GFI Product Guide Archive Assistant
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1 Introduction 4 1.1 About GFI Archiver 4 1.2 About Archive Assistant 4 1.2.1 System requirements - Archive Assistant 4 2 Using Archive Assistant 6 2.1 Archive Assistant for Outlook 2003 6 2.2 Archive Assistant for Outlook 2007 7 2.3 Archive Assistant for Outlook 2010 / 2013 8 2.4 File Archiving 9 2.4.1 Archiving a File Using Archive Assistant 9 3 Configuring Archive Assistant 12 4 Troubleshooting and support 15 4.1 Introduction 15 4.2 GFI SkyNet 15 4.3 Web Forum 15 4.4 Request technical support 15 4.5 Documentation 15 4.6 Archive Assistant Issues 16 5 Glossary 17 6 Index 22
1 Introduction 1.1 About GFI Archiver GFI Archiver is a powerful, easy-to-use email archiving solution that helps you archive internal and external email into a central archive store. You can then easily manage the email archive stores from the web-based interface of GFI Archiver, which also allows authorized users to browse and search archived emails. 1.2 About Archive Assistant The Archive Assistant is a plug-in installed in Microsoft Outlook to enable users to manually archive email 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. Manual Archiving must be enabled in GFI Archiver for Archive Assistant to work. For more information, consult your Systems Administrator. Archive Assistant can be installed in Microsoft Outlook 2003, 2007, 2010 and 2013. 1.2.1 System requirements - Archive Assistant Software IMPORTANT The machine where Archive Assistant is deployed must be able to connect to the GFI Archiver server. SOFTWARE Supported Microsoft Outlook Versions (32 bit or 64 bit) - Archive Assistant and Outlook Connector only 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 GFI Archiver 1 Introduction 4
SOFTWARE Supported Operating Systems Windows 8 and 8.1 Windows 7 Windows Vista Windows Server 2003 Windows Server 2008 Windows Server 2012 Other Required Components Windows Server 2012 R2 HTTP port 80 (or HTTPS default port 443 for secure connections) - used to connect with GFI Archiver. Microsoft.NET Framework 4.0 or 4.5 Client Profile Hardware COMPONENT Processor Memory Physical Storage REQUIREMENTS 1GHz processor or more. Minimum: 512MB RAM Recommended: 2GB RAM 20MB physical disk space required for Archive Assistant installation. GFI Archiver 1 Introduction 5
2 Using Archive Assistant When Archive Assistant is installed, it automatically registers itself with Microsoft Outlook. Microsoft Outlook will attempt to connect to GFI Archiver using the URL specified during installation. The Archive Assistant adds buttons for manual archiving to toolbars, ribbons, and/or menus within Microsoft Outlook. By default Archive Assistant is set to retain all items that are manually archived. For more information refer to Configuring Archive Assistant (page 12). 2.1 Archive Assistant for Outlook 2003 The Archive Assistant installs an additional toolbar in Microsoft Outlook 2003. Archive Assistant functionality is available only after Microsoft Outlook is first restarted. To manually archive an email: 1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: Table 1: Manual archiving functions OPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information refer to File Archiving (page 9). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. GFI Archiver 2 Using Archive Assistant 6
OPTION Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 2.2 Archive Assistant for Outlook 2007 The Archive Assistant installs an additional toolbar in Microsoft Outlook 2003 and 2007. The toolbar option is available only after Microsoft Outlook is first restarted. To manually archive an item: 1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: Table 2: Manual archiving functions OPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information refer to File Archiving (page 9). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. GFI Archiver 2 Using Archive Assistant 7
OPTION Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click email and select archive commands from the context menu. 2.3 Archive Assistant for Outlook 2010 / 2013 In Microsoft Outlook 2010 and 2013, the Archive Assistant creates a tab in the Microsoft Outlook ribbon in the Home tab. The GFI Archiver options are available only after Microsoft Outlook is first restarted. To manually archive an item: 1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: Table 3: Manual archiving functions OPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information refer to File Archiving (page 9). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. GFI Archiver 2 Using Archive Assistant 8
OPTION Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click email and select archive commands from the context menu. 2.4 File Archiving The File Archiving feature enables you to archive files from any location on your machine (including Microsoft Office documents), into GFI Archiver. This feature is designed to provide a centralized location for user data. With File Archiving, users can: Keep important files easily available Use an IMAP account to access files from multiple locations Archive files to another user's mailbox Organize files in the desired folder structure in GFI Archiver 2.4.1 Archiving a File Using Archive Assistant The file archiving process performs the following actions: Files archived via Archive Assistant are enveloped in an email and archived The archived file is saved in GFI Archiver using the same file name The archived date corresponds to the date when the file was last modified The Archive Assistant can archive also files stored within Microsoft Outlook. In this scenario, the archive date corresponds to the date when the file was saved in Outlook. By default, on archiving documents stored in Microsoft Outlook, GFI Archiver retains the folder structure of Microsoft Outlook. Optionally, users can create a different folder structure using the Archive To... or Archive Outlook Folder To... functionality. To archive a file: GFI Archiver 2 Using Archive Assistant 9
