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Administrator Guide
Learn how to configure GFI Archiver to your environment and requirements.
The information and content in this document is provided for informational purposes only and is provided "as is"
with no warranties of any kind, either express or implied, including without limitation any warranties of
merchantability, fitness for a particular purpose, and non-infringement. GFI Software disclaims and in no event shall
be liable for any losses or damages of any kind, including any consequential or incidental damages in connection
with the furnishing, performance or use of this document. The information is obtained from publicly available
sources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no
warranty, promise or guarantee about the completeness, accuracy, recency or adequacy of information contained in
this document and is not responsible for misprints, out-of-date information, or errors. GFI reserves the right to revise or
update its products, software or documentation without notice. You must take full responsibility for your use and
application of any GFI product or service. No part of this documentation may be reproduced in any form by any
means without prior written authorization of GFI Software.
If you believe there are any factual errors in this document, please contact us and we will review your concerns as
soon as practical.
GFI and GFI Archiver are trademarks or registered trademarks of GFI Software or its affiliates in the US and other
countries. Any other trademarks contained herein are the property of their respective owners.
GFI Archiver is copyright of GFI Software Ltd. - 1999-2016 GFI Software Ltd. All rights reserved.
Document Version: 2.3.1
Last updated (month/day/year): 09/06/2016
Contents
1 About GFI Archiver
1.1 How GFI Archiver works
1.2 Integration with GFI FaxMaker
1.3 GFI Archiver licensing
1.4 Legal compliance
1.5 Terms and conventions used in this guide
2 Installing GFI Archiver
2.1 Before you install
2.2 System requirements
2.2.1 Software requirements
2.2.2 Hardware requirements
2.2.3 Connections established from the GFI Archiver Server
2.2.4 Excluding folders from antivirus scanning
2.2.5 Database settings
2.2.6 ASP.NET® settings
2.2.7 Registering ASP.NET With IIS in Microsoft Windows Server 2008 R2 or older
2.2.8 Registering ASP.NET With IIS in Microsoft Windows Server 2012
2.2.9 How to install/enable .Net 3.5 SP1 on Windows Server 2008 R2
2.3 Where should I install GFI Archiver?
2.4 How to set up a journaling mailbox on mail server
2.5 Integration with Microsoft Office 365
2.6 Choosing and preparing a database
2.6.1 Choosing your database type
2.6.2 Using GFI Archiver Database
2.6.3 Using SQL Server® Express
2.6.4 Using Microsoft® SQL Server
2.7 Installing GFI Archiver
2.8 Post-install Wizard
2.8.1 License configuration
2.8.2 Configuring New Archive Store Settings via Post Install Wizard
2.8.3 Configuring Archiving Method
2.9 Test your setup
2.10 Removing email from Microsoft® Exchange
2.11 Upgrading to the latest version
3 Using GFI Archiver
3.1 Using the Home tab
3.1.1 Status overview
3.1.2 Servers
3.1.3 Archive Stores
3.1.4 Email Flow
3.1.5 Event Viewer
3.2 Logging in to GFI Archiver
3.3 Browsing Archived items
3.4 Working with archived items
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3.5 Searching archived items
3.5.1 Using Simple Search
3.5.2 Using Advanced Search
3.5.3 Email search using smart phones
3.6 Accessing multiple mailboxes
3.7 Changing user preferences
3.8 Client Tools
3.9 Outlook Connector
3.9.1 How GFI Archiver Outlook® Connector works
3.9.2 Changing the Outlook® Connector tab availability
3.10 Archive Assistant
3.10.1 How does Archive Assistant work?
3.10.2 Enabling and disabling Manual Archiving
3.10.3 Changing the Archive Assistant tab availability
3.11 File Archive Assistant
3.11.1 Changing the File Archive Assistant tab availability
3.11.2 Downloading the File Archive Assistant MSI package
3.11.3 Configuring Roles and Permissions for file archiving
3.12 GFI MailInsights®
3.12.1 GFI MailInsights® Requirements
3.12.2 Generating MailInsights reports
3.12.3 Scheduling MailInsights reports
3.12.4 Communication Flow
3.12.5 WebMail Usage
3.12.6 Email Responsiveness
3.12.7 Storage Use
3.12.8 Inactive Accounts
3.12.9 Inappropriate Words
3.12.10 Internal Spammers
3.12.11 Outside Office Hours
3.12.12 Data Leakage Detection
3.12.13 Job Search
3.12.14 Phrase Search
3.12.15 User Traffic Report
3.12.16 Email Topics report
3.12.17 Email Performance Indicators report
3.12.18 Large Emails report
4 Configuring GFI Archiver
4.1 Archive Sources
4.1.1 Managing the Mail Servers to Archive
4.1.2 Configuring Archiving Rules
4.1.3 Configuring Archive Restrictions
4.1.4 Managing the Archiving Scope
4.1.5 Configuring Mailbox Folder Structure Retrieval
4.1.6 Importing Emails and Calendar Items via the GFI Archiver Archive Assistant
4.1.7 Configuring default File Archive Assistant settings
4.2 Archive Operations
4.2.1 Managing Archive Stores
4.2.2 Configuring Roles and Permissions
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4.2.3 Access Control
4.2.4 Configuring IMAP Server
4.3 Policies
4.3.1 Retention Policies
4.3.2 Configuring File History Retention Policies
4.3.3 Classification Rules
4.3.4 Configuring Auditing
4.3.5 Configuring Archived Item Deletion
4.4 General settings
4.4.1 Viewing and editing license keys
4.4.2 Changing General Settings
4.4.3 Changing version check settings
4.4.4 Configure the Fax Archiving search tab
4.4.5 Configuring Archiving status notification
4.4.6 Configuring GFI Directory Service
4.5 Administrator tools
4.5.1 Using the Import Export Tool
4.5.2 Restoring Mailboxes
4.5.3 Using the GFI Archiver DB Split Tool
4.5.4 Using the Export SQL Raw Data tool
4.5.5 Using the Port Change Tool
4.5.6 Using the GFI Archiver Authentication Tool
4.6 Uninstall information
5 Troubleshooting and support
5.1 Introduction
5.2 GFI Knowledge Base
5.3 Web Forum
5.4 Request technical support
5.5 Documentation
5.6 Installation problems
5.7 General Issues
5.8 Import Export Problems
5.9 Outlook® Connector Issues
5.10 Archive Assistant Issues
5.11 File Archive Assistant issues
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6 Glossary
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7 Index
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1 About GFI Archiver
GFI Archiver is an email archiving solution that can archive all internal and external email into a central Archive Store. You
can then easily manage the email Archive Stores from the web-based configuration of GFI Archiver. You can also allow
users to browse and search old emails via the web-based interface. GFI Archiver also provides Microsoft Outlook®
integration.
1.1 How GFI Archiver works
GFI Archiver operations can be classified in three stages as described below:
Screenshot 1: Typical GFI Archiver installation diagram.
Stage 1: Retrieve items to archive
GFI Archiver retrieves emails, calendar items or files depending on the configured Archiving Method as described in the
table below:
GFI Archiver
1 About GFI Archiver | 6
OPTION
DESCRIPTION
Manual
Archiving
This archiving method does not require Microsoft® Exchange. Any business using Microsoft® Outlook can manually
archive emails irrespective of where their email is hosted. Select this option when you want to:
Enable users to manually select which emails to archive from their Microsoft Outlook® applications using Archive
Assistant. Users are also able to define a folder structure when manually archiving their emails to facilitate searches.
For more information, refer to Archive Assistant (page 55).
Import items automatically from users' mailboxes using the Archive Assistant with automatic import settings. In
this type of deployment GFI Archiver does not connect to the mail server and retrieves items for archiving directly
from client computers. For more information, refer to Importing Emails and Calendar Items via the GFI Archiver
Archive Assistant (page 103).
Auto-Archiv
ing (Journ
aling)
When selected, GFI Archiver automatically connects to a configured mail server, downloads the items stored in the
journaling mailbox and stores them in Archive Stores. For more information, refer to Managing the Mail Servers to
Archive (page 85).
If Auto-Archiving (Journaling) is selected, you must then select one of the following options:
All Emails - Select this option to archive all items downloaded from the journaling mailbox.
Rule-Based Archiving - Archive only specific items downloaded from the journaling mailbox. When this
option is selected you need to configure Archiving Rules that determine which items get archived and which are
ignored. For more information, refer to Configuring Archiving Rules (page 89).
IMPORTANT
When Rule-Based Archiving is selected you need to configure Archiving Rules for GFI
Archiver to start archiving.
In addition to these methods of archiving, GFI Archiver provides also the following options:
OPTION
DESCRIPTION
File
Archive
Assistant
The File Archive Assistant enables users to archive files such as documents or images. This can be done manually from any
location on their machine, or automatically, by placing the files they need to archive in a folder synchronized with GFI
Archiver. For more information, refer to File Archive Assistant (page 58).
Import
Export
Tool
Emails and calendar items can also be imported into GFI Archiver through the Import Export Tool. For more information,
refer to Using the Import Export Tool (page 163).
Stage 2: Archive retrieved items
GFI Archiver stores collect items in Archive Stores created automatically based on the configured New Archive Store
Settings. Items are archived according to their received date. If an Archive Store does not exist for the period that
matches the date of the item, a new Archive Store is automatically created. For more information, refer to Configuring
New Archive Store Settings (page 114).
NOTE
When Rule-based method of archiving is selected, GFI Archiver only archives items that match criteria specified in
the configured Archiving Rules. For more information, refer to Configuring Archiving Rules (page 89).
Stage 3: Browse and analyze archived items
Users can browse, search and analyze archived items using the GFI Archiver web interface or from within Microsoft
Outlook® using the Outlook Connector. For more information, refer to Browsing Archived items (page 41).
Additionally, use GFI MailInsights to analyze information related to email usage and trends. Use this feature to generate
management and HR reports that provide insight on email and resource use or misuse. For more information, refer to
GFI MailInsights® (page 59).
GFI Archiver
1.2 Integration with GFI FaxMaker
Faxes and SMS sent or received by GFI FaxMaker can be archived to GFI Archiver. Archived faxes and SMS can be
searched and retrieved using GFI Archiver. GFI Archiver provides also an additional search option within the Simple
Search feature to easily search the archive store for items archived by GFI FaxMaker. For more information, refer to
Configure the Fax Archiving search tab (page 162).
To configure the integration in GFI FaxMaker refer to the following topic:
http://go.gfi.com/?pageid=FMhelp&lang=en#cshid=1031
NOTE
When an Inclusion or Exclusion List is configured, faxes and SMS may not be archived. For example, if you configure
GFI Archiver to exclude specific mailboxes from archiving, SMS and faxes sent to that mailbox will not be archived.
For more information, refer to Configuring Archive Restrictions (page 93).
1.3 GFI Archiver licensing
GFI Archiver requires a license for every mailbox. Each GFI Archiver license is made up of the following:
An Archiving license
A File Archive Assistant (FAA) license
Each license can be used by the same user to archive items from the mail server and/or to archive files from a client
machine using the File Archive Assistant.
For example, when purchasing a license for 75 users, you can enable archiving for 75 different mailboxes and for each of
these users you can also install the File Archive Assistant on their machines.
A user with multiple computers, all of which have File Archive Assistant installed, is still counted as 1 File Archive Assistant
license. To free up File Archive Assistant licenses simply uninstall File Archive Assistant from client machines on your
network.
You may need to exclude certain mailboxes from archiving while including specific ones. This can be achieved by
configuring Mailbox Archive Restrictions and determines the number of licensed mailboxes counted by the product.
For more information, refer to Configuring Archive Restrictions (page 93).
For general information on GFI Archiver licensing, refer to: http://go.gfi.com/?pageid=MAR_Licensing
1.4 Legal compliance
Ensure that by enabling the Rule-based method of archiving or the Email deletion feature you are not breaching your
company policy or any laws and regulations related to email storage in your jurisdiction. For more information refer to
Configuring Archiving Rules and Email Deletion chapters.
1.5 Terms and conventions used in this guide
Term
Description
Note
Additional information and references essential for the operation of GFI Archiver.
Important
Important notifications and cautions regarding potential issues that are commonly encountered.
>
Step by step navigational instructions to access a specific function.
GFI Archiver
Term
Description
Bold text
Items to select such as nodes, menu options or command buttons.
Italics text
Parameters and values that you must replace with the applicable value, such as custom paths and file names.
Code
Indicates text values to key in, such as commands and addresses.
GFI Archiver
2 Installing GFI Archiver
The following sections provide you with information about how to successfully deploy a fully functional instance of GFI
Archiver:
SECTION
DESCRIPTION
Installation notes
Follow a detailed checklist to ensure that your environment meets the necessary requirements.
System requirements
Browse information related to software and hardware requirements and other important settings such
as Port Settings, ASP.NET Settings and Database Settings.
Environment con
siderations
Find information related to the environment where you are going to install GFI Archiver.
Setting up a journaling
mailbox
Create a journaling mailbox on Microsoft Exchange from where GFI Archiver retrieves items to archive.
Choosing and pre
paring a database
Configure the database infrastructure to ensure the best performance for data archival and retrieval
processes.
Installation procedure
Follow the steps to install GFI Archiver.
Removing emails from
Microsoft Exchange
Server
Once GFI Archiver is configured and items are being archived correctly, create a mailbox management
policy to free up space on the Microsoft Exchange server by deleting email that has been archived.
Post-installation tasks
After GFI Archiver is successfully installed, follow the post install wizard that assists in setting up GFI
Archiver .
2.1 Before you install
The following checklist ensures that you have all the necessary requirements in place before going through the
installation process:
1. Ensure that you are logged on as Administrator or using an account with administrative privileges.
2. Install .NET Framework 4.0 or 4.5.
3. Set up IIS (SMTP/World Wide Web Services). For more information, refer to ASP.NET® settings (page 15).
4. Enable .NET Framework 3.5. For more information, refer to How to install/enable .Net 3.5 SP1 on Windows Server
2008 R2 (page 16).
5. If using Microsoft Exchange Server as your mail server, install Microsoft Exchange Server MAPI Client and Collaboration
Data Objects.
6. Ensure screen resolution is 1024 x 768 or higher.
7. Ensure ports used by GFI Archiver are free. For more information, refer to Connections established from the GFI
Archiver Server (page 13).
8. Check that the machine on which you are installing GFI Archiver meets the system and hardware requirements spe
cified in System Requirements.
9. Ensure to enable IMAP if installing on the Microsoft® Exchange Server 2007/2010 Client Access Role.
10. (Optional) Install Microsoft SQL Server® or Microsoft SQL Server® Express. For more information, refer to Choosing
your database type (page 18).
11. Save any pending work and close all open applications on the machine.
GFI Archiver
2 Installing GFI Archiver | 10
12. Run the GFI Archiver installer to install GFI Archiver and missing pre-requisites. For more information, refer to
Installing GFI Archiver (page 21).
13. Follow the post-install wizard to configure GFI Archiver and its operating environment. For more information, refer
to Post-install Wizard (page 22).
NOTE
Ensure that the Display name and E-mail fields in Active Directory® or GFI Directory are filled with valid data.
2.2 System requirements
Use the following links to find information related to software and hardware requirements and other important settings
to ensure a successful deployment of GFI Archiver.
Software requirements
Supported operating systems
Supported mail servers
Supported databases
Other required components
Hardware requirements
Processor
Memory
Physical storage
Important Settings
Antivirus software
Firewall Port settings
Database settings
ASP.NET ® settings
Enabling .Net 3.5 on Windows Server 2008 R2
NOTE
The recommended software and hardware specifications depend on the number of users, settings enabled, email
flow and message sizes.
2.2.1 Software requirements
Supported operating systems
GFI Archiver can be installed on all the operating systems listed below:
OS VERSION
SUPPORTED OPERATING SYSTEM
32 BIT
Windows® SBS 2003
Windows® 2003 Standard & Enterprise with SP2
Windows® 2008 Standard & Enterprise
64 BIT
Windows® SBS 2008 & SBS 2011 Standard & Premium Editions
Windows® 2003 Standard & Enterprise with SP2
Windows® 2008 Standard, Enterprise, Datacentre & Hyper-V® Environments
Windows® Server 2008 R2 Enterprise & Hyper-V® Environments
Windows® Server 2012 Standard, Enterprise & Hyper-V environments
Windows® Server 2012 R2 Standard, Enterprise & Hyper-V environments
GFI Archiver
Supported Mail Servers
Supported Mail Servers
Microsoft® Exchange Server 2003 or later
IMAP compatible mail servers (with journaling-like feature)
Microsoft® Office 365. For more information refer to http://go.gfi.com/?pageid=MAR_Office365.
Kerio Connect
Google Apps for Business™
Supported Databases
GFI Archiver supports the database back-ends listed below:
SUPPORTED
DATABASE
DESCRIPTION
SQL Server®
2005 or
later
(including
SQL Server®
Express
editions)
Microsoft SQL Server or Microsoft SQL Server Express are recommended for all organizations. Microsoft SQL Server
(or Microsoft SQL Server Express) is not included with the GFI Archiver installation and needs to be installed as a sep
arate process. For more information refer to: Using Microsoft SQL Server and Using Microsoft SQL Express.
Firebird for eval
uation pur
poses only
An open source database used for evaluation purposes bundled with GFI Archiver. Recommended for evaluation
purposes only for organizations with less than 50 email users and with an average mail flow of up to 2500 per day.
Other required components
OTHER COMPONENTS
Microsoft .NET ® Framework 4.0 or 4.5. Download .NET Framework 4.5 from: http://go.gfi.com/?pageid=mar_visualstudio
NOTE
Microsoft .NET ® Framework 4.5 is not supported on Microsoft Server 2003.
ASP.NET ® 4.0 or 4.5
Internet Information Services (IIS ®) 6.0 or later - SMTP & World Wide Web services
Internet Explorer ® 8 or later, Mozilla Firefox, Google Chrome, Safari ®
Microsoft® Data Access Components (MDAC) 2.6 or higher
Microsoft® Exchange Server MAPI Client and Collaboration Data Objects 1.2.1 - Required (unless Outlook® 2003 32-bit or later is
installed or unless GFI Archiver is installed with Microsoft® Exchange Server 2003). Click here to download.
Domain functional level: 2003 onwards
NOTE
Minimum supported screen resolution is 1024 x 768.
GFI Archiver
IMPORTANT
After installing Microsoft .NET ® Framework 4.0 or 4.5 restart the machine.
2.2.2 Hardware requirements
Processor
REQUIREMENT
DESCRIPTION
Minimum
Intel Pentium or compatible - 2GHz 32 bit processor.
Recommended
x64 architecture-based server with Intel 64 architecture or AMD64 platform.
Memory
REQUIREMENT
DESCRIPTION
Minimum
1GB RAM (dedicated to GFI Archiver)
Recommended
3GB RAM (dedicated to GFI Archiver)
Physical storage
REQUIREMENT
DESCRIPTION
Minimum
400MB physical disk space (NTFS) for GFI Archiver installation. More space is required for the database (Firebird or
Microsoft® SQL server). Storage space depends on mail volume to archive.
Recommended
Server with 4 physical drives, with the ability to increase storage space on demand when required. Refer to
Database Settings section for more information on how to configure your database.
NOTE
It is highly recommended that you store databases and Index files on separate, appropriately sized hard disks. SAS
hard disks are highly recommended.
2.2.3 Connections established from the GFI Archiver Server
PORT
DESCRIPTION
PROTOCOL
25
Used by GFI Archiver when an email needs to be restored to a user’s mailbox or a notification is sent
to the GFI Archiver administrator.
SMTP
80
Used by the GFI Archiver user interface and web services. Required for clients to access the GFI
Archiver server.
HTTP
80
Enable this port when GFI Archiver is not installed with Microsoft Exchange Server. This port is
required by GFI Archiver to access Microsoft Exchange and retrieve emails from the journal mailbox
using EWS.
HTTP
135
Enable this port when GFI Archiver is installed on the same machine as Microsoft® Exchange Server
and configured to use ExOLEDB to retrieve emails.
MAPI/RPC
143
Enable this port to retrieve emails when GFI Archiver is not installed on the same server as Microsoft®
Exchange Server when using IMAP.
IMAP
GFI Archiver
PORT
DESCRIPTION
PROTOCOL
1443
Enable this port when GFI Archiver is configured to archive emails to a SQL Server ® Database.
Microsoft
SQL Server ®
3268
Used for connections done from the GFI Archiver Server to the Domain Controller which stores the
Microsoft® Global Catalog.
Microsoft
Global Cata
log
8017, 8018,
8019, 8020,
8022
Used for communication between GFI Archiver components and services. Ensure these ports are avail
able and free.
44143
Default port assigned to GFI Archiver IMAP Service. IMAP Service enables users to access archived
email via IMAP from 3rd party email clients such as Thunderbird, Microsoft Outlook®, Apple Mail,
Android, iOS and others.
IMAP
NOTE
Use the Port Changing Tool to easily change port numbers. For more information, refer to Using the Port Change
Tool (page 185).
2.2.4 Excluding folders from antivirus scanning
Antivirus software may cause GFI Archiver to malfunction. This occurs when such software denies access to certain files
required by GFI Archiver.
It is recommended to exclude the following folders and subfolders from antivirus software (on-access and on demand)
running on the GFI Archiver server:
GFI Archiver FOLDERS
<GFI Archiver Installation folder> and subfolders.
<..\Program Files\Common Files\GFI>
Also, exclude the index and the Archive Store locations from antivirus scans. The default Index and Archive Store
locations are:
GFI Archiver DEFAULT INDEX AND ARCHIVE STORE LOCATIONS
<GFI Archiver Installation folder>\Indexes\default
<GFI Archiver Installation folder>\Databases\default
NOTE
You can change the Index and Archive Store locations after installing GFI Archiver. For information, refer to the
Configure New Archive Store Settings and Configure search indexes sections in this manual.
2.2.5 Database settings
GFI Archiver requires SQL Server® (if used as the archival database) to be installed in case insensitive mode. This is the
default installation setting of SQL Server®. The SQL Server® collation modes apply to all SQL Server® objects including login
names. In such cases if a user changes a property in the name and does not make EXACT character case matches, GFI
Archiver will fail since it would not find the resources required.
Once installed, it is not possible to change the SQL Server® collation mode easily. It requires a rebuild of the master
database using advanced Microsoft® SQL tools or methods. The best solution is to install another instance of SQL Server®
(set to operate in insensitive collation mode).
GFI Archiver
IMPORTANT
Ensure SQL Server® is installed in case insensitive mode if SQL Server® is used as the archival database.
2.2.6 ASP.NET® settings
Since GFI Archiver uses a web based configuration, you need to register and enable ASP.NET with IIS® Web Server for GFI
Archiver to work. If ASP.NET is not registered and enabled, the following may occur:
HTML code is displayed in the browser
A blank page is returned to the browser
You may receive instructions to download the aspx page
2.2.7 Registering ASP.NET With IIS in Microsoft Windows Server 2008 R2 or older
If the Microsoft® .NET framework is installed after IIS is installed this is automatically registered. Else, register ASP.NET ® with
IIS® by following these steps:
1. From command prompt, navigate to:
<WindowsDirectory>\Microsoft.NET\Framework\<v4.0.xxxxx>\
NOTE
Replace <v4.0.xxxxx> with the folder name of Microsoft® .NET Framework version number.
For example: C:\Windows\Microsoft.NET\Framework\v4.0.30319\
Screenshot 2: Registering ASP.NET with IIS
2. Key in aspnet_regiis.exe -i and press Enter.
Enable ASP.NET® From IIS®
NOTE
Ensure that ASP.NET ® is allowed by Internet Information Services (IIS®) Manager.
IIS 6
1. Navigate to Control Panel > Administrative Tools > Internet Information Services (IIS) Manager.
2. Expand the local computer node and select Web Service Extensions.
GFI Archiver
3. In the right pane, right click ASP.NET v4.0.xxxxx and select Allow.
IIS 7
1. Navigate to Control Panel > Administrative Tools > Internet Information Services (IIS) Manager.
2. Select the local computer node and from the Features View pane launch ISAPI and CGI Restrictions.
3. In the Features View pane, right click ASP.NET v4.0.xxxxx and select Allow.
2.2.8 Registering ASP.NET With IIS in Microsoft Windows Server 2012
1. Open an elevated command prompt and execute the following command: dism /online /enable-feature
/featurename:IIS-ASPNET45
or
1. Start the Server Manager
2. Enable "IIS-ASPNET45" under Web Server (IIS) > Web Server > Application Development > ASP.NET 4.5
2.2.9 How to install/enable .Net 3.5 SP1 on Windows Server 2008 R2
The .NET Framework 3.5 SP1 is a prerequisite for SQL Server 2008. In Windows Server 2008 R2, the .NET Framework is a
feature that can be enabled as follows:
1. Click Start > Administrative Tools and select Server Manager.
2. In the Server Manager interface, click Features to display all the installed Features in the right hand pane.
3. If .NET Framework 3.5.1 feature is not listed, click Add Features.
4. Locate .NET Framework 3.5.1 Features and select checkbox.
5. Click Next.
6. Confirm installation selections, then click Install.
NOTE
SQL Server 2008 Setup for standalone instance will install the .NET Framework 3.5 SP1 if it is not already installed.
2.3 Where should I install GFI Archiver?
Install GFI Archiver on any machine that meets the system requirements and is part of a domain. Before proceeding with
the installation, first consider the details listed below:
CONSIDERATION
DESCRIPTION
Email volume on
your servers
Installing GFI Archiver on a mail server where a high volume of emails is received and processed will
invariably put more load on server resources. This can cause these servers to become unresponsive and not
process mail in a timely fashion.
Hardware and soft
ware spe
cifications of your
servers
The hardware and software specifications listed in the System requirements section above should be con
sidered to be over and above the requirements of other software installed on the same server. Servers which
are nearing their capacity in terms of resources should not be used to install GFI Archiver.
Need to archive
email from mul
tiple sources con
currently
Installing GFI Archiver on a server which is not granted access to multiple sources creates a problem in the
centralization efforts of email data archival.
GFI Archiver
If all of the above details are considered not to be of significant issues then you can consider installing GFI Archiver
on the mail server.
For example:
If you need to archive items from one Microsoft® Exchange Server, and the server is handling the email
flow on your network and still has spare processing capacity, then you can consider installing GFI Archiver
directly on the Microsoft® Exchange Server machine.
If you want to archive items from multiple Microsoft® Exchange Servers using IMAP, it is recommended that you
install GFI Archiver on a separate server.
GFI Archiver does not require a dedicated machine when it is not installed on the mail server.
GFI Archiver can be installed in the following virtual environments:
VMware®
Microsoft Hyper-V® Server
Microsoft Virtual Server® (installed on a 32 bit guest operating system)
IMPORTANT
Ensure that access to the server where GFI Archiver data is stored is restricted to authorized persons only.
2.4 How to set up a journaling mailbox on mail server
Journaling is a feature that enables the recording of email in an organization. Through the journaling feature, your mail
server can channel the items to archive into a single mailbox. GFI Archiver connects to the mail server and retrieves the
items for archiving from the journaling mailbox.
In GFI Archiver, a journaling mailbox can be created automatically if the mail server used is Microsoft Exchange. For more
information, refer to Creating a journaling mailbox on Microsoft Exchange via the Post Install Wizard (page 32).
For more information on how to prepare and set up a journaling mailbox on Microsoft Exchange, refer to
http://go.gfi.com/?pageid=ARChelp#cshid=journalingexchange
If using another mail server, the journaling mailbox needs to be created manually on the mail server. Once the journaling
mailbox has been created, GFI Archiver needs to connect to it to start archiving. For more information, refer to Setting
up a journaling mailbox (page 32).
IMPORTANT
If journaling is not set up correctly, auto-archiving will NOT work.
2.5 Integration with Microsoft Office 365
Microsoft Office 365 is an online productivity suite with hosted services complementing or replacing in-house servers
and applications. A typical Microsoft Office 365 deployment uses Exchange Online and users connect to it using the
native Microsoft Outlook application or using the hosted version of Microsoft Outlook.
For more information on how to set up GFI Archiver to archive email from Exchange Online, refer to
http://go.gfi.com/?pageid=ARChelp#cshid=o365guide
2.6 Choosing and preparing a database
As an archiving solution, GFI Archiver is highly dependent on your database infrastructure setup for high performance of
data archival and retrieval processes.
GFI Archiver
The following sections help you to understand the following options:
Choosing your database type
GFI Archiver Database (For evaluation purposes)
Microsoft SQL Server Express (Recommended)
Microsoft SQL Server
NOTE
It is highly recommended to use Microsoft® SQL Server Express or Microsoft® SQL Server as your database. The
Firebird database included in the GFI Archiver installation is intended for evaluation purposes only.
2.6.1 Choosing your database type
GFI Archiver can be configured to run in various hardware setups and combinations. The table below shows the typical
recommended configurations. These guidelines and configurations may vary according to user activity and daily email
flow.
SUITABLE FOR
RECOMMENDED DATABASE
TYPE
WHERE EACH COMPONENT IS
STORED
Organizations that require a highly scalable solution 500 mailboxes or more
Average archiving of more than 8000 items per day
SQL Server ® with File Storage
Email headers – SQL Server ®
Metadata – SQL Server ®
Email data – On disk
Organizations that require full auditing of user and data
base activity 50 mailboxes or more
Average archiving of more than 8000 items per day
SQL Server ®
Email data – SQL Server ®
Small to medium organizations 150 mailboxes or less
Average archiving of up to 6000 items per day
SQL Server ® Express with File
Storage
Express
Express
Demo and Evaluation purposes ONLY 50 mailboxes or less
Average archiving of up to 2500 items per day.
GFI Archiver database
Email headers – Firebird
database
Metadata – Firebird data
base
NOTE
Email metadata is the information about emails archived within GFI Archiver.
NOTE
It is highly recommended to use Microsoft® SQL Server Express or Microsoft® SQL Server as your database. The
Firebird database included in the GFI Archiver installation is intended for evaluation purposes only.
2.6.2 Using GFI Archiver Database
GFI Archiver ships with a Firebird database that is recommended for evaluation purposes.
GFI Archiver
NOTE
Ensure that the size of each Firebird database never exceeds 2GB.
To minimize any potential performance issues, the following setup is strongly recommended when using the Firebird
database:
Physical HDD 1: Operating system and GFI Archiver installation.
Physical HDD 2: Firebird database data store.
Physical HDD 3: Mail database indexes.
The above setup reduces data read/write operations on the same physical hard disk drive to improve performance.
IMPORTANT
Failing to follow the above recommendations may result in substantial performance degradation.
NOTE
Archive email auditing feature is only available when emails are archived in SQL Server®. Microsoft® SQL Server with
File Storage option is not supported.
2.6.3 Using SQL Server® Express
SQL Server® Express is recommended for medium sized organizations (approximately 1-100 email users) with an average
mail flow of up to 6000 emails/day.
The recommended setup for GFI Archiver using a SQL Server® Express 2005/2008/2012/2014 database is as follows:
Physical HDD 2: Microsoft® SQL Server data file (.mdf).
Physical HDD 3: Microsoft® SQL Server log file (.ldf)
IMPORTANT
Ensure that the .mdf and .ldf files are stored in a folder on the destination drive and not in the root directory.
This configuration ensures that different processes are distributed to distinct physical hard disk drives, where email
metadata (information about the email) is stored in the database while the actual email content resides as files on
separate disk. This eliminates performance loss due to excessive data read/write operations on the same physical hard
disk drive. For more information on how to install different versions of Microsoft SQL Server Express visit the Microsoft
SQL Server website.
NOTE
Archive email auditing feature is only available when emails are archived in SQL Server®. Microsoft® SQL Server with
File Storage option is not supported.
There are however a number of SQL Server® Express limitations to consider:
Database size has a limit of 10GB (for SQL Server® Express 2008 R2 and later only). This does not affect the amount of
data that can be stored in a database.
GFI Archiver
It uses 1 CPU only
It uses a maximum of 1GB RAM.
It is therefore highly recommended that:
OPTION
DESCRIPTION
SQL Server Express
and file system are
used as the backend database.
This method uses SQL Server ® Express as the backend database and a separate location (not a database) for
the binary sources files. This saves up on the SQL Server ® Express space required for archiving. For example,
an email of 5MB is stored by saving the email header (60kb in size) in the database and the actual email
content (5MB) in the separate location.
Use only Monthly
or BiMontly sched
ules based on your
email volumes
GFI Archiver automatically creates archive stores based on the pre-defined schedule. For SQL Express each
database should approximately have less than 0.5 million emails. For more information, refer to Scheduling
Archive Stores (page 122).
NOTE
If an Archive Store exceeds the maximum database size, GFI Archiver automatically creates a new Archive Store
based on the configured New Archive Store Settings. This feature is only available for Archive Stores based on
SQL Server® Express databases.
IMPORTANT
Configure Microsoft® SQL Server® Express to use Mixed Authentication mode for use with GFI Archiver.
2.6.4 Using Microsoft® SQL Server
Microsoft® SQL Server is recommended for larger organizations (100+ email users) with a substantial volume of emails to
archive (more than 6000 email per day). For organizations with more than 500 email users (or more than 8000 emails per
day) to archive emails for, it is highly recommended to use Microsoft® SQL Server with File Storage option. This
substantially increases the archival capacity of GFI Archiver.
