feature is useful during searches for specific types of archived items. For example search all items labeled as Important. To add a label: 1. From Available Labels, key in a new label or select an existing one. 2. Click Label to label with the keyed in or selected label. To remove a previously assigned label: 1. Select a previously assigned label. 2. Click Remove label. Click this button again or select close to close panel. Labels are displayed in the Labels field in black. Labels assigned at an organization level through categorization policies are in red. You cannot remove categorization policies labels from an . Restore /calendar item Restores s or calendar items using the OneClick Restore feature that restores an archived item to a specific mailbox or forwards a copy to an address. In the restore panel, key in the address where to send a copy of the current item and click Restore /calendar item. Save to disk (EML format) Downloads the whole to disk including any attachments, in.eml format. This format is compatible with a number of clients such as Microsoft Outlook Express, Windows Mail, and Mozilla Thunderbird. In the File download dialog box, select Save, and select the location where to save the file. Save to disk (MSG format) Downloads the whole to disk including any attachments, in.msg format, which is compatible with Microsoft Outlook. In the File download dialog box, select Save, and select the location where to save the file. Download Calendar Item Downloads the whole to disk including any attachments, in.msg format, which is compatible with Microsoft Outlook. In the File download dialog box, select Save, and select the location where to save the file. Print /calendar item Displays archived item in a printer friendly format in a new browser window. Use the print function of your browser to print the item. Show images in Use this button to display embedded images within the . Mark as not SPAM Use this button to mark as not SPAM an that was previously identified as SPAM by an anti-spam solution. Requires a SPAM retention policy to be set up GFI Archiver 1 Using GFI Archiver 9

10 Delete /calendar item Deletes the current item if Deletion has been enabled by your System Administrator. If Deletion is not enabled, this icon will not be displayed. Archived items cannot be deleted from Read-only Archive Stores or when Legal-hold is enabled. Show Calendar Item Events Click button to view the Calendar Item Events in the mail view window. Download When viewing archived files, an additional Download link is provided in the body. Click this link to download the file and save it to disk. 1.4 Searching archived items When searching for archived items, such as s, files, calendar items or faxes, GFI Archiver queries the index and retrieves any matching item with its respective attachment. Within GFI Archiver, you can search using: Quick Search Use the text box in the toolbar to search all archived s for the selected user across all Archive Stores. In the Quick Search text box, you can also use the following wildcards:? - Matches any single character * - Matches any string of characters Simple Search Advanced Search For example: To search for s containing the word Swiss, key in sw??s or sw*s. Expand the Quick Search to filter the search by simple criteria such as Sender, Receiver, Subject, Date and other information. For more information refer to Using Simple Search (page 10). Use advanced options for an extensive range of search options. For more information refer to Using Advanced Search (page 13). s matching the search query are displayed in the s pane. GFI Archiver displays up to 25 s per page. If more than 25 s are matched for each search query, GFI Archiver spreads the s out on separate pages. Use the slider at the bottom of the pane to change from one page to the next Using Simple Search The Simple Search is an extension of the Quick Search feature that enables you to use additional search criteria when searching for s, files, calendar items or Fax/SMS messages in all Archive Stores. To use Simple Search: 1. From the Archive tab, click the drop down icon next to the Search text box. GFI Archiver 1 Using GFI Archiver 10

11 Screenshot 3: Simple Search options 2. In the Search for area, select to search for s in all Archive Stores. Use the following search features: Contains Subject Sent date From To Attachment Advanced options Reset Save Search Enter a keyword to search for. You can also use the following wildcards:? - Matches any single character * - Matches any string of characters Search for s having a specific subject. Defines the date when the to search for was sent. Specify the address or display name of the sender for which to search s. Specify the address or display name of the recipient for which to search s. Search for s that have some specific content anywhere in the attachment. Click link to advanced options for an extensive range of search options. For more information refer to Using Advanced Search (page 13). Resets the search conditions and enables you to start all over again. Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. Starts the search for the archived s. Results are returned as per the conditions selected. 3. In the Search for area, select File to search for archived Files in all Archive Stores. Use the following search features: File Name File Type Last Modified Date Advanced options Enter the full file name or part of the file name to search for. You can also use the following wildcards:? - Matches any single character * - Matches any string of characters Specify a File Type from the available list or select Any (Default). Select an option from the available list or select Custom and specify a date range using the calendar controls. Click link to advanced options for an extensive range of search options. For more information refer to Using Advanced Search (page 13). GFI Archiver 1 Using GFI Archiver 11

