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Symantec Enterprise Vault™

Administrator’s Guide

Windows

2007

Symantec Information Foundation™


Symantec Enterprise Vault™
Administrator’s Guide
Copyright © 2007 Symantec Corporation. All rights reserved.

Symantec Enterprise Vault 2007

Symantec, the Symantec logo, and Enterprise Vault are trademarks or registered
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Contents

Chapter 1 About this guide


Prerequisite knowledge .......................................................................................19
Getting help ..........................................................................................................19
Accessing the Support Web site ................................................................20
Subscribing to Email Notifications ...........................................................20
Related documentation .......................................................................................20
Related resources .................................................................................................21
Comment on the documentation .......................................................................21

Chapter 2 Managing Administrator Security


About administrator security ............................................................................23
Roles-based administration ...............................................................................24
Assigning roles .............................................................................................29
Modifying a role ...........................................................................................29
Creating a new role ......................................................................................30
Determining your current role ..................................................................31
Resetting all roles and assignments .........................................................32
Using permissions to control access .................................................................32
Assigning or removing permissions .........................................................33
Changing the Vault Service account .................................................................33

Chapter 3 Day-to-day administration


Monitoring Enterprise Vault services ..............................................................36
Monitoring application logs .......................................................................36
Monitoring MSMQ queues ..........................................................................36
Starting or stopping tasks or services ..............................................................37
Starting a service .........................................................................................37
Stopping a service ........................................................................................38
Starting a task ..............................................................................................38
Stopping a task .............................................................................................38
Checking logs ........................................................................................................39
Monitoring journal mailboxes ...........................................................................39
Use the default ANSI codepage (ACP codepage) .....................................41
Monitoring disks ..................................................................................................42
Checking disk space for vault stores .........................................................42
4 Contents

Checking disk space for indexes ................................................................ 45


Maintaining SQL databases ................................................................................ 45
Maintaining the vault store databases ..................................................... 46
Maintaining the vault directory database ............................................... 46
Maintaining the Monitoring database ...................................................... 47
Maintaining the FSA Reporting database ................................................ 47
Backing up vault stores ....................................................................................... 48
Removing safety copies from mailboxes .................................................. 48
Using “After backup” .................................................................................. 48
Using a trigger file ....................................................................................... 49
Using backup software that does not clear the Archive file attribute 50
Recovering deleted items ................................................................................... 51
Expiry and Deletion ............................................................................................. 52
Storage Expiry .............................................................................................. 52
Shortcut Deletion ......................................................................................... 52
Creating a new retention category .................................................................... 53
Maintaining provisioning groups ..................................................................... 54
Enabling archiving for new mailboxes ............................................................. 54
Changing disks for journal archives ................................................................. 57
Moving a mailbox ................................................................................................ 57
Deleting an archive ............................................................................................. 58
Deleting a vault store .......................................................................................... 59
Setting a system message ................................................................................... 59
Editing the welcome message ............................................................................ 60
Editing the goodbye message ..................................................................... 60
Possible problems ........................................................................................ 61
About index volumes ........................................................................................... 61
Moving the directory database .......................................................................... 62
Preparation ................................................................................................... 62
Moving a vault store database ........................................................................... 62
Preparation ................................................................................................... 63
Moving the database ................................................................................... 63
Moving the Monitoring database ...................................................................... 63
Preparation ................................................................................................... 63
Moving the database ................................................................................... 64

Chapter 4 Advanced Domino mailbox policy settings


About the advanced policy settings .................................................................. 65
Editing settings .................................................................................................... 65
Applying the new settings .......................................................................... 66
Archiving General ............................................................................................... 66
Action for failed items ................................................................................ 66
Lookup e-mail addresses ............................................................................ 67
Contents 5

Strip calendar attachments ........................................................................67


Desktop ..................................................................................................................67
'Delete from Vault' option visible ..............................................................67
'Restore from Vault' option visible ............................................................68
'Search Vaults' option visible .....................................................................68
'Store in Vault' option visible .....................................................................68

Chapter 5 Advanced Exchange mailbox policy settings


About the advanced policy settings ..................................................................71
Editing settings ....................................................................................................72
Applying the new settings ..........................................................................72
Archiving General ................................................................................................73
Archive deleted items ..................................................................................73
Archive Exchange Managed Folders .........................................................74
Archive unexpired calendar events ..........................................................74
Code pages for right-to-left custom shortcuts ........................................74
Do not archive pending reminders ............................................................75
Encode custom body using appropriate code pages ...............................75
Include default and anonymous permissions ..........................................75
Inherited permissions .................................................................................76
Log shortcut expiry ......................................................................................76
Maximum message size to archive in MB ................................................76
Pending shortcut timeout ...........................................................................77
Reset archive names ....................................................................................77
Return failed items to inbox .......................................................................77
Set failed messages 'Do Not Archive' ........................................................78
Settings version number .............................................................................78
Strip calendar attachments ........................................................................78
Synchronize folder permissions ................................................................78
Warn when mailbox not under quota after archiving run ....................79
Warn if default or anonymous permissions exist ...................................79
Offline Vault .........................................................................................................80
Archive Explorer cache interval ................................................................81
Archive Explorer connection mode ...........................................................82
Archiving strategy .......................................................................................82
Auto download pause ..................................................................................83
Deleted items in Offline Vault ...................................................................83
Download delay ............................................................................................84
‘Download Folder’ button visible ...............................................................84
Download item age limit .............................................................................85
Download reminder interval ......................................................................85
Inactivity period ...........................................................................................85
Inactivity period units .................................................................................86
6 Contents

Large items size ........................................................................................... 86


Large items size in KB ................................................................................. 86
Lock for ‘Deleted items in Offline Vault’ .................................................. 87
Lock for download item age limit .............................................................. 87
Manual archive inserts ............................................................................... 87
Maximum store size .................................................................................... 88
Message Class exclude ................................................................................ 88
Message Class include ................................................................................. 88
Minimum age ................................................................................................ 88
Minimum age units ...................................................................................... 89
Offline archives enabled state ................................................................... 89
Pause interval ............................................................................................... 89
Per item sleep ............................................................................................... 90
Percentage store size .................................................................................. 90
‘Prioritize Download’ option visible ......................................................... 90
Public Folder inactivity period .................................................................. 91
Public Folder inactivity period units ........................................................ 91
Public Folder large items ............................................................................ 91
Public Folder minimum age ....................................................................... 92
Public Folder minimum age units ............................................................. 92
Public Folder use large items size in KB ................................................... 92
‘Refresh Archive Explorer View’ option ................................................... 93
Root folder .................................................................................................... 93
Root folder search path .............................................................................. 93
Search across all indexes ............................................................................ 94
Show download option ................................................................................ 94
Show download reminder ........................................................................... 94
Show ‘More Settings’ in setup wizard ...................................................... 95
Show options ................................................................................................ 95
Show Setup Wizard ..................................................................................... 95
Start date for offline Archive Explorer .................................................... 96
Synchronize archive types ......................................................................... 96
WDS search auto-enable ............................................................................. 97
Outlook .................................................................................................................. 97
Add server to intranet zone ....................................................................... 99
Allow script in public folders ..................................................................... 99
Allow script in shared folders .................................................................. 100
Allow shortcut copy ................................................................................... 100
‘Archive Explorer’ button visible ............................................................ 100
Automatically delete IE file cache ...........................................................101
Automatically re-enable Outlook add-in ................................................ 101
Behavior when Archive Explorer closes ................................................. 102
‘Cancel Operation’ button visible ............................................................ 102
Contents 7

‘Delete from Vault’ button visible ...........................................................103


Deploy forms locally ..................................................................................103
Download format .......................................................................................104
Fix Outlook preview pane .........................................................................104
Folder properties visible ...........................................................................105
Force form reload on error .......................................................................106
Forward original item ................................................................................106
Launch Archive Explorer ..........................................................................107
Limit automatic re-enabling of add-in ....................................................107
Mailbox properties visible ........................................................................108
Mark PST files ............................................................................................108
Message properties visible .......................................................................109
Outlook Add-In behavior ..........................................................................109
Printing behavior .......................................................................................109
PST Import pause interval ........................................................................110
PST Import work check interval ..............................................................110
PST search interval ....................................................................................110
Public Folder operations ...........................................................................111
Remove PST entries ...................................................................................111
Remove server from intranet zone .........................................................112
Reply behavior ............................................................................................112
‘Restore from Vault’ button visible .........................................................113
RPC over HTTP connection ......................................................................113
RPC over HTTP Proxy URL .......................................................................113
RPC over HTTP restrictions .....................................................................114
Search behavior ..........................................................................................114
‘Search Vaults’ button visible ..................................................................115
Shortcut deletion behavior .......................................................................115
Shortcut download progress ....................................................................116
Show ‘Expiry Report’ button ....................................................................116
Soft deletes ..................................................................................................116
‘Store in Vault’ button visible ..................................................................117
WDS button and menu name ...................................................................117
WDS integration .........................................................................................117
WDS search application ............................................................................118
Web Application URL ................................................................................118
OWA .....................................................................................................................119
Archive confirmation ................................................................................120
‘Archive Explorer’ in Basic OWA client ..................................................120
‘Archive Explorer’ in Premium OWA client ...........................................121
‘Archive’ on context menu .......................................................................121
‘Archive’ on toolbar ...................................................................................121
Archive subfolders .....................................................................................121
8 Contents

Basic archive function ...............................................................................122


Basic restore function ...............................................................................122
‘Cancel Operation’ on context menu ...................................................... 122
‘Cancel Operation’ on toolbar .................................................................. 123
Client connection ....................................................................................... 123
‘Delete from Archive’ on context menu ................................................. 123
‘Delete from Archive’ on toolbar ............................................................. 124
Delete mode ................................................................................................ 124
Delete shortcut after restore .................................................................... 124
Forward mode ............................................................................................. 124
‘Help’ on toolbar ........................................................................................ 125
Location for restored items ...................................................................... 125
Open mode ..................................................................................................125
OWA 5.5 Open Shortcut ............................................................................ 126
Premium archive function ....................................................................... 126
Premium restore function ........................................................................ 126
Reply mode .................................................................................................127
‘Reply To All’ mode ................................................................................... 127
Restore confirmation ................................................................................ 127
‘Restore’ on context menu ........................................................................ 128
‘Restore’ on toolbar ................................................................................... 128
‘Search Vaults’ in Basic OWA client ....................................................... 128
‘Search Vaults’ in Premium OWA client ................................................ 128
View mode ...................................................................................................129
Web Application alias ...............................................................................129

Chapter 6 Advanced Exchange journal policy settings


Editing settings ..................................................................................................131
Archiving General ............................................................................................. 132
Expand distribution lists .......................................................................... 132
Failed DL expansion behaviour ............................................................... 132
Inherited permissions ...............................................................................133
Maximum message size to archive in MB .............................................. 133
Pending shortcut timeout ......................................................................... 133
Queue Journal items .................................................................................. 133
Reset archive names .................................................................................. 134
Return failed items to inbox .................................................................... 134

Chapter 7 Customizing the Web Access application


About customizing the Web Access application ........................................... 135
General configuration ....................................................................................... 136
MsgNotDVS ................................................................................................ 136
Contents 9

Noclient .......................................................................................................136
ViewMessage_Format ...............................................................................136
DefaultFormatType ...................................................................................137
DefaultFormatCodepage ...........................................................................137
AllowNonAsciiFilenames ..........................................................................138
URLEncodeFilenames ...............................................................................138
Configuring search results ...............................................................................138
DefaultRankResults ...................................................................................139
FederatedSearchMaxItems .......................................................................139
FederatedSearchMaxVolSets ...................................................................140
FederatedSearchTimeout .........................................................................140
SearchRSS ...................................................................................................140
ShowAllMaxResults ...................................................................................141
UseFederatedSearch ..................................................................................141
Automatic domain authentication ..................................................................141
User interface tweaks ........................................................................................141
ISDeleteButton ...........................................................................................142
ISRestoreButton .........................................................................................142
ISShowRetention .......................................................................................142
RestoreToPSTOption .................................................................................142
Removing Browser Search ................................................................................143
Auditing searches ..............................................................................................144
LogSearch ....................................................................................................144
LogFileDirectory ........................................................................................144
LogVault ......................................................................................................144
Log file .................................................................................................................144

Chapter 8 Automatic monitoring


About automatic monitoring ...........................................................................147
Monitoring in Site Properties ..........................................................................148
Monitoring using MOM .....................................................................................148
Installing .....................................................................................................149
Configuring .................................................................................................149

Chapter 9 Monitoring with Enterprise Vault Operations Manager


Introduction to Enterprise Vault Operations Manager ...............................151
Accessing Operations Manager .......................................................................152
Using Operations Manager ...............................................................................153
Left pane ......................................................................................................153
Menu bar and content pane ......................................................................154
Viewing the monitored data .............................................................................154
Enterprise Vault server monitoring ........................................................154
10 Contents

Exchange Server journal mailbox archiving ......................................... 159


Domino Server journaling archiving ...................................................... 162
Configuring warning and critical status thresholds .................................... 165
Configuring the monitoring parameters ....................................................... 167
Performing an immediate status check .........................................................167

Chapter 10 Using Enterprise Vault Reporting


Introduction to Enterprise Vault Reporting .................................................. 169
Getting Started with Enterprise Vault Reporting ........................................170
Accessing the reports ................................................................................ 170
Generating and viewing reports .............................................................. 172
Exporting reports ...................................................................................... 173
Scheduling reports .................................................................................... 173
Overview of the Operation Reports ................................................................ 173
Archive Quota Usage ................................................................................. 174
Archived Items Access ..............................................................................175
Archived Items Access Trends ................................................................ 176
Domino Server Journal Mailbox Archiving Health .............................. 178
Domino Server Journal Mailbox Archiving Trends .............................. 179
Enterprise Vault Server 24-hour Health Status ................................... 180
Enterprise Vault server Seven-day Health Status ................................ 181
Exchange Server Journal Mailbox Archiving Health ........................... 182
Exchange Server Journal Mailbox Archiving Trends ........................... 183
Items Archived per Hour .......................................................................... 184
Mailbox Archiving Status ......................................................................... 185
Vault Store Savesets .................................................................................. 186
Vault Store Usage by Archive .................................................................. 186
Vault Store Usage by Billing Account ..................................................... 187
Vault Store Usage Summary .................................................................... 188
Overview of the FSA Data Analysis Reports ................................................. 189
Archive Points Summary .......................................................................... 190
Drive Usage per Server .............................................................................191
Drive Usage Summary ..............................................................................192
Duplicate Files per Server ........................................................................ 193
Duplicate Files Summary ......................................................................... 194
File Groups per Server ..............................................................................195
File Groups Summary ...............................................................................196
Inactive Files per Server by File Group .................................................. 197
Inactive Files per Server by User ............................................................ 198
Inactive Files Summary ............................................................................ 198
Storage Summary ...................................................................................... 199
Archive Points per File Group ................................................................. 200
Largest Files in a Volume ......................................................................... 201
Contents 11

Largest Files of a Specified File Type in a Volume ...............................202

Chapter 11 Exporting archives


About the Export Archive wizard ....................................................................203
Moving a mailbox ...............................................................................................204
Importing (migrating) exported files ..............................................................205
Starting the export ............................................................................................206

Chapter 12 File System Archiving


About File System Archiving ...........................................................................207
Internet and placeholder shortcuts ........................................................208
File Blocking ...............................................................................................208
The FSA Agent ............................................................................................208
Overview of Configuring File System Archiving ...................................209
Managing file servers ........................................................................................209
Backing up a file server .............................................................................210
Virus-checking a file server .....................................................................211
Controlling file recalls ...............................................................................212
Deleting a file server .................................................................................212
Managing volumes .............................................................................................213
Creating a volume policy ..........................................................................214
Adding a volume ........................................................................................214
Adding the first Celerra volume ..............................................................215
Deleting a volume ......................................................................................216
Managing folders and archive points .............................................................216
Creating a folder policy .............................................................................216
Adding a folder and archive point ...........................................................217
Deleting a folder .........................................................................................218
Managing archive points ..................................................................................218
Listing, editing, and deleting archive points .........................................219
Creating archive points manually ...........................................................220
Scheduling ..........................................................................................................221
Scheduling File System Archiving ..........................................................221
Scheduling expiry ......................................................................................222
Scheduling deletion from Celerra ...........................................................222
Scheduling permissions synchronization ..............................................223
Using Run Now ...................................................................................................223
Processing a volume immediately ...........................................................223
Processing a file server immediately ......................................................225
Tips on archiving policy rules ..........................................................................226
Copying a policy .................................................................................................227
Restrictions .........................................................................................................227
12 Contents

Results of modifying folders ............................................................................ 228


Version pruning .................................................................................................229
Configuring pruning ................................................................................. 229
Configuring and managing retention folders ............................................... 230
Configuring retention folders .................................................................. 231
Creating and managing retention folders .............................................. 236
Configuring and running FSA Reporting ....................................................... 237
Configuring the FSA Reporting database and setting the default data
collection schedule ............................................................................ 238
Reconfiguring and disabling or enabling FSA Reporting globally ..... 239
Installing the FSA Agent on NTFS file servers ..................................... 239
Configuring individual file servers for FSA Reporting ........................ 240
Enabling or disabling FSA Reporting for a volume .............................. 241
Viewing FSA Reporting status ................................................................. 242
Running unscheduled FSA Reporting scans ......................................... 243
Stopping FSA Reporting scans ................................................................ 243
Troubleshooting FSA Reporting .............................................................. 244

Chapter 13 Introduction to PST migration


Tools for migrating PST files ........................................................................... 245
Overview of the migration process ................................................................. 246
Marking PST files .............................................................................................. 247
Migration tips ..................................................................................................... 247
Locate and Migrate ............................................................................................ 248
Locator task ................................................................................................ 249
Collector task .............................................................................................. 250
Migrator task .............................................................................................. 251
Scheduling ..................................................................................................251
Client-driven migration .................................................................................... 252

Chapter 14 PST migration: scripted


Overview of the scripting mechanism ............................................................ 255
The migration process ...................................................................................... 256
Preparation ......................................................................................................... 257
Output from PST migration .............................................................................258
[PSTcheckpoint] section ........................................................................... 259
Enterprise Vault event log ....................................................................... 260
Example initialization file ................................................................................ 261

Chapter 15 PST migration: wizard-assisted


About the PST Migrator wizard ....................................................................... 265
Outline of the migration process .................................................................... 266
Contents 13

Preparation .........................................................................................................267
Migration tips .....................................................................................................268
How the migration affects users .....................................................................270
Starting the migration ......................................................................................270
PST migration: sample reports ........................................................................271
Successful migration of all items ............................................................271
Migration stopped during processing .....................................................271
Migration with some failures ...................................................................271

Chapter 16 PST Migration: Locate and Migrate


Migration procedure ..........................................................................................273
Editing the PST migration policy ............................................................273
Creating the Locator, Collector, and Migrator tasks ............................274
Configuring the Locator task ...................................................................274
Configuring the Collector task .................................................................275
Configuring the Migrator task .................................................................276
Configuring the holding folder ................................................................277
Running the Locator task to find computers .........................................278
Editing computer properties ....................................................................278
Running the Locator task to find PST files ............................................279
Editing PST file properties .......................................................................279
Running the Collector task .......................................................................280
Running the Migrator task .......................................................................280
Troubleshooting .................................................................................................280

Chapter 17 PST migration: client-driven migration


About client-driven migration .........................................................................283
PST files on network drives ......................................................................283
Editing the PST migration welcome message ...............................................284
Creating a PST Migrator task ...........................................................................285
Configuring the holding folder ................................................................285
Enabling mailboxes ............................................................................................286

Chapter 18 Enterprise Vault message queues


About Enterprise Vault message queues ........................................................287
MSMQ queue summary .....................................................................................288
About the Exchange Mailbox task ...................................................................289
Update Shortcut .........................................................................................290
Operation Failed .........................................................................................290
Process Item ................................................................................................290
Process Mailbox ..........................................................................................290
Process System ...........................................................................................291
14 Contents

