Excelerate Software s Archive. User Guide Version 2.0

Transcription

1 Excelerate Software s Archive User Guide Version 2.0

2 Introducing Archive Introduction...4 What is Archive?...4 Compliance Capabilities...4 Cap on Message Size...4 Overview...5 What s In This Section...5 What is Important to Know...5 Requirements...6 Requirements Overview...6 Microsoft Exchange Requirements...6 Archive Platform...6 Google Apps...6 Hardware Considerations for Windows Machines...7 Hardware Requirements for Linux Machine...7 Space Required to Store Message...7 What s Important to Know...7 Getting the Software...8 Software Retrieval Overview...8 Getting the Linux Version of Archive...8 Getting the Windows Versioner of Archive...8 What s Important to Know...8 Licensing...9 Licensing Overview...9 Trial License...9 Full License...9 Installation...10 Installation Overview...10 Instructions for Linux Version of Archive...10 Instructions for Windows Version of Archive...11 Using Archive with Google Apps for Business...11 Configuration Overview...12 Overview...12 Configuring Exchange for Use with Archive...13 Exchange Configuration Overview...13 Understanding Journaling...13 User Account and Mailbox in Exchange Server...13 Configuring Exchange Server Setting the IMAP4 Service to Automatic in Exchange Enabling POP3 in Exchange What s Important to Know...15 Configuring Archive s Mail Server...16 Mail Server Configuration Overview...16 User Account...16 Protocols...16 Incoming Server...16 The Mail Server s Incoming Mail Tab archive Excelerate Software, Inc.

3 Introducing Archive Mail Domains...17 Login Information...18 Mail Server Incoming Mail Tab Configuration Steps...18 The Mail Server s Outgoing Mail Tab...19 Outgoing Protocols for the Outgoing Mail Tab...19 Login Information for Outgoing Mail Tab...20 Configuring the Mail Server Outgoing Mail Tab...20 The Mailbox Access Tab Settings...21 Default Authenticate Users Setting...21 Configuring the Mailbox Access Tab...22 Mail Server s Advanced Settings...23 Default Settings in the Advanced Tab...23 Using Test Connection on Mail Server s Advanced Tab...24 Configuring Mail Rules...25 Mail Rules Configuration Overview...25 Mail Rule Actions...25 Mailbox Rule Parameters...26 Operators in Mail Rules...27 Using Multiple Rule...27 Editing Mail Rules...28 Deleting Mail Rules...28 Creating a Mail Rule...28 What s Important to Know...29 Configuring Archive s Mail Drop...30 Mail Drop Configuration Overview...30 Establishing a Mail Drop...30 Configuring Archive s Mail Drop...31 Overview...31 Establishing a Mail Drop...31 Configuring Archive s Users...32 User Configuration Overview...32 Adding a User in Archive...32 Editing a User in Archive...33 Deleting a User in Archive...33 What s Important to Know...33 Configuring Archive s Notifications...34 Notification Configuration Overview...34 Adding a Notification to Archive...34 What s Important to Know...34 Configuring Archive s Licenses...35 Licensing Overview...35 Purchasing a License...35 Adding a License...35 Configuring Archive s Network Settings...36 Network Settings Configuration Overview...36 Network Setting Form archive Excelerate Software, Inc.

4 Introducing Archive Configuring the Network Settings...37 Powering Off Archive...37 Rebooting Archive...37 Configuring Google Apps for Business...38 Google Apps for Business Overview...38 Permissions Needed to...38 Configuring Your Firewall...38 Setting up Google Apps for Business to Use Archive...38 What s Important to Know...38 Using Archive Overview...39 Section Overview...39 What s Important to Know...39 My Archive...40 My Archive Overview...40 My Archive Statistics in My Archive...40 Available Disk Space...40 Known Issues...41 Search...42 Search Overview...42 Main Search Screen...42 Available Actions in Search...42 Performing a Search...43 Other Actions in Search Results...43 Refreshing the Screen for a New Search...43 Performing an Advanced Search...44 Using Phrases and Terms in Searches...45 Wildcard Searches...45 Fuzzy Searches...45 Proximity Searches...45 Escaping Special Characters...45 Using Boolean Searches in Search Results...46 Using Boolean Operators in Archive Searches...47 Grouping in Boolean Searches...47 Administrative...48 Administration Section Overview...48 Notifications...49 Notifications Overview...49 Using Notifications...49 Audit Logs...50 Audit Log Overview...50 Using Audit Log...50 Using Search in Audit Log...51 Logs...52 Logs Overview...52 Using Logs in Archive archive Excelerate Software, Inc.

