windream Exchange 3.0 Manual windream GmbH, Bochum

Transcription

1 windream Exchange 3.0 Manual windream GmbH, Bochum

2 Copyright 2004 by windream GmbH / winrechte GmbH Wasserstr Bochum Issue: 09/ All rights reserved. No part of the contents of this description may be reproduced or transmitted in any form (print, photocopy, or any other form) or by any means without the express written permission of windream GmbH / winrechte GmbH. Important Notes All information and technical specifications in this description have been collected by the authors with great care. They cannot, however, either guarantee, take legal responsibility or make any other warranty for the results from the use of this information. We would also like to point out that all software and hardware logos and names in this desription are the exclusive property of the trademark, brandname or patent right holders. These are naturally protected by the appropriate laws and trade agreements.

3 Table of Contents i Table of Contents windream Exchange Welcome 3 Basics of the windream Exchange solution 5 System requirements 8 Microsoft Exchange Server 8 windream Exchange Server 8 windream Exchange Client 9 Further requirements 9 Installing windream Exchange 13 Server Installation 13 Starting the Setup program 13 Choose language 13 Executing the Setup program 14 Information on system requirements 14 Select destination folder 15 Entering the user account 15 Database connection 16 Database access 18 Starting the archiving service 19 Setup complete 19 Configuring windream Exchange 20 Checking settings for the archiving service 20 Determining index properties for archiving 21 Entries in the Windows Registry 23 Client Installation 25 Starting the Setup program 25 Choose language 25 Executing the Setup program 25 Information on system requirements 26 Choose destination folder 26 Connection settings 27 Setup complete 28 Entries in the Windows Registry 28 User profiles 30 Logfiles 31 Uninstallation of windream Exchange 32 The Personal Message Archiver 33 Starting the Personal Message Archiver 33 Creating archiving tasks 36 Creating archiving jobs for public folders 39 Editing archiving tasks 40 Renaming archiving tasks 40 Deleting an archiving task 41 Filing structure in windream 42 Archiving settings 42

4 ii Table of Contents Object storage in windream 45 Working with archived mail objects 49 Labelling archived mails in Outlook 50 Moving or deleting mail objects 51 The administration tool WDExchange Admin 53 Starting WDExchange Admin 53 Creating archiving jobs with WDE Admin 56 Table of figures 59 Table of charts 61 Index 63

5 windream Exchange windream Exchange 3.0 Welcome The present description serves as a guideline for the installation and handling of the windream Exchange application (version 3.0). First, the description will present a short survey on the basics and the requirements of the installation. The installation itself will be described afterwards. After that, the functions and the handling of the application will be explained. With windream Exchange, windream GmbH and its partners offer a solution which allows users to archive s and other Exchange objects of a Microsoft Exchange Server (version 5.5 or higher) in windream. The objects are moved according to user-specific or global rules from an Exchange Server via an Outlook mailclient to the windream DMS. The definition of rules is executed via an add-in module, which is the Personal Message Archiver of windream Exchange on the workstations or via an administration program (WDExchange Admin) on the windream Exchange Server. With the PM Archiver, users create user-specific rules at the workstations under their Exchange user profile for archiving Outlook objects from their mailboxes. Rules for archiving objects from public folders are created by authorized users with the PM Archiver. With the administration program WDExchange Admin, windream Exchange offers the opportunity to define rules for all or for a selection of users globally. This way, these rules will be created once on the windream Exchange Server for the selected users by an authorized user (e.g. by the responsible system administrator). windream Exchange has been developed as a Client / Server application. The windream Exchange Server and the administration tool WDE Admin are installed on a windream Server or on a separate computer. The Client (Personal Message Archiver PM Archiver) is installed on a connected windream workstation. In any case, the installation of windream Exchange requires a previous installation of windream Server or windream Client on that Server, on which the windream Exchange Server will be installed. Additionally, a windream Client including the required components must have been installed on that computer, on which the PM Archiver will be installed.

6 4 windream Exchange 3.0 The installation programs for windream Server and windream Exchange can be found on the installation CD which you have received from your windream partner or from windream GmbH. The installation of windream Exchange requires knowledge in the handling and administration of Microsoft Outlook, Microsoft Exchange Server and windream. Further information can be found in the respective documentations provided by Microsoft and windream GmbH. The present documentation is also part of the windream Exchange installation CD.

7 windream Exchange Basics of the windream Exchange solution The windream Exchange integrated solution represents an interface between Microsoft Exchange Server and the document management and archiving system windream. The interface allows users an automized archiving of s and other Exchange objects in windream. windream Exchange forwards any object (e.g. messages or notes) of a Microsoft Exchange Server to windream and stores it in the DMS. All objects, which are the messages themselves as well as all attachments, will be archived. The contents of the messages will be extracted as fulltext and stored with the message. Archiving s in windream is executed automatically For an automatic archiving process, mailboxes and public folders on a Microsoft Exchange Server are linked as source folders to selected destination folders of the windream Server. This way, messages of a specific Exchange mailbox or source folder will always be moved to a specificly determined windream folder. The creation of these so called archiving jobs is either executed in a user-specific way with the Personal Message Archiver at the workstations or globally for all or several users with the administration tool WDExchange Admin on the windream Exchange Server. Archiving rules are defined individually The rules according to which the archiving processes shall be run are determined via the Personal Message Archiver as user-specific archiving jobs (tasks). Users can link any of their Exchange folders (exclusively mailboxes which can be accessed by a user according to his MS Outlook profile) to any windream folder. Additionally, you can determine whether the archiving of messages shall be executed recursively for all existing subfolders of an Exchange folder. A requirement for archiving in windream is that the user owns the required access rights on the respective windream folders. Users can determine with filters (for example size or date of messages) which objects are to be archived from a mailbox. Archiving rules are defined globally With the administration application, an authorized user (system administrator) creates rules for selected users as archiving jobs once (globally) on the windream Exchange Server. Specific Exchange folders of ther user mailboxes are connected to any windream target folder. During the archiving process, windream Exchange will first create a separate directory with the user names as designator automatically in the destination folders determined for all selected users. The objects of the respective user mailboxes will be stored