Check System ............................................................................................. 291


Check Mailbox ............................................................................................ 291
Synchronize System .................................................................................. 291
Notes ............................................................................................................ 292
About the Storage service ................................................................................ 293
Store Item ...................................................................................................293
Restore an Item .......................................................................................... 293
Notes ............................................................................................................ 293
About retrieval ...................................................................................................294
Restore Item ............................................................................................... 294
Operation Failed ........................................................................................ 294
Update Basket ............................................................................................ 294
Item Ready ..................................................................................................294
Storage Spool .............................................................................................. 295
Notes ............................................................................................................ 295
About the Exchange Journaling task .............................................................. 295
Delete Message ........................................................................................... 296
Operation Failed ........................................................................................ 296
Process Mailbox ......................................................................................... 296
Synchronize System .................................................................................. 296
Notes ............................................................................................................ 296
About the Exchange Public Folder task ..........................................................297
Update Shortcut ......................................................................................... 298
Operation Failed ........................................................................................ 298
Process Folder ............................................................................................ 298
Process Folders .......................................................................................... 298
Check Folders ............................................................................................. 298
Check Folder ............................................................................................... 299
Notes ............................................................................................................ 299

Chapter 19 Customizations and best practice


Mailbox archiving .............................................................................................. 301
Archiving policies ...................................................................................... 301
Archiving items only if they have attachments .................................... 303
Customizing the Enterprise Vault settings for a journal mailbox ..... 304
Disabling archiving for mailboxes ..........................................................305
Public folder archiving ..................................................................................... 306
File System Archiving and placeholder shortcuts .......................................307
Performance tuning .......................................................................................... 307
Windows Temp folder ...............................................................................308
Improving performance on Storage service computers ...................... 309
Quota-based archiving ..............................................................................310
Contents 15

Chapter 20 Auditing
About auditing ....................................................................................................313
Creating the auditing database ........................................................................313
Configuring auditing .........................................................................................314
Recording details of your own auditing entries ....................................315
Viewing the audit log .........................................................................................317
Tuning .................................................................................................................317
Modifying the number of connections ...................................................318

Chapter 21 Enterprise Vault backup procedures


About Enterprise Vault backup procedures ...................................................319
Backing up Enterprise Vault data ....................................................................320
Backing up the Directory database .........................................................321
Backing up the Indexing service file locations ......................................321
Backing up the Shopping service file locations .....................................321
Backing up vault store files ......................................................................322
Backing up vault store SQL databases ....................................................322
Backing up the Monitoring database ......................................................323
Backing up the FSA Reporting database ................................................323
Backing up the Enterprise Vault registry entries .................................324
SQL stored procedure for backing up Enterprise Vault databases ............324
Preparation .................................................................................................325
Listing the databases associated with the Enterprise Vault directory 326
Executing the backup procedure .............................................................327
Application backup of Enterprise Vault servers ...........................................328
Example backup schedule .................................................................................328
Backing up the Directory service computer ..........................................328
Example procedure for daily backups ....................................................329
Example procedure for weekly backups .................................................329
Example procedure for unscheduled backups .......................................330
Performing online backups ..............................................................................330
Step 1: Set registry values ........................................................................330
Step 2: Create the batch files ....................................................................331
Step 3: Test and schedule the batch files ...............................................334

Chapter 22 Failover in a building blocks configuration


Chapter 23 Recovery
Recovery of Enterprise Vault using full-system backups ............................337
Environment recovery procedure ...........................................................338
Recovery of Enterprise Vault using data-only backups ...............................339
Procedure 1: Installing software on the servers ...................................340
16 Contents

Procedure 2: Restoring the Enterprise Vault Directory database ...... 341


Procedure 3: Restoring the vault store databases ................................ 344
Procedure 4: Restoring the Monitoring database ................................. 345
Procedure 5: Restoring the FSA Reporting database ........................... 346
Procedure 6: Renamed servers ................................................................ 348
Procedure 7: Copy or move the Enterprise Vault data files ................ 349
Procedure 8: Clearing the directory database entries .......................... 350
Procedure 9: Recreating services and tasks on the Directory service
computer ............................................................................................. 350
Procedure 10: Recreating services on other computers ...................... 353
Procedure 11: Checking the Web Access application URL ..................354
Procedure 12: Checking registry entries ................................................ 354
Recovery of an Enterprise Vault component ................................................ 355
Directory service SQL database ............................................................... 355
Directory service computer ...................................................................... 355
Index file locations .................................................................................... 356
Shopping service files ...............................................................................356
Vault store files .......................................................................................... 356
Vault store SQL database .......................................................................... 357
Recovery of Enterprise Vault in a VCS cluster .............................................. 357
Scenario 1: One of the cluster nodes needs rebuilding ........................ 357
Scenario 2: All the cluster nodes need rebuilding ................................ 358
Recovery of Enterprise Vault in a Microsoft server cluster ........................ 359
Scenario 1: One of the cluster nodes needs rebuilding ........................ 359
Scenario 2: All the cluster nodes need rebuilding ................................ 359

Appendix A Ports used by Enterprise Vault


Appendix B Microsoft hotfixes
Appendix C Useful SQL queries
Appendix D Troubleshooting
Installation problems ........................................................................................ 367
Enterprise Vault servers ........................................................................... 367
Desktop clients ........................................................................................... 368
Microsoft SQL Server problems ...................................................................... 369
Error: ODBC SQL Server Driver Connection is Busy ............................ 369
Number of SQL Server licenses exceeded .............................................. 369
Resetting passwords after moving an Enterprise Vault database ..... 370
Server problems .................................................................................................370
Exchange mailbox and journaling tasks do not work .......................... 371
Error: Oleaut32.dll has become unregistered ........................................372
Contents 17

Errors when opening MSMQ dead letter queue ....................................373


MAPISVC.INF problems (server) .............................................................373
Client problems ..................................................................................................374
Logging on to the Enterprise Vault Web Access application ..............375
MAPISVC.INF problems (client) ..............................................................375
Problems seen by users .............................................................................376
Problems enabling or processing mailboxes .................................................377
Checking the Enterprise Vault system mailbox ....................................378
Problem processing a new mailbox .........................................................379
Problems with Enterprise Vault components ...............................................380
Troubleshooting: All services ..................................................................380
Troubleshooting: File System Archiving ................................................382
Troubleshooting: Directory service ........................................................383
Troubleshooting: Archiving or Journaling services .............................385
Troubleshooting: Retrieval service .........................................................389
Troubleshooting: Indexing service ..........................................................389
Troubleshooting: SPS service ..................................................................394
Troubleshooting: Storage service ............................................................395
Troubleshooting: Shopping service ........................................................398
Troubleshooting: Web Access application .............................................400
Troubleshooting: Enterprise Vault Operations Manager and the Monitoring
database ...............................................................................................402
Troubleshooting: Enterprise Vault Reporting .......................................402
Specific problems .......................................................................................402
Restoring items for users ..........................................................................405
Techniques to aid troubleshooting .................................................................405
Running on Demand: Run Now ................................................................406
Using report mode to test archiving .......................................................406
Using tracing ..............................................................................................408
Using the Deployment Scanner ...............................................................409
Modifying registry settings ......................................................................410
Moving an Indexing service .............................................................................413
Indexing data structure of the Vault Directory database ....................413
Moving the Indexing service ....................................................................414

Index 417
18 Contents
Chapter 1
About this guide
This chapter comprises the following topics:
■ Prerequisite knowledge
■ Getting help
■ Related documentation
■ Related resources
■ Comment on the documentation

Prerequisite knowledge
To administer Enterprise Vault, you need a working knowledge of the following
products:
■ Windows® Server 2003 or Windows 2000® administrative tasks
■ Microsoft SQL Server™
■ Microsoft Message Queue Server
■ Microsoft Outlook
■ IIS (Internet Information Services)
■ Your archive storage hardware and software
If you are going to be using Enterprise Vault with Domino server, Microsoft
Exchange Server™, or Microsoft SharePoint™ Portal Server, you should also
have a working knowledge of these products.

Getting help
There is help available on the Symantec support site:
■ Accessing the Support Web site
20 About this guide
Related documentation

■ Subscribing to Email Notifications

Accessing the Support Web site


The Symantec Support Web site enables you to:
■ Contact the Symantec Support staff and post questions to them.
■ Download the latest patches, upgrades, and utilities.
■ View the Enterprise Vault Frequently Asked Questions (FAQ) page.
■ Search the Knowledge Base for answers to technical support questions.
■ Subscribe to automatic email notice of product updates.
■ Find out about Enterprise Vault training.
■ Read current Enterprise Vault white papers, tech notes, and selected
documentation.
The address of the Support Web site is:
http://www.symantec.com/enterprise/support

Subscribing to Email Notifications


Subscribe to Email Notifications to be informed of software alerts, newly-
published documentation, Beta programs, and other services.
Go to http://entsupport.symantec.com, click Sign up for News Bulletins. On the
Email Bulletin Service page, under Sign up for the Email Bulletin Service
by selecting your product group below, click Availability Products.

Related documentation
The Enterprise Vault documentation is provided in the Documentation folder
on the CD-ROM and, after installation, in the Administration Console help and
in the Enterprise Vault installation folder. The table below lists the
documentation that is supplied.
The following guides, along with the online help, comprise the Enterprise Vault
documentation set:

Table 1-1 Enterprise Vault documentation set

Title File name

Introduction and Planning Introduction_and_Planning.pdf


Introduction_and_Planning.chm
About this guide 21
Related resources

Table 1-1 Enterprise Vault documentation set

Title File name

Installing and Configuring Installing_and_Configuring.pdf


Installing_and_Configuring.chm

Administrator’s Guide (this book) Administrators_Guide.pdf


Administrators_Guide.chm

Utilities Utilities.pdf
Utilities.chm

Registry Values Registry_Values.chm

Compliance Accelerator Installing CA_Installing_and_Configuring.pdf


and Configuring

Discovery Accelerator Installing and DA_Installing_and_Configuring.pdf


Configuring

Release Notes ReadMeFirst.htm on the CD-ROM

Related resources
There is an Enterprise Vault Web page at:
http://www.symantec.com/enterprisevault

Comment on the documentation


Let us know what you like and dislike about the documentation. Were you able
to find the information you needed quickly? Was the information clearly
presented? Report errors and omissions, or tell us what you would find useful in
future versions of our guides and online help.
Please include the following information with your comment:
■ The title and product version of the guide you are commenting on
■ The topic (if relevant) you are commenting on
■ Your name
Email your comment to evdocs@symantec.com. Please only use this address to
comment on product documentation. See “Getting help” on page 19 for
guidelines on how to contact Technical Support about our software.
We appreciate your feedback.
22 About this guide
Comment on the documentation
Chapter 2
Managing Administrator
Security
This chapter describes:
■ How to assign administrative roles to Enterprise Vault administrators
■ How to modify and create roles
■ How to use admin permissions to control access to containers in the
Administration Console
■ How to change the Vault Service account

About administrator security


Enterprise Vault provides the following mechanisms that you can use to control
the access administrators have to the Administration Console:
■ Roles-based administration — Many administrative tasks do not require all
the permissions that are associated with the Vault Service account.
Roles-based administration enables you provide individual Enterprise Vault
administrators with exactly the permissions required to perform their
individual administrative tasks.
You can assign individuals or groups to roles that match their
responsibilities and they are then able to perform the tasks that are
included in those roles. Because the permissions are associated with roles,
rather than with individual administrators, you can control the role
permissions without having to edit the permissions for each administrator.
■ Admin permissions — You can grant or deny access to the following
containers in the Administration Console tree:
■ File Server
■ Exchange Server
24 Managing Administrator Security
Roles-based administration

■ SharePoint Virtual Server


■ Enterprise Vault Server
You can control access by assigning roles, or by using admin permissions, or
both.
When you install or upgrade to Enterprise Vault 7.0 only the Vault Service
account has access the Administration Console. You can restrict the tasks
administrators can perform by assigning roles and you can further restrict
access by using admin permissions to restrict administrators to managing
specific Administration Console containers.

Roles-based administration
Roles-based administration enables you to use Microsoft Authorization
Manager to configure the various administrator roles. All such configuration is
performed using the Vault Service account.
See Installing and Configuring for details of the prerequisite software needed to
run Authorization Manager. Note you cannot configure roles-based
administration using Windows 2000 Server because Microsoft do not provide an
Authorization Manager snapin to run on Windows 2000 Server. When you
configure roles you must use an Administration Console running on Windows
2003 or Windows XP.
Within Authorization Manager, administrator roles are built up using
operations and tasks:
■ An operation is a low-level permission that represents a privileged action or
capability. When the Administration Console determines whether a role has
access to perform a task, it is the operations associated with the role that are
checked.
Operations with names prefixed by “{STO}” or “{DIR}” are internal
operations that do not affect the Administration Console display. Other,
external operations, control the view of the Administration Console that an
administrator sees.
■ A task is a group of operations that collectively provide sufficient
permissions to do a particular job.
An administrator role is a collection of tasks and, possibly, operations and other
roles.
Enterprise Vault supplies the following predefined roles:
■ Messaging Administrator — Responsible for the day-to-day administration
of Exchange Server and Lotus Domino archiving. This administrator does
not have access to other parts of the product, such as File Server archiving
or SharePoint archiving.
Managing Administrator Security 25
Roles-based administration

■ Domino Administrator — Responsible for the day-to-day administration of


Lotus Domino archiving. This administrator does not have access to other
parts of the product, such as File Server archiving or SharePoint archiving.
■ Exchange Administrator — Responsible for the day-to-day administration
of Exchange Server archiving. This administrator does not have access to
other parts of the product, such as File Server archiving or SharePoint
archiving.
■ File Server Administrator — Responsible for the day-to-day administration
of File Server archiving. This administrator does not have access to other
parts of the product, such as Exchange Server archiving or SharePoint
archiving.
■ PST Administrator — Has a view of the Administration Console that
concentrates on those components required to manage personal stores.
■ SharePoint Administrator — Has a view of the Administration Console that
concentrates on those components required to manage SharePoint
archiving.
■ Storage Administrator — Has a view of the Administration Console
interface that concentrates mainly on those components needed to keep
storage running properly. There is no access to archiving policy settings for
the various targets.
■ Power Administrator — Can perform all the tasks in the other predefined
roles. Cannot perform reconfiguration tasks such as changing the Vault
Service account or Directory SQL server.
It is possible to use the predefined roles as supplied, or to customize them, or to
create new roles, as required.
By assigning administrator roles you can adjust the permissions of individual
administrators to match their job responsibilities. The mechanism is flexible
enough for you to be able to modify an individual’s role to cope with any change
in responsibility.
You can assign administrator roles to the following:
■ Windows Users and Groups.
■ The results of an LDAP query.
■ Application-specific groups. These are groups, specific to Authorization
Manager, that can contain a mixture of users and groups. They can also be
based on a LDAP query. The main benefit of using application groups is that
there is no need to create new groups within Active Directory to support
Enterprise Vault.
Enterprise Vault auditing does not log changes to role membership within
Authorization Manager. If you require auditing of changes within Authorization
26 Managing Administrator Security
Roles-based administration

Manager, assign Enterprise Vault administrator roles to Windows security


groups and enable Windows auditing of changes to those groups.
Table 2-1 on page 27 shows the tasks that an administrator in each of the
supplied roles can perform and the access that is allowed in the Administration
Console.
Table 2-2 on page 28 shows the Administration Console commands available to
the default roles.
Managing Administrator Security 27
Roles-based administration

For an introduction to using Microsoft Authorization Manager see


http://technet2.microsoft.com/WindowsServer/en/Library/72b55950-86cc-4c7
f-8fbf-3063276cd0b61033.mspx

Table 2-1 Administration Console containers available to the default roles

Messaging Domino Exchange PST Admin File Server SharePoint Storage Power
Admin Admin Admin Admin Admin Admin Admin
Targets Exchange Domino Exchange None File Server SharePoint None All targets
Domino

Policies Exchange Domino Exchange PST Migration File Archiving SharePoint None All policies
Domino Retention Retention Retention Retention Retention
Journaling Categories Categories Categories Categories Categories
Retention
Categories

Services Task Task Task Task Task Task Storage All services
Controller Controller Controller Controller Controller Controller

Tasks Mailbox Domino Mailbox Mailbox File Server SharePoint None All tasks
Archiving Mailbox Archiving Archiving Archiving
Public Folder Archiving Public Folder PST Locator
Exchange Domino Exchange PST Collector
Journaling Journaling Journaling PST Migrator
Exchange Exchange
Provisioning Provisioning
Domino
Journaling

Archives Journal Domino Exchange None File System Shared All types of All types of
Mailbox Mailbox Journal Shared SharePoint archive archive

Public Folder Domino Exchange


Journal Mailbox
Shared
Public Folder
Shared

Vault Stores None None None None None None All vault All vault
stores stores

Personal None None None None None None None All functions
Store
Management
28 Managing Administrator Security
Roles-based administration

Table 2-2 Administration Console commands available to the default roles

Messaging Domino Exchange PST File Server SharePoint Storage Power


Admin Admin Admin Admin Admin Admin Admin Admin
Enable Mailbox Available Available Available Not available Not available Not available Not available Available

Disable Mailbox Available Available Available Not available Not available Not available Not available Available

Enable Not available Not Not available Not available Not available Available Not available Available
Workspace available

Disable Not available Not Not available Not available Not available Available Not available Available
Workspace available

New Vault Store Not available Not Not available Not available Not available Not available Available Available
available

Site Property General General General General General General General All pages
Pages Archiving Archiving Archiving Site Archiving Archiving Archiving
Settings Settings Settings Schedule Settings Settings Settings
Site Schedule Site Site Site Schedule Site Schedule Site Schedule
Schedule Schedule Storage
Expiry

Import Archive Not available Not Not available Available Not available Not available Available Available
available

Export Archive Not available Not Not available Available Not available Not available Available Available
available

Update Service Not available Not Not available Not available Not available Not available Not available Not available
Locations available

Run Not available Not Not available Not available Not available Not available Not available Not available
Configuration available
Wizard (Second
server)

Change Directory Not available Not Not available Not available Not available Not available Not available Not available
SQL Server available

Change Service Not available Not Not available Not available Not available Not available Not available Not available
Account available

Change Vault Not available Not Not available Not available Not available Not available Not available Not available
Store SQL Server available

Advanced Available Available Available Available Available Available Available Available


Features

Exchange Available Not Available Not available Not available Not available Not available Available
Message Classes available

Domino forms Available Available Not available Not available Not available Not available Not available Available
Managing Administrator Security 29
Roles-based administration

Assigning roles
The Vault Service account can perform all Enterprise Vault management
operations and is not restricted in any way. Initially, the Vault Service account is
the only account that can create roles and assign them to lower-level
administrators.

To assign a role to a user or group:


1 Using Vault Service account, start the Administration Console.
2 Right-click the Directory container and, on the shortcut menu, click
Authorization Manager.
3 In the Authorization Manager window, under Enterprise Vault, click Role
Assignments.
If role you want to use is not listed, right-click Role Assignments and, on the
shortcut menu, click Assign Roles. The Add Role listing shows the roles you
can select. Select the required role and click OK.
4 Right-click the role to which you want assign users and, on the shortcut
menu, click Assign Application Groups or Assign Windows Users and
Groups.
5 If chose Assign Application Groups, select the check boxes next to the users
or groups you want to add to the role and then click OK.
6 If you chose Assign Windows Users and Groups, the standard Windows
Select Users, Computers or Groups dialog appears. Select the required users
or groups and then click OK to close the dialog.
7 In the Authorization Manager File menu, click Exit. There is a prompt,
asking whether you want to save your changes. Click Yes.
The changes will take approximately one minute to be replicated to all
Enterprise Vault servers. The Administration Console will show the changes the
next time it is started.

Note: The Administration Console will not show the changes until it has been
restarted. However, the changes will have been replicated to Enterprise Vault
servers. This may result in that person receiving unexpected error messages.