5 Introducing Archive Introduction What is Archive? Archive is available as either virtual appliance or a hardware appliancebased application. Both versions function in either Windows and Linux environments. Administrators use a web interface for managing the application. Archive works with Microsoft Exchange and Google Apps (other any other popular SMTP mail-based systems which use a common mailbox for storage). Archive makes a complete archive all forms of communications: incoming, outgoing, and internal. Each is archived permanently, and securely, so that users cannot alter or delete archived content. Users can apply Archive s search capability to locate crucial s and their attachments. The application has criteria-defined search capablilties. In addition, it enhances Exchange message stores and provides message-level data recovery. Messages can be exported to EMLfiles. s to and from the created users in Google Apps for Business may be archived in Archive. Compliance Capabilities Archive provides a secure and efficient means to meet the everchanging laws and regulations associated with compliance. It also allows organizations to have a ready-made response to discovery requests from auditors or other legal representatives. Organizations using Archive will be able to comply with wide range of different regulations, including the following: Sorbanes-Oxley HIPAA Federal Rules of Civil Procedure Cap on Message Size Archive limits the sizes of the message files that it will archive. It does not archive files exceeding 250 megabytes in size. This means, for example, s which consist of large videos may not necessarily be archived. archive 4 Excelerate Software, Inc.

6 Getting Started with Archive Overview What s In This Section This section of the Archive User Guide covers the hardware and software requirements for using Archive. It covers requirements for both Exchange and the Archive platform. The section also provides instruction of how to download the software. It provides this instruction for the Linux version, the Windows version, and the Google Apps of the application. Finally, the section provides step-by-step instructions for installing Archive. It also covers the Archive licensing provisions. What is Important to Know This section assumes a certain level of IT knowledge and skill. People seeking to install Archive should, at the very least, be familiar with, and capable of using Microsoft Exchange, Google Apps, Windows Server, CentOS, or Redhat Enterprise Linux. People installing Archive should also be comfortable working with network connections and configuring ports. archive 5 Excelerate Software, Inc.

7 Getting Started with Archive Requirements Requirements Overview This section addresses the software and hardware required for operation of an Archive instance. Anyone planning to install Archive should review it prior to attempting an installation. Microsoft Exchange Requirements The successful installation of Archive requires the use of Microsoft Exchange Server. Installations may be done with Microsoft Exchange 2003, Microsoft Exchange Server 2007, or Microsoft Exchange Server Installation will also require Microsoft Exchange SMTP services. In addition, Microsoft Exchange POP3 and IMAP services should be enabled. Archive Platform The successful installation of Archive requires the following resources: Windows Platform o Windows 2003 o Windows 2008 (Standard Edition) CentOS 5 or better Google Apps You can configure Archive without having created a Google for Business Apps account. However, once you are ready to start using Archive and Google for Business Apps, you will need to have the administrative ability to do the following for Google for Business Apps: Create a valid Google Apps Sign-up Verify the ownership of the domain name to be used Reach the Google Apps Administrator Panel Manage or create user Google user accounts for all users Continued on Next Page archive 6 Excelerate Software, Inc.

8 Getting Started with Archive Requirements, continued Hardware Considerations for Windows Machines The successful installation of Archive requires the following: Pentium 4 CPU or higher 2GB of RAM 80MB of free disk space for Archive s operations Hardware Requirements for Linux Machine Archive will operate in either a physical or virtual Linux server. Both types of server require the current Cent0S operating system. In addition, the server should have the following features: 500 GB of disk drive space for the operating system and the operation of Archive. As with the Windows hardware requirements, this disk space requirement does not include the space need to store messages. Space Required to Store Message In both the Windows and Linux hardware requirements discussions above, the free disk space needed for operation does not include the storage space needed for messages. Calculation of the amount of storage which should be designated to messages is an active administration task, and should be reviewed carefully. To provide a metric for calculating anticipated storage needs, consider that storing 10 million messages would require roughly a terabyte of storage space. What s Important to Know Proper configuration of the ports is essential; Port 80 must be free. If IIS or Apache Web Server should either not be installed or configured to use a different port. If you use Google for Business Apps with Archive in a Linux, SendMail or any mail server that installs as a default must be disabled. (The reason for this is that Archive installs its own mail server.) archive 7 Excelerate Software, Inc.

9 Getting Started with Archive Getting the Software Software Retrieval Overview This section provides directions for downloading Archive from the Archive website. It is possible to download versions of the application for both Linux and Windows. Getting the Linux Version of Archive To download the Archive for Windows version, click on Your brower should take you to the download section of the Archive website. You can click the Download button to begin downloading the application. If you have Dropbox installed, you can choose to have the Archive application downloaded directly to your local instance of Dropbox. Getting the Windows Version of Archive To download the Archive for Windows version, click on Your brower should take you to the download section of the Archive website. You can click the Download button to begin downloading the application. If you have Dropbox installed, you can choose to have the Archive application downloaded directly to your local instance of Dropbox. What s Important to Know While Archive works with Google Apps for Business, this capability works through configuration settings in the Google Apps for Business Control Panel. If you plan to use Google Apps for Business with Archive, you should download the Archive version best suited for your server. For example, if you are using a Windows server, you should download the Archive version for Windows. archive 8 Excelerate Software, Inc.