12 Search Reset Save Starts the search for the archived s. Results are returned as per the conditions selected. Resets the search conditions and enables you to start all over again. Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. 4. In the Search for area, select Calendar to search for archived calendar items in all Archive Stores. Use the following search features: Contains Organizer Subject Invited Attendees Start of Event Location Advanced options Search Reset Save Enter the full file name or part of the file name to search for. You can also use the following wildcards:? - Matches any single character * - Matches any string of characters Specify the name of the event organizer. Search for calendar items having a specific subject. Specify the name of persons invited to an event. Select an option from the available list or select Custom and specify a date range using the calendar controls. Specify the name of the location where an event is taking place. Click link to advanced options for an extensive range of search options. For more information refer to Using Advanced Search (page 13). Starts the search for the archived s. Results are returned as per the conditions selected. Resets the search conditions and enables you to start all over again. Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. 5. In the Search for area, select Fax to search for archived Fax and SMS messages in all Archive Stores. Use the following search features: Contains Type Sent date From To Advanced options Search Reset Save Enter the full file name or part of the file name to search for. You can also use the following wildcards:? - Matches any single character * - Matches any string of characters Switch between Fax and SMS using the drop down list. Select from available list to define the date when the Fax or SMS to search for was sent. Specify the address of the sender for which to search. Specify the address of the recipient for which to search. Click link to advanced options for an extensive range of search options. For more information refer to Using Advanced Search (page 13). Starts the search for the archived s. Results are returned as per the conditions selected. Resets the search conditions and enables you to start all over again. Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. GFI Archiver 1 Using GFI Archiver 12

13 The Fax Search option is displayed only when the Fax Archiving Search Tab is enabled by the GFI Archiver Administrator Using Advanced Search The Advanced Search is an extension of the Simple Search feature that enables you to use a wide range of search criteria when searching for archived items. To use Advanced Search: 1. From the Archive tab, click the drop down icon next to the Quick Search text box and select Advanced options. Screenshot 4: Advanced Search Options 2. In the Advanced Search Options area, use the following advanced search features: Search s for Archive Store Sent date Includes all/any Select the user from the available list. Defines the Archive Store where the search will be performed. Select one or more Archive Stores from the available list of Archive Stores. Defines the date when the to search for was sent. Defines whether to display items that match all conditions or items that match any of the conditions. From the drop-down list select: All Displays archived items that match at least one of the conditions specified. Any Displays archived items that meet all the conditions specified. GFI Archiver 1 Using GFI Archiver 13

14 Click this button to add conditions. Available conditions are: Subject Search for s having a specific subject. Sender - Specify the address or display name of the sender for which to search s. Recipient - Specify the address or display name of the recipient for which to search s. BCC - Specify the address or display name of the recipient whose address was keyed in the BCC field. Sent Date - Search for s sent before, after or exactly on a specific date. Key in or select a date, and select Is before, Is after or Is exactly. Received Date - Search for s received before, after or exactly on a specific date. Key in or select a date, and select Is before, Is after or Is exactly. Start Date - Search for calendar items that start before a specified date. Size (KB) - Search for items that are bigger, smaller or equal to a particular size. Key in a size and select Is greater than, Is smaller than and Is exactly. Message ID - Search using the Message ID field contained in the header. Key in or paste the message ID of the to find. Whole - Search for s that have some specific content in the body and attachments. Body - Search for s that have some specific content in the body. Attachment - Search for s that have some specific content anywhere in the attachment. Contains document - Search only for s that have an attached document. Folder - Search for items contained in a specific mailbox folder. Folder/Subfolders - Search for items contained in a specific subfolder within a mailbox folder. Label - Search for s labeled with a specific label. Click displayed next to a search condition to remove it. Excludes all of these conditions Defines a list of conditions that the archived items will NOT have to meet to be returned as a search result. Click and select the conditions to apply. The conditions that can be selected are similar to the ones described above. Click displayed next to a search criteria to remove it from search. Back to basic options Reset Save Click to return to the Simple Search feature. For more information refer to Using Simple Search (page 10). Resets the search conditions and enables you to start all over again. Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. GFI Archiver 1 Using GFI Archiver 14

15 Search Starts the search for the archived items. Results are returned as per the conditions selected search using smart phones Within GFI Archiver, you can search for s using a smart phone. 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 Archiver is located, using the following format: Archiver host name>/<gfi Archiver virtual folder name> For example: 2. Sign in using your credentials. The Mobile User Interface uses the same language settings as those configured by the user in GFI Archiver. For more information refer to Changing user preferences (page 41). 3. Key in the text to search for and click Search. 4. Browse through the displayed results using the controls provided. Results are sorted by date in descending order. The mobile search feature returns 10 s per page. You can browse additional pages using the controls provided. The maximum number of results is GFI Archiver 1 Using GFI Archiver 15

16 Screenshot 5: Conversation View Smart Phone 5. Click the subject to display the or click View Conversation to display related s. The mobile user interface is focused on searching archives. For advanced search and browsing features, access GFI Archiver from your computer. The mobile user interface enables users to access ONLY their mailbox. 1.5 Accessing multiple mailboxes From within the Archive tab, you can also browse archived items in other users mailboxes - provided that you have been granted access to their archive. A user with Administrative rights can grant or revoke access to other users mailboxes from the GFI Archiver Access Control feature. Search user to add feature is disabled if the currently logged on user does not have access to other users mailboxes, or if there are no s to view. GFI Archiver 1 Using GFI Archiver 16