Modifying a role
To modify a role:
1 Using Vault Service account, start the Administration Console.
30 Managing Administrator Security
Roles-based administration

2 Right-click the Directory container and, on the shortcut menu, click


Authorization Manager.
3 In the Authorization Manager window, under Enterprise Vault, expand
Definitions.
4 Click Role Definitions.
5 In the list of role definitions, double-click the name of the role you want to
modify.
6 In the role properties, click the Definition tab. The list shows the tasks and
roles that comprise this role definition.
7 To remove a task or role from the definition, click the task or role and then
click Remove.
The task is removed immediately. There is no confirmation prompt.
8 To add a task or role to the definition:
a Click Add. The Add Definition window appears.
b To add a roles to the definition, select the check box next to each role
you want to add.
c To add tasks to the definition, click the Task tab and then select the
check box next to each task you want to add.
d To add operations, click the Operations tab and then select the check
box next to each operation you want to add.

Note: It is not advisable to add individual operations to a role. We


recommend that you use tasks to create custom roles. The tasks contain the
correct combination of internal and external operations.

e Click OK to close the Add Definition window.


9 Click OK to close the definition properties window.
10 On the File menu, click Exit. There is a prompt, asking whether you want to
save your changes. Click Yes.

Creating a new role


You can create new roles, adding other roles, tasks, and operations, as required.
You can create roles from a combination of existing roles and tasks.
Managing Administrator Security 31
Roles-based administration

Note: It is not advisable to add individual operations to a role. We recommend


that you use tasks to create custom roles. The tasks contain the correct
combination of internal and external operations. Adding unnecessary internal
operations to a role reduces the security of that role.

To create a new role:


1 Using Vault Service account, start the Administration Console.
2 Right-click the Directory container and, on the shortcut menu, click
Authorization Manager.
3 In the Authorization Manager window, under Enterprise Vault, expand
Definitions.
4 Right-click Role Definitions and, on the shortcut menu, click New Role
Definition.
5 In the Role Definition window, enter a Name and Description for the new
role.
6 Click Add to add roles, tasks, or operations to the role that you are creating.
The changes will take approximately one minute to be replicated to all
Enterprise Vault servers. The Administration Console will show the changes the
next time it is started.

Note: The Administration Console will not show the changes until it has been
restarted. However, the changes will have been replicated to Enterprise Vault
servers. This may result in that person receiving unexpected error messages.

Determining your current role


If you need to find out what your current role is, and which tasks you can
perform, you can list the role entitlements.

To list your role entitlements:


1 In the Administration Console, right-click the Directory container and, on
the shortcut menu, click Show Roles.
2 If you want to keep a copy of the list, click Copy to clipboard. You can then
paste the text into a document or mail message as required.
3 Click OK.
32 Managing Administrator Security
Using permissions to control access

Resetting all roles and assignments


It is possible for you to use a registry value to reset all the roles and role
assignments so that they are the same as they were when installed.
See the documentation for registry value ResetAuthorizationStore.

Using permissions to control access


When you install or upgrade to Enterprise Vault 7.0, only the Vault Service
account has access to the Administration Console. You can then use the Vault
Service account to assign administrative roles as required.
An administrator in any given role has access to all Administration Console
containers that are relevant to that role. For example, a Messaging
Administrator has access to every Exchange Server and Domino server in the
Enterprise Vault Site.
You can assign administrator permissions to grant or deny access to individual
containers in the Administration Console, so you could, for grant an
administrator access to a single Exchange Server computer.
You can assign permissions to grant or deny access to any of the following
Administration Console containers:
■ A file server
■ An Exchange Server
■ A SharePoint Virtual Server
■ An Enterprise Vault server
It is not possible to control a Messaging Administrator’s access to Domino
servers.
As soon as you modify a container’s permissions, access to that container and its
contents is controlled by the list you defined. The only exception to this is that
the Vault Service account always has access.
For example, a Messaging Administrator who does not have access to a
particular Exchange Server cannot enable mailboxes on that Exchange Server
because the Enable Mailbox wizard does not allow the administrator to list the
mailboxes on that Exchange Server.
If you need to return to the state in which all administrators have access to a
container, you must delete all entries in the administrator permissions list for
that container.
Managing Administrator Security 33
Changing the Vault Service account

Assigning or removing permissions


To grant or deny permission to access a container:
1 Using Vault Service account, start the Administration Console.
2 In the Administration Console, right-click the file server, Exchange Server,
SharePoint Virtual Server, or Enterprise Vault server to which you want to
apply permissions and, on the shortcut menu, click Properties.
3 Click the Admin Permissions tab. The list shows the specific users or groups
who have been granted or denied permission to administer this computer.
4 If you want to add an entry to the list, click Add.
If you are adding the first entry on the list there is a warning that adding an
entry to the list restricts access to those users with "Grant" access. Click OK.
a In the Add Users and Groups window, add the users or groups to whom
you want to grant or deny access to the container. Click OK.
The Admin Permissions list now shows the users and groups you have
added, with a Grant and Deny option next to each.
5 If you want to remove an entry from the list, click the entry to select it and
then click Remove.
6 For each user and group, select Grant to grant access to this container, or
Deny to deny access to this container, as required.
7 If you need to delete an entry from the list
8 Click OK to close Admin Properties.
If you have removed all entries from the list there is a warning that all
administrators in a role that allows access to this container now have
access. Click OK.

Changing the Vault Service account


If you need to change the Vault Service account, this section describes how to
proceed.
Before you change the account, ensure that:
■ The new Vault Service account is part of the Administrators group, with
permission Full Control (All), on each Enterprise Vault computer in the
Enterprise Vault Site.
■ If Exchange Server archiving is implemented, the new account has full
permissions on the Microsoft Exchange Server.
34 Managing Administrator Security
Changing the Vault Service account

■ The Microsoft Message Queue security has been set up to grant the
Administrators group access to the Enterprise Vault queues.
■ The new account has database creator access on the SQL server.
For instructions on how to set permissions for the Vault Service account, see
Enterprise Vault prerequisite software and settings in the Installing and
Configuring manual.

To change the Vault Service account


1 Start the Administration Console as the existing Vault Service account.
1 In the Administration Console, open Directory Properties and click the
Service Account tab.
2 Change the Vault Service account details to reference the new account.
3 Restart all Enterprise Vault services on all Enterprise Vault servers in the
Enterprise Vault Site.
Chapter 3
Day-to-day administration
This chapter includes the following topics:
■ Monitoring Enterprise Vault services
■ Starting or stopping tasks or services
■ Checking logs
■ Monitoring journal mailboxes
■ Monitoring disks
■ Maintaining SQL databases
■ Backing up vault stores
■ Recovering deleted items
■ Expiry and Deletion
■ Creating a new retention category
■ Maintaining provisioning groups
■ Enabling archiving for new mailboxes
■ Changing disks for journal archives
■ Moving a mailbox
■ Deleting an archive
■ Deleting a vault store
■ Setting a system message
■ Editing the welcome message
■ About index volumes
■ Moving the directory database
■ Moving a vault store database
36 Day-to-day administration
Monitoring Enterprise Vault services

■ Moving the Monitoring database

Monitoring Enterprise Vault services


Check the workload on the Enterprise Vault services and adjust the archiving
schedule as necessary.

Monitoring application logs


Messages from the various Enterprise Vault services and tasks go into the event
logs on their respective computers. You need to check each of these logs for
error messages and take appropriate action as necessary.
When using the Event Viewer you can filter the messages using the options on
the View menu. All the messages have a Category of Enterprise Vault.
The event logs that Enterprise Vault uses are shown in the table below.

Table 3-1 Enterprise Vault event logs

Event log Contents

Application Log Critical log entries. These are entries that either show that
Enterprise Vault components have started or stopped, or
are entries that require you to take some corrective action.

Enterprise Vault All Enterprise Vault log entries, except for those from
document conversion. Entries that are placed in the
Application Log also appear in here.

Enterprise Vault Converters Log entries resulting from document conversions.

Monitoring MSMQ queues


It is important that you monitor MSMQ queues so that you can quickly spot any
problems that may occur.
You can use the Windows Performance Monitor to monitor the performance of
the queues. You may find it useful to have the Windows Performance Monitor
running continuously, showing the number of messages on all the queues.
See “Enterprise Vault message queues” on page 287 for details of the queues
used by Enterprise Vault.
You will quickly become used to the normal behavior of the queues and will
notice excessive backlogs. Investigate the cause of any such backlogs promptly.
Day-to-day administration 37
Starting or stopping tasks or services

Starting or stopping tasks or services


There are many possible reasons why you may want to stop an Enterprise Vault
task or service. You may, for example, want to do this when you are doing any of
the following:
■ Changing tasks, policies, or service settings. For many of the service settings
you must stop and restart one or more services before the new settings come
into effect. For details of which settings require a restart to take effect, see
the help for the property pages of each service and task.
■ Preparing to do a system backup.
■ Installing new software. This is important because Enterprise Vault may
have files open that your new installation needs to update.
■ Changing hardware configurations.
■ Reconfiguring a service.
■ Troubleshooting.
You can start and stop tasks and services from the Administration Console.
Additionally, you can start and stop services from the Windows Service Control
manager.
Note that there is a command-line utility, EVservice, with which you can start
and stop local and remote Windows services. EVservice is useful if you have a
backup procedure that you want to automate. The utility is in the Enterprise
Vault program folder (normally C:\Program Files\Enterprise Vault).
See the Utilities manual for guidelines on how to use it.

Starting a service
To start a service
1 In the left pane of the Administration Console, expand Computers.
2 Expand the name of the computer running the service that you want to
start.
3 Click Services.
The right pane shows the services on that computer.
4 In the right pane, click the service you want to start.
5 Do one of the following:
■ Click the button on the toolbar.
■ Right-click the name of the service and then, on the shortcut menu,
click Start.
38 Day-to-day administration
Starting or stopping tasks or services

Stopping a service
To stop a service
1 In the left pane of the Administration Console, expand Enterprise Vault
Servers.
2 Expand the name of the computer that runs the service you want to stop.
3 Click Services.
The results pane shows the services on that computer.
4 In the right pane, click the service you want to stop.
5 Do one of the following:
■ Click the button on the toolbar.
■ Right-click the name of the service and then, on the shortcut menu,
click Stop.

Starting a task
To start a task
1 In the left pane of the Administration Console, expand Enterprise Vault
Servers.
2 Expand the name of the computer that runs the task you want to start.
3 Click Tasks.
The right pane shows the tasks on that computer.
4 In the right pane, click the task you want to start.
5 Do one of the following:
■ Click the button on the toolbar.
■ Right-click the name of the task and then, on the shortcut menu, click
Start.

Stopping a task
To stop a task
1 In the left pane of the Administration Console, expand Enterprise Vault
Servers.
2 Expand the name of the computer that runs the task you want to stop.
3 Click Tasks.
The results pane shows the tasks on that computer.
Day-to-day administration 39
Checking logs

4 In the right pane, click the task you want to stop.


5 Do one of the following:
■ Click the button on the toolbar.
■ Right-click the name of the task and, on the shortcut menu, click Stop.

Checking logs
Enterprise Vault services and tasks all write their diagnostic logging
information to the standard Enterprise Vault Event Log. You can view the event
log by using the standard Windows Event Viewer.
The amount of diagnostic logging information output depends on the diagnostic
logging level you set for that service or task.
Enterprise Vault generates many log entries. You must take some action to make
sure that the log files do not grow too large. The Windows Event Viewer gives
you various ways to do this:
■ The default setting for the Event Viewer is for new events to replace old
events. This ensures that all events are logged.
■ You can specify a length of time to keep all log entries before they can be
overwritten.
■ You can set a maximum size for the log file, to make sure that the log file
contains as much history as you are likely to need.
■ You can keep all log entries and clear the log file manually, using the Event
Viewer.
If you have purchased a suitable reporting tool, you can use information from
the Application Log in your own, customized reports.
For more information on controlling log files, see the Event Viewer help.

To run the Windows Event Viewer


1 On the Windows Start menu, click All Programs > Administrative Tools >
Event Viewer.
2 In the left pane of the Event Viewer, click Application Log or Enterprise
Vault, or Enterprise Vault Converters.
The Event Viewer loads the log you selected.

Monitoring journal mailboxes


You can set up Enterprise Vault so that it archives all messages sent and
received by the Microsoft Exchange Server system, provided that the messages
40 Day-to-day administration
Monitoring journal mailboxes

are passed to one or more specific Microsoft Exchange Server mailboxes, the
journal mailboxes.
The Exchange Journaling task runs continuously, checking for items in journal
mailboxes and immediately archiving them. These items are deleted from the
mailbox as they are archived and no shortcuts are created.
It is important that you monitor journal mailboxes to make sure that items are
being archived promptly. It is especially important that you do this if you have
suffered some sort of system failure which required a system restart.
If you are running an Exchange Journaling task, messages in the journal mailbox
should be archived soon after they arrive in the mailbox.

To check a journal mailbox


1 Run Microsoft Exchange Client or Microsoft Outlook.
2 Log on to a profile that has access to the journal mailbox.
3 Check that there are no messages in the Inbox folder that are older than one
day. If there are any messages older than one day, then there is likely to be a
problem.
4 Look in various possible Failed to... folders, which are under the Enterprise
Vault Exchange Journaling Task folder:

Folder Contents

Failed to store Messages that could not be archived. They probably failed
because of a problem with the Storage service. You can move
all these items back to the Inbox folder and the Exchange
Journaling task will try again to archive them.

Failed to copy Messages that are probably corrupt. Try dragging them to
your desktop and then, when they are on the desktop,
double-clicking them.
You may find that the messages are now not corrupt, in
which case drag them from your Desktop to the Inbox folder
and the Exchange Journaling task will try to archive them
again. Remember to delete the corrupt versions from the
Failed to copy folder.

Failed DL Expansion Items that could not be archived because Enterprise Vault
was unable to expand their distribution lists.
Day-to-day administration 41
Monitoring journal mailboxes

Folder Contents

Failed Codepage To fix the problem, do one of the following:


nnn ■ Install the missing codepage.
■ Use the default ANSI codepage (ACP codepage).
These tasks are described below.
When you have set up codepages correctly, move the failed
messages back to the Journal Inbox so that they will be
processed again.

Failed External Messages that could not be processed by a custom filter.


Filter Check the Enterprise Vault Event Log to determine the cause
of the problem.
Also check that the rule set file references the correct XML
schema.

To add the codepage


1 Install the required codepage on the Exchange Journaling task computer.
2 To prevent a similar problem happening on Exchange Mailbox task
computers, install the codepage on each Exchange Mailbox task computer.
3 If you are using a building blocks configuration, repeat the changes on
every Enterprise Vault server in your site.

Use the default ANSI codepage (ACP codepage)


Enterprise Vault has a list of codepages in the file CodePages.txt, which is
installed in the Enterprise Vault program folder (normally C:\Program
Files\Enterprise Vault).
You can force Enterprise Vault to use the default ANSI codepage (ACP codepage)
by deleting the appropriate codepage entry from the file. If you find that the
ACP codepage does not give you good conversions, replace the entry in
Codepages.txt and install the missing codepage.

To delete a codepage entry


1 Edit CodePages.txt on the Exchange Journaling task computer to remove
the entry for the codepage that is causing the problem.
2 To prevent a similar problem happening on Exchange Mailbox task
computers, make the same change to CodePages.txt on each Exchange
Mailbox task computer.
3 If you are using a building blocks configuration, repeat the change on every
Enterprise Vault server in your site.
42 Day-to-day administration
Monitoring disks

Monitoring disks
You need to check that there is enough free space on the disks that contain the
vault stores and indexes. Just how much space you need depends on your use of
Enterprise Vault, but during the course of monitoring you will quickly get used
to the rate at which the various Enterprise Vault databases consume disk space.

Checking disk space for vault stores


You must ensure that there is enough disk space for the vault store databases.
When your Enterprise Vault installation has reached its normal running state,
you can estimate the rate at which disk space is consumed and so be able to plan
accordingly.
If a disk is running out of space, you can use SQL Enterprise Manager to create a
new SQL device on another disk and then expand the database on to the new
device.

Monitoring disk space with the Admin service


The Admin service runs automatically when any other Enterprise Vault service
starts. The main task of the Admin service is to monitor the following:
■ Free space on local hard disks. By default, the Admin service monitors all
local hard disks, but you can restrict it to specific disks if required.
■ The amount of available virtual memory.
The Admin service has a warning threshold and a critical threshold for each
type of check. When the warning threshold is reached, the Admin service writes
a warning message to the Windows Application Log. When the critical threshold
is reached, the Admin service stops all Enterprise Vault services.
Stopping Enterprise Vault before problems arise helps to maintain its stability.
However, it is important to watch the Application Log for Enterprise Vault
messages so that you can take corrective action as necessary.
Day-to-day administration 43
Monitoring disks

The thresholds that the Admin service uses are as follows:

Table 3-2 Admin service thresholds

Check Warning Critical Example of message


threshold threshold

Free space on local 95% full 99% full Warning message:


hard disks
The system is running out of disk space
on drives C: and D: - delete any
unwanted files.
Enterprise Vault will be shut down when
99% of the disk space is used.
Critical message:
Insufficient disk space is available on
drive C: for Enterprise Vault to run.
Enterprise Vault will now be shut down;
to correct this problem, delete any
unwanted files and restart Enterprise
Vault.

Virtual memory 90% of limit 95% of limit Warning message:


The system is running out of Virtual
Memory - free memory by closing any
unwanted applications.
Enterprise Vault will be shut down when
95% of Virtual Memory is used.

Modifying the Admin service


You do not normally need to make any changes to the Admin service. However,
there may be occasions when you want to turn off or modify the monitoring. For
example, you may have a disk on the system that is nearly full, but which is not
used by Enterprise Vault. The Admin service monitors all local disks, so it may
stop Enterprise Vault even though Enterprise Vault has enough space. In such
circumstances you probably want to stop monitoring the disk.

Note: Do not stop the Admin service unnecessarily. Enterprise Vault requires
the Admin service to be present at all times. If you do stop the Admin service, all
the other Enterprise Vault services on the same computer stop as well. Also, if
you start one of the other services and the Admin service is not running, the
Admin service automatically starts.
44 Day-to-day administration
Monitoring disks

To pause monitoring by the Admin service


1 In the Windows Control Panel, double-click Services.
2 In the list of services, click Enterprise Vault Admin Service.
3 On the Action menu, click Pause.
To resume monitoring, click Resume on the Action menu.

To modify the behavior of future instances of the Admin service


1 In the Windows Control Panel, double-click Services.
2 In the list of services, double-click Enterprise Vault Admin Service.
3 If the Admin service is running:
a Click Stop.
b When prompted to stop other Enterprise Vault services, click Yes.
4 In the Start Parameters box, type the parameters to use. The table below
describes the options.

To do this Type this start parameter

Specify the disks that the Admin /DISKS[=<list>]


service should monitor. By where <list> specifies one or more disks to
default, the service monitors all monitor. Do not include any spaces or tabs in
local hard disks.
the list. The colon (:) in the disk name is
optional.
For example, to monitor disks C, E, and F only,
type either of the following:
/DISKS=C:E:F:
/DISKS=CEF
To make this apply every time the Admin
service starts, add the /SAVE parameter:
/DISKS=C:E:F: /SAVE
/DISKS=CEF /SAVE
To monitor all disks (this restores the default
behavior):
/DISKS

Turn off monitoring for the /NOMONITOR


instance of the Admin service
that will start when you click
Start in the Services control
panel.
Day-to-day administration 45
Maintaining SQL databases

To do this Type this start parameter

Turn off monitoring every time /NOMONITOR /SAVE


the Admin service starts.

Turn on monitoring for the /MONITOR


instance of the Admin service
that will start when you click
Start in the Services control
panel.

Turn on monitoring every time /MONITOR /SAVE


the Admin service starts.