10 Getting Started with Archive Licensing Licensing Overview Licensing for Archive is provided in two ways, trial and full use Trial License Under the terms of the Archive license, any user may download and install the application on a trial basis. Users may use the application for 14 days without restriction, on a fully functional basis. After that, the application will revert to an evaluation model. Full License To receive a full license, contact Archive sales@exceleratesoftware.com. Once you have gotten the license key, you may enter it in the License option, located in Archive s main menu. archive 9 Excelerate Software, Inc.

11 Getting Started with Archive Installation Installation Overview There are two approaches to installing Archive, one for the Linux version and one for the Windows version. You should select the installation instructions associated with the version you have downloaded. Both sets of instructions assume you have the appropriate rights as an administrator. Instructions for Linux Version of Archive Follow this procedure to install the Linux version of Archive: Step Action Download the RPM installation file for the Archive software from the web site Use the following command to disable the sendmail service to make sure it does not conflict with the Archive application: Chkconfig del sendmail Us the following RPM command to install Archive rpm I archive-install.rpm -I = Install Reboot the server and connect using a web browser to the following URL: At the login screen, enter the following as the user name and password: admin, admin. 5. Continued on Next Page archive 10 Excelerate Software, Inc.

12 Getting Started with Archive Installation, continued Instructions for Windows Version of Archive Use the following steps to install Archive on a Windows server: Step Action From the Archive Download page, down-load page, down load the Window version of Archive, Click on the exe file, and then click the Run button on the Installation screen. When the installation is complete, use a web browser to navigate to https: address-of-archive-server, Note: address-of-archive-server is the name of the server where you installed Archive. At the login screen, login using the user name admin and the password admin. 4. Using Archive with Google Apps for Business Using Archive with Google Apps for Business requires an additional step beyond installing the application on your network. You will have to configure the settings for the Google App for Business mail server to use Archive as a secondary mail server. However, you should not do this until after you have fully configured Archive. For instructions on how to configure Google App for Business mail server, go to the Configuring Google Apps section of this manual. archive 11 Excelerate Software, Inc.

13 Configuration Overview Overview This section provides instruction about the configurations for both Exchange and Archive. It assumes that the person doing the configurations is familiar with the conventions of working in a network and has the required privileges. It also contains instructions on configuring Google Apps for Business so that it may be used with Archive. If you are configuring Google Apps for Business to run with Archive, you will not need to configure the Mail Server in Archive. You may skip that section of the Archive configuration procedures. Instead, proceed directly to Configuring Mail Rules and work forward through the remainder of the configuration procedures. archive 12 Excelerate Software, Inc.

14 Configuring Exchange for Use with Archive Exchange Configuration Overview Using Archive requires the configuration of Microsoft Exchange Server. The application requires that journaling for a mailbox. It also requires that POP3 and IMAP4 run as automatic services. Configuring Exchange Server for use with Archive requires that you have the appropriate administrative rights for Exchange. Without those rights, you will not be able to complete the configuration successfully. You will need, for example, membership in the local administrator s group in the target server in order to enable the appropriate services settings for POP3 and IMAP4. If you do not have permissions of this kind, you should consult with the administrator who does have them. Understanding Journaling Journaling represents the ability to capture all of an organization s communications. Archive uses journaling as a tool in the archiving process because when journal is enabled, all communications are stored in a single location. User Account and Mailbox in Exchange Server Configuring journaling in Exchange requires you to create a new user in Exchange and an Exchange mailbox for that user. The newly created user s password should be secure as well. It might also be helpful to give this new user a name which signals to the knowledgeable a relationship to Archive. You might call the user, for example, Archivist. For simplicity s sake, you might choose to call it Archive. Continued on Next Page archive 13 Excelerate Software, Inc.

15 Configuring Exchange for Use with Archive, continued Configuring Exchange Server 2003 Use the following steps to configure Exchange Server 2003: Step Action Open Exchange System Manager, navigate to the mailbox store you will be journaling, right click on it, and choose Properties. From the General tab, select the option Archive all messages sent and received by mailboxes on this store. Click the Browse button below the option and navigate to the account you created (Archivist in our prior example), select it and click OK until returned back to the Exchange System Manager. 4. Close Exchange System Manager Open System Manager and then use System Manger to set IMAP 4 service to Automatic and then start the service. With the Exchange System Manager, navigate to the server containing Archive (it will be the one containing user Archivist), and expand the Protocols. Expand the Default IMAP4 Virtual Server, right click it, select it, and then start it. Navigate to the POP3, expand it, select POP3, right click it, select it, and then start it 9. Close Exchange System Manager. archive 14 Excelerate Software, Inc.