NOTE
Archive email auditing feature is only available when emails are archived in Microsoft® SQL Server. For Microsoft® SQL
Server with File Storage option you can use the GFI Archiver Auditing features instead. For more information, refer
to Configuring Auditing (page 154).
The recommended setup for GFI Archiver using a Microsoft® SQL Server 2000/2005/2008 database is as follows:
Physical HDD 2: Microsoft® SQL Server data file (.mdf).
Physical HDD 3: Microsoft® SQL Server log file (.ldf)
IMPORTANT
Ensure that the .mdf and .ldf files are stored in a folder on the destination drive and not in the root directory.
This configuration ensures that different processes are distributed to distinct physical hard disk drives. This eliminates
performance loss due to excessive data read/write operations on the same physical hard disk drive.
GFI Archiver
NOTE
After the first month of archiving, note the database data file size. With this value, estimate the archive database size
after six months, for example. If you estimate that your archive database will be larger than 20 GB, you should
consider configuring the Archive Stores management feature of GFI Archiver.
IMPORTANT
Configure Microsoft® SQL Server to use Mixed Authentication mode for use with GFI Archiver.
To change to Mixed Authentication mode:
1. Right-click on the SQL Server node > Properties from the Enterprise Manager
2. Access Security tab and select SQL Server and Windows under Authentication.
3. Save settings.
2.7 Installing GFI Archiver
To install GFI Archiver:
1. Right-click the GFI Archiver installer and choose Properties. From the General tab, click Unblock and then Apply.
This step is required to prevent the operating system from blocking certain actions by the installer.
2. Launch the installer:
Archiver.exe to install GFI Archiver on 32-bit systems
Archiver_x64.exe to install GFI Archiver on 64-bit systems
3. In the Choose Setup Language dialog, select the language you want to use during installation and click OK .
4. On the Welcome page, click Next.
5. (Optional) If the Installation Wizard detects any required missing components, the prerequisites are listed in the
Installation Requirements window. Click Install Components to let the Wizard install the components for you or click
cancel to install them manually. Click Next.
NOTE
If all installation requirements are met this step is skipped. For more information, refer to System requirements
(page 11).
6. If you want GFI Archiver to check for a newer build other than the one being installed, select Check for a newer
build of GFI Archiver on the GFI web site and click Next. Otherwise, select Do not check for a new build and
click Next.
NOTE
Checking for a newer build requires an active Internet connection.
7. Read the license agreement and select I accept the terms in the license agreement option. Click Next to con
tinue.
8. Choose the user directory service to use with GFI Archiver. GFI Archiver supports Microsoft Active Directory and
GFI Directory services. It is recommended to use Microsoft Active Directory when available. Select from the following
options depending on the environment and deployment scenario:
GFI Archiver
OPTION
DESCRIPTION
Use the detected
Microsoft Active Dir
ectory Service in
your network
This option is available when installing a fresh GFI Archiver installation on a machine joined to a Microsoft
Active Directory instance. This is the recommended user directory service when available, since user man
agement would be centralized in Active Directory and does not require the installation of GFI Directory.
Install and use
GFI Directory Service
on this machine
This option is available when installing a fresh GFI Archiver installation on a machine joined to a Microsoft
Active Directory instance. Choose this option to manage users in GFI Directory rather than Active Directory.
This is NOT the recommended option.
Use the detected
Microsoft Active Dir
ectory /
in your network
These options are shown when installing a fresh GFI Archiver installation on a machine that includes both
GFI Directory and is joined to a Microsoft Active Directory instance. Choose the user directory service to
use.
Upgrade the local
(Recommended)
This option is available when installing a new installation or an upgrade on a machine where an older ver
sion of GFI Directory is installed. Choose this option to upgrade the installed GFI Directory to the latest ver
sion, then resume installing GFI Archiver. Alternatively choose Skip upgrade process to retains the
installed version of GFI Directory and continue the GFI Archiver installation.
NOTE
When installing a new GFI Archiver instance on a machine that is not joined to an Active Directory instance and
does not include GFI Directory, click Install to deploy GFI Directory. When installation is complete, the GFI Archiver
installation resumes automatically.
9. Click Next to continue by installing GFI Archiver to the default folder. For an alternative location, click Change and
select a new installation path.
10. If you want to change the default values for the Website and Virtual Directory Alias, modify the values in the Web
site and Virtual Directory Alias fields. These values define which URL you use to access GFI Archiver. Click Next.
11. (Optional) If User Account Control (UAC) is enabled on the server where you are installing GFI Archiver, the install
ation Wizard warns you to disable UAC or launch Internet Explorer with 'Run as Administrator'. For more information refer
to the following Knowledge Base article: http://go.gfi.com/?pageid=MAR_UserAccountsControl.
12. Click Install.
13. On completion, click Finish to close the installation wizard.
2.8 Post-install Wizard
After GFI Archiver is successfully installed, the Congratulations screen is displayed. Click Configure to start the post
install wizard that assists in setting up GFI Archiver .
The Post Install wizard will help you:
TASK
DESCRIPTION
Enter a
valid
license
key
A valid license key is required to use GFI Archiver after the product is installed. Use your purchased license key or enter
a User Evaluation Key if you are in the process of evaluating GFI Archiver. A User Evaluation Key can be requested from
http://go.gfi.com/?pageid=MAR_DownloadRegistrationForm.
Setup
Archive
Store set
tings
Configure Archive Store settings that define properties such as name, database type and index locations. These settings
are used as a template by GFI Archiver to automatically create new Archive Stores.
GFI Archiver
TASK
DESCRIPTION
Select an
Archiving
Method
The archiving method defines how items are collected and archived within the GFI Archiver Archive Stores. Choose
your preferred archiving method from available options.
Click Next to set up GFI Archiver for first use.
Confirm that the setup for Licensing, the Archive Store Settings and Archiving Method are marked as completed
and click Finish. On completing the requirements of the Post Install wizard, you can start using GFI Archiver.
2.8.1 License configuration
In the License Configuration screen, enter the license key obtained when purchasing your GFI Archiver product. Click
Verify License Key, then click Next to continue.
NOTE
To evaluate GFI Archiver, request a free evaluation key from GFI Software Ltd http://go.gfi.com/?pageid=MAR_
DownloadRegistrationForm.
2.8.2 Configuring New Archive Store Settings via Post Install Wizard
Within GFI Archiver, Archive Stores can be described as the containers that contain the archived emails. Archive Stores
consist of several components, such as:
A database where email metadata is stored
A database where both email metadata and email data is stored
A disk location used as an email index
A disk location used as storage for email data.
Archive Stores are created based on an Archive Store profile that defines details such as Archive Store naming
convention, database type, database file location, email file location and index locations. Use the Archive Store Wizard to
create your New Archive Store settings that will be used as a template to automatically create future Archive Stores.
To configure New Archive Store Settings:
1. In the Post Install Wizard, click Next after entering a valid License Key.
2. Select where to store your archived emails. Available options are:
DATABASE
TYPE
DESCRIPTION
Microsoft SQL
Server with
File Storage
Recommended if you have more than 500 mailboxes to archive or an average mail flow of more than 8000/day.
Select this option to prompt GFI Archiver to use a SQL Server ® to store the email headers and metadata, and a
disk location you specify to store the email data. For more information, refer to Configuring Archive Store - SQL
Server® (page 26).
NOTE
Choosing this option requires a SQL Server ® installation.
GFI Archiver
DATABASE
TYPE
DESCRIPTION
Microsoft SQL
Server
Recommended if you have less than 500 mailboxes to archive, an average mail flow of more than 8000/day or if
you need full auditing of both user and database activity.
Select this option to prompt GFI Archiver to use a SQL Server ® to store both email headers/metadata as well as
email data. For more information, refer to Configuring Archive Store - SQL Server® (page 26).
NOTE
SQL Server
Express with
File Storage
Recommended if you have less than 100 mailboxes to archive or an average mail flow up to 6000 emails/day.
Select this option to prompt GFI Archiver to use a SQL Server ® Express database to store email headers and
metadata and a disk location you specify to store the email data. For more information, refer to Configuring
Archive Store - SQL Server® (page 26).
NOTE
Choosing this option requires a SQL Server ® Express installation. This is freely downloadable from the
Microsoft® website.
GFI Archiver
Database
Recommended for evaluation purposes only.
Select this option to store all email header/metadata in a Firebird database and the email data in a disk location
you specify. For more information, refer to Configuring Archive Store - GFI Archiver Database (page 24).
NOTE
Choosing this option does NOT require you to install the Firebird database. GFI Archiver will automatically
create a database for you.
3. Click Next and follow the Post Install Wizard to continue setup.
4. (Optional) Check Create a new Archive Store now to let GFI Archiver create the first archive store and click Next. A
welcome email is sent by GFI Archiver to confirm that the new archive store has been created.
Configuring Archive Store - GFI Archiver Database
If you opted to use a GFI Archiver database, you will now be guided to create New Archive Store Settings that are
used as a template by GFI Archiver to create new Archive Stores.
GFI Archiver
Screenshot 3: Archive Store creation: Select locations
1. Browse and select the Database File, Email File and Search Index locations to use for the GFI Archiver database. Also,
provide any required credentials to access the provided locations.
OPTION
DESCRIPTION
Database file location
Defines the location where the Firebird database file will be located. Key in or click
Browse… to select a location where to store this file.
NOTE
UNC paths are not allowed.
Email file location
Defines the location where the email data files will be located. Key in or click
NOTE
UNC paths are allowed.
GFI Archiver
OPTION
DESCRIPTION
Search Index location
Defines the location where the email search index will be located. Key in or click
NOTE
For more information, refer to Configuring Index File Location Credentials (page
121).
Use the following login and password to
access the above UNC path
Enable this option to allow input in the Login: and Password: fields. The cre
dentials keyed in are used to access the UNC paths selected.
2. Click Next to continue setup.
3. (Optional) Check Create a new Archive Store now to let GFI Archiver create the first archive store. A welcome
email is sent by GFI Archiver to confirm that the new archive store has been created.
4. Click Finish.
Configuring Archive Store - SQL Server®
If you have opted to use a Microsoft® SQL Server, Microsoft® SQL Server with File Storage or SQL Server® Express with File
Storage, you will now be guided to set up a new Archive Store settings.
NOTE
Ensure SQL Server® is installed in Mixed Mode authentication and TCP IP is enabled.
GFI Archiver
Screenshot 4: Archive Store creation: Select database
1. In the Database Server Details screen, choose an SQL Server® from the list of automatically discovered servers or
manually provide the details.
OPTION
DESCRIPTION
Select the database server to use
to store the archived emails.
Enables you to select a SQL Server ® from the list of discovered Microsoft® SQL Servers. Click
Recheck to recheck for any servers that might have come online since the page loaded.
Manually specify the database
server to use to archive your
emails.
Choose this option to disregard the list of discovered Microsoft® SQL Servers and to specify
the details of the server used for your Archive Store.
2. Click Next to continue.
3. If, in the previous screen, you chose to manually specify the details used to store your archived emails, provide the
Microsoft® SQL Server database name in the Database Server field. If a database server was selected, continue with the
next step.
4. Select the authentication method used to connect to the selected SQL Server®.
GFI Archiver
OPTION
DESCRIPTION
Integrated Windows
Authentication
Uses the login credentials of the currently logged on user to access the SQL Server ®. Keying in a
username and a password is not required.
Authentication
Uses the username and password provided in the Username and Password fields to access the SQL
Server ®.
6. Provide the paths for the SQL Server® data (.mdf) and log (.ldf) files. If an existing database was selected, skip to the
next step.
OPTION
DESCRIPTION
Use the default path as defined in the
Instructs GFI Archiver to use the default paths configured within SQL Server ®. Uncheck
this option to configure alternate paths.
Data file location
Defines the location used by GFI Archiver to store data files. Key in or click Browse…
to select the path.
Use the same path for both data file
and log file.
Instructs GFI Archiver to use the path in the Data & Log File Location text box as the
location for the Log file.
Uncheck this option to key in a custom log file location.
Log File Location
Defines the location used by GFI Archiver to store the log files. Key in or click
Browse… to select the path.
GFI Archiver
Screenshot 5: Archive Store creation: Select locations
8. Provide the file locations required for the type of selected SQL Server® type.
NOTE
Some options are not selectable depending on the chosen SQL Server® type.
For example, selecting Microsoft SQL Server with File Storage disables Database File Location and Email File
Location options.
OPTION
DESCRIPTION
Email file location
Defines the location where the email data will be located. Key in or click Browse… to select
a location where to store this file.
NOTE
Use the following login and pass
word to access the above UNC
path
GFI Archiver
Enable this option to allow input in the Login: and Password: fields. The credentials keyed
in will be used to access the UNC paths selected.
OPTION
DESCRIPTION
Search Index location
Defines the location where the email search index will be located. Key in or click Browse…
to select a location where to store this file.
NOTE
UNC paths are allowed provided that the Search service has read/write access to the
location. For more information, refer to Configuring Index File Location Credentials (page
121).
IMPORTANT
For more information, refer to Choosing your database type (page 18).
11. Click Finish.
2.8.3 Configuring Archiving Method
GFI Archiver offers different archiving options. Depending on your infrastructure and organization objectives you can
use the Archiving Method to define how GFI Archiver collects items for storage in the archive stores.
NOTE
To include or exclude specific mailboxes from archiving, use the Mailbox Archive Restrictions feature. For more
information, refer to Configuring Archive Restrictions (page 93).
IMPORTANT
Items are not archived if an Archiving Method is not configured.
To configure the Archiving Method:
1. Select Configuration tab and from Archive Sources, click Archiving Method .
GFI Archiver
Screenshot 6: Configuring Archiving Method
2. Click Configure Archiving Method .
3. From the Archiving Method Wizard page, select from the following options:
OPTION
DESCRIPTION
Manual
Archiving
This archiving method does not require Microsoft® Exchange. Any business using Microsoft® Outlook can manually
archive emails irrespective of where their email is hosted. Select this option when you want to:
Enable users to manually select which emails to archive from their Microsoft Outlook® applications using Archive
Assistant. Users are also able to define a folder structure when manually archiving their emails to facilitate searches.
Import items automatically from users' mailboxes using the Archive Assistant with automatic import settings. In
this type of deployment GFI Archiver does not connect to the mail server and retrieves items for archiving directly
from client computers. For more information, refer to Importing Emails and Calendar Items via the GFI Archiver
Archive Assistant (page 103).
GFI Archiver
OPTION
DESCRIPTION
Auto-Archiv
ing (Journ
aling)
When selected, GFI Archiver automatically connects to a configured mail server, downloads the items stored in the
journaling mailbox and stores them in Archive Stores. For more information, refer to Managing the Mail Servers to
Archive (page 85).
If Auto-Archiving (Journaling) is selected, you must then select one of the following options:
All Emails - Select this option to archive all items downloaded from the journaling mailbox.
Rule-Based Archiving - Archive only specific items downloaded from the journaling mailbox. When this
option is selected you need to configure Archiving Rules that determine which items get archived and which are
ignored. For more information, refer to Configuring Archiving Rules (page 89).
IMPORTANT
When Rule-Based Archiving is selected you need to configure Archiving Rules for GFI
Archiver to start archiving.
NOTE
More than one method of archiving can be selected. For example, you can enable Manual Archiving and AutoArchiving (Journaling) of All Emails at the same time.
4. Click Save .
Setting up a journaling mailbox
If you have selected the Auto-Archiving (Journaling) method of archiving, you need to create a journaling mailbox on
your mail server. Journaling is a feature that enables the recording of email in an organization. Through the journaling
feature, your mail server can channel the items to archive into a single mailbox. GFI Archiver connects to the mail server
and retrieves the items for archiving from the journaling mailbox.
In GFI Archiver, a journaling mailbox can be created automatically if the mail server used is Microsoft Exchange. For more
information, refer to Creating a journaling mailbox on Microsoft Exchange via the Post Install Wizard (page 32).
If using another mail server, the journaling mailbox needs to be created manually on the mail server. Once the journaling
mailbox has been created, GFI Archiver needs to connect to it to start archiving.
To manually create a journaling mailbox on a Microsoft Exchange server refer to
http://go.gfi.com/?pageid=ARChelp#cshid=journalingexchange
IMPORTANT
If journaling is not set up correctly, Auto-archiving (journaling) method of archiving will NOT work.
Creating a journaling mailbox on Microsoft Exchange via the Post Install Wizard
To set up journaling for Microsoft Exchange Server 2007 or later installations using the post install wizard:
1. In the Configuration Wizard that opens after creating the Archive Store Profile , click Next.
GFI Archiver
Screenshot 7: Journal Mailbox wizard
2. From the Mail Server to Archive Wizard page, select Let the wizard create a new journal mailbox to use to
start archiving your emails. Select this option to automatically create a new journaling mailbox using the wizard. The
new journaling mailbox will be created on the selected Microsoft® Exchange Server from the list of detected servers.
NOTE
This feature works only with Microsoft® Exchange Server 2007 Service Pack 2 onwards.
i. Select Let the wizard create a new journal mailbox to use to start archiving your emails and click Next.
ii. When prompted, key in the required details for the journaling mailbox. Available options are:
OPTION
DESCRIPTION
Let GFI Archiver create a new journ
aling user for you to associate the
mailbox/es to.
Select this option if you have already configured a journaling mailbox on a mail server. In
the Detected mailboxes field, select the mailbox database you want to connect to from
the list of detected mailboxes.
Use existing journaling user to
associate the mailbox/es to.
This option is enabled if a journaling user is discovered. If this option is enabled, the dis
covered journaling user will be associated with the 'Detected mailboxes'.
iii. Click Next.
iv. Provide the required Administrative credentials to complete the setup.
GFI Archiver
3. Click Finish to finalize setup.
2.9 Test your setup
Depending on the Archiving Method chosen during the post installation tasks, test your setup to ensure that emails are
archived successfully.
Testing Manual Archiving
1. Open a Microsoft Outlook® installation where Archive Assistant has been deployed.
NOTE
2. Select an email and click the Archive button.
3. In GFI Archiver, go to Archive tab.
4. Ensure the correct Archive Store is selected and verify that the email archived using the Archive Assistant is displayed
in the Conversation pane.
Testing Archiving of Auto-Archiving (Journaling) All Emails
1. Create a new email and send it to an email address that belongs to a mailbox that is being archived.
Screenshot 8: Search for email
3. Ensure the correct Archive Store is selected and verify that the archived email is displayed in the Conversation pane.
GFI Archiver
Testing Rule-based Archiving
1. Ensure that Archiving rules have been configured. For more information, refer to Configuring Archiving Rules
(page 89).
2. Create a new email based on the criteria configured in the Archiving Rules and send it to a valid email address.
4. Ensure the correct Archive Store is selected and verify that the archived email is displayed in the Conversation pane.
NOTE
When satisfied that GFI Archiver is archiving emails correctly, you may want to set up mailbox management policies
that remove email from your Microsoft Exchange server. For more information, refer to Removing email from
Microsoft® Exchange (page 35).
2.10 Removing email from Microsoft® Exchange
Once GFI Archiver is configured and your organization's email is being archived correctly, you may want to create a
mailbox management policy to free up space on the Microsoft Exchange server by deleting email that has been
archived. This can be accomplished by using the Archive Assistant or using the Microsoft Exchange retention policy.
For more information on how to manually remove emails from Microsoft Exchange, refer to
http://go.gfi.com/?pageid=ARChelp#cshid=removexchemails
2.11 Upgrading to the latest version
This section describes how to upgrade a GFI Archiver installation to the latest version while retaining all settings.
NOTE
Direct upgrades from version 2011 or earlier versions re not supported and it is recommended to uninstall and
reconfigure GFI Archiver.
Important notes when upgrading
Upgrade is not reversible; you cannot downgrade to the previous version that you had installed.
Backup the GFI Archiver Archive Stores before upgrade. This backup may be useful in the event that the upgrade
fails. For more information, refer to Backup Archive Stores (page 122).
Log in to the GFI Customer Area to get a new license key. Click the blue key icon on the right and select Upgrade
License Key, or click Renewal to extend your maintenance agreement.
Check all the System requirements before proceeding with upgrade. For more information, refer to System
requirements (page 11).
Ensure that you are logged on as Administrator or using an account with administrative privileges.
Before starting installation, save and close all open applications on the machine.
Disable any anti-virus software running on the server where GFI Archiver is installed.
Upgrade procedure
1. Download the latest build of GFI Archiver on the server where GFI Archiver is currently installed. Go to http://go.g
fi.com/?pageid=MAR_DownloadRegistrationForm, click Login and key in your GFI Account credentials.
GFI Archiver
2. Right-click the newly downloaded installer and choose Properties. From the General tab, click Unblock and then
Apply. This step is required to prevent the operating system from blocking certain actions by the installer.
3. Launch the newly downloaded installer and follow on-screen instructions to install the latest version.
4. Use the license key obtained from the GFI Customer Area.
5. If during installation you are prompted to upgrade your existing database schemas to the new GFI Archiver schema,
click Upgrade. Click Next to continue setup.
When upgrade is complete:
Upgrade any client tools that are in use with GFI Archiver (Archive Assistant, File Archive Assistant or Outlook Con
nector), to ensure seamless integration. Use the installation files available from the GFI Archiver installation folder to reinstall the client tools: \GFI\Archiver\Client Tools\
Test your upgraded setup. For more information, refer to Test your setup (page 34).
GFI Archiver
3 Using GFI Archiver
GFI Archiver helps you maintain an easily accessible archive of email correspondence, calendar items and documents,
eliminating the need for PST files and meet a growing number of compliance and eDiscovery regulations.
With the reporting capabilities of MailInsights business intelligence tools, you are able to get the most from your
archived items. Identify legal risks and manage productivity with reports based on the business-critical information in
your archive.
Read the following sections for information related to:
37
41
41
43
46
51
52
3.8 Client Tools
53
53
55
58
59
Use the GFI Archiver Home tab, to easily monitor your installation. The graphical and statistical information provides a
real-time overview of the general operational parameters of GFI Archiver. It also helps to identify any issues before these
have serious repercussions on your system.
GFI Archiver
3 Using GFI Archiver | 37
Screenshot 9: The GFI Archiver dashboard
From the GFI Archiver interface, select Home tab. The information is displayed in various screen elements grouped by
type. The sections below describe each section and how to interpret the data presented:
Status overview
Servers
Archive Stores
Email flow
Event viewer
GFI Archiver
3.1.1 Status overview
Screenshot 10: GFI Archiver Heartbeat
The ‘Status Overview’ area shows information that enables you to quickly identify issues related to various components
of GFI Archiver, such as any unresponsive servers. View the following tabs to investigate any interruptions in service:
OPTION
DESCRIPTION
Services
Shows current status of background services used by GFI Archiver.
Journaling
Mailboxes
Displays a list of configured journaling mailboxes. For more information, refer to Configuring a journaling mailbox
(page 86).
SQL Serv
ers
Shows the SQL Servers configured to archive email. For more information, refer to Choosing and preparing a data
base (page 17).
Licensing
The Licensing tab shows if the current license is valid and whether the installation is in evaluation or fully licensed
mode. It also indicates the number of licensed users, the number of enabled users and information related to how
long the product has been in operation.
3.1.2 Servers
Screenshot 11: Servers area
GFI Archiver
The ‘Servers’ area provides you with information on how much disk space you have free on the Server where GFI
Archiver is installed. This enables you to easily keep track of any servers that are running out of disk space and to take
remedial action before you run out of disk space.
3.1.3 Archive Stores
Screenshot 12: Archive Stores area
The ‘Archive Stores’ area provides information about the total number of emails stored in GFI Archiver and the number
of Archive Stores used. This information enables you to identify whether emails are being archived correctly.
NOTE
When Legal Hold is enabled, a message is displayed in this window. For more information, refer to Configuring
Legal Hold (page 148).
3.1.4 Email Flow
Screenshot 13: GFI Archiver Email flow area
The ‘Email Flow’ graph provides a graphical overview of the quantity of emails that GFI Archiver is archiving. Spikes or
dips that fall outside of the normal email flow should be investigated since this can indicate that email journaling is not
functioning correctly.
GFI Archiver
Customize the ‘Email Flow’ graph to view the flow for all journal mailboxes, a single mailbox or a specific period. To
customize the view use the provided controls and click Refresh.
3.1.5 Event Viewer
Screenshot 14: Event Viewer tab
The ‘Events Viewer’ window provides information about GFI Archiver events. The messages provided here enable you
to gain information about system processes that are typically hidden from the system administrator’s view, but which can
lead you to discover that some system functions require your attention.
Select one of the following options to log in GFI Archiver:
Go to Start > GFI Archiver > GFI Archiver. The application loads in your default Internet browser. Key in your
domain credentials (username and password used to login to Windows®) when prompted.
Alternatively, from your Internet browser, key in the following URL:
http://<GFI Archiver host name>/<GFI Archiver virtual folder name>
For example: http://mydomain.com/Archiver
By default, GFI Archiver does not require any login credentials while logging in. It will instead use the credentials of the
currently logged in user. Closing your browser session logs off the currently logged on user from GFI Archiver.
NOTE
To login as a different user, log off your profile and log in using a different Windows® user.
NOTE
If you are logging in from a computer that is not joined to the domain where GFI Archiver is installed, you will be
prompted to key in the credentials used to log in the domain where GFI Archiver is installed.
1. From GFI Archiver, select Archive tab.
GFI Archiver
Screenshot 15: Browsing Archived Emails
2. In the Archive tab, you can view archived items for all the mailboxes that you have been granted access to. You can
also perform several actions as described in the table below.
OPTION
DESCRIPTION
Enables you to search for emails. Key in the words or phrases to search for
and click . Results are displayed in the emails pane.
Hides the email preview pane.
Shows the email preview pane.
Toggles the email preview pane from displaying emails at the bottom to dis
playing emails at the side of the email list page.
Displays emails in message view.
Displays emails in mailbox view.
Switch to calendar view and display archived calendar items.
Switch to file history view and display a list of files archived by the File
Archive Assistant.
GFI Archiver
OPTION
DESCRIPTION
Displays the list of mailboxes the currently logged in user has access to. From
the accounts list, select the Archive Store to view mailboxes for form the List
accounts in archive option. Click Close to exit Account list.
Deletes the selected Emails if Email Deletion has been enabled by your
System Administrator. If Email Deletion is not enabled, this icon will not be
displayed.
NOTE
Emails cannot be deleted from Read-only Archive Stores or when Legalhold is enabled.
NOTE
By default, GFI Archiver displays 25 items per page. To change this value, click the user name displayed on the top
right hand corner of your screen and change the value of the Number of emails to display per page option. Click
Save.
Within the GFI Archiver Archive tab, you can view and take action on different types of archived items.
Switch between email conversations and calendar items using the provided controls in the task bar. For more
information, refer to Browsing Archived items (page 41).
To view an email or an archived file, select the email from the mailbox or message view. This will display the selected
item in the preview pane. Double click an email or archived file to view it in the email view window.
GFI Archiver
Screenshot 16: Working with archived items within GFI Archiver
To open an archived calendar item, switch to calendar view. Select the item to view. Click once on the item to view
details in the calendar window.
Depending on the type of archived item selected, the following actions can be performed when viewing the contents
of archived items:
OPTION
DESCRIPTION
View email/calendar item header.
Click to view email or calendar item headers. These are displayed in a panel. Click this button again or select close to
close panel.
View conversation thread
Click button to view the whole conversation in the mail view window. All emails forming part of the conversation are
listed. Click this button again or select close to close the panel.
GFI Archiver
OPTION
DESCRIPTION
Edit email or calendar item labels (Personal and Global)
Enables you to categorize emails and calendar items through labeling. This feature is useful during searches for
specific types of archived items. For example search all items labeled as “Important”.
To add a label:
1. From ‘Available Labels’, key in a new label or select an existing one.
2. Click Label Email to label email with the keyed in or selected label.
To remove a previously assigned label:
1. Select a previously assigned label.
2. Click Remove label.
Click this button again or select close to close panel.
NOTE
Labels are displayed in the ‘Labels’ field in black. Labels assigned at an organization level through categorization
policies are in red. You cannot remove categorization policies labels from an email.
Restore email/calendar item
Restores emails or calendar items using the OneClick Restore feature that restores an archived item to a specific
mailbox or forwards a copy to an email address.
In the restore email panel, key in the email address where to send a copy of the current item and click Restore
Email/calendar item.
Save email to disk (EML format)
Downloads the whole email to disk including any attachments, in .eml format. This format is compatible with a
number of email clients such as Microsoft Outlook® Express, Windows® Mail, and Mozilla Thunderbird. In the File
download dialog box, select Save, and select the location where to save the file.
Save email to disk (MSG format)
Downloads the whole email to disk including any attachments, in .msg format, which is compatible with Microsoft
Outlook®. In the File download dialog box, select Save, and select the location where to save the file.
Download Calendar Item
Downloads the whole email to disk including any attachments, in .msg format, which is compatible with Microsoft
Outlook®. In the File download dialog box, select Save, and select the location where to save the file.
Print email/calendar item
Displays archived item in a printer friendly format in a new browser window. Use the print function of your browser
to print the item.
Show images in email
Use this button to display embedded images within the email.
Mark as not SPAM
Use this button to mark as not SPAM an email that was previously identified as SPAM by an anti-spam solution.
Requires a SPAM retention policy to be set up
Delete Email/calendar item
Deletes the current item if Email Deletion has been enabled by your System Administrator. If Email Deletion is not
enabled, this icon will not be displayed.
NOTE
Archived items cannot be deleted from Read-only Archive Stores or when Legal-hold is enabled.
Show Calendar Item Events
Click button to view the Calendar Item Events in the mail view window.
Download
GFI Archiver
When viewing archived files, an additional Download link is provided in the body. Click this link to download the file
and save it to disk.
When searching for archived items, such as emails, files, calendar items or faxes, GFI Archiver queries the email index and
retrieves any matching item with its respective attachment. Within GFI Archiver, you can search using:
OPTION
DESCRIPTION
Quick
Search
Use the text box in the toolbar to search all archived emails for the selected user across all Archive Stores. In the Quick
Search text box, you can also use the following wildcards:
? - Matches any single character
* - Matches any string of characters
For example:
To search for emails containing the word ‘Swiss’, key in ‘sw??s’ or ‘sw*s’.
Simple
Search
Expand the Quick Search to filter the search by simple criteria such as Sender, Receiver, Subject, Date and other
information. For more information, refer to Using Simple Search (page 46).
Advanced
Search
Use advanced options for an extensive range of search options. For more information, refer to Using Advanced Search
(page 48).
Emails matching the search query are displayed in the emails pane. GFI Archiver displays up to 25 emails per page. If
more than 25 emails are matched for each search query, GFI Archiver spreads the emails out on separate pages. Use the
slider at the bottom of the email pane to change from one page to the next.
3.5.1 Using Simple Search
The Simple Search is an extension of the Quick Search feature that enables you to use additional search criteria
when searching for emails, files, calendar items or Fax/SMS messages in all Archive Stores.
To use Simple Search:
1. From the Archive tab, click the drop down icon
next to the Search text box.
Screenshot 17: Simple Search options
2. In the Search for area, select Email to search for emails in all Archive Stores. Use the following search features:
OPTION
DESCRIPTION
Contains
Enter a keyword to search for. You can also use the following wildcards:
Subject
Search for emails having a specific subject.
Sent date
Defines the date when the email to search for was sent.
GFI Archiver
OPTION
DESCRIPTION
From
Specify the email address or display name of the email sender for which to search emails.
To
Specify the email address or display name of the email recipient for which to search emails.
Attachment
Search for emails that have some specific content anywhere in the attachment.
Advanced
options
Click link to advanced options for an extensive range of search options. For more information, refer to Using
Advanced Search (page 48).
Reset
Resets the search conditions and enables you to start all over again.
Save
Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed
in the Classifications window under Archive tab.
Search
Starts the search for the archived emails. Results are returned as per the conditions selected.
3. In the Search for area, select File to search for archived Files in all Archive Stores. Use the following search features:
OPTION
DESCRIPTION
File Name
Enter the full file name or part of the file name to search for. You can also use the following wildcards:
File Type
Specify a File Type from the available list or select Any (Default).
Last Modi
fied Date
Select an option from the available list or select Custom and specify a date range using the calendar controls.
Advanced
options
Search
Reset
Save
4. In the Search for area, select Calendar to search for archived calendar items in all Archive Stores. Use the following
search features:
OPTION
DESCRIPTION
Contains
Organizer
Specify the name of the event organizer.
Subject
Search for calendar items having a specific subject.
Invited
Attendees
Specify the name of persons invited to an event.
Start of
Event
Select an option from the available list or select Custom and specify a date range using the calendar controls.
Location
Specify the name of the location where an event is taking place.
Advanced
options
GFI Archiver
OPTION
DESCRIPTION
Search
Reset
Save
5. In the Search for area, select Fax to search for archived Fax and SMS messages in all Archive Stores. Use the following
search features:
OPTION
DESCRIPTION
Contains
Type
Switch between Fax and SMS using the drop down list.
Sent date
Select from available list to define the date when the Fax or SMS to search for was sent.
From
Specify the address of the sender for which to search.
To
Specify the address of the recipient for which to search.
Advanced
options
Search
Reset
Save
NOTE
The Fax Search option is displayed only when the Fax Archiving Search Tab is enabled by the GFI Archiver
Administrator.
3.5.2 Using Advanced Search
The Advanced Search is an extension of the Simple Search feature that enables you to use a wide range of search
criteria when searching for archived items.
