Technical Brief Enterprise Vault SMTP Enhancements

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2 Feature Description Enterprise Vault introduced enhanced SMTP archiving starting with version These enhanced SMTP archiving features allowed for a more robust solution when archiving from any source that supports SMTP such as Microsoft Office 365, Microsoft Exchange, and other platforms. Each Enterprise Vault release since has continued to enhance the abilities of SMTP archiving. Enterprise Vault 12.3 offers two new features that easy the deployment of SMTP archiving: SMTP Provisioning SMTP Scale-Out Simplification SMTP Provisioning SMTP Provisioning provides the ability to automatically provision users for the following SMTP Journaling configurations: SMTP Mailbox Journaling SMTP Group Journaling (formerly known as Selective SMTP Journaling in previous versions of Enterprise Vault) All existing customers using one of the two supported configurations, should look to move to provisioning via the new feature. SMTP Scale-Out Simplification This feature provides the ability to scale out (by handling high message throughput) journal messages using multiple servers without the need to manually configure address re-writing and per server address targets. Both of these features are applicable to all verticals and regions and for customers moving to cloud based solutions. Business Value SMTP Provisioning SMTP-based journaling is a first class ingestion agent for Enterprise Vault and is being adopted or evaluated by many of the product s larger journaling customers. Customers are evaluating or moving to Office 365, considering how to deploy user mailbox archiving going forward, and are considering an SMTP journaling solution. SMTP Journaling is also being validated as a simplified journaling solution that customers are looking to roll out in order to reduce the TCO of their Enterprise Vault environment even when staying with on premise solutions. Automated provisioning is vital to make EV SMTP Journaling a viable solution for all customer environments. The manual effort involved in the current solution is not acceptable for such customers. The feature known as SMTP Provisioning is intended to provide an automated method to create Internet Mail/SMTP archives & create SMTP Targets for provisioned users. This will simplify the provisioning EV SMTP journaling and make it more scalable in large environments by reducing the need for manual configuration effort. This feature will also improve the ability to review and track which users/targets are configured to journal in the various SMTP configuration options which will help with licensing reviews as well as, allowing customers to ensure compliance to regulations by making it easier to check that the right data is being stored to the right archives. Enterprise Vault administrators will benefit in the following ways: 2

3 Simplifying archiving Reducing Total Cost of Ownership (TCO) for Enterprise Vault Easier implementation for Enterprise Vault service providers SMTP Scale-Out Simplification Previous to Enterprise Vault 12.3, the solution for SMTP journaling, address rewriting, required a manual effort when configuring and on-going management. In order to improve the ease of configuration and manageability, especially for Enterprise Vault s largest customers, SMTP Scale-Out Simplification will enable multiple archives to be associated with a single target and therefore remove the need for address rewriting. The feature provides an updated user interface workflow and consistent rollout to enable single journal address to be used even in the largest of environments. Enterprise Vault administrators and customers will benefit in the following ways: Eases the ability to move larger Enterprise Vault installations to SMTP based journaling Scale to the largest configurations without manual configuration per server Underlying Principles SMTP Provisioning Figure 1 provides an overview of how the SMTP Provisioning works. 3

4 Installation and deployment considerations: Figure 1 SMTP Provisioning Workflow This feature is installed with the existing SMTP component. No additional installation required. SMTP targets will link to pre-existing Internet Mail archives associated with Active Directory accounts in a provisioning group instead of creating a new archive Migration from manually created SMTP targets is through a documented, manual process There are two types of SMTP Provisioning groups: SMTP Group Journaling SMTP Group Journaling is used for journal types of archives rather than individual user addresses and could contain s sent to multiple users/ addresses in the organization. This group is similar in functionality to an Exchange journal mailbox or Domino journal database. This group supports the use of existing Exchange journal, Domino journal, SMTP, and Shared archives. SMTP Mailbox Journaling SMTP Mailbox Journaling is used for archiving s sent to/received by a user/ address that is part of the group. This group type will create Internet Mail archives for each enabled user/mailbox. Provisioning groups can be ranked to control which settings will be applied when users appear in multiple provisioning groups. Manually created SMTP targets will always take precedence over provisioning group created SMTP targets SMTP Scale-Out Simplification Figure 2 provides an overview of the SMTP Scale-Out Simplification feature. 4

5 Installing and Configuring: Figure 2 SMTP Scale-Out Simplification Overview This feature is installed with the existing SMTP component. No additional installation required. Feature is up and running by default with the existing SMTP configuration. To reap the benefits of scale out, it is recommended to create an archive on each Enterprise Vault Storage server which hosts SMTP archiving task and assign the archives to SMTP Journal or SMTP Group Journal target. After changing any SMTP configuration it is recommended to restart SMTP archiving task on each EV server. For customers currently using address rewriting and upgrading to this solution, the steps required are: o Remove alias of the routing address from all the EV servers o Remove address rewrite configuration file from all the EV servers o Create archives on each EV Storage server with SMTP Archiving task (recommended) or use existing supported archives o Associate archives with the routing address Guided Tour To create either provisioning group, navigate to Directory Site Targets SMTP Provisioning Groups in the VAC. From there, right-click on Provisioning Groups and select New Provisioning Group <group type> as shown in Figure 3. 5

6 SMTP Group Journaling Provisioning Group Figure 3 Creating an SMTP target using the VAC The New SMTP Group Journaling provisioning group wizard assists with the creation of a group. Figure 4 shows several options: Archive message sent from or received by these users If checked, s sent or received by members in this group will be archived SMTP Policy Select the SMTP policy to apply to this group Target only primary address By enabling this option, only the primary address will be archived 6

7 Figure 4 Configuring a SMTP Group Journaling options The next step of the wizard allows the administrator to add targets. These targets can be Windows groups or users, via an LDAP Query, Organization Unit, Distribution group, or address. Figure 5 shows two targets. Figure 5 Selecting Active Directory objects or addresses 7

8 The next step of the process allows the administrator to select an existing archive or create a new archive as shown in Figure 6. Figure 6 Selecting archive options for SMTP Group Journaling If creating a new archive, the administrator will need to provide an archive name, Vault Store, specify index settings, and assign an Active Directory account for the Bill usage to field. Additionally, the administrator must select the retention settings for the archive. The archive will be created as an SMTP archive type. If using an existing archive, the administrator will select an existing Exchange journaling, Domino journaling, SMTP, or Shared archive. If this is the first SMTP provisioning group, the wizard will create the SMTP provisioning task. The administrator will have the option to select which Enterprise Vault server will run the new task as shown in Figure 7. 8

9 Figure 7 Adding an SMTP Provisioning task SMTP Mailbox Journaling Provisioning Group Configuring an SMTP Mailbox Journaling Provisioning Group is similar to that of a Journaling Group. The only exception is that the administrator will not be able to use an existing archive. All targets associated with an SMTP Mailbox Journaling provisioning group will have an Internet Mail archive automatically created. The administrator will have the option to select which Vault Store to use. Reordering SMTP Provisioning Groups The administrator has the ability to manage the ranking order of provisioning groups. This may be necessary if a user or address is associated with more than one provisioning group. To modify the ranking, right-click on the SMTP Provisioning Groups container in the VAC. A separate window will appear allowing the ranking to be modified as shown in Figure 8. 9

10 Figure 8 Modifying the ranking of SMTP Provisioning Groups Licensing and Support Considerations All features are enabled when an appropriate SMTP archiving license has been applied to the Enterprise Vault server. 10

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