16 Configuring Exchange for Use with Archive, continued Setting the IMAP4 Service to Automatic in Exchange 2007 Use the following process to set the IMAP4 service to automatic in Exchange 2007: Step Action Select Services (Local) in the Microsoft Management Console. From the Results screen, right-click Microsoft Exchange IMAP4, and then click Properties. On the General tab, select Startup Type, click Automatic, and then click Apply. 4. At the Service Status, click Start, and then OK. Enabling POP3 in Exchange 2007 Use the following steps to configure POP3 in Exchange 2007: Step Action 1. Select Services (Local) in the Microsoft Management Console From the Results screen, right-click Microsoft Exchange POP3, and then click Properties. On the General tab, select Startup Type, click Automatic, and then click Apply. 4. At the Service Status, click Start, and then OK. What s Important to Know The steps for enabling POP3 and IMAP4 services in Exchange Server 2007 and Exchange Server 2010 are the same. archive 15 Excelerate Software, Inc.

17 Configuring Archive s Mail Server Mail Server Configuration Overview This section provides instruction on the configuration of the Archive Mail Server. Configuring this mail server defines and controls how s will be archived. User Account The User Account of Archive functions as a special account. This account is created on the server and used for the archiving of all , incoming and outgoing. All mail in the organization will be copied to this account. Protocols Archive supports several different protocols. There are preferences associated with the protocols. Specifically, POP3 and POP3/SSL are preferred to their IMAP counterparts, IMAP and IMAP/SSL. POP3 and POP3/SSL are simpler protocols which scale better for heavily used (high traffic) mail servers. In addition, the MS Exchange Web Access and the Secure MS Exchange Web Access protocols both require Exchange Server 2007 or Exchange Server The complete list of protocols is as follows: POP3 POP3/SSL IMAP IMAP/SSL MS Exchange Web Access Secure MS Exchange Web Access Incoming Server Using Archive requires a hostname incoming mail server. In the cases of MS Exchange Web Access and Secure MS Exchange Web Access, it is a requirement that the hostname be the URL of the web access. This would mean that the URL would be either or respectively. Continued on Next Page archive 16 Excelerate Software, Inc.

18 Configuring Archive s Mail Server, continued The Mail Server s Incoming Mail Tab Mail Domains The mail domain settings define which domains will route to the Archive server. To route more than one domain to the Archive server, separate each domain with a comma Anyone using either MS Exchange Web Access or Secure MS Exchange Web Access must make certain his or her user name includes the domain name and the user name. An example of this would be as follows: somedomain/someuser. Continued on Next Page archive 17 Excelerate Software, Inc.

19 Configuring Archive s Mail Server, continued Login Information This is the login associated with the account created in Exchange Serveror on the mail server that will be used to extract all the messages created, sent, or received. In essence, this is the login needed to get into that mailbox. Mail Server Incoming Mail Tab Configuration Steps Use the following steps to configure the Incoming Mail tab Step Action In the Address field, enter the address all s are to be copied to in daily operations. In the Incoming Protocol field, click on the drop-down field to select the appropriate protocol. In the Incoming Server field, enter the name of the incoming server. In the Mail Domains field, enter the mail domains to be routed to this server. Separate each domain by a comma. In the User Name field, enter the user name to connect to the server. In the Password field, enter the password to be associated with the user name. Continued on Next Page archive 18 Excelerate Software, Inc.

20 Configuring Archive s Mail Server, continued The Mail Server s Outgoing Mail Tab Configuring the Outgoing Mail tab allows Archive to forward and resend s and to send notifications when it encounters issues. Outgoing Protocols for the Outgoing Mail Tab Archive supports the following outgoing protocols. They are SMTP SMTP/SSL MS Exchange Web Access Secure MS Exchange Web Access You should select either the MS Exchange Web Access or the Secure MS Exchange Web Access protocols if you are using MS Exchange Web Access or Secure MS Exchange Web Access for your . Note: In addition, the MS Exchange Web Access and the Secure MS Exchange Web Access protocols both require Exchange Server 2007 or Exchange Server Continued on Next Page archive 19 Excelerate Software, Inc.

21 Configuring Archive s Mail Server, continued Login Information for Outgoing Mail Tab The login information entered on the Outgoing Mail tab defines the user name and password used to send outgoing mail. As a rule, it is the same as the incoming user name and password. The default is defined in this way. If the user name and password are different, you should select the Logon Using radio button and enter the required credentials. You should also disable the Mail Server Requires Authentication checkbox if your mail server does not require authentication. Configuring the Mail Server Outgoing Mail Tab Use the following procedure to configure the Outgoing Mail tab: Step Action In the Outgoing Protocol field, click on the drop-down button to select the appropriate protocol for outgoing mails. In the Outgoing Server field, enter the IP Address for the outgoing mail server. If you want to require the mail server to authenticate the login, enable the Mail Server Requires Authentication check box. If you want the mail server to use the same information as the Incoming Mail Server, enable the Use the Same Settings as My Incoming Mailbox radio button. If you want to use a different login, enable the Log on Using radio, and then enter the appropriate use name and password in the User Name and Password fields. Continued on Next Page archive 20 Excelerate Software, Inc.