To use Advanced Search:
1. From the Archive tab, click the drop down icon
options.
GFI Archiver
next to the Quick Search text box and select Advanced
Screenshot 18: Advanced Search Options
2. In the Advanced Search Options area, use the following advanced search features:
OPTION
DESCRIPTION
Search emails
for
Select the user from the available list.
Archive Store
Defines the Archive Store where the search will be performed. Select one or more Archive Stores from the
available list of Archive Stores.
Sent date
Defines the date when the email to search for was sent.
Includes
all/any
Defines whether to display items that match all conditions or items that match any of the conditions. From the
drop-down list select:
All – Displays archived items that match at least one of the conditions specified.
Any – Displays archived items that meet all the conditions specified.
Click this button to add conditions. Available conditions are:
Subject – Search for emails having a specific subject.
Sender - Specify the email address or display name of the email sender for which to search emails.
Recipient - Specify the email address or display name of the email recipient for which to search emails.
BCC - Specify the email address or display name of the recipient whose address was keyed in the BCC field.
Sent Date - Search for emails sent before, after or exactly on a specific date. Key in or select a date, and select
Is before, Is after or Is exactly.
Received Date - Search for emails received before, after or exactly on a specific date. Key in or select a date,
and select Is before, Is after or Is exactly.
Start Date - Search for calendar items that start before a specified date.
Size (KB) - Search for items that are bigger, smaller or equal to a particular size. Key in a size and select Is
greater than, Is smaller than and Is exactly.
Message ID - Search using the ‘Message ID’ field contained in the email header. Key in or paste the message
ID of the email to find.
Whole Email - Search for emails that have some specific content in the email body and attachments.
Body - Search for emails that have some specific content in the body.
Attachment - Search for emails that have some specific content anywhere in the attachment.
Contains document - Search only for emails that have an attached document.
Folder - Search for items contained in a specific mailbox folder.
Folder/Subfolders - Search for items contained in a specific subfolder within a mailbox folder.
Label - Search for emails labeled with a specific label.
NOTE
Click
GFI Archiver
displayed next to a search condition to remove it.
OPTION
DESCRIPTION
Excludes all
of these con
ditions
Defines a list of conditions that the archived items will NOT have to meet to be returned as a search result. Click
and select the conditions to apply. The conditions that can be selected are similar to the ones described above.
NOTE
Click
displayed next to a search criteria to remove it from search.
Back to basic
options
Click to return to the Simple Search feature. For more information, refer to Using Simple Search (page 46).
Reset
Save
Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are
displayed in the Classifications window under Archive tab.
Search
Starts the search for the archived items. Results are returned as per the conditions selected.
3.5.3 Email search using smart phones
Within GFI Archiver, you can search for emails using a smart phone.
NOTE
This feature is supported by the following mobile Operating Systems:
Android 2.1+
Apple iPhone iOS 4
Blackberry OS5+
To perform a simple search:
1. Launch the Internet browser on your smart phone and key in the URL where GFI Archiver is located, using the
following format:
http://<GFI Archiver host name>/<GFI Archiver virtual folder name>
For example:
http://mydomain.com/Archiver
2. Sign in using your credentials.
NOTE
The Mobile User Interface uses the same language settings as those configured by the user in GFI Archiver. For
more information, refer to Changing user preferences (page 52).
3. Key in the text to search for and click Search.
4. Browse through the displayed results using the controls provided. Results are sorted by date in descending order.
NOTE
The mobile search feature returns 10 emails per page. You can browse additional pages using the controls provided.
The maximum number of results is 5000.
GFI Archiver
Screenshot 19: Conversation View Smart Phone
5. Click the Email subject to display the email or click View Conversation to display related emails.
NOTE
The mobile user interface is focused on searching email archives. For advanced search and browsing features, access
GFI Archiver from your computer.
NOTE
The mobile user interface enables users to access ONLY their mailbox.
From within the Archive tab, you can also browse archived items in other users mailboxes - provided that you have
been granted access to their archive. A user with Administrative rights can grant or revoke access to other users
mailboxes from the GFI Archiver Access Control feature.
NOTE
Search user to add feature is disabled if the currently logged on user does not have access to other users
mailboxes, or if there are no emails to view.
GFI Archiver
Screenshot 20: Accessing multiple mailboxes
To view archived items for a different mailbox:
1. Key in the name of the mailbox for which to view archived items in the Search users to add search box . A list of
names matching the one keyed (for which you have access to) will be displayed.
2. Select the user and click
next to the search field.
3. Select the newly added user from the Browse conversations for: field.
4. Browse or search the displayed archived items using the controls provided.
1. Click the user name displayed on the upper right hand corner of the screen.
2. From the Language options drop down box, select the language to display.
3. From the Maximum page size area, configure the number of emails to display per page.
4. From the Audit Reports Date/Time Format area (available only if logged in as an administrator), change the
date/time format to display on audit reports.
5. In the Set your time zone area use the drop down list to set the correct time zone. The date and time of emails
within GFI Archiver will be displayed according to this setting.
6. Click Save .
GFI Archiver
3.8 Client Tools
GFI Archiver provides integration with various email clients and technologies so that users can access their archived data
from remote locations, while in the office or on the move. Use the Client Access page to download and configure any of
the following:
OPTION
DESCRIPTION
GFI Archiver Outlook
Connector
A Microsoft Outlook® plugin that enables users to view archived items from their Microsoft Outlook
client.
For more information on how to install and configure Outlook Connector, refer
to: http://manuals.gfi.com/en/mar12user/default.htm#cshid=ocguide.
GFI Archiver Archive
Assistant
A tool that enables users to manually archive emails, files and calendar items contained in their
Microsoft Outlook® installation.
For more information on how to install and configure Archive Assistant, refer
to: http://manuals.gfi.com/en/mar12user/default.htm#cshid=aaguide.
GFI Archiver File Archive
Assistant
An agent that enables users to archive files either automatically from a synced folder or manually
from any location on their machine.
For more information on how to install and configure File Archive Assistant, refer to:
http://manuals.gfi.com/en/mar12user/default.htm#cshid=faaguide
GFI Archiver Touch App for
Windows 8/RT
An App that enables users to search archived data directly from Windows 8 or Windows RT.
IMAP Access
Configure an IMAP account on your email client of choice to view archived items in mailboxes you
have access to.
The Outlook Connector enables users to synchronize their Microsoft Outlook® folders with the data archived by GFI
Archiver. This connector can be installed via Active Directory® Group Policy Objects (GPO) or via manual install.
For more information on how to install and configure Outlook Connector, refer
to: http://manuals.gfi.com/en/mar12user/default.htm#cshid=ocguide.
When Outlook Connector is installed, it automatically registers itself in Microsoft Outlook®. Microsoft Outlook® attempts to
connect to GFI Archiver using the URL specified during installation. Synchronization with GFI Archiver takes place
automatically at a specified time interval, or manually using the Outlook Connector status toolbar.
Outlook Connector adds the folder GFI Archiver Mailbox in the Microsoft Outlook® folder list. By default only one mailbox
is available (the mailbox of the logged on user), however other mailboxes can be added later.
A toolbar is displayed, showing the status of synchronization with the GFI Archiver server.
NOTE
By default Outlook Connector synchronizes and displays emails sent and received within the last 365 days. For more
information on how to configure the number of days to synchronize refer to: http://go.gfi.com/?pageid=MAR_
OutlookConnectorSyncronisation
GFI Archiver
3.9.1 How GFI Archiver Outlook® Connector works
Screenshot 21: How does GFI Archiver Outlook® connector work?
®
1. Outlook Connector (installed on client machine) initiates a request
with GFI Archiver.
to synchronize Microsoft Outlook folders
2. GFI Archiver retrieves the required email and folder data from the GFI Archiver archive store
.
®
3. GFI Archiver sends the email data
to the Microsoft Outlook client machines.
3.9.2 Changing the Outlook® Connector tab availability
By default, the Outlook® Connector tab is visible and available to all users when they log in GFI Archiver. To disable users
from seeing it:
1. In the Client Access page, click
on the Outlook Connector tab.
2. Select an option and click Save . Available options are:
GFI Archiver
OPTION
DESCRIPTION
Administrators only
Makes the Outlook® Connector tab available only to users that log on using domain administrator
privileges.
All users and Admin
istrators
Makes the Outlook® Connector tab available to all users, regardless of their logon privileges.
The Archive Assistant enables users to manually archive emails, calendar items and files (such as documents or images)
from Microsoft Outlook®. The Archive Assistant can be installed via Active Directory® Group Policy Objects (GPO) or via
manual install.
For more information on how to install and configure Archive Assistant, refer
to: http://manuals.gfi.com/en/mar12user/default.htm#cshid=aaguide.
The Archive Assistant is a plug-in installed in Microsoft Outlook® to enable users to manually archive email messages and
calendar items from Microsoft Outlook client into GFI Archiver. By default, items stored in GFI Archiver are organized in an
identical folder structure to that in the user’s mailbox in Microsoft Outlook.
NOTE
Manual Archiving must be enabled in GFI Archiver for Archive Assistant to work.
NOTE
Archive Assistant can be installed in Microsoft Outlook® 2003, 2007, 2010 and 2013.
IMPORTANT
Emails or calendar items archived through the Archive Assistant get archived irrespective of any rules set in Rulesbased Archiving.
3.10.1 How does Archive Assistant work?
1. Within Microsoft Outlook®, user selects an email, a group of emails, calendar item/s, a file or a number of files, or a folder
and uses the archive commands in the additional toolbar that is installed when Archive Assistant is deployed.
GFI Archiver
Screenshot 22: How the Archive Assistant works with GFI Archiver
NOTE
Using the File Archiving feature of Archive Assistant, you can easily archive files from any location on your machine
(including Microsoft Office documents), into GFI Archiver. This feature is designed to provide a centralized location
for user data.
2. Archive Assistant (installed on client machine) initiates a request to synchronize the selected items with GFI Archiver.
3.10.2 Enabling and disabling Manual Archiving
The manual method of archiving needs to be enabled for Archive Assistant to work.
To enable or disable Manual Archiving:
1. Log on to GFI Archiver with a user that has administrative privileges.
2. From the Configuration page, select Archiving Method .
3. Click Configure Archiving Method .
GFI Archiver
Screenshot 23: Enable or disable Manual Archiving
4. Perform one of the following actions:
To enable, check the Manual Archiving checkbox.
To disable, uncheck the Manual Archiving checkbox.
5. Click Save to complete the configuration.
3.10.3 Changing the Archive Assistant tab availability
By default, the Archive Assistant tab is visible and available to all users when they log in GFI Archiver. To disable users
from seeing it:
on the Archive Assistant tab.
OPTION
DESCRIPTION
Administrators only
Makes the Archive Assistant tab available only to users that log on using domain administrator
privileges.
All users and Admin
istrators
Makes the Archive Assistant tab available to all users, regardless of their log on privileges.
GFI Archiver
The File Archive Assistant enables users to sync files between their computer and GFI Archiver. All files archived by File
Archive Assistant are accessible via the GFI Archiver Web Interface and GFI Archiver Touch App for Windows 8 and
Windows RT.
The File Archive Assistant can be used in 2 ways:
Use
Description
Archive files manually from any
location on your computer
When the File Archive Assistant is installed on your computer, a new context menu item for
manual archiving is added to the default Windows context menu.
To archive selected folders or files, right-click on any folder, file, selection of folders or a
selection of files and click Archive files.
Use a Synchronized Folder to
automatically archive files
File Archive Assistant offers the ability to create synchronized folders. Any file saved in these
folders is automatically uploaded to GFI Archiver.
The File Archive Assistant can be installed manually or via Active Directory® Group Policy Objects (GPO).
Notes for the administrator to consider before installing the File Archive Assistant:
To use File Archive Assistant, the GFI Archiver administrator must configure roles and permissions for file archiving.
For more information, refer to Configuring Roles and Permissions for file archiving (page 59).
Items archived through the File Archive Assistant get archived irrespective of any rules set in Rules-based Archiving.
Configure the default File Archive Assistant settings to enable clients on your network to inherit the configuration set
tings from the server. For more information, refer to Configuring default File Archive Assistant settings (page 109).
For more information on how to install and configure File Archive Assistant, refer to: http://
manuals.gfi.com/en/mar12user/default.htm#cshid=faaguide.
3.11.1 Changing the File Archive Assistant tab availability
By default, the File Archive Assistant tab is visible and available to all users when they log in GFI Archiver. To disable users
from seeing it:
on the File Archive Assistant tab.
OPTION
DESCRIPTION
Administrators only
Makes the File Archive Assistant tab available only to users that log on using domain administrator
privileges.
All users and Admin
istrators
Makes the File Archive Assistant tab available to all users, regardless of their log on privileges.
3.11.2 Downloading the File Archive Assistant MSI package
The File Archive Assistant can be downloaded from http://go.gfi.com/?pageid=MAR_DownloadMSI11.0 as an
MSI package. The MSI file can then be used to install File Archive Assistant through GPO.
NOTE
Save the downloaded the File Archive Assistant MSI package into a shared folder on your network. Ensure that the
shared folder has read properties. Take note of the folder path for later use.
GFI Archiver
3.11.3 Configuring Roles and Permissions for file archiving
To configure the required Roles and Permissions for file archiving:
1. Log on to GFI Archiver with a user that has administrative privileges.
2. From the Configuration page, select Roles and Permissions.
3. Select a Role from the available list that applies to your configured users and click Configure Role . Otherwise, create a
new one by clicking Add new Role .
4. Ensure that the selected Role has the File Archive Assistant archiving permission enabled.
5. Click Save to complete the configuration.
GFI MailInsights® is a reporting facility within GFI Archiver that uses archived items to deliver information related to email
usage and trends. Use this feature to generate management and HR reports that provide insight on email and resource
use or misuse.
NOTE
GFI MailInsights® is only enabled for users who have been granted the required access rights. For more information,
contact your Systems Administrator.
The available reports are:
REPORT NAME
DESCRIPTION
Communication
Flow
Monitor user/group communication patterns inside and outside the organization.
WebMail Use
Identify top users exchanging email with WebMail services. Identifies potential data leakages and inap
propriate email use.
Email Respons
iveness
Gain insight into the average time it takes users to reply to internal and external email.
Storage Use
Understand the impact of attachments on email storage costs. Create appropriate retention policies to
control email-related storage space.
Inactive Accounts
Returns a list of user accounts that received email but have not replied within the specified time.
Inappropriate Words
Track inappropriate language in email that violates company policy.
Internal Spammers
Find out which internal users tend to include too many recipients in the To/CC/BCC fields.
Outside Office Hours
Returns a list of internal mail accounts with sending activity outside office hours. Spot behavior which may
need more investigation.
Data Leakage Detec
tion
Identify emails with major credit card numbers and US Social Security numbers, or other confidential
documents and information.
Job Search
Identify sent or received emails that contain resumes, or are addressed to job search sites.
Phrase Search
Search for specific terms or phrases within archived emails.
User Traffic
View the number of emails exchanged between selected users or groups and their contacts.
Email Topics
Lists topics and common words found within emails exchanged between selected users or groups and
their contacts.
GFI Archiver
REPORT NAME
DESCRIPTION
Email Performance
Indicators
Analyze sent and received emails to classify users' productivity according to a set of predefined
performance indicators.
Large Emails report
Identify large emails that can be taking up unwanted space in your archive. Email attachments are clas
sified according to specific categories.
3.12.1 GFI MailInsights® Requirements
GFI MailInsights® requires the following configurations:
A preconfigured SMTP server. For more information, refer to Changing General Settings (page 159).
Email indexing. For more information, refer to Indexing (page 118).
Data within Archive Stores for reports to generate successfully.
3.12.2 Generating MailInsights reports
Generated reports are sent by email either to the logged in user or to a user specified in the Forward To field. Reports
can be exported as an attachment in PDF or Excel (.xlsx) format.
To generate a report:
1. Select MailInsights® tab and choose desired report.
2. Use available filters by selecting a value to filter by.
3. (Optional) In the Forward to field, enter the recipient email address.
NOTE
When using the email forwarding option, the report is received by the user generating the report and by any users
specified in the Forward to field.
NOTE
You can insert multiple email addresses separated by ';'
4. Click Send Report, located at the bottom of each report page.
3.12.3 Scheduling MailInsights reports
Every MailInsights® report can be scheduled to run automatically.
To schedule a report:
1. Select MailInsights® tab and choose desired report.
2. Use available filters by selecting a value to filter by.
3. Click Schedule.
GFI Archiver
Screenshot 24: MailInsights® report scheduling
4. In the Report Name field, enter a meaningful name for your report.
5. (Optional) In the Forward to field, enter the recipient (or recipients) email address.
6. From the Schedule Report drop down list, select the report run frequency. Available options are: Daily, Weekly or
Monthly.
7. In the At field, specify the time.
8. Click Save & Schedule Report.
GFI Archiver
3.12.4 Communication Flow
The Communication Flow graph provides an overview of emails exchanged between selected users/groups and their
contacts.
Screenshot 25: MailInsights® Communication Flow
Filter the report using the following criteria:
OPTION
DESCRIPTION
Scope
Specify date range or use default setting. You can only select dates in the last 6 months.
Report for
Select user or group.
Recipients
Select Internal, External or All.
Include
Specify number of results up to a maximum of 1000 recipients. Default value is Top 20.
Report format
Select the type of output. Reports can be exported as an attachment in PDF or Excel (.xlsx) format.
The generated report displays the selected user or group as a single entity in the middle of a graph. Contacts are
segregated by domains. Each domain cluster is shown in different color. Edge width between the nodes shows the
strength of the email relation between different entities.
The table below the graph shows the following information:
OPTION
DESCRIPTION
Contact Email
Contact email address
GFI Archiver
OPTION
DESCRIPTION
Sent Emails
Total number of sent emails
Received Emails
Total number of received emails
Total Emails
Total number of sent and received emails
Last Communication
Date and time of last sent/received email.
3.12.5 WebMail Usage
The WebMail Usage area enables you to generate a report that shows interaction of internal users with web email
accounts.
Screenshot 26: MailInsights WebMail Usage
The report can be filtered using the following criteria:
OPTION
DESCRIPTION
Scope
Report for
Include
Specify number of results up to a maximum of 1000 recipients, default value is Top 20.
Report format
The generated report displays a graph that represents total emails sent and received in the specified period. A Summary
area at the top of the report shows the top WebMail providers, with a summary of sent and received emails per provider.
The table below the graph contains the following information:
GFI Archiver
OPTION
DESCRIPTION
User
User email address.
Total Emails
Total number of internal contacts.
Sent Emails
Total number of sent emails.
Received Emails
Total number of received emails.
Average/Day
Average emails sent and received per day.
Total Percentage
Percentage of total web emails.
NOTE
WebMail Usage report covers the following WebMail providers: Hotmail; Gmail; Yahoo!; Live; AOL; Facebook;
Yandex.ru; Seznam.cz; Gawab.com; Gmx.com; Mail.ru; Hushmail.com; Rediff.com
3.12.6 Email Responsiveness
The Email Responsiveness report shows on average how long it takes employees to reply to emails.
Screenshot 27: MailInsights® Email Responsiveness
OPTION
DESCRIPTION
Scope
Specify date range or use default setting (Last 7 days). You can only select dates in the last 6 months.
GFI Archiver
OPTION
DESCRIPTION
Report for
Include
Specify number of results up to a maximum of 1000 recipients, default value is All.
Sort By
Specify sorting method. Options are:
By name (default)
By responsiveness
Report format
The generated report displays a bar chart representing users on the y-axis and responsiveness in hours on the x-axis.
Data is sorted according to defined criteria.
Additional data is displayed in a table below the chart with the following information:
OPTION
DESCRIPTION
User
Name or email address of user.
Average responsiveness
Average responsiveness for all emails (Hours).
Average Internal responsiveness
Average time to reply to internal users (Hours).
Average external responsiveness
Average time to reply to external emails (Hours).
3.12.7 Storage Use
The Storage Use report shows how much space is used by different attachment categories.
Screenshot 28: MailInsights® Storage Use
Filter report using the following criteria:
GFI Archiver
OPTION
DESCRIPTION
Scope
Specify date range or use default setting (This Month). You can only select dates in the last 6 months.
Report for
Select Everyone (default), Active Directory® user or group
Item type
Select from the following available options: Emails, Files or Emails and Files.
Report format
The generated report consists of a graph with stacks representing different attachment categories. The graph’s x-axis
shows the different size brackets and the y-axis shows the attachment size.
NOTE
Attachment categories for Storage Use report are: Images, Documents, Music, Videos and Others
The table below the graph contains the following additional information:
OPTION
DESCRIPTION
Date
Date email was received.
Total Size
Total size of attachment.
Images
Total size of attachment for category Images.
Documents
Total size of attachment for category Documents.
Music
Total size of attachment for category Music.
Videos
Total size of attachment for category Videos.
Other
Total size of attachment for category Other.
3.12.8 Inactive Accounts
The Inactive Accounts area enables you to generate a report that shows internal accounts that are no longer active.
GFI Archiver
Screenshot 29: MailInsights® Inactive Accounts
Filter report using the following criteria:
OPTION
DESCRIPTION
Scope
Report format
NOTE
An inactive account is an account that has received emails but has not sent any emails in the date range covered.
The report returns a list of inactive accounts.
3.12.9 Inappropriate Words
The Inappropriate Words area enables you to generate a report that identifies any inappropriate language used in
emails. Inappropriate words can include words considered sexist, racist or swear words.
GFI Archiver
Screenshot 30: MailInsights® Inappropriate Words
OPTION
DESCRIPTION
Scope
Specify date range or use default setting (Today). You can only select dates in the last 6 months.
Recipients
Select All, Internal Only, External Only
Report format
NOTE
To add more words to the Inappropriate Words list, launch the InappropriateWordsEditor.exe from
C:\Program Files\GFI\Archiver\core\bin. Please note that this file contains rude words which
can be offensive.
The generated report displays data in a table listing the following:
OPTION
DESCRIPTION
Date/Time
Email date and time
Sender
Sender email address
Subject
Email subject
GFI Archiver
3.12.10 Internal Spammers
The Internal Spammers report enables you to generate a list that identifies internal email accounts of users who
include a large number of recipients in their emails. This reports takes into consideration recipients in the To, CC or BCC
fields.
Screenshot 31: MailInsights® Internal Spammers
OPTION
DESCRIPTION
Scope
Include
Specify the amount of email accounts to include up to a maximum of 1000 users.
Report format
Report data is displayed in a table listing the following:
OPTION
DESCRIPTION
Username
Sender username or email address.
Average Number of Recip
ients
Average number of recipients who received email from the sender during the specified time
period.
3.12.11 Outside Office Hours
Use this report to identify internal users who send emails outside of office hours.
GFI Archiver
Screenshot 32: MailInsights® Outside Office Hours
OPTION
DESCRIPTION
Report
for
Enables you to choose for whom this report applies. Run report on all employees (default) or on a group.
Include
Specify number of results to display, up to a maximum of 1000. Default = 50.
Scope
Report
format
Office
Hours
Enter a time range according to your organization's normal working hours.
GFI Archiver
OPTION
DESCRIPTION
Working
Week
Select the days of work of your organization. Checked days are considered as part of normal office hours.
NonWorking
Days
Use the calendar to define non-working days for past and future dates. Selected dates are listed in the provided
window. Non-working days can include public holidays and company shutdown.
IMPORTANT
The settings will only be saved upon successful generation of the report. If you navigate away from the page before
generating the report, all settings will be lost.
NOTE
When using the Clear All button, configured dates will be cleared for all years.
The following examples describe how the report will work when configured in typical scenarios:
Scenario 1: An organization working from Monday to Friday, with start time and end time within the same day,
example from 9.00 am to 6.00 pm.
The report will cover emails sent between 6.00 pm and 9.00 am from Monday to Friday, and all day during Saturday and
Sunday.
Scenario 2: An organization working from Monday to Friday. Start time and end time span across midnight, example
from 8.00 pm to 5.00 am.
In this case the report will cover emails sent between 5.00 am and 8.00 pm from Monday to Friday and those sent on
Saturday and Sunday. Emails sent on Saturdays between midnight and 5.00 am will not be taken into account, since they
are considered within normal working hours.
Scenario 3: An organization working from Monday to Friday. Start time and end time span across midnight, Wednesday
is a public holiday.
The report will cover emails sent between 5.00 am and 8.00 pm from Monday to Friday, emails sent on Saturday and
Sunday, and all emails sent on Wednesday from midnight to midnight.
The results of the generated report are displayed in a horizontal bar chart. A report summary above the chart displays the
top 3 users who sent emails outside office hours.
Additional data is displayed in a table below the chart with the following information:
GFI Archiver
OPTION
DESCRIPTION
Email
Email address of user
Number of Emails Sent
Number of emails sent outside office hours
3.12.12 Data Leakage Detection
Use this report to detect emails that potentially contain sensitive data. The report will detect sent or received emails
containing:
Major credit card numbers (VISA, Mastercard, American Express, Diner’s Club, Discover)
USA Social Security numbers
Confidential documents and information
NOTE
The report analyzes both sent and received email for a selected user.
Screenshot 33: MailInsights® Data Leakage Detection report
OPTION
DESCRIPTION
Scope
Specify date range or use default setting (Last 3 Months). You can only select dates in the last 6 months.
Report for
Enables you to choose for whom this report applies. Run report on all employees (default) or on an user or group.
Recipients
Internal recipients, external recipients or both. Default is both.
Report format
GFI Archiver
The results of the generated report are listed in a table sorted by date in ascending order. A report summary above the
table displays the top 3 senders.
The table contains the following information:
OPTION
DESCRIPTION
Date
Displays the date and time of the email.
Sender
Sender email address.
Subject
Email subject.
NOTE
Entries in the subject column contain a link to display the detected email.
Leakage Type
Leakage type can be: Credit card, Social Security Number, confidential data, medical,
NOTE
If more than one type of leak is detected, only the first one is displayed.
3.12.13 Job Search
Use this report to identify internal users who exchange emails with job search sites. The report detects sent or received
emails containing resumes.
NOTE
The report is able to identify both sent and received email for a selected user.
GFI Archiver
Screenshot 34: MailInsights Job Search report
OPTION
DESCRIPTION
Scope
Report
for
Enables you to choose for whom this report applies. Run report on all employees (default) or on an user or group.
Domains
The list of domains listed in this area will be added to the search criteria of the report. Add domains by typing the
URL in the available field and clicking . To remove a domain, click . Clear all removes all the listed URLs.
The default list of job search sites includes: Monster.com; Jobster.com; jobcentral.com; hotjobs.yahoo.com;
careerbuilder.com; indeed.com; simplyhired.com; jobing.com; reed.co.uk; jobsearch.co.uk; monster.co.uk; totaljobs.com;
fish4.co.uk; cityjobs.com.
Report
format
table displays the top 3 users who exchanged emails with job search domains.
GFI Archiver
OPTION
DESCRIPTION
Date
Displays the date and time of the email.
Sender
Subject
Email subject.
NOTE
Entries in the subject column contain a link to display the detected email.
3.12.14 Phrase Search
Search for specific terms or phrases within archived emails using the Phrase Search report. The report runs search queries
on whole email bodies and attachments to detect emails containing the specified terms and displays results as a pie
chart or stacked line graph.
NOTE
The report detects phrases in both sent and received email for a selected user or group.
Screenshot 35: MailInsights Phrase Search report
GFI Archiver
OPTION
DESCRIPTION
Scope
Report
for
Enables you to choose for whom this report applies. Run report on all employees (default) or on a user or group.
Chart
Type
Choose between a Pie chart and Stacked Bar graph. The pie chart displays the total percentage of emails for the results
found while the stacked line graph displays the count of emails sent on a day-by-day basis.
Phrases
Phrases can be composed of 1 or more words. Use quotes (") to search for exact phrases or enter words without quotes
to search for any of the words entered. A limit of 10 phrases ensures the report does not consume too many resources or
take too long to run.
Report
format
table displays the total number of emails, and the total emails that matched a phrase.
OPTION
DESCRIPTION
Date
Displays the sent date and time of the email.
Sender
Subject
Displays the subject of the Email. If you have permission to view the email, you can click the entries in the subject column
to display the detected email.
Phrase
The phrase that was found within the email.
3.12.15 User Traffic Report
The User Traffic graph provides an overview of the number of emails exchanged between selected users or groups and
their contacts. It also lists unique email addresses of sent or received email.
GFI Archiver
Screenshot 36: MailInsights® User Traffic
OPTION
DESCRIPTION
Scope
Report for
Report format
The generated report lists communication with respect to the selected user or group. Email addresses listed in the table
show the various communications exchanged between that particular email address and the selected user or group.
The table below the graph shows the following information:
OPTION
DESCRIPTION
Email Address
Contact email address.
Sent
Total number of sent emails.
Received
Total number of received emails.
Internal
Total number of internal emails sent and received.
Inbound
Total number of inbound email from outside the organization.
Outbound
Total number of outbound email sent to addresses outside the organization.
GFI Archiver
3.12.16 Email Topics report
The Email Topics report lists topics found within emails exchanged between selected users or groups and their contacts.
It also lists the most common words found within the emails. This report uses the search indexes to identify the most
popular used terms.
Screenshot 37: MailInsights® Email Topics
OPTION
DESCRIPTION
Scope
Report for
Report format
The generated report displays the selected mailbox (belonging to a user or group) at the top of the report. A report
summary displays the top 5 keywords for the selected user and the total number of emails for every keyword. A stacked
column chart displays the top 10 keywords on the x-axis and the number of times these words were found on the y-axis.
Data is broken down in two tables underneath the chart as follows:
TABLE
DESCRIPTION
Top Keywords for Organ
ization
A table listing Keywords and Total Occurrences of each keyword.
Email Topics
A table containing the Date, Sender and Subject of every email found and the Phrase searched
for.
GFI Archiver
NOTE
The Top Keywords for Organization table displays information from archive stores that span the requested time
period partly or in full. The Email Topics table displays information from emails received during the selected time
period only.
3.12.17 Email Performance Indicators report
The Email Performance Indicators report classifies users' productivity according to a set of predefined performance
indicators, comparing user's email usage trends across a period of time. Results are relevant when the report is run on a
group of people with the same job description since such people should have similar email usage trends.
Performance calculations are based on emails sent and received. Results are displayed according to the following
indicators:
OPTION
DESCRIPTION
Sociable
A friendly person, willing to talk and engage in activities with other people.
Takes Initiative
Has the ability to assess and initiate things independently.
Expressive
A person able to effectively convey thoughts or feelings.
Organized
Systematic approach, likes order and can deal with assigned tasks efficiently.
Responsible
Carries out obligation to do something as part of a job or role.
Specific emails can be excluded from the report, to eliminate irrelevant emails such as newsletters or automatic
notifications.
GFI Archiver
Screenshot 38: MailInsights® Email Performance Indicators report
OPTION
DESCRIPTION
Scope
Specify date range or use default setting. Select from Last 6 Months or Last 12 Months.
Report
for
Excluded
Emails
Enter email addresses you want to exclude from the report. For example, you can exclude newsletters and automatic
system notifications. For example *@newsletters.com.
Weight
Weights represent user categories that typically define users within a specific role. For example, a salesperson is
expected to send more emails than he receives, while an account manager receives more emails than he sends. Select
from the following options:
Normal - a Normal user sends and receives an equal amount of emails.
Heavy Sender - a user who in his role is expected to send more emails than he receives.
Receiver - a user who typically receives more emails than he sends.
Report
format
GFI Archiver
The generated report displays a bar chart with color coded data. Information for the selected mailbox (belonging to a
user or group) is interpreted in two tables below the chart. The tables consist of the following information:
TABLE
DESCRIPTION
Factors
Lists a score for each performance indicator per month (or per user if the report is generated for a group).
Statistics Collected
Email totals are listed either per user (if the report is generated for a group) or per month.
Email Address (User) / Month
Total Sent
Total Received
Total Replies Sent
Total emails to Multiple Recipients Received
Total emails to Multiple Recipients Sent
Attachments Sent
Attachments Received
3.12.18 Large Emails report
The Large Email report identifies emails greater than a specified size exchanged between selected users or groups and
their contacts. It also lists the attachment categories (for example video, images, music, documents and others).
Screenshot 39: MailInsights® Large Emails
OPTION
DESCRIPTION
Scope
GFI Archiver
OPTION
DESCRIPTION
Report
for
Size
Define the total email size in MB (message and attachments). Emails greater than the specified size are displayed in the
report. The minimum size is 5 MB and is set by default.
The generated report displays the mailbox for the selected user or group at the top of the report. A report summary
displays the top 5 users and the total size of emails sent for the specified period. Two charts display a graphical
representation of the size of the emails being sent in percentages, one for the top users and the other for attachment
categories. For example, if user A sends 5 emails of 5 MB each (total 25 MB) and user B sends 4 emails of 10 MB each (total
40 MB), user B will have more %age in the chart.
Data is broken down in a table underneath the chart as follows:
TABLE
DESCRIPTION
Date
Displays the sent date and time of the email.
Sender
Subject
Displays the subject of the Email. If you have permission to view the email, you can click the entries in the subject
column to display the detected email.
Number of
Recipients
Total number of recipients who received email from the sender during the specified time period.
Attachment
Category
The file categories of email attachments (for example video, images, music, documents and others).
Size
Total size of email including attachments.