8 6 windream Exchange 3.0 according to the selected folder structure (Exchange folder structure or according to dates). In addition to this, users can also determine whether the archiving of messages shall be executed recursively, meaning to include all subfolders of the Exchange folders determined. With the help of filters (like for example size or message date) users can determine which objects of the selected Exchange folder must be archived. A requirement for working with archived objects is that the users are equipped with the necessary rights on windream folders. Executing archiving jobs The archiving service on the windream Server an NT service will execute these archiving jobs in defined time intervals. The time interval for the archiving service are determined on the Server and will be set by the responsible system administrator. A requirement for executing the archiving job is that the archiving service has been started on the windream Server. Storage of Exchange objects in windream windream Exchange creates folders in windream for the mail objects. The folders for the s are created in a target directory of the windream drive, which has been configured in one of the archiving jobs (see also chapters "Creating archiving jobs ", p. 36 and "Creating archiving jobs with WDE Admin). Information like for example sender name, receiver, date or reference line of a message will be used for indexing this folder, as far as an object type has been configured respectively. The mail text of possible attachments will be stored as files in this folder. Like any other windream document, these files can be equipped with indices and can be assigned to document types (see also chapter "Object storage in windream", p. 45). Access to archived messages is possible from MS Outlook and via windream A user can access the objects after storage in windream via the mail application (MS Outlook) and can edit them like any other mail objects. In addition to this, users can also access these objects via windream and edit and retrieve them loke any other windream object. After an archiving process has been executed, the messages will be deleted on the Exchange Server. windream Exchange generates respective references on the Exchange Server, which contain a link to the messages stored in windream.

9 windream Exchange The references are presented as Outlook objects in the mailboxes of the Microsoft Outlook mail Client and can also be edited as such. A double click on the reference opens the message stored in windream. The message can then be edited with the Outlook functions like any other non-archived Outlook mail object. An icon indicates that a message has already been archived in windream. Messages stored in windream can be indexed, edited, archived, retrieved or deleted like any other document. The messages and their file properties (indices, history, rights, version, life-cycle and fulltext) can be read and edited. They can be accessed via the Windows Explorer or via the result list after a search query. windream Exchange uses the rights administration of windream The access rights on Exchange Objects in windream and the windream folders in which the objects have been stored are determined via the windream rights management. This assures that the messages will only be available for authorized users and an illegal access to mails can be avoided.

10 8 windream Exchange 3.0 System requirements The following system requirements must be fulfilled. Microsoft Exchange Server Microsoft Exchange Server 5.5 or 2000 installed and ready to operate. A global domain usergroup must exist to which all those users have been assigned who shall work with windream. A user account must have been created which owns admin rights on the Exchange Server (editing and reading rights on all mailboxes). The archiving service runs with this ID on the windream Server. Note: The descriptions of the installation and configuration of MS Exchange Server and the explanation of the requirements are not part of this documentation. Further information can be found in the respective documentations provided by Microsoft. windream Exchange Server Hardware requirements The hardware requirements must be fulfilled which are valid for the installation of windream Server or windream Client (version 3.0 or higher). Software requirements Either the windream Server (version 3.0 or higher) is installed and ready to operate, or the windream Client (version 3.0 or higher) is installed (depending on the fact whether windream Exchange shall be installed on the windream Server or on a separate computer); the windream Client need not be started on the windream Exchange Server, meaning that the automatic start-up can be disabled; the windream Client is required for the windream environment. Microsoft Outlook (Outlook 98 or higher) Client must have been installed and must be ready to operate. MAPI 32 has been installed and configured for Microsoft Exchange Server 5.5/2000. MAPI will automatically be installed with the installation of Windows 2000 and Outlook. The Collaboration Data Objects (CDO) of Microsoft must have been installed. The Collaboration Data Objects are available via MS Office-Setup. Thus, execute the Setup program in the user-defined mode and install the desired component.

11 windream Exchange windream Exchange Client Hardware requirements The hardware requirements must be filfilled which are valid for the installation of the windream Client (version 3.0 or higher) and MS Outlook (Outlook 98 or higher). Software requirements windream Client version 3.0 or higher has been installed and is ready to operate. Microsoft Outlook (Outlook 98 or higher) Client has been installed and is ready to operate. MAPI 32 has been installed and configured for Microsoft Exchange Server 5.5/2000. MAPI will automatically be installed with the installation of Windows 2000 and Outlook. Further requirements Further requirements will be described now, which must be fulfilled for the installation and operation of windream Exchange. Database MS SQL Server or MSDE (Microsoft SQL Server Desktop Engine) are accessible from windream Exchange Server (WDOutlook Server) or have directly been installed on this computer. The MSDE-installation routine has been delivered with the installation CD of windream Exchange Server. MS SQL or MSDE must have been configured for the TCP/IP protocol. The name of the database Server (computer on which MS SQL Server/MSDE has been installed) will be contacted during the installation (see also chapter "Database connection ", p. 16 f.). If there are several database instances, the Server name must be entered as follows: <Server name>\<instance name>. The database will be created by the Setup program of the windream Exchange Server. The name of the database can be any valid name. During the Client and Server installation, the same name must be used (recommended name is "wdtasks"). The ODBC-driver for MS SQL Server must have been installed. MDAC (also contains the ODBC-driver for MS SQL-Server) is delivered with the windream Exchange installation CD.

12 10 windream Exchange 3.0 User and group accounts A separate domain user group must be created on the Microsoft Exchange Server to which all users will be assigned who shall work with windream. This group must be taken over into the user and group administration of windream. The name of the group will be requested during the installation of windream Exchange (see also chapter "Database access", p. 18 f.). The group of all windream users (default: windream-users) can only be used, if it has also been created as a domain group. The user account under which the installation of the WDOutlook Server is executed must have administrator rights on all local PCs and for the database (MS SQL Server/MSDE); see also chapter "MS SQL Server Authentication". The user account under which the NT Archiving Service operates must have administrator rights on MS Exchange Server. Additionally, this account must be equipped with the right to log on as service (local security regulations) on the windream Exchange Server and it must have administration rights (as a member of the local adminiastrators group). In addition to this, the account must also be equipped with the right of writing in the windream folder structures, below which the Exchange objects shall be archived. This account will automatically be entered during the configuration of the windream Exchange database with the respective access permissions. The name of the user account will be requested during the installation of windream Exchange Server. MS SQL Server authentication The configuration of the windream Exchange database in MS SQL Server can be executed via two different authentication modes by the Setup program. An SQL Server Login is required for the installation and configuration of the windream Exchange database during the windream Exchange Server Setup. For this, before starting the windream Exchange Server Setup, you must ensure in the SQL Server Enterprise Manager that an MS SQL Server administrator login is available (command Start>Programs>Microsoft SQL Server>Enterprise Manager). You have to select one of two authentication modes: Windows NT authentication and SQL-Server authentication.