22 Configuring Archive s Mail Server, continued The Mailbox Access Tab Settings The Mailbox Access tab is used to determine whether or not users will be able to see their archived via a POP3 mail client. The tab authenticates users, making use of a specified protocol (typically, it is the same protocol as the one selected on the Incoming Mail tab). The Mailbox Access tab will also have the default port filled in; however, you may have to specify the hostname. If you are using MS Exchange Web Access or Secure MS Exchange Web Access, the hostname must be the URL of the web access server. Default Authenticate Users Setting It is important to remember that the Authenticate Mail Users option is turned off by default to keep users from having access to their through Archive. Denying users access may be essential to a regulatory compliance approach. An administrator should verify that users are to have access before disabling this setting. Continued on Next Page archive 21 Excelerate Software, Inc.

23 Configuring Archive s Mail Server, continued Configuring the Mailbox Access Tab Use the following procedure to configure the Mailbox Access tab: Step Action Accept the default setting for Authenticate Mail Users unless you want all users to have access to their mail through Archive. Use the drop-down box in the Incoming Mail Protocol field to specify which protocol is to be used. Note: This should be the same protocol as the one used on the Incoming Mail tab. List the domains you want to have covered by the Mailbox Access, separating each domain with a comma. Continued on Next Page archive 22 Excelerate Software, Inc.

24 Configuring Archive s Mail Server, continued Mail Server s Advanced Settings From the Advanced tab, users can make changes to the server ports used by Archive, how often the application will connect to look for . A setting in this tab also determines which folder the application will archive from. Default Settings in the Advanced Tab Typically, there is no need to make any changes in the tab. The server port settings are the ones defined in the Incoming and Outgoing Mail tabs. The value you enter in the Check for New Mail every seconds field defines the number of seconds between each time Archive checks for new mail. The default is 10 seconds. Finally, the default folder to be checked is Inbox. You may change it if necessary, but remember that all the you want to archive must be in a single folder. Continued on Next Page archive 23 Excelerate Software, Inc.

25 Configuring Archive s Mail Server, continued Using Test Connection on Mail Server s Advanced Tab Use the following process to test the established connection in Archive s mail serer: Step Action To test the Archive Mail Server connection, click the Test Connection button on the Advanced Tab. After the system responds with a confirmation, click the OK button to add the mailbox and have Archive begin archiving . archive 24 Excelerate Software, Inc.

26 Configuring Mail Rules Mail Rules Configuration Overview Archive provides administrators with the means to establish and enforce rules about how is to be archived in the organization. These rules make it possible to determine whether or not Archive will archive or ignore s which meet the criteria created by the rules. Mail Rule Actions Archive uses the mail rules to perform one of two actions: Archive or Ignore. These two outcomes are specified in the Action field. Continued on Next Page archive 25 Excelerate Software, Inc.

27 Configuring Mail Rules, continued Mailbox Rule Parameters Each of the two outcomes for an incoming piece of mail will be determined by expressions created using the drop-down list found in the Field field. The field selection directs which part of an incoming Archive is to examine in order to make a determination about how the given is to be processed. For example, selecting, BCC from the Field list means that any which has an entry in the BCC field will be treated according to the specified outcome. The available field selections are as follows: To From BCC CC Subject Sent Date Size Body Continued on Next Page archive 26 Excelerate Software, Inc.

28 Configuring Mail Rules, continued Operators in Mail Rules With the use of operators in Mail Rules, Archive administrators can establish specific values to be included in the rule processing. In the Operator field, it is possible to select from the following drop-down list: Includes All Includes Any Excludes All With these operators, an administrator can define values that will determine which s will be excluded or including, given the selection made in the Field drop-down list. For example, an administrator might select Body in the Field drop-down list, and then select the operator Excludes All in the Operator field before entering the phrase Star Trek in the Value field. This value entry will then exclude all s containing the phrase from archival. Selecting Includes All means all the values must be present. Selecting Includes Any means the application will take action if any of the values are present. Includes All would mean only Star Trek would trigger an action; Includes Any means Star or Trek would do so. Note: It is not necessary to place quotes around a phrase when making an entry in the Values field. Using Multiple Rule [ It is possible to use multiple rules in Archive. In fact, it is a requirement if you wish to have Archive review more than one field in an . For example, to have the application examine both the subject line and the body of an for the phrase Star Trek will require two rules, one with Subject as the field selection for the phrase and another with Body as the field selection for the phrase. The rules will run in descending order. The most recently created rule will be at the bottom. To move a given rule, select it in the Mail Rule Management screen, and then click on Move Rule Up or Move Rule Down buttons to move it in the preferred direction. Continued on Next Page archive 27 Excelerate Software, Inc.

