Enterprise Vault 6.0. SMTP Archiving

Enterprise Vault 6.0 SMTP Archiving

Disclaimer The information contained in this publication is subject to change without notice. VERITAS Software Corporation makes no warranty of any kind with regard to this manual, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. VERITAS Software Corporation shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this manual. VERITAS Legal Notice Copyright 2005 VERITAS Software Corporation. All rights reserved. VERITAS, the VERITAS Logo, and Enterprise Vault are trademarks or registered trademarks of VERITAS Software Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. VERITAS Software Corporation 350 Ellis Street Mountain View, CA 94043 USA Phone 650-527-8000 Fax 650-527-2908 www.veritas.com Third-Party Legal Notices Certain third-party software may be distributed, embedded, or bundled with this VERITAS product or recommended for use in connection with its installation and use. Such third-party software is separately licensed by its copyright holder. Microsoft, Windows, Windows 2000, Windows Server 2003 and SharePoint, are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and registered trademarks are the property of their respective owners. ii SMTP Archiving

Contents SMTP Archiving overview 1 How SMTP Archiving works......................................... 1 Installing and Configuring SMTP Archiving 5 Prerequisite software and settings..................................... 5 The Microsoft SMTP Server...................................... 6 The Enterprise Vault server....................................... 6 Installing and configuring........................................... 7 Installing the SMTP Archiving components.......................... 7 Setting up the SMTP Archiving configuration file..................... 8 Example configuration file................................... 11 Setting up File System Archiving................................. 11 Starting and stopping SMTP Archiving................................ 12 Error messages and error handling................................ 13 Accessing archived messages....................................... 13 Troubleshooting SMTP Archiving 15 Running the DTrace utility.......................................... 15 i

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SMTP Archiving overview The SMTP Archiving feature allows third-party applications to enter data directly into an Enterprise Vault archive via SMTP messages. It enables Enterprise Vault to capture and archive these messages at the point of delivery to a Windows SMTP server (a server running the SMTP service included in Windows Server 2000 and later), and so operates independently of the messaging solution that you employ. For example, you may have messaging or workflow applications in your organization that use SMTP to communicate with users or other applications. Increased compliance legislation may require you to archive such communication and make it available for auditing. Using SMTP Archiving, you can capture and store the messages centrally. Then you can search, view and, if necessary, restore the messages using Enterprise Vault Search or Archive Explorer clients. You cannot use SMTP Archiving to archive MAPI messages. How SMTP Archiving works The figure overleaf shows how you can integrate SMTP Archiving into your messaging infrastructure. Here, SMTP messages are sent to an SMTP server, which can be any third-party messaging server that supports SMTP. The server illustrated is performing a relay function and passing messages to other messaging servers, which deliver the messages to recipients. Messages addressed to a particular domain are filtered out and sent to the Windows SMTP server for archiving. You can configure SMTP Archiving to process messages for multiple domains, if needed. 1

SMTP Archiving overview Alternatively, you could configure an application to package data as SMTP messages and send all messages directly to the Windows SMTP server for SMTP Archiving to process. SMTP Server (relay) Regular SMTP messages SMTP traffic Enterprise Vault messages Windows SMTP Server + Enterprise Vault SMTP Archiving Enterprise Vault Server + File System Archiving Archives The Windows SMTP server computer has a Microsoft Windows SMTP virtual server and Enterprise Vault SMTP Archiving configured. This server must not be configured as a relay. In this example, SMTP Archiving puts the messages as EML files in folders on the Windows SMTP server computer. All messages sent to SMTP Archiving are stored; it does not perform any filtering. SMTP Archiving automatically creates this folder structure under the domain root folder to hold the messages: <DomainRoot>\<MailboxName>\<Year>\<Month>\<Day>\<Hour> 2 SMTP Archiving overview

