ELM Server Exchange Edition ArchiveWeb version 5.5

ELM Server Exchange Edition ArchiveWeb version 5.5

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Table of Contents 1 Introduction... 1 2 Roles & Permissions Overview... 3 2.1 Roles... 3 2.2 Permissions... 4 3 Profile settings... 6 3.1 Style... 6 3.2 Mailboxes... 7 4 Saperion ELM tab... 8 4.1 Mailboxes node... 9 4.2 Email handling... 10 4.3 Filters... 12 4.4 Menu bar... 13 4.4.1 Actions Menu... 14 4.5 Lost items restoring... 16 4.6 Legal hold lock documents... 17 4.7 Public Folders... 18 5 Tagged items tab... 18 5.1 Adding tags to items... 20 6 Auditing tab... 22 7 Search tab... 24 7.1 Saperion ELM node... 25 7.2 Delete / Undelete documents in the archive... 28 7.3 Search results... 29 7.4 Saving search results... 30 7.5 Search templates node... 31 7.6 Templates handling... 32 7.7 Exporting search results... 33 8 Appendix... 36 8.1 Installing the post-processing plugin for searching by recipients... 36 8.1.1 How to configure a plugin... 37 How to specify mailboxes... 37 How to specify a bookmark date... 40 8.2 ArchiveWeb installed on a remote server... 40 8.3 List of default ArchiveWeb permissions... 41

ELM Server Exchange Edition ArchiveWeb version 5.5 1 Introduction The ArchiveWeb application is an easy way to view emails archived by SAPERION ELM. The application is accessed by navigating to ArchiveWeb in a browser (e.g. by browsing to http://<servername>/archiveweb) Mobile devices are supported, so your archive is at hand virtually anywhere. Pages fitting mobile device screen and simplified navigation contribute to the ease of use. Using ArchiveWeb, the user can see all archived mails, including emails for which the shortcut has been deleted from Exchange. Once full text search has been installed, it is available for all archived mailboxes for which the user has access permissions. The live search feature provides full text search capabilities for whole mailboxes, including live emails (those which haven't been archived yet). Searches can be saved as templates for future use, and results can be exported back to the Exchange server or to PST if required (e.g. for auditing purposes). After running the application, the Login window is displayed. Users are asked to enter their name (or domain name\user name ) and password. Flags under the login window allow you to choose the language of the application. The default language depends on the Windows local setting of the ELM server. i When Integrated Windows authentication is turned on, the login page is skipped and the logged-in user s credentials are used. This is set in C:\Program Files (x86)\common Files\SAPERION\Web\ArchiveWeb\Web.config, where <authentication mode = windows >. If the ArchiveWeb feature is installed alone on a separate server, see the "ArchiveWeb installed on a remote server" section in the Appendix. After logging in, the ArchiveWeb application opens. The logged-on user's name is displayed in the upper-right corner. Click the name to expand the drop-down menu: Roles The Roles option is available with the appropriate permissions. With this option, you can manage user/archiveweb roles assignment based on roles (see the Roles section). Permissions The Permissions option is also available, depending on permissions. With this option you can manage user/archiveweb roles assignment based on users (see the Permissions section). Your profile The Your profile option enables you to customize the ArchiveWeb layout (see the Profile Settings section). Async tasks The Async tasks option displays finished or processed asynchronous tasks, e.g. the exporting of search results. For more information, see the Exporting found email items section. 1

1 Introduction Log off The Log off option is used to log off. Fig. 1 1: ArchiveWeb drop-down menu The Search text box in the upper part of the window was designed for fast and easy searching in the Saperion ELM archive. Enter a search expression and click the adjacent search icon (magnifying glass). i Email attachments, email bodies and file contents are only searched when full text search is installed. Use the Home pane (the navigation pane on the left side of the window) to access all ArchiveWeb features and functions. The following tabs are available: Saperion ELM Displayed if ELM Exchange Edition is installed in the environment; used for browsing archived emails Auditing Logs defined user actions in the email archive Tagged items Sorts emails and documents by tags Search Searches in all archives using advanced search criteria Statistics Statistical overview of archived and retrieved files Each tab and its functionality is described in separate chapters. 2

2.1 2 Roles & Permissions Overview By default, only the superuser specified during the ELM installation can access the Roles and Permissions settings. If you would like another user or group to manage roles, the superuser can provide access for them as follows: Specify the user or group in ArchiveWeb under Permissions using Management roles > Define roles Add the user with the "Modify roles" option checked on Tools > Options > User Roles in ELM Exchange Edition Enterprise Manager The Roles and Permissions pages allow permission management on the user or group level. Individual users can inherit permissions or can be granted direct permissions. Permissions are prioritized in the following order: 1. Direct permission defined for a user on a server (blue highlight under Permissions) 2. Global direct permission defined for a user (blue highlight) 3. Inherited permission on a server (yellow highlight) 4. Global inherited permission (yellow highlight) 5. Default settings (no highlight) Note that all defined permissions apply only for the given instance of ArchiveWeb. On these pages you can allow or deny access to ArchiveWeb features and menu options for individual users or groups, i.e. allow or deny roles. Under Roles, users are assigned to roles. Under Permissions, roles are assigned to users. i If you would like the user/group to manage roles, then Management roles > Define roles has to be allowed for the given user/group. 2.1 Roles To display the Roles page: 1. Click the logged-on user name in the upper-right corner. 2. Select Roles from the drop-down menu. Now you can assign users to ArchiveWeb roles in the main pane. The list of roles on the left is split into sections according to ArchiveWeb tabs. ELM features are listed under Exchange roles, search features under Search roles, and so on. When you select a role in the list view, users assigned to the selected role appear in the main pane. 3 Roles