29 Configuring Mail Rules, continued Editing Mail Rules To edit a given rule, select it in the Mail Rule Management screen, and then click on it. The selected rule will open. Once editing is complete, click on the OK button to save it. Deleting Mail Rules To delete a given rule, select it in the Mail Rule Management screen, and then click on it. Archive will present a deletion confirmation screen. Click OK to delete the selected rule. Creating a Mail Rule Use the process below to create mailbox rules in Archive: Step Action 1. From the Main Menu, click on the Mail Rule icon From the Mail Rule Management screen, click on the Add Rule button. Click on the drop-down list in the Action field to establish the preferred Archive action as Archive or Ignore. Click on the Add Expression button to open the Field Editor form used for creating an expression. Click on the drop-down list in the Field field to select the field the rule should apply to. Note: You will only be able to make one selection in this field. To have Archive examine more than one field, you will have to create additional rules. Click on the drop-down list in the Operator field to choose how Archive is to apply the value you specify in the Value field. Note: Selecting Includes Any means any occurrence of the selected value in the designated field will cause the to be archived. Enter the value you want to use as the focal point of the expression in the Value field. 8. Click the OK button to add the expression to the mail rules. archive 28 Excelerate Software, Inc.

30 Configuring Mail Rules, continued What s Important to Know Administrators should take some care with Mailbox Rules. In particular, they should make sure they do not inadvertently setup mutually exclusive conditions for archiving rules, an error which holds the potential for having no s archived or unnecessary archiving. Administrators should also consult with upper management to ensure that decisions about the establishment of mail rules are consistent with the organization s regulatory and legal requirements. archive 29 Excelerate Software, Inc.

31 Configuring Archive s Mail Drop Mail Drop Configuration Overview Archive s Mail Drop function provides administrators with the means to designate where on a network the mail archive should be stored. In addition, it is also possible to establish how much free space should remain. Approaching this limit will trigger a notification to specified parties. Establishing a Mail Drop To establish a mail drop in Archive, use the following steps Step Action 1. From the Main Menu, click on the Mail Drop icon From the Mail Drop option, click on the Add Mail Drop button. In the Directory field, enter the network path for the directory that is to serve as the mail drop. In the Free Space to Leave field, enter how much disk space Archive is to leave free. Note: Archive will send out a notification when the remaining free space limit is reached. Enable the Read Only check box if the mail drop is to function in Read Only mode. 6. Click the OK button to add the mail drop. archive 30 Excelerate Software, Inc.

32 Configuring Archive s Mail Drop Overview Archive s Mail Drop function provides administrators with the means to designate where on a network the mail archive should be stored. In addition, it is also possible to establish how much free space should remain. Approaching this limit will trigger a notification to specified parties. Establishing a Mail Drop To establish a mail drop in Archive, use the following steps Step Action 1. From the Main Menu, click on the Mail Drop icon From the Mail Drop option, click on the Add Mail Drop button. In the Directory field, enter the network path for the directory that is to serve as the mail drop. In the Free Space to Leave field, enter how much disk space Archive is to leave free. Note: Archive will send out a notification when the remaining free space limit is reached. Enable the Read Only check box if the mail drop is to function in Read Only mode. 6. Click the OK button to add the mail drop. archive 31 Excelerate Software, Inc.

33 Configuring Archive s Users User Configuration Overview Archive s User option allows the management of users within the application. Once a user has been created with the function, he or she will have access to Archive. Typically, organizations prefer to restrict user access to Archive. However, it does sometimes occur that some firms allow all users access to the application. This access decision should be consistent with legal and regulatory compliance requirements as well organization policy. Users can be granted access as both normal users and administrative users. As with all applications, care should be taken when issuing administrative rights. Adding a User in Archive Use the following steps to add a user in Archive: Step Action 1. From the Main Menu, click on the Users icon. 2. From the User option, click on the Add User button In the Login field, enter the login information for the new user. In the Address field, enter the address for the new user. 5. In the Password field, enter the password for the new user In the Confirm Password field, confirm the password for the new user. Enable the checkbox if the new user is to have administrative rights. 8. Click OK to add the new user. Continued on Next Page archive 32 Excelerate Software, Inc.

34 Configuring Archive s Users, continued Editing a User in Archive Use the following steps to edit a user: Step Action 1. From the Main Menu, select the Users option From the User Management screen, select the user to be edited. Click on the Edit User button and make the required changes to the user s information. 4. Click on the OK button to save the changes. Deleting a User in Archive Use the following steps to delete a user: Step Action 1. From the Main Menu, select the Users option. 2. From the User Management screen, select the user to be deleted. 3. Click on the Delete User button. 4. At the Archive confirmation prompt about deleting the user, click the OK button to delete the selected user. What s Important to Know It is important to be certain user access is consistent with compliance objectives for the organization. It is also important to make certain sound password security practices are followed for all users, particularly those with administrative rights. archive 33 Excelerate Software, Inc.