1. In Microsoft Outlook, click Archive Files To. 2. From Windows Explorer, select a file to archive, then click Open. Screenshot 1: File Archiving dialog 3. In the Archive File(s) To window, select an existing destination or perform one of the following actions: Table 4: Archive Files To options OPTION Add mailbox New folder In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Using this option, you can archive files to another user's mailbox. To add a folder to the existing folder structure, click on the node where you want to store the file, click New folder and specify a Folder name when prompted. 4. Verify the Target folder path is correct and click OK. GFI Archiver 2 Using Archive Assistant 10
The maximum size allowed for messages and files to be archived is 100 MB. Files that exceed this limit are not uploaded and cause send/receive errors. IMPORTANT File types that are being blocked as attachments are also blocked when you try to archive them in GFI Archiver. GFI Archiver 2 Using Archive Assistant 11
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 2: Archive Assistant configuration settings. 4. Click the Connection tab. 5. In the Authentication area, specify one or both methods of authentication: OPTION 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 Active Directory domain as the GFI Archiver server. GFI Archiver 3 Configuring Archive Assistant 12
OPTION 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: OPTION 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 email. 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: OPTION Automatically retry on recoverable error Automatically close dialog on completion When selected, Archive Assistant automatically retries to archive the selected email when a problem is encountered and recovered. Select this option to automatically close the Archive Progress dialog after the selected email is archived. 8. Click Delete Options tab. 9. Configure the following options for Email messages and for Calendar items within Microsoft Outlook: OPTION Do not delete archived messages Permanently delete archived messages immediately Select this option to keep all emails or calendar items from being deleted after they are archived. When selected, the emails or calendar items will be deleted as soon as they are archived. GFI Archiver 3 Configuring Archive Assistant 13
OPTION 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 emails or calendar items that were archived but not yet deleted. If this option is not selected, email deletion will become effective only on emails/calendar items archived from that day onward. These settings do not effect emails 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. GFI Archiver 3 Configuring Archive Assistant 14
4 Troubleshooting and support 4.1 Introduction This section contains information that can help you resolve issues encountered when using this product. The main sources of information available to resolve these issues are: This guide GFI SkyNet articles Web forum Contacting GFI Technical Support 4.2 GFI SkyNet GFI Software Ltd maintains a comprehensive knowledge base repository, which includes answers to the most common problems. GFI SkyNet has always the most up-to-date listing of technical support questions and patches. If the information in this guide does not resolve your problems refer to GFI SkyNet. 4.3 Web Forum User to user technical support is available via the GFI web forum. 4.4 Request technical support If none of the resources listed above enable you to solve your issues, contact the GFI Technical Support team by filling in an online support request form or by phone. Online: Fill out the Technical Support Form and follow the instructions on this page to submit your support request. Phone: To obtain the correct technical support phone number for your region visit our website. Before contacting Technical Support, have your Customer ID available. Your Customer ID is the online account number that is assigned to you when first registering your license keys in the GFI Customer Area. We will answer your query within 24 hours or less, depending on your time zone. 4.5 Documentation If this guide does not satisfy your expectations, or if you think that this documentation can be improved in any way, let us know via email on: documentation@gfi.com. GFI Archiver 4 Troubleshooting and support 15
4.6 Archive Assistant Issues Table 5: Common Issues ISSUE ENCOUNTERED Archive button disappears Archive Assistant Error_ManualArchivingDisabledException. Error_Server- CertificateValidationException Error_UpgradeRequiredException The address of the GFI Archiver server is not configured correctly. SOLUTION Cause: This issue may happen whenever Archive Assistant (or its launcher) causes an unhandled error which propagates to Microsoft Outlook. Solution: 1. In Microsoft Outlook, go to File > Options > Add-Ins. 2. Select Manage > Disabled Items and click [Go...] 3. Enable Archive Assistant. 4. Restart Outlook. Cause: Manual archiving is not enabled on the GFI Archiver server. Solution: Contact your Systems Administrator to enable Manual Archiving. Cause: The SSL certificate provided by the GFI Archiver server could not be validated. Solution: Contact your Systems Administrator. Cause: The Archive Assistant needs to be upgraded to be compatible with the current version of the GFI Archiver server. Solution: Contact your Systems Administrator. Cause: The server address specified in the Settings page is incorrect. Solution 1: Contact your Systems Administrator. Solution 2: If you know the address where GFI Archiver is installed: 1. In Microsoft Outlook, go to the Archive Assistant toolbar and click Settings. 2. Select Custom and type the server address in the field provided. 3. Click OK. GFI Archiver 4 Troubleshooting and support 16