17 Screenshot 6: Accessing multiple mailboxes To view archived items for a different mailbox: 1. Key in the name of the mailbox for which to view archived items in the Search users to add search box. A list of names matching the one keyed (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 archived items using the controls provided. 1.6 GFI MailInsights GFI MailInsights is a reporting facility within GFI Archiver that uses archived items to deliver information related to usage and trends. Use this feature to generate management and HR reports that provide insight on and resource use or misuse. GFI MailInsights is only enabled for users who have been granted the required access rights. For more information, contact your Systems Administrator. The available reports are: GFI Archiver 1 Using GFI Archiver 17

18 REPORT NAME Communication Flow WebMail Use Responsiveness Storage Use Inactive Accounts Inappropriate Words Internal Spammers Outside Office Hours Data Leakage Detection Job Search Phrase Search User Traffic Topics Performance Indicators Large s report Monitor user/group communication patterns inside and outside the organization. Identify top users exchanging with WebMail services. Identifies potential data leakages and inappropriate use. Gain insight into the average time it takes users to reply to internal and external . Understand the impact of attachments on storage costs. Create appropriate retention policies to control related storage space. Returns a list of user accounts that received but have not replied within the specified time. Track inappropriate language in that violates company policy. Find out which internal users tend to include too many recipients in the To/CC/BCC fields. Returns a list of internal mail accounts with sending activity outside office hours. Spot behavior which may need more investigation. Identify s with major credit card numbers and US Social Security numbers, or other confidential documents and information. Identify sent or received s that contain resumes, or are addressed to job search sites. Search for specific terms or phrases within archived s. View the number of s exchanged between selected users or groups and their contacts. Lists topics and common words found within s exchanged between selected users or groups and their contacts. Analyze sent and received s to classify users' productivity according to a set of predefined performance indicators. Identify large s that can be taking up unwanted space in your archive. attachments are classified according to specific categories Generating MailInsights reports Generated reports are sent by either to the logged in user or to a user specified in the Forward To field. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. To generate a report: 1. Select MailInsights tab and choose desired report. 2. Use available filters by selecting a value to filter by. 3. (Optional) In the Forward to field, enter the recipient address. GFI Archiver 1 Using GFI Archiver 18

19 When using the forwarding option, the report is received by the user generating the report and by any users specified in the Forward to field. You can insert multiple addresses separated by ';' 4. Click Send Report, located at the bottom of each report page Scheduling MailInsights 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 7: MailInsights report scheduling 4. In the Report Name field, enter a meaningful name for your report. 5. (Optional) In the Forward to field, enter the recipient (or recipients) address. 6. From the Schedule Report drop down list, select the report run frequency. Available options are: Daily, Weekly or Monthly. 7. In the At field, specify the time. 8. Click Save & Schedule Report Communication Flow The Communication Flow graph provides an overview of s exchanged between selected users/groups and their contacts. GFI Archiver 1 Using GFI Archiver 19

20 Screenshot 8: MailInsights Communication Flow Filter the report using the following criteria: Scope Report for Recipients Specify date range or use default setting. You can only select dates in the last 6 months. Select user or group. Select Internal, External or All. Include Specify number of results up to a maximum of 1000 recipients. Default value is Top 20. Report format Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report displays the selected user or group as a single entity in the middle of a graph. Contacts are segregated by domains. Each domain cluster is shown in different color. Edge width between the nodes shows the strength of the relation between different entities. The table below the graph shows the following information: Contact Sent s Received s Total s Last Communication Contact address Total number of sent s Total number of received s Total number of sent and received s Date and time of last sent/received . GFI Archiver 1 Using GFI Archiver 20

21 1.6.4 WebMail Usage The WebMail Usage area enables you to generate a report that shows interaction of internal users with web accounts. Screenshot 9: MailInsights WebMail Usage The report can be filtered using the following criteria: Scope Report for Specify date range or use default setting. You can only select dates in the last 6 months. Select user or group. Include Specify number of results up to a maximum of 1000 recipients, default value is Top 20. Report format Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report displays a graph that represents total s sent and received in the specified period. A Summary area at the top of the report shows the top WebMail providers, with a summary of sent and received s per provider. The table below the graph contains the following information: User Total s Sent s Received s User address. Total number of internal contacts. Total number of sent s. Total number of received s. GFI Archiver 1 Using GFI Archiver 21

22 Average/Day Total Percentage Average s sent and received per day. Percentage of total web s. WebMail Usage 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 Responsiveness The Responsiveness report shows on average how long it takes employees to reply to s. Screenshot 10: MailInsights Responsiveness Filter the report using the following criteria: Scope Specify date range or use default setting (Last 7 days). You can only select dates in the last 6 months. Report for Include Select user or group. Specify number of results up to a maximum of 1000 recipients, default value is All. GFI Archiver 1 Using GFI Archiver 22