GFI Archiver
4 Configuring GFI Archiver
The Configuration page enables you to customize and configure various aspects of GFI Archiver, including sources of
archiving, archive stores management, connection to GFI Archiver and policies that help you manage better your
archives. This page provides also a comprehensive overview of the settings currently in force within GFI Archiver. Click
Configuration tab to load the Overview of current settings page.
NOTE
Use the buttons located in the top right hand corner of the Configuration page to switch between Tile and List
View.
Screenshot 40: GFI Archiver Settings Page
The table below describes the information available.
GFI Archiver
4 Configuring GFI Archiver | 83
OPTION
DESCRIPTION
Archiving
Method
Shows the Archiving Method currently enabled. An Archiving Method needs to be specified for GFI Archiver to
start archiving emails.
Mail Servers to
Archive
Shows the number of Journal mailboxes configured for use with this installation of GFI Archiver.
Archiving Rules
If Rule-based Archiving is enabled, the number of configured rules is displayed.
Mailboxes to
Archive
Shows whether User Mailbox Archive Restrictions are in force or not. User Mailbox Archive Restrictions define
which mailboxes to archive.
Archiving Scope
Shows whether Email Archive Restrictions are in force or not. These define whether incoming, outgoing, or
internal emails (or a combination) are archived.
Mailbox Folder
Structure
Retrieval
Shows whether Folder Structure Retrieval is enabled or not. Folder Structure Retrieval enables the replication
of the folder structure of the mailboxes within Microsoft® Exchange Server with GFI Archiver.
Archive Stores
Shows the number of Archive Stores configured with this installation of GFI Archiver.
Roles and Per
missions
Assign roles to selected users to grant them the required permissions to access specific functions within GFI
Archiver.
Access Control
Archive Mailbox Access defines who has access to which mailboxes.
IMAP Server
Shows whether IMAP Server is enabled or not. When enabled, users can retrieve archived emails using sup
ported IMAP email clients.
Retention and
Spam policies
Retention and Spam policies define the lifetime of an archive email within GFI Archiver. Emails matching
specific criteria can be deleted immediately or after a specific period of time.
Classification
Rules
Email Classifications automate the labeling of emails through policies. Emails matching specific criteria can be
automatically classified.
Auditing
Shows and defines whether GFI Archiver Auditing is switched on or not.
Email Deletion
Shows whether Email Deletion is enabled or not. When enabled, users can permanently delete archived emails
from mailboxes they have access to.
Change license
key
Displays license key information associated with your GFI Archiver installation
General Settings
Displays the version and build number of the current GFI Archiver installation
4.1 Archive Sources
GFI Archiver offers different archiving options. Depending on your infrastructure and organization objectives you can
use the Archiving Method to define how GFI Archiver collects items for storage in the archive stores. For more
information, refer to Configuring Archiving Method (page 30).
This topic contains information about:
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Depending on the archiving method selected, GFI Archiver can be configured to connect to mail servers to retrieve
emails for archiving. A list of supported mail servers can be found in the systems requirements section. However, you
can also configure other mail servers that meet the following requirements:
An IMAP enabled mail server
Journaling or Mirroring function on mail server
GFI Archiver uses journaling to centralize all the emails to archive in a single mailbox. An initial journaling mailbox is
configured using the GFI Archiver post-install wizard.
A journaling mailbox is a type of mailbox that stores a copy of all emails in an organization. GFI Archiver connects to the
mail server, downloads the emails stored in the journaling mailbox and stores them in Archive Stores. Once emails are
downloaded from the mail server, they are removed permanently from the journaling mailbox to free up resources on
the mail server. For more information, refer to How GFI Archiver works (page 6).
NOTE
Some features in GFI Archiver are designed to work only with Microsoft Exchange Server. Product features such as
Mailbox Folder Structure Retrieval, Exchange Mailbox Import via Import Export Tool and Mailbox Restore tool
are not available if other mail servers are used.
This section provides information on how to:
View configured mail servers
Create journaling mailboxes in Microsoft® Exchange Server (or other mail servers)
Edit existing journaling mailbox details
Deactivating and activating an existing journaling mailbox
Remove existing journaling mailbox details
IMPORTANT
For journaled emails to be archived within GFI Archiver, the archiving method Auto-Archiving (Journaling) must
be enabled. Once emails are downloaded from the mail server, they are removed from the journaling mailbox. For
more information, refer to Configuring Archiving Method (page 30).
Viewing configured mail servers
To view configured mail servers from where GFI Archiver archives emails, select the Configuration tab and click Mail
Servers to Archive.
GFI Archiver
Screenshot 41: Manage Journaling Mailboxes screen
The table below provides a list of available information and options:
OPTION
DESCRIPTION
Journaling Mail
box
Defines the name of the Journal mailbox set up on the mail server and configured for use within GFI Archiver.
Active
Denotes whether the Journal Mailbox is active or not.
Mailbox Server
The machine name of the server on which the Journal Mailbox is configured.
Mailbox Store
Defines the name of the Mailbox Store to which the configured Journal Mailbox belongs.
Connection Type
Defines the type of connection that GFI Archiver will use to retrieve emails from the mail servers to archive
emails from.
Configuring a journaling mailbox
When archiving from a mail server, GFI Archiver needs to connect to a journaling mailbox from where to retrieve items.
This topic describes how to create a new journaling mailbox from within the GFI Archiver user interface and how to
connect to existing journaling mailboxes:
1. Select Configuration tab and click Mail Servers to Archive .
2. Click Add .
GFI Archiver
Screenshot 42: Choose how you want the wizard to setup GFI Archiver to use a journal mailbox.
3. From the Mail Server to Archive Wizard page, select from the following options:
a. Select a journal mailbox from the detected journal mailbox list below.
Select this option if you have already created and configured a journaling mailbox. Select a mailbox from the list of
detected mailboxes. For more information, refer to Setting up a journaling mailbox (page 32).
i. Select one of the detected mailboxes and click Next.
ii. In the Journal Mailbox Credentials window click Next again to complete setup.
iii. When you receive the message Mail Server to Archive configured successfully!, click Finish.
b. Let the wizard create a new journal mailbox to use to start archiving your emails
Select this option to automatically create a new Journal Mailbox using the wizard. The new journal mailbox will be
created on the selected Microsoft® Exchange Server from the list of detected servers.
NOTE
This feature works only with Microsoft® Exchange Server 2007 Service Pack 2 onwards.
i. Select Let the wizard create a new journal mailbox to use to start archiving your emails and click Next.
GFI Archiver
ii. When prompted, key in the required details for the Journal Mailbox. Available options are:
OPTION
DESCRIPTION
Let GFI Archiver create a new journ
aling user for you to associate the
mailbox/es to.
Select this option if you have already configured a journaling mailbox on a mail server. In
the Detected mailboxes field, select the mailbox database you want to connect to from
the list of detected mailboxes.
Use existing journaling user to
associate the mailbox/es to.
This option is enabled if a journaling user is discovered. If this option is enabled, the dis
covered journaling user will be associated with the 'Detected mailboxes'.
iii. Click Next.
iv. Provide the required Administrative credentials to complete the setup.
c. Manually enter journal mailbox details
Provides the facility to create a new Journal Mailbox while providing all the details required to create such mailbox.
These may include specifying a Mailbox Store, the connection method, ports used and credentials.
i. When connecting via IMAP, key in the following required details for the Journal Mailbox:
OPTION
DESCRIPTION
Connect using
IMAP
Defines the connection method used to connect to the Mail Server where the new Journal Mailbox will be
created. IMAP - Available only if GFI Archiver is not installed on the same machine as Microsoft® Exchange
Server 2003 or 2007.
Mail Server
Shows the detected name of the mail server of where the Journal Mailbox resides.
IMAP Port
Default is set to 143. If SSL is not enabled, the connection will be unencrypted.
Use SSL
Click to use SSL and enforce encryption. IMAP Port number changes to 993 automatically.
Login/Password
Enables you to key in a login name and a password used to connect to the selected mail server.
NOTE
Login names containing spaces are not permitted.
Folder
Defines the default folder that is used to journal emails.
Default value: Inbox.
ii. When connecting via EWS, key in the following required details for the Journal Mailbox:
OPTION
DESCRIPTION
Connect using
EWS
Defines the connection method used to connect to the Mail Server where the new Journal Mailbox will be
created. Exchange Web Services (EWS) is available only for Microsoft® Exchange Server 2007 SP1 or 2010.
Login:/Password:
Enables you to key in a login name and a password used to connect to the selected mail server.
NOTE
Login names containing spaces are not permitted.
Folder
Defines the default folder that is used to journal emails.
Default value: Inbox.
Public Folder
Check to mark the folder as public.
Exchange Server
Host
Select from the following options:
Auto Discovery (Recommended)
Manual Host to Exchange/Office 365 CAS - enter the Exchange Server IP address or client access server
(CAS) host name. The CAS is a server role that handles all client connections to an Exchange Server. When con
necting using EWS for Office 365, enter the Office 365 host name.
GFI Archiver
iii. Click Next to continue setup.
4. Click Finish to finalize Journal Mailbox setup.
Editing an existing journaling mailbox
2. Select a journaling mailbox to edit and click
.
3. From the Mail Server to Archive Wizard page, adjust the settings as per instructions in the Adding a New Journal
Mailbox section.
Deactivating and activating an existing journaling mailbox
2. Select a journaling mailbox to edit and click
to activate a previously deactivated journaling mailbox.
to deactivate an existing journaling mailbox or
Removing an existing journaling mailbox
2. Select the journaling mailboxes to delete and click
.
IMPORTANT
Deleting a journaling mailbox in GFI Archiver is an irreversible procedure. Journaling mailbox emails cannot be
retrieved if deleted.
IMPORTANT
Removing a Journal Mailbox from GFI Archiver does not delete or make inoperative any existing journal mailboxes
on the mail server.
IMPORTANT
This feature is disabled if Rule-based Archiving is not enabled in the Archiving Method wizard. For more
information, refer to Configuring Archiving Method (page 30).
A number of Archiving Rules can be set up to determine what emails are archived. Rules are created based on different
criteria, and GFI Archiver applies each rule against incoming and outgoing emails that match configured rules. If a rule is
matched, the email is archived and moved to the configured folder.
IMPORTANT
Enabling this feature may breach company policy or legal compliance related to email retention.
GFI Archiver
Screenshot 43: Configuring Archiving Rules
NOTE
GFI Archiver applies rules from top to bottom of the list. Rules can be moved up or down the list using the provided
arrows.
IMPORTANT
Emails or calendar items archived through the Archive Assistant get archived irrespective of any rules set in Rulesbased Archiving.
Adding Archiving Rules
To add an Archiving Rule:
1. From Configuration tab, click Archiving Rules.
2. Click Add .
GFI Archiver
Screenshot 44: Adding a new Archiving Rule
3. In the Rule Name field, specify a meaningful name for the archiving rule.
4. In the Email Criteria section, specify rule conditions from the available options described in the table below. Click
to add more conditions.
CONDITION
DESCRIPTION
Subject
Emails that match the specified subject are archived.
Body
Emails that are an exact match to the a word or a sentence specified in this criteria are archived.
Sender
Select Email and type the email address or select User and type the name of the user.
NOTE
A list of AD users will be displayed when you start typing the first letters of an email address or a user name.
Recipient
Select Email and type the email address or select User and type the name of the user.
NOTE
A list of AD users will be displayed when you start typing the first letters of an email address or a user name.
Full email
size
GFI Archiver
Select a filter from the available options (Equals, Greater Than, Greater or Equal Than, Smaller Than, Smaller or Equal
Than) and specify an email size in MB.
CONDITION
DESCRIPTION
Attachment
Size
Select a filter from the available options (Equals, Greater Than, Greater or Equal Than, Smaller Than, Smaller or Equal
Than) and specify an attachment size in MB.
Attachment
Type
Select a filter from the available options: Images, Documents, Music, Videos, Custom.
NOTE
Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the
value will match all users of 'domain.com'.
5. In the Place matching email in folder field, specify to which folder the email is archived.
NOTE
Using special characters in folder names
The folder path can be overwritten with the desired folder path using the following conventions:
\ (back slash) is represented by /\
/ (forward slash) is represented by //
For example:
To input a folder path for the following folder structure:
Input the following path: Inbox\Managerial//CEO\Requests/\Queries
NOTE
If the folder specified by the user does not exist, it is created automatically.
6. Click Next.
7. Click Finish.
Editing Archiving Rules
To edit an Archiving Rule:
1. From Configuration tab, click Archiving Rules.
2. Click Edit.
3. Use the Archiving Rule Wizard to modify the required fields.
4. Click Finish.
Removing Archiving Rules
1. Select Configuration tab and click Archiving Rules.
2. Select the rule or rules to delete and click
GFI Archiver
.
GFI Archiver requires a license for every mailbox. You may need to exclude certain mailboxes from archiving while
including only specific ones. This can be achieved by configuring Mailbox Archive Restrictions.
Using an Archive Restriction List composed of Active Directory or GFI Directory user names and/or email addresses
(called Inclusion List or Exclusion List depending on the selected restriction method), you can determine the
number of licensed mailboxes counted by the product using one of the following methods: RESTRICTION
METHOD
DESCRIPTION
Restricting
by Exclusion
Enable Archiving Restrictions by selecting one of the following options under Using an Exclusion list:
DO NOT archive item at all if ANY of the recipients or senders are in the restriction list - GFI Archiver does
not archive items if any of the addresses in the email is listed in the Archive Restriction List or
Archive item for users in your organization. Users in restriction list will not be able to view it - When
using the option, the email addresses are checked against the exclusion list. If either the sender or any recipients
are not in the list, the email is archived (even if some recipients are in the exclusion list). However, only users that
are not excluded will be able to see the email.
Items are not archived:
If both the sender and all recipients are in the exclusion list.
If both the sender and all recipients are not in Active Directory or GFI Directory.
The following are some common scenarios:
Example 1: An external sender sends an email to 1 internal recipient who is on the exclusion
list - the item is not archived, since the sender is not in Active Directory or GFI Directory and the
internal recipient is in the exclusion list.
Example 2: An external sender sends an email to 2 internal recipients. One is on the exclu
sion list, one is not - the item is archived, but the internal recipient who is on the exclusion list is
not able to view the archived email.
Example 3: An internal sender sends an email to 1 internal distribution group. Only one
group member is on the exclusion list - the item is archived, but the one member on the exclu
sion list is not able to view the archived email.
When GFI Archiver is configured to use an exclusion list, the licensing module deducts the number of Active
Directory or GFI Directory users in the configured Archive Restriction List from the total count of users in the
organization.
NOTE
Email addresses in the Archive Restriction List are not deducted.
Example 1: Consider an Active Directory or GFI Directory with 10 users and an exclusion list of 6 Active Dir
ectory or GFI Directory users. The license required in this scenario is for 4 users.
Example 2: Consider an Active Directory or GFI Directory with 10 users and an exclusion list of 6 Active Dir
ectory or GFI Directory users, but the exclusion list contains also another entry for 1 email address (not a user). In
this case the license required is still for 4 users since email addresses are ignored.
GFI Archiver
RESTRICTION
METHOD
DESCRIPTION
Restricting
by Inclusion
Enable Archiving Restrictions by selecting an option under Using an Inclusion list. This action enables items to
be archived either:
Always archive item if ANY of the recipients or senders are in the restriction list - If any address is in the
configured Archive Restriction List or
Only archive item if all recipients and senders are in the restriction list - If all addresses (in senders and
recipients fields) are listed in the Archive Restriction List.
In both cases, the Inclusion List restricts the license to the number of Active Directory or GFI Directory users in the
list.
NOTE
If one of the entries in the inclusion list is an email address, licensing counts the number of all users found in
Active Directory or GFI Directory. This ensures consistency since a user may have multiple email addresses.
Example 1: Consider an Active Directory or GFI Directory with 10 users and an inclusion list of 6 Active Dir
ectory or GFI Directory users. The license required in this scenario is for 6 users.
Example 2: Consider an Active Directory or GFI Directory with 10 users, an inclusion list of 6 Active Dir
ectory or GFI Directory users and another entry for 1 email address. In this case the license required is of 10
users. The email entry will cause the license module to count all users in Active Directory or GFI Directory.
Enabling Mailbox Archive Restrictions
1. Select Configuration tab and click Archive Restrictions.
2. Click Change Settings.
GFI Archiver
Screenshot 45: Select Enable Archiving Restrictions
3. Select Enable Archiving Restrictions and choose one of the following options:
EXCLUSION /
INCLUSION
Using an exclu
sion list
OPTION
DO NOT archive item at all if ANY of the recipients or senders are in the restriction list
Archive item for users in your organization. Users in restriction list will not be able to view it
NOTE
When Manual Archiving is configured, users in an exclusion list cannot manually archive emails using Archive
Assistant if any of these options is enabled.
Using an inclu
sion list
Always archive item if ANY of the recipients or senders are in the restriction list
Only archive item if all recipients and senders are in the restriction list
NOTE
When Manual Archiving is configured, all users in an inclusion list are able to manually archive items using
Archive Assistant if any of these options is enabled.
GFI Archiver
IMPORTANT
After enabling Archive Restrictions, click Manage Restrictions to create the list of users, groups or mailboxes to
be restricted. The configured Restrictions will not come into affect if the list is not created.
4. Click Save .
Screenshot 46: Add emails, groups or users
5. Click
and select an option between email, group or users and key in the email, group name or
user name of the user to restrict.
6. Click Save .
Disabling Mailbox Archive Restrictions
To disable mailbox archive restrictions:
1. Select Configuration tab.
2. Click Mailboxes to Archive .
3. Click Change Settings.
4. Uncheck Enable Archiving Restrictions.
5. Click Save .
GFI Archiver
The Archiving Scope enables you to define which types of emails to archive. Using this feature you can, for example,
instruct GFI Archiver to exclude internal emails from being archived or to include all inbound and internal emails while
excluding all outbound emails.
1. Select Configuration tab and click Archiving Scope .
Screenshot 47: Configuring email archive restrictions.
2. Select Configure Archiving Scope and from the list displayed unselect the emails to exclude from archiving as
shown in the table below:
OPTION
DESCRIPTION
Inbound
emails
Defines whether GFI Archiver will archive emails originating from outside the organization’s domain. Uncheck this
option to not archive this type of emails.
Outbound
emails
Defines whether GFI Archiver will archive emails destined to recipients not within the organization’s domain.
Uncheck this option to not archive this type of emails.
Internal
emails
Defines whether GFI Archiver will archive emails originating from and destined to the organization’s domain.
Uncheck this option to not archive this type of emails.
3. Click Save to save configuration.
By default, GFI Archiver does not automatically archive emails according to the folder structure in which they were
originally contained within the source mailbox. To replicate the folder structure of the original mailboxes, enable the GFI
Archiver Folder Structure Retrieval feature.
IMPORTANT
The GFI Archiver Folder Structure Retrieval feature adds a computational and network access overhead to the
archival process and may slow down your system.
Important notes:
In order for the Mailbox Folder Structure Retrieval feature to work, ensure that the configured user meets the
following requirements:
GFI Archiver
OPTION
DESCRIPTION
User Access
Ensure the Folder Structure Retrieval User has access to the users mailboxes in the Microsoft Exchange Store. The
access is required to retrieve the folder structure. Do not use an existing administrator account. Default deny per
missions exist within Exchange which make it more difficult to use an admin account compared to a new user
account. GFI Archiver can automatically create this account.
Logon Rights
Assignment
The folder structure retrieval user needs to have logon rights on the GFI Archiver machine.
No roaming
user profile
The user configured in the GFI Archiver Mailbox Synchronization configuration cannot use a roaming profile.
Full Control
rights
Ensure that the user configured in the GFI Archiver Mailbox Synchronization configuration has Full Control rights
for the GFI Archiver Folder.
MAPI Client
and Col
laboration
Data Objects
[MAPI only]
Microsoft Outlook or Microsoft Exchange Server MAPI Client and Collaboration Data Objects (MAPI/CDO)
need to be installed if GFI Archiver is not installed on the same machine as Microsoft Exchange 2003.
No Read-only
Archive
Stores
Ensure that Archive Stores are not marked as read only. GFI Archiver needs to modify the Archive Store when an
email is matched and assign it to the correct folder. For more information, refer to Editing Existing Archive Store
Details (page 118).
IMPORTANT
For more information, refer to http://go.gfi.com/?pageid=MAR_FolderStructureRetrieval.
Enabling Mailbox Folder Structure Retrieval
1. Select Configuration tab and click Mailbox Folder Structure Retrieval.
2. Select Change Settings.
GFI Archiver
Screenshot 48: Enable folder structure retrieval
3. Select Enable folder structure retrieval.
4. Select whether to automatically create a new user account or whether to use an existing user account. This user
account will be used to access the mailboxes for which to replicate the folder structure.
The table below shows a list of available options.
OPTION
DESCRIPTION
Create a new user
account
Instructs GFI Archiver to create a new user account using the provided details in the Connect using, Login,
and Password fields.
Use an existing
user account
Instructs GFI Archiver to use an existing user account that was previously created.
Connect using
Defines the connection method used to connect to the Microsoft® Exchange Server to access the mailbox
structure to retrieve.
Available options:
Exchange Web Services (EWS) - Recommended for Microsoft® Exchange Server 2007 SP1 or 2010 mail
servers.
Traditional Message Application Programming Interface (MAPI) - Recommended for NON
Microsoft® Exchange Server 2007 SP1 or 2010 mail servers.
GFI Archiver
OPTION
DESCRIPTION
Login
Enter the Login name that will be used for the new account to create or for the previously created account.
Password
Defines the Password used for the new account or for the previously created account.
Click Next to continue setup. If in the previous screen you have selected Create a new user account, you will be
asked to provide the user credentials of the domain administrator account with the rights to create the account.
Disabling Mailbox Folder Structure Retrieval
2. Click Disable Folder Structure Retrieval.
IMPORTANT
Disabling Folder Structure Retrieval does not delete or disable the user account previously created for this feature.
Excluding folders from Folder Structure Retrieval
If there are any folders that you wish to exclude from being retrieved, configure an Excluded Folders policy.
2. Click Add .
GFI Archiver
Screenshot 49: Add exclude policy
3. Key in a policy name for the Exclude Folders Policy and select the Enable excluded folder policy checkbox to
apply the policy immediately. Click Next to continue.
GFI Archiver
Screenshot 50: Add folders to exclude
4. Key in the name of the root folder or folders to exclude. Only top level folders can be excluded. For example, to
exclude the folder 'Sent Items' type the following: Sent Items. Click Add .
NOTE
To exclude users from Folder Structure Retrieval, specify * as the folder name. The * is a special keyword that
represents all folders. For more information refer to the following Knowledge Base article:
http://go.gfi.com/?pageid=MAR_ExcludeFolders.
GFI Archiver
Screenshot 51: Select users to exclude
6. To exclude the folders specified in the previous screen for specific users, select Selected users only:.
7. From the drop down list, select User or Email and key in the relative email address or user name. Click Add and
repeat to add other users.
NOTE
If Selected users only: is not enabled, the folders specified in the previous screen are excluded for all users.
Removing Excluded Folders Policies
2. Select the Excluded Folder policy to remove and click Remove .
Using functionality offered by the Archive Assistant, you can import emails and calendar items automatically from users’
mailboxes.
GFI Archiver
The process can be scheduled and is transparent to the users. The import process is configured by performing the
following steps:
Step 1: Deploy the Archive Assistant on your users’ machines. For more information, refer to Archive Assistant
(page 55).
Step 2: Enable the Manual Archiving method. For more information, refer to Configuring Archiving Method
(page 30).
Step 3: From the Roles and Permissions area, ensure the user has the relevant permissions to archive: Archive Assistant archive emails (to own mailbox)
Archive Assistant archive emails (to mailboxes defined in access control)
Archive Assistant archive files
Step 4: Configure the settings required to automatically import items from users’ mailboxes. For more information,
refer to Configuring Default Import Settings (page 105).
Step 5: Assign Import settings to the detected users. For more information, refer to Configuring import settings
for detected users (page 108).
NOTE
1. You cannot import items if Archive Assistant is not installed on the client machine.
2. Import starts when Microsoft Outlook is running on the client machine.
3. If Microsoft Outlook is closed, the import process is paused, resuming again once Microsoft Outlook is re-opened.
GFI Archiver
Configuring Default Import Settings
Configure settings for automatic import of emails and calendar items from user's mailboxes:
1. Go to Configuration > Archive Assistant.
2. Click New Default Import Settings.
NOTE
Once Default Import Options are set the button name changes to Update Default Import Settings.
Screenshot 52: Configuring default import settings
3. In the Process Emails area, select from the following options:
GFI Archiver
OPTION
DESCRIPTION
Once
Select to run the import process one time only. You can schedule the process in the following screen that
appears when this import option is selected.
Check for new
emails every
Select to run the import process periodically. Specify the interval in the provided field. The Schedule screen
is skipped if this import option is selected.
4. In Email Date , select one of the following options:
OPTION
DESCRIPTION
All
Time
Select to run import process indefinitely.
Prior to
This option enables you to keep recent email on your mail server and archive only older emails. For example, if you want
users to keep only emails received in the last 30 days in their mailboxes while freeing the mail server of emails older
than 30 days, set the Prior to date to 30 days and select Permanently delete archived emails immediately.
Custom
Select to run the import process for a limited period of time. Specify a start and end date using the provided fields.
5. In Archive Types, select one or both of the following:
OPTION
DESCRIPTION
Emails
Select to import Emails.
Calendar Items
Select to import Microsoft Outlook calendar items.
6. (Optional) In Archive emails in folder (optional), specify the folder name from where you want to import emails,
for example, Inbox.
NOTE
Using special characters in folder names
The folder path can be overwritten with the desired folder path using the following conventions:
\ (back slash) is represented by /\
/ (forward slash) is represented by //
For example:
To input a folder path for the following folder structure:
Input the following path: Inbox\Managerial//CEO\Requests/\Queries
7. In Maximum email size , set the maximum size of the emails to import. Default is set to 2 MB.
8. Click Next.
9. If in step 3 above, you have selected to run the import process Once , the Schedule window is displayed. The Schedule
screen is skipped if the Check for new emails every import option is selected:
GFI Archiver
Screenshot 53: Configure import schedule
10. In the Schedule settings, configure the following:
OPTION
DESCRIPTION
Schedule Import
Select the import process frequency by checking the desired days.
Start time
Define the time of day during which the process will start.
End time
Enter the time at which the process will stop.
11. Click Next.
12. In the Email Deletion Policy area, select one of the following:
OPTION
DESCRIPTION
Do not delete archived emails
Select this option to keep all emails from being deleted after they are archived.
Permanently delete archived emails
immediately
When selected, the emails will be deleted as soon as they are archived.
Permanently delete archived emails
after n days
Specify the number of days to keep local copies of messages after these have been
archived (Default 30 days).
13. In the Calendar Items Deletion Policy area, select one of the following:
GFI Archiver
OPTION
DESCRIPTION
Do not delete archived calendar items
Select this option to keep all calendar items from being deleted after they are
archived.
Permanently delete archived calendar
items immediately
When selected, calendar items will be deleted as soon as they are archived.
Permanently delete archived calendar
items after n days
Specify the number of days to keep local copies of calendar items after these have
been archived (Default 30 days).
14. Click Finish.
Configuring import settings for detected users
When the Archive Assistant is deployed on a client machine for the first time, the new user is detected by GFI Archiver
and added to the detected users list in the Import Emails page. The Administrator needs to manually assign import
settings to every new user for automatic import of emails and calendar items from user's mailboxes.
To assign Import Settings:
1. Go to Configuration > Archive Assistant.
Screenshot 54: Import settings configuration for new Archive Assistant users
2. In the detected users list, click to highlight the new user.
3. Select one of the following Import options:
OPTION
DESCRIPTION
Continue
Importing
Click to resume a paused import process.
Pause
Importing
Highlight a user from the list of detected users and click Pause Importing to temporarily stop an import process. For
example, use this option when performing maintenance on your mail server.
GFI Archiver
OPTION
DESCRIPTION
Re-Import
This option is used when an import process is not completely successful. GFI Archiver uses Single Instance Storage, a
method that ensures no duplicate emails are archived within the Archive Stores.
Delete
Select a user from the detected users list and click to delete.
Use
Default
Settings
Click to assign the Default Import Settings to the selected user.For more information, refer to Configuring Default
Import Settings (page 105).
Customize
Settings
If you want to assign a set of different settings to a particular user, select Customize Settings and define the settings as
described in For more information, refer to Configuring Default Import Settings (page 105).
The File Archive Assistant is a small client-side agent that enables users to manually archive files from any location on
their machine. Users can also setup synchronized folders from which GFI Archiver can automatically archive files.
Configure the Default File Archive Assistant Settings to enable File Archive Assistant clients installed on your
network to inherit the configuration settings.
The Summary of Default File Archive Assistant Settings located in Configuration > File Archive Assistant
lists the currently configured settings.
To configure or update Default File Archive Assistant Settings:
1. In GFI Archiver, go to Configuration > File Archive Assistant.
2. Click Update Default File Archive Assistant Settings.
3. Configure the following details:
OPTION
DESCRIPTION
Polling inter
val
Define the interval in minutes at which GFI Archiver polls synchronized folders on client machines to retrieve files
for archiving.
Enable
default syn
chronized
folder
When enabled, the folder specified in the Default Synchronized Folder field will be pushed to all the client
machines on which the File Archive Assistant is installed. If the folder does not exist on the client machine, it is auto
matically created. Any file placed within this folder will be synchronized with GFI Archiver. This feature is intended
to automate the configuration process for File Archive Assistant.
Default
Destination
mailbox path
The path set in the Default destination mailbox path field determines the structure seen by the user in the
Archive tab of the GFI Archiver Web UI. The default folder name is set to Sync Files.
Maximum
file size
Define the maximum size of files to be archived. Files exceeding the maximum size are not archived.
Include /
Exclude
extensions
Use this field to manage the existing list of file types.
Enabling File Collaboration using the File Archive Assistant
Through the File Archive Assistant (FAA), GFI Archiver can store copies of important files and folders retrieved from client
machines. This process can be done automatically without any user input and without interrupting any existing
workflows.
With File Archive Assistant, users can also share files and folders between their own machines, and also share between
different users. This enables collaboration and version control. Teams and global employees can work on shared
GFI Archiver
documents without relying on third-party online file storage. All important company data is stored in one secure,
compliant and searchable archive.
When file collaboration is set up, File Archive Assistant archives every change saved by users and creates a file history
accessible via the GFI Archiver interface. Users can retrieve files in their older state or also resolve conflicts when a file is
changed by two or more users simultaneously.
Watch the video: GFI Archiver File Archive Assistant walkthrough
To enable File collaboration, the following steps are required:
Step 1: Create a public user in Active Directory - this new user's mailbox will be used by GFI Archiver as a shared
repository
Step 2: Use the Access Control feature in GFI Archiver to grant user access to the newly created public user's mailbox.
The collaboration files will be archived in this shared mailbox.
Step 3: In File Archive Assistant, configure the destination mailbox to point to this shared mailbox.
Step 4: In File Archive Assistant, configure a sync folder for each user.
Create a public user in Active Directory
1. Go to Start > Administrative Tools > Active Directory Users and Computers.
2. Expand the domain node in the right hand pane and select Users.
Screenshot 55: Creating a new user in Active Directory
3. Right click in the left pane and select New > User from the context menu.
GFI Archiver
Screenshot 56: Keying in new user details
4. Enter the required details and click Next.
Screenshot 57: Password settings for new user
5. Key in a password in the available field. Key in the password again in the Confirm password field.
6. Select Password never expires.
GFI Archiver
7. Click Next.
8. Click Finish.
Resolving a file conflict
When two users have access to a folder located in a shared mailbox and are updating the same file simultaneously, File
Archive Assistant detects a conflict when trying to synchronize the saved file.
Each user is alerted of the conflict in the Summary screen. To resolve a conflict, perform the following action:
1. Double-click the File Archive Assistant icon in the system tray.
2. Click the Summary tab.
3. In the Conflict Status field, click Resolve Conflict.
4. In the Resolve Conflicts window, perform any of the following options:
OPTION
DESCRIPTION
Filename
Click the file name to open the file that is stored locally on your machine.
Server
Copy
Click Open theirs to open the file on the GFI Archiver server. This file has _theirs after the file name.
Action
Keep Mine - Click this option to keep your local file and delete the file with the extension _theirs. A message
box is shown to confirm your action. On next synchronization the file is deleted from the server.
Keep Theirs - Click to keep the server copy and delete the local copy. A message box is shown to confirm your
action. The kept file is renamed to its original name.
4.2 Archive Operations
112
132
139
141
Within GFI Archiver, Archive Stores are the containers that contain the archived emails. Archive Stores include several
components, such as:
A database where email metadata is stored
A database where both email metadata and email data is stored
A disk location used as an email index
A disk location used as storage for email data.
Archive Stores are created automatically by GFI Archiver, based on an Archive Store Profile that defines their name,
database type and file locations.
GFI Archiver
IMPORTANT
If New Archive Store Settings are not configured, emails are not archived. For more information, refer to
Configuring New Archive Store Settings (page 114).
Viewing Configured Archive Stores
To view configured Archive Stores, select Configuration tab and from Archive area, click Archive Stores. The
Summary of new Archive Store can be expanded to show how New Archive Store Settings are configured. Every
newly created Archive Store will inherit these settings.