35 Configuring Archive s Notifications Notification Configuration Overview Archive contains the means to notified specified personnel in the event that an issue develops with the applications operations. The system would notify someone if, for example, the mail drop is reaching the free disk space limitation defined in the Mail Drop option. Adding a Notification to Archive Use the following steps to add someone to the system who needs to make use of Archive s notification functionality to resend or forward an or learn if the application has an issue. Step Action 1. From the Main Menu, select the Notifications option From the Notification option, click on the Add Notification button. Enter the address of the person Archive should notify in the event of an issue. Click on the OK button to save the address of the person to be notified.. What s Important to Know While organizational policy might require that members of upper management be notified in the event of an issue, it is essential that at least one person in the notification list have administrative rights in Archive. archive 34 Excelerate Software, Inc.

36 Configuring Archive s Licenses Licensing Overview Licenses for Archive are managed through the Licensing option on the Archive Main Menu. Archive offers new users a 14 day trial period. New licenses may be obtained from Excelerate Software, Inc.. Purchasing a License Use the following steps to purchase a license for the trial version of Archive: Step Action 1. From the Main Menu, click on the Licensing icon. 2. From the Licenses option, click on the Purchase License button. Adding a License Use the following steps to add a license: Step Action 1. From the Main Menu, click on the Licensing icon. 2. From the Licenses option, click on the Add License button. 3. In the Add License Key field of the Add License form, enter the license key received by from Excelerate Software, Inc.. 4. Click the OK button to activate the new license. archive 35 Excelerate Software, Inc.

37 Configuring Archive s Network Settings Network Settings Configuration Overview From the Archive Network option, administrators can configure network settings for the application. They can also control essential operations, such as rebooting and powering down As with Mail Server s configuration process, it may be effective to have certain information about the network readily available. This information would include IP Address, network mask, broadcast, and gateway. It would also be useful to have DNS information at hand. Network Setting Form You have the option of obtaining an IP address automatically by making that selection in the Network Config: drop-down field. Continued on Next Page archive 36 Excelerate Software, Inc.

38 Configuring Archive s Network Settings, continued Configuring the Network Settings Use the following steps to configure Archive network settings: Step Action 1. From the Main Menu, click on the Networkicon In the Network Config field, click on the drop-down list and choose from either Use the Following IP Address or Obtain IP Address Automatically. Note: If you select Obtain IP Address Automatically, skip down to Step 4. In the IP Address field, enter the IP address you want the application to use as part of its network settings. In the Network Mask field, enter the network mask you want Archive to use as part of its network settings. In the Broadcast field, enter the broadcast address you want the application to use on the network In the Gateway field, enter the gate address you want the application to use in its network settings. In the DNS field, enter the DNS servers you want the application to use. Note: Remember to use commas when entering multiple DNS servers. In the DNS Search Domains, enter the domains you would like to have Archive search. Note: Remember to use commas when entering more than one domain. 9. To configure the network settings, click the Configure button. Powering Off Archive It is advisable to power off Archive from the Network settings option. To do so, click the Power Off button on the option. The appliance will then power off. Rebooting Archive It is possible to reboot Archive from the Network Settings option. To do so, click on the Reboot button on the option. It will then begin to reboot. archive 37 Excelerate Software, Inc.

39 Configuring Google Apps for Business Google Apps for Business Overview In order to make Google Apps for Business work with Archive, you will have to make certain changes to the Google Apps for Business mail server used with your Google Mail. Permissions Needed to You will need to have the appropriate permissions for your Google Mail instance. Specifically, you should have the administrative ability to do the following for Google for Business Apps: Create a valid Google Apps Sign-up Verify the ownership of the domain name to be used Reach the Google Apps Administrator Panel Manage or create user Google user accounts for all users Configuring Your Firewall It will necessary for you to configure your firewall in order for Google Apps for Business and Archive to work together. You will need to open SMTP Port 25 on the firewall associated with the Archive server. Setting up Google Apps for Business to Use Archive Use the following steps to configure Google Apps for Business for use with Archive: Step Action 1. Login to your Google Apps for Business dashboard. 2. From the Google Apps for Business dashboard, select On the General Tab, go to the Routing section and enable the Destination checkbox. Enter the IP address of your Archive server in the Destination field. 5. Log out of your Google Apps for Business dashboard. What s Important to Know If you are configuring Google Apps for Business to run with Archive, you will not need to configure the Mail Server in Archive. Once you have configured the settings in Google Business Apps, mail will begin arriving. archive 38 Excelerate Software, Inc.

40 Using Mail Archive Using Archive Overview Section Overview This section provides instruction on how to use Archive. It covers search functionality and available actions for s located by a search. It also discusses the dashboard view found in My Archive. What s Important to Know Typically, only users with administrative rights are granted access to Archive. However, if your organization has opted to allow all users to have access to the application, you may find it beneficial to provide them copies of this section of the user guide. archive 39 Excelerate Software, Inc.