23 Sort By Report format Specify sorting method. Options are: By name (default) By responsiveness Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report displays a bar chart representing users on the y-axis and responsiveness in hours on the x-axis. Data is sorted according to defined criteria. Additional data is displayed in a table below the chart with the following information: User Average responsiveness Average Internal responsiveness Average external responsiveness Name or address of user. Average responsiveness for all s (Hours). Average time to reply to internal users (Hours). Average time to reply to external s (Hours) Storage Use The Storage Use report shows how much space is used by different attachment categories. Screenshot 11: MailInsights Storage Use Filter report using the following criteria: GFI Archiver 1 Using GFI Archiver 23

24 Scope Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Report for Item type Report format Select Everyone (default), Active Directory user or group Select from the following available options: s, Files or s and Files. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report consists of a graph with stacks representing different attachment categories. The graph s x-axis shows the different size brackets and the y-axis shows the attachment size. Attachment categories for Storage Use report are: Images, Documents, Music, Videos and Others The table below the graph contains the following additional information: Date Total Size Images Documents Music Videos Other Date was received. Total size of attachment. Total size of attachment for category Images. Total size of attachment for category Documents. Total size of attachment for category Music. Total size of attachment for category Videos. Total size of attachment for category Other Inactive Accounts The Inactive Accounts area enables you to generate a report that shows internal accounts that are no longer active. GFI Archiver 1 Using GFI Archiver 24

25 Screenshot 12: MailInsights Inactive Accounts Filter report using the following criteria: Scope Specify date range or use default setting (Last 30 days). You can only select dates in the last 6 months. Report format Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. An inactive account is an account that has received s but has not sent any s in the date range covered. The report returns a list of inactive accounts Inappropriate Words The Inappropriate Words area enables you to generate a report that identifies any inappropriate language used in s. Inappropriate words can include words considered sexist, racist or swear words. GFI Archiver 1 Using GFI Archiver 25

26 Screenshot 13: MailInsights Inappropriate Words Filter the report using the following criteria: Scope Specify date range or use default setting (Today). You can only select dates in the last 6 months. Recipients Report format Select All, Internal Only, External Only Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report displays data in a table listing the following: Date/Time Sender Subject date and time Sender address subject Internal Spammers The Internal Spammers report enables you to generate a list that identifies internal accounts of users who include a large number of recipients in their s. This reports takes into consideration recipients in the To, CC or BCC fields. GFI Archiver 1 Using GFI Archiver 26

27 Screenshot 14: MailInsights Internal Spammers Filter the report using the following criteria: Scope Specify date range or use default setting (Last 30 days). You can only select dates in the last 6 months. Include Report format Specify the amount of accounts to include up to a maximum of 1000 users. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. Report data is displayed in a table listing the following: Username Average Number of Recipients Sender username or address. Average number of recipients who received from the sender during the specified time period Outside Office Hours Use this report to identify internal users who send s outside of office hours. GFI Archiver 1 Using GFI Archiver 27

28 Screenshot 15: MailInsights Outside Office Hours Filter the report using the following criteria: Report for Enables you to choose for whom this report applies. Run report on all employees (default) or on a group. Include Specify number of results to display, up to a maximum of Default = 50. Scope Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Report format Office Hours Working Week Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. Enter a time range according to your organization's normal working hours. Select the days of work of your organization. Checked days are considered as part of normal office hours. GFI Archiver 1 Using GFI Archiver 28

29 Non- Working 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. IMPORTANT The settings will only be saved upon successful generation of the report. If you navigate away from the page before generating the report, all settings will be lost. When using the Clear All button, configured dates will be cleared for all years. The following examples describe how the report will work when configured in typical scenarios: Scenario 1: An organization working from Monday to Friday, with start time and end time within the same day, example from 9.00 am to 6.00 pm. The report will cover s sent between 6.00 pm and 9.00 am from Monday to Friday, and all day during Saturday and Sunday. Scenario 2: An organization working from Monday to Friday. Start time and end time span across midnight, example from 8.00 pm to 5.00 am. In this case the report will cover s sent between 5.00 am and 8.00 pm from Monday to Friday and those sent on Saturday and Sunday. s sent on Saturdays between midnight and 5.00 am will not be taken into account, since they are considered within normal working hours. Scenario 3: An organization working from Monday to Friday. Start time and end time span across midnight, Wednesday is a public holiday. The report will cover s sent between 5.00 am and 8.00 pm from Monday to Friday, s sent on Saturday and Sunday, and all s sent on Wednesday from midnight to midnight. 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 s outside office hours. Additional data is displayed in a table below the chart with the following information: GFI Archiver 1 Using GFI Archiver 29

30 Number of s Sent address of user Number of s sent outside office hours Data Leakage Detection Use this report to detect s that potentially contain sensitive data. The report will detect sent or received s containing: Major credit card numbers (VISA, Mastercard, American Express, Diner s Club, Discover) USA Social Security numbers Confidential documents and information The report analyzes both sent and received for a selected user. Screenshot 16: MailInsights Data Leakage Detection report Filter the report using the following criteria: Scope Specify date range or use default setting (Last 3 Months). You can only select dates in the last 6 months. GFI Archiver 1 Using GFI Archiver 30