2 Roles & Permissions Overview Fig. 2 1: Roles To assign users/groups to roles: i 1. The Global option is selected by default in the Server drop-down box on the menu bar. This means the configured settings apply to all Archive Servers in the environment. Should you wish to apply settings only for a specific server, select it in the drop-down box. 2. Select the desired role in the list of roles. 3. Click the Add users or groups option on the menu bar. The Find users or groups pop-up dialog appears. In the Domain drop-down box, select the domain in which you want to search. Then search for the user/group. 4. Check the users/groups you want to manage and click [OK]. 5. The selected users/groups are displayed in the main pane. Manage their roles by checking Allowed or Denied, as appropriate. The [Clear role assignments] button sets all role settings back to default (see the list of default ArchiveWeb permissions section). Click the [Info] button to read a short description of each selected role. 2.2 Permissions To display the Permissions page: 1. Click the logged-on user name in the upper-right corner. 2. Select Permissions from the drop-down menu. Now you can assign ArchiveWeb permissions to users/groups in the main pane. Users/groups which have already been assigned roles manually are listed in the left pane. Click the user/group to display and manage its roles in the right pane. The list of roles in the right pane is split 4

2.2 Permissions into sections according to ArchiveWeb tabs. Saperion ELM features are listed under Exchange roles, search features under Search roles, etc. Individual columns list permissions for respective servers. The first column displays global permissions. Fig. 2 2: Permissions To assign roles to users/groups: 1. Click the Find users or groups option on the menu bar to choose a user/group that you would like to manage. 2. In the Domain drop-down, choose the domain in which you want to search. Enter the user/group name or a string in the text box and click Search. 3. Select the desired users/groups in the search results and click [OK]. 4. The selected user/group appears in the left pane. Select it to manage its ArchiveWeb roles in the right pane. 5. The list of roles on the right is split into sections according to ArchiveWeb tabs: Saperion ELM features are listed under Exchange roles, search features under Search roles, etc. Each role can be allowed or denied on a global or individual archive server level. Permissions which are set manually are highlighted in blue. Inherited permissions are highlighted in yellow. (More information on permissions hierarchy is described at the beginning of this chapter.) The [Allow all roles] and [Deny all roles] buttons on the menu bar can allow or deny all global roles for a user. Click the Reset to default option to reset all user permissions (global as well as on individual servers) to default. 5

3 Profile settings For a list of default permissions, see the list of default ArchiveWeb permissions in the Appendix. 3 Profile settings Use the settings options in the Your profile section to adjust the ArchiveWeb layout to your liking and needs. You can define the style, main menu order, and mailboxes to be displayed, among other settings. To display the Your profile options: 3.1 1. Click the logged-on user name in the right-upper corner. 2. Select Your profile from the down-drop menu. Now you can specify profile settings on the main pane tabs. Style After clicking the Style tab in the Your profile main pane, you can customize the design of ArchiveWeb: Switch between the Classic and Blue skins. Select the desired language for the application in the Language drop-down box. The default language depends on the Windows local setting of the ELM server. Change the order of the main tabs in the left menu in the order of tabs section, by clicking the arrows to move the desired tab up or down. Set the number of items displayed per page. Fig. 3 1: Set style 6

3.2 Mailboxes Check the Show filters in header check box to enable filters in the list view. For more information on filters, see the Filters section. Set the length of the string for each columns. You can restrict the length in the Maximum length column, or check the Unlimited check box for the given column. If a column name is longer than specified in the Maximum length column, the full name can still be displayed by the tool tip of the respective column. Choose the format of the archived items when viewed in the ArchiveWeb (HTML, Text, RTF) with the default body format. In the Automatic preview section, check the file formats for which you want to enable the preview; unchecked formats will not be displayed in the preview pane Define the default search scope for Common search under the Search tab. Common search will then either be executed only in the logged on user s mailbox, or in all mailboxes to which the user has access. This option can be changed when executing Common search. For more information, see the "Common search" section in this manual. 3.2 Mailboxes By clicking the Mailboxes tab under Your profile, you see all mailboxes to which the logged-on user has been given access rights. These access rights can be managed in Exchange Edition Enterprise Manager under Tools > Mailbox Rights Manager. Partially accessible mailboxes have a little red lock as part of the icon. Fig. 3 2: Mailboxes To display all mailboxes under the Saperion ELM node, select the Show all accessible mailboxes radio button. If the Show only selected mailboxes option is selected, only mailboxes checked in the list view will be displayed under the Saperion ELM node. 7