SMTP Archiving overview You must set up a root folder for each domain in advance, as part of the configuration process. The mailbox name corresponds to the recipient name in the message address. After SMTP Archiving has put the EML files on the Windows SMTP server computer, Enterprise Vault stores the files in archives using Enterprise Vault File System Archiving. The archives created depend on where the archive points are in the folder structure. You can configure SMTP Archiving to create archive points automatically, or you can create them manually. If they are created automatically, a separate archive is created for each mailbox. Enterprise Vault recognizes the EML files as messages and indexes the appropriate data, such as sender, recipient, subject, date and time, and content. However, custom SMTP headers (X-headers) are not indexed. If required, users can quickly find archived SMTP messages using Enterprise Vault Search or Archive Explorer, which they can run from a Web browser. SMTP Archiving overview 3

SMTP Archiving overview 4 SMTP Archiving overview

Installing and Configuring SMTP Archiving To archive SMTP messages, follow these steps: 1. Install IIS on the Windows SMTP server computer, and configure an SMTP virtual server. 2. As the Windows SMTP server is the destination messaging server for any SMTP messages to be archived, configure the required domain address in DNS. 3. Install and configure the Enterprise Vault SMTP Archiving components on the Windows SMTP server computer. 4. Configure File System Archiving on the Enterprise Vault server. Prerequisite software and settings This technical note assumes that you are familiar with the following technologies: IIS and Microsoft SMTP Server DNS Enterprise Vault server Enterprise Vault File System Archiving For a general introduction to Enterprise Vault, see the Introduction and Planning manual. For information on how to install and configure Enterprise Vault and File System Archiving, see the Installing and Configuring manual. 5

Installing and Configuring SMTP Archiving The Microsoft SMTP Server Microsoft SMTP Server is included in IIS. Ensure that the following is installed on the Windows SMTP Server computer: Windows Server 2000 or later IIS 5.0 or later For instructions on how to configure Microsoft SMTP Server, see the Microsoft documentation. Although you can install the Windows SMTP server on the same computer as Enterprise Vault, it is more common to install it on a separate computer. You must not configure this server to relay messages to other messaging servers; it should only receive messages for archiving. Only SMTP messages should be sent to this server, and not Exchange MAPI messages. Important: We recommend that you do not install SMTP Archiving on a server that is running Microsoft Exchange. If you want to archive messages to a network drive, you must run the IIS Admin Service under an account other than the LocalSystem account, and you must ensure that the selected account has access to the drive. For security and performance reasons, however, VERITAS does not recommend that you archive messages to network drives. The Enterprise Vault server The Enterprise Vault server computer requires Enterprise Vault 6.0. You need to decide on a suitable file server location for the EML files. The file server can be any of those that Enterprise Vault File System Archiving supports. See the Installing and Configuring manual for details. 6 Installing and Configuring SMTP Archiving

Installing and configuring To set up SMTP Archiving, follow these steps: Installing and Configuring SMTP Archiving 1. Install the SMTP Archiving components on the Windows SMTP server computer. 2. On the Windows SMTP server computer, set up the configuration file for the SMTP Archiving process. 3. Create the required domain root folders. This is where the SMTP Archiving process puts the messages for File System Archiving to archive. 4. On the Enterprise Vault server, configure File System Archiving to archive from the domain root folders. Installing the SMTP Archiving components 1. On the Windows SMTP server computer, log in as a user with local administrator privileges. 2. Put the Enterprise Vault CD-ROM in the drive. 3. Open the Enterprise Vault folder, and then open the Server folder. 4. Double-click Setup.exe to start the installation. 5. In the component selection window, select the SMTP Archiving components check box. This installs the SMTP Archiving process (EvSmtpArchiveConfig.exe) and a skeleton configuration file (EvSmtpArchiveConfig.exe.config) in the Enterprise Vault installation folder. This folder is typically C:\Program Files\Enterprise Vault. 6. Follow the on-screen instructions to complete the installation. Installing and Configuring SMTP Archiving 7