31 Report for Recipients Report format Enables you to choose for whom this report applies. Run report on all employees (default) or on an user or group. Internal recipients, external recipients or both. Default is both. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. 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: Date Sender Subject Displays the date and time of the . Sender address. subject. Entries in the subject column contain a link to display the detected . Leakage Type Leakage type can be: Credit card, Social Security Number, confidential data, medical, If more than one type of leak is detected, only the first one is displayed Job Search Use this report to identify internal users who exchange s with job search sites. The report detects sent or received s containing resumes. The report is able to identify both sent and received for a selected user. GFI Archiver 1 Using GFI Archiver 31

32 Screenshot 17: MailInsights Job Search report Filter the report using the following criteria: Scope Report for Domains Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Enables you to choose for whom this report applies. Run report on all employees (default) or on an user or group. The list of domains listed in this area will be added to the search criteria of the report. Add domains by typing the URL in the available field and clicking. To remove a Report format domain, click. Clear all removes all the listed URLs. The default list of job search sites includes: Monster.com; Jobster.com; jobcentral.com; hotjobs.yahoo.com; careerbuilder.com; indeed.com; simplyhired.com; jobing.com; reed.co.uk; jobsearch.co.uk; monster.co.uk; totaljobs.com; fish4.co.uk; cityjobs.com. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. 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 s with job search domains. The table contains the following information: GFI Archiver 1 Using GFI Archiver 32

33 Date Sender Subject Displays the date and time of the . Sender address. subject. Entries in the subject column contain a link to display the detected Phrase Search Search for specific terms or phrases within archived s using the Phrase Search report. The report runs search queries on whole bodies and attachments to detect s containing the specified terms and displays results as a pie chart or stacked line graph. The report detects phrases in both sent and received for a selected user or group. Screenshot 18: MailInsights Phrase Search report GFI Archiver 1 Using GFI Archiver 33

34 Filter the report using the following criteria: Scope Report for Chart Type Phrases Report format Specify date range or use default setting (This Month). You can only select dates in the last 6 months. Enables you to choose for whom this report applies. Run report on all employees (default) or on a user or group. Choose between a Pie chart and Stacked Bar graph. The pie chart displays the total percentage of s for the results found while the stacked line graph displays the count of s sent on a day-by-day basis. Phrases can be composed of 1 or more words. Use quotes (") to search for exact phrases or enter words without quotes to search for any of the words entered. A limit of 10 phrases ensures the report does not consume too many resources or take too long to run. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. 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 s, and the total s that matched a phrase. The table contains the following information: Date Sender Subject Phrase Displays the sent date and time of the . Sender address. Displays the subject of the . If you have permission to view the , you can click the entries in the subject column to display the detected . The phrase that was found within the User Traffic Report The User Traffic graph provides an overview of the number of s exchanged between selected users or groups and their contacts. It also lists unique addresses of sent or received . GFI Archiver 1 Using GFI Archiver 34

35 Screenshot 19: MailInsights User Traffic Filter the report using the following criteria: Scope Report for Report format Specify date range or use default setting. You can only select dates in the last 6 months. Select user or group. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report lists communication with respect to the selected user or group. addresses listed in the table show the various communications exchanged between that particular address and the selected user or group. The table below the graph shows the following information: Address Sent Received Internal Inbound Outbound Contact address. Total number of sent s. Total number of received s. Total number of internal s sent and received. Total number of inbound from outside the organization. Total number of outbound sent to addresses outside the organization. GFI Archiver 1 Using GFI Archiver 35

36 Topics report The Topics report lists topics found within s exchanged between selected users or groups and their contacts. It also lists the most common words found within the s. This report uses the search indexes to identify the most popular used terms. Screenshot 20: MailInsights Topics Filter the report using the following criteria: Scope Report for Report format Specify date range or use default setting. You can only select dates in the last 6 months. Select user or group. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. The generated report displays the selected mailbox (belonging to a user or group) at the top of the report. A report summary displays the top 5 keywords for the selected user and the total number of s for every keyword. A stacked column chart displays the top 10 keywords on the x-axis and the number of times these words were found on the y-axis. Data is broken down in two tables underneath the chart as follows: TABLE Top Keywords for Organization A table listing Keywords and Total Occurrences of each keyword. GFI Archiver 1 Using GFI Archiver 36

37 TABLE Topics A table containing the Date, Sender and Subject of every found and the Phrase searched for. The Top Keywords for Organization table displays information from archive stores that span the requested time period partly or in full. The Topics table displays information from s received during the selected time period only Performance Indicators report The Performance Indicators report classifies users' productivity according to a set of predefined performance indicators, comparing user's usage trends across a period of time. Results are relevant when the report is run on a group of people with the same job description since such people should have similar usage trends. Performance calculations are based on s sent and received. Results are displayed according to the following indicators: Sociable Takes Initiative Expressive Organized Responsible A friendly person, willing to talk and engage in activities with other people. Has the ability to assess and initiate things independently. A person able to effectively convey thoughts or feelings. Systematic approach, likes order and can deal with assigned tasks efficiently. Carries out obligation to do something as part of a job or role. Specific s can be excluded from the report, to eliminate irrelevant s such as newsletters or automatic notifications. GFI Archiver 1 Using GFI Archiver 37