4 Saperion ELM tab After clicking Apply changes, the chosen mailboxes are displayed on the left, under the Saperion ELM > Mailboxes node. Archived emails from those mailboxes are accessible in the same way as the logged-on user s unarchived emails. 4 Saperion ELM tab The Saperion ELM tab is displayed in the ArchiveWeb navigation pane on the left side of the window when ELM Exchange Edition is installed in the environment. Use the features under this tab to manage emails archived by Exchange Edition. The ELM archive is accessible even when the Exchange server is down. Users can browse through emails, search in them, restore lost items, and so on. After clicking the Saperion ELM tab in the navigation pane, the Saperion ELM menu expands, providing access to Mailboxes and Public Folders. In our example, the Administrator is logged in, so the Administrator folder likely appears under the Mailboxes node. If the administrator has rights to view other users mailboxes, these mailboxes will also be listed under the Mailboxes node, depending on the settings defined on the Settings tab. Expanding the Administrator node displays all directories where emails have been archived with ELM Exchange Edition. Fig. 4 1: Expanded mailbox When you click the user s node, you can check mailbox information such as the size of archived messages, size of a mailbox in the archive, shortcut size, as well as the number of archived and deleted archived emails. All information is displayed in the main pane. 8

4.1 Mailboxes node Fig. 4 2: Mailbox data i Not all tab functions may be available to the user. Remember that the functions are made available by setting them in the Roles and Permissions sections. 4.1 Mailboxes node Under the Mailboxes node you may browse through different folders to view archived emails. When you expand the Mailboxes node, you will see a subnode belonging to the logged-on user (e.g. in our case Administrator). The subnode can be expanded further to see all folders of the respective mailbox that contain archived emails. You may also see subnodes belonging to other users. These are additional users to which the logged-on user has been assigned access rights in the Exchange Edition Enterprise Manager. 9

4 Saperion ELM tab Fig. 4 3: Mailbox folders 4.2 Email handling When an email is selected, a preview displays the body, header and attachment information. Attachments can be opened from the preview simply by clicking the attachment link. The email can be opened or saved in its native format in Outlook (as an.msg file) or in Outlook Express (as an.elm file). To open or save an email, click the Outlook or Outlook Express icon in the Preview pane of the given email. The email opens in a new window, and can be replied to, forwarded, and so on. Fig. 4 4: Email with preview Click the arrow in the top bar of the Preview pane to expand or contract the pane. After expanding the Preview pane, you see the email text, as well as shortcuts to attachments. To open the email in a new window, click the Open in new window icon from the list view. 10

4.2 Email handling Fig. 4 5: Open in new window The email body can be displayed as a plain Text, HTML or RTF, depending which tabs in the preview pane are clicked. Set the default body format under Your profile > Style. Add comments to the email on the Comments tab. Simply enter the comment in the text box and click [Add]. Fig. 4 6: Comments tab After clicking the attachment link, the attachment is displayed, and you can work with it in the associated program. 11

4 Saperion ELM tab Fig. 4 7: Displayed attachment 4.3 Filters It may sometimes be difficult to quickly find the desired email among hundreds of other emails in a folder. ArchiveWeb filters can facilitate this task for users. Column header filters allow emails filtering based on different criteria. i Filters are accessible only if they are allowed in Your profile settings. To allow filters in the column headers, click the logged-on user name in the upper-right corner. Select Your profile from the drop-down menu. In the main pane, check the Show filters in header check box. Click Apply changes. By using the column header filters, user can display only emails satisfying his/her criteria, e.g. only emails with specific subject, with specific size, received during a specific time period, etc. To apply the filter in a folder, click the search icon in the selected column header. For instance, if you want to display only emails with specific subject, click the search icon in the Subject column header. Fig. 4 8: Filters 12

4.4 Menu bar In the pop-up dialog, enter the desired subject or string which the subject should contain. Confirm by clicking [OK]. Fig. 4 9: Search on Subject After clicking [OK], only emails with the desired subject are displayed in the list view. You can apply several filters at once. All applied filters are displayed in the list view header. To cancel filtering, click Remove filters in the list view header. Fig. 4 10: Filtered Search results 4.4 Menu bar In ArchiveWeb, the user can manage emails whose shortcuts were deleted from the Exchange server, tag archived emails or adjust the email list view. These and other tasks are accessible via the menu bar: Select menu Using the Select menu, you can Select all / Unselect all emails in the selected mailbox folder. Lock menu Using the Lock menu, you can lock/unlock documents (see the section Legal hold lock documents ). Export menu Using the Export menu, you can export selected items to a ZIP file. The ZIP file contains the items as well as an Excel spreadsheet with item properties. Links to the exports can be found under Loggedon user > Async tasks. 13