Installing and Configuring SMTP Archiving Setting up the SMTP Archiving configuration file The configuration file specifies the following details: The SMTP virtual server to which SMTP Archiving is to bind. The address domains that SMTP Archiving is to process. The folders on the file server where SMTP Archiving is to put messages. Edit the file using a plain text editor such as Notepad, and save it as a Unicode file. Note that section and attribute names are not case-sensitive. White space and blank lines are ignored. Comment lines must have a semi-colon in the first non-white space. You can specify local or UNC paths in the configuration file, but, for security and performance reasons, VERITAS recommends that you use local paths where possible. For an example of a configuration file, see page 11. Table 1 Configuration file entries Section Entry Required? Description Server Specify one server section per file. Name=servername Yes Specifies the name of the virtual server to which SMTP Archiving is to bind. This is the name assigned to the server in IIS Manager, where the default server has the name "Default SMTP Virtual Server". In general, these names are not unique, but the name of the server to use for SMTP Archiving must be unique. Priority=n Optional Determines when the SMTP Archiving process is started in relation to other processes registered against the server. The default is 32767 (the lowest priority), as no other processes are started after SMTP Archiving. 8 Installing and Configuring SMTP Archiving

Installing and Configuring SMTP Archiving Table 1 Configuration file entries Section Entry Required? Description NonDeliveryFolder= folderpath Optional Identifies a folder in which to save messages for unrecognized domains (those not specified in this file). If you do not specify this folder, messages for unrecognised domains are lost. DiskFullRetryLimit=n Optional Specifies the number of retry attempts for a message that was not saved because the disk was full. The default value is -1, which means that there is no upper limit. Domain You can specify multiple domain sections in the file. Name=domainname Yes Specifies the name of the SMTP domain. Messages addressed to this domain are sent for archiving by SMTP Archiving. Path=folderpath Yes Specifies the path to the domain folder on the file server. SMTP Archiving automatically creates a folder structure under this folder, as described in How SMTP Archiving works on page 1. Installing and Configuring SMTP Archiving 9

Installing and Configuring SMTP Archiving Table 1 Configuration file entries Section Entry Required? Description AutoEnableMbxFolders =False or True NonDeliveryFolder= folderpath IndexingLevel=Brief, Medium or Full Optional Optional Optional If set to True, makes SMTP Archiving automatically create the appropriate mailbox subfolder under the domain root. It also adds an archive point to the folder. If set to False (the default), you must create the mailbox folders and archive points manually. When a mailbox folder does not exist then messages are either saved in the non-delivery folder or, if you have not specified that folder, they are lost. Note: If you choose to create the folders manually, ensure that their names contain characters that are acceptable in Windows folder names. In particular, the following characters are not permitted: \ / : *? " < > @ ASCII codes 0 through 31 and 127 In general, SMTP Archiving cannot handle messages whose recipients have any of these characters in their e-mail addresses. Specifies where to save messages that could not be saved in the mailbox subfolder because of a folder access error (such as disk full or access denied), or when the mailbox subfolder does not exist and AutoEnableMbxFolders is not set to True. Specifies the indexing level to set for archive points on auto-enabled mailbox folders. The default is Full. 10 Installing and Configuring SMTP Archiving

Installing and Configuring SMTP Archiving Example configuration file Here is an example configuration file for an SMTP Archiving configuration that archives messages for two domains. In this example, the file server folders are on the same computer as the SMTP virtual server: [Server] Name=Default SMTP Virtual Server Priority=16000 NonDeliveryFolder=d:\EvMailRoot\ServerDefault DiskFullRetryLimit=15 [Domain] Name=Domain1.Vault.Local Path=d:\EvMailRoot\Domain1 [Domain] Name=Domain2.Vault.Local Path=d:\EvMailRoot\Domain2 AutoEnableMbxFolders=True NonDeliveryFolder=d:\EvMailRoot\Domain2\NonDelivery IndexingLevel=Brief Setting up File System Archiving On the Enterprise Vault server, set up File System Archiving as described in the Installing and Configuring manual. Note the following before you proceed: Add the file server that holds the SMTP Archiving domain root folder to the list of servers that are processed by File System Archiving. Create a volume policy to apply Retention Categories and rules to all the archived items. VERITAS recommends that you do not replace the items with placeholder shortcuts, and therefore you do not need to install the File Placeholder Service on the SMTP Archiving file server. Installing and Configuring SMTP Archiving 11