Apply the changes every time the /SAVE


Admin service starts. For example, to monitor disks E and F every
time the Admin service starts, type the
following:
/DISKS=EF /SAVE

5 Click Start to start the Admin service.


6 Start other Enterprise Vault services as necessary.

Checking disk space for indexes


If you are running out of disk space for indexes, you can create new index
locations for the Indexing service to use to store its indexes. You can add more
locations if needed. When you add a new location, the Indexing service may, or
may not, choose to use it when creating indexes for a new archive. If you want to
force the Indexing service to use a particular location, then use Close Location
to close all the other locations, thus leaving just one location open.
When you close a location, you prevent the Indexing service from creating new
indexes there. This does not stop the Indexing service from adding to existing
indexes, so you must take action before space runs out.

Maintaining SQL databases


You can use Microsoft SQL Enterprise Manager to maintain all the Enterprise
Vault databases, but if you have other tools that you prefer to use, you can use
those instead. For more information on using Microsoft SQL Enterprise
Manager, see the Microsoft SQL Server documentation.
Back up all the vault store databases as part of a planned backup procedure. It is
recommended that you:
46 Day-to-day administration
Maintaining SQL databases

■ Back up vault store databases at least daily, after your main run of the
Exchange Mailbox task.
■ Dump the vault store database transaction logs more frequently, especially
those for vault store databases that are used by Exchange Journaling tasks.
■ Back up the Directory database at least weekly and back up its transaction
log at least daily.
For the Monitoring and FSA Reporting databases, a suggested regime is to back
up the database twice per month, and back up its transaction log weekly.
Depending on your procedures, you may decide to truncate transaction logs
after each database has been backed up.
You may find that the transaction logs do not need all the disk space that has
been allocated to them. If so, you can shrink them to some suitable size. Do not
do this until you are sure that you have understood the disk space requirements
for the transaction logs.

Maintaining the vault store databases


It is important that you monitor the amount of allocated space that has been
used by the vault store databases and transaction logs and take appropriate
action as necessary.
Each vault store database is set up as follows:

Table 3-3 Details of vault store databases and transaction logs

Item Details

Data device Initial 100 MB

Transaction log Initial 80 MB

Login name EVvaultstore

Database name EVvaultstore

Data Device name EVvaultstore

Log Device name EVvaultstoreLOG

where vaultstore is the name of the vault store, with spaces removed.

Maintaining the vault directory database


The vault directory database contains the configuration information for
Enterprise Vault. The vault directory database is created with an initial size of
10 megabytes. The initial size was chosen to support 10,000 archives. This
Day-to-day administration 47
Maintaining SQL databases

database is not likely to increase much in size. The transaction log is created
with an initial size of 25 megabytes.
Back up the vault directory database as part of your normal backup procedure.
The vault directory database is set up as follows:

Table 3-4 Vault directory database details

Item Details

Login name EnterpriseVault

Database name EnterpriseVaultDirectory

Data Device name VaultDev

Log Device name VaultLog

Maintaining the Monitoring database


The Monitoring database contains the data gathered by the Enterprise Vault
Monitoring agents. This data is used by Enterprise Vault Operations Manager,
and in some of the reports generated by Enterprise Vault Reporting.
The initial sizes of the Monitoring database and transaction log device are 100
megabytes and 80 megabytes respectively, making a total initial disk space
requirement of 180 megabytes. Ensure that there is adequate space for the
database to grow as data is added.
The Monitoring database is set up as follows:

Item Details

Database name EnterpriseVaultMonitoring

Login name Vault Service account; Operations Manager account


(OMWebUser); Reporting account (ReportingUser)

Data Device name EnterpriseVaultMonitoring_Data

Log Device name EnterpriseVaultMonitoring_Log

Maintaining the FSA Reporting database


The FSA Reporting database is created if you configure FSA Reporting. The
database contains the data gathered by the Enterprise Vault File Collector
service. This data is used to generate FSA Reporting’s reports.
The initial sizes of the FSA Reporting database and transaction log device are
100 megabytes and 80 megabytes respectively, making a total initial disk space
48 Day-to-day administration
Backing up vault stores

requirement of 180 megabytes. Ensure that there is adequate space for the
database to grow as data is added.
The FSA Reporting database is set up as follows:

Item Details

Database name EnterpriseVaultFSAReporting

Login name FSAReportingUser (the SQL user created when you configure FSA
Reporting)

Data Device name EnterpriseVaultFSAReporting_Data

Log Device name EnterpriseVaultFSAReporting_Log

Backing up vault stores


When you have backed up the vault stores, you can remove safety copies from
mailboxes.

To back up a vault store


1 Stop Enterprise Vault.
2 Back up the vault stores, indexes, and databases.
3 Start Enterprise Vault.

Removing safety copies from mailboxes


There are two mechanisms for removing safety copies from mailboxes:
■ Using “After backup” relies on the backup software resetting the Archive
flag on the files that have been backed up.
■ Using a trigger file requires you to place a file with a particular name in the
root folder of each vault store to force Enterprise Vault to remove safety
copies.
These mechanisms are explained below.

Using “After backup”


To use “After backup”
1 Set up archiving so that Enterprise Vault deletes safety copies after backup.
This is not the default setting.
Day-to-day administration 49
Backing up vault stores

2 Schedule archiving to happen during off-peak hours, such as overnight, for


example.
3 Make sure that the archiving schedule does not conflict with Microsoft
Exchange Server maintenance.
4 Schedule the vault stores to be backed up after archiving finishes. This
means that safety copies will be deleted from Exchange before users arrive
in the morning.

Using a trigger file


You can set Remove safety copies to After backup to control when Enterprise
Vault turns archived items in mailboxes into shortcuts. This mechanism relies
on the backup software clearing the Archive file attribute after backup is
complete.
This mechanism can be awkward to use if:
■ You want to perform differential backups and so cannot allow the Archive
file attribute to be set.
■ Your vault stores are on a device that does not support the Archive file
attribute, such as SnapLock™.
■ Your backup software cannot be configured to clear the Archive file
attribute.
■ In this case, you must reset the attribute bit manually, as described in
“Using backup software that does not clear the Archive file attribute” on
page 50.
Enterprise Vault has a second method, using a trigger file, of determining
whether files have been backed up. To make the Storage service delete safety
copies, you must place a file called IgnoreArchiveBitTrigger.txt in the
root folder of each partition that has been backed up. This file is renamed or
deleted by the Storage service when it deletes safety copies.

How it works
You enable the mechanism by creating a registry value on the Storage service
computer. When you have enabled the mechanism, the Storage service checks
the root folder of each vault store partition for a file called
IgnoreArchiveBitTrigger.txt. This gives a mechanism that is
controllable at the partition level:
■ If the trigger file exists, the Storage service takes this as a signal that the
partition has been backed up and it does the following:
50 Day-to-day administration
Backing up vault stores

■ Tries to rename the file to IgnoreArchiveBitTrigger.old or,


failing that, to delete it.
■ Provided that the trigger file has been renamed or deleted, removes
safety copies from mailboxes.
■ If the trigger file does not exist, or cannot be renamed or deleted, the
Storage service reverts to its normal behavior of checking each saveset's
Archive file attribute to determine whether it has been backed up. If a file's
archive file attribute is set then, for safety, the Storage service does not
remove safety copies.
The Storage service performs the check when it starts and then every 12 hours.

Setting up the trigger file mechanism


To enable the trigger file mechanism
1 On the Storage service computer, start the registry editor and navigate to
the following key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\Storage
2 Create a DWORD value called FileWatchEnableIgnoreArchiveBit and
give it a value of 1.
The Storage service now checks for a trigger file each time it starts.

Using the trigger file


To use a trigger file
1 Back up all files and place a trigger file, IgnoreArchiveBitTrigger.txt,
in the root folder of each partition that has been backed up.
2 Restart the Storage service.

Using backup software that does not clear the Archive file attribute
If you set Remove safety copies on the General tab of the Vault Store Properties
dialog box to After backup, messages do not turn into shortcuts until the vault
stores have been backed up. This relies upon using backup software that clears
the Archive file attribute after backup is complete. If you cannot configure your
backup software to do this, reset the attribute on each file manually.
Day-to-day administration 51
Recovering deleted items

To reset the attribute bit manually


1 Stop the Storage service.
2 Reset the Archive attribute for all the files that have been backed up.
For example, if your vault stores are on volume D: in the Enterprise
Vault Stores folder, the following MS-DOS command clears the attribute
bit on all files in all subfolders:
attrib -a "D:\Enterprise Vault Stores\*.*" /s

Recovering deleted items


Enterprise Vault can retain items that have been deleted by users so that you
have some time in which to recover items that users have deleted accidentally.
You can configure this recovery feature on the Archive Settings tab of Site
Properties.
If recovery is enabled, Enterprise Vault retains deleted items for the period of
time specified on the Archive Settings tab of Site Properties. At the end of that
time the item is permanently deleted.
When a user deletes an item from an archive, the item is removed from the
archive's index, so the item can no longer be found by searching and is not
visible in Archive Explorer. However, direct links to the item, such as mailbox
shortcuts, still work. The deleted item no longer contributes to the archive quota
usage.
Note that a user can retrieve a copy of a deleted item by using a shortcut. If the
user then rearchives this item without modifying it, the item is still in a deleted
state and therefore is not searchable and not visible in Archive Explorer.
Recovery is available only for items that have been deleted by users. You cannot
recover items that have been deleted by Storage Expiry. Also, if Storage Expiry
deletes an item that has already been deleted by a user, you cannot then recover
that item.

To recover items deleted from an archive


1 In the Administration Console, expand the tree view until the Archives
container is visible.
2 Expand the Archives container and then click the container that has the
archive with the deleted items.
3 Right -click the archive with the deleted items and, on the shortcut menu,
click Properties.
4 Click the Deleted Items tab. The tab shows the number of items that can be
recovered.
52 Day-to-day administration
Expiry and Deletion

5 Click Recover Items. This recovers all available items in the archive. You
cannot select specific items.

Expiry and Deletion


Enterprise Vault can automatically do the following:
■ Delete items from archives when the items' Retention Periods have expired.
This is Storage Expiry.
■ Delete shortcuts from users' mailboxes when the items have been deleted
from the archives. This is done by Shortcut Deletion.
■ Delete shortcuts from users' mailboxes, based on the age of the shortcuts.
This is done by Shortcut Deletion.

Storage Expiry
The Enterprise Vault Storage service automatically deletes items from archives
when their Retention Periods expire.
Storage Expiry does not delete mailbox shortcuts to the items that it deletes.

To set up Storage Expiry


1 In the left pane of the Administration Console expand the hierarchy until
the appropriate vault site is visible.
2 Using the right mouse button, click the vault site.
3 From the shortcut menu, select Properties.
The Site Properties are displayed.
4 Select the Storage Expiry tab.
5 Select the settings you want to use and click OK.

Shortcut Deletion
You are recommended to run Shortcut Deletion at the end of the Storage Expiry
run, so that it removes shortcuts to items that have been deleted from archives
by Storage Expiry. Shortcut Deletion begins at the time you specify and then
runs to completion. You cannot schedule it to run it more than once each week.
You can define separate maximum ages for shortcuts in users' mailboxes and for
shortcuts in public folders.
Day-to-day administration 53
Creating a new retention category

To set up Shortcut Deletion


1 In the left pane of the Administration Console expand the hierarchy until
the appropriate vault site is visible.
2 Using the right mouse button, click the vault site.
3 From the shortcut menu, select Properties.
The Site Properties are displayed.
4 Select the Shortcut Deletion tab.
5 Select the settings you want to use and click OK.

Creating a new retention category


By assigning a retention category to items at the time they are archived, it is
possible to categorize stored items. This categorization makes it easier to
retrieve items because it is possible to search by category.
A retention category also specifies a retention period, which is the minimum
amount of time after its last modification date that an item must be retained.
For mail messages, the Retention Period is the time since the message was
received. For documents, it is the time since the document was last modified.
Users can select retention categories from the list and assign them to items in
their mailboxes. When Enterprise Vault archives an item, it is stored with the
appropriate retention category.
If you later modify a retention category, the changes are retrospective. For
example, if you have a retention category called “Customer Accounts” with a
retention period of 5 years and you change it to 10 years, then items that have
been already archived with the “Customer Accounts” retention category will be
retained for a minimum of 10 years.
You can create as many retention categories as you require. You can also, if you
want, modify the standard retention categories to suit your own needs.
Notes:
■ If you modify a retention category, the changes apply to all items that are
archived with that retention category and also to all items that have already
been archived with that retention category.
■ Each retention category has a retention period, which indicates how long
you want to retain the items that are archived with this retention category.
When the retention period has elapsed, Enterprise Vault can automatically
delete the items. See the Storage Expiry tab in Site Properties to set up
expiry.
54 Day-to-day administration
Maintaining provisioning groups

To create a new retention category


1 In the left pane of the Administration Console, expand the vault site
hierarchy until Policies is visible.
2 Expand Policies.
3 Right-click Retention Categories and, on the shortcut menu, click New
Retention Category.
The New Retention Category wizard starts.
4 Work through the wizard.

Maintaining provisioning groups


The Exchange Provisioning task automatically provisions new mailboxes
provided that they are included in its list of targets. Mailboxes that are not
included in the list of targets do not result in any warnings when the
Provisioning task runs.
If you have chosen to have mailboxes enabled automatically, remember that a
mailbox is provisioned according to the first provisioning group in which it
appears, so it is important that the mailbox is in the correct group before the
Exchange Provisioning task runs.

Note: If you choose to use the inherited vault store or inherited Indexing Service
and the provisioning group will include mailboxes from more than one
Exchange Server, it is possible that different vault stores or Indexing Services
will be used for mailboxes that are enabled according to this provisioning group.
Depending on the configuration options you have chosen, it is also possible that
mailboxes on a particular Exchange Server cannot be enabled because no vault
store or Indexing Service is defined for them.

Enabling archiving for new mailboxes


You can enable archiving for a new Microsoft Exchange Server mailbox in the
following ways:
■ You can make Enterprise Vault automatically enable archiving for new
Microsoft Exchange Server mailboxes.
If you do this, Enterprise Vault automatically creates the mailbox's archive
in the default vault store.
■ You can manually enable archiving for specific Microsoft Exchange Server
mailboxes. If you have not set up Enterprise Vault to enable archiving for
Day-to-day administration 55
Enabling archiving for new mailboxes

mailboxes automatically, you must use this method to enable archiving for
mailboxes.
Making Enterprise Vault enable archiving for new mailboxes automatically
means that you do not need to enable each mailbox manually whenever there is
a new Microsoft Exchange Server mailbox.
The advantage of enabling archiving manually is that you can select a specific
vault store as the location for each archive that is created.
Note that, if you make Enterprise Vault automatically enable archiving for new
mailboxes, the new archives are created the next time an Exchange Mailbox task
runs. If there is a new mailbox that you want to be archived somewhere other
than the default vault store, you must manually enable archiving for that
mailbox before the Exchange Mailbox task runs. If you do not enable the mailbox
yourself, Enterprise Vault automatically enables archiving for it and creates an
archive in the default location.
If you want all the new archives to be in the same vault store, making Enterprise
Vault automatically create archives is the option that means the least work on
your part. It is easy to turn this option on or off, so you could, for example, make
Enterprise Vault automatically create archives on the first run of the Exchange
Mailbox task, then turn off the option and enable new mailboxes manually.
When Enterprise Vault automatically enables archiving for a mailbox, the new
archive is stored in the default location.

To make Enterprise Vault enable archiving for new mailboxes automatically


1 In the left pane of the Administration Console, expand the vault site
hierarchy until the name of the vault site is visible.
2 Expand the vault site and then expand Archiving Targets.
3 Expand Exchange.
4 Expand the required domain.
5 Click Provisioning Group.
If no provisioning groups are listed create a new one:
a Right-click Provisioning Group and, on the shortcut menu, click New
and then Provisioning Group.
b Work through the New Provisioning Group wizard.
6 In the right pane, double-click the provisioning group that will contain the
mailboxes that will be enabled automatically.
7 In the Provisioning Group Properties, click the Archiving Defaults tab.
8 Select Automatically enable mailboxes.
56 Day-to-day administration
Enabling archiving for new mailboxes

9 If you want to use a specific vault store for the new mailbox archives, click
Override the inherited Vault Store and click Change to pick the vault store
to use.
If you do not specify a vault store, the vault store that will be used is the one
defined in the Enterprise Vault server properties. If no vault store is defined
there, then the vault store defined in the Exchange Server properties is
used.
10 If you want to use a specific Indexing Service when archiving from the new
mailboxes, click Override the inherited Indexing Service and click Change
to pick the Indexing Service to use.
If you do not specify an Indexing Service, the Indexing Service that will be
used is the one defined in the Enterprise Vault server properties. If no
Indexing Service is defined there, then the Indexing Service defined in the
Exchange Server properties is used.
11 Select default retention category to use for items stored in the new
archives.
Users can select other retention categories to use from the list of those
available.
12 Select OK.

To enable archiving for mailboxes manually


1 On the Tools menu, click Enable Mailboxes.
The Enable Mailbox wizard starts.
2 Work through the wizard.
Notes:
■ You can manually disable a new mailbox. By doing this, you stop Enterprise
Vault from automatically enabling archiving for the mailbox. You would
then have to enable the mailbox at some point, otherwise Enterprise Vault
would never archive items from it.
■ When you enable a mailbox, Enterprise Vault automatically selects one of
the open Indexing Locations to use to store the indexing data associated
with that mailbox's archive. Before you enable mailboxes, make sure that
the open Indexing Locations are the ones you want to use. Enterprise Vault
does not provide a way to change a mailbox's Indexing Location after you
have enabled archiving for the mailbox.
■ You can select an existing archive to use for a mailbox that is being enabled.
This is useful when a mailbox has been migrated to a different Exchange
Server in the same Enterprise Vault site and needs to be enabled for
archiving to the same archive as before.
Day-to-day administration 57
Changing disks for journal archives

Changing disks for journal archives


To keep recovery time short, it is probably better to do this regularly, for
example, weekly or monthly, rather than when the media fills up. This also has
the advantage that you then have a set of media that is easy to manage by age.

To use a different disk for journaling


1 Create a new vault store on a new NTFS volume.
2 Create a new archive in the new vault store.
3 Give the owner of the journal mailbox permission to store items in the new
vault store.
4 Stop the Exchange Journaling task.
5 In the left pane of the Administration Console, expand Archiving Targets.
6 Expand Exchange.
7 Expand the required domain.
8 Expand the Exchange Server computer.
9 Click Journal Mailbox.
10 In the right pane, double-click the journal mailbox whose archive you want
to change.
11 In the Journal Mailbox Properties, next to Archive, click Change.
12 Select the journal archive you want to use and then click OK.
13 Click OK to close the Journal Mailbox Properties.
14 Start the Exchange Journaling task.

Moving a mailbox
When a user's mailbox moves from one Exchange Server computer to another,
the user may see some changes, as follows:
■ If the new Exchange Server is in the same Enterprise Vault site as the old
one, the user sees no changes. Everything works just as it used to.
■ If the new Exchange Server is in a different Enterprise Vault site, there are
the following changes:
■ The user's shortcuts no longer work. If the user is likely to need items
from the old archive, it is easiest if the user restores them from the
archive before the mailbox is moved. If this is not possible, then the
58 Day-to-day administration
Deleting an archive

Enterprise Vault Administrator can restore them on behalf of the user


and then forward them to the new mailbox.
■ If the shortcuts are not likely to be needed again, the user can delete
them. However, if the mailbox ever moves back to an Exchange Server
in the original Enterprise Vault site, then the shortcuts will work again,
so it may be worth keeping them.
■ The user can still search the old archive, but must know the URL of the
old Enterprise Vault Web application to do so. The items in the archive
will be visible in the browser, but the user will be unable to restore
them.
■ The properties that the user has set on folders in the mailbox are lost.
They will, however, reappear if the mailbox ever moves back to an
Exchange Server in the original Enterprise Vault site.

Deleting an archive
You can delete an archive, provided that the Administration Console shows a
status of Available or Closed.
Notes:
■ There is no undo when you delete an archive, and you cannot stop the
deletion process.
■ Be careful about deleting an archive that still has an associated mailbox.
There will be many errors from the Exchange Mailbox task when it tries to
archive to a deleted archive. It is best to make a note of those users who
have access to the archive and then get them to change their archiving
settings so that they are not trying to archive to the archive you are going to
delete. Use the Permissions tab on the archive's property page to find out
who has access to the archive.