Screenshot 58: Viewing Archive Stores
By default, configured Archive Stores are shown grouped by year and listed in tables with the most recent on top. This
view can be changed using the Group by and Order sorting options.
The table below shows the available Archive Store fields:
OPTION
DESCRIPTION
Archive
Store
Defines the name given to the Archive Store previously configured.
Start
Date
The start date indicates the first day of the period for emails contained within the archive store. Emails that fall outside
this range are archived in another Archive Store.
End
Date
The end date is the last day of the period for emails contained within the archive store. Emails that fall outside this range
are archived in another Archive Store.
GFI Archiver
OPTION
DESCRIPTION
Status
Defines the status of the Archive Store in question. Available statuses include:
Archive Store Full: Displayed when the Do not archive more emails in this Archive Store is enabled (when Edit
ing existing Archive Store options) or when an Archive Store running on a Microsoft SQL Express database has reached
the 4 GB limit. Denotes no further archiving is possible.
Online: Denotes that the Archive Store is currently in use.
Indexing Normal: Denotes that the Archive Store was used in the past but is no longer used.
Indexing Paused: Displayed when indexing is paused.
Indexing Pending: Displayed temporarily while GFI Archiver rebuilds an index.
Read-only: A Read-only Archive Store can be accessed and is available for search but new emails cannot be archived
within it.
Select an Archive Store from any Archive Stores list and click
Store’s settings and statistics.
to view more information about that Archive
Configuring New Archive Store Settings
The New Archive Store Settings enable GFI Archiver to use a set of previously keyed in settings to create new archive
stores automatically. To view a summary of the current New Archive Store settings:
1. Select Configuration tab.
2. Click Archive Stores.
3. Click
next to Summary of Archive Store Settings.
NOTE
After installing GFI Archiver, you will be prompted by the post installation wizard to configure New Archive Store
Settings. For more information, refer to Configuring New Archive Store Settings via Post Install Wizard (page
23).
To edit New Archive Store Settings:
1. Select Configuration tab, then click Archive Stores.
2.In the Archive Stores window, click New Archive Store Settings.
3.(Optional) To disable browse and search functionality within the archive stores, uncheck Allow users to browse and
search this archive store (enabled by default). Click Next to continue.
4. (Optional) Click Advanced to edit the naming pattern for new Archive Stores. Select an option from the predefined
list or select Custom Pattern to customize the naming convention. Click Next to continue.
GFI Archiver
Screenshot 59: Post install wizard - select database type.
5. Select where to store your archived emails. Available options are:
DATABASE TYPE
DESCRIPTION
with File Storage
Recommended if you have more than 500 mailboxes to archive or an average mail flow of more than
8000/day.
Select this option to prompt GFI Archiver to use a SQL Server ® to store the email headers and metadata,
and a disk location you specify to store the email data.
NOTE
Recommended if you have less than 500 mailboxes to archive, an average mail flow of more than
8000/day or if you need full auditing of both user and database activity.
Select this option to prompt GFI Archiver to use a SQL Server ® to store both email headers/metadata as
well as email data.
NOTE
GFI Archiver
DATABASE TYPE
DESCRIPTION
SQL Server Express
with File Storage
Recommended if you have less than 100 mailboxes to archive or an average mail flow up to 6000
emails/day.
Select this option to prompt GFI Archiver to use a SQL Server ® Express database to store email headers
and metadata and a disk location you specify to store the email data.
NOTE
Choosing this option requires a SQL Server ® Express installation. This is freely downloadable from the
Microsoft® website.
GFI Archiver Database
Recommended for evaluation purposes only.
Select this option to store all email header/metadata in a Firebird database and the email data in a disk
location you specify.
NOTE
Choosing this option does NOT require you to install the Firebird database. GFI Archiver will
automatically create a database for you.
6. Click Next to continue setup.
8. Click Finish.
Attaching an Archive Store
GFI Archiver Archive Stores can be detached and attached again, for example when moving GFI Archiver to a new server.
For information on how to detach an Archive Store, refer to Detaching an Existing Archive Store.
1. From Configuration tab, click Archive Stores.
2. Click Attach Archive .
GFI Archiver
Screenshot 60: Attaching an Archive Store
3. In the Configuration screen, perform one of the following:
OPTION
DESCRIPTION
Archive Store Name
Move cursor in this field and type to edit the current name.
Allow users to
browse and search
the archive store
Select to enable users to search within this particular Archive Store.
Read-only access
Enable this option to stop emails from being deleted from the selected Archive Store (when Email Dele
tion is enabled). While emails can be viewed, new emails are not archived. Additionally, users are also pre
vented from adding labels to archived emails.
Do not archive
more emails in this
Archive Store
When enabled, no further emails are archived in the selected Archive Store and it is marked as 'Full'. If Email
Deletion is enabled, users are able to remove emails from this Archive Store. Additionally, users are able to
add labels to archived emails. A new archive store will be created when new emails need to be archived to
that particular date range.
4. Click Next.
5. Select the database type where you want to store archived emails and click Next.
6. Specify the Database File Location, Email File Location and Search Index Location and click Next.
GFI Archiver
7. Review the Archive Store Summary and click Next.
8. Click Finish.
Editing Existing Archive Store Details
1. Select Configuration tab, and click Archive Stores.
2. Select an existing Archive Store and click
.
3. In the Configuration screen, perform one of the following:
OPTION
DESCRIPTION
Archive Store Name
Move cursor in this field and type to edit the current name.
Allow users to
browse and search
the archive store
Select to enable users to search within this particular Archive Store.
Read-only access
Enable this option to stop emails from being deleted from the selected Archive Store (when Email Dele
tion is enabled). While emails can be viewed, new emails are not archived. Additionally, users are also pre
vented from adding labels to archived emails.
Do not archive
more emails in this
Archive Store
When enabled, no further emails are archived in the selected Archive Store and it is marked as 'Full'. If Email
Deletion is enabled, users are able to remove emails from this Archive Store. Additionally, users are able to
add labels to archived emails. A new archive store will be created when new emails need to be archived to
that particular date range.
4. Click Finish to save changes and exit the wizard or Next to edit additional details related to the existing Archive
Store.
Detaching an Existing Archive Store
1. Select Configuration tab and Archive Stores.
2. Select an existing Archive Store and click Detach.
IMPORTANT
Detaching an Archive Store does not delete any Archived Email data.
3. When prompted, click OK .
Indexing
The Search Index feature within GFI Archiver automatically indexes new email content archived in the corresponding
archive store. This constantly updated search enables users to perform precise and fast searches.
This section will show you how to configure the frequency with which GFI Archiver shall index new archived emails into
the search indexes. You will also learn how to force a full search index rebuild, in cases where you might suspect that the
search index is no longer valid.
Important Notes
1. Search indexes must always reside on a local hard drive. Indexing will not be available if the index path is specified via
a UNC path.
2. For best performance, locate the search index on a separate physical drive than where:
GFI Archiver
Microsoft® Exchange Server is installed
GFI Archiver is installed
SQL Server®/Firebird database is located.
3. Indexes are used only for searches. Users are always able to view the new archived emails through the browse feature
notwithstanding the fact whether emails are indexed or not.
Configuring Indexing frequency
1. Select Configuration tab and click Archive Stores.
2. Select Index Management.
Screenshot 61: Search Index Management
3. Configure an indexing schedule using the following options:
GFI Archiver
OPTION
DESCRIPTION
Index new
archived emails
every
Search indexes are updated with the latest archived emails at a fixed interval, for example every half an hour,
every hour, every two hours.
This index schedule is recommended since it strikes the right balance between update frequency and
performance hit.
NOTE
Choosing Immediately causes new email content to be indexed as soon as it is stored in an archive store.
This guarantees the most up-to-date search index; users will be able to search for and find the latest
archived emails.
NOTE
Choosing this option can degrade performance due to the updating frequency - depending on the
amount of emails archived.
Index new
archived emails
every day at
Email content is updated on a daily basis at a preset time.
This option enables you to schedule indexing during off peak hours. Search for emails that archived during the
last 24 hours will not be possible due to emails that are not yet indexed.
4. Configure the Language Analyzer. For more information, refer to Configuring the Word Breaker (page 120).
5. Configure Index File Location credentials. For more information, refer to Configuring Index File Location
Credentials (page 121).
6. Click Save .
Configuring the Word Breaker
Word Breaking is the breaking down of text into individual text tokens or words. Many languages, especially those with
Roman alphabets, have an array of word separators (such as white space) and punctuation used to distinguish words,
phrases, and sentences. Word breakers must rely on accurate language heuristics to provide reliable and accurate results.
Word breaking is more complex for character-based systems of writing or script-based alphabets, where the meaning of
individual characters is determined from context. A Word Breaker is vital for the proper indexing of most of the Asian
languages (for example Japanese, Chinese, and Arabic) and other languages.
Setting Up the Language Analyzer
3. Configure one of the following language analyzing options:
Option
Description
Enable built-in
word breaker
(recommended)
The GFI Archiver language analyzer is enabled by default. It is highly recommended that for optimal index
ing performance this is not disabled.
Enable Microsoft
Windows word
breaker
Select this option to disable the GFI Archiver built-in word breaker and use the word breaker of your
Windows operating system. Use the Default Language drop down list to specify the language to be used
to index archived data.
NOTE
If the required language is not listed in the Default Language drop down list, add the required
language from the Regional settings option within the Windows® control panel.
Alternatively, check the Enable automatic language detection check box to let Windows detect the
language automatically.
GFI Archiver
Configuring Index File Location Credentials
When you configure the Index File Location credentials, you will be able to enter UNC paths when specifying the
location where GFI Archiver stores index files for all Archive Stores.
NOTE
Ensure credentials you are using have read/write access to the local server.
3. Check the Use the following login and password to access the Index File Location checkbox.
4. Enter your Admin credentials.
Click Save .
Rebuilding a search index
Rebuilding a search index enables you to rebuild indexes that you think are no longer returning the correct search
results or became somehow corrupted.
Important Notes
Rebuilding a search index might take several hours, depending on the amount of emails stored in the respective
archive store.
During an index rebuild, users will not be able to find emails in that archive store through the search feature.
Rebuilding a search index impacts performance on the server, since this is a processor and hard disk intensive oper
ation. It is recommended that this procedure is undertaken during off peak hours, for example after office hours.
Always rebuild one index at a time for the reasons listed above.
Rebuilding a Search Index
2. Select the Archive Store for which to rebuild the index and click Rebuild Index.
Pausing and resuming indexing
Indexing can be paused and restarted through the
and
. This enables you to
pause lengthy indexing operations during peak hours and continue at a time of low activity, for example, after office
hours.
NOTE
Pausing an index during a merge stops users from finding emails in that archive store through the search feature.
Pausing a rebuild does enable users to use the archive store.
Search index states
The different states of a GFI Archiver search indexes:
STATE
DESCRIPTION
Initializing - this is the status when the search index is being created. An index is not expected to stay in this state for
more than 10 minutes.
GFI Archiver
STATE
DESCRIPTION
Invalid - this indicates that the search index is most likely to be corrupt.
Merging - GFI Archiver maintains sub-indexes which are smaller versions of the main index. These are used to increase the
performance of the search index. Sub-indexes for an archive store are merged to the main search index when a number of
sub-indexes are created or automatically at 2:00am.
Paused - the process is manually paused from the GFI Archiver Configuration. The index will remain in this state until the
Resume Index button is clicked.
Online - the search index is online.
Pending - this state shows that the search index will start rebuilding shortly.
Rebuilding - this indicates that the indexer is indexing a database. The duration of rebuilding an index depends on the
size of the database being indexed.
Scheduling Archive Stores
The Archive Store Schedule enables you to set the frequency with which GFI Archiver automatically starts archiving
emails to a new Archive Store.
IMPORTANT
Changing these settings can affect performance. We recommend configuring your Archive Stores to roll-over on a
Bi-Monthly schedule. This way, databases should stay at a more manageable size, which is beneficial if there is a
need to move the database or rebuilding its search index. A Bi-Monthly archive store should also have some
performance gains when searching. For example, to search for an email dated February 2012, GFI Archiver searches
a small Bi-Monthly database instead of a large yearly database, hence providing faster retrieval.
GFI Archiver changes the Archive Store based on a specifically configured time schedule. This feature is available for all
types of databases used with Archive Stores. The available options are:
Monthly
Bi-Monthly (default)
Quarterly
Half yearly
Yearly
NOTE
If an Archive Store exceeds the maximum database size, GFI Archiver automatically creates a new Archive Store
based on the configured New Archive Store Settings. This feature is only available for Archive Stores based on
SQL Server® Express databases.
To change the Archive Store Schedule:
1. From Configuration tab, click Archive Stores.
2. Select Schedule Archive .
3. Select one of the available options and click Save .
Backup Archive Stores
It is highly recommended to include the GFI Archiver Archive Stores in routine server backup procedures.
GFI Archiver
Online Backup
Online backup is done using a backup application which backups Archive Stores without the need to stop the GFI
Archiver services. For more information refer to
http://go.gfi.com/?pageid=MAR_BackupArchiveStores.
Offline Backup
Offline backup can be done in environments where online backup is not possible. The GFI Archiver services must be
temporarily stopped while backing up Archive Stores.
The following is a list of offline backups:
Backup an Archive Store Based on Microsoft SQL Server
Backup an Archive Store Based on Microsoft SQL Server and File System
Backup an Archive Store Based on GFI Archiver (Firebird) Database and File System
Backup an Archive Store based on SQL Server®
In this type of Archive Store, the following information is stored:
Archived email metadata - Stored in the SQL Server® database.
Compressed email binary source - Stored in the SQL Server® database.
Search index entries - Stored on disk.
To backup an Archive Store:
1. From GFI Archiver, go to Configuration > Archive Stores and click
2. Take note of the following information for quick reference:
Server
Database
Path to search index
3. Launch the Services management console from Start > Run and type ‘services.msc’.
4. Stop all GFI Archiver services.
5. Using the search index path determined in step 2, backup the Archive Stores’ search indexes, either by manually
copying and pasting the search index folder or using a backup utility.
GFI Archiver
Screenshot 62: Backup an SQL database
6. From the SQL Server®, launch the Microsoft® SQL Server Manager and backup the archive database noted in step 7. To
backup a database, right-click on the database and select Tasks > Back up….
NOTE
A maintenance plan can be created in SQL Server® to schedule periodic backups of the archive database.
7. Return to the GFI Archiver server and from the Services management console, restart all GFI Archiver services.
Backup Archive Store based on Microsoft ® SQL Server and File System
Archived email metadata - Stored on the Microsoft® SQL Server database.
Compressed email binary source - Stored on disk.
1. From GFI Archiver, go to Configuration > Archive Stores and click
GFI Archiver
2. Take note of the following information for quick reference:
Server
Database
Path to email binary source
NOTE
Move pointer over the path to view the full path.
5. Using the paths determined in step 2, backup the Archive Stores’ email binary source and search index, either by
manually copying and pasting the folders or using a backup utility.
Screenshot 63: Backup an SQL database
6. From the Microsoft® SQL Server, launch the Microsoft® SQL Server Manager and backup the archive database noted in
step 2. To backup a database, right-click on the database and select Tasks > Back up….
GFI Archiver
NOTE
A maintenance plan can be created in Microsoft® SQL Server to schedule periodic backups of the archive database.
7. Return to the GFI Archiver server and from the Services management console, restart all GFI Archiver services.
Backup Archive Store based on GFI Archiver (Firebird) Database And File System
Archived email metadata - Stored on disk.
Compressed email binary source - Stored on disk.
1. From GFI Archiver, navigate to Configuration > Archive Stores and click
.
2. Store the following paths for quick reference:
Path to Firebird database
NOTE
Move pointer over the path to view the full path.
5. Using the paths determined in step 2, backup the Archive Stores’ database file, binary files and search indexes, either
by manually copying and pasting the files in a backup location or using a backup utility.
6. From the Services management console, restart all GFI Archiver services.
Restoring an Archive Store added in GFI Archiver
1. From GFI Archiver, navigate to Configuration > Archive Stores and click
2. From the Archive Store Statistics dialog, note the following properties for quick reference:
TYPE OF ARCHIVE STORE
ARCHIVE STORE PROPERTIES
Microsoft® SQL Server
Server
Database
Microsoft® SQL Server and file system
Server
Database
Firebird Database
Path to Firebird database
GFI Archiver
5. Refer to the location of files noted in step 2 to override the Archive Store files with the restored backup files as follows:
Firebird database - replace the Firebird database on disk with the backed up Firebird database
SQL database - from the Microsoft® SQL Manager right-click the backed up database and select Tasks > Restore.
Email binary source - replace the binary folder on disk with the backed up binary folder
Search index folder - replace the Search index folder on disk with the backed up Search index folder.
6. From the Services management console, restart all GFI Archiver services.
Restoring an Archive Store that is not added in GFI Archiver
1. Depending on the type of Archive Store to restore, restore the applicable backed up data as follows:
Firebird database - restore the Firebird database on disk
SQL database - from the Microsoft SQL Manager right-click the backed up database and select Tasks > Restore .
Email binary source - restore the binary folder on disk
Search index folder - restore the search index folder on disk
Take note of the paths where all data has been restored.
2. Add the restored Archive Store in GFI Archiver ensuring that all paths configured during the wizard, for example
search index path or SQL database, are the paths of the restored data.
Moving emails from one database to another
GFI Archiver supports various types of Archive Stores. The software enables you to move emails from one database to
another or to many other databases.
NOTE
This feature is only applicable when moving the original emails source stored on disk of a Firebird database or SQL
Server® file system. Emails cannot be moved from a SQL Server® database when the source is stored on the SQL
Server® database.
Examples:
A Firebird database becomes very large in size and hence slow to load data, so the administrator decides to switch to
a SQL Server® database.
An SQL file system stored on disc, stores emails of one whole year. It is recommended to separate the emails to mul
tiple databases, for example one database for each month.
Important notes
1. It is highly recommended to backup the archive stores before moving emails. This process is described in the Backup
Archive Stores chapter of this manual.
2. Moving emails between archive stores requires a high amount of computer processing resources and can reduce the
performance of the GFI Archiver server substantially.
3. The folder structure of emails is lost when moving emails, however the emails can be resynchronized to retrieve the
folder structure. The folder structure of emails deleted from the mailbox is permanently lost.
4. Ensure that the new database where emails are going to be moved to, is added in the GFI Archiver Archive Stores. This
process is described in the Managing Archive Stores chapter.
5. Multiple databases can be created to cover different emails date ranges.
GFI Archiver
Configure the GFI Archiver Import Service
The GFI Archiver Import Service is used to analyze the source database binary files and move these files in the
appropriate archive store.
Adding a new store
1. Select Start > Program > GFI Archiver > Import Tools > GFI Archiver Import Service Configuration.
2. Click Change Settings to access the archive stores.
3. Click Add Store to launch the Add new store dialog.
4. From the Name drop-down list select the archive store where emails are going to be moved to.
5. Specify the date range for this archive store by setting the From and To calendars.
NOTE
Dates specified should not overlap with dates specified in other archive stores.
6. Click OK to add the new archive store.
7. To add other archive stores covering different date ranges, repeat steps 3 to 6.
8. When all the archive stores are configured, click Apply Settings and Close to save settings.
Remove source Archive Stores from GFI Archiver
Remove source Archive Stores from GFI Archiver before migration to avoid corruption of data. To do this:
1. In GFI Archiver, go to Configuration > Archive Stores.
2. Click the delete button next to the source database.
NOTE
It is recommended to store the binary path of the source database for reference in the next step, prior to the
removal of the archive store.
Move binary files to the GFI Archiver Import Service
GFI Archiver includes a command line tool that moves all binary files of a database to the GFI Archiver Import Service
Pickup folder.
To move the binary files:
1. Launch Microsoft Windows command prompt and change the directory to <GFI Archiver installation
path>\MAIS\bin.
2. Execute movebix.exe as follows:
movebix.exe “<source binary path>” “<GFI Archiver pickup folder>”
Where:
Source binary path - the binary folder of the GFI Archiver Firebird database.
GFI Archiver pickup folder - the folder from which GFI Archiver Import Service picks up emails and stores them in
the appropriate archive store. The default pickup folder path is <GFI Archiver installation
path>\MAIS\Pickup.
Example:
GFI Archiver
movebix.exe “c:\Program Files\GFI\Archiver\Databases\Default\Binary” “c:\Program
Files\GFI\Archiver\MAIS\Pickup”
NOTE
Binary files can also be copied instead of moved by using copybix.exe instead of movebix.exe.
3. Repeat this command for every database to be moved.
4. Email binary files from the source path are now moved to the GFI Archiver Pickup folder and processed by the GFI
Archiver Import Service.
Moving emails to the GFI Archiver archive stores
After moving the binary files to the GFI Archiver Import Service pickup folder, emails are processed as follows:
Emails are placed in the queue folder so that they can be placed in the appropriate archive store.
If an email in the pickup folder has a date that does not fit the date range of the archive stores configured, or the
email is corrupted, the import service will move the email to the Unclassified folder.
The default paths of these folders are:
FOLDER
DEFAULT PATH
Pickup folder
<GFI Archiver Installation Path>\MAIS\Pickup
Queue folder
<GFI Archiver Installation Path>\MAIS\Queue
Unclassified folder
<GFI Archiver Installation Path>\MAIS \Unclassified
Unclassified emails
The GFI Archiver Import Service classifies email as unclassified when the date is not within a date range of an archive
folder. For each unclassified email, the GFI Archiver Import Service creates four files in the Unclassified folder, for example:
200903mchnname_112132568200036_[20061123173817].body
200903mchnname_112132568200036_[20061123173817].emc
200903mchnname_112132568200036_[20061123173817].eml
200903mchnname_112132568200036_[20061123173817].envelope
The first part of the file name in the Unclassified folder begins with the year and month in which the email was sent. If
there are 500 or more emails in the Unclassified folder, the import process is suspended. In this case, delete any
unwanted emails or import the emails to an archive folder as follows:
1. Configure one or more archive folders to cover the dates of the emails that are required to be archived.
2. Stop the GFI Archiver Import Service by navigating to Start > Control Panel > Administrative Tools > Services.
3. Right-click GFI Archiver Import Service and click Stop.
4. Go to Unclassified folder.
5. Move all four files of the emails to import to the Queue folder.
6. Return to the services management console, right-click GFI Archiver Import Service and select Start.
Restoring the mailbox folder structure of moved emails
When emails are moved or copied from one database to another, the mailbox folder structure is lost. The mailbox folder
synchronization process needs to be restarted to import the folder structure of moved emails.
GFI Archiver
NOTE
Re-synchronizing the mailbox folder structure requires a high amount of computer processing resources and
can reduce the performance of the GFI Archiver server substantially.
The folder structure of moved emails that were deleted from the Microsoft Exchange mailbox is permanently
lost.
To resynchronize the folder structure:
1. From the GFI Archiver server, navigate to <GFI Archiver installation
folder>\Core\UMPolling\.
2. Delete all files of type .dat.
3. Navigate to Start > Run and type services.msc.
4. Right-click GFI Archiver Core Service and select Restart.
Upgrading the Database Schema
It is important that all Database Schemas are upgraded to the latest schema to ensure GFI Archiver works correctly. This
process can be carried out either during the upgrade process (by the Installation Wizard ) or at a later stage using the
Bulk Schema Upgrader.
Use the Bulk Schema Upgrader to:
Upgrade the GFI Archiver database schemas or
Verify that you are using the latest database schema
To launch the Bulk Schema Upgrader:
1. From the GFI Archiver machine, go to the GFI Archiver installation folder, open BulkSchemaUpgrader folder and
click BulkSchemaUpgrader.exe.
GFI Archiver
Screenshot 64: The Bulk Schema Upgrader
2. Select the databases to upgrade and click Upgrade.
NOTE
When upgrading the database schema of an SQL database, enter the credentials of the System Administrator, SA
user, or the database owner (dbo role) when prompted.
Attaching a GFI MailArchiver 3 Database
IMPORTANT
You can only attach GFI MailArchiver 3 databases based on SQL Server®. Microsoft® Access Databases are not
supported.
IMPORTANT
Attached GFI MailArchiver 3 databases are read-only and can only be used for browsing and searching.
1. Select Configuration tab and click Archive Stores. Click
.
2. Key in an Archive Store name, select whether to allow users to use the new Archive Store and the method used to
create it. Select Wizard option and click Next.
GFI Archiver
3. Select Microsoft SQL Server option and click Next.
Screenshot 65: Attach a GFI MailArchiver 3 database
4. Select Attach a version 3 database and select the database to attach.
GFI Archiver ships with a set of roles that can be assigned to selected users to grant them the required permissions to
access specific functions within GFI Archiver. One of these roles is set as default and can neither be deleted nor
modified.
After GFI Archiver is installed (or upgraded), access is controlled according to Active Directory or GFI Directory
permissions. After assigning the first role with the 'Manage access configuration' permission to a user or group (using
the GFI Archiver Roles and Permissions feature), the Active Directory or GFI Directory permissions are overridden by the
roles assigned in GFI Archiver.
NOTE
Active Directory or GFI Directory users that have not been assigned a role and do not make part of any group, are
assigned to the Default Role automatically. For more information, refer to Default Role (page 138).
The initial configured set of roles shipped with GFI Archiver are:
GFI Archiver
Administrator
Auditor
Full Access and Administrator
Full Access
User (Default)
These roles can be customized as required or deleted (except for Default Role).
Viewing configured roles and permissions
From the Configuration tab, click Roles and Permissions.
Screenshot 66: Viewing configured roles and permissions
The Roles and Permissions page is divided in two windows.
Manage Roles and Permissions: Create, configure or delete roles and permissions.
The top window displays the currently configured roles. Click on each role to view the permissions set for that role.
Use the provided controls in this window to:
OPTION
DESCRIPTION
Add New Role
Click to add a new role.
Configure Role
Permissions
Highlight an existing role, then click to edit role permissions.
GFI Archiver
OPTION
DESCRIPTION
Delete Role
Select an existing role and click to remove role. Users assigned to that role are reverted back to the default
role. For more information, refer to Default Role (page 138).
Manage Role Assignments: Assign, edit or remove roles for users or groups.
The bottom window shows a list of users and groups and their assigned roles.
Use the provided controls in this window to:
OPTION
DESCRIPTION
Assign
Click to assign a role to a user or group.
Edit
Highlight an existing user or group and click to edit the role assignment.
Remove
Select an existing user or group and click to remove role assignment. Users assigned to that role are reverted back to
the default role.
Change
Priority
Click to open the Change group priority window and change the order of how GFI Archiver checks for permissions
assigned to users. Select an existing Group role assignment and click to increase or decrease priority.
GFI Archiver first checks if user is assigned a role. In that case, the individual role assignment has the first priority. If the
user is not mapped to any role, GFI Archiver then checks if the user is part of a group and grants the permissions
assigned to the group. The user can be part of more than 1 group. In that case, the group with the highest priority takes
precedence.
NOTE
Changing priorities is only allowed for groups.
Filter By
Filter by User or by Group.
Find
Role
Use Find Role button to input a user or group in a dialog and view Roles and Permissions for selected user or group.
All Roles
Select a Role from the drop down list to filter the view by Role.
Adding a new role
Create new roles according to your organization's requirements. Each role is defined by a unique name and a set of
permissions.
To add a new role:
1. Go to Configuration > Roles and Permissions.
GFI Archiver
2. Click Add new Role .
3. In the Role Name field, enter a name that defines the new role.
4. Select the permissions assigned to the new role from the following set of values:
OPTION
DESCRIPTION
View All Items
User can view all archived items for all GFI Archiver users.
Manage general configuration
This permission grants the user access to most configuration nodes (excluding Access Control,
Roles and Permissions, and Auditing nodes)
Manage access configuration
Select to grant permissions to the Roles and Permissions and Access Control configuration.
IMPORTANT
If a user with Administrative rights revokes this permission to himself or to the group he
makes part of, he will no longer be able to access Roles and Permissions and Access
Control.
Manage Auditing con
figuration
User can access and configure Auditing.
View Auditing
User can view all auditing reports.
GFI Archiver
OPTION
DESCRIPTION
Connect using IMAP
Click to grant permission to connect to GFI Archiver using IMAP. For more information, refer to
Configuring IMAP Server (page 141).
Generate MailInsights Reports
(All)
User can generate MailInsights Reports for all GFI Archiver users.
Generate MailInsights Reports
(for Mailboxes defined in
Access Control)
Select to grant permission to generate MailInsights reports for mailboxes defined in Access Con
trol . Users are not able to view the users' emails unless View All Emails permission is set.
Archive Assistant archive items
(to own mailbox)
User is able to manually archive emails to own mailbox using the Archive Assistant.
Archive Assistant Archive
items (to Mailboxes defined in
Access Control)
Archive emails to mailboxes the users have access to. For more information, refer to Access Con
trol (page 139).
Archive Assistant Archive Files
Manually archive files to own mailbox using the Archive Assistant.
Delete Items (from own mail
box)
User is able to delete archived items from own mailbox. Items can be deleted from the GFI
Archiver web UI, from Outlook Connector and from email clients connected through IMAP.
NOTE
User is able to delete items only if Deletion is enabled. Permissions can still be set but the
delete functionality will not be available. For more information, refer to Configuring
Archived Item Deletion (page 157).
Delete Items
User is granted permission to delete archived items from all mailboxes he has access to. Items
can be deleted from the GFI Archiver web UI, from Outlook Connector and from email clients
connected through IMAP.
NOTE
User is able to delete items only if Deletion is enabled. Permissions can still be set but the
delete functionality will not be available. For more information, refer to Configuring
Archived Item Deletion (page 157).
Rename folders
User is able to rename folders in GFI Archiver web UI, in Outlook Connector and in email clients
connected through IMAP.
Create/Assign Labels
Select to grant the user permission to create personal labels and assign them to archived items
from the email view window. For more information, refer to Working with archived items
(page 43).
File Archive Assistant Archiv
ing
User is able to archive files from their machine using the File Archive Assistant.
5. Click Save .
Assigning Roles
A user or a group can be assigned one Role. No user or group can be assigned two roles. However, since a user can be a
member of more than one group, each group assigned to a Role will have priority. This is done to overcome inheritance
issues. Users will be automatically assigned higher priorities than groups.
To assign a role:
2. Click Assign Role .
GFI Archiver
3. In the User/Group field, select a user or group.
4. In the Role field, select a role from the drop down list and click Add .
5. The selected user or group is added to the list. To remove an entry, click .
6. Click Save .
Configuring a Full Access role
GFI Archiver ships with five predefined roles, two of which offer different levels of Full Access. Depending on your
requirements, assign a Full Access role as follows:
1. Select Configuration and click Roles and Permissions.
2. In the Manage Role Assignments area, click Assign Role .
3. In the User/Group field, select a user.
4. In the Role field, select:
GFI Archiver
ROLE
DESCRIPTION
Full Access
Select the Full Access role for users who need to access mailboxes belonging to other users. This role grants users
access to all emails archived within GFI Archiver and to MailInsights reports. Users assigned to this role do not have
access to Configuration and Auditing areas.
Full Access
and Admin
istrator
Assign the Full Access and Administrator role for Administrators of GFI Archiver who need access to the con
figuration area. This role also grants users access to all emails archived within GFI Archiver, to Auditing and to
MailInsights reports.
5. Click Add .
6. The selected user is added to the list.
7. Click Save .
Deleting Roles
To delete a role:
2. Select a role and click Delete Role .
Default Role
The Default Role is assigned automatically to users that have not been assigned a Role. This process is carried out by GFI
Archiver when new user mailboxes are added. The Default Role is assigned after GFI Archiver checks:
1. If user has been assigned a role
2. If user is part of a group that is assigned a role
If both steps are not confirmed, the Default Role is assigned automatically to users. The Default Role is read-only and can
neither be deleted nor modified.
The Default Role is configured with the following permissions:
OPTION
DESCRIPTION
DEFAULT
PERMISSION
STATUS
View all Emails
A user with this permission is allowed to view all emails in mailboxes he has access to.
DISABLED
Manage general con
figuration
This permission grants access to the GFI Archiver configuration area. For more inform
ation, refer to Configuring GFI Archiver (page 83).
DISABLED
Manage Auditing con
figuration
Allows a user to change Auditing settings. For more information, refer to Configuring
Auditing (page 154).
DISABLED
Manage access con
figuration
Grants permission to configure group managers and user level access on specific mail
boxes. For more information, refer to Access Control (page 139).
DISABLED
View Auditing
Enables user to view audit reports in the Auditing tab. For more information, refer to
Audit Reports (page 156).
DISABLED
Connect using IMAP
Allows a user to connect to GFI Archiver using IMAP. For more information, refer to
Configuring IMAP Server (page 141).
ENABLED
Generate MailInsights
Reports (All)
A user with this permission is able to generate MailInsights reports for all GFI Archiver
users.
DISABLED
GFI Archiver
OPTION
DESCRIPTION
DEFAULT
PERMISSION
STATUS
Generate MailInsights
Reports (for Mailboxes
defined in Access Con
trol)
Allows user to generate MailInsights reports for specific users defined in Access Con
trol.
DISABLED
Archive Assistant
archive emails (to own
mailbox)
Grants a user permission to use the Archive Assistant to archive emails from within
Microsoft Outlook to their own archive on GFI Archiver.
ENABLED
Archive Assistant
archive emails (to Mail
boxes defined in
Access Control)
Grants a user permission to use the Archive Assistant to archive emails from within
Microsoft Outlook to specific mailboxes defined in Access Control.