4 4.4.1 Saperion ELM tab Actions Menu The [Actions] menu button is located on the menu bar of the main pane. It is accessible on different subnodes of the Saperion ELM tab, and its options may vary for different folders. Click it to expand the menu. Fig. 4 11: Actions menu button Actions menu options are the following: Refresh Refreshes the list view Search Searches in all emails based on different search criteria Turn Comparison On Highlights mailbox lost items of the mailbox Show items without shortcut Displays only mails that do not have shortcuts in the Exchange server (so-called lost items) in the selected folder Add tag(s) to selected items Predefined tags can be added to the selected items (see the section Tagged items tab ) Remove tag(s) from selected items Remove tags from selected items The following options are only available if configured (see the section Delete / Undelete documents in the archive ): Delete documents Marks documents for deletion in the archive Undelete items Removes deletion mark from items marked for deletion in the archive Use the Columns icon on the menu bar to add or hide columns in the list view. Under the Saperion ELM tab, the user can access all archived emails. Even if the archived email was deleted from Outlook, it remains accessible in ArchiveWeb. These items are known as lost items. 14

4.4 Menu bar By default, you cannot distinguish which items are lost, and which are simply not in ArchiveWeb. However, it is possible to switch to a different view where the lost items are marked as such. i Lost items cannot be accessed from Outlook until they are restored as described in the Lost items restoring section. It is easy to switch between different views in the Actions menu: To highlight lost items in the list view, click the [Actions] button above the emails list view. Then select Turn Comparison On from the drop-down menu. Lost items in the list view are highlighted in blue. Fig. 4 12: Turn Comparison On When this view is turned on, ArchiveWeb has to process a higher volume of data, which can cause lower performance. Only use this view when you need lost items to be highlighted. To turn off the lost items display, click Turn the Comparison Off from the drop-down menu. To display only lost items in the selected folder, click the [Actions] button above the emails list view, and then click Show mails without shortcut. Fig. 4 13: Show items without shortcut 15

4 Saperion ELM tab To display all archived data again, simply click the folder node in the left pane again. The list view will be refreshed and all data will be displayed. 4.5 Lost items restoring ArchiveWeb enables the user to browse through archived items, even if they were deleted from Outlook. These items are called lost items. Lost items shortcuts can be restored in Outlook via ArchiveWeb. To restore a lost item in Outlook: 1. Highlight lost items. Lost items highlighting can be switched on in two different ways: Click the [Actions] button, and select Turn Comparison On from the drop-down menu. Lost items in the list view are highlighted in blue. Click the [Actions] button, and select Show mails without shortcut from the dropdown menu. Only lost items of the selected folder are displayed. 2. Select the lost items you want to restore. 3. In the Actions drop-down menu you can now find two new options: 4. Restore Selected Restore All. Click the desired option. Shortcuts to the selected (or all) lost items will be created in your Outlook. 16

4.6 Legal hold lock documents Fig. 4 14: screenshot 4.6 Legal hold lock documents For audit purposes, emails found by the search can be locked by the user. When the item is locked, it remains in the state in which it was locked, and cannot be deleted, edited, and so on. To lock emails: 1. Locate the desired emails under the Saperion ELM node and select them. 2. Click the [Lock] button on the upper bar to expand the menu. Fig. 4 15: Lock menu From the drop-down menu, select Lock all documents, or Lock selected document(s), depending on your needs. Locked documents are displayed with a lock icon. A yellow lock means the mail is locked by the logged-on user 17

5 Tagged items tab A gray lock means the mail is locked by another user. 4.7 Public Folders Under the Saperion ELM > Public Folders node, archived items from all accessible Public Folders can be found. Expand the node down to the desired public folder by clicking the plus sign ( ). Archived items of the selected public folder are displayed in the main pane. Managing Public folder items is done in the same as described for mailbox items. Fig. 4 16: Public folders 5 Tagged items tab In ArchiveWeb, users can sort emails and documents by assigning various tags to them. Tags are categories defined by the logged-on user, such as importance, or a category relating to a particular event. Tags help the logged-on user quickly find and distinguish emails or documents based on these categories. All tags are listed, edited or deleted under the Tagged items tab. First we describe how to create tags, then how to add them to emails and/or documents. When the Tagged items tab is clicked for the first time, no tags are created. The list view is empty. To create a tag in the main pane: 1. Hold the cursor over the Actions option and then click Add. Which tab functions are available for a user depends on how they were set in Roles and Permissions. Fig. 5 1: Adding a tag 18

4.7 2. Public Folders In the Insert new tag pop-up dialog, enter the name for the new tag (for example, "Important emails"), and click [OK]. Fig. 5 2: Naming a new tag The tag will be added to the list under the Tagged items tab. To make the tag more visible and distinguishable, you can click the [Edit] button to define background and font colors. Fig. 5 3: Edit button 3. Select the desired colors in the "Background" and "Font s color" drop-down menus. In the "Apply for" drop-down menu, set the availability of the tag. When finished, click [OK]. Fig. 5 4: Background colors 4. Click the "Defined tags" node to display the list of all pre-defined tags in the main pane. The tags can be edited or deleted by clicking the buttons next to the tag. As well, each tag has its subnode under the Tagged items tab. Click the tag subnode to display a list of all items marked with the respective tag in the main pane. 19