To delete an archive
1 In the Administration Console, with the archive displayed in the listing,
press F5 to refresh the view. This shows you the archive's current status.
2 Right-click the archive that you want to delete and, on the shortcut menu,
click Delete.
3 When prompted, confirm that you do want to delete the archive.
The archive's status changes to Marked for deletion. You can no longer view
the properties of the archive and shortcuts to items within the archive no
longer work.
Day-to-day administration 59
Deleting a vault store

Deleting a vault store


You can delete a vault store, provided that the Administration Console shows a
status of Available or Closed.

Note: There is no undo when you delete a vault store, and you cannot stop the
deletion process.

To delete a vault store


1 In the Administration Console, with the vault store displayed in the listing,
press F5 to refresh the view. This shows you the vault store's current status.
2 Right-click the vault store that you want to delete and, on the shortcut
menu, click Delete. There is a confirmation prompt.
3 Click Delete.
The vault store's status changes to Marked for deletion. You can no longer
view the properties of the vault store and shortcuts to items within its
archives no longer work. When Enterprise Vault has completed the
deletion, the vault store will be removed from the list. This operation may
take some time.

Setting a system message


The system message is seen by users whenever they use the Enterprise Vault
Web Access application. You can use the message to indicate, for example,
periods when there is going to be an interruption to the service because of
hardware changes.
Note that the message is not visible to a user who is using a shortcut to retrieve
an item, but only to a user who is searching by using the Enterprise Vault Web
Access application. The message is available to all users in the Enterprise Vault
site.

To change the system message from the Vault Administration Console


1 In the left pane of the Administration Console expand the hierarchy until
the appropriate vault site is visible.
2 Using the right mouse button, click the vault site and, on the shortcut
menu, click Properties.
The Site Properties are displayed.
3 Click the General tab.
60 Day-to-day administration
Editing the welcome message

4 Edit System message as required.


5 Click OK to accept your changes.
6 Stop and restart the IIS Admin service to make the change take effect.

Editing the welcome message


When you enable archiving for a mailbox, Enterprise Vault automatically sends
a welcome message to the mailbox. This message provides users with
information on how to start using Enterprise Vault. Exactly what the users must
do depends on how you have set up Enterprise Vault, so you must edit the
message before it is distributed.
The message is in the file EnableMailboxMessage.msg. This file is on the
computer that is running the Exchange Mailbox task that will process the
mailbox, and is in the following folder:
Enterprise Vault\Languages\Mailbox Messages\<lang>
where <lang> indicates the language used.

Note: There is one copy of this message file on every computer that has an
Exchange Mailbox task. If you have more than one computer running an
Exchange Mailbox task, modify the file on each one.

To copy the welcome message to the correct location


1 Double-click EnableMailboxMessage.msg in Windows Explorer to edit
the message. Edit the message to inform users on how to install the
Enterprise Vault client kit. The file contains instructions describing the
changes you may need to make.
You can edit the message again at any time. For example, you might want to
add links to Enterprise Vault training information. The message is sent to
users only when their mailboxes are enabled for archiving.
2 Copy the file to the Enterprise Vault installation folder (normally
C:\Program Files\Enterprise Vault).
3 Copy the file to the Enterprise Vault installation folder of all the other
Enterprise Vault servers in the site.

Editing the goodbye message


There is another mail message that is delivered when archiving is disabled for a
mailbox. The message in the file DisableMailboxMessage.msg and it is on
Day-to-day administration 61
About index volumes

the computer that is running the Exchange Mailbox task that processed the
mailbox. The file is in the same folder as the enable mailbox message:
Enterprise Vault\Languages\Mailbox Messages\<lang>
where <lang> indicates the language used.

To copy the goodbye message to the correct location


1 Edit the message if necessary. Double-click
DisableMailboxMessage.msg in Windows Explorer to edit the message.
2 Copy the message file to the Enterprise Vault installation folder (normally
C:\Program Files\Enterprise Vault).
3 Copy the file to the Enterprise Vault installation folder of all the other
Enterprise Vault servers in the site.

Possible problems
If either EnableMailboxMessage.msg or DisableMailboxMessage.msg is
missing, you receive one of the following messages in the Enterprise Vault event
log:
Error whilst enabling mailbox for user
/o=org/ou=unit/cn=name/cn=mailboxname, error sending enabled
message
Possible Reason:
The message file could not be found.
Error whilst disabling mailbox for user
/o=org/ou=unit/cn=name/cn=mailboxname, error sending enabled
message
Possible Reason:
The message file could not be found.
The solution is to copy the appropriate file to the Enterprise Vault installation
folder (normally C:\Program Files\Enterprise Vault).

About index volumes


When an index volume becomes full, Enterprise Vault automatically creates a
new one. In the Administration Console, the Advanced tab of an archive’s
properties shows the number of index volumes.
Each new index volume does not have the same index root path as the previous
one. The new location for the new index is a random selection from the Indexing
Service’s open index root paths.
62 Day-to-day administration
Moving the directory database

If an archive has more than one index volume, the initial search is performed
against the current index volume, which contains the most recently-archived
items. To view search results from earlier index volumes, you must choose a
date range from a list. The date ranges correspond to the archived date range of
items in the index volumes.
Rollover is more likely to occur for File System Archiving archives, Journal
archives, and Public Folder archives than for normal mailbox archives.
Rollover archives created before Enterprise Vault 6.0 SP1 are not merged back
into the master archive. Archiving continues to the current rollover archive, and
that archive’s index expands to multiple index volumes as necessary.

Moving the directory database


You can move the directory database between SQL Server instances. This is
useful for reconfiguration and disaster recovery.

Preparation
Before you move the directory database to another SQL Server, you must
perform the following preparatory steps.

To prepare for moving the directory database


1 Replicate or restore the directory database to the new SQL Server.
2 Make sure that the Vault Service account has the correct permissions to
access the new database.
3 Make sure that the new SQL Server is running.

To move the database


1 In the left pane of the Administration Console, right-click the icon.
2 On the shortcut menu, click Properties.
3 Click Change Directory SQL Server.
4 Enter the new SQL Server.

Moving a vault store database


You can move a vault store database between SQL Server instances. This is
useful for reconfiguration and disaster recovery.
Day-to-day administration 63
Moving the Monitoring database

Preparation
Before you move the vault store database to another SQL Server, you must
perform the following preparatory steps.

To prepare for moving the vault store database


1 Replicate or restore the vault store database to new SQL Server.
2 Make sure that the Vault Service account has the correct permissions to
access the new database.
3 Make sure that the new SQL Server is running.
4 Stop the Storage service that is associated with the vault store whose
database you are moving.

Moving the database


To move the vault store database
1 In the left pane of the Administration Console, expand the tree until Vault
Stores is visible.
2 Click Vault Stores.
3 In the right pane, right-click vault store you want to modify and, on the
shortcut menu, click Properties.
4 Click the Database tab.
5 Next to SQL Server, enter the new SQL Server that you want to use.
6 Click OK.

Moving the Monitoring database


You can move the Monitoring database between SQL Server instances. This is
useful for reconfiguration and disaster recovery.

Preparation
Before you move the Monitoring database to another SQL Server, you must
perform the following preparatory steps.

To prepare for moving the Monitoring database


1 Replicate or restore the EnterpriseVaultMonitoring database to the new
SQL Server. To replicate the database you can use the Copy Database
Wizard provided by SQL Enterprise Manager.
64 Day-to-day administration
Moving the Monitoring database

2 Ensure that the Vault Service account has the required permissions to
access the new database.
3 Ensure that the new SQL Server is running.

Moving the database


To move the Monitoring database
1 Connect to the SQL server hosting the EnterpriseVaultMonitoring database,
using SQL Enterprise Manager or SQL Query Analyzer, or a similar tool.
2 Enter and run the following SQL commands:
USE EnterpriseVaultDirectory
UPDATE MonitoringSettings SET SQLServer =
“<New_SQL_Server>”

where <New_SQL_Server> is the name of the new SQL server.


Chapter 4
Advanced Domino mailbox
policy settings
This chapter includes the following topics:
■ About the advanced policy settings
■ Editing settings
■ Archiving General
■ Desktop

About the advanced policy settings


You can selectively remove Enterprise Vault functionality from users’ desktops.
To modify the appearance of desktops, you edit the settings on the Advanced
properties tab of the appropriate mailbox policy.
The changes are reversible at any time.

Editing settings
The settings are available in the properties of mailbox policies. For details of the
various settings, see the later sections in this chapter:
■ “Archiving General” on page 66
■ “Desktop” on page 67

To edit the settings for a policy


1 In the left pane of the Administration Console, expand the hierarchy until
Policies is visible.
2 Expand Policies.
66 Advanced Domino mailbox policy settings
Archiving General

3 Expand Domino.
4 Click Mailbox.
5 In the right-hand pane, double-click the name of the policy you want to edit.
The policy’s properties are displayed.
6 Click the Advanced tab.
7 Next to List settings from, select the category of settings that you want to
modify.
8 Edit the settings as required.
You can double-click a setting to edit it, or click it once to select it and then
click Modify.

Applying the new settings


The settings are applied to users' mailboxes during the next synchronization
run of the Domino Provisioning task. If you want to apply the changes before the
next synchronization, run Synchronize Individual Mailboxes, which is on the
Synchronization tab of the Domino Provisioning task’s properties.

Archiving General
The Archiving General settings enable you to control archiving behavior.
The settings in this category are as follows:
■ Lookup e-mail addresses
■ Strip calendar attachments

Action for failed items


Enables you to control whether items that fail three times to be archived are
processed on later archiving runs.
Legacy name: SetFailedMsgsDoNotArchive

Value Description

Reprocess Items that have failed repeatedly are reprocessed on each archiving
run.

Do not reprocess (Default) Items that have failed repeatedly are not reprocessed on
later archiving runs.
Advanced Domino mailbox policy settings 67
Desktop

Lookup e-mail addresses


Controls whether e-mail addresses are resolved using the Domino Directory,
including SMTP addresses where available.
Legacy name: LookupNames

Value Description

On E-mail addresses are resolved.

Off (Default). E-mail addresses are not resolved.

Strip calendar attachments


Controls whether attachments are removed from Calendar items after
archiving.
Legacy name: StripCalendarAttachments

Value Description

Off (Default) Attachments are not removed from Calendar items after
archiving.

On Attachments are removed from Calendar items after archiving.

Desktop
The Desktop settings enable you to control the basic behavior of Enterprise
Vault clients.
The settings in this category are as follows:
■ 'Delete from Vault' option visible
■ 'Restore from Vault' option visible
■ 'Search Vaults' option visible
■ 'Store in Vault' option visible

'Delete from Vault' option visible


Controls whether Notes users can delete archived items and their corresponding
shortcuts by showing or hiding the “Enterprise Vault Delete” option.
68 Advanced Domino mailbox policy settings
Desktop

Legacy name: DeleteOptnVisible

Value Description

Hide option Do not show the “Enterprise Vault Delete” option.

Show option (Default) Show the “Enterprise Vault Delete” option.

'Restore from Vault' option visible


Controls whether Notes users can restore by showing or hiding the “Enterprise
Vault Restore” menu option.
Legacy name: RestoreOptnVisible

Value Description

Hide option Do not show the “Enterprise Vault Restore” option.

Show option (Default) Show the “Enterprise Vault Restore” option.

'Search Vaults' option visible


Controls whether Notes users can search for archived items by showing or
hiding the “Enterprise Vault Search” menu option.
Legacy name: SearchOptnVisible

Value Description

Hide option Hide the “Enterprise Vault Search” option.

Show option (Default) Show the “Enterprise Vault Search” option.

'Store in Vault' option visible


Controls whether users can archive by showing or hiding the 'Enterprise Vault
Store' menu option.
Legacy name: StoreOptnVisible

Value Description

Hide option Hide the “Enterprise Vault Store” option.

Show option (Default) Show the “Enterprise Vault Store” option.


Advanced Domino mailbox policy settings 69
Desktop
70 Advanced Domino mailbox policy settings
Desktop
Chapter 5
Advanced Exchange
mailbox policy settings
This chapter includes the following topics:
■ About the advanced policy settings
■ Editing settings
■ Archiving General
■ Offline Vault
■ Outlook
■ OWA

About the advanced policy settings


You can selectively remove Enterprise Vault functionality from users’ desktops.
You can hide or show menu options, buttons, and property sheets for all the
following:
■ Search vaults
■ Manual archive
■ Restore from vault using a shortcut
■ Cancel operation
■ Delete from vault
■ Enterprise Vault properties for folders
■ Enterprise Vault properties for messages
■ Enterprise Vault properties for mailboxes
72 Advanced Exchange mailbox policy settings
Editing settings

Additionally, you can automatically add the Web Access application computer to
the Internet Explorer intranet zone, thus enabling users to search their archives
without providing logon details.
To modify the appearance of desktops, you edit the settings on the Advanced tab
of the properties appropriate mailbox policy.
The changes are reversible at any time.

Editing settings
The settings are available in the properties of mailbox policies. For details of the
various settings, see the later sections in this chapter:
■ “Archiving General” on page 73
■ “Offline Vault” on page 80
■ “Outlook” on page 97
■ “OWA” on page 119

To edit the settings for a policy


1 In the left pane of the Administration Console, expand the hierarchy until
Policies is visible.
2 Expand Policies.
3 Expand Exchange.
4 Click Mailbox.
5 In the right-hand pane, double-click the name of the policy you want to edit.
The policy’s properties are displayed.
6 Click the Advanced tab.
7 Next to List settings from, select the category of settings that you want to
modify.
8 Edit the settings as required.
You can double-click a setting to edit it, or click it once to select it and then
click Modify.

Applying the new settings


The settings are applied to users' mailboxes during the next synchronization
run of the Exchange Mailbox task. If you want to apply the changes before the
next synchronization, run Synchronize, which is on the Synchronization tab of
the Exchange Mailbox task’s properties.
Advanced Exchange mailbox policy settings 73
Archiving General

Archiving General
The Archiving General settings let you control archiving behavior.
The settings in this category are as follows:
■ Archive deleted items
■ Archive Exchange Managed Folders
■ Archive unexpired calendar events
■ Code pages for right-to-left custom shortcuts
■ Do not archive pending reminders
■ Encode custom body using appropriate code pages
■ Include default and anonymous permissions
■ Include default and anonymous permissions
■ Inherited permissions
■ Log shortcut expiry
■ Maximum message size to archive in MB
■ Pending shortcut timeout
■ Reset archive names
■ Return failed items to inbox
■ Set failed messages 'Do Not Archive'
■ Settings version number
■ Strip calendar attachments
■ Synchronize folder permissions
■ Warn if default or anonymous permissions exist
■ Warn when mailbox not under quota after archiving run

Archive deleted items


Controls whether items are archived from the Deleted Items folder.
Legacy name: ArchiveDeletedItems

Value Description

Off (Default) Items in the Deleted Items folder are not archived.

On Items in the Deleted Items folder are archived.


74 Advanced Exchange mailbox policy settings
Archiving General

Archive Exchange Managed Folders


Controls whether items are archived from Microsoft Exchange managed folders.
Managed folders were introduced in Exchange Server 2007.
The default behavior is that Enterprise Vault does not archive from managed
folders.
Note the following:
■ Remember that the managed folders are included in the Exchange Server
quota calculation. If Enterprise Vault is not archiving from managed folders
but is archiving by quota and the managed folders take up a significant
proportion of a user’s mailbox, Enterprise Vault may not be able to archive
sufficient items to bring the mailbox to the required quota.
■ If you change the behavior so that Enterprise Vault does archive from
managed folders, you must be careful, for each folder, not to have
conflicting managed folder settings and Enterprise Vault settings.
Legacy name: ArchiveManagedFolders

Value Description

Off (Default) Enterprise Vault does not archive from managed folders.
Additionally, users are not allowed to archive items manually from
managed folders.

On Enterprise Vault archives from managed folders.

Archive unexpired calendar events


Controls whether unexpired calendar items are archived.
Legacy name: ArchiveNonExpiredCalEvents

Value Description

Off (Default) Unexpired calendar items are not archived.

On Unexpired calendar items are archived.

Code pages for right-to-left custom shortcuts


A semicolon-separated list of code pages. Custom shortcuts that use these code
pages are always formatted right-to-left.
Advanced Exchange mailbox policy settings 75
Archiving General

Legacy name: CustomShortcutRTLCodePages

Value Description

String A list of code pages, separated by semicolons. For example,


1255;1256.
Default is 1255.

Do not archive pending reminders


Controls whether Enterprise Vault archives items that have pending reminders.
Legacy name: DontArchiveItemsPendingReminder

Value Description

Off Items that have pending reminders are archived.

On (Default) Items that have pending reminders within the next five
years are not archived.

Encode custom body using appropriate code pages


Use the appropriate ANSI code pages (rather than always using Unicode) when
encoding the bodies of customized Enterprise Vault shortcuts.
Legacy name: EncodeCustomBodyUsingAppropriateCodePages

Value Description

Off Use Unicode when encoding the bodies of customized Enterprise


Vault shortcuts

On Always use ANSI code pages when encoding the bodies of customized
Enterprise Vault shortcuts.

Include default and anonymous permissions


Controls whether Enterprise Vault includes Default and Anonymous
permissions when synchronizing each mailbox with its default archive.
Enterprise Vault will automatically remove existing Default and Anonymous
user settings from archives unless you choose to synchronize them.
76 Advanced Exchange mailbox policy settings
Archiving General

Legacy name: IncludeDefOrAnonPerms

Value Description

Off (Default) Do not synchronize Default or Anonymous permissions.

On Synchronize Default and Anonymous permissions. This has the


side-effect that users will be able to view each others’ archives.

Inherited permissions
Controls whether Enterprise Vault includes inherited permissions when
sychronizing permissions between mailboxes and archives.
Legacy name: IncludeInheritedRights

Value Description

Off (Default) Do not synchronize inherited permissions.

On Synchronize inherited permissions

Log shortcut expiry


Controls whether Enterprise Vault places an entry in the Enterprise Vault Event
Log when a shortcut is deleted because it has expired.
Legacy name: AuditShortcutExpiry

Value Description

Off (Default) Do not log shortcut expiry.

On Log shortcut expiry.

Maximum message size to archive in MB


Controls the maximum size of messages that are archived.
Legacy name: MaxMessageSizeToArchiveMB

Value Description

0 No restriction on maximum message size.


Advanced Exchange mailbox policy settings 77
Archiving General

Value Description

Integer larger The maximum size of messages that are archived, in megabytes.
than 0
Default is 250.

Pending shortcut timeout


Specifies the number of days to allow items to remain in an archive-pending
state before being reset.
Legacy name: PendingShortcutTimeout

Value Description

Off (Default) Archive-pending shortcuts are never reset.

0 When run in report mode, Exchange Mailbox tasks reset all


archive-pending shortcuts.
When run in normal mode, archive-pending shortcuts are not reset.

Any integer Archive-pending shortcuts that are older than this number of days
larger than zero are reset. This happens in both normal archiving and in Report Mode.

Reset archive names


Controls whether, during synchronization, archive names are automatically
changed to match mailboxes names.
Legacy name: ResetArchiveNames

Value Description

Off During synchronization archive names are never changed.

On (Default) During synchronization, archive names are automatically


changed if necessary to match mailbox names.

Return failed items to inbox


Legacy name: MoveFailedItemsToInbox

Value Description
78 Advanced Exchange mailbox policy settings
Archiving General

Set failed messages 'Do Not Archive'


If an item cannot be archived, the default Exchange Mailbox task behavior is to
reprocess the item on the next archiving run because such items can often be
successfully archived on a second attempt.
This setting enables you to change the behavior so items that fail archiving are
marked as ‘Do Not Archive’ and thus are not reprocessed on the next archiving
run.
Legacy name: SetFailedMsgsDoNotArchive

Value Description

Off (Default) Failed items are not marked as ‘Do Not Archive’.