38 Screenshot 21: MailInsights Performance Indicators report Filter the report using the following criteria: Scope Report for Excluded s Weight Specify date range or use default setting. Select from Last 6 Months or Last 12 Months. Select user or group. Enter addresses you want to exclude from the report. For example, you can exclude newsletters and automatic system notifications. For example *@newsletters.com. Weights represent user categories that typically define users within a specific role. For example, a salesperson is expected to send more s than he receives, while an account manager receives more s than he sends. Select from the following options: Normal - a Normal user sends and receives an equal amount of s. Heavy Sender - a user who in his role is expected to send more s than he receives. Report format Receiver - a user who typically receives more s than he sends. Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format. GFI Archiver 1 Using GFI Archiver 38

39 The generated report displays a bar chart with color coded data. Information for the selected mailbox (belonging to a user or group) is interpreted in two tables below the chart. The tables consist of the following information: TABLE Factors Statistics Collected Lists a score for each performance indicator per month (or per user if the report is generated for a group). totals are listed either per user (if the report is generated for a group) or per month. Address (User) / Month Total Sent Total Received Total Replies Sent Total s to Multiple Recipients Received Total s to Multiple Recipients Sent Attachments Sent Attachments Received Large s report The Large report identifies s greater than a specified size exchanged between selected users or groups and their contacts. It also lists the attachment categories (for example video, images, music, documents and others). GFI Archiver 1 Using GFI Archiver 39

40 Screenshot 22: MailInsights Large s Filter the report using the following criteria: Scope Report for Size Specify date range or use default setting. You can only select dates in the last 6 months. Select user or group. Define the total size in MB (message and attachments). s greater than the specified size are displayed in the report. The minimum size is 5 MB and is set by default. The generated report displays the mailbox for the selected user or group at the top of the report. A report summary displays the top 5 users and the total size of s sent for the specified period. Two charts display a graphical representation of the size of the s being sent in percentages, one for the top users and the other for attachment categories. For example, if user A sends 5 s of 5 MB each (total 25 MB) and user B sends 4 s of 10 MB each (total 40 MB), user B will have more %age in the chart. Data is broken down in a table underneath the chart as follows: TABLE Date Sender Subject Displays the sent date and time of the . Sender address. Displays the subject of the . If you have permission to view the , you can click the entries in the subject column to display the detected . GFI Archiver 1 Using GFI Archiver 40

41 TABLE Number of Recipients Attachment Category Size Total number of recipients who received from the sender during the specified time period. The file categories of attachments (for example video, images, music, documents and others). Total size of including attachments. 1.7 Changing user preferences 1. Click the user name displayed on the upper right hand corner of the screen. 2. From the Language options drop down box, select the language to display. 3. From the Maximum page size area, configure the number of s 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. In the Set your time zone area use the drop down list to set the correct time zone. The date and time of s within GFI Archiver will be displayed according to this setting. 6. Click Save. GFI Archiver 1 Using GFI Archiver 41

42 2 Configuring Client Access GFI Archiver provides integration with various clients and technologies so that users can access their archived data from remote locations, while in the office or on the move. Use the Client Access page to download and configure any of the following: GFI Archiver Outlook Connector GFI Archiver Archive Assistant GFI Archiver File Archive Assistant GFI Archiver Touch App for Windows 8/RT IMAP Access A Microsoft Outlook plugin that enables users to view archived items from their Microsoft Outlook client. A tool that enables users to manually archive s, files and calendar items contained in their Microsoft Outlook installation. An agent that enables users to archive files either automatically from a synced folder or manually from any location on their machine. An App that enables users to search archived data directly from Windows 8 or Windows RT. Configure an IMAP account on your client of choice to view archived items in mailboxes you have access to. 2.1 Installing Outlook Connector The Outlook Connector enables users to synchronize their Microsoft Outlook folders with the data archived by GFI Archiver. The Outlook Connector can be downloaded from within GFI Archiver: 1. Open GFI Archiver. 2. Select Client Access tab. 3. Click Outlook Connector tab. 4. Select one of the available download options link to download Outlook Connector. Available options are: Outlook Connector (32-bit Outlook) Outlook Connector (64-bit Outlook) Download the Outlook Connector for Microsoft Outlook 32-bit version. Download the Outlook Connector for Microsoft Outlook 64-bit version. 5. Double click on the file and follow the wizard to install 6. To check installation, from Microsoft Outlook, check that a new folder called GFI Archiver Mailbox is created. For information on how to use the Outlook Connector, refer to the Outlook Connector manual available from: See also: Outlook Connector system requirements GFI Archiver 2 Configuring Client Access 42