13 windream Exchange Windows NT authentication shall be used If the user, under whose account the windream Exchange Setup is executed, is member of the SQL Server administrators group, the option Windows NT Authentication can be selected during the entry of the SQL authentication in the windream Exchange Server Setup. In this case you need not enter the name and the password in the windream Exchange Server Setup. SQL Server authentication shall be used In this case, the option of SQL Server authentication must be chosen in the windream Exchange Server Setup. A user account which is available in SQL Server Enterprise Manager under Console root>ms SQL Server>SQL Server Group>windream Exchange DB- Server>Security>User name must explicitly be determined when entering name and password (e.g. "sa"). Full access of a user account to all Exchange mailboxes The rights on the Exchange mailboxes can be edited via the properties of the mailbox storage, in which the mailboxes have been created. Thus, you start the system manager on Microsoft Exchange Server (e.g. via Start>Programs>Microsoft Exchange>System Manager). Then you switch to the folder of the storage group which contains the mailbox storage (e.g. via Administrative groups>first administrative group>server>name of Exchange Server>First storage group). Highlight the mailbox storage and open the properties via the context menu. Switch to the Security tab page. Select the desired user account from the list and assign the right of full access in the list of permissions. Save the settings and close the system manager. Note: Detailed descriptions of the configuration of Microsoft Exchange Server, as for example the creation and administration of mailbox storages, can be found in the respective documentations provided by Microsoft. These are not part of the present documentation. Forms library for global forms in the EFORMS REGISTRY The global forms libraries are administered in the EFORMS REGISTRY (system folder of Microsoft Exchange Server). Here, a global forms library (organisation form) must exist for each language version supported. At this point, windream Exchange installs the forms required for executing the application. If there is no library existing for a language version, it will have to be created before installing windream Exchange. Start the Exchange system manager, switch to the Administrative groups folder and open Folders>Public folders under the First administrative group.

14 12 windream Exchange 3.0 The system folders can be made visible by selecting the respective command from the context menu of Public folders. Switch to system folder EFORMS REGISTRY and create the forms library there. Further information on this topic can be found in the documentations provided by Microsoft. Note: If folder Administrative groups is not displayed in the folder structure of the Exchange system manager, open the context menu (right mouse click) on folder <Server name>(exchange). Enable the properties command and switch to tab page General. Check the checkbox for viewing the administrative groups and save the settings. Close the properties window. The folder named Administrative groups will now be displayed in the folder structure and you will be able to create the library as described above. Detailed descriptions of the configuration of Microsoft Exchange Server like for example creating, configuring or administering the access rights on forms libraries can be found in the respective documentations provided by Microsoft. These descriptions are not part of the present documentation. Determining the object type for storage in windream During an archiving process, the objects will be indexed by windream Exchange. windream Exchange either uses a configured object type for this or the default object type. The object type (folder type) which shall be used for the Exchange objects to be archived must exist in the DMS or must be created there. The windream system can be customized either before or after the installation. However, it should be done before the first operation of windream Exchange. The index properties to be extracted from the Outlook objects must be assigned to the respective index fields of the object type. This will be done after the Server installation via the windream Exchange Attribute Linker on the windream Exchange Server (see also chapter "Determining the index properties for archiving ", p. 21 f.).

15 windream Exchange Installing windream Exchange In order to install windream Exchange, you first execute the Server installation on the windream Server or on a separate computer. Then, you execute the windream Exchange Client installation on the connected windream workstations. Certain configurations of windream Exchange are executed via the Setup program. Others, like the determination of the index properties or especially the user-specific assignment of mailboxes to windream folders, must be executed manually after the installation. User account for the installation The installation must be executed under a user account with local administrator rights. For the Server installation, you will need a user account (administrator account) which additionally has access to all mailboxes of your company. The archiving service must be started under this account on the Server, in order to get access to the user mailboxes. See also the system requirements, p. 8 f. Server Installation After having carefully checked the requirements explained above, you now launch the windream Exchange Setup program from the installation CD (start Setup.exe), to install the windream Exchange Server (WDOutlook Server). Starting the Setup program Start the Setup program from the installation CD and follow the instructions displayed. Choose language Select the language of the installation and the application (in this version, English and German are supported).

16 14 windream Exchange 3.0 Figure 1: Select language Server Setup Executing the Setup program After having selected the language, the Setup assistant will guide you through the following installation steps. Figure 2: Executing the Setup program Server Setup Information on system requirements Here, the system requirements for windream Exchange Server 3.0, which must be fulfilled, are listed once again.

17 windream Exchange Figure 3: Information Server Setup Select destination folder Determine the destination folder for the Server installation here. Figure 4: Determining the destination folder Server Setup Entering the user account In dialog box User account, you enter the information for the user account under which the archiving service shall be started. The user

18 16 windream Exchange 3.0 account must be equipped with the right (local security rule) to Log on as Service and needs administrative rights on the windream Exchange Server and on the Exchange Server (right of reading / writing in all user-mailboxes of the company respectively in those mailboxes which are relevant for archiving). Administrative functions of the database for administering archiving tasks are also executed under this user account. The user account must be equipped with the respective administrative rights for the database (see also chapter "User and group accounts", p. 10 f.). Figure 5: Determining the user account for the archiving service - Server Setup In the fields named User and Password, you enter the respective name and the password of the account. Database connection In dialog box SQL Server Connection, you enter the information with which the database that administers the archiving tasks shall be created.

19 windream Exchange Figure 6: Determining database data - Server Setup In field Server, you enter the name of the Server on which Microsoft SQL Server or MSDE is installed. If there are several database instances, you enter the Server name as follows: <Server name>\<instance name>. In field Database, you enter the name for the windream Exchange database. You can use any name. However, we recommend to choose "wdjobs" (default setting). The database, tables, PL/SQL-procedures and user accounts will be created automatically during the installation. A logfile of the database installation will be written to file windream_sql.log (into the root directory of C:\). See also chapter "Logfiles", p. 31. MS SQL Server Authentication The Setup program will execute the creation and configuration of the windream Exchange database with the user account under which the installation is executed, too. Thus, you select the type of MS SQL Server authentication here. In SQL Server Enterprise Manager, option SQL Server and Windows for the database Server must be set for authentication (the Security tab page of SQL Server-Properties (Configuration) - <windream DB-Server> from Microsoft SQL Server Enterprise Manager). See also chapter "MS SQL Server authentication", p. 10.