5 Glossary A Access privileges Permissions granted to users or group of users to perform various operations on diverse emails. Active Directory AD A technology that provides a variety of network services, including LDAP-like directory services. ADM See Active Directory ADM files are template files used by Group Policies to describe where policy settings are stored in the registry. ADM files also describe the user interface that administrators see in the Group Policy Object Editor snap-in. Archive Store management A GFI Archiver technology that enables you to queue and schedule the archive stores to use according to different time periods. Archive Stores A collection of email sources, email metadata and search indexes within GFI Archiver C Categorization policies A categorization system within GFI Archiver that enables the categorization of email according to its label. Conversation thread A list of emails forming a conversation between two or more users. D Database Activity Auditing A system that uses the tracing capabilities of Microsoft SQL server to record all activity within an archive database. Database schema The structure of a database that defines the tables, the fields in such tables and the relationship between fields and tables. GFI Archiver 5 Glossary 17
Domain Functional Level Domain functional levels provide a way to enable domain-wide features in your Active Directory Domain Services environment. Different levels of domain functionality are available, depending on your network environment. E Exchange OLE DB provider A method used to access the local Microsoft Exchange Server store by using OLE DB and Microsoft ADO. Exchange System manager A specialized MMC console that enables you to manage your Exchange organization. ExOLEDB See Exchange OLE DB provider F Firebird database An open source relational database system. G GFI Archiver Import Service A GFI Archiver tool that imports email data from file to the GFI Archiver. GFI Archiver Outlook Connector A GFI Archiver tool that enables you to synchronize Microsoft Outlook folders with the email data archived by GFI Archiver. GFI MailInsights A reporting facility within GFI Archiver that leverages archived emails to deliver information related to email usage and trends. GPO See Group Policy Objects Group Managers A user group within GFI Archiver that members can browse and search through all users forming part of their Active Directory group. Group Policy Objects An Active Directory centralized management and configuration system that controls what users can and cannot do on a computer network. GFI Archiver 5 Glossary 18
H Headers Information that precedes the email text (body). This includes the sender, recipient, subject, sending and receiving time stamps, etc. I IMAP See Internet Message Access Protocol Internet Message Access Protocol One of the two most commonly used Internet standard protocols for e-mail retrieval, the other being POP3. J Journaling A Microsoft Exchange Server feature which stores email copies in a central mailbox for various purposes, incl. mail archiving. M Mailbox A directory or folder used for receipt, filing, and storing messages of emails. Mailbox folder structure retrieval A GFI Archiver feature that enables you to synchronize the mailbox folder structure in Microsoft Exchange with GFI Archiver MAIS See GFI Archiver Import Service MAPI See Message Application Programming Interface Message Application Programming Interface A messaging architecture for Microsoft Windows that enables you to send e-mail from within a Windows application and attach a document to the e-mail. Metadata Data that provides information about email archived within GFI Archiver. Microsoft SQL Server A Microsoft relational database management system. MIME See Multipurpose Internet Mail Extensions GFI Archiver 5 Glossary 19
Mixed authentication mode An SQL server authentication method that enables both Windows and SQL Server authentication. Multipurpose Internet Mail Extensions A standard that extends the format of e-mail to support text other than ASCII, non-text attachments, message bodies with multiple parts and header information in non-ascii character sets. O OneClick Restore A user-friendly method of restoring archived emails to the user s inbox and either restores emails as it was at the time of deletion or sends it to user as an email attachment. Outlook Web Access Microsoft Exchange Server webmail service. Used to access email, contacts, tasks, etc. using a web interface when Microsoft Office Outlook is unavailable. OWA See Outlook Web Access P POP3 See Post Office Protocol ver.3 Post Office Protocol 3 A protocol used by local email clients to retrieve emails from mailboxes over a TCP/IP connection. PST exporter An agent-based tool that once deployed on the target computers, extracts emails from PST files for processing by the GFI Archiver Import Service. PST file A file used to store local copies of email, calendar events, contacts and other items within Microsoft Office Outlook. Public folders A common folder shared between Microsoft Exchange a user, which enables information sharing. R Retention Policies A system that enables you to control for how long to keep specific emails in your archive stores. GFI Archiver 5 Glossary 20
S Search index A system that collects parses and stores data to enable fast and accurate information retrieval. Single Instance Storage Provides ability to keep one copy of an email that is shared between multiple users. It is a means to eliminate data duplication and to increase efficiency by reducing the amount of disk space needed to store emails. U User interaction auditing A system that enables you to record all users web interface. activity while they are using the GFI Archiver GFI Archiver 5 Glossary 21
6 Index A Active Directory 12 archive 1, 4, 6-9, 12, 16 D Documentation 15 G Glossary 17 I IMAP 9 K Knowledge Base 15 R Retention policies 14 S System requirements Hardware 4 T Technical support 15 Time Zone 15 W Web Forum 15 GFI Archiver Index 22
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