ENABLED
Archive Assistant
archive files
Grants a user permission to use the Archive Assistant to archive files saved in Microsoft
Outlook to their own archive on GFI Archiver.
ENABLED
Delete Emails (from
own mailbox)
A user with this permission is allowed to delete emails from his own archive on GFI
Archiver.
ENABLED
Delete Emails
A user with this permission is allowed to delete emails from other users' mailboxes
defined in Access Control. For more information, refer to Configuring Archived Item
Deletion (page 157).
ENABLED
Create/Assign Labels to
Emails
Enables users to categorize emails and calendar items through labeling. This feature is
useful during searches for specific types of archived items. For more information, refer
to Working with archived items (page 43).
ENABLED
Rename folders
Grants a user permission to rename folders from the GFI Archiver Web UI and IMAP.
DISABLED
NOTE
When using the Rename folders permission in conjunction with Folder
Synchronization you might experience some problems where the renamed folder
reverts back to its original name. This happens when the old folder still resides in
Exchange.
File Archive Assistant
archiving
Ensure this permission is enabled for users who need to archive files using the File
Archive Assistant. For more information, refer to File Archive Assistant (page 58).
ENABLED
NOTE
For the Delete Emails (from own mailbox) and Delete Emails (from Mailboxes defined in Access
Control) permissions, user is able to delete emails only if Email Deletion is enabled. Permissions can still be set
but the delete functionality will not be available. For more information, refer to Configuring Archived Item
Deletion (page 157).
By default, users can browse and search only their archived items. Access Control enables you to group users together
and grant them access to other users’ archived items. The pre-configured groups are listed in the table below.
OPTION
DESCRIPTION
Group man
agers
Enables users with a management or supervisory role in your organization to browse and search through archived
items of all the users forming part of that group.
GFI Archiver
OPTION
DESCRIPTION
User access
control
Enables specific users to browse and search archived items of other users.
For example, this feature can be used to grant a user access to the archived items of another user that no longer
forms part of your company, and who's account was deleted.
Shared
mailboxes
Enables a group to access archived items in a specific mailbox. For example, enable all sales persons to have access to
sales@mycompany.com.
Adding users to the Group Manager archive access
Adding a user to the Group Manager Archive Access grants users access to all items archived within GFI Archiver for a
particular group of users.
1. Select Configuration tab and click Access Control.
2. Click Configure Group Managers.
3. Select the user to add as a manager from the Manager field and the group to which full access will be granted and
click Add . Repeat to add other users to other groups.
NOTE
A user can be added to multiple groups by selecting the same user and a different group.
4. Click Save to finalize settings.
Define user Access Control
User Access Control enables you to grant specific users access to items archived for other users.
2. Click Configure User Access Control.
3. Select the user to grant access to in the User field and the user to which mailbox access will be granted from the Has
access to User field. Click Add and repeat to add other users to other groups.
NOTE
A user can be added to users by selecting the same user and a different user to grant access to archived items.
Configuring Shared Mailboxes
Shared mailboxes are mailboxes that can be accessed by a whole set of users in a group.
2. Click Configure Shared Mailboxes.
3. Select the group to grant access to from the Group field and the mailbox to which access will be granted from the
Mailbox Account field. Click Add and repeat to add other groups to different mailboxes.
NOTE
The same group can be added to different mailboxes by selecting the same user and a different mailbox to grant
access to archived items.
GFI Archiver
Internet Message Access Protocol (IMAP) is an Internet protocol for e-mail retrieval. A number of e-mail clients and mail
servers use IMAP to transfer e-mail messages from a server to a client.
The IMAP service is used to retrieve email identifiers and users' email folder structures from GFI Archiver Archive Stores.
This data is stored within a Firebird database on the IMAP Server machine.
NOTE
The IMAP Server back-end Firebird database is stored in Data\IMAPDB.FDB and contains the folder structure
of each user's mailbox. This database does NOT contain any message data (subject, headers, body content etc). Such
information is retrieved directly from the GFI Archiver Store service when requested. This database is created by the
IMAP service on startup (if not found) and the synchronization will start as soon as items are available from the
archive stores. IMAP server will not return any items for the users until the data is synchronized.
When a client makes a request, the IMAP Server looks in the local database for the email identifiers and performs the
following actions:
Folder names - sends the data directly
Message details - contacts the store service before returning the data.
Clients connect to the IMAP service using valid authentication.
NOTE
When GFI Archiver is installed (not upgraded) and IMAP is enabled for the first time, it takes a long time for IMAP
server to sync up with the store. The synchronization is a background process transparent to the user.
To configure the IMAP Server:
1. From the Configuration page, select IMAP Server.
2. Click Configure IMAP Server.
GFI Archiver
Screenshot 67: IMAP Server configuration
3. Select Enable IMAP Server checkbox.
4. (Optional) In the Port Number field, enter a value and click Check Availability.
NOTE
The default port number is 44143. Changing the port number effects clients that have been configured to use this
port.
5. In the Network Interface field, select the listening network card from the available options. GFI Archiver scans your
system and lists discovered network interface cards as possible options. It is however recommended to retain default
setting (All Network Interfaces).
6. In the Server URL field, key in the address of the IMAP server to be used by mail clients.
NOTE
The IMAP Server is restarted whenever there are changes in IMAP server configuration related to network card
interface or listening port number. All clients are disconnected when the IMAP server is restarted.
7. Use the Maximum months to show in mail clients field to set the period of time (in months) GFI Archiver goes
back and retrieves emails (default set to 12 months).
GFI Archiver
8. (Optional) Select Enable SSL Security checkbox to enable secure transmission of information. For more
information, refer to Working With Certificates (page 143).
NOTE
If Force SSL certificate is selected, email clients will authenticate using a valid certificate. Authentication is refused
if the client tries to connect unencrypted.
9. Click Save to finish the configuration.
Working With Certificates
Secure Sockets Layer (SSL) is a protocol designed to enable applications to transmit information back and forth securely.
Applications that use SSL, exchange encryption keys with other applications, and are designed to encrypt and decrypt
data sent between the two.
Applications that are configured to run SSL (for example, web browsers like Microsoft® Internet Explorer and Firefox and
email programs like Microsoft Outlook®, Mozilla Thunderbird and Apple Mail) are automatically able to receive SSL
connections. To establish a secure SSL connection, the application must first have an encryption key assigned to it by a
Certification Authority in the form of a Certificate.
IMAP supports encryption via certificates. Certificates can be:
Purchased from an online vendor such as Verisign
Generated from IIS® (refer to KB article http://go.gfi.com/?pageid=mar_createcertificate)
To enable SSL and configure a security certificate:
1. In the IMAP Server configuration wizard, select Enable SSL checkbox.
2. In the SSL Certificate field, select the certificate to upload.
3. In the SSL Certificate Password field, type the certificate password. This will be validated when you click save .
4. (Optional) Select Force SSL certificate checkbox to force encryption of transmitted data.
IMPORTANT
When Force SSL certificate is enabled, encryption is ‘forced’, meaning that clients using the IMAP service will not
be able to connect unless they configure encryption from their side. If Force SSL certificate is not enabled, the
clients can connect to the IMAP server both in encrypted and unencrypted mode.
5. Click Save .
4.3 Policies
144
149
152
154
157
GFI Archiver
Retention Policies define the length of time that an archived item is kept within an Archive Store before it is deleted. For
example, you can configure GFI Archiver to retain emails marked ‘Sales’ for two years while keeping emails marked as
‘Legal’ indefinitely.
GFI Archiver also provides you with the facility to temporarily suspend (hold) retention policies. This prevents archived
items from being deleted. For example, you can hold retention policies until a court case is resolved. In this case, archived
items are marked for deletion and deleted once the hold is switched off. For more information, refer to Configuring
Legal Hold (page 148).
Retroactive Retention is a feature that enables you to apply Retention policies created or modified after GFI Archiver
has already stored an item in an archive store. For more information, refer to Using Retroactive Retention (page 149).
How Are Retention Policies Applied?
OPTION
DESCRIPTION
When Reten
tion Policies
are already
configured:
GFI Archiver checks item content against any existing retention policies at the time of archiving. Policies are
applied according to priority. If the item matches the configured conditions, the retention policy is associated
with the item. If the item does not match the highest priority retention policy, GFI Archiver checks against the
next retention policy.
This process is repeated until the item either matches a retention policy or there are no more retention policies.
When apply
ing Reten
tion Polices
Retroactively:
When Retroactive Retention is run on demand, GFI Archiver checks the item content against configured retention
policies, updating retention options assigned to an item after the item has been archived.
When an archived item does not match any retention policy, GFI Archiver archives the item indefinitely.
Important notes:
An archived item can match only one retention policy. Priorities assigned to retention policies are very important.
Any archived item that matches a retention policy where the configured action is ‘delete archived item immediately’
is discarded immediately without ever being stored in an archive store.
Any archived item that matches a retention policy where the configured action is set to delete after a number of
days, is stored in an archive store. GFI Archiver removes the archived item from the archive store when the pre-con
figured time elapses.
Viewing Retention Policies
To view retention policies, select Configuration tab and click Retention and Spam Policies. The retention policies
are displayed in a table, sorted by the order in which these will be executed. Available fields are listed in the table below.
OPTION
DESCRIPTION
Policy name
Displays the name of the retention policy.
Active
Displays whether retention policy is active, inactive or disabled due to legal hold.
Action
Displays the action configured for this retention policy. For example: Retain emails for 2 years.
Adding a new Retention Policy
1. Select Configuration tab and click Retention and Spam Policies.
2. Click
.
3. From the Retention Policy wizard, select Email Retention Policy and click Next.
GFI Archiver
Screenshot 68: Retention Policy details
4. In the Retention Policy Details screen, key in the details for the new retention policy and click Next. Available options
are:
OPTION
DESCRIPTION
Policy
name
Defines the name for the new policy to be created.
GFI Archiver
OPTION
DESCRIPTION
Criteria
Defines the conditions that will identify an item as being part of this retention policy. From the drop down list select
one of the following options and provide the values that an item must match to fall under this retention policy. Click
to add more conditions or to delete a keyed in condition. Select:
Subject – define an email subject
Body – define key words that can be found in the body of emails
Sender – define the sender’s email address or specify the user name in the format domain\username
Recipient – key in the recipient’s email address or specify the user name in the format domain\username
NOTE
Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the value
will match all users of 'domain.com'.
Full Email size – select a parameter and provide the email size in MB. Available parameters are:
Equals to
Greater Than
Greater Or Equal Than
Smaller Than or
Smaller Or Equal Than
Attachment size - select a parameter and provide the email size in MB. Available parameters are:
Equals to
Greater Than
Greater Or Equal Than
Smaller Than or
Smaller Or Equal Than
Attachment Type - define the file type condition by selecting a category from the drop down list of predefined val
ues. For more information on File Types refer to Retention File Types in this section.
Manual / File - select to include all manually archived items in the retention policy.
Item Type - Select from available options. Available parameters are:
Calendar or Meeting Requests
Files
Emails
Enable
Policy
When selected, the new policy comes into effect immediately. Specify also if archived items are to be deleted
immediately or retained for a specific amount of time. Select Enable Policy and select an option between:
Do NOT retain items matching above conditions, delete immediately.
Do NOT retain items matching the above conditions, delete after x days
NOTE
To configure a number of years, specify the number of days. For example: To retain emails for 2 years, key in 730 days
and to retain emails for 5 years, key in 1825 days.
5. Click Finish.
Retention File Types
The following table lists the file types associated with each Attachment Type category available when filtering a
Retention Policy by attachment type:
CATEGORY
FILE TYPE
Images
*.jpg,*.jpeg, *.exif, *.tiff, *.raw, *.png, *.gif, *.bmp, *.ppm, *.pgm, *.pbm, *.pnm, *.webp, *.tga, *.pcx, *.img, *.psd,
*.psp, *.cgm, *.svg, *.ai, *.cdr, *.eps, *.hvif, *.odg, *.pict, *.pgml, *.swf, *.vml, *.wmf, *.emf, *.xps, *.pns, *.jps
Documents
*.acl, *.csv, *.cwk, *.doc*, *.dot*, *.htm*, *.hwp*, *.lwp, *.mcw, *.odm, *.odt, *.ott, *.pages, *.pdax, *.pdf, *.rtf, *.rpt, *.stw,
*.sxw, *.tex, *.txt, *.wpd, *.wps, *.wpt, *.wrd, *.wri, *.xhtml, *.xml, *.xps, *.xls, *.xlsx, *.ppt, *.pptx, *.mdb, *.accdb,
*.accde
GFI Archiver
CATEGORY
FILE TYPE
Music
*.aiff, *.au, *.cdda, *.raw, *.wav, *.flac, *.la, *.m4a, *.ape, *.wma, *.mp2, *.mp3, *.ogg, *.ra, *.rm, *.ots, *.swa, *.vox, *.voc,
*.mid, *.psf, *.mod, *.asf, *.asx, *.m3u, *.ram, *.xspf, *.omf, *.cel
Video
*.aaf, *.3gp, *.gif, *.asf, *.avchd, *.avi, *.dat, *.flv, *.mpeg, *.mpg, *.fla, *.flr, *.sol, *.m4v, *.mkv, *.mov, *.mpe, *.mxf, *.ogg,
*.rm, *.swf, *.wmv
Changing the order of Retention Policies
The order in which retention policies are applied is very important within GFI Archiver. GFI Archiver first checks the
archived item against the highest priority retention policy. If the item matches the configured conditions, retention
policy is associated with the item. If the item does not match the highest priority retention policy, GFI Archiver checks
against the next retention policy configured, according to priority.
To change the order of the retention policies:
1. Select Configuration tab and click Retention and Spam Policies.
2. Select the retention policy to change the order for and click Move up or Move Down to move up or down
respectively.
Adding a SPAM Retention Policy
By default, emails marked as spam are archived with all other emails and GFI Archiver does not discriminate between
valid emails and emails marked as SPAM by anti-spam solutions such as GFI MailEssentials. Within GFI Archiver, you can
set up a SPAM Retention Policy that enables you to delete spam immediately on archival or after a specific number of
days.
Creating a SPAM Retention Policy also enables users to browse emails marked as spam and if these are not actually spam,
mark them as not spam. This causes the SPAM Retention Policy not to delete such emails.
1. Select Configuration tab and click Retention Policies.
2. Click
.
3. From the Retention Policy wizard, select Specify a SPAM policy and click Next.
GFI Archiver
Screenshot 69: SPAM Retention Policy dialog
4. Fill in a name for the SPAM Retention Policy, configure whether the policy is active or not, and select the retention
period. The table below shows a list of available options.
OPTION
DESCRIPTION
Policy Name
Defines the name for the policy being created/edited. Key in or edit the
name in this text box.
Enable policy
When selected, the new policy comes into effect immediately.
Do NOT retain emails marked as SPAM, delete
immediately
Instructs GFI Archiver to immediately delete all emails marked as SPAM.
Do NOT retain emails matching the above con
ditions, delete after x days
Instructs GFI Archiver to retain all emails marked as SPAM and delete them
only after the configured time elapses.
5. Click Next and Finish to complete retention policy configuration.
Configuring Legal Hold
Legal Hold instructs GFI Archiver to pause deleting archived emails and to retain them until further notice. Enable this
feature to temporarily halt archived email deletion until, for example, a court case is resolved.
Enabling this feature still causes GFI Archiver to mark the archived emails for deletion. Delete instruction will be executed
only once the legal hold is removed.
GFI Archiver
To enable Legal Hold:
1. Select Configuration tab and click Retention and SPAM Policies.
2. Select
.
NOTE
Verify that Legal Hold is enabled from the Home tab, under About GFI Archiver.
To disable Legal Hold:
1. Select Configuration tab and click Retention and SPAM Policies.
2. Select
.
IMPORTANT
Use this feature with caution, since emails are immediately deleted on disabling Legal Hold.
Using Retroactive Retention
Retroactive Retention enables you to apply email retention policies after the email has been archived. The process is run
on demand and archived emails can be removed (or marked for removal) from selected archive stores. The process can
be paused or stopped.
IMPORTANT
Enabling Legal hold does not stop a retroactive retention job but for legal reasons emails are not deleted until the
Legal hold is removed.
New retention policies cannot be created while a Retroactive job is running.
To run retroactive retention:
1. Click Run Retroactive.
2. In the Archive Store field, select the archive stores on which Retroactive retention will run.
3. Click Add .
4. Click Run Retroactive.
5. Use the Summary for retroactive retention to monitor the progress of the running process.
6. Click Pause Retroactive to pause the current job or Stop Retroactive to cancel.
NOTE
Retroactive Retention is a lengthy process depending on the amount of emails to process. Only one instance of
retroactive retention is processed at any one time.
Retention Policies define the length of time that an archived version of a file is retained in the Archive Store before it is
deleted.
GFI Archiver
NOTE
If Legal Hold is enabled, GFI Archiver temporarily suspends all active retention policies. This prevents archived items
from being deleted. Archived items are marked for deletion and deleted once the hold is switched off. For more
information, refer to Configuring Legal Hold (page 148).
File History Retention policies are applied from the top down. GFI Archiver checks configured policies during the daily
maintenance routine and if there is a match, the retention policy is applied. Priorities assigned to retention policies are
very important. For more information, refer to Changing the order of File History Retention Policies (page 151).
Add a new File History Retention Policy
1. Select Configuration tab and click File History Retention Policies.
2. Click Add .
are:
OPTION
DESCRIPTION
Policy
name
Criteria
Latest file older than - if the latest archived file is older than the specified number of days, GFI Archiver will either
remove the file from history (if Do NOT retain any file history is selected) or keep the number of versions specified in
Keep latest N versions in the file history of each archive.
Extension type - specify the file type from the available list.
Owner – define the user or group that owns the archived file.
Enable
Policy
Defines whether a policy is in effect or not, if items are to be deleted immediately or how many versions will be
retained. Select Enable Policy and select an option between:
Do NOT retain any file history - Any archived file that matches a retention policy where the configured action is
‘do not retain any file history’ will not have any archived versions. If selected and file is deleted from disk this could res
ult in file being deleted from archive
Keep latest N versions in the file history of each archive - keeps the specified number of versions in the archive
store. When a new version is archived, GFI Archiver removes one of the older versions.
4. Click Finish.
Retention File Types
The following table lists the file types associated with each Attachment Type category available when filtering a
Retention Policy by attachment type:
CATEGORY
FILE TYPE
Images
*.jpg,*.jpeg, *.exif, *.tiff, *.raw, *.png, *.gif, *.bmp, *.ppm, *.pgm, *.pbm, *.pnm, *.webp, *.tga, *.pcx, *.img, *.psd,
*.psp, *.cgm, *.svg, *.ai, *.cdr, *.eps, *.hvif, *.odg, *.pict, *.pgml, *.swf, *.vml, *.wmf, *.emf, *.xps, *.pns, *.jps
Documents
*.acl, *.csv, *.cwk, *.doc*, *.dot*, *.htm*, *.hwp*, *.lwp, *.mcw, *.odm, *.odt, *.ott, *.pages, *.pdax, *.pdf, *.rtf, *.rpt, *.stw,
*.sxw, *.tex, *.txt, *.wpd, *.wps, *.wpt, *.wrd, *.wri, *.xhtml, *.xml, *.xps, *.xls, *.xlsx, *.ppt, *.pptx, *.mdb, *.accdb,
*.accde
Music
*.aiff, *.au, *.cdda, *.raw, *.wav, *.flac, *.la, *.m4a, *.ape, *.wma, *.mp2, *.mp3, *.ogg, *.ra, *.rm, *.ots, *.swa, *.vox, *.voc,
*.mid, *.psf, *.mod, *.asf, *.asx, *.m3u, *.ram, *.xspf, *.omf, *.cel
GFI Archiver
CATEGORY
FILE TYPE
Video
*.aaf, *.3gp, *.gif, *.asf, *.avchd, *.avi, *.dat, *.flv, *.mpeg, *.mpg, *.fla, *.flr, *.sol, *.m4v, *.mkv, *.mov, *.mpe, *.mxf, *.ogg,
*.rm, *.swf, *.wmv
Edit File History Retention Policies
To edit an existing File History Retention Policy:
2. Select the policy to edit. Click Edit .
are:
OPTION
DESCRIPTION
Policy
name
Criteria
Latest file older than
Extension type
Owner – define the sender’s email address or specify the user name in the format domain\username
Enable
Policy
Defines whether a policy is in effect or not, if items are to be deleted immediately or how many versions will be
retained. Select Enable Policy and select an option between:
Do NOT retain any file hostory.
Keep latest n versions in the file history of each archive.
4. Click Finish.
Viewing File History Retention Policies
To view retention policies, select Configuration tab and click File History Retention Policies. The retention policies
are displayed in retention policy table, sorted by the order in which these will be executed. Available fields are listed in
the table below.
OPTION
DESCRIPTION
Policy name
Displays the name of the retention policy.
Active
Displays whether retention policy is active, inactive or disabled due to legal hold.
Action
Displays the action configured for this retention policy. For example: Retain emails for 2 years.
Changing the order of File History Retention Policies
The order in which retention policies are applied is very important within GFI Archiver. GFI Archiver first checks the
archived item against the highest priority retention policy. If the item matches the configured conditions, retention
policy is associated with the item. If the item does not match the highest priority retention policy, GFI Archiver checks
against the next retention policy configured, according to priority.
To change the order of the retention policies:
GFI Archiver
2. Select the retention policy to change the order for and click Move up or Move Down to move up or down
respectively.
Removing File History Retention Policies
To remove a configured File History Retention Policy:
2. Select the policy to remove and click Remove .
3. When you receive the message Are you sure you want to delete the selected file history retention
policies? click OK .
Classification Rules enable you to automatically classify items according to the content. From the moment that a
classification rule is enabled, new emails are automatically reviewed according to the classification rule set up and
labeled accordingly in their respective Archive Store.
Using the Advanced Search functionality in the Archive tab, users can search archived items for a particular label. The
search can also be saved in the Classifications window in the Archive tab for ease of use. For more information, refer
to Using Advanced Search (page 48).
This section will help you:
Add a new Classification Rule
Edit an existing Classification Rule
Remove an existing Classification Rule
Adding a New Classification Rule
1. Select Configuration tab and click Classification Rules.
2. Click
GFI Archiver
.
Screenshot 70: Categorization rule details
3. Key in a name for the new rule and configure the criteria that emails have to fulfill to fall under this classification rule.
Available options are:
OPTION
DESCRIPTION
Subject
Key in the subject text that the email must match to fall under this categorization rule.
Body
Key in the body text that the email must match to fall under this categorization rule.
Sender
Select whether to classify by email address or user name. Provide the email address or select a user name that the
email must match to fall under this categorization rule.
NOTE
‘@’ sign must always be present in sender email address specified. Wildcard characters are also supported as follows:
? - matches any letters
For example: ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com.
- matches complete words
For example: *@master-domain.com matches all email addresses with the domain part master-domain.com
Recipient
GFI Archiver
Key in the recipient email address that the email must match to fall under this categorization rule.
NOTE
Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the
value will match all users of 'domain.com'.
4. Click
to add further classification criteria or
to delete previously keyed in criteria.
5. In the Rule Action area, select Enable rule to make the new Classification rule active immediately.
6. In the Label matching emails as field, key in a label name with which emails should be labeled.
8. In the Summary page review the categorization rule details and click Finish.
Editing a Classification Rule
1. Select the classification rule to edit and click Edit.
2. Follow the instructions listed in the Adding a New Classification section for information on how to edit a
classification rule.
Removing a Classification Rule
Select the classification rule to remove and click
. Classification rule will automatically be removed.
GFI Archiver database activity auditing uses the tracing capabilities of SQL Server® to record all activity affecting the
archive databases.
NOTE
Auditing cannot be enabled on Archive Stores based on GFI Archiver (Firebird) database and file system. We
recommend using your OS User Configuration auditing and User Trail for this environment.
Trace data is stored in a text file in a user specified location on the SQL Server® machine. There is one trace file per server,
containing trace data from all archive stores hosted on the server. The SQL Server® service holds an exclusive lock on the
trace file, ensuring the file is not tampered with. From GFI Archiver, you can then trigger the process to upload trace files
into the auditing database. Following the upload, you can view auditing reports through the Auditing Reports page in
the console.
IMPORTANT
Auditing can be enabled for archive stores based on SQL Server® and SQL Server® with file system. However, if
unauthorized access is given on the server, a potential hacker could delete or modify archived data in the database
and all of this would NOT be audited.
Configuring Database Activity Auditing
GFI Archiver database activity auditing records all activity affecting the archive databases and stores the data in a SQL
Server.
Follow these steps to enable auditing.
1. From the Configuration tab, click Auditing.
2. Click Configure.
GFI Archiver
Screenshot 71: Select authentication method
3. Enter the Server name in the textbox and choose the Authentication method to use to connect to the SQL Server®.
OPTION
DESCRIPTION
Integrated Windows
Authentication
Uses the currently logged on user to connect to SQL Server ®.
Authentication
Uses the credentials you key in the Login Name and Password: fields to connect to SQL Server ®. These will
be used by GFI Archiver to read/write from the auditing database.
Click Next to continue setup.
IMPORTANT
The account specified must have sysadmin or database owner privileges.
4. To create a new database within the previously selected SQL Server®, select New Auditing Database and provide a
name in the text box. To use an existing database, choose Select an Existing: auditing database from the displayed list
of databases. Click Next to continue.
GFI Archiver
5. Specify whether to enable tracing on GFI Archiver archive stores. Select Enable trace on Archive Stores to log
database activity data and specify the path on the SQL Server® machine where the trace files will be stored. Click
Next to continue.
NOTE
Ensure that the location specified is accessible using the user account under which the SQL Server® service is
running
NOTE
Lock down the location where you store the SQL Server® trace files through NTFS permissions, so that only the SQL
Server® Service can access the location. This, together with the exclusive lock held by the SQL Server® service, ensures
that the data in the trace files cannot be tampered with.
6. Specify whether to enable user interaction auditing. This will record all the activity of the GFI Archiver user interface by
users. To enable, select Enable user interaction auditing. Click Next to continue.
7. Review the Auditing Database setup summary and click Finish to finalize setup.
Editing Database Activity Auditing
To edit an existing database activity auditing setup, select the previously configured settings and click Configure.
Follow the instructions listed in the Configuring Database Activity Auditing section to edit an existing database activity
auditing setup.
Audit Reports
Auditing reports are based on data generated by database activity auditing and user interaction auditing. To access
auditing reports:
1. Select Auditing tab and select from the following reports:
REPORT NAME
DESCRIPTION
Configuration Man
agement Auditing
Report
Use this report to list all the configuration changes made in GFI Archiver. Information displayed includes:
User who made the changes
Changes effected
NOTE
Clicking on any configuration change in the list will bring up a window with further detailed
information.
Access Control Audit
ing Report
Use this report to list all the changes made to the access control configuration of GFI Archiver.
Information displayed includes:
User who made the changes
The user affected by the change
What permissions were changed
Archived items Audit
ing Report
Use this report to list the number of items archived in GFI Archiver Archive Stores per day. Information
displayed includes:
Date
Name of archive store
Number of archived items
Bulk Import Auditing
Report
Use this report to list the amount of items imported into the archive stores through the bulk import
service, for each import. Information displayed includes:
Date of import
Number of items imported
GFI Archiver
REPORT NAME
DESCRIPTION
Retention Policy Audit
ing Report
Use this report to list the retention policies executed and the amount of items deleted. Information
displayed includes:
Date on which the policy was executed
Name of retention policy
Number of items deleted
Clicking on any executed retention policy in the list will bring up a window with detailed information
on the policy executed.
Data Leakage Pre
vention Auditing
Report
Use this report to list which users performed actions that could lead to data leakage, such as forwarding
of emails from the archive stores. Information displayed includes:
User that performed the action
Action performed
Number of items affected.
User Audit Trail Audit
ing Report
Use this report to list the actions taken by users whilst using the GFI Archiver web interface. Information
displayed includes:
User name
Action taken
Date/time action was taken
The following report options are available:
To group the list by user, click on the Group by user button, located at the top of the report page.
To group the list by date, click on the Group by date button, located at the top of the report page.
Clicking on any user action in the list will bring up a window with detailed information on the
action taken.
Data Integrity
Auditing Report
Use this report to list all the changes made to the GFI Archiver archive stores and auditing databases,
which were not carried out through the GFI Archiver services. Information displayed includes:
Event type
Microsoft® SQL server and database affected
Database user affected
Action taken
Machine from which action originated.
The following report options are available:
To group the list by event type, click on the Group by event type button, located at the top of the
report page.
To group the list by date, click on the Group by date button, located at the top of the report page.
Clicking on any database change in the list will bring up a window with detailed information on
that change.
2. Perform the following actions:
OPTION
DESCRIPTION
Filter
reports:
Use the Filter by: area by selecting a value to filter by and providing the details that a record has to match to be dis
played on screen. The Filter by: area is located at the top of each report page.
Print
reports:
Click on the print report button
, located at the top of each report page to print the report.
The Deletion feature enables users to permanently delete archived items from GFI Archiver. If enabled, an additional
delete button is displayed in the Archive tab toolbar and in the Mail View toolbar. Additionally, deletion is also
possible from Outlook Connector and from email clients connected through IMAP. To be able to delete archived items,
the user must also be assigned to a Role with the Delete Items permission. For more information, refer to
Configuring Roles and Permissions (page 132).
GFI Archiver
IMPORTANT
Enabling this feature may breach company policy or legal compliance related to email retention.
1. From Configuration tab, select Deletion.
2. Click Enable Deletion.
Screenshot 72: Configuring deletion
3. (Optional) If you want to retain a copy of the deleted item in the Archive Stores, check Leave a copy of the item in
the Archive Stores accessible by a Full Access User. Retained items are only accessible by users with full access
rights. If the checkbox remains unchecked, deleted items will be removed permanently from the Archive Stores.
4. Check the I agree checkbox.
5. Click OK .
NOTE
User cannot delete items from a read-only Archive Store. Users are notified if delete fails.
GFI Archiver
IMPORTANT
If Legal Hold is enabled, Deletion is disabled until Legal Hold is removed. For more information, refer to
Configuring Legal Hold (page 148).
4.4 General settings
159
159
160
162
162
162
A fully licensed version of GFI Archiver requires a license key. For information on GFI Archiver licensing, refer to:
http://go.gfi.com/?pageid=MAR_Licensing
NOTE
To evaluate GFI Archiver, request a free evaluation key from GFI Software Ltd http://go.gfi.com/?pageid=MAR_
DownloadRegistrationForm.
To review the license key that is currently used within GFI Archiver select Configuration tab and click Change license
key label.
To change your current license key:
1. Click Edit Licensing Key.
2. Key in or paste the new license key in the License Key text box. Click Verify License Key to verify that the new
license key is correct.
NOTE
After installing GFI Archiver, the Post-installation Wizard redirects you automatically to this page.
Specify the administrator email address and email server details for notifications:
1. Select Configuration tab and click General Settings.
2. Click General Settings.
GFI Archiver
Screenshot 73: General Settings
3. Perform all the required modifications from the list of available options.
OPTION
DESCRIPTION
Administrator email
address
Defines the administrator email address where important notifications are sent.
SMTP Server
Defines the SMTP server used by GFI Archiver to send notifications and to restore emails from Archive Store.
Port Number
Defines the port number over which GFI Archiver will communicate to the SMTP server. Default value: 25
Use SSL
Instructs GFI Archiver to connect and communicate with the SMTP Server using SSL.
The SMTP requires
authentication
Instructs GFI Archiver to connect to the SMTP server using a username and a password. The username and
password fields are automatically displayed if this option is chosen.
4. Click Save to save new setup.
5. Click Send a test email to confirm that details are correct.
Enable, disable and configure the GFI Archiver version checks. This enables GFI Archiver to check for and advise you of
any new versions of GFI Archiver.
GFI Archiver
2. Click Additional Settings.
Screenshot 74: Version check configuration
3. Perform all the required modifications from the list of available options.
OPTION
DESCRIPTION
Enable Version Check
Enables/Disables the GFI Archiver Version Check. Uncheck option to disable GFI Archiver automated
checks for newer versions.
Enable Proxy server
Instructs GFI Archiver to use a proxy server to connect to the GFI Software Ltd servers and check for
updated versions.
Proxy server/Port
Defines the Proxy server and the port that GFI Archiver uses to connect to the GFI servers for version
check purposes.
Proxy requires authen
tication
Enable option if the Proxy server specified in the Proxy server and Port fields requires authentication.
Username/Password
Defines the username and password that GFI Archiver uses if the proxy server uses authentication.
4. Click Save to save new setup.
GFI Archiver
GFI Archiver identifies faxes and SMS coming from GFI FaxMaker. A label is assigned to the received item. The faxes and
SMS are stored in GFI Archiver as normal email.
To enable or disable the Fax Archiving search option:
3. In the Fax Archiving and Notification Settings area, perform all the required modifications from the list of
available options.
OPTION
DESCRIPTION
Show the Fax search
tab in the Archive
page
Enable this feature to display the additional fax search tab within the simple search tool in the Archive
page. Users will be able to search for faxes or SMS archived in GFI Archiver from GFI FaxMaker.
Send archiving status
notifications
When this option is enabled, the GFI Archiver system administrator receives a notification when emails
are not being archived in GFI Archiver.