20 18 windream Exchange 3.0 Windows integrated authorization Select this option, if you are a member of the SQL Server administrators group and if the NT authentication shall be used as MS SQL Server administrator login. Generally, the setting of Windows NT authentication is suitable (default). SQL Server authorization Select this option, if the SQL Server authentication shall be used as MS SQL Server administrator login. In the fields User and Password, enter the user ID of the user account previously created in SQL Enterprise Manager. Database access Here, you enter the NT user group whose members shall work with windream Exchange (see also the system requirements, chapter "User and group accounts", p.10 f.). This way, all users of this group will receive access for reading and writing in the database including archiving tasks. The administration of archiving tasks of the respective users is either executed via the Personal Message Archiver at the workstations (see also chapter "The Personal Message Archiver", p. 33) or via the administration application WDExchange Admin on the windream Exchange Server (see also chapter "The administration tool WDExchange Admin", p. 53). Figure 7: Database access - Server Setup

21 windream Exchange Starting the archiving service Confirm the question with Yes, if the archiving service (WDOutlookSvc) shall be started immediately after the installation. You can also start the service WDOutlookSvc any time after having finished the installation, e.g. via command Settings>Control panel>services or Start>Programs>Administration>Services (see also chapter "Checking the settings for the archiving service ", p. 20 f.). Figure 8: Starting the archiving service - Server Setup Setup complete Complete the installation by clicking the respective button. Figure 9: Setup complete - Server Setup

22 20 windream Exchange 3.0 Configuring windream Exchange After having completed the Server installation, you should check specific settings. You will still have to execute some system configurations which are not executed by the Setup program. Additionally, you can also change certain settings via entries in the Windows Registry: Check the settings for the archiving service Determine the index properties for archiving If required, change the time interval for the archiving service or the log level for log outputs via entries in the Windows Registry. Checking settings for the archiving service The archiving service stores the Exchange objects in the windream archive and generates the links to the objects in Microsoft Exchange Server. The archiving service periodically checks the tasks in the archiving database and executes the respective tasks. The time intervals are determined in entry TimeInterval of the Windows Registry (see chapter "Entries in the Registry ", p. 23 f.). In the services administration, you have to check whether the archiving service starts under the correct user account (command Settings>Control panel>services or Start>Programs>Administration>Services). Thus, open the properties of the WDOutlooksvc service. You can view the login data on the respective Logon tab page. Adjusting the start type of the service You can start the service via the Setup program or after having completed the Setup from the administration of the services. The service will be configured with the manual start type. If the service shall be started automatically, you will have to adjust the start type respectively.

23 windream Exchange Figure 10: Archiving service started Determining index properties for archiving The object type that shall be used for indexing the objects must have been defined in windream respectively. Thus, you create a new object type using the respective administration function of the windream Management Console (WMC). You can also use an object type which already exists in windream. windream Exchange extracts specific index properties from the messages and assigns them to determined index fields (the object typespecific indices) of the object type. The assignment of the extractable index data to the respective index fields of the object type is executed via an application named windream Exchange Attribute Linker. Note: If no object type has been configured, windream Exchange will archive the objects with the object type Standard. windream Exchange Attribute Linker The Attribute Linker is installed in the installation directory of the windream Exchange Server during the Server Setup. You open the application via command Start>Programs>WDOutlookSvc>WDExchAttrLinker.

24 22 windream Exchange 3.0 Figure 11: windream Exchange Attribute Linker How to determine the index properties 1. In the group named Exchange, you select the class from the dropdown list of the object classes (e.g. IPM.Note). All entries you make for a class will be taken over into the fields of the same name of the other classes. 2. Select the object type to be used from the folder type dropdown list in group windream (e.g. Mail). All windream folder types will be offered in this list. 3. Select the first attribute from the list of the message attributes, which you want to assign to an index field (e.g. From). All available attributes are listed here from which windream Exchange can extract information for indexing a message. 4. In field Index name, you enter the designator of the index field (e.g. Sender). The designators of the possible fields can be found under the node named Type indices of the selected folder type in the object type administration of the windream Management Console. 5. Repeat steps 1 to 5 until all index properties have been assigned. 6. Confirm the assignments with OK.

25 windream Exchange The entries will be saved in configuration file WDEXchAttr.ini. The file will be created in the installation directory of windream Exchange Server during the installation. You can also adjust the configurations manually in the file. windream Exchange exclusively uses the properties determined in the file for indexing. Configuration file WDEXchAttr.ini Figure 12: Example of a configuration file named WDExchAttr.ini Entries in the Windows Registry We will now describe the entries which are required for the execution of windream Exchange in the Windows Registry on the Server. The keys are generated by the Setup program. It is also possible to adjust specific keys which have been set by the Setup program with default values. For example, you can change the time interval for the archiving service (TimeInterval) or the loglevel for log outputs (LogLevel). Note: In order to make the changes become effective, the WDOutlookSvc service might be closed and started again via services of the operating system.

26 24 windream Exchange 3.0 In the Windows Registry, windream Exchange will create the key HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\ WDOutlook Server\3.00 during the installation. The following entries will be created below this key: Entry DSN Description The name of the ODBC-connection (DSN) for the connection to the database (default: WDJobs). LogLevel Possible levels are 0, 1, 2, 3; 0 = no logging (default), 3 = highest loglevel windream Exchange logs the archiving processes. If problems occur, please select 3 as the loglevel for problem analysis. If required, the logfiles can be sent to the hotline of windream GmbH for error diagnosis. As the logfiles can grow rapidly, the loglevel should be set to the lowest level in normal operation. Further information on the logfiles can be found in chapter "Logfiles", p. 31 f.). PropIniFile TimeInterval Contains the name and the path of file WDExchAttr.ini, in which the assignments of the fields of a mail object to the index fields of a windream folder type are described. The file is administered via a tool named WDExchAttrLinker (see chapter "Determining index properties for archiving ", p. 21 f.). The archiving service regularly checks the database on archiving tasks and executes them. Entry TimeInterval determines this interval time in milliseconds. The value is edited as Hex value, e.g.: 0x (decimal 4096), respectively about 4 seconds. Default is 0x (ca. 5 seconds). If required, the value has to be adjusted. Table 1: Entries for configuration in the Windows Registry on the Server.

27 windream Exchange Client Installation In order to install the windream Exchange Client application (PM Archiver), you start the windream Exchange Client Setup program on a windream Client computer from the installation CD (Setup.exe). Starting the Setup program Start the Setup program from the CD and follow the instructions displayed. Choose language Select the language for the installation and for the application (in this version, German and English are supported). Figure 13: Choose language Client Setup Executing the Setup program after having selected the language, the Setup assistant will guide you through the following installation steps.

28 26 windream Exchange 3.0 Figure 14: Executing the Setup program Client Setup Information on system requirements The system requirements for windream Exchange 3.0 Client are once again listed here. Figure 15: Information Client Setup Choose destination folder Here, you enter the destination folder for the Client installation.