On Failed items are marked as ‘Do Not Archive’.

Settings version number


For support use only. The internal version number of the advanced settings. You
cannot change this setting.
Legacy name: SettingsVersionNumber

Strip calendar attachments


Controls whether Enterprise Vault removes the attachments to Calendar items
after it has archived them. If Enterprise Vault removes an attachment, it
replaces it with text that shows the name and size of the attachment.
Legacy name: StripCalendarAttachments

Value Description

Off (Default) Enterprise Vault does not remove attachments from


Calendar items.

On Enterprise Vault remove attachments from Calendar items.

Synchronize folder permissions


Controls whether synchronization of delegate and shared folder permissions
within mailboxes are synchronized. If these are not synchronized then only
mailbox owners have access to the corresponding archives. This prevents
delegates, for example, from having access to mailbox archives.
Advanced Exchange mailbox policy settings 79
Archiving General

Legacy name: SynchronizeFolderPermissions

Value Description

Off Folder permissions are not synchronized.

On (Default) Folder permissions are synchronized.

Warn when mailbox not under quota after archiving run


Controls whether a warning is entered in to the event log when too few
archivable items were available to take a mailbox below the quota-free level
setting.
Legacy name: WarnNotEnoughArchivedForQuota

Value Description

Off Never log a warning if too few items were available to reduce the
mailbox to the required usage level.

On (Default) Log a warning if too few items were available to reduce the
mailbox to the required usage level.

Warn if default or anonymous permissions exist


Controls whether Enterprise Vault places an entry in the Enterprise Vault Event
Log when a folder has Default or Anonymous permissions set.
The warning looks similar to the following:
Date: 29/06/2004 Source: Enterprise Vault
Time: 18:00:42 Category: Archive Service
Type: Warning Event ID: 3284
User: N/A
Computer: DEMO

Description:

The folder has Anonymous permissions set that grant all users access
to this folder. By default, this has not been synchronized to the
users archive.

MailboxDn: /o=Admin/ou=First Administrative


Group/cn=Recipients/cn=HardyO
FolderPath: Inbox
80 Advanced Exchange mailbox policy settings
Offline Vault

Legacy name: WarnWhenDefOrAnonPerms

Value Description

Off Do not warn when a folder has Default or Anonymous permissions


set

On (Default) Warn when a folder has Default or Anonymous permissions


set

Offline Vault
The Offline Vault settings let you control the basic behavior of Enterprise Vault
clients.
The settings in this category are as follows:
■ Archive Explorer cache interval
■ Archive Explorer connection mode
■ Archiving strategy
■ Auto download pause
■ Deleted items in Offline Vault
■ Download delay
■ ‘Download Folder’ button visible
■ Download item age limit
■ Download reminder interval
■ Inactivity period
■ Inactivity period units
■ Large items size
■ Large items size in KB
■ Lock for ‘Deleted items in Offline Vault’
■ Lock for download item age limit
■ Manual archive inserts
■ Maximum store size
■ Message Class exclude
Advanced Exchange mailbox policy settings 81
Offline Vault

■ Message Class include


■ Minimum age
■ Minimum age units
■ Offline archives enabled state
■ Percentage store size
■ Pause interval
■ Per item sleep
■ ‘Prioritize Download’ option visible
■ Public Folder inactivity period
■ Public Folder inactivity period units
■ Public Folder large items
■ Public Folder minimum age
■ Public Folder minimum age units
■ Public Folder use large items size in KB
■ ‘Refresh Archive Explorer View’ option
■ Root folder
■ Root folder search path
■ Search across all indexes
■ Show download option
■ Show download reminder
■ Show ‘More Settings’ in setup wizard
■ Show options
■ Show Setup Wizard
■ Start date for offline Archive Explorer
■ Synchronize archive types
■ WDS search auto-enable

Archive Explorer cache interval


Controls whether Offline Archive Explorer automatically refreshes its list of
archived items.
82 Advanced Exchange mailbox policy settings
Offline Vault

Each time a user starts Outlook in offline mode, Enterprise Vault checks for new
items to add to the download list, thus ensuring that the Offline Vault is always
up-to-date.
The offline Archive Explorer view may not, however, reflect items that have
been deleted or have expired. To ensure the offline view reflects such items,
users need to refresh the offline Archive Explorer view occasionally. If you set
Archive Explorer cache interval, this refresh is automatic, but may
not happen at times that suit users.
Legacy name: OVClearAECacheInterval

Value Description

Integer Number of days between refreshes.


The default of 99999 means the list will never be refreshed.

Archive Explorer connection mode


Used to control the behavior of Archive Explorer when the user has Outlook
2003 in Cached Exchange Mode. This setting has no effect unless Cached
Exchange Mode is being used.
When Archive Explorer connection mode is set, Archive Explorer
always uses the offline vault.
When Archive Explorer connection mode is not set, Archive Explorer
checks the Outlook connection state each time Archive Explorer starts: if a
connection is available, Archive Explorer uses the online vault; if there is no
connection, Archive Explorer uses the offline vault.
Legacy name: ForceOfflineAEWithOutlookCacheMode

Value Description

Online Vault (Default) Archive Explorer always uses the online vault if there is an
Outlook connection, otherwise it uses the offline vault.

Offline Vault Archive Explorer uses the offline vault.

Archiving strategy
Tells the offline desktop whether your site is using age-based archiving or
quota-based archiving.
Advanced Exchange mailbox policy settings 83
Offline Vault

Legacy name: OVUseInactivityPeriod

Value Description

Age-based (Default) This is the value to use if you have age-based archiving.
This is the equivalent of Archive remaining items...stopping when all
items older than n <units> are archived on the Archiving Rules tab of
the Exchange Policy Properties.

Quota-based This is the value to use if you have quota-based archiving. This is the
equivalent of Archive remaining items...stopping when a mailbox has
n percent storage limit free on the Archiving Rules tab of the
Exchange Policy Properties.

Auto download pause


Once the time specified in Download delay has elapsed, Enterprise Vault checks
after this pause to see whether there are items to download and a connection
available.
Legacy name: OVAutoDownloadPause
See also: OVAutoDownloadInitWait

Value Description

number The number of seconds between checks.


Default is 30 (seconds).

Deleted items in Offline Vault


Sets the default for whether items in the Deleted Items folder are included in
the offline vault. Users can change this setting in the options for their offline
vault.
Note that, when shortcuts are deleted from the Deleted Items folder, the next
Outlook synchronize will delete those shortcuts from the offline Deleted Items
folder.
This means that the corresponding items in the offline vault will be unavailable.
Thus, if the Deleted Items folder is emptied frequently, there is little point in
including deleted items in the offline vault.
84 Advanced Exchange mailbox policy settings
Offline Vault

Legacy name: OVIncludeDeletedItems

Value Description

0 (Default) Do not include the Deleted Items folder. The setup wizard
does not ask the user whether to include the Deleted Items folder.

1 Include the Deleted Items folder. The setup wizard does not ask the
user whether to include the Deleted Items folder.

2 When the user is setting up an offline vault, the setup wizard asks
whether to include the Deleted Items folder.

Download delay
The number of seconds after Outlook starts before Enterprise Vault starts
downloading new items to the offline vault. (You can control the download
behavior with Show download reminder.)
Legacy name: OVAutoDownloadInitWait
See also: OVAutoDownloadPause.

Value Description

number The number of seconds to wait before downloading items.


Default is 20.

‘Download Folder’ button visible


Controls whether Offline Vault users can synchronize single folders on demand
by showing or hiding the Download this folder to offline vault option and
button.

Note: If Archive Explorer is enabled then, regardless of the value you choose for
this setting, the button is always hidden.

Legacy name: OVDownloadFolderBtnVisible

Value Description

0 Hide both option and button.

1 Show both option and button.


Advanced Exchange mailbox policy settings 85
Offline Vault

Value Description

2 Show just the option.

Download item age limit


Specifies the maximum age of items, in days, at which items are considered too
old to be initially downloaded to the offline vault.
For example, if “Download item age limit” is set to 30 then items up to 30 days
old are downloaded. If “Download item age limit” is set to 0 then all items are
downloaded.

Legacy name: OVDownloadItemAgeLimit

Value Description

0 No age limit. All items are downloaded.

Integer The maximum age, in days, of items that will be downloaded. All
items up to this age will be downloaded.

Download reminder interval


Controls how often the client displays a reminder that there are items awaiting
download.
Legacy name: OVDownloadReminderInterval

Value Description

0 Display a reminder every Outlook session.

An integer value The number of days between reminders.

Inactivity period
The number of inactivity period units that Enterprise Vault uses in its
calculations when determining which items will be archived soon and so need to
be copied to the offline archive.
86 Advanced Exchange mailbox policy settings
Offline Vault

Legacy name: OVInactivityPeriod

Value Description

An integer value The default is 2 (Inactivity period units).

Inactivity period units


The units of time to be used with Inactivity period.
Legacy name: OVInactivityPeriodUnits

Value Description

0 Days

1 (Default) Weeks

2 Months

3 Years

Large items size


Controls whether large items are archived as soon as they are older than the
setting for Minimum age.
Legacy name: OVUseLargeItemsSize.

Value Description

0 Do not archive large items as soon as they are older than Minimum
age.

1 Archive large items as they are older than Minimum age.

Large items size in KB


The size above which items are archived immediately, provided they are older
than Minimum age and Large items size is set to 1.
Legacy name: OVLargeItemsSizeKB

Value Description

Integer Specifies the minimum size in kilobytes. Default is 10240, which is 10


MB
Advanced Exchange mailbox policy settings 87
Offline Vault

Lock for ‘Deleted items in Offline Vault’


Locks the setting of Deleted items in Offline Vault so that users cannot control
whether to include deleted items.
Do not set Lock for ‘Deleted items in Offline Vault’ to 1 and Deleted items in
Offline Vault to 2 because that would mean a user who chooses the wrong option
when setting up an offline vault cannot correct the mistake later.
Legacy name: OVIncludeDeletedItemsLock

Value Description

User control (Default) The offline vault options allow users to control whether
items in the Deleted Items folder are included in the offline vault.

Locked The offline vault options do not allow users to control whether items
in the Deleted Items folder are included in the offline vault.

Lock for download item age limit


Controls whether users can change the download age limit.
Legacy name: OVLockDownloadItemAgeLimit

Value Description

On Locked.

Off Not locked.

Manual archive inserts


Controls whether an item that is manually-archived is also automatically added
to Offline Vault.
Legacy name: OVNoManualArchiveInserts.

Value Description

On (Default) Automatically add manually-archived items to Offline Vault

Off Do not add to Offline Vault


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Maximum store size


The maximum size, in megabytes, that an offline vault is allowed to occupy. If
the offline vault reaches this size, the oldest items are automatically deleted in
order to make room for new items.
If neither Maximum store size nor ‘Prioritize Download’ option visible is
specified, a default value of 10% of disk capacity is used.
The space is not allocated until it is needed.
Legacy name: OVStoreSize

Value Description

An integer value Maximum value of 25500 (approximately 25GB). Values larger than
this are rounded down to 25500.

Message Class exclude


A list of message classes that are never processed by Offline Vault. Separate
classes by commas ( , ).
Legacy name: OVMessageClassExclude.

Value Description

Text string A list of message classes to exclude, separated by commas.

Message Class include


A list of message classes that are always processed by Offline Vault. Separate
classes by commas ( , ).
Legacy name: OVMessageClassInclude.

Value Description

Text string A list of message classes to include, separated by commas.

Minimum age
The minimum age at which mailbox items are copied into the offline archives.
Use Minimum age units to specify the units.
Advanced Exchange mailbox policy settings 89
Offline Vault

Legacy name: OVMinAgePeriod

Value Description

An integer Specifies the minimum age as a number of minimum age units.


Default is 2 (weeks).

Minimum age units


The units of time to be used with Minimum age.
Legacy name: OVMinAgePeriodUnits

Value Description

Days Use Days as the unit for Minimum age.

Weeks (Default) Use Weeks as the unit for Minimum age.

Months Use Months as the unit for Minimum age.

Years Use Years as the unit for Minimum age.

Offline archives enabled state


Controls whether offline archives can be used in this Enterprise Vault site.
Legacy name: OVEnabled

Value Description

None Turns off offline archives. No new offline archives will be created.
Users have access to existing offline archives, but no items will be
added to those offline archives.

Users enable (Default) Users can enable offline archives by selecting Tools,
Enterprise Vault, Offline Vault Options and then selecting Enable
offline vault.

All users Offline archives are enabled for all offline users.

Pause interval
The number of minutes to wait before Enterprise Vault starts searching for
items that need to be added to the offline archive.
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Legacy name: OVPauseInterval

Value Description

An integer value The default is 3 (minutes)

Per item sleep


The delay, in milliseconds, that will be used between items when updating the
offline vault.
Legacy name: OVPerItemSleep

Value Description

Integer The number of milliseconds to use between items when updating the
offline vault. Default is 100 (milliseconds).

Percentage store size


Percentage of disk capacity to use for Offline Vault. If neither Maximum store
size nor Percentage Store Size is specified, a default value of 10% of disk
capacity is used.
Legacy name: OVStoreSizePercentp

Value Description

Integer The percentage of disk capacity to use for Offline Vault. Default is 10
(percent).

‘Prioritize Download’ option visible


Controls whether the client shows:
■ The Prioritize Items To Download button
■ The Tools/Enterprise Vault/Prioritize Items To Download menu option
Legacy name: OVPrioritizeDownloadBtnVisible

Value Description

Hide both Do not show the menu option or the button.

Show both (Default.) Show both the menu option and the button.
Advanced Exchange mailbox policy settings 91
Offline Vault

Value Description

Menu only Show the menu option. Do not show the button.

Public Folder inactivity period


The number of Public Folder inactivity period units that Enterprise Vault uses in
its calculations when determining which items will be archived soon and so need
to be copied to the offline vault.
Legacy name: OVPFInactivityPeriod

Value Description

Integer The number of Public Folder inactivity period units. Default is 2.

Public Folder inactivity period units


The units of time to be used with Public Folder inactivity period.
Legacy name: OVPFInactivityPeriodUnits

Value Description

Days Use Days as the unit for Public Folder inactivity period.

Weeks (Default) Use Weeks as the unit for Public Folder inactivity period.

Months Use Months as the unit for Public Folder inactivity period.

Years Use Years as the unit for Public Folder inactivity period.

Public Folder large items


Controls whether large items are archived as soon as they are older than Public
Folder minimum age.
This is equivalent to the Start with items larger than setting on the Archiving
Rules tab in the policy properties.
Legacy name: OVPFUseLargeItemsSize

Value Description

Off (Default) Large items are treated the same as small items.

On Items larger than ‘Public Folder large items’ and older than ‘Public
Folder minimum age’ are copied to the offline archives immediately.
92 Advanced Exchange mailbox policy settings
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Public Folder minimum age


The minimum age at which public folder items are copied into the offline
archives. Use Public Folder minimum age units to specify the units.
Public Folder minimum age is equivalent to the Never archive items
younger than setting on the Archiving Rules tab of the Public Folder policy’s
properties.
Legacy name: OVPFMinAgePeriod

Value Description

An integer Specifies the minimum age as a number of Public Folder minimum


age units.
Default is 2 (weeks).

Public Folder minimum age units


The units of time to be used with Public Folder minimum age.
Legacy name: OVPFMinAgePeriodUnits

Value Description

Days Use Days as the unit for Public Folder minimum age.

Weeks (Default) Use Weeks as the unit for Public Folder minimum age.

Months Use Months as the unit for Public Folder minimum age.

Years Use Years as the unit for Public Folder minimum age.

Public Folder use large items size in KB


The size above which items are archived immediately, provided they are older
than Public Folder minimum age and provided that Public Folder large items is
set to On.
Legacy name: OVPFLargeItemsSizeKB

Value Description

An integer Specifies the minimum size in kilobytes.


Default is 10240, which is 10 MB.
Advanced Exchange mailbox policy settings 93
Offline Vault

‘Refresh Archive Explorer View’ option


Controls whether the Refresh Archive Explorer View menu option is visible to
users of Offline Vault. The option enables users to perform a complete update of
their offline vaults.
The update is not needed if items will not be deleted from the online archives.
Complete updates download an index that details every archived item, so they
can take some time for large archives.
Legacy name: OVRefreshAECacheVisible

Value Description

Off (Default) The menu option is not shown.

On The menu option is shown.

Root folder
The location in which to place offline vaults. This value is used when a user
enables an offline vault. Changing this value has no effect on existing offline
vaults.
Legacy name: OVRootDirectory

Value Description

path A path to a folder that Enterprise Vault can create on the user's local
computer. If you do not specify Root folder, Enterprise Vault uses an
'Enterprise Vault' subfolder in the user's Application Data
folder.

Root folder search path


Enables you to supply a list of possible locations for the offline vault. The first
such location that is valid on a user's computer is the one that will be used at the
time the offline vault is created. This enables you to specify a list that is likely to
be suitable for computers with different configurations.
For example, if you specify E:\vault;C:\vault then the offline vault would
be created in E:\vault if that was valid on the user's computer and, if it was
not valid, then in C:\vault
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If none of the locations is valid, the one specified by Root folder is used, if
possible.

Value Description

A text string A semicolon-separated list of possible locations for the offline vault.

Search across all indexes


If Offline Archive Explorer fails to find an item in its index, it can also perform a
search across all indexes, which may be slow. This setting controls whether this
fallback search is allowed.
Legacy name: EnableStoreTrawling

Value Description

Off (Default) Do not allow a search across all indexes.

On Allow the fallback search.

Show download option


Controls whether the client shows:
■ The Update Offline Vault button
■ The Tools/Enterprise Vault/Update Offline Vault menu option
Legacy name: OVStartDownloadBtnVisible

Value Description

Hide both Do not show the menu option or the button.

Show both (Default) Show both the menu option and the button.

Menu only Show the menu option. Do not show the button.

Show download reminder


When there are items to download to the offline vault, Enterprise Vault
periodically checks for the presence of a network connection. Once a connection
is available, it starts the download automatically.
Show download reminder controls the behavior when Enterprise Vault has
found a network connection and is ready to download.
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Offline Vault

Legacy name: OVDownloadReminder

Value Description

Off Do not show a reminder

On Show a reminder

Show ‘More Settings’ in setup wizard


Controls whether the “More Settings” button is shown in the Offline Vault setup
wizard.
Clicking the “More Settings” button gives the user the option to select the start
date for the Archive Explorer view. Items older than this date never appear in
the view.
Legacy name: OVShowAdvancedSettings

Value Description

Hide (Default) Do not show the “More Settings” button.

Show Show the “More Settings” button.

Show options
Controls whether the client shows Tools/Enterprise Vault/Offline Vault Options
menu option.
Legacy name: OVOptionsVisible

Value Description

Hide menu Do not show the menu option.

Show menu (Default.) Show the menu option.

Show Setup Wizard


Controls whether the client shows the Offline Vault setup wizard. The setup
wizard does the following:
■ Summarizes what Offline Vault will do and what is about to happen
■ Asks whether to include items from the Deleted Items folder in the offline
vault. The default is not to include deleted items, and you can use Deleted
96 Advanced Exchange mailbox policy settings
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items in Offline Vault to change the setting or prevent the wizard from
asking this question: see “Deleted items in Offline Vault” on page 83.
■ Asks whether the user wants to start a download automatically once the
initial scan has finished. The default is to start the download.
If the wizard is turned off then Offline Vault waits for the amount of time
specified in Pause interval and then automatically begins looking for items to
download: see “Pause interval” on page 89.
Legacy name: OVSetupWizard

Value Description

0 Do not show the setup wizard.

1 (Default) Show the setup wizard.

Start date for offline Archive Explorer


The start date for offline Archive Explorer. Items before this date will not be
shown.
Legacy name: OVAEStartDate

Value Description

Empty Leave empty to show all items.

Date Enter a date in the format MM/DD/YYYY to specify the date of the
earliest items that will be shown in Archive Explorer. For example,
you could enter 01/06/2006 to restrict the view to items from 1 June,
2006.