3. Go to Archive tab and verify that the Fax search option appears in the Simple search window.
Enable this feature to receive a notification if GFI Archiver stops archiving. You can then go to the Home tab to
troubleshoot further and identify the source of the problem. For more information, refer to Using the Home tab (page
37).
To enable or disable notifications search option:
3. In the Fax Archiving and Notification Settings area, perform all the required modifications from the list of
available options.
OPTION
DESCRIPTION
Show the Fax search tab
in the Archive page
Enable this feature to display the additional fax search tab within the Archive page. Users will be able
to search for faxes or SMS archived in GFI Archiver from GFI FaxMaker.
Send archiving status
notifications
When this option is enabled, the GFI Archiver system administrator receives a notification when emails
are not being archived in GFI Archiver.
GFI Directory is a directory of users and groups that integrates with GFI Archiver in environments where there is no
Microsoft Active Directory available.
GFI Directory can be downloaded from the following link: http://go.gfi.com/?pageid=DIR_Download
To learn how to install and configure GFI Directory consult the GFI Directory Administrator Guide available from:
http://go.gfi.com/?pageid=DIR_Help_En
GFI Archiver
Installing GFI Archiver with GFI Directory
When installing GFI Archiver with GFI Directory, the installation wizard will detect that GFI Directory is installed. If the
installed version is older than the one packaged with GFI Archiver you are asked whether to upgrade the installed
GFI Directory version or skip the upgrade process. It is highly recommended to upgrade to the most recent version of
GFI Directory.
NOTE
If GFI Archiver is installed with GFI Directory it is not possible to switch to Microsoft Active Directory and you have to
re-install GFI Archiver.
Manage users and groups in GFI Directory
Using GFI Directory, you can create new users and groups, assign administrative rights to users and also reset user
passwords.
To access GFI Directory from GFI Archiver:
1. In GFI Archiver, go to Configuration > GFI Directory Service .
2. Use administrator credentials to log in GFI Directory.
4.5 Administrator tools
GFI Archiver provides you with a set of utilities that enable you to perform advanced tasks on the server.
4.5.1 Using the Import Export Tool
GFI Archiver enables you to extract emails and calendar items from various email databases and to import them into the
Archive Stores using the Import Export Tool.
NOTE
The Import Export Tool is recommended only when importing historical calendar items. For current calendar items
we suggest using the Archive Assistant. For more information, refer to Importing Emails and Calendar Items via
the GFI Archiver Archive Assistant (page 103).
IMPORTANT
If Microsoft Outlook® is not detected on the machine where the tool is running, the following import options are
disabled:
Import from .pst files
Download to PST option when selecting Export data from GFI Archiver.
Through GFI Archiver, you can also export emails from the Archive Stores, for example, to restore deleted emails. Import
Export Tool can export emails:
to a specific email address
to a folder on disk in .eml or .msg format
to a PST file.
NOTE
To export Calendar Items you must use the Login as current user (Using MAPI/Outlook) option.
GFI Archiver
Import Emails From Microsoft® Exchange Mailboxes
The Import Export Tool enables you to extract emails from Microsoft ® Exchange mailboxes and import them to the
GFI Archiver Archive Stores.
The process of adding email from Microsoft ® Exchange Mailboxes to GFI Archiver involves the following
procedure:
1. The Import Export Tool extracts emails from Microsoft ® Exchange mailboxes.
2. The Import Export Tool converts the emails to MIME format.
3. The Import Service processes the extracted emails based on the date of each email.
4. GFI Archiver stores emails in the appropriate archive store.
Using the Import Export Tool is a two step process:
Step 1: Importing emails from a remote computer
IMPORTANT
This section only applies when extracting items from a mailbox on a remote machine. If importing emails from the
same machine where GFI Archiver is installed, skip to Run the GFI Archiver Import Export Tool in this manual.
GFI Archiver lets you extract email mailboxes located on remote machines. To do this:
1. From the GFI Archiver machine, navigate to <GFI Archiver installation path >\MAIS\
2. Share Pickup folder to give full read and write permissions to the remote machine from where the Import Export Tool
is to run. To share a folder:
In Windows® Server 2003:
a. Right-click the Pickup folder and select Sharing and Security…
b. Select Share this folder and click Permissions button to enter the Permissions dialog.
c. Click Add .
d. Enter the username of the user where the tool is going to be run and click Check Names to confirm the user.
e. Click OK to add the user in the Permissions dialog.
f. In the Permissions dialog select the username added and select the Allow checkbox for Full Control.
GFI Archiver
g. Click OK to save and exit the Permissions dialog.
h. Click OK to save and exit the folder properties sharing dialog.
a. Right-click Pickup folder and select Share…
b. Specify the credentials under which the Import Export Tool will run and click Add .
c. From the Permission Level drop-down list next to the added user, select Co-owner.
d. Select Share and click Done .
a. Right-click Pickup folder and select Share with > Advanced sharing
b. In the Sharing tab, click Advanced Sharing.
c. Check the Share this folder checkbox.
d. Click Permissions tab and specify the user credentials under which the Import Export Tool will run. Ensure Full
Control is selected for the added user and click OK .
3. Return to where GFI Archiver is installed and copy the MarcImportExport folder.
4. Paste the folder on remote machine.
5. Open an instance of CMD
6. Browse to the MarcImportExport Folder on the local machine
7. Run the following command: <regsvr32 redemption.dll>
8. Run MArcImportExport.exe.
Step 2: Run the GFI Archiver Import Export Tool
To export emails from Microsoft® Exchange mailboxes and import them into GFI Archiver:
1. Launch the Import Export Tool by navigating to Start > Programs > GFI Archiver > GFI Archiver Import Export
Tool.
2. Click Import from Microsoft Exchange mailbox.
GFI Archiver
Screenshot 75: Importing from a Microsoft Exchange mailbox
3. From the Microsoft® Exchange Version area, select the applicable option:
Microsoft® Exchange Server 2003 or 2007
Microsoft® Exchange Server 2007 SP1 or 2010
Microsoft® Exchange Server 2013
4. From the Login Credentials area, configure a user with permissions to access the Microsoft® Exchange mailboxes to
import. Configure:
OPTION
DESCRIPTION
Login as current user
Login to Microsoft® Exchange Server using the credentials of the logged on user.
Use other credentials
Specify the username (use domain\username format) and password of a user with full mailbox
access permissions.
Exchange Server
Specify the Microsoft® Exchange Server name or IP address.
Use SSL
Check this option if the Microsoft® Exchange Server requires SSL connection.
Extract emails from Public
Folders
Check this option to extract emails from public folders.
Verify Credentials
Click this button to confirm access and authentication with Microsoft® Exchange Server.
GFI Archiver
Screenshot 76: Import from Microsoft Exchange: Mailbox and folder selection
6. Select the mailboxes and folders to import:
OPTION
DESCRIPTION
All mailboxes and
folders
Import all the emails in mailboxes that the configured user has access to.
Select the mailboxes
and folders from
where to extract
emails
Select this option to import the emails of a particular mailbox. Specify the Mailbox name or click …
button to select a mailbox to import. To import emails from a particular folder only, check Import emails
from the following folder only and key in the folder’s name.
Export from all
Folders
Check this option to extract emails from public folders.
GFI Archiver
OPTION
DESCRIPTION
Export calendar items
Check this option to extract historical calendar items from public folders.
NOTE
The Import Export Tool is recommended only when importing historical calendar items. For current
calendar items we suggest using the Archive Assistant. For more information, refer to Importing Emails
and Calendar Items via the GFI Archiver Archive Assistant (page 103).
IMPORTANT
To export Calendar Items you must use the Login as current user (Using MAPI/Outlook) option.
Screenshot 77: Import from Microsoft Exchange: Configure import options
8. From Import destination area, select one of the following options:
Import to GFI Archiver – import emails to GFI Archiver Archive Stores.
Extract emails to given path – extract emails to a location on disk in .txt format
9. In the Cut-off time area, specify a date range. Emails sent between the specified dates are extracted, while other
emails are ignored.
GFI Archiver
10. In the Owner area, enable Select the owner of the emails to extract and specify the user in the Owner text
box.
Example: If user@testdomain.com is specified in the Owner field, imported emails are displayed under
user@testdomain.com.
11. (Optional) Click Advanced Options and select from the following options:
OPTION
DESCRIPTION
Ignore
already
processed
flag
If checked, the process goes through all emails in the selected date range, irrelevant of whether an export process
had already occurred before and exported the same emails. If unchecked, the process skips already exported emails
in the selected date range and resumes with the unprocessed ones.
Do not
mark pro
cessed
emails
Select this option if you want Import Export Tool to process emails without marking them as processed. The result is
that there will be no flag to ignore when emails are processed again.
Clear
email flag
prior pro
cessing
If in a previous export emails have already been marked, the flag indicating this process is removed.
12. Click Next to start the export process.
13. When the process completes, click Finish.
NOTE
The duration of the process depends on the amount of emails to extract.
Microsoft ® Exchange mailbox access permissions – Grant Permissions
The Import from Microsoft Exchange Mailbox Wizard within Import Export Tool uses the credentials of the
logged-on user when run on the Microsoft® Exchange Server machine directly. To run the wizard on a server that is not
the Microsoft® Exchange Server 2003/2007/2010 machine, specify a user name and a password. This account needs to
be granted full mailbox access (‘SendAs’ and ‘ReceiveAs’ permissions) on the mailboxes from which emails are to be
extracted.
NOTE
It is recommended to remove these permissions after extracting the mailboxes.
Importing mailboxes remotely from Microsoft® Exchange Server 2003 server
1. Open Microsoft® Exchange System Manager.
2. Navigate to Servers > [Server Name] > [Storage Group], right click on the Mailbox Store and select Properties.
3. Select Security tab.
4. Click Advanced button and uncheck Allow inheritable permissions… checkbox.
5. In the Security dialog box, select Copy.
6. Click OK to apply changes and return to the Mailbox Store Security properties.
7. In the Security tab, select Administrator from the Group or user names.
8. From the Permissions list, check Allow check boxes for Receive As and Send As.
GFI Archiver
9. Repeat steps 7 and 8 to allow Receive As and Send As permissions for:
Domain Admins
Enterprise Admins
Microsoft® Exchange Domain Servers.
10. Click OK to save settings.
11. Restart the Information Store:
a. Navigate to Start > Run, type services.msc, and click OK .
b. In the Results pane, right-click Microsoft Exchange Information Store service and click Restart.
Importing mailboxes remotely from Microsoft® Exchange Server 2007
1. Open the Microsoft Exchange Management Console.
2. Expand Recipient Configuration in the left pane.
3. In the right pane, locate the name of the user you want to grant permission to. Right-click the name and select
Manage Send As Permission....
4. In the wizard, click Add .
5. Select the user name of the mailbox owner from which you will be importing emails and click Manage .
6. Click Finish.
7. Right-click the name again and select Manage Full Access Permission...
8. In the wizard, click Add .
9. Select same user name selected in step 5, and click Manage .
10. Click Finish.
Importing mailboxes remotely from Microsoft® Exchange Server 2007 SP1 SP2 SP3
1. Open the ‘Exchange Management Shell’ on the Microsoft® Exchange Server 2007.
2. Run the following Windows® PowerShell commandlet:
foreach ($exchangeServer in Get-ExchangeServer)
{
if ($exchangeServer.ServerRole -match 'ClientAccess')
{
Add-ADPermission -Identity $exchangeServer.DistinguishedName -User 'domain\user' ExtendedRights ms-Exch-EPI-Impersonation
}
}
Example:
foreach ($exchangeServer in Get-ExchangeServer)
{
if ($exchangeServer.ServerRole -match 'ClientAccess')
{
GFI Archiver
Add-ADPermission -Identity $exchangeServer.DistinguishedName -User 'masterdomain\administrator' -ExtendedRights ms-Exch-EPI-Impersonation
}
}
IMPORTANT
If you have more than one Microsoft Exchange server in your domain, run the Importing mailboxes remotely
command on all of them before running the Import Export Tool.
Importing mailboxes remotely from Microsoft® Exchange Server 2010
1. Open the ‘Exchange Management Shell’ on the Microsoft® Exchange Server.
2. Run the following PowerShell commandlet:
New-ManagementScope -name "MAUMPolling" -recipientrestrictionfilter {recipienttype
-eq "UserMailbox"}
3. On completion, run the following PowerShell commandlet:
New-ManagementRoleAssignment -name "MAExportEmails" -role:applicationimpersonation
-user "administrator@domain.com" -customrecipientwritescope "MAUMpolling"
Example:
New-ManagementRoleAssignment -name " MAExportEmails " role:applicationimpersonation -user "administrator@mydomain.com" customrecipientwritescope "MAUMpolling"
Importing mailboxes remotely from Microsoft Exchange 2013
1. Open the ‘Exchange Management Shell’ on the Microsoft® Exchange Server.
2. Run the following PowerShell commandlet:
New-ManagementScope -name "MAUMPolling" -recipientrestrictionfilter {recipienttype
-eq "UserMailbox"}
3. On completion, run the following PowerShell commandlet:
New-ManagementRoleAssignment -name "MAExportEmails" -role:applicationimpersonation
-user "administrator@domain.com" -customrecipientwritescope "MAUMpolling"
Example:
New-ManagementRoleAssignment -name " MAExportEmails " role:applicationimpersonation -user "administrator@mydomain.com" customrecipientwritescope "MAUMpolling"
IMPORTANT
Ensure that latest MAPI version is installed on the Exchange server for this procedure to work.
Microsoft ® Exchange mailbox access permissions – Revoke Permissions
If the Import from Microsoft® Exchange Mailbox Wizard was run on a machine that is not the Microsoft® Exchange Server
2003/2007/2010 server, ‘Send As’ and ‘Receive As’ permissions are granted automatically to user credentials . It is
recommended to revoke these permissions after running the Import Export Tool.
GFI Archiver
NOTE
There are no permissions to be revoked when running the Import Export Tool directly on the Microsoft® Exchange
Server machine.
Importing mailboxes remotely from Microsoft Exchange 2003 server:
a. Open Exchange System Manager.
b. Navigate to Servers > <Server Name> > <Storage Group>, right click Mailbox Store and select Properties.
c. Select Security tab.
d. From Group or user names box, select Administrator.
e. From the Permissions list, select Deny for Receive As and Send As.
f. Repeat steps 4 and 5 to deny Receive As and Send As permissions for:
Domain Admins
Enterprise Admins
Exchange Domain Servers.
g. Click Advanced button, select Allow inheritable permissions… option, and click OK .
h. Click OK to exit the Mailbox Store Properties dialog.
i. Restart the Information Store:
a. Navigate to Start > Run, type services.msc, and click OK .
b. In the Results pane, right-click Microsoft Exchange Information Store service and click Restart.
Importing mailboxes remotely from Microsoft® Exchange Server 2007 and later editions:
1. Open the Microsoft Exchange Management Shell.
2. Run the following Windows® PowerShell commandlet:
Remove-ADPermission -identity "Mailbox Store" -User "Trusted User" -AccessRights
GenericAll
NOTE
Replace ‘Mailbox Store’ with the name of the mailbox store that contains the mailboxes of the users and ‘Trusted
User’ with the user that was previously granted full mailbox access.
Example:
Remove-ADPermission -identity "Mailbox Database" -User "master-domain/JohnSmith" AccessRights GenericAll
Import emails from PST files locally
The Import Export Tool enables you to extract emails from PST files. Emails can then be imported into the GFI Archiver
archive stores.
GFI Archiver
Screenshot 78:
Screenshot 79: How to import emails from PST files
IMPORTANT
If Microsoft Outlook® is not detected on the machine where the tool is running, the following import options are
disabled:
Import from .pst files
Download to PST option when selecting Export data from GFI Archiver.
The process of adding emails from PST files to GFI Archiver involves the following procedure:
1. The Import Export Tool extracts emails from one or more PST files.
2. The Import Export Tool converts the emails to MIME format.
3. The GFI Archiver Import Service processes the extracted emails based on the date of each email.
4. GFI Archiver stores emails in the appropriate archive store.
NOTE
Microsoft Outlook® 2003 (32 bit) or later must be installed on the machine running the Import Export Tool.
NOTE
During extraction, emails in PST files are copied and the PST file is left in its original state.
Step 1: Importing items from a remote computer
IMPORTANT
This section only applies when extracting items from a mailbox on a remote machine. If importing emails from the
same machine where GFI Archiver is installed, skip to Run the GFI Archiver Import Export Tool in this manual.
GFI Archiver lets you extract email mailboxes located on remote machines. To do this:
1. From the GFI Archiver machine, navigate to <GFI Archiver installation path >\MAIS\
2. Share Pickup folder to give full read and write permissions to the remote machine from where the Import Export Tool
is to run. To share a folder:
GFI Archiver
a. Right-click the Pickup folder and select Sharing and Security…
b. Select Share this folder and click Permissions button to enter the Permissions dialog.
c. Click Add .
d. Enter the username of the user where the tool is going to be run and click Check Names to confirm the user.
e. Click OK to add the user in the Permissions dialog.
f. In the Permissions dialog select the username added and select the Allow checkbox for Full Control.
g. Click OK to save and exit the Permissions dialog.
h. Click OK to save and exit the folder properties sharing dialog.
a. Right-click Pickup folder and select Share…
b. Specify the credentials under which the Import Export Tool will run and click Add .
c. From the Permission Level drop-down list next to the added user, select Co-owner.
d. Select Share and click Done .
a. Right-click Pickup folder and select Share with > Advanced sharing
b. In the Sharing tab, click Advanced Sharing.
c. Check the Share this folder checkbox.
d. Click Permissions tab and specify the user credentials under which the Import Export Tool will run. Ensure Full
Control is selected for the added user and click OK .
3. Return to where GFI Archiver is installed and copy the MarcImportExport folder.
4. Paste the folder on remote machine.
5. Open an instance of CMD
6. Browse to the MarcImportExport Folder on the local machine
7. Run the following command: <regsvr32 redemption.dll>
8. Run MArcImportExport.exe.
Step 2: Run the GFI Archiver Import Export Tool to Import from PST Files
Run Import Export Tool to extract emails and calendar items from PST file.
1. Navigate to Start > Programs > GFI Archiver > GFI Archiver Import Export Tool.
2. Click Import from .pst files.
GFI Archiver
Screenshot 80: Microsoft Outlook® personal folders (PST) files
3. Click Add PST File and select a PST file to extract. Repeat for each PST file to be added.
4. Click Next when all PST files are added.
GFI Archiver
Screenshot 81: Import from Microsoft Exchange: Configure import options
5. From Import destination area, select one of the following options:
Import to GFI Archiver – import items to GFI Archiver Archive Stores.
Extract emails to given path – extract items to a location on disk in .txt format.
6. In the Cut-off time area, specify a date range. Emails and calendar items that fall between the specified dates are
extracted, all others are ignored.
7. In the Owner area, enable Select the owner of the emails to extract and specify the user in the Owner text
box.
Example: If user@testdomain.com is specified in the Owner field, imported items are displayed under
user@testdomain.com.
9. When the process completes, click Finish.
NOTE
The duration of the process depends on the amount of items to extract.
GFI Archiver
Export emails from GFI Archiver Archive Stores
The GFI Archiver OneClick Restore feature enables you to restore individual emails to an email address you define. If you
however want to export or restore more than one email at a time, use the Import Export Tool. Through this tool, you can
connect to a GFI Archiver installation, search for emails to export and export all of the emails in one go using the
following options:
Restore to a specific email address
Download to a folder on disk in .eml or .msg format
Download to a PST file.
The export feature in the Import Export Tool is useful to export a set of emails that match specific search criteria, for
example, to provide emails to satisfy a litigation support request.
NOTE
The export process exports a copy of the emails and does not remove the original emails from the Archive Stores.
To export emails using the Import Export Tool:
1. Navigate to Start > Programs > GFI Archiver > GFI Archiver Import Export Tool.
2. From the Export Data from GFI Archiver area, click Download emails from GFI Archiver.
Screenshot 82: Email Export: Connecting to GFI Archiver
GFI Archiver
3. In the Login Credentials area:
In the GFI Archiver URL field specify the URL used to connect to GFI Archiver.
Select Login as Current User to login using the credentials of the logged on user or select Use Other Cre
dentials to login using another username and password.
Click Verify Connection to confirm that a connection can be established to the GFI Archiver URL using the spe
cified credentials.
Screenshot 83: Email Export: Search options
5. Select the type of search from the following options:
OPTION
DESCRIPTION
Entire mailbox
Search for all emails in a particular mailbox.
Emails containing specific
words
Search for emails that include particular words in subject, body and/or attachment.
Emails with specific search
criteria
Search for emails stored in a particular Archive Store, in a particular mailbox or emails that contain
a particular tag.
GFI Archiver
7. Depending on the type of search selected in the previous step, specify the search criteria as follows:
TYPE OF
SEARCH
SEARCH CRITERIA
Entire mail
box
Mailbox Search
All emails in mailbox – Click … button and add the mailbox to search all containing emails.
Retrieve only the first 5000 emails – Search returns only the first 5000 emails that match search criteria.
Emails con
taining spe
cific words
Simple Search
Look for – Key in terms to search for in email subject and body.
Search in Attachments – check this option to include attachments when searching.
Return only the first 5000 occurrences – Search returns only the first 5000 emails that match search criteria.
Only in mailbox(es) – Search only in particular mailboxes. Click … button to specify the mailbox to search in.
Emails with
specific
search cri
teria
Advanced Search
Search in all Archive Stores
Restrict search on particular Archive Stores – Run search through specific Archive Stores. Click hyperlink to
select the Archive Stores to search in.
Search in mailbox(es) – Check this option to search for emails in specific mailboxes. Click … button to select
the mailboxes to search in.
Retrieve only the first 5000 occurrences – Search returns only the first 5000 emails that match search criteria.
Query Criteria - select the search criteria and specify the condition from the drop-down list. Click to add
more criteria. Available conditions are:
Subject – Search for emails having a specific subject.
Sender - Specify the email address or display name of the email sender for which to search emails.
Recipient - Specify the email address or display name of the email recipient for which to search emails.
BCC - Specify the email address or display name for which to search emails.
Sent Date - Search for emails sent before, after or exactly on a specific date. Key in or select a date, and
select Is before, Is after or Is exactly.
Received Date - Search for emails received before, after or exactly on a specific date. Key in or select a
date, and select Is before, Is after or Is exactly.
Start Date - Search for emails received before, after or exactly on a specific date. Key in or select a date,
and select Is before, Is after or Is exactly.
Size (KB) - Search for emails that are bigger, smaller or equal to a particular size. Key in a size and
select Is greater than, Is smaller than and Is exactly.
Message ID - Search using the ‘Message ID’ field contained in the email header. Key in or paste the
message ID of the email to find.
Whole Email - Search for emails that have some specific content anywhere in the email (including the
body, headers and attachments).
Body - Search for emails that have some specific content in the body.
Attachment - Search for emails that have some specific content anywhere in the attachment.
Folder - Search for emails contained in a specific mailbox folder.
Folder/Subfolders - Search for emails contained in a specific subfolder within a mailbox folder.
Personal Label - Search for emails labeled with a specific label.
Global Label - Search for emails labeled with a global label.
Classification Label - Search for emails labeled with a classification label.
SPAM Tag - Search for emails classified as SPAM.
Contains document - Search for emails with attachments of the following file types: .txt, .rtf, .htm,
.html, .xml, .zip, .pdf, .msg, .doc, .xls, .ppt, .docx, .xlsx, .pptx, .wpd, .wpf, .sxc, .sxd, .sxi, .sxw, .sxg, .stc, .sti, .stw,
.stm, .odt, .ott, .odg, .otg, .odp, .otp, .ods, .ots, .odf, .eml, .mht, .xps, .zip.
NOTE
Click displayed next to a search condition to remove it.
8. Click Find to show all matching emails. To export the returned emails click Next.
GFI Archiver
NOTE
After you perform a search, you might need to review particular emails from the result set to check that they actually
contain what you are looking for. Double-click on the email to view. The GFI Archiver Bulk Export tool loads the email
in a separate window.
Screenshot 84: Email Export: Export options
9. Select how to export the emails:
EXPORT OPTION
CONFIGURATION
Restore to the fol
lowing email
address
Select this option to export emails to a mailbox. Specify the email address and select the method how to
send the emails:
Send emails as separate attachments
Send emails as original
Download to path
Export emails to a location on disk. Key in the path or click Browse to select the folder where to export the
emails. Select the format how to export the emails in .eml or .msg format.
Download to PST
Export emails to a Microsoft Outlook® PST file. Key in the path or click Browse to select the pst file where to
export the emails. To maintain the folder structure of exported emails, check Retain folder structure.
11. When the export process completes, click Finish.
GFI Archiver
NOTE
The duration of the export process depends on the amount of emails to export.
4.5.2 Restoring Mailboxes
The Mailbox Restore tool provides you with the facility to restore emails archived within GFI Archiver Archive Stores to a
mailbox in Microsoft® Exchange Server. For example, use the Mailbox Restore feature to restore emails for deleted
mailboxes.
NOTE
The Mailbox Restore tool is available in 32-bit and 64-bit. When using MAPI Client/CDO or Microsoft Outlook 32-bit,
ensure you use Mailbox Restore 32-bit version. Use Mailbox Restore 64-bit version when using Microsoft Outlook 64bit.
To restore a mailbox:
1. Launch the Mailbox Restore tool from the GFI Archiver program group (GFI Archiver > Mailbox Restore ).
Screenshot 85: Restore mailbox utility
2. Select a mailbox to restore from the Restore from Mailbox field. Use domain/mailbox format in this field, for
example: 'MYDOMAIN\JSmith'.
3. Select All messages to restore all messages or specify a ‘Date from’ and a ‘Date to’ to restore a specific date range.
4. Key in the mailbox to restore emails to in the To mailbox field. Use only the mailbox alias in this field, without the
domain part, for example: 'JSmith'.
5. Click Start to start the mailbox restore process.
GFI Archiver
NOTE
The user running the Mailbox Restore utility requires the following rights:
Access to the emails in GFI Archiver (Source)
Read/write access to the Microsoft® Exchange Server mailbox (destination);
Executable rights on the server where GFI Archiver is installed.
For further information, refer to:
http://go.gfi.com/?pageid=MAR_MailboxRestorePermissions
4.5.3 Using the GFI Archiver DB Split Tool
Use the GFI Archiver DB Split Tool to split a GFI Archiver database into multiple smaller databases defined by specific
date range.
System Requirements
GFI Archiver 2014 and later
Microsoft SQL Server® 2005 or later (including SQL Server® Express editions)
To use the tool:
1. Download the tool from: http://go.gfi.com/?pageid=mar_othertools
2. Click on the executable file to open the tool.
3. In the configuration tab, configure the following options:
GFI Archiver
OPTION
DESCRIPTION
SQL Server
Select the Microsoft SQL server where the GFI Archiver database is located.
Database
Select the database to split into smaller databases. When using Microsoft SQL Server the new databases are created
in the same location. If using Microsoft SQL Server with File System, specify the source and destination paths in the
available fields.
Path to FS
If you are using Microsoft SQL Server with File System, key in the path of the binary sources files. This option is not
available when using Microsoft SQL Server without file system.
Binary
Destination
If you are using Microsoft SQL Server with File System, key in the destination path of the binary destination folder.
This option is not available when using Microsoft SQL Server without file system.
Split by:
Select one of the following options:
Monthly
Bi-monthly
Quarterly
Half Yearly
Yearly
IMPORTANT
Ensure that GFI Archiver is not connected to the database during the operation. It is also recommended to close all
database tools and applications using the database during the process. For more information, refer to Detaching
an Existing Archive Store (page 118).
4. Click Start.
5. The tool automatically switches to the Detailed progress tab to provide status information on the new databases being
created.
4.5.4 Using the Export SQL Raw Data tool
Use the Export SQL Raw Data Tool to export Microsoft SQL raw data to BIX files. This tool is useful when attempting to
restore data in case a database is corrupt or when switching between Microsoft SQL Server only and Microsoft SQL Server
with File System databases for performance reasons. The tool connects to an existing Microsoft SQL Server database and
dumps raw data to a .bix file.
NOTE
The Export SQL Raw Data Tool does NOT export folder information.
System Requirements
GFI Archiver 2013 and later
Microsoft SQL Server® 2005 or later (including SQL Server® Express editions)
Export raw data from GFI Archiver
To use the tool:
1. Download the tool from: http://go.gfi.com/?pageid=mar_othertools
2. Click on the executable file to open the tool.
GFI Archiver
3. In the configuration tab, configure the following options:
OPTION
DESCRIPTION
Selected
Server
Click ... to select the Microsoft SQL server where the GFI Archiver database is located. Provide also the username
and password to connect to the selected database or select Windows Authentication to use Windows cre
dentials.
Selected data
base
Select the database to export. When using Microsoft SQL Server with File System, specify the source path in the
Database FS folder field.
Database FS
folder
If you are using Microsoft SQL Server with File System, key in the path of the binary sources files. This option is not
available when using Microsoft SQL Server without file system.
Destination
folder for Bix
files
Key in the destination path of the exported .bix files.
IMPORTANT
Ensure that GFI Archiver is not connected to the database during the operation. It is also recommended to close all
database tools and applications using the database during the process. For more information, refer to Detaching
an Existing Archive Store (page 118).
4. Click Export Raw Data.
Import back exported data into GFI Archiver
To import the emails back into GFI Archiver use the following procedure:
1. Ensure the New Archive Store Settings are configured correctly. For more information, refer to Configuring New
Archive Store Settings (page 114).
2. Start movebix.exe as follows:
a. On the GFI Archiver machine, open a command prompt and navigate to the folder ...\GFI\Archiver\MAIS\bin
GFI Archiver
b. Run the following command: movebix.exe "<source binary path>" "<MAIS pickup
folder>"
OPTION
DESCRIPTION
Source binary path
The binary folder of the source Archive Store (the folder where the tool exported the binaries)
MAIS pickup
folder
The folder which the Import service monitors for emails. The default path is ..\Archiver\MAIS\Pickup
For example: movebix.exe "c:\Export\2014 Jan - Dec" "c:\Program
Files\GFI\Archiver\MAIS\Pickup"
NOTE
Ensure that the previously exported database is either detached or else marked as Do not archive more items in
this Archive Store. For more information, refer to Managing Archive Stores (page 112).
4.5.5 Using the Port Change Tool
The Port Changing Tool enables you to check for port conflicts on the server where GFI Archiver is installed and change
remoting ports quickly and easily.
IMPORTANT
After upgrading GFI Archiver from a previous version, port numbers are reverted back to their original default
setting, so you will need to run the Port Changing Tool again.
Screenshot 86: Port Change Tool user interface
To use the Port Change Tool:
1. Launch the tool from Program Files > GFI\Archiver > Tools > PortChange and click PortChange.exe
NOTE
Fields with a yellow background denote contents are read-only and cannot be changed.
GFI Archiver
2. Click Check Port Conflict to identify any ports on your machine that are being used by another application. The tool
stops and restarts GFI Archiver services during this process. If a conflict is identified, the conflicting port number is
marked in red. Ports without conflict are marked in green.
3. Type a new value in the Change To field of the port you want to update, then click Apply Port Change(s). The tool
checks again for any port conflicts with the newly entered value and applies the change.
4. (Optional) If you need to restore default port numbers on the GFI Archiver machine, click Reset, then click Apply Port
Change(s).
4.5.6 Using the GFI Archiver Authentication Tool
By default the GFI Archiver web interface uses windows authentication when authenticating users. GFI Archiver supports
also forms based authentication.
When using Windows authentication, a user opening the web interface is automatically signed in if they are on a
machine already authenticated with the network.
With Forms authentication, the internet browser displays a login screen prompting the user to enter credentials every
time. This method of authentication also displays a sign out button to log out of the application. Forms based
authentication is normally used when users connect to GFI Archiver outside of your local domain, such as the Internet.
The GFI Archiver Authentication Tool enables you to switch from windows based authentication to forms based
authentication.
NOTE
The GFI Archiver Authentication Tool is available only in GFI Archiver 2013 or later. For earlier versions, you can use a
manual procedure to change the method of authentication. For more information refer to:
http://go.gfi.com/?pageid=MAR_AuthenticationTool.
To use the GFI Archiver Authentication Tool:
1. Go to the GFI Archiver installation folder and from \Tools\ChangeAuthentication\ locate the following
executable: GFIChangeAuthenticationTool.exe
2. Double click the executable to open the tool.
3. The GFI Archiver Authentication Tool displays the currently configured mode. Click the change button to switch to the
other mode.
4. Close and reopen your internet browser after switching the authentication mode to clear browser cookies.
4.6 Uninstall information
To uninstall GFI Archiver:
1. Click Start > Control Panel > Programs > Uninstall a Program.
2. Select GFI Archiver from the list, and click Uninstall.
3. When Are you sure you want to uninstall GFI Archiver? appears, click Yes.
4. On completion, click Finish.
GFI Archiver
5 Troubleshooting and support
5.1 Introduction
This section contains information that can help you resolve issues encountered when using this product. The main
sources of information available to resolve these issues are:
This guide
GFI Knowledge Base articles
Web forum
Contacting GFI Technical Support
5.2 GFI Knowledge Base
GFI Software Ltd maintains a comprehensive knowledge base repository, which includes answers to the most common
problems. GFI Knowledge Base has always the most up-to-date listing of technical support questions and patches. If the
information in this guide does not resolve your problems refer to GFI Knowledge Base.