29 windream Exchange Figure 16: Selecting the destination folder Client Setup Connection settings In the dialog box for the connections, you enter the data required for the connection to the database in which the archiving tasks are administered. Figure 17: Determining database data - Client Setup In field Server, you enter the name of the Server on which Microsoft SQL Server or MSDE has been installed. If several database instances

30 28 windream Exchange 3.0 are existing, you enter the Server name as follows: <Server name>\<instance name>. In field Database, you enter the name for the windream Exchange database (Standard: wdjobs). The database will be created and configured during the installation of the windream Exchange Server. The Client (PM Archiver) uses this database to administer user-specific archiving tasks. Test connection Before proceding with the installation, you should check the connection data via the test button. The Setup program tries to connect to the database Server with the entries you have made. If the connection fails, a respective message will be displayed and can change the entries. Setup complete Complete the installation with a click on the respective button. Figure 18: Setup complete Client Setup Entries in the Windows Registry We will now explain the Registry entries necessary for executing windream Exchange on the Client computer. The keys are determined by the Setup program. It is also possible to adjust specific keys with default values manually after the installation has been completed. For example, you can change the log level for log outputs.

31 windream Exchange windream Exchange will create a key HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\WD Personal Archiver\3.00 in the Registry during the installation. The following entries will be created below this key: Entry DSN Description The name of the ODBC-connection (DSN) for the connection to the database to be used (default: WDJobs). The entry must be the same as that on the windream Exchange Server. LogLevel Possible are levels 0, 1, 2, 3; 0 = no logging (default), 3 = highest log level. windream Exchange logs the archiving processes. If errors occur, you should set level 3 as log level for executing an analysis. You can then send the log files to the windream hotline for further examination. As the logfiles may grow rapidly, the log level should be set to the lowest level as default. Further information can be found in chapter "Logfiles", p. 31 f.). Table 2: Entries for the configuration in the Windows Registry on the Client

32 30 windream Exchange 3.0 User profiles The user profiles required for access to the mailboxes and for creating the archiving tasks are configured on the windream workstations with the functions of Microsoft Outlook/Exchange. This can either be executed via button New in the dialog for selecting a profile during the Client Setup, during the logon in the PM Archiver or via the Mail entry in the Control panel. Figure 19: Selecting a profile - Client Setup Further descriptions of this topic can be found in the respective documentations and in the online help provided by Microsoft. Different profiles can be defined for eaxh user. As default value, the specific profile will be displayed which you have determined as default profile in the options. Note: The users who shall work with windream Exchange must be members of the group of all windream users and of the domain group of all windream Exchange users (see also the "System requirements", p. 8 f.).

33 windream Exchange Logfiles windream Exchange logs installation procedures and archiving processes and generates respective logfiles on the windream Exchange Server as well as on a windream Client computer. The log level for the log outputs can be set via the LogLevel entry in the Windows Registry on the Client or Server (see chapter "Entries in the Windows Registry ", p. 23 and p. 28 f.). The logfiles on the Server will be created in folder Logs below the installation folder of the windream Exchange Server (e.g.: C:\Programs\windream GmbH\WDOutlookServer). The logfiles on the Client will be created in folder Logs below the installation folder of the windream Exchange Client (e.g..: C:\Programs\windream GmbH\PM Archiver). The logfile of the database installation will be written to the root directory (C:\windream_sql.log). Logfiles on the Server windream_sql.log slog_t_m_jjjj.txt wdarch_tt_mm_jjjj.txt Table 3: Logfiles Logfiles on the Client pmarch_tt_mm_jjjj.txt log_msg_arch_tt_mm_jjjj.txt

34 32 windream Exchange 3.0 Uninstallation of windream Exchange The uninstallation of windream Exchange is executed from the Windows control panel via entry Software. Uninstalling the Client application In order to uninstall the windream Exchange Client, you select entry PM Archiver from the list and enable button Add /Remove. All components will be removed. The user profiles created in MS Outlook (for the creation of archiving tasks) might be removed manually (command Settings>Control panel>mail). The ODBC-entry for the database connection (DSN) must also be removed manually (e.g. via entry ODBC Data Sources from the control panel). Uninstalling the Server On the windream Exchange Server, you select entry WDOutlook Server from the list of software and enable the Add / Remove button to uninstall the windream Exchange Server. The Setup program will uninstall all components except the database. This way, already defined archiving tasks will remain on the computer for later use. The ODBC-entry for the connection (DSN) to the database must be removed manually (e.g. via command Programs>Administration>Data sources (ODBC) tab page System DSN).

35 windream Exchange The Personal Message Archiver The Personal Message Archiver (PM Archiver) represents the central application of the windream Exchange solution on the windream Client. The Personal Message Archiver serves for the administration of jobs (tasks) for archiving Exchange objects from Exchange mailboxes or from public folders into specific folders of the windream DMS. Administering archiving jobs for mailboxes and public folders The determination of mailboxes (source folders), windream folders (target folders) and archiving rules is executed in the task options, which are the so called archiving jobs. The archiving jobs are defined and administered by the users at their workstations with the Personal Message Archiver. Users will get access to their Exchange mailboxes via their Outlook profile, access to windream is controlled via the user-id of the operating system. With the PM Archiver, users on the one hand create user-specific rules for archiving Outlook objects from folders of their mailboxes. On the other hand, rules for archiving objects from public folders are created and administered by authorized users (e.g. administrators). Archiving jobs concerning public folders can only be edited or deleted under the user-id (Exchange user profile) of the user who has also created the job. If public folders for which archiving jobs have been created are renamed or deleted, the settings of the jobs will have to be checked and adjusted before or after having executed this action. Starting the Personal Message Archiver Start the program via command Start>Programs>windream>PM Archiver from the Windows Start menu.

36 34 windream Exchange 3.0 Figure 20: Starting the Personal Message Archiver In order to be able to edit archiving tasks, you will have to log on to Microsoft Exchange Server with your profile. How to log on to the Exchange Server 1. Select the Logon command from the Start menu. 2. Enter the profile name or select a name under which you want to log on from the list. Figure 21: Select a profile Logon to the Exchange Server Via this profile, you will get access to your mailboxes on the Exchange Server. The logon to windream is executed automatically via the Windows operating system account which is used and with which you have logged on to the system. With this account, you must be entered as a windream user (member of the group of all windream users).

37 windream Exchange After having confirmed the profile selection with OK, the available tasks will be displayed in the Personal Message Archiver. A task is displayed as a tab page. The designator of the tab page is the name under which the task is saved. The available Exchange mailboxes and the folder structure of the windream drive are displayed in two lists. Only those windream folders are displayed, on which the currently logged-in user has the required access rights (right of writing). Figure 22: Personal Message Archiver Refresh view You can refresh the view while the PM Archiver is open. This way, you will always have access to the current status of the mailboxes on the Exchange Server and the folder structures in windream. Select one of the commands Exchange or windream from the Refresh menu to refresh the respective views of the folder structures. Administering archiving tasks You create the archiving tasks with the Personal Message Archiver. You can create new tasks, change existing tasks or delete them. You can define as many tasks as you want. The number of tasks is only limited by the number of available folders of a mailbox, as for each folder, exactly one assignment to a windream folder is possible. In a task, you can also assign several folders to a windream folder. The archiving tasks are stored in a database on the windream Server.