5 Tagged items tab Fig. 5 5: Tags listing 5.1 Adding tags to items After a tag has been defined, it can be added to: emails (in any mailbox folder or in a public folder) documents auditing items To apply a tag to all three types of items, it must be defined as a global tag (default). Otherwise, it can only be applied to selected items. To apply the tag: 1. Locate the desired item under the Saperion ELM tab or the Auditing tab, and select it by checking its check box. 2. Then open the Actions menu from the upper bar of the main pane. 3. In the Actions menu, click Add tag(s) to selected items command. Fig. 5 6: Add tag(s) to selected items 20

5.1 4. Adding tags to items In the pop-up window, select which tag you would like to add to the item and click [OK]. Fig. 5 7: Add a tag You can also create a new tag by entering a tag name in the Insert new tag text box, and clicking Add. The new tag can also be added to the selected items. To edit this newly-created tag (i.e., its background and font color), click the Tagged items tab. The list of tags is displayed in the main pane. Click Edit next to the newly-created tag to edit its design. Once the tag has been added to the items, it will be visible in the emails/documents list view. The tag is also displayed in the preview pane. A tag can be removed using the Actions menu, or directly in the preview pane. Fig. 5 8: Applied Tags 21

6 Auditing tab All items marked with a specific tag are listed under the tag sub-node. Expand the Tagged items tab and click the desired subnode. All items marked with this tag will be listed in the main pane. 6 Auditing tab The Auditing tab is accessible if Auditing is configured in SAPERION ELM. To configure Auditing: In Enterprise Manager, go to Tools > Options > Server Settings > Auditing tab, and make sure that Enable Auditing is checked. Fig. 6 1: Enable Auditing In Tools > Options > User Roles, make sure that the superuser is added, and that the superuser has all permissions (every "Allow" check box is checked). 22

5.1 Adding tags to items Fig. 6 2: User Roles The Auditing feature allows the administrator (or other users configured appropriately) to log defined user actions in the email archive, i.e. the administrator has an overview of archived / restored / retrieved emails and executed fulltext searches. All actions made in the Enterprise Manager console are logged. To view the logs, click the Auditing tab. Then expand the Email Archive node to access the Exchange Edition logs. Then you can browse through different types of logs: archive actions are logged in the Archive node, restore actions in the Restore node, and so on. Fig. 6 3: Auditing tab The log entries of the selected action are displayed in the main pane. When you click a log entry, its data (log category, date, computer, user, etc.) are displayed in the Preview window. You can download the selected log entry by clicking the Download the log entry link at the top of the Preview pane. 23

7 Search tab Filters in the column headers allow you to filter the main pane list view and display only desired items. To apply the filter, click the search icon (binoculars) in the desired column header. Set the filter criteria in the pop-up window. It is possible to apply several filters simultaneously. i Filters are accessible only if they are allowed in Your profile settings. To allow filters in the column headers, click logged on user name in the right-upper corner. Select Your profile from the drop down menu. Then in the main pane in the check the Show filters in header check box. Click Apply changes. The administrator can add tags to log entries, export log entries, and more, all through the Actions menu. To execute these tasks, click the Actions menu button located on the menu barto: add tags to selected items (for more information on tags see the Tagged items tab section) export selected items to Excel Fig. 6 4: Auditing Actions menu 7 Search tab To start searching with advanced search options, just click the Search tab in the navigation pane. The Search menu contains the following nodes: Saperion ELM Allows you to search in archived emails Search history Logs all searches executed during one logon session Search templates Contains saved search templates and search results i As of v5.0, hit-highlighting of search results has been implemented in the ELM Search full text search engine. The search terms are highlighted in both the result list and the preview pane. The hit-highlighting feature is optional. If you are updating from a previous version and would like to enable hit-highlighting, please see the How to upgrade section in the ELM Search handbook. 24

7.1 Saperion ELM node The next sections discuss different search types and also search templates. 7.1 Saperion ELM node Under the Search > Saperion ELM node, you can search in archived emails using search criteria specific to the email archive. To start the search: 1. Click the Saperion ELM node in the left-pane. The Search pane is displayed in the right pane of the window. 2. Enter the desired word, phrase, or combination of words with logical operators (AND, OR) or word with patterns into the Fulltext text box. 3. By selecting the respective check boxes under the Fulltext text box, define whether the query should be searched for in: 4. subject message body attachment (only applicable if ELM Search is installed) Then click the [Search] button. For more information on the search patterns and queries which can be used in the Fulltext text box, click the Information icon next to the text box. Full text search is only enabled if ELM Search was installed and the post-processing plugin was configured in the Exchange Edition Manager. Fig. 7 1: Search Tab You can also narrow down your search criteria. By filling in the Subject and From text boxes, the search is limited to emails with the given subject and/or sender. You do not need to enter the whole name in the From text box. When the [Resolve] button is clicked, all senders names containing the specified string will be displayed, so you can choose which sender(s) you want to search for. In the Received drop-down box you can specify the receive date or interval. 25