Installing and Configuring SMTP Archiving You can manage any archive points that SMTP Archiving automatically creates in the same way that you manage regular archive points (for example, by using the ArchivePoints command-line utility). We recommend that you create one archive for each recipient. When setting an index level for the archives, choose Full if you want to be able to search for phrases in the message content. By default, SMTP Archiving sets the indexing level to Full for archive points on auto-enabled mailbox folders. Starting and stopping SMTP Archiving To start the SMTP Archiving process and assign the required configuration file, follow these steps: 1. Open a Command Prompt window and change to the Enterprise Vault installation folder. 2. Enter the following command: EvSmtpArchiveConfig config_file where config_file is the name of the required configuration file. The default file is EvSmtpArchiveConfig.exe.config. You can register one SMTP Archiving process per virtual server instance. If you run the above command multiple times against the same virtual server, the previous settings are overwritten. A message is sent to the Enterprise Vault event log when the SMTP Archiving process starts. To stop and unregister the SMTP Archiving process, enter the following command: EvSmtpArchiveConfig config_file /U 12 Installing and Configuring SMTP Archiving

Installing and Configuring SMTP Archiving Error messages and error handling If the SMTP Archiving process encounters an error, messages are sent to the Enterprise Vault event log. Critical messages are also sent to the Windows Application log and to Microsoft Operations Manager (MOM), if configured. SMTP Archiving provides the following functionality to handle the different errors that you may encounter during operation: If it cannot save a message to the mailbox subfolder of the appropriate domain, SMTP Archiving tries the default folder for that domain. If it cannot save the message to either the mailbox folder or the default folder, SMTP Archiving tries the next recipient, until it has saved the message or there are no more recipients. If none of the recipients for a message matches any of the configured domains, SMTP Archiving tries the server-level default folder, if you have specified this in the configuration file. If SMTP Archiving fails to save a message after trying each of the relevant folders, and it has encountered a Disk Full error for at least one of these folders, it waits for 60 seconds and then repeats the process. You can set a limit on the number of retry attempts that SMTP Archiving makes by specifying the DiskFullRetryLimit value in the configuration file. For further details, see page 9. If SMTP Archiving fails to save a message after trying each of the relevant folders, and it has not encountered a Disk Full error, it records the error in the event log and discards the message. Accessing archived messages You can access archived messages using either Archive Explorer or the Enterprise Vault Browser Search facility. To view messages in their original format, you must have Outlook Express installed. Installing and Configuring SMTP Archiving 13

Installing and Configuring SMTP Archiving 14 Installing and Configuring SMTP Archiving

Troubleshooting SMTP Archiving Several facilities are available for troubleshooting SMTP Archiving. You can run the configuration process in diagnostics mode to view a description of the SMTP Archiving components registered on the local machine. To do this, type the following: EvSmtpArchiveConfig /D You can use the Enterprise Vault dynamic trace (DTrace) utility to monitor System Archiving events. The rest of this chapter describes how to use the DTrace utility. Running the DTrace utility Caution: Incorrect or extensive use of the DTrace utility may impact archiving performance. Make sure that you follow the instructions carefully, and only enable tracing for short periods. Remember to turn tracing off when you have finished. To run the DTrace utility, follow these steps: 1. Log in as the Vault Service account. 2. Open a Command Prompt window, and change to the Enterprise Vault installation folder. 3. Type the following command to start the utility: dtrace 15

Troubleshooting SMTP Archiving 4. To set trace options, type this command at the DT> prompt: Set 5. To monitor SMTP Archiving processes, type this command: inetinfo.exe If you want to monitor the SMTP Archiving configuration utility, type this command: EvSmtpArchiveConfig.exe 6. Choose the level of detail, and whether or not you want to include events in the trace. 7. Repeat steps 4 through 6 if you want to monitor other processes. 8. To send the trace entries to a file as well as to the screen, type this command: log The default file, DTrace.log, is created in the Enterprise Vault installation folder. Press Enter to accept this or, to specify another file, type a file name (including the path, if required). When you want to turn off logging, type the log command again. 9. To start monitoring, type this command at the DT> prompt: mon When you want to stop monitoring, press Ctrl+c. 10.To close the DTrace utility, type this command at the DT> prompt: exit 16 Troubleshooting SMTP Archiving