38 36 windream Exchange 3.0 Note: If required, you should create one or several folders in the mail application for the mail objects to be archived (e.g. windreamexchange). From Outlook, the objects can be moved into these folders via a rule or manually. In the PM Archiver, you can then define the tasks for the respective folders. Figure 23: Administering archiving tasks Logoff and logon under a new profile If you want to log on under another profile at the Exchange Server, you first log off via the logoff command from the Start menu. Then, you select command Start>Log on to log on with the new profile. Creating archiving tasks In order to create a new task, you first connect one folder of your mailbox to a folder in windream. Then, you determine the rules according to which the objects of this folder shall be selected for being archived and save this task. The name of the new task will be preset. You can change this any time via command Rename Job. If you start the PM Archiver for the first time, a new task will be offered directly for being edited. If you have already defined tasks, these tasks will be loaded and displayed after logon. In this case, a new task can be created via button New task.

39 windream Exchange Note: If Exchange folders of mailboxes for which archiving jobs have been defined are renamed, deleted and created again with the same name, you will have to check and adjust the settings of the job before or after the action. If necessary, e.g. the original rule has to be deleted and created again. How to create an archiving task 1. Start the Personal Message Archiver. 2. Select the logon command from the Start menu. 3. Enter the profile name or select a name under which you want to log on from the list. If you have not defined a task yet, skip the next step and proceed with step If you have already defined tasks, these tasks will be displayed and you can create a further task by clicking the New task button. 5. Open the directory in windream in which the Outlook objects shall be archived. 6. Determine the folder structure which shall be created in the target folder for archiving the objects by highlighting the desired option (take-over of Exchange folder structure or folder structure according to year / month /date), see also chapter "Folder structure in windream", p In the Outlook folder structure, you highlight the mailbox folders from which objects shall be archived. You select a folder by checking the respective checkbox. 8. Determine the format of the mails to be archived (msg or wda, see also chapter "Formats, folders and attachments of mails", p. 43 f.). 9. Select the option to include subfolders, if the archiving shall be executed recursively. 10. In group Filter, determine the desired settings for the selection of mails to be archived (see also chapter "Filter", p. 44 f.). 11. Confirm the entries by clicking the button with which the tasks are saved. 12. Enter a name.

40 38 windream Exchange 3.0 Figure 24: Naming an archiving task 13. Confirm your entries by clicking OK. The archiving task will be saved. An existing task can be edited, renamed or deleted any time. Figure 25: Creating archiving tasks Indicating folders in the Exchange folder treeview Folders for which you have defined tasks and from which documents have already been archived in windream are displayed in blue letters in the Exchange folder structure of the PM Archiver. Public folders for which jobs have been defined and from which objects have already been archived are presented in grey letters.

41 windream Exchange This folder has one or several marked subfolders You cannot define an archiving task for an Exchange mailbox folder, if the folder contains subfolders for which tasks have already been defined. Figure 26: Folder has one or several subfolders This folder has already been selected by user <user name> You cannot define an archiving task for a public folder, if another user has already defined a job for this folder. Figure 27: Folder has already been selected by a user Creating archiving jobs for public folders The creation of jobs for public folders is executed in the same way as the creation of jobs for folders of user mailboxes. First, you connect a public folder with a folder in windream. Then, you determine the rules according to which the objects of this folder shall be selected for being archived, and save the task. A detailed description how to proceed can be found in the chapter named "Creating archving jobs ", p. 36. Note: The jobs for archiving objects from public folders are created and administered by respectively authorized users (administrators). Archiving jobs for public folders can only be edited or deleted under the user profile of the user who has also created the task. If public folders for which archiving jobs have been defined are renamed, deleted and created again with the same name, the settings of the job must be checked and adjusted before or after the action has been executed. If required, e.g. the original rule must be deleted and created again for the new or renamed folder.

42 40 windream Exchange 3.0 Editing archiving tasks The settings of an archiving task can be adjusted any time. For example, you can change the destination folder in the DMS, the message format or the filter settings in the archiving options. Note: Archiving jobs for public folders can only be edited by the user who has also created the task. How to modify an archiving task 1. Start the Personal Message Archiver. 2. Select the logon command from the Start menu. 3. Enter a profile name or select a name under which you want to log on from the list. 4. Select a task you want to edit by enabling the respective tab page. 5. Make the desired changes. 6. Click the button for storing the adjusted task. The task will be saved with the adjusted archiving options. Renaming archiving tasks A currently selected task can be renamed. Note: Archiving jobs for public folders can only be edited by the user who has also created the task. How to rename an archiving task 1. Start the Personal Message Archiver. 2. Select the logon command from the Start menu. 3. Enter the profile name or select a name under which you want to log on from the list. 4. Select the task you want to rename by clicking the respective tab page. 5. Click the button for renaming the task. 6. Enter the new name.

43 windream Exchange Figure 28: Renaming an archiving task 7. Confirm the entry with OK. The new name will be displayed on the tab of the task. 8. Click the button to save the task. Deleting an archiving task A currently selected task or all archiving tasks can be deleted. Note: Archiving jobs for public folders can only be edited by the user who has also created the task. How to delete an archiving task 1. Start the Personal Message Archiver. 2. Select the logon command from the Start menu. 3. Enter the profile name or select a name under which you want to log on from the list. 4. Select the task to be deleted by clicking the respective tab page. 5. Click the button for deleting the task. 6. Confirm the following security message with Yes to delete the task. Figure 29: Deleting an archiving task How to delete all archiving tasks 1. Start the Personal Message Archiver.