7 Search tab In the Sent To text box, enter the desired recipient. If you add multiple recipients, these must be separated by a semicolon ( ; ). You do not need to enter the whole name; click the Resolve button to display all recipients names containing the string specified in the Sent To text box. Choose which recipient(s) to search for. i The Sent To text box is available if the Recipients post-processing plugin is installed (see the Appendix for more information). If you are given access rights to other mailboxes, you may want the search to be conducted in these mailboxes as well. In that case, select the desired mailboxes on the Mailboxes tab, or check the Select all check box to search in all accessible mailboxes. In the example in the screenshot, the Administrator and Jetta mailboxes can be searched. Use the Search text box to filter mailboxes further. Fig. 7 2: Filtering Mailboxes On the Document tags tab, specify which category of tagged emails should be searched through: When you check the Marked with all selected tags radio button, the search result contains only emails which are tagged with all selected tags When you click Marked with any selected tag radio button, the search result contains emails tagged with any of the selected tags. Fig. 7 3: Document Tags Additional search settings can be specified on the More choices tab: 26

7.1 Saperion ELM node If Search in live mails is checked (and live search is configured for the given user), live emails, not archived ones, will be searched. If Search in deleted documents is checked, items marked for deletion in the archive will be searched as well. When you check the only in deleted documents check box, only items marked for deletion will be searched. i Email is marked for deletion in the archive, if it was deleted from Outlook using the ELM AddIn functionality. It is highlighted in blue in Search Results. i Although such an item cannot be restored using the Exchange Edition Enterprise Manager, when such items are found, they can be exported to a predefined mailbox or PST file (see the section Exporting search results ). Fig. 7 4: More choices Use the Field, Operation, and Value: fields settings on the Advanced tab to narrow your search, for example by setting: Field: Archiving date Operation: On Value: month/day/year 01/02/2007 Then click [Add]. Your specifications are displayed in the list view. You can add as many criteria as you need, and individual or all criteria can be removed from the list by clicking the [Delete] or [Delete all] buttons. Fig. 7 5: Advanced criteria 27

7 Search tab Search results can be saved, exported, tagged etc. using the Actions menu. See the Search results section for more information. 7.2 Delete / Undelete documents in the archive Items archived via ELM Exchange Edition are copied to the archive; only a shortcut remains on the Exchange server. If a user deletes the shortcut in Outlook, the item is still kept in the archive. However, if ELM Outlook Addin functionality was used to delete the item, it is marked for deletion in the archive. Such items can only be found via the Search functionality (the Search in deleted documents option must be selected on the "More choices" tab). The items are not visible on the Saperion ELM tab or in Enterprise Manager. Items deleted without Outlook Addin functionality are still accessible as lost items in ArchiveWeb. Items marked for deletion in the archive (deleted items) are highlighted in blue in Search results. It is possible to undelete such items. Users can also delete specific items by marking them for deletion in the archive. However, this feature must first be set up in the Web.config file, by opening the following file: C:\Program Files (x86)\common Files\SAPERION\Web\ArchiveWeb\Web.config and adding the following key in the <appsettings> section: <add key="deleteitemallowed" value="1"/> Fig. 7 6: Key to delete items Once the key is added in the Web.config file, users are able to delete and undelete items in their own mailbox using the Actions menu: Delete documents When the Delete documents option is clicked, the selected ELM documents will be marked for deletion in the archive. However, they are still available in the user s mailbox until completely deleted from the archive when the retention time expires. 28

7.3 7.3 Search results Undelete items The Undelete items option can only be applied to deleted items found via Search functionality. Items marked for deletion are highlighted in blue in the search results list. Select the desired item(s) and click the Undelete items option. The selected item(s) are no longer marked for deletion. They are available in ArchiveWeb and in ELM as lost items, but with no shortcut in Outlook. Search results After you have specified the search criteria and clicked the [Search] button, the items meeting your criteria are displayed as search results in the main pane. Using the menu bar, the found items can now be exported, saved, locked, and so on. Display colors Display colors help you distinguish special ELM Exchange Edition items in search results: The blue color means mails are marked for deletion, or have no reference in the user s mailbox (lost items) The green color indicates live, not archived, mails. Select menu Use the Select menu to Select all / Unselect all items in search results. Lock menu Use the Lock menu to lock/unlock items. See the section Legal hold lock documents. Export menu The Export menu is accessible only for ELM Exchange Edition items (see the section Exporting search results ). Actions menu The Actions menu options are the following: Search again Searches again with the same search criteria Save as Saves the search results under a search template (see further Saving search results ) Add tag(s) to selected items Remove tag(s) from selected items For more information about tags, see the Tagged items tab section. Additional options Following options are available only if configured (see the "Delete / Undelete documents in the archive" section): 29