Synchronize archive types


Controls what is synchronized by Offline Vault with Outlook 2003 in Cached
Exchange mode and Archive Explorer in offline mode.
Legacy name: OVSyncArchiveTypes

Value Description

0 Synchronize just the default mailbox

1 Synchronize all mailbox archives

4 Synchronize all shared archives


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Outlook

Value Description

8 Synchronize all public folder archives

WDS search auto-enable


Controls whether the Offline Vault search plug-in for Windows Desktop Search
is automatically enabled for users.
This plug-in, which is installed with the Outlook Add-In, enables users to search
their Offline Vault using Windows Desktop Search.
To enable this feature, set the value of WDS search auto-enable to “Force on”

Outlook
The Outlook settings enable you to control the basic behavior of Enterprise
Vault clients.
The settings in this category are as follows:
■ Add server to intranet zone
■ Allow script in public folders
■ Allow script in shared folders
■ Allow shortcut copy
■ ‘Archive Explorer’ button visible
■ Automatically delete IE file cache
■ Automatically re-enable Outlook add-in
■ Behavior when Archive Explorer closes
■ ‘Cancel Operation’ button visible
■ ‘Delete from Vault’ button visible
■ Deploy forms locally
■ Download format
■ Fix Outlook preview pane
■ Folder properties visible
■ Force form reload on error
■ Forward original item
■ Launch Archive Explorer
98 Advanced Exchange mailbox policy settings
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■ Limit automatic re-enabling of add-in


■ Mailbox properties visible
■ Mark PST files
■ Message properties visible
■ Outlook Add-In behavior
■ Printing behavior
■ PST Import pause interval
■ PST Import work check interval
■ PST search interval
■ Public Folder operations
■ Remove PST entries
■ Remove server from intranet zone
■ Reply behavior
■ ‘Restore from Vault’ button visible
■ RPC over HTTP connection
■ RPC over HTTP Proxy URL
■ Search behavior
■ Search behavior
■ ‘Search Vaults’ button visible
■ Shortcut deletion behavior
■ Shortcut download progress
■ Show ‘Expiry Report’ button
■ Soft deletes
■ ‘Store in Vault’ button visible
■ WDS button and menu name
■ WDS integration
■ WDS search application
■ Web Application URL
Advanced Exchange mailbox policy settings 99
Outlook

Add server to intranet zone


Adds the listed servers to the Internet Explorer local intranet zone. This works
for Internet Explorer 5.0 and later.
The effect of this is that users are not prompted for their logon details when
they search their archives or view or restore archived items.
The change applies to the current user only, so other users of the same
computer are unaffected.
If the user does not have permission to modify Internet Explorer, the security
settings are not changed and no error is generated.
Legacy name: AddServerToIntranetZone

Value Description

A text string Defines the computers to be added to the Internet Explorer local
intranet zone. The string can contain wildcard characters, domain
names, DNS aliases, or IP addresses.
To specify multiple computers, separate the names using a semicolon
( ; ).
The syntax is: computer1[;computer2][;computer3]...

Examples:
■ webserver.mycorp.com
■ *.mycorp.com
■ mywebserver;*.mycorp.com

Allow script in public folders


Controls whether the Outlook setting “Allow script in Public Folders” is
automatically set by the Outlook Add-in. This setting is required in order for the
Outlook Add-In to be able to open shortcuts that are in public folders.
Legacy name: AllowScriptPublicFolders

Value Description

Force off The Outlook Add-in cannot open shortcuts that are in public folders.

Force on The Outlook Add-in can open shortcuts that are in public folders.

Keep user’s (Default) The user’s Outlook setting of “Allow script in Public
setting Folders” is not changed.
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Allow script in shared folders


Controls whether the Outlook setting “Allow script in shared folders” is
automatically set by the Outlook Add-in. This setting is required in order for the
Outlook Add-In to be able to open shortcuts that are in shared folders.
Legacy name: AllowScriptSharedFolders

Value Description

Force off The Outlook Add-in cannot open shortcuts that are in shared folders.

Force on The Outlook Add-in can open shortcuts that are in shared folders.

Keep user’s (Default) The user’s Outlook setting of “Allow script in shared
setting folders” is not changed.

Allow shortcut copy


Controls the behavior when a user attempts to copy a shortcut. It is possible to
make Enterprise Vault restore the original item, rather than copy the shortcut.
This can prevent any confusion that could arise if an archived item is later
deleted, leaving orphaned shortcuts that no longer work.
Legacy name: AllowCopyShortcut

Value Description

Off (Default) When a user attempts to copy a shortcut, a message is


displayed explaining that the item will be restored rather than
copied.

On The user is allowed to copy the shortcut. (This is the same behavior as
in Enterprise Vault versions before 6.0.)
If the user later deletes the shortcut and the corresponding archived
item, any copies of the shortcut will no longer work.

‘Archive Explorer’ button visible


Controls whether users have access to Archive Explorer, which provides users
with a tree-view of their archived items, by showing or hiding:
■ The Archive Explorer toolbar button
■ The Tools/Enterprise Vault/Archive Explorer menu option
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Outlook

Note that there is also an equivalent registry value that you can set on a user's
computer so that you can experiment with Archive Explorer on just a few
computers.
To set the registry value, create a DWORD value called
ArchiveExplorerBtnVisible under the following registry key on the
user's computer:
HKEY_CURRENT_USER\SOFTWARE\KVS\Enterprise Vault\Client
Give ArchiveExplorerBtnVisible a value of 1 to display the Archive
Explorer button, or 0 to hide the button.
Legacy name: ArchiveExplorerBtnVisible

Value Description

Hide both (Default). Neither the menu option nor the button is shown.

Show both The menu option and the button are both shown.

Menu only The menu option is shown but the button is hidden.

Automatically delete IE file cache


Controls whether the Enterprise Vault add-in to Outlook automatically deletes a
user's Temporary Internet files if the Internet Explorer cache is preventing
archived items from being displayed.
Legacy name: AutoDeleteIECache

Value Description

Do not delete (Default) Temporary Internet files are never deleted.


files

Delete files and The Temporary Internet files are deleted and a message informs the
tell user user that they have been deleted.

Delete files The Temporary Internet files are deleted and the user is not
silently informed.

Ask user The user is asked whether the Temporary Internet files should be
deleted.

Automatically re-enable Outlook add-in


Controls whether the Enterprise Vault Outlook Add-In is automatically
re-enabled if it has been disabled.
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Legacy name: AutoReEnable

Value Description

Do not re-enable The Outlook Add-In is never automatically re-enabled if it has been
disabled.

Re-enable and (Default) The Outlook Add-In is automatically re-enabled if it has


tell user been disabled and a message informs the user that this has happened.

Re-enable (Default) The Outlook Add-In is automatically re-enabled if it has


silently been disabled and the user is not informed.

Ask user The user is asked whether the Outlook Add-In should be re-enabled.

Behavior when Archive Explorer closes


Controls whether there is a forced refresh of the view when exiting from Archive
Explorer on Outlook 2002 and Outlook 2003. This overcomes a problem with
some screens not refreshing properly.
Legacy name: UseFolderSwitchOnAEClose

Value Description

Off No forced refresh.

On Force a refresh.

‘Cancel Operation’ button visible


Controls whether users can cancel archiving by showing or hiding:
■ The Cancel Archiving toolbar button
■ Tools/Enterprise Vault/Cancel Operation menu option
Legacy name: CancelBtnVisible

Value Description

Hide both Neither the menu option nor the button is shown.

Show both The menu option and the button are both shown.

Menu only (Default) The menu option is shown but the button is hidden.
Advanced Exchange mailbox policy settings 103
Outlook

‘Delete from Vault’ button visible


Controls whether users can delete archived items and their corresponding
shortcuts by showing or hiding:
■ The Delete from Vault toolbar button
■ The Tools/Enterprise Vault/Delete from Vault menu option
Legacy name: DeleteBtnVisible

Value Description

Hide both The button and menu option are hidden

Show both (Default) The button and menu option are shown, provided that you
have also selected Users can delete items from their archives in Site
Properties.

Menu only The menu option is shown, provided that you have also selected
Users can delete items from their archives in Site Properties. The
button is hidden.

Deploy forms locally


Controls how the Enterprise Vault Exchange forms are deployed to users'
Personal Form Libraries.
This setting enables you to control the deployment of Enterprise Vault
Exchange forms in an environment in which there is no Organizational Forms
library.
If you choose to deploy forms locally, the forms are automatically updated when
you upgrade to a later version of Enterprise Vault.
Legacy name: DeployFormsLocally

Value Description

Never Never deploy the Enterprise Vault Exchange forms to users’ Personal
Form Libraries.

When no Org (Default) Deploy to users’ Personal Form Libraries when there is no
Forms Organization Forms Library.

Always Always deploy forms locally.


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Value Description

Delete Delete locally-deployed forms. This may be useful if, for example,
your Exchange Server environment changes so that an
Organizational Forms Library becomes available. This setting
enables you to remove all locally-deployed forms from users’
computers.
When upgrading to a later Enterprise Vault version you do not need
to use this option to delete existing local forms: the forms are
automatically upgraded.

Download format
Controls the format used when an Enterprise Vault shortcut is opened. The item
can be downloaded to the user's computer in either of the following formats:
■ As a .DVS file that is then unpacked by the client to create a temporary .PST
file containing the item
■ As a .MSG file that the client can open immediately without creating a
temporary PST file
Legacy name: NoPSTDependency

Value Description

DVS file (Default) Items are downloaded as .DVS files that are decompressed
on the client computer to a temporary PST file.

MSG file Items are decompressed on the server and then downloaded as .MSG
files.
If you choose this option, also set the corresponding option for
search results which is the MsgNotDVS setting in WebApp.ini: see
“General configuration” on page 136.

Fix Outlook preview pane


This setting affects Outlook XP and Outlook 2003.
There is a problem with Outlook XP versions before SP2 that prevents the
contents of Enterprise Vault shortcuts from being displayed in the Outlook
preview pane. To avoid the problem you must have Outlook XP SP2 or later, or
Outlook 2003.
Once you have a suitable version of Outlook there are several registry values
that must be set on each client computer in order to make the preview pane
Advanced Exchange mailbox policy settings 105
Outlook

work. Fix Outlook preview pane makes the Enterprise Vault client
automatically create the required registry entries.

Registry key Entries

HKEY_CURRENT_USER IPM.Note.EnterpriseVault.PendingArchive
\Software IPM.Note.EnterpriseVault.PendingArchive.ArchiveMe
\Microsoft IPM.Note.EnterpriseVault.Shortcut
\Office IPM.Note.EnterpriseVault.Shortcut.DeleteMe
a
\xx .0 IPM.Note.EnterpriseVault.Shortcut.RestoreMe
\Outlook
\Custom Forms
\Preview
HKEY_CURRENT_USER IPM.Note.EnterpriseVault.PendingArchive
\Software IPM.Note.EnterpriseVault.PendingArchive.ArchiveMe
\Microsoft IPM.Note.EnterpriseVault.Shortcut
\Office IPM.Note.EnterpriseVault.Shortcut.DeleteMe
a..0 IPM.Note.EnterpriseVault.Shortcut.RestoreMe
\xx
\Outlook
\Custom Form
\Read
a.xx is the numerical Outlook version: Outlook XP = 10, Outlook 2003 = 11

Legacy name: FixOutlookPreviewPane

Value Description

Do not apply (Default) Do not automatically write the registry values.

Apply automatically If the user’s computer is running Outlook XP or Outlook 2003, the
Enterprise Vault client automatically writes the registry values
that are needed.
This setting has no effect if the user’s computer is not running
Outlook XP or Outlook 2003.

Folder properties visible


Controls whether folder properties show the Enterprise Vault property tab.
106 Advanced Exchange mailbox policy settings
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If you have locked all the Enterprise Vault settings, you may want to hide the
property tab too.
Note that, by hiding the property tab, you are in effect locking all the settings,
because users cannot get to the tab page to change them.
Legacy name: FolderPropertiesVisible

Value Description

Hide tab Enterprise Vault folder properties are hidden.

Show tab (Default) Enterprise Vault folder properties are shown.

Force form reload on error


Controls whether the Outlook registry entry “ForceFormReload”' is written to
force Outlook to reload forms on error.
Note that this registry entry applies to all Outlook forms, so changing this
setting may affect other applications.
See the following Microsoft articles for more information:
■ For Outlook 2000 SP3 and later: http://support.microsoft.com/kb/285129
■ For Outlook 2002(XP) SP1: http://support.microsoft.com/kb/305403
■ For Outlook 2003: http://support.microsoft.com/kb/839804
■ For Outlook 2007: http://support.microsoft.com/kb/919596
Legacy name: SetForceFormReload

Value Description

Remove entry Remove the registry entry. This means that Outlook does not reload
forms on error.

Write entry (Default) Write the registry entry. This forces Outlook to reload
forms on error.

Forward original item


Controls the behavior when a user forwards a shortcut. The default is to forward
the archived item, but it is possible to forward the contents of the shortcut itself.
Advanced Exchange mailbox policy settings 107
Outlook

Legacy name: ForwardOriginalItem

Value Description

Shortcut Forward the shortcut.

Original (Default) Forward the archived item.


Items of type IPM.Document or IPM.Appointment cannot be
forwarded. If a user tries to forward one of these an explanatory
message is displayed.

Launch Archive Explorer


Controls whether Archive Explorer appears integrated with the Outlook window
or appears in a separate web browser window.
Note that there is also an equivalent registry value that you can set on individual
computers.
To set the registry value, create a DWORD value called LaunchAEInBrowser
under the following registry key on the user's computer:
HKEY_CURRENT_USER
\SOFTWARE
\KVS
\Enterprise Vault
\Client
Give LaunchAEInBrowser a value of 1 to force Archive Explorer to appear in
a separate browser window, or 0 to make Archive Explorer appear integrated
with the Outlook window.
Legacy name: LaunchAEInBrowser

Value Description

In Outlook (Default) Archive Explorer appears integrated with the Outlook


window.

Separate browser Archive Explorer appears in a separate web browser window.

Limit automatic re-enabling of add-in


Controls the maximum number of times in any seven-day period that the
Outlook Add-In can re-enable itself as an Outlook add-in.
108 Advanced Exchange mailbox policy settings
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Legacy name: MaxAutoReEnables

Value Description

Integer An integer specify the maximum number of times that the Outlook
Add-In can re-enable itself in any seven-day period. The default is 3.

Mailbox properties visible


Controls whether the mailbox properties show the Enterprise Vault property
tab.
If you have locked all the Enterprise Vault settings, you may want to hide the
property tab too.
Note that, by hiding the property tab, you are in effect locking all the settings,
because users cannot get to the tab page to change them.
Legacy name: MailboxPropertiesVisible

Value Description

Hide tab Mailboxes hide the Enterprise Vault property tab.

Show tab (Default) Mailboxes show the Enterprise Vault property tab.

Mark PST files


Controls whether the Enterprise Vault client marks PST files with details of the
owning account. This is useful if you are migrating the contents of PST files to
Enterprise Vault.
When marking is switched on then, when Outlook starts, the Enterprise Vault
client attempts to open every PST that is listed in the user's Outlook profile.
Users will be prompted for passwords to password-protected PSTs and will
receive error messages for any PSTs that are inaccessible.
Legacy name: MarkPSTs

Value Description

Off (Default) The Enterprise Vault client does not mark PST files

On The Enterprise Vault client marks PST files with details of the
owning account.
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Message properties visible


Controls whether individual message properties show the Enterprise Vault
property tab. If you have locked all the Enterprise Vault settings, you may want
to hide the property tab too.
Legacy name: MessagePropertiesVisible

Value Description

Hide tab Messages hide the Enterprise Vault property tab.

Show tab (Default) Messages show the Enterprise Vault property tab.

Outlook Add-In behavior


Controls whether the Outlook Add-In behaves in exactly the same manner as the
Self-Installing HTTP-Only Outlook Add-In. This can be useful if you want all
users to have exactly the same functionality.
The only differences in functionality are that the Self-Installing HTTP-Only
Outlook Add-In does not provide access to the Enterprise Vault properties of
items or folders and that it is not possible to specify the destination archive and
retention category when performing a manual archive.
Legacy name: UseSelfInstallFunct

Value Description

Off (Default)

On The Outlook Add-In behaves exactly the same as the Self-Installing


HTTP-Only Outlook Add-In.
Note that, if you decide to set “Self-install functions” to On and your
existing policies allow users to change Enterprise Vault folder settings, you
may want to run Policy Manager to return all folders to your site settings.
See the Utilities manual for more information on Policy Manager.

Printing behavior
Controls the behavior when a user prints a shortcut. The default is to print the
contents of the archived item, rather than the shortcut.
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Legacy name: PrintOriginalItem

Value Description

Shortcut Print the contents of the shortcut.

Archived item (Default) Print the contents of the archived item.

PST Import pause interval


When using client-driven PST migration, this controls the amount of time the
Outlook Add-In waits between completing the import of one PST file and
starting the import of the next.
This is also the time that the Outlook Add-In waits after Outlook is started
before continuing with PST file import.
Legacy name: PSTImportPauseInterval

Value Description

Integer When importing PST files, the number of minutes to wait between
PST files and the number of minutes to wait after Outlook starts
before continuing PST file import.
The default is 1 (minute).

PST Import work check interval


The number of minutes client-driven PST migration waits, having completed its
work, before checking for more work.
Legacy name: PSTImportNoWorkPauseInterval

Value Description

Integer An integer value specifying the number of minutes to wait before


checking for more work.
The default is 60.

PST search interval


When using client-driven PST migration, this controls the amount of time that
the Outlook Add-In waits after searching a user’s computer for PST files before
searching again.
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Legacy name: PSTSearchInterval

Value Description

Integer Indicates the number of days to wait between searches.


The default is 7 (days).

Public Folder operations


Controls whether users can:
■ Manually archive from public folders.
■ Manually restore from public folders
■ In public folders, delete shortcuts and their corresponding archived items
Legacy name: DisablePublicFolderOps

Value Description

Off (Default) Users can archive, restore, or delete in public folders. Users
must be enabled for mailbox archiving and must have Editor,
Publishing Editor, or Owner permissions on the folders that they
want to modify.

On Users cannot archive, restore, and delete in public folders.

Remove PST entries


Controls whether PST file entries are removed from users’ profiles when the
migration of the corresponding PST files is complete.
You can combine the values as required. For example, to remove PST entries for
PST files that are hidden (4) or read-only (2), you would set Remove PST
Entries to 6.
Legacy name: RemovePSTEntries

Value Description

0 Do not remove the profile entry after migrating a PST file.

1 Remove the profile entry if the PST file has been deleted from the
user’s computer.

2 Remove the PST entry if the PST file is read-only.

4 Remove the PST entry if the PST file has the Hidden file attribute set.
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Remove server from intranet zone


Removes the listed servers from the Internet Explorer local intranet zone. This
works for Internet Explorer 5.0 and later.
The effect of this is that, unless you set up appropriate access, users are
prompted for their usernames and passwords when they search their archives
or view or restore archived items.
The change applies to the current user only, so other users of the same
computer are unaffected.
If the user does not have permission to modify Internet Explorer the security
settings are not changed and no error is generated.
Legacy name: RemoveServerFromIntranetZone

Value Description

A text string Defines the computers to be removed from the Internet Explorer
local intranet zone. The string can contain wildcard characters,
domain names, DNS aliases, or IP addresses.
To specify multiple computers, separate the names using semicolons
( ; ).
The syntax is:

computer1[;computer2][;computer3]...

Examples:
■ webserver.mycorp.com
■ *.mycorp.com
■ mywebserver;*.mycorp.com

Reply behavior
Controls the behavior when a user replies to a shortcut. The default is to include
the contents of the archived item, but it is possible to include the contents of the
shortcut itself.
Legacy name: ReplyToOriginalItem

Value Description

Shortcut Include the contents of the shortcut in the reply. (This is the same
behavior as in Enterprise Vault versions before 6.0.)

Original (Default) Include the contents of the archived item.