44 42 windream Exchange Select the logon command from the Start menu. 3. Enter the profile name or select a name under which you want to log on from the list. 4. Click the button for deleting all tasks. 5. Confirm the following security message with Yes to delete all tasks. Figure 30: Deleting all archiving tasks Filing structure in windream In order to store objects in windream, you can also choose an additional filing structure to archive objects after having selected the target directory. This folder structure will be created by windream Exchange during the archiving of objects in the target directory determined. You can select these options: Take-over of the Exchange folder structure and Create a folder structure according to year / month / date. A combination of both options is possible, too. If you select none of the options, the objects will be archived directly into the target directory determined. Further notes on storing objects in windream can be found in chapter "Storage of objects in windream", p. 45. Take-over of the Exchange folder structure First, windream Exchange creates the folder structure of the mailbox or of the public folder from which the objects are archived into the target directory (e.g Inbox\WindreamExchange). Creating folder structure year / month / date First, windream Exchange creates a folder structure in the target directory which is generated by the current reception date according to year / month / date (YYYY\MM\DD). Archiving settings windream Exchange offers different settings for the configuration of the archiving tasks. You can determine formats in which Exchange objects will be stored or set filters according to which windream

45 windream Exchange Exchange searches for objects to be archived in the determined mailboxes. Formats, folders and attachments of messages The mail objects (user messages, notes etc.) are stored in subdirectories of the determined destination directory in windream according to the message format (see also chapter "Storage of objects in windream ", p. 45 f.). The user messages can be stored in two different formats in windream. These are the wda-format and the msg-format. wda-format Basically, this format corresponds to the normal message format of the mail Client (*.msg); in the mail directory, the message will be saved as wda-file and the mailbody as rtf- or as txt-file and is named body.rtf or body.txt. However, all attachments will be saved in a separate subfolder. windream Exchange additionally creates a folder named Attachments below the folder of a mail object and stores the attachments of a mail in it. Attachments are stored in the original format (e.g. *.doc, *.xls). Figure 31: Folder for attachments msg-format Messages are saved in the normal msg-format of the mail Client (Microsoft Outlook MSG-format) in a folder. The message will be stored as msg-file, the mailbody as rtf- or as txt-file under the name body.rtf or body.txt. The system does not create subfolders for attachments.

46 44 windream Exchange 3.0 Note: All user messages will be opened in Outlook as normal messages independent of the selected file format, and they can be edited by a user like objects which have not been archived. Mails can be sent and edited in their original format and all formats and embedded objects remain unchanged. As soon as a message is moved or deleted from windream, access from Outlook will not be possible any more (see also chapter "Moving or deleting mail objects", p. 51 f.). Include subfolders Enable this option, if the mail objects shall be archived from the source folder recursively with all subfolders. Example Folder Inbox shall be saved recursively in windream folder W:\WDExchange\Sample and the Exchange folder structure shall be applied. In folder Inbox, there are subfolders named PMArchiver1 and PMArchiver2. In windream, the following folders will be created in which the objects will be stored in separate folders: W:\WDExchange\Sample\Inbox\PMArchiver1 W:\WDExchange\Sample\Inbox\PMArchiver2 End of example Filter With the filtering options, you can determine that only a certain selection of objects from a source folder will be archived, but not all objects existing in the source folder. Message is older than Determines that only those mails will be archived which are older than a determined number of days. The basis for the calculation is the date of the mail reception in Outlook. Message is larger than Determines that only those objects will be archived which are larger than the determined size in kilobytes. Keywords (subject and body) Here, you enter the keywords which shall occur in certain fields or in the message text to make windream Exchange archive this message. windream Exchange will search for the keywords in the text and in the reference line (subject).

47 windream Exchange Object storage in windream The mail objects are saved in the windream destination directories which have been configured in the archiving tasks. If a filing structure has been determined in a task, windream Exchange will first create this folder structure in the target directory (see also chapter "Filing structure in windream", p. 42). In this directory, separate directories (mail directories) will then be created for the objects to be archived. The windream mail directory will receive the contents of the reference line as name (maximim 80 characters), special characters will be removed. Figure 32: Mail directory in the destination directory of windream If an object type has been configured for indexing, it will be assigned to the directory with the relevant information (index properties like for example sender, receiver, date, reference). If no object type has been assigned for indexing, the folders will be crteated with the Default object type. The configuration of an object type is executed on the windream Server by a responsible system administrator (see also chapter "Determining the object type for storage in windream", p. 12 f.).

48 46 windream Exchange 3.0 Figure 33: Indices of a mail directory Depending on the question which format has been configured for storage (msg or wda), a directory (Attachments) will be created below the mail directory in which the mail attachments will be placed (see also chapter "Formats, folders and attachments of messages ", p. 43 f.). In the directory, the message will be stored as wda-file or as msgfile and the mailbody as textfile (body.rtf or body.txt). windream Exchange generates the name of the message file from the reference line of the mail (up to 80 characters). Special characters will be removed. Duplicate check windream Exchange uses an automatic duplicate check. The folder names of the mail directories and the filenames of the mails are extended by a generic and consecutive number (beginning with 1), if folders or files of the same name are already available.

49 windream Exchange Attachments If the contains extractable attachments, these attachments will additionally be stored as files in the mail directory or in the subdirectory named Attachments of the mail directory with their original name. Double filenames will then be extended by consecutive numbers. Example Of a filing structure of an archived with take-over of the Exchange folder structure You archive objects in the wda-format from Outlook folder Inbox\WindreamExchange\Enquiries into the destination directory in windream W:\distribution\Enquiries. The Exchange folder structure shall be applied. windream Exchange generates the following filing structure: W: +-Distribution +-Enquiries +-Inbox +-WindreamExchange +-Enquiries +-Mail1 +-Attachments +-Mail2 +-Mail3 End of example

50 48 windream Exchange 3.0 Example Of a filing structure for an archived with a folder structure created from the date You archive objects in the wda-format from Outlook-folder Inbox\WindreamExchange\Enquiries into the windream target directory W:\Distribution\Enquiries. The folder structure shall be created from the date. windream Exchange generates the following filing structure: W: +-Distribution +-Enquiries Mail1 +-Attachments +-Mail2 +-Mail3 End of example Labelling archived objects in MS Outlook windream Exchange generates links for archived objects with which the objects can be opened and edited via the mail application. A respective icon indicates an archived mail object in the mailfolders of the Outlook listview (see also chapter "Labelling archived mails in Outlook ", p. 50 f.). Fulltext extraction for retrieval in windream windream extracts the fulltext for all message texts and attachments which have been stored. This way, objects can be retrieved via the fulltext search (see also chapter "Working with archived mail objects", p. 49 f.). Note: windream will only extract the fulltext, if the filter has been set respectively in the windream configurations on the windream Server. Further information can be found in the windream documentation.

51 windream Exchange Working with archived mail objects After storage in windream, you can edit (open, forward etc.) the objects via the mail application like any other object, as long as the archived files are not moved or deleted in windream (see also chapter "Moving or deleting mail objects", p. 51 f.). Figure 34: Opening an archived mail in the mail application In windream, you can edit and retrieve these documents like any other document stored in the DMS. For messages which have been stored in wda-format, you can separately edit and retrieve the message itself and the attachments. The creation of the fulltext allows to retrieve messages or attachments via the fulltext search in windream. Parts of the mail contents are used as search terms (for example words or sentence fragments). The fulltext of the objects can be viewed via the fulltext tab page of the file properties.