7 Delete documents marks documents for deletion in the archive Undelete items removes deletion mark from items in the archive Search tab Use the Columns icon on the menu bar to add or hide columns of the list view. Fig. 7 7: Search results Action menu 7.4 Saving search results Search results are not saved automatically. Should you wish to save the results of your search for future reference, you need to save them in a search template: 1. Either click the [Save as] button on the upper bar or select the [Save as] option from the Actions menu. Fig. 7 8: Saving Search results 2. In the pop-up dialog, enter the name under which the results as well as the search criteria will be saved. This will enable you to find it again under the Search templates node. If you have already saved search settings as a template, you do not need to enter the search template name. After clicking the Save as option, the search results will be saved automatically under the respective template under the Search templates node. 30

7.5 Search templates node Live emails (displayed in green) in search results cannot be saved or exported. If the search results contain live and archived emails, only the archived emails will be saved. However, you can open the live mail or save it from the Preview pane to MSG or EML format on disk. 7.5 Search templates node When you expand the Search > Search templates node, you see a list of search templates that have been saved so far. The search results saved under each template are accessible as well. Simply choose the appropriate template to search for items with its predefined search criteria. Or expand the template node to display its saved search results. Template icons for searches in ELM Exchange Edition are pink. The color of the template icon indicates the search type for which the template was created: Click the plus sign next to the template to expand the template node. The search results for each template are saved with the date and time at which they were saved. Selected results are displayed in the main pane. The menu bar provides access to different functions depending on the search results type. Fig. 7 9: Search templates Actions menu Use the Select menu to Select all / Unselect all items in a folder. Use the Lock menu to Lock / Unlock items. i Legal hold - Documents and emails found with the search feature can be locked by the user for audit purposes. When the item is locked, it remains in the state in which it was locked, meaning it cannot be deleted, edited, and so on. To lock found items: 1. Expand the desired template and select the search results with the items that you want to lock. 2. Click the [Lock] button on the menu bar. 31

7 3. Search tab From the drop-down menu, select either Lock all documents or Lock selected document(s), depending on your needs. Locked documents will be displayed with a yellow lock icon. The Export menu is only accessible for ELM Exchange Edition items (see the section Exporting search results ). The Actions menu options are the following: Search again Searches again with the same search criteria Delete saved results Deletes search results Delete documents Marks documents for deletion in the archive Undelete items Removes the deletion mark from items in the archive Add tag(s) to selected documents Allows predefined tags to be added to the selected items Remove tag(s) from selected items Remember that items which are marked for deletion in the archive are highlighted in blue in the search results list. 7.6 Templates handling When a template node in the Search templates is clicked, its search settings open in the main pane of the window. Click the [Search] button to execute the search using the search settings defined in this template. You can also modify the template as described further. Fig. 7 10: Search templates listing Click the [Delete] button to delete the template. All associated results saved under that template will be deleted as well. 32

7.7 Exporting search results Should you alter the template, click [Update] to save the changes for the given template. When the template is modified, the results of the previously executed search saved under this template will be displayed in red, indicating that they were searched for with that template before its modification. Fig. 7 11: Modified Search templates listing Search templates can be shared with other ArchiveWeb users, i.e. other users are able to see the template in their Search templates node and use it. To share a template, just click the "Share to" link. In the resulting pop-up dialog, check the users with whom you want to share the template. Fig. 7 12: Sharing a template 7.7 Exporting search results Found email items may be exported to a predefined mailbox, to a ZIP file or to the PST file so the user can access them from Outlook, for example. You can export ELM Exchange Edition search results: Right after search 33

7 From the search history From the search template Search tab Display the desired search results in the main pane. From the Export menu, select Export results to mailbox, Export result to PST file or Export to ZIP, depending on your needs. Fig. 7 13: Search results Export menu Export to mailbox When Export to mailbox is selected, the pop-up dialog is displayed. Choose to which mailbox you would like to export the items. Only fully accessible mailboxes are displayed. The selected mailbox will be entered in the Selected mailbox box. You also have to specify an export folder. If the specified folder does not exist, it will be created. Create folder hierarchy If Create folder hierarchy is selected, the folder path of every message will also be created in the specified folder, e.g. messages originally residing in Inbox will be exported to the Export / Inbox folder. Export all documents to one folder If Export all documents to one folder is selected, the folder hierarchy is not kept, and all items are exported to the specified folder directly. Create separate folder for each distinct mailbox Exported search results may contain items from different mailboxes. Checking the Create separate folder for each distinct mailbox option ensures that each mailbox is exported to a separate folder. When finished, click [OK]. 34

7.7 Exporting search results Fig. 7 14: Exporting Search results to mailboxes After clicking [OK], the progress and details of the export task (with all other Asynchronous tasks) are displayed in the main pane, as shown in the next screenshot. Once the export has been performed, the export file can be downloaded. Simply click the [Download] button next to the desired file. Fig. 7 15: Asynchronous tasks download If you click the Delete icon located next to a record, the record will be deleted.! To display the Asynchronous tasks list, click the logged-on user in the upper-right corner to expand the drop-down menu. Select Async tasks. Fig. 7 16: Asynchronous tasks list 35