5.3 Web Forum
User to user technical support is available via the GFI web forum.
5.4 Request technical support
If none of the resources listed above enable you to solve your issues, contact the GFI Technical Support team by filling in
an online support request form or by phone.
Online: Fill out the Technical Support Form and follow the instructions on this page to submit your support
request.
Phone: To obtain the correct technical support phone number for your region visit our website.
NOTE
Before contacting Technical Support, have your Customer ID available. Your Customer ID is the online account
number that is assigned to you when first registering your license keys in the GFI Customer Area.
We will answer your query within 24 hours or less, depending on your time zone.
5.5 Documentation
If this guide does not satisfy your expectations, or if you think that this documentation can be improved in any way, let us
know via email on: documentation@gfi.com.
GFI Archiver
5 Troubleshooting and support | 187
5.6 Installation problems
ISSUE
DESCRIPTION
One of the following error messages is
displayed while installing GFI Archiver:
Error 1720. There is a problem with
this Windows® Installer package. A script
required for this install to complete could
not be run. Contact your support per
sonnel or package vendor.
Setup failed to launch installation
engine: Access is denied.
Error installing Ikernel.exe, access is
denied.
1. Disable real-time scanning of anti-virus products or any other software scanning
your machine real-time.
2. Ensure that you do not have any software that automatically removes files from the
TEMP directory.
3. Log in the machine with the Domain Administrator account.
4. Download and install the latest version of Windows® Scripting Host & Windows
Installer for your Windows Operating System from:
http://go.gfi.com/?pageid=mar_msdownloadcenter
5. Ensure that the following Windows® technologies are installed correctly and not
corrupt:
Windows® Management Instrumentation (WMI)
Windows® Installer
Microsoft .Net Framework
Microsoft Data Access Components (MDAC)
6. Ensure that the following system libraries located at <Windows\System32> are
correctly registered:
Oleaut32.dll
urlmon.dll
ole32.dll
Actxprxy.dll
Scrrun.dll
Browseui.dll
Mshtml.dll
Shdocvw.dll
Shell32.dll
To register a library with the operating system, perform the following steps:
1. Click Start and select Run
2. Key in cmd.exe and click Enter.
3. Key in ‘regsvr32 <path & filename of dll>’ Example: ‘regsvr32
c:\windows\system32\urlmon.dll’
4. Place the installation file in a temporary directory (Example C:\temp) on the
machine where you are installing the GFI product.
5. Also, check the Distributed Component Object Model (DCOM) permissions as
explained in:
http://go.gfi.com/?pageid=mar_DCOMpermissions
During installation, the following error is
displayed:
The wizard was interrupted before GFI
Archiver could be completely installed.
Your system has not been modified. To
complete installation at another time,
please run setup again.
The wizard was interrupted before GFI
Archiver could be completely installed.
GFI Archiver
Cause:
Windows Scripting Host (WSH) is outdated or corrupted.
Solution:
Install latest version of Windows® Scripting Host (WSH) and reboot the machine. WSH
can be downloaded from:
http://go.gfi.com/?pageid=mar_wshdownload
ISSUE
DESCRIPTION
When setting up a Journal Mailbox using
the Post Install Wizard you receive an error
that Auto-discovery is not working
Cause:
NetBios over TCP (NetBT) is disabled.
Solution:
1. Open Command Prompt and run the following commands:
net view
net view /domain:YourDomainName
2. If this fails to bring back any results, Netbios over TCP is probably disabled on
your network card and/or the other machines on your network.
3. On the GFI Archiver machine's perform the following: Go to Local Area Connection Properties > TCP/IP Properties > Advanced but
ton > Wins tab and enable Netbios over TCP/IP.
If the setting is set to Default...from the DHCP... change it to Enable... in order
to test.
4. From the Command Prompt, type the Net view command. If you still get There
are no enties in the list, go to another computer in the same subnet and enable
Netbios over TCP/IP as you did on the GFI Archiver machine and repeat the test.
5. If this works and the NetBios setting was set to Default...from the DHCP... you
will have to change the setting in your DHCP server to enable it for other computers
in the network.
6. After getting the above to work, you may discover that you can only resolve hosts
on the local subnet GFI Archiver is on. The reason for this would be that you do not
have a WINS name server on your network. NetBT will use broadcasts for the local
subnet, but these broadcasts normally do not go across routers. For this, you need a
WINS name server.
After upgrading from GFI MailArchiver 6.4,
GFI Archiver does not load
Upgrading from GFI MailArchiver 6.4 is supported, but when upgrading it will point
to an old path which is no longer used */mailarchiver/main.aspx. If cache browsers is
cleared, then GFI Archiver loads up without problem. Refer to the following
article: http://go.gfi.com/?pageid=mar_upgrade_from_mar6.4
5.7 General Issues
ISSUE
DESCRIPTION
GFI Archiver fails to authenticate users on loading
web interface in Windows® Server 2008.
Cause:
Problem caused by use of Forms Authentication and Http errors module
installation in IIS ®7.
Solution 1:Uninstall HTTP Errors module.
Solution 2:Remove HTTP errors from GFI Archiver virtual directory:
1. Unlock the Custom Errors Module from the server.
a. From IIS ® Manager, select the server.
b. Double click Modules icon and select
CustomErrorModule.
c. Click Unlock from Actions pane.
2. Remove Custom Error Module from the GFI Archiver virtual directory.
a. Select the GFI Archiver virtual directory
b. Select CustomErrorModule
c. Click Remove from Actions pane and YES to confirm.
GFI Archiver
ISSUE
DESCRIPTION
Blank page/HTML code/instructions to download
aspx is displayed in browser on loading GFI
Archiver
Cause:
ASP.NET ® not registered with IIS ® Web Server.
Solution:
Register ASP.NET ®:
1. From Command Prompt, change directory as follows:
32-bit machines: <WindowsDir>\Microsoft.NET\Framework\<version num
ber>\
For 64-bit machines change to: <Win
dowsDir\Microsoft.NET\Framework64\<version number>\
2. Key in ‘aspnet_regiis.exe -i’ and press Enter.
GFI Archiver fails to authenticate when loading the
web interface: Error 401.
GFI Archiver
Cause:
This error occurs when the IIS ® authentication method is not configured
correctly on the GFI Archiver server.
Solution:
Verify the IIS ® authentication method used.
IIS® 6
1. Navigate to Start > Programs > Administrative Tools > Internet
Information Services (IIS®) Manager.
2. Expand <web server name> > Web Sites > Default Web Site, right click
Archiver and select Properties.
3. Select Directory Security tab and under Authentication and access control,
click Edit.
4. Check the Enable anonymous access check box.
5. In the Authenticated access area, select the authentication method to use.
Integrated Windows authentication is recommended.
6. Click OK twice and close Internet Information Services (IIS ®) Manager.
IIS® 7
1. Navigate to Start > Programs > Administrative Tools > Internet
Information Services (IIS®) Manager.
2. Expand <web server name> > Sites > Default Web Site and select
Archiver.
3. In the Features view, double click Authentication.
4. Click Anonymous Authentication and from the right pane select Enable.
5. Select the authentication method to use and from the right pane click
Enable. Windows Authentication is recommended.
6. Close Internet Information Services (IIS ®) Manager.
ISSUE
DESCRIPTION
GFI Archiver fails to authenticate when loading the
web interface: Error 4000.
Cause:
This error occurs when another application is installed on the GFI Archiver
server, which may be using the same ports required by GFI Archiver.
Solution:
Verify that the default ports used by GFI Archiver are not used by other
software:
1. In GFI Archiver server, launch Command Prompt.
2. In the command line, type netstat -abn >C:\netstat.txt. A text
file named netstat.txt is created in C:\.
3. Open netstat.txt and locate the following entries under Proto column:
TCP 0.0.0.0: 8014 - [MArc.Core.exe]
TCP 0.0.0.0: 8017 - [MArc.Core.exe]
TCP 0.0.0.0: 8018 - [MArc.Store.exe]
TCP 0.0.0.0: 8019 - [MArc.Search.exe]
TCP 0.0.0.0: 8020 - [MArc.MAIS.exe]
If any of the ports do not correspond with the executable files, the GFI
Archiver executable file must be configured to use a different port. To change
a default port:
1. Navigate to Start > Run and type services.msc.
3. Navigate to the GFI Archiver installation folder and backup the following
files:
..\Core\bin\MArc.Core.Remoting.exe.config
..\Core\bin\MArc.UMPolling.ExPolling.exe.config
..\Core\bin\Marc.Core.exe.config
..\Core\bin\Marc.Core.Remoting.exe.config
..\Mais\bin\MArc.MAIS.Remoting.exe.config
..\Mais\bin\MArc.MAIS.exe.config
..\Search\bin\MArc.Search.Remoting.exe.config
..\Search\bin\MArc.Search.exe.config
..\Store\bin\MArc.Store.Remoting.exe.config
..\Store\bin\MArc.Store.exe.config
..\ASPNET\remoting.config
4. Open each .config file listed in step 3 in a text editor, search for the port
number to change and replace by a new port number.
Example: Search for 8017 and replace by 8117.
NOTE: Ensure that the new port number is not used by any other
application.
5. When changes are made in a .config file, save the file with encoding set to
UTF-8.
6. Click Save to apply changes.
7. When all .config files are updated, restart the GFI Archiver services stopped
in step 2.
8. Repeat netstat test in command prompt to confirm that the GFI Archiver is
now using the new ports.
GFI Archiver
ISSUE
DESCRIPTION
When moving emails from the Sent Items folder
of the Microsoft® Exchange mailbox to another
folder, the move is not replicated in the folder
structure of GFI Archiver.
Cause:
This behavior occurs when Cached Exchange Mode is enabled in the user’s
Microsoft Outlook® account settings. For more information about Cached
Exchange Mode refer to:
http://go.gfi.com/?pageid=MAR_CachedExchangeMode
Solution:
Disable the Cached Exchange Mode from Microsoft Outlook® as follows:
Microsoft Outlook® 2003
1. Navigate to Tools > E-mail Accounts.
2. Select View or change existing e-mail accounts and click Next.
3. Select the Microsoft® Exchange Server mailbox account and click Change.
4. Unselect Use Cached Exchange Mode and click Next.
5. Click OK and click Finish.
6. Restart Microsoft Outlook® to apply change.
Microsoft Outlook® 2007
1. Navigate to Tools > Account Settings.
2. In the E-mail tab, select the Microsoft® Exchange Server mailbox account
and click Change.
3. Unselect Use Cached Exchange Mode and click Next.
4. Click OK and click Finish.
5. Restart Microsoft Outlook® to apply change.
NOTE: This solution applies only to emails which are archived after Cached
Exchange Mode is disabled.
When opening emails or email attachments from
the GFI Archiver interface, one of the following
errors is encountered:
A Web filtering error specifying that the
downloaded attachment is corrupted.
The downloaded attachment is opened in
Internet Explorer ® instead of its default applic
ation.
GFI Archiver
Cause:
This may occur when a web filtering tool is installed between GFI Archiver
server and Outlook Connector, and is blocking HTTP requests.
Solution:
Configure the web filtering tool to allow all HTTP traffic generated from GFI
Archiver server. Ensure that the GFI Archiver server’s IP address, NETBIOS name
or DNS name are not blocked by the web filter.
For more information, refer to:
http://go.gfi.com/?pageid=MAR_WebFiltering
ISSUE
DESCRIPTION
Emails are not being archived, emails are stuck in
the Exchange journal mailbox or the Archive Store
summary shows that emails have not been
archived.
Cause:
GFI Archiver could stop archiving emails for several reasons, including but not
limited to: incorrect configuration, out of date database schema, large
databases, large emails in the journal mailbox or interference of third party
anti-virus and backup software.
Solution:
Troubleshoot using one of the following:
Step 1: To confirm emails are not being archived:
1. Go to Configuration > Archive Stores
2. Click on the active archive store to highlight, click Summary
3. Check Last Email Archived On.
Step 2: Confirm GFI Archiver is able to connect to journal mailbox and
connection is active
1. Go to Configuration > Mail Servers to Archive
2. Select the displayed Journaling Mailbox, then click Edit and complete the
wizard to verify test is successful.
3. Ensure journal mailbox is set to Active.
Step 3: Confirm GFI Archiver is able to connect to backend database
2. Select an active archive store and click Edit.
3. Complete the wizard and verify test is successful.
NOTE
If using MS SQL, we recommend using the SA account
Step 4: Check that emails exist in the Pickup and Queue folders
1. Go to ....\GFI\Archiver\Core\Pickup and check for pending emails.
2. Go to ....\GFI\Archiver\Core\Queue and check for pending emails.
Step 5: Confirm active archive store database size does not exceed
recommended size limit.
2. Click on the active archive store to highlight, click Summary.
3. Check Database size (on disk) does not exceed the following:
GFI Archiver Database (Firebird) - 2 GB
Microsoft SQL Server - 40 GB
Microsoft SQL Express 2005 4 GB
Microsoft SQL Express 2008 R2 10 GB
Step 6: Check that the firewall on the GFI Archiver machine is not blocking
Microsoft SQL Server. For more information refer to
http://go.gfi.com/?pageid=MAR_FirewallSettings
When a user tries to access the GFI Archiver web
interface for the first time, initial loading is slow.
GFI Archiver
Cause:
When a user tries to access the GFI Archiver web interface for the first time
using an Internet browser, IIS loads GFI Archiver in the background. This initial
loading can take time to complete and can be interpreted by the user as a
low performance issue.
Solution:
Refer to the following article to resolve the issue:
http://go.gfi.com/?pageid=MAR_SpeedUpWebUI
5.8 Import Export Problems
ISSUE
DESCRIPTION
1. Importing/exporting displays: “'The GFI
Archiver Import Service is not running”
Cause:
The GFI Archiver Import Service is stopped.
Solution:
Ensure that the GFI Archiver Import Service is started:
1. Select Start > Run, key in ‘services.msc’ and click Enter.
2. Ensure that the ‘GFI Archiver Import Service’ is started. In case it is not, right
click it and select Start.
2. Importing/exporting displays: “Export pro
cesses paused since no databases are con
figured for the GFI Archiver Import Service”
Cause:
No databases are configured in the GFI Archiver Import Service Configuration.
Solution:
Ensure that the GFI Archiver Archive store configured within the GFI Archiver
Import Service is not a Read-Only archive Store:
1. From GFI Archiver, select Archive Stores node.
2. Click Edit Settings Icon next to the Archive store configured in the GFI Archiver
Import Service.
3. Ensure that the Do not allow further archiving into this archive store is not
enabled.
3. Importing/exporting displays: “The number
of files in the process queue is growing large.
Export processes have been paused to give
some time to the GFI Archiver Import Service
to process the email backlog.”
Cause:
GFI Archiver is not able to archive emails in the databases. This results in emails
backing up in the <\GFI\Archiver\MAIS\Pickup> folder. When the amount of
emails in this folder reaches 300, the GFI PST Export tool is instructed to pause.
Solution:
Check if there are more than 300 files in the <\GFI\Archiver\MAIS\Pickup> folder.
If there are, this might indicate that emails are not being uploaded to Archive
Store.
1. Ensure that the GFI Archiver directory is excluded from real-time backup
and/or virus scanning software.
2. Ensure that GFI Archiver has a stable connection to the database and that it has
enough resources to cope with the load.
3. For SQL Server ® databases, set the auto-growth settings of both the data and
the transaction log files to a fixed value in megabytes, instead of a percentage
value. Recommended values are 10 Mb for the Transaction Logs and 100 MB for
the Data Files. Also, ensure that the Maximum file size option for both data and
transaction files is left to ‘Unrestricted file growth’.
4. Ensure that there is enough disk space on the server where the GFI Archiver
Import Service is running.
GFI Archiver
ISSUE
DESCRIPTION
4. Importing/exporting displays: “A large num
ber of emails have a date that does not match
any of the date ranges covered by the data
bases configured. Export processes suspended
indefinitely. Please check the manual for
troubleshooting”
Cause 1:
There are no databases configured in the GFI Archiver Import Service
Configuration that cover the date of some emails. Such emails cannot be stored in
any database, and will be stored in the <\GFI\Archiver\MAIS\Unclassified> folder.
When the amount of emails in this folder reaches 500, the email extraction wizard
is instructed to pause.
Solution 1:
Navigate to the ‘Unclassified’ folder.
If any emails in the folder do not need to be archived, you can delete these
emails. GFI Archiver Import Service will automatically resume with the pro
cessing of other emails.
If any emails in the folder need to be archived:
1. Determine the date range of the unclassified emails.
NOTE: To determine the exact date of the email, open the
.eml file in the ‘Unclassified’ folder, and see the email header.
2. Modify the GFI Archiver Import Service Configuration archive
stores’ date ranges, or create a new archive store that covers the
date range.
NOTE: For instructions on how to set the dates of the archive
stores, refer to the section Configure the GFI Archiver
Import Service in the appropriate scenario of Import and
Export Emails chapter in this manual.
3. Move emails located in the Unclassified folder to the
<\GFI\Archiver\MAIS\Queue> folder.
4. The Import Service will automatically proceed with archiving
the emails.
NOTE: For more information and instructions about emails in
the Unclassified folder, refer to the Unclassified emails
chapter in one of the appropriate scenarios described in the
Import and Export Emails chapter in this manual.
For more information on this solution refer to:
http://go.gfi.com/?pageid=MAR_ImportExportDateRange
Cause 2:
Spam emails are often sent with corrupt mail headers, making it impossible for
the GFI Archiver Import Service to determine the date received for such emails.
These emails will be found in the ‘Unclassified’ folder, with an incorrect date.
Solution 2:
It is recommended to delete such emails from the ‘Unclassified’ folder.
5. When exporting PST files, the following
error is displayed: “Either there is no default
mail client or the current mail client cannot ful
fil the messaging request. Please run Microsoft
Outlook® and set it as the default mail client”
Cause:
To export emails from a PST file using the GFI PST-Exchange Email Export tool
Microsoft Outlook® version 2003 or higher must be installed on the same machine.
Solution:
Install Microsoft® Office version 2003 or higher.
NOTE
For optimal performance during the export process, we recommend using the
latest version of your Microsoft Outlook version by making sure you have the
latest Microsoft Office service pack installed.
GFI Archiver
ISSUE
DESCRIPTION
6. When using the GFI Archiver PST-Exchange
Email Export the following errors are dis
played: “Mailbox could not be opened using
current credentials.” “Access is denied.” “Failed
to enumerate folders.” “The mailbox selected
cannot be accessed. Please check your cre
dentials.”
Cause:
The GFI Archiver PST-Exchange Email Export tool uses the credentials of the
logged-on user when run on the Microsoft® Exchange Server machine directly.
When the GFI Archiver PST-Exchange Email Export tool is run on a machine that is
not the Microsoft Exchange server machine, you need to specify a username and
password. In both cases, this account needs to have ‘SendAs’ and ‘ReceiveAs’
permissions on the mailboxes from which emails are to be extracted.
Solution:
Refer to: http://go.gfi.com/?pageid=MAR_ImportExportCredentials for detailed
instructions on how to solve this issue.
5.9 Outlook® Connector Issues
ISSUE
DESCRIPTION
Outlook Connector shows a warning sign in
Microsoft Outlook® right after installation
Cause:
This behavior is normal. Once you install the Outlook Connector, it would need
to synchronize the emails with GFI Archiver.
Outlook Connector synchronizes and keeps only
the last 365 days worth of emails.
Cause:
By default Outlook Connector only synchronizes and keeps the last 365 days
worth of emails.
Solution:
Default behavior can be modified by changing a special key in the
GeneralSettings.xml configuration file:
1. Close Microsoft Outlook®, navigate to:
Windows® XP and earlier:
<c:\Documents and Settings\user\Local Settings\Application
Data\GFI\MailArchiver 6\>
Windows® Vista:
<c:\Users\userA\AppData\Local\GFI\MailArchiver 6\>
2. Open GeneralSettings.xml file using a text editor.
3. Locate the SynchronizeDaysSpan element and change the value from 365
(default) to the number of days worth of emails to see in the Outlook®
Connector. Example: To view the last 5 years worth of emails set the line as:
<SynchronizeDaysSpan>1826</SynchronizeDaysSpan>
4. Save and close the GeneralSettings.xml file.
5. Delete the local cache from the same directory. This is normally a long
number with FDB extension. If you are not sure which one to delete, open the
StoreSettings.xml and locate the Store ID attributed with the user whose
cache you want to affect.
6. Open Microsoft Outlook® and synchronize Outlook Connector with GFI
Archiver to enable changes.
Delete this text and replace it with your own content.
GFI Archiver search page does not appear in the
Search folder in Microsoft Outlook® 2007
GFI Archiver
Cause:
In Microsoft Outlook® 2007, the home page setting is disabled for non-default
stores. The GFI Archiver Mailbox is a non-default store, and is therefore
affected by this policy.
Solution:
Refer to the Microsoft KBase below for more details on how to solve this issue:
http://go.gfi.com/?pageid=mar_enablesearchpage
ISSUE
DESCRIPTION
One of the following issues is encountered: » Can
not enable Offline Access from the settings dialog
» Cannot set the number of days for Offline Access
greater than a particular number
Possible cause
The offline access settings are automatically configured by the system
administrator or the feature is disabled by the system administrator.
Possible solution
Consult these issues with your system administrator.
Outlook Connector is not synchronizing with GFI
Archiver.
Cause 1:
No connection between the client machine and the GFI Archiver server.
Solution 1:
Check with your system administrator to confirm the URL of GFI Archiver. This
can be modified from the Outlook Connector settings dialog.
Cause 2:
Outlook Connector is disabled
Solution 2:
Enable Outlook Connector from Start > Programs > GFI Archiver Outlook
Connector > Enable Outlook Connector and restart Microsoft Outlook®.
Synchronization errors: HTTP Errors
Possible cause:
HTTP errors are due to network configuration issues.
Possible solution:
For more information refer to:
http://go.gfi.com/?pageid=mar_setupiis
http://go.gfi.com/?pageid=mar_IISerrors
Synchronization errors: HTTP Error 500
Possible cause:
The GFI Archiver server is busy or inaccessible.
Possible solution:
Resynchronize the Outlook Connector within a few minutes.
Synchronization errors: GFI Archiver connection
timeout
Possible cause:
The GFI Archiver server is busy and failed to send the required data in a
specified time interval.
Possible solution:
To increase the timeout value:
1. Navigate to:
Windows® XP and earlier:
<c:\Documents and Settings\user\Local Settings\Application
Data\GFI\MailArchiver 6\>
Windows® Vista:
<c:\Users\userA\AppData\Local\GFI\MailArchiver 6\>
2. Open GeneralSettings.xml using a text editor.
3. Locate the TryConnectionTimeout element and increase the default value of
120000.
4. Save and close GeneralSettings.xml.
5.10 Archive Assistant Issues
ISSUE ENCOUNTERED
SOLUTION
Archive button disappears
Cause:
This issue may happen whenever Archive Assistant (or its launcher) causes an
unhandled error which propagates to Microsoft Outlook®.
Solution:
1. In Microsoft Outlook®, go to File > Options > Add-Ins.
2. Select Manage > Disabled Items and click [Go...]
3. Enable Archive Assistant.
4. Restart Outlook®.
GFI Archiver
ISSUE ENCOUNTERED
SOLUTION
Archive Assistant Error_Manu
alArchivingDisabledException.
Cause:
Manual archiving is not enabled on the GFI Archiver server.
Solution:
Contact your Systems Administrator to enable Manual Archiving.
Error_Server
CertificateValidationException
Cause:
The SSL certificate provided by the GFI Archiver server could not be validated.
Solution:
Contact your Systems Administrator.
Error_UpgradeRequiredException
Cause:
The Archive Assistant needs to be upgraded to be compatible with the current
version of the GFI Archiver server.
Solution:
The address of the GFI Archiver server is
not configured correctly.
Cause:
The server address specified in the Settings page is incorrect.
Solution 1:
Solution 2:
If you know the address where GFI Archiver is installed:
1. In Microsoft Outlook®, go to the Archive Assistant toolbar and click Settings.
2. Select Custom and type the server address in the field provided.
3. Click OK.
5.11 File Archive Assistant issues
ISSUE
DESCRIPTION
SSL Certificate error
Cause 1:
The SSL Certificate is expired.
Solution 1:
Update your SSL Certificate and re-start the File Archive Assistant.
Solution 2:
Disable SSL settings on the Microsoft Exchange server:
1. Open the IIS Manager application from Start > Administrative tools > Internet
Information Services (IIS) Manager.
2. Under your domain, expand Sites and locate MailArchiver_Services.
3. Uncheck the Require SSL checkbox.
4. Set Client certificates to Ignore.
5. Close IIS Manager and re-start the File Archive Assistant.
File Archive Assistant is not syn
chronizing with GFI Archiver.
Cause:
No connection between the client machine and the GFI Archiver server.
Solution:
Check with your system administrator to confirm the URL of GFI Archiver. This can be
modified from the File Archive Assistant settings dialog.
Synchronization errors: HTTP Errors
Possible cause:
HTTP errors are due to network configuration issues.
Possible solution:
For more information refer to:
http://go.gfi.com/?pageid=mar_setupiis
http://go.gfi.com/?pageid=mar_IISerrors
Synchronization errors: HTTP Error
500
Possible cause:
The GFI Archiver server is busy or inaccessible.
Possible solution:
Resynchronize the File Archive Assistant within a few minutes.
GFI Archiver
6 Glossary
A
Access privileges
Permissions granted to users or group of users to perform various operations on diverse emails.
Active Directory
A technology that provides a variety of network services, including LDAP-like directory services.
AD
Active Directory
ADM
ADM files are template files used by Group Policies to describe where policy settings are stored in the
registry. ADM files also describe the user interface that administrators see in the Group Policy Object Editor
snap-in.
Archive Store management
A GFI Archiver technology that enables you to queue and schedule the archive stores to use according
to different time periods.
Archive Stores
A collection of email sources, email metadata and search indexes within GFI Archiver
C
Categorization policies
A categorization system within GFI Archiver that enables the categorization of email according to its
label.
Conversation thread
A list of emails forming a conversation between two or more users.
D
Database Activity Auditing
A system that uses the tracing capabilities of Microsoft SQL server to record all activity within an archive
database.
Database schema
The structure of a database that defines the tables, the fields in such tables and the relationship between
fields and tables.
Domain Functional Level
Domain functional levels provide a way to enable domain-wide features in your Active Directory Domain
Services environment. Different levels of domain functionality are available, depending on your network
environment.
GFI Archiver
6 Glossary | 199
E
Exchange OLE DB provider
A method used to access the local Microsoft Exchange Server store by using OLE DB and Microsoft ADO.
Exchange System manager
A specialized MMC console that enables you to manage your Exchange organization.
ExOLEDB
Exchange OLE DB provider
F
Firebird database
An open source relational database system.
G
GFI Archiver Import Service
A GFI Archiver tool that imports email data from file to the GFI Archiver.
GFI Archiver Outlook Connector
A GFI Archiver tool that enables you to synchronize Microsoft Outlook folders with the email data
archived by GFI Archiver.
GFI Directory is a directory of users and groups that integrates with other GFI Software products in envir
onments where there is no Microsoft Active Directory available.
GFI MailInsights
A reporting facility within GFI Archiver that leverages archived emails to deliver information related to
email usage and trends.
GPO
Group Policy Objects
Group Managers
A user group within GFI Archiver that members can browse and search through all users forming part of
their Active Directory group.
Group Policy Objects
An Active Directory centralized management and configuration system that controls what users can and
cannot do on a computer network.
H
Headers
Information that precedes the email text (body). This includes the sender, recipient, subject, sending and
receiving time stamps, etc.
GFI Archiver
6 Glossary | 200
I
IMAP
Internet Message Access Protocol
Internet Message Access Protocol
One of the two most commonly used Internet standard protocols for e-mail retrieval, the other being
POP3.
J
Journaling
A Microsoft Exchange Server feature which stores email copies in a central mailbox for various purposes,
incl. mail archiving.
M
Mailbox
A directory or folder used for receipt, filing, and storing messages of emails.
Mailbox folder structure retrieval
A GFI Archiver feature that enables you to synchronize the mailbox folder structure in Microsoft Exchange
with GFI Archiver
MAIS
GFI Archiver Import Service
MAPI
Message Application Programming Interface
Message Application Programming Interface
A messaging architecture for Microsoft Windows that enables you to send e-mail from within a Windows
application and attach a document to the e-mail.
Metadata
Data that provides information about email archived within GFI Archiver.
A Microsoft relational database management system.
MIME
Multipurpose Internet Mail Extensions
Mixed authentication mode
An SQL server authentication method that enables both Windows and SQL Server authentication.
Multipurpose Internet Mail Extensions
A standard that extends the format of e-mail to support text other than ASCII, non-text attachments, mes
sage bodies with multiple parts and header information in non-ASCII character sets.
GFI Archiver
6 Glossary | 201
O
OneClick Restore
A user-friendly method of restoring archived emails to the user inbox and either restores emails as it was
at the time of deletion or sends it to user as an email attachment.
Outlook Web Access
Microsoft Exchange Server webmail service. Used to access email, contacts, tasks, etc. using a web inter
face when Microsoft Office Outlook is unavailable.
OWA
Outlook Web Access
P
POP3
Post Office Protocol ver.3
Post Office Protocol 3
A protocol used by local email clients to retrieve emails from mailboxes over a TCP/IP connection.
PST exporter
An agent-based tool that once deployed on the target computers, extracts emails from PST files for pro
cessing by the GFI Archiver Import Service.
PST file
A file used to store local copies of email, calendar events, contacts and other items within Microsoft
Office Outlook.
Public folders
A common folder shared between Microsoft Exchange a user, which enables information sharing.
R
Retention Policies
A system that enables you to control for how long to keep specific emails in your archive stores.
S
Search index
A system that collects parses and stores data to enable fast and accurate information retrieval.
Single Instance Storage
Provides ability to keep one copy of an email that is shared between multiple users. It is a means to elim
inate data duplication and to increase efficiency by reducing the amount of disk space needed to store
emails.
GFI Archiver
6 Glossary | 202
U
User interaction auditing
A system that enables you to record all users activity while they are using the GFI Archiver web interface.
GFI Archiver
6 Glossary | 203
7 Index
J
A
Journal Mailbox
Access Control 51, 84, 110, 135, 139-140, 156
Access control auditing report 156
Active Directory 11, 21, 53, 55, 58, 66, 93, 110, 132, 162
archive 6, 8, 10, 13-14, 16-17, 20, 26, 30, 32, 37, 39, 54-58, 79,
83-85, 89, 93, 95-97, 104, 106, 109, 112-114, 117-118,
121-122, 124-129, 139-141, 151, 154, 164, 172, 185,
194, 197-198
choosing a journaling method 13, 33, 86-87, 89, 189, 193
journaling 7, 10, 12, 17, 32, 34, 39-40, 85-86, 89, 193
K
Knowledge Base 22, 102, 187
L
ASP.NET settings 10
labeling 45, 84, 139
Auditing reports 135, 154, 156
license agreement 21
License Key 22-23, 35, 84, 159
C
Configure archive store 22
M
Data integrity auditing report 157
mailboxes 7-8, 18, 23, 30, 33, 39, 41-42, 51, 53, 84-86, 89, 93,
96-97, 99, 103, 105, 108, 115, 136, 138, 140, 164, 169,
172-173, 179, 181, 196
Data leakage prevention auditing report 157
Microsoft Exchange 2003 98, 172
database 10-11, 13-14, 18-19, 24, 27, 116-117, 123, 125-126,
130-131, 154, 156-157, 172, 183-184, 193
Microsoft Exchange server 10, 13, 32, 35, 85, 98, 171, 196, 198
D
Database activity auditing 154, 156
Microsoft SQL Server 10, 12, 14, 18-19, 23, 28, 115, 123, 132,
155, 182-183, 193
database schema 130
O
Database settings 11, 14
OneClick 45, 177
Documentation 187
OneClick Restore 45, 177
E
Other Term
Subterm 162, 171
export 7, 85, 163-164, 169, 171-174, 177, 183, 194
F
P
Firebird 12-13, 18, 24-25, 116, 119, 123, 126-128, 141, 154,
193
PowerShell 170, 172
R
G
Rebuilding a search index 121
GFI Archiver Import Service 128-129, 195
recipient 47, 49, 60-61, 91, 146, 153, 179
GFI MailInsights
Retention policies 59, 144, 147, 149-152, 157
Generating reports 7, 59
Glossary 199
H
headers 18, 23, 44, 115, 141, 179, 195
I
IIS 10, 12, 15, 143, 189, 198
Retention policy auditing report 157
S
Search Index 25, 30, 117-119, 121-123, 125-127
SQL Server 10, 12-14, 16, 18-20, 23, 26, 115, 119, 122-124,
126-127, 131, 154, 157, 182-183, 193-194
System requirements
Hardware 10-11, 16, 35, 182-183
IMAP 10, 12-13, 17, 53, 84-85, 88, 136, 138, 141, 143, 157
Installation procedure 10
T
Internet Explorer 12, 22, 143, 192
Technical support 187
GFI Archiver
Index | 204
Time Zone 52, 187
U
user access control 140
User audit trail auditing report 157
User interaction auditing 156
User preferences 52
W
Web Forum 187
X
x64 13, 21
GFI Archiver
Index | 205

English - GFI Software

Transcription

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