52 50 windream Exchange 3.0 Figure 35: Editing an archived mail in windream Further information on a retrieval via fulltext and on further retrieval functions can be found in the windream manual and in the online help. Labelling archived mails in Outlook windream Exchange labels archived mails in the Outlook program interface so that mails stored in windream are differentiated from those mails on the Exchange Server which have not been archived.

53 windream Exchange Figure 36: Archived mails in MS Outlook Mails which have already been stored in windream are indicated by the windream icon in the respective column of the Outlook mailbox. Mails that have not been archived yet are indicated by the usual Outlook icon (envelope). The icon will automatically be changed as soon as a message is archived in windream. Moving or deleting mail objects Moving or deleting archived mails objects may have different effects which depend on the question whether certain events will be executed in windream or in the mail application. If archived objects are moved or deleted in windream, these objects cannot be accessed from Outlook any more. The mail objects will be displayed with a message that they have been archived. However, they cannot be opened from there any more. windream Exchange will display a message, if you try to open an object like this.

54 52 windream Exchange 3.0 Figure 37: Archived mail moved or deleted in windream In windream, these objects can further be edited or retrieved with the functions of the DMS. If you move archived objects in the mail application, this will not have an effect on the original place of storage in windream. The mails can still be opened and edited.

55 windream Exchange The administration tool WDExchange Admin WDExchange Admin (WDE Admin) represents the application of the windream Exchange solution on the windream Server for administering the global archiving jobs. Archiving jobs can be created on the windream Exchange Server for the same mailbox folders of all or of specific Exchange users. Administering archiving jobs with the WDExchange Admin The determination of users, mailboxes and the windream folders (source and target folders) as well as the archiving rules is executed in the archiving tasks. With the WDE Administration tool, you define an archiving job for all Exchange users or for a specific number of users. A requirement is that the users have been determined to whose mailbox folders the task to be created shall be applied. Additionally, the Exchange folder determined in the task must exist in each user mailbox of the selected users. This means that if you determine a source folder which diverges from the standard folders offered, you will have to ensure that the respective folder will be created in the mailboxes of the users. If the target directory determined in the task does not exist in windream, windream Exchange will create the directory when saving the task. In order to be able to work with the archived objects, the respective users must also be equipped with the access rights on the windream (target) folders determined in the task. Starting WDExchange Admin Start the program via command Start>Programs>WDOutlookServer>WDE Admin from the Windows Start-menu.

56 54 windream Exchange 3.0 Figure 38: Starting WDExchange Admin In order to be able to edit archiving jobs, you will have to log on with your profile at Microsoft Exchange Server. How to log on to the Exchange Server 1. Click the Logon command from the Exchange menu. 2. Enter a profile name under which you want to log on or select a name from the list. Figure 39: Selecting a profile Logon to the Exchange Server Via this profile, you will get access to the mailboxes on the Exchange Server. The logon to windream is executed automatically via the Windows operating system account, with which you have logged on to the system. You must be entered as a windream user (member of the group of all windream users) with this account.

57 windream Exchange After having confirmed the profile selection with OK, all Exchange users will be displayed for whose mailboxes you can define taks. Figure 40: WDExchange Admin You can define as many tasks as you want. The number is only limited by the available folders of a mailbox, as per folder exactly one assignment to a windream folder is possible. In a task, you can also assign several folders to a windream folder. The archiving tasks are saved in a database on the windream Server. Note: If necessary, we recommend to create one or several folders for the mail objects to be archived (in the mail application on the workstations under the respective user-ids; e.g.,.in the inbox, create a subfolder WDExchangeArchive). This way, the objects in Outlook can be moved via a rule or manually into these folders. In WDExchange Admin, you then define a respective task for these folders. Logoff and logon under a new profile If you want to log on to the Exchange Server with another profile while the application is still operating, you first log off from the system via the respective command of the Exchange menu. Then, you select command Exchange>Log on to log on with the new profile.

58 56 windream Exchange 3.0 Creating archiving jobs with WDE Admin In order to create a task, you first select the users to whose mailboxes the task shall be applied. Then, you connect the folders of the mailboxes (source directory) with a folder in windream (target directory). Then, you define the rules according to which the objects of this mailbox shall be selected for archiving and save the task. The name of a new task will be assigned automatically by the application when the task is generated. How to create an archiving job 1. Start WDExchange Admin. 2. Enable the Logon command from the Exchange menu. 3. Enter the profile name under which you want to log on or select a name from the list. 4. In the user list, highlight those users for whose mailboxes the job to be created shall be valid. 5. Click All users to select all users. 6. Then, select the desired folders of the mailboxes from which you want to archive objects. If objects from another folder or from a subfolder shall be archived, determine the folder in the respective field for further directories. 7. enter the target path for archiving in windream. 8. Determine the filing structure which shall be created for archiving the objects in the selected target directory by highlighting the desired option for taking over the Exchange folder structure or a structure according to year/month/date (optional). See aso chapter "Filing structure in windream", p Determine the format of the message (msg or wda; see also chapter "Formats, folders and attachments of the messages", p. 43). 10. Select the option for including subfolders, if the archiving shall be executed recursively. 11. Make the settings in the Filter sector for selecting the messages to be archived (see also chapter "Filter", p. 44). 12. Confirm the entries by clicking Create task. 13. The progress of creation will be displayed in a dialog box (reporting window). 14. Close the dialog box after having completed the process. You can define a further task or you close WDExchange Admin by clicking the respective button. The archiving task will be saved. Respective entries will be created in the database for each user selected.. The progress of the process is displayed in a reporting dialog.

59 windream Exchange Figure 41: WDExchange Admin creating an archiving job Selecting all users Via the All users button, you select all users from the list (checkbox enabled). Via the button for deleting the selection, all checkmarks will be removed again. Determining the source diretory As a selection, the four standard folders named Inbox, Outbox, Drafts and the folder for objects which have already been sent are offered. Highlight the desired folder(s) from which objects shall be archived. windream Exchange applies the archiving tasks according to the rules determined on all objects in the selected folders. Allternatively or additionally, you can also enter another directory in the field for selecting further folders, e.g. a specific directory into which the Exchange users move the mail objects from the inbox. This directory must exist in the mailboxes of all selected users and, if necessary, must be created in advance on the workstations. Please note that you must enter the complete path, e.g. Inbox\WDExchangeArchive. windream Exchange connects the folders determined with the selected target directory in windream. Example You highlight the folder for objects which have already been sent and enter Inboxost\WDExchangeArchive as a further directory.