Collax E-Mail Archive Howto This howto describes how a Collax server can easily be set up as an e-mail archive in order to enable team members to access their own e-mail archive. Additionally, auditor access to the entire e-mail archive can be enabled. Requirements Collax Business Server including Collax E-Mail Archive module Collax Platform Server including Collax E-Mail Archive module Collax Groupware Suite including Collax E-Mail Archive module The Collax server must be configured as an e-mail relay or e-mail server. Objectives The Collax server is to serve as an e-mail server that archives all e-mails to the e-mail archive. Users and auditors are to be given access to the archived e-mails via an easy-to-use Web interface. Setup Activate the archiving under "Services Mail and Messaging E-Mail Archiving Configuration". The size of a volume can also be determined here. The size can either be selected from a list of predefined sizes for the most common media or be entered manually. You can also specify the name of the share to which the generated ISO files are to be saved. Configure the access to the ISO files under "Services File Export File Shares Shares". The configuration of the share is described in detail further below. In the "Permissions" tab, you can set the access rights for the search in the e-mail archive and the access to the generated ISO images. The search access takes place via the Web interface. For the access, the Web server must be set up correctly for access with HTTPS. Use the intranet wizard to do this. 2014 Collax GmbH Status: Final Version: 5.8 Date: October 23, 2014
Please make sure that the user as well as the network from which the access is to take place are configured in the groups you grant access. Under "Personal archive search", you can determine which users of the selected groups are to be granted access to their personal incoming or outgoing e-mail. Under "Access to Share for ISO Files", you can determine who is to be granted access to the share containing the ISO files. Access to the ISO files is necessary for saving the data externally. As the e-mails in the ISO files are not encrypted, only few users should be granted access. You can set the service by means of which the ISO images are to be exported under "Services File Export File Shares Shares". Set the domains to be archived and the indexing type in the "Options" tab. Under "E-Mail Selection", you can determine which e-mail domains are to be archived. In most cases, all e-mails are archived, as in this example. For the selection of domains to be archived, distinction can be made between the sender domain, the recipient domain, and internal e-mail. Under "Indexing", you can determine whether the entire e-mail or only the headers are to be indexed. Please note that e- mail attachments are not indexed, unless they consist of plain text. 3 Dez 2014 2/5
Two-Man Rule In the "Two-Man Rule", tab, you can determine which users of the selected groups are permitted to search the e-mail archive. The search function can be accessed via the user Web interface and comprises all archived e-mails of the system. The search can only be performed after a control password is entered, e.g. by a second person. If a search is started in all archived e-mails, the specified addresses will receive an e-mail message. Several addresses can be specified, separated by line breaks. Configuration of the Share for the ISO Files You can configure the settings for the access to the ISO files of the e-mail archive "Services File Export File Shares Shares". Under "Basic Settings", you can select the service by means of which the export is to take place. The selection of services may differ depending on the Collax product and the installed add-on modules. 3 Dez 2014 3/5
Depending on the services by means of which the share is exported, additional settings may be necessary for the respective services. The permissions can be configured in the "Permissions" tab (already done during the setup of the e-mail archive). Management of the Archive Volumes The archive volumes can be managed under "Status/Maintenance Status Mail E-Mail Archiving". The current status can be viewed and ISO files can be generated and deleted under "Archive Status". A volume may have three different states: Active: The e-mails are currently saved to this volume. Inactive, no ISO: This volume is no longer used; an ISO image can be generated. Inactive, ISO generated: An ISO image has been generated from the volume. The ISO image can be deleted if it has been backed up to another medium. Various actions for the selected volume can be accessed by clicking the right mouse button: Deactivate Volume: This action deactivates volumes that are currently active. This is necessary if an ISO image is to be generated from the volume. As soon as the volume is deactivated, a new volume will automatically be created, and all subsequent e-mails will be written to this new volume. Generate ISO: This action generates an ISO image that can subsequently be downloaded from the share for ISO images. Delete Volume: This action deletes the volume. Be sure to save the ISO image first. The volume cannot be restored after executing this action. 3 Dez 2014 4/5
Mounting ISO Files If the user attempts to access an e-mail that is no longer on the Collax server by means of the search, a note indicating which ISO image the e-mail is located in will be displayed. In this case, the administrator can mount this ISO image to enable access to the e-mail. Media can be mounted under "Status/Maintenance Status Mail E-Mail Archiving Mount Volume". Volumes that have already been mounted are listed in the overview. An additional medium can be mounted by clicking "Specify Volume Source". Note: When mounting media, access must be granted, not to the ISO image, but to the content of the ISO image. To mount the ISO image, you can share the storage medium on a PC workstation. You can also copy the content of the storage medium to a folder on a PC workstation and share this folder in the network. Searching the E-Mail Archive The e-mail archive can be searched via the user Web interface. The functions for the auditor archive search and the personal archive search are identical. The search can be narrowed down by means of several filters. Several actions are available for the e-mail(s) found: Detailed view: Shows the e-mail including header information. Forward: This action enables the e-mail to be forwarded to any e-mail address. This is a convenient way of restoring accidentally deleted e-mails. Download: This action can be used to download one or several e-mails. If an e-mail is no longer on the Collax server, the user will receive the needed information in order to enable an administrator to make this e-mail available. See section "Mounting ISO Images". 3 Dez 2014 5/5