41 Using Mail Archive My Archive My Archive Overview The My Archive view functions as a dashboard for administrators of Archive. From it, administrators can see information about the application s operation. My Archive My Archive has a four cell view of Archive s operations. Each quadrant contains actionable information about the application s operations. In addition, My Archive is the introductory screen upon login. Statistics in My Archive My Archive allows administrators to see the information of s the system has processed on both an hourly and daily basis. Located in the upper row of the grid, the Hourly and Daily graphs and information can be refreshed by clicking the Refresh button next to the graph title. Available Disk Space The Available Disk Space quadrant in the lower left-hand corner gives the administrator the ability to see how much disk space is available for message archiving. The display is in real time, and the view can be refreshed. The display provides a breakdown of breakdown of free and available space. Continued on Next Page archive 40 Excelerate Software, Inc.

42 Using Mail Archive My Archive, continued Known Issues The Known Issues quadrant in the lower right-hand side of the grid provides the administrator with real-time information about any issues the system may have encountered during its operations. The Known Issue quadrant scrolls vertically, and the administrator has the ability to clear the list of issues. archive 41 Excelerate Software, Inc.

43 Using Mail Archive Search Search Overview Archive s Search features provide the means for someone to search across the archived messages. In addition, the application provides the searcher with options for processing search results. However, a searcher will not be able to delete an . Archive does not provide deletion as an option. The Search function also makes it possible for users to run both wild card and Boolean searches against an archive. Finally, advanced searching capability makes it possible to run searches in specific fields. Main Search Screen The Main Search screen allows for the entry of key words for searching, gives a list of s found in the search, and a preview pane for each selected . From the page control bar at the bottom of the search results, one can see the number of s found in the search. Clicking on the page arrow will move the search by one page. Selecting an causes the text of the (and related information) to display in the preview pane. To select more than one , hold down the shift key while clicking on adjacent s; use the control key to click on non-adjacent ones. Available Actions in Search Users can perform any one of the following actions on an Resend Forward Download Open in New Tab Continued on Next Page archive 42 Excelerate Software, Inc.

44 Using Mail Archive Search, continued Performing a Search Use the following steps to perform a basic search: Step Action From the Archive Main Menu, click on the Search icon. In the Search Results screen,, enter the text you want to search for the Search field. Click the Search button for Archive to search and load the s which meet the criteria entered in the Search field. Other Actions in Search Results It is also possible to perform additional actions from the Search Results screen. You can rapidly load the current mail by clicking on the Actions button and then selecting Today s Mail. It is also possible to log off the system by clicking the Logout button. Refreshing the Screen for a New Search To refresh the screen for a new search, click the Refresh button on your web browser. archive 43 Excelerate Software, Inc.

45 Using Mail Archive Search, continued Performing an Advanced Search You can perform an advanced search from the Search Results screen. This functionality will allow you to perform a more granular search across an archive. By entering search criteria in one or more of the fields, you can increase the particularity of your results. For example, the IT administrator of the Daily Planet might want to make a particular point to the paper s upper management by running a search for LLane@dailplanet.com in the From field, Clark Kent in the To field, and Superman in the Body field. This would be far more focused than simply running a search for Superman in the basic search field. However, the search will only return s with matches in those specific fields. Ms. Lane s s to Bruce Wayne or Jimmy Olsen would not be among the search results because of the CKent@dailplanet.com in the From field. Only specific matches to the values in the field will be returned in when using an advanced search. You can also filter your advanced searches by establish date ranges and actions on a given date. In the Start Date and End Date fields, you can either enter a date or use the Date widget to select a beginning or ending date for your range (you can also use both, of course). Finally, you can select either the date the mail was sent or the date the mail was archived. Continued on Next Page archive 44 Excelerate Software, Inc.

46 Using Mail Archive Search, continued Using Phrases and Terms in Searches In Archive, you can use terms and phrases to conduct a search. A term would be a word, such as Superman. A phrase would be a group of words inside a set of quotation marks: secret identity. Wildcard Searches In Archive, you can also perform wildcard searches. As with the DOS command, a question mark is a single character wildcard. Accordingly, sha?e would match share, shape, and shade. The asterisk also functions as it did in DOS, as a multiple character wildcard. Accordingly, sha* would match share, shared, shares, and sharing. Fuzzy Searches Fuzzy searches are searches for roughly matching patterns. They can be created using the tilde symbol at a phrase or term s end. For example, home~ would give a match of homes and Rome. Proximity Searches You can perform a proximity search in Archive by putting the search terms in a phrase and then using the tilde and the number of words each word in the phrase can be from one another. For example, low rate ~5 would yield low interest rates as a search result because few than five words separate the two words in the search phrase. Escaping Special Characters It may be necessary to use a special character in the course of conducting a search. You can do this in Archive by using the escape character (the backslash) before the special character. For example, who s there \? would give the match who s there? Note: The backslash character can be escaped by another character, so that \\\\server\\share\\ would give a match \\server\share. Continued on Next Page archive 45 Excelerate Software, Inc.