43 2.1.1 Outlook Connector system requirements Software The machines where Outlook Connector is deployed must be able to connect to the GFI Archiver server. COMPONENT Supported Microsoft Outlook Versions - 32 bit and 64 bit Microsoft Outlook 2003 (including Service Packs 1, 2, 3 or 4) Microsoft Outlook 2007 (including Service Packs 1 or 2) Microsoft Outlook 2010 Microsoft Outlook 2013 Supported Operating Systems Windows 8/8.1 Windows 7 Windows Vista Windows Server 2003 Windows Server 2008 Windows Server 2012 Other Required Components Windows Server 2012 R2 Internet Explorer 7 or later (Internet Explorer 9 Compatibility Mode only)/mozilla Firefox/Google Chrome/Safari HTTP port 80 (or HTTPS default port 443 for secure connections) - used by Outlook Connector to connect with GFI Archiver. Outlook Connector cannot be installed on the Microsoft Exchange Server. When using a web-filtering tool, this must be configured to allow all HTTP requests between GFI Archiver server and Outlook Connector. Ensure that the GFI Archiver server s IP address, NETBIOS name and DNS name are not blocked by the web filter. For more information, refer to: Hardware COMPONENT Processor REQUIREMENTS 1GHz processor or more. GFI Archiver 2 Configuring Client Access 43

44 COMPONENT Memory Physical Storage REQUIREMENTS Minimum: 512MB RAM Recommended: 2GB RAM 20MB physical disk space required for Outlook Connector installation. More space is required to store headers and s for offline access Downloading the GFI Archiver Archive Assistant The Archive Assistant is a plug-in installed in Microsoft Outlook to enable users to manually archive messages and calendar items from Microsoft Outlook client into GFI Archiver. By default, items stored in GFI Archiver are organized in an identical folder structure to that in the user s mailbox in Microsoft Outlook. The Archive Assistant can be downloaded from within GFI Archiver. IMPORTANT Archive Assistant is not available for download if Manual Archiving is not enabled within GFI Archiver. Contact your Systems Administrator for more details. 1. On the machine where you want to install Archive Assistant, log to GFI Archiver using the web UI. 2. Go to Client Access > Archive Assistant. 3. Click Download Archive Assistant. 4. Wait for the download to complete. The setup file should run automatically. 5. Follow the installation wizard to complete installation. Archive Assistant can be installed in Microsoft Outlook 2003, 2007, 2010 and GFI Archiver 2 Configuring Client Access 44

45 3 Configuring Archive Assistant When Archive Assistant 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 the Microsoft Outlook ribbon, click Archive Assistant. 3. From the drop down menu, click Settings. Screenshot 23: Archive Assistant configuration settings. 4. Click the Connection tab. 5. In the Authentication area, specify one or both methods of authentication: Windows authentication Archive Assistant uses your Windows credentials to connect with GFI Archiver server. This method is used when you are working in an Intranet environment and connected to the same domain as the GFI Archiver server. GFI Archiver 3 Configuring Archive Assistant 45

46 Custom authentication Select this method of authentication to connect to GFI Archiver from a remote location outside your organization's network. The Username and Password provided here are authenticated on the GFI Archiver server. IMPORTANT When forms authentication is configured on the server, Archive Assistant requires custom authentication. 6. In the Service address for GFI Archiver area, select from the following options: Default Custom Ignore SSL Policy errors This field contains the server address if Archive Assistant 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 . Manually specify the address where GFI Archiver is installed. This option is enabled by default. It enables Archive Assistant to connect to GFI Archiver, ignoring SSL policy errors when validating the remote certificate provided by the GFI Archiver for authentication. This allows users to connect to GFI Archiver server over SSL even if the server is using a self-signed, expired, withdrawn, compromised, or otherwise invalid certificate. IMPORTANT The Service address for GFI Archiver is always set to Default, even when Archive Assistant 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. 7. Click Manual Archiving tab. Under General, configure the following Archiving Operations options: Automatically retry on recoverable error Automatically close dialog on completion When selected, Archive Assistant automatically retries to archive the selected when a problem is encountered and recovered. Select this option to automatically close the Archive Progress dialog after the selected is archived. 8. Click Delete Options tab. 9. Configure the following options for messages and for Calendar items within Microsoft Outlook: Do not delete archived messages Permanently delete archived messages immediately Select this option to keep all s or calendar items from being deleted after they are archived. When selected, the s or calendar items will be deleted as soon as they are archived. GFI Archiver 3 Configuring Archive Assistant 46

47 Permanently delete archived messages after N days Run deletion policy now on messages already archived Specify the number of days to keep local copies of messages or calendar items after these have been archived (Default 30 days). When enabled, the retention method selected will be applied to all old s or calendar items that were archived but not yet deleted. If this option is not selected, deletion will become effective only on s/calendar items archived from that day onward. These settings do not effect s and calendar items stored within the archive store in GFI Archiver and are not affected by retention policies configured in GFI Archiver. 10. Click OK. 3.1 Deploying the File Archive Assistant The File Archive Assistant enables users to archive files such as documents or images. This can be done manually from any location on their machine, or automatically, by placing the files they need to archive in a folder synchronized with GFI Archiver. The File Archive Assistant can be installed manually or via Active Directory Group Policy Objects (GPO). The deployment of the File Archive Assistant requires the following steps: STEP Step 1 Step 2 Step 3 Step 4 Step 5 Download the File Archive Assistant Install the File Archive Assistant on the client computers Configure the File Archive Assistant Configure Roles and Permissions for file archiving in GFI Archiver(this step is carried out by your System Administrator) Configure default File Archive Assistant settings in GFI Archiver (this step is carried out by your System Administrator) Downloading the File Archive Assistant The File Archive Assistant can be downloaded from within GFI Archiver as an executable file: 1. From the machine where you want to install File Archive Assistant, log to GFI Archiver using the web UI. 2. Go to Client Access > File Archive Assistant. 3. Select one of the following options: Download the 32-bit version Download the 64-bit version 4. Select Run to initiate the Installation Wizard immediately or select Save to download the installation file to a desired location, then double click the downloaded file to run. 5. Follow the installation wizard to complete installation. GFI Archiver 3 Configuring Archive Assistant 47