8 Appendix Every export task is also listed in ELM under Tools > Export tasks. 8 Appendix 8.1 Installing the post-processing plugin for searching by recipients You can enhance your ArchiveWeb search with a new search option. In addition to searching on the Subject and From text boxes in the Saperion ELM, you can add a new search option to the search query, i.e. the To field. This enables the user to search for items sent to specific recipients. To enable this feature, the Recipients post-processing plugin must be installed. This plugin indexes mail recipients. To install the Recipients post-processing plugin: 1. Run the Exchange Edition Enterprise Manager from C:\Program Files (x86)\common Files\SAPERION\Services\MCSPostProcessingSv\Plugins\PostProcessRecipients 2. Switch to the Post Processing tab in the Manager view. 3. Right-click inside the left pane of the window, and from the context menu select New plugin. 4. Installed plugins are loaded in the Add Plugin pop-up window. Select the PostProcessRecipients plugin in the drop-down box and click [Add]. Fig. 8 1: Adding a plugin 5. The plugin is listed on the Post Processing tab in ELM. It is active by default. 36

8.1 Installing the post-processing plugin for searching by recipients Fig. 8 2: Post Processing plugin When a new plugin is added to the Post Processing tab, the default is that no mailboxes are specified for it yet. The user needs to specify the mailboxes (as well as the bookmark date if necessary). For more information, see the next section, How to configure a plugin. If no mailboxes are selected, post-processing will not process any archived emails and attachments. 8.1.1 How to configure a plugin To configure a plugin, you must specify all mailboxes the plugin will take action on. Then specify the desired bookmark date. 8.1.1.1 1. How to specify mailboxes On the Post Processing tab, select the PostProcessRecipients plugin. Right-click it and click Properties. 37

8 Fig. 8 3: Plugin properties menu 2. In the Plugin properties window, choose which mailboxes to apply the plugin to. Check either: Apply for all mailboxes, or Apply for selected mailboxes and click the [Mailboxes] button. Make sure that Plugin is active is checked. Fig. 8 4: Plugin properties 3. In the Plugin mailboxes window, click the [Add] button to add mailboxes. 38 Appendix

8.1 Installing the post-processing plugin for searching by recipients Fig. 8 5: Plugin mailboxes 4. In Select mailbox or group, enter the name of a mailbox in the text box, or double-click the desired mailbox in the list. You can check which users you have selected in the Selected objects dialog. Confirm by clicking [OK]. Fig. 8 6: Select mailbox or group 5. Click [Close]. 39

8 Appendix Fig. 8 7: Added Mailboxes 8.1.1.2 How to specify a bookmark date 1. Right-click the desired plugin and click Set Bookmark from the context menu. 2. In the Enter bookmark window, specify the desired time. Click [OK]. The bookmark date is displayed on the Post Processing tab in the right pane. Fig. 8 8: Bookmark Date If you reset the bookmark date, the change takes effect immediately. There is no need to disable and enable the plugin. If you remove a plugin with the [Remove] button, it will stop completely without remembering where it stopped. If you load that plugin again, you will need to configure it. 8.2 ArchiveWeb installed on a remote server ArchiveWeb can be installed separately on a remote server. In that case, the administrator needs to check the correct configuration in the ArchiveWeb configuration file. Its default location is: C:\Program Files (x86)\common Files\SAPERION\Web\ArchiveWeb\web.config 1. Check the provider section. It has to contain the ELM Exchange Edition provider. The example below also contains the Auditing provider: <epamdata defaultprovider="defaultepamdata"> <providers> <add name="defaultepamdata" type="pamwebproviders.epamdata.defaultepamdataprovider, MCSWebProviders"/> <remove name="extepamdata" type="pamwebproviders.epamdata.extepamdataprovider, MCSWebProviders"/> <add name="auditing" type="auditing.logprovider, AuditProvider"/> </providers> 40

8.3 List of default ArchiveWeb permissions </epamdata> 2. Also check the following keys. They are important for making the connection to the ELM Exchange Edition server. Check whether they contain the correct information. Example <add key="servername" value="pmac-pam"/> <add key="clientname" value="pmac-ex2007"/> <add key="pamws" value="http://vmdev-pfi/mcsws/getfile.aspx"/> Some notes about the keys: servername contains the Saperion ELM server name clientname contains the local machine name MCSWS points to MCSWS on the SAPERION ELM server 8.3 List of default ArchiveWeb permissions The table below lists the default ArchiveWeb permissions. These are managed under Roles and Permissions. ROLE DEFAULT VALUE Mails - Set "Legal Hold" flag Denied Mails - Show "Legal hold" flag Denied Show lost data Allowed Compare mailbox with archive Allowed Mails - Apply tags Allowed Add comments to mails Denied Show comments Denied Delete item Denied Restore items Denied Search mails Allowed Search files Allowed Save search result to database Allowed Export to mailbox Denied Export to PST Denied Export to ZIP Denied Delete saved result Allowed 41

8 ROLE DEFAULT VALUE Mails - Show statistics Denied Files - Show statistics Denied Export statistics Allowed Define roles Denied Show auditing logs Denied Export auditing logs Denied Auditing - Apply tags Denied 42 Appendix