48 See also: Configuring the File Archive Assistant Configuring the File Archive Assistant The File Archive Assistant can be installed manually or by the System Administrator using Group Policy Object (GPO). For both installation types, the URL of the GFI Archiver server needs to be configured. This is the address used by File Archive Assistant to connect to GFI Archiver. You should be able to use the File Archive Assistant when logging onto your computer. However, if authentication fails, you can change the connection settings that enable the File Archive Assistant to communicate with the GFI Archiver server. To manually configure File Archive Assistant: 1. In the Microsoft Windows desktop toolbar of your computer, right-click the File Archive Assistant icon. 2. In the Connection tab, configure the following: Windows Authentication Custom Authentication Server Address for GFI Archiver Ignore SSL policy errors File Archive Assistant uses your Windows credentials to connect with GFI Archiver server. This method is used when you are working in an Intranet environment and connected to the same domain as the GFI Archiver server. Select this authentication method to connect to GFI Archiver from a remote location outside your organization's network. The Username and Password provided here are authenticated on the GFI Archiver server. Provide the server address where GFI Archiver is installed. If File Archive Assistant is installed through GPO the server address is provided automatically in the Default field. If the server address field is blank, you will receive an error when trying to archive an . When this option is enabled, File Archive Assistant ignores security certificate errors when trying to connect to the GFI Archiver server. This enables users to connect to GFI Archiver server over SSL even if the server is using a self-signed, expired, withdrawn, compromised, or otherwise invalid certificate. A user can select both Windows Authentication and Custom Authentication methods, given that the user credentials entered in the Custom Authentication field are of the same user logged on the computer. The application will try to use Windows Authentication by default, but if this fails, it will try to use the Custom Authentication settings. IMPORTANT If you are logged in Windows and enter Custom Authentication credentials for a different user, all activity history is cleared and your Synchronized Folders are disabled. New Synchronized Folders need to be created for the new user (A default Synchronized Folder is automatically created if this feature is configured in GFI Archiver). 3. Click Apply. 4. Click OK. GFI Archiver 3 Configuring Archive Assistant 48

49 3.1.3 Adding a Synchronization Folder File synchronization enables users to sync files between their computer and GFI Archiver. Files dropped into the Synchronization Folders are automatically uploaded to GFI Archiver. To add Synchronization Folders, right-click the File Archive Assistant icon in the system tray to open the settings dialog. In the File Archive Assistant Settings page: 1. Click the Synchronization Folders tab. 2. Click Add to open the Synchronization Folder Wizard. 3. Click Browse to select the destination folder on the GFI Archiver server. Additional options include: Add mailbox New folder This feature lets you add another user's mailbox as the destination for your archived items. Type a user name in the Find mailbox field. When the name is selected, click Add mailbox. To add another user's mailbox, you must have access to that mailbox. To create a new destination folder in the GFI Archiver server, click New folder. 5. Review the path of the destination folder and click Next. 6. Browse to select the local folder on your computer. This folder will be synchronized with GFI Archiver and any files saved in it are automatically archived in GFI Archiver. 7. Review the path of the local folder and click Next. 8. Click Finish. 3.2 Deploying the GFI Archiver App for Windows 8/RT The GFI Archiver Touch App enables users to connect to their archive from Windows 8 or Windows RT. Users can browse the GFI Archiver archive store and access archived s, files, faxes and SMS. The GFI Archiver Touch App can be downloaded from: System requirements Supported processors Supported Operating Systems Other x86, x64, ARM Microsoft Windows 8, 8.1 or RT HTTP Connection to GFI Archiver Server Configuring the GFI Archiver Touch App After you download the GFI Archiver Touch App you need to configure the connection settings that enable the app to download data from the GFI Archiver server. 1. Open the GFI Archiver Touch App. GFI Archiver 3 Configuring Archive Assistant 49

50 2. Enter the following information: Host URL Username/ Address Password Domain Key in the name of the server where GFI Archiver is installed. Enter the address for GFI Archiver in the format [servername]/archiver Key in the user name you use to access the GFI Archiver UI or your address. Enter the password associated with your GFI Archiver username or address. Enter the Active Directory domain address where GFI Archiver is installed. GFI Archiver 3 Configuring Archive Assistant 50