Advanced Exchange mailbox policy settings 113
Outlook

‘Restore from Vault’ button visible


Controls whether users can use shortcuts to restore items from vaults by
showing or hiding:
■ The Restore from Vault toolbar button
■ The Tools/Enterprise Vault/Restore from Vault menu option
Legacy name: RestoreBtnVisible

Value Description

Hide both Neither the menu option nor the button is shown.

Show both (Default) The menu option and the button are both shown.

Menu only The menu option is shown but the button is hidden.

RPC over HTTP connection


Controls the connection to use when the Outlook Add-In contacts the Enterprise
Vault Web server when Outlook uses RPC over HTTP.
Legacy name: RPCOverHTTPUseDirectConnection

Values Description

Use proxy Use the Enterprise Vault proxy

Direct Connect directly to the Web server.

RPC over HTTP Proxy URL


Enables you to specify an alternative URL for the Enterprise Vault web server
that clients can contact when Outlook is configured to use RPC over HTTP.
By default, clients connect to the virtual directory, EnterpriseVaultProxy, on the
RPC proxy server. If you change the name of this virtual directory, then you can
use this setting to specify the alternative URL.
For example, if you change the virtual directory name to EVProxy, then you
would use the RPC over HTTP Proxy URL setting to specify the URL:
HTTP://web_server/EVProxy
where web_server is the name RPC proxy server.
114 Advanced Exchange mailbox policy settings
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Legacy name: RPCOverHTTPProxyURL

Value Description

a URL Alternative URL for the Enterprise Vault web server that clients can
contact when Outlook is configured to use RPC over HTTP.

RPC over HTTP restrictions


Controls the behavior of the Enterprise Vault Outlook Add-In when Outlook is
configured to use RPC over HTTP.
On a default installation, Outlook Add-In are disabled for use with RPC over
HTTP.
Legacy name: RPCOverHTTPRestrictions

Values Description

None All Enterprise Vault client functionality is available when using


RPC over HTTP.

Disable Outlook (Default) Connecting to Enterprise Vault using RPC over HTTP is
Add-In not enabled in the Enterprise Vault client.

Disable Offline Vault Offline Vault is disabled when using RPC over HTTP.

Disable PST Import Client-side PST migration is disabled when using RPC over HTTP.

Disable Offline Vault Offline Vault and client-side PST migration are disabled when
and PST Import using RPC over HTTP.

Search behavior
Controls the behavior of the Search vaults menu option and the Search vaults
button.
Legacy name: UseNewStyleSearch

Value Description

Separate browser The search always uses the Enterprise Vault Web Access application
in a separate web browser window.

In Outlook (Default) The search is always the new-style page that appears in
Outlook if the user has the prerequisite software. If the user does not
have the prerequisite software, the page appears in a separate web
browser window.
Advanced Exchange mailbox policy settings 115
Outlook

‘Search Vaults’ button visible


Controls whether users have the option to search archives from Outlook by
showing or hiding:
■ The Search vaults button
■ The Tools/Enterprise Vault/Search vaults menu option
Note that, with the button and menu option hidden, a user who knows the URL
of the Web Access application can still search using a web browser.
Legacy name: SearchBtnVisible

Value Description

Hide both Neither the menu option nor the button is shown.

Show both (Default) The menu option and the button are both shown.

Menu only The menu option is shown but the button is hidden.

Shortcut deletion behavior


Controls the behavior when a user deletes a shortcut. It is possible to delete just
the shortcut, or both the shortcut and the corresponding archived item.

Restrictions
■ If the site setting Users can delete items from their archives is not selected,
then the setting of Shortcut deletion behavior is ignored and the shortcut is
deleted.
■ If there are shortcuts in the Deleted Items folder and the user chooses the
Outlook Empty Deleted Items Folder option, those shortcuts are deleted but
the corresponding archived items are not deleted.
Legacy name: DeleteOriginalItem

Value Description

Shortcut only (Default) The shortcut is deleted. (This is the same behavior as in
Enterprise Vault versions before 6.0.)
If the shift key is held down while deleting, the item is deleted
without being placed in Deleted Items.

Both deleted The user is informed that both the shortcut and the archived item
will be deleted. If the user chooses to continue, both the shortcut and
the corresponding archived item are deleted.
116 Advanced Exchange mailbox policy settings
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Value Description

Ask user The user is presented with the choice of deleting the original item
and the shortcut, or just the shortcut.

Shortcut download progress


Controls the display of the progress window that appears when a user opens a
shortcut and the items is being downloaded to the user's computer.
Legacy name: DownloadShortcutHideProgress

Value Description

0 Do not display download dialog at all.

An integer Show the progress dialog after this number of seconds.


greater than zero
Default is 1 (second).

Show ‘Expiry Report’ button


Controls whether the Expiry Report menu option and button are shown.
Legacy name: ExpiryReportBtnVisible

Value Description

Hide both (Default) Hide both menu option and button.

Show both Show menu option and button.

Menu only Show menu option.

Soft deletes
Controls the behavior when a user clicks Delete from Vault to delete a shortcut
and archived item. The default is to perform a hard delete of the shortcut, with a
soft delete if that fails.
If soft deletes are unacceptable, set this to Off.
Legacy name: NoSoftDeletes

Value Description

On (Default) Allow soft deletes.


Advanced Exchange mailbox policy settings 117
Outlook

Value Description

Off Do not allow soft deletes.

‘Store in Vault’ button visible


Controls whether users can archive manually by showing or hiding:
■ The Store in Vault button
■ The Tools/Enterprise Vault/Store in Vault menu option
Legacy name: ArchiveBtnVisible

Value Description

Hide both Neither the menu option nor the button is shown.

Show both (Default) The menu option and the button are both shown.

Menu only The menu option is shown but the button is hidden.

WDS button and menu name


Defines the text shown on the Enterprise Vault search button and menu option
in Windows Desktop Search. This button and menu option link to an online
search page that enables users to search their online archives.
By default the button and menu option are not shown; see WDS integration.
Legacy name: WDSEVLabel

Value Description

Any text string The text that appears as the name on the button and in the menu
option.
The button width is limited, but because a proportional font is used
the number of characters available depends on the text you enter.
Remember to check that the button works with the text you set here.

See also WDS integration and WDS search application.

WDS integration
Controls whether Windows Desktop Search shows options to search the user’s
online archive.
To control which search page is used, see WDS search application.
118 Advanced Exchange mailbox policy settings
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To enable searches of Offline Vault from within Windows Desktop Search, see
WDS search auto-enable.

Note: The user requires local Administrator permissions in order for the button
and menu name to be shown in Windows Desktop Search.

Legacy name: WDSEVIntegration

Value Description

None (Default) Neither the menu option nor the button is shown.

Full The menu option and the button are both shown.

Partial The menu option is shown but the button is hidden.

See also WDS search application and WDS button and menu name.

WDS search application


Controls which Enterprise Vault search application is used when the user clicks
the menu option or button that are controlled by WDS button and menu name
andWDS integration.
Legacy name: WDSEVSearchPage

Value Description

Integrated Links to Searcho2k.asp, which is the same search page that is


Search integrated with Outlook. The search page is shown in a new browser
window.

Browser Search Links to Browser Search (Search.asp).

See also WDS button and menu name andWDS integration.

Web Application URL


Address of another vault site’s Web Access application. This is needed when a
public folder hierarchy is processed by Exchange Public Folder tasks from more
than one vault site.
Advanced Exchange mailbox policy settings 119
OWA

Legacy name: WebAppURL

Value Description

One or more The URLs of one or more Web Access applications in different vault
URLs sites. Enter the addresses in this format:
[site1.dns.alias]=http://site1.server.com/EnterpriseV
ault;[site2...
If you specify multiple addresses, separate them with semicolons (;).
The overall length of the string cannot exceed 255 characters.

OWA
The OWA 2003 settings let you control the behavior of OWA 2003 clients.
The settings in this category are as follows:
■ Archive confirmation
■ ‘Archive Explorer’ in Basic OWA client
■ ‘Archive Explorer’ in Premium OWA client
■ ‘Archive’ on context menu
■ ‘Archive’ on toolbar
■ Archive subfolders
■ Basic archive function
■ Basic restore function
■ ‘Cancel Operation’ on context menu
■ ‘Cancel Operation’ on toolbar
■ Client connection
■ ‘Delete from Archive’ on context menu
■ ‘Delete from Archive’ on toolbar
■ Delete mode
■ Delete shortcut after restore
■ Forward mode
■ ‘Help’ on toolbar
■ Location for restored items
■ Open mode
120 Advanced Exchange mailbox policy settings
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■ OWA 5.5 Open Shortcut


■ Premium archive function
■ Premium restore function
■ Reply mode
■ ‘Reply To All’ mode
■ Restore confirmation
■ ‘Restore’ on context menu
■ ‘Restore’ on toolbar
■ ‘Search Vaults’ in Basic OWA client
■ ‘Search Vaults’ in Premium OWA client
■ View mode
■ Web Application alias

Archive confirmation
Specifies whether there is a confirmation prompt when a user attempts to
archive an item manually.
Legacy name: OWA2003ArchiveConfirmation

Value Description

Off No confirmation

On (Default) Prompt for confirmation

‘Archive Explorer’ in Basic OWA client


Controls whether the Archive Explorer button is shown on the navigation bar of
the OWA 2003 Basic client.
Legacy name: OWA2003ArchiveExplorerFromBasicNavbar

Value Description

Off The Archive Explorer button is hidden.

On (Default) The Archive Explorer button is shown


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OWA

‘Archive Explorer’ in Premium OWA client


Controls whether the Archive Explorer button is shown on the navigation bar of
the OWA 2003 Premium client.
Legacy name: OWA2003ArchiveExplorerFromPremiumNavbar

Value Description

Off The Archive Explorer button is hidden.

On (Default) The Archive Explorer button is shown

‘Archive’ on context menu


Controls whether the OWA 2003 context menu has an Archive option.
Legacy name: OWA2003ArchiveFromContextMenu

Value Description

Off The Archive option is not available on the context menu.

On (Default) The Archive option is shown on the context menu

‘Archive’ on toolbar
Controls whether the OWA 2003 toolbar has an Archive button.
Legacy name: OWA2003ArchiveFromToolbar

Value Description

Off The Archive button is not available on the toolbar.

On (Default) The Archive button is shown on the toolbar

Archive subfolders
For manual archiving, controls whether subfolders are archived if they are
included in a user’s selection
Legacy name: OWA2003ArchiveSubFolders.

Value Description

Off (Default) Subfolders are not archived


122 Advanced Exchange mailbox policy settings
OWA

Value Description

On Subfolders are archived

Basic archive function


Controls whether users of the OWA Basic Client are allowed to choose archiving
settings, such as retention category and destination archive, when archiving
items manually.
Legacy name: OWA2003BasicArchiveFunction

Value Description

Basic (Default) Users cannot change settings when archiving. The archive
settings on Outlook folders are used, which may be set by the user in
Outlook or by the Administrator.

Enhanced Users can select archiving settings when they perform manual
archives.

Basic restore function


Controls whether the OWA 2003 context menu for the OWA Basic Client has a
Restore option.
Legacy name: OWA2003BasicRestoreFunction

Value Description

Basic There is no Restore option on the context menu

Enhanced (Default) There is a Restore option on the context menu

‘Cancel Operation’ on context menu


Controls whether the OWA 2003 context menu has a Cancel option.
Legacy name: OWA2003CancelFromContextMenu

Value Description

Off There is no Cancel option on the context menu

On (Default) There is a Cancel option on the context menu


Advanced Exchange mailbox policy settings 123
OWA

‘Cancel Operation’ on toolbar


Controls whether the OWA 2003 toolbar has a Cancel button.
Legacy name: OWA2003CancelFromToolbar

Value Description

Off The Cancel button is hidden

On (Default) The Cancel button is shown

Client connection
Controls the connection to use when the client contacts the Enterprise Vault
Web server.
This setting is used when the user is connecting directly to Exchange Server
2003.
A direct connection is always used for the following:
■ When the user has an Exchange Server 2007 mailbox .
■ When the user is accessing an Exchange Server 2003 mailbox through an
Exchange Server 2007 Client Access server.
Legacy name: OWAClientUseDirectConnection

Value Description

Use proxy (Default) Use the Enterprise Vault proxy.

Direct Connect directly to the Enterprise Vault Web server.

‘Delete from Archive’ on context menu


Controls whether the OWA 2003 context menu has an Enterprise Vault Delete
option.
Legacy name: OWA2003DeleteFromContextMenu

Value Description

Off There is no Delete option on the context menu

On (Default) The Delete option is shown on the context menu.


124 Advanced Exchange mailbox policy settings
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‘Delete from Archive’ on toolbar


Controls whether the OWA 2003 toolbar has an Enterprise Vault Delete option.
Legacy name: OWA2003DeleteFromToolbar

Value Description

Off There is no Delete button on the toolbar.

On (Default) The Delete option is shown on the toolbar.

Delete mode
Controls the behavior when a user selects a shortcut and clicks the OWA Delete
button (not the Enterprise Vault Delete button).
If the site setting does not allow users to delete items from archives,
OWA2003DeleteMode is ignored and just the shortcut is deleted.
Legacy name: OWA2003DeleteMode

Value Description

Shortcut Delete just the shortcut.

Both (Default) Delete the archived item and the shortcut. The user is
prompted for confirmation.

User chooses Ask the user whether to delete both the archived item and the shortcut.

Delete shortcut after restore


Controls whether a shortcut is deleted when it is used to restore the
corresponding archived item.
Legacy name: OWA2003RestoreDeleteShortcut.

Value Description

Retain The shortcut is not deleted when the archived item is restored.

Delete (Default) The shortcut is deleted when the archived item is restored.

Forward mode
Controls the behavior when a user chooses to forward an Enterprise Vault
shortcut. It is possible to forward either the shortcut itself, or the archived item.
Advanced Exchange mailbox policy settings 125
OWA

The recipients will be unable to access the archived item unless they have access
to the archive.
Legacy name: OWA2003ForwardMode

Value Description

Shortcut The shortcut contents are forwarded.

Archived item (Default) The archived item is forwarded.

‘Help’ on toolbar
Controls whether the Enterprise Vault Help button is available on the OWA
toolbar.
Legacy name: OWA2003HelpFromToolbar

Value Description

Off The Enterprise Vault Help button is not shown on the toolbar.

On (Default) The Enterprise Vault Help button is shown on the toolbar.

Location for restored items


Controls the destination for an item that is restored using a shortcut. The
destination can be either of the following:
■ The current location (the same folder as the shortcut).
■ The Enterprise Vault Restored Items folder.
Legacy name: OWA2003RestoreToRestoredItems.

Value Description

Current (Default) Restore to the same folder as the shortcut.


location

Restored items Restore to the Restored Items folder.

Open mode
Controls the behavior when a user opens an Enterprise Vault shortcut.
126 Advanced Exchange mailbox policy settings
OWA

Legacy name: OWA2003OpenMode

Value Description

Shortcut The shortcut itself is opened.

Archived item (Default) The archived item is opened.

OWA 5.5 Open Shortcut


Controls whether opening shortcuts in OWA 5.5 opens the shortcut or the
archived item.
Legacy name: Use2Step

Value Description

Archived item (Default) Open the archived item.

Shortcut Open the shortcut.

Premium archive function


Controls whether users of the OWA Premium Client are allowed to choose
archiving settings, such as retention category and destination archive, when
archiving items manually.
Legacy name: OWA2003PremiumArchiveFunction

Value Description

Basic Users cannot change settings when archiving. The archive settings on
Outlook folders are used, which may be set by the user in Outlook or by
the Administrator.

Enhanced (Default) Users can select archiving settings when they perform
manual archives.

Premium restore function


Controls whether users of the OWA Premium Client are allowed to choose
archiving settings, such as retention category and destination archive, when
archiving items manually.
Advanced Exchange mailbox policy settings 127
OWA

Legacy name: OWA2003PremiumRestoreFunction.

Value Description

Basic Users cannot change settings when archiving. The archive settings on
Outlook folders are used, which may be set by the user in Outlook or by
the Administrator.

Enhanced (Default) Users can select archiving settings when they perform
manual archives.

Reply mode
Controls the behavior when a user chooses to reply to an Enterprise Vault
shortcut.
Legacy name: OWA2003ReplyMode

Value Description

Shortcut The shortcut is replied to.

Archived item (Default) The archived item is replied to.

‘Reply To All’ mode


Controls the behavior when a user selects a shortcut and chooses Reply to All.
Legacy name: OWA2003ReplyToAllMode

Value Description

Shortcut The shortcut is replied to.

Archived item (Default) The archived item is replied to.

Restore confirmation
Controls whether the user is asked for confirmation after choosing to restore an
archived item.
Legacy name: OWA2003RestoreConfirmation

Value Description

Off The item is restored without asking the user for confirmation.
128 Advanced Exchange mailbox policy settings
OWA

Value Description

On (Default) There is a confirmation prompt before an item is restored.

‘Restore’ on context menu


Controls whether the Restore option is shown on the OWA context menu.
Legacy name: OWA2003RestoreFromContextMenu

Value Description

Off The Restore option is not shown on the context menu.

On (Default) The Restore option is shown on the context menu.

‘Restore’ on toolbar
Controls whether the Restore button is shown on the OWA toolbar.
Legacy name:. OWA2003RestoreFromToolbar

Value Description

Off The Restore button is not shown on the OWA toolbar.

On (Default) The Restore button is shown on the OWA toolbar.

‘Search Vaults’ in Basic OWA client


Controls whether the Search Vaults button is shown on the OWA 2003 Basic
Client toolbar.
Legacy name: OWA2003SearchFromBasicNavbar.

Value Description

Off The Search Vaults button is not shown.

On (Default) The Search Vaults button is shown.

‘Search Vaults’ in Premium OWA client


Controls whether the Search Vaults button is shown on the OWA 2003 Premium
Client toolbar.
Advanced Exchange mailbox policy settings 129
OWA

Legacy name: OWA2003SearchFromPremiumNavbar

Value Description

Off The Search Vaults button is not shown.

On (Default) The Search Vaults button is shown.

View mode
Controls whether when a user clicks Open the original item in the banner of a
custom shortcut, the original item is rendered by OWA (and looks like an
Outlook message) or by Enterprise Vault (looking like a web browser page).
Legacy name: OWA2003ViewMode

Value Description

Enterprise The original item is rendered by Enterprise Vault.


Vault

OWA (Default) The original item is rendered by OWA.

Web Application alias


Specifies the name of the virtual directory for anonymous connections, EVAnon.
This is synchronized to the hidden settings in each mailbox.
Legacy name: OWAWebAppAlias

Value Description

A text string The name of the virtual directory to use for anonymous connections.
130 Advanced Exchange mailbox policy settings
OWA
Chapter 6
Advanced Exchange
journal policy settings
This chapter includes the following topics:
■ Editing settings
■ Archiving General
The changes are reversible at any time.

Editing settings
The settings are available in the properties of Exchange mailbox policies. For
details of the various settings, see the remainder of this chapter.

To edit the settings for a policy


1 In the left pane of the Administration Console, expand the hierarchy until
Policies is visible.
2 Expand Policies.
3 Expand Exchange.
4 Click Journaling.
5 In the right-hand pane, double-click the name of the policy you want to edit.
The policy’s properties are displayed.
6 Click the Advanced tab.
7 Next to List settings from, select the category of settings that you want to
modify.
8 Edit the settings as required.
132 Advanced Exchange journal policy settings
Archiving General

You can double-click a setting to edit it, or click it once to select it and then
click Modify.

Archiving General
The Archiving General settings enable you to control archiving behavior.
The settings in this category are as follows:
■ Expand distribution lists
■ Failed DL expansion behaviour
■ Inherited permissions
■ Maximum message size to archive in MB
■ Pending shortcut timeout
■ Queue Journal items
■ Reset archive names
■ Return failed items to inbox

Expand distribution lists


Controls whether the Exchange Journaling Task expands distribution lists.
Legacy name: ExpandDistributionLists

Value Description

Off (Default) Do not expand distribution lists.

On Expand distribution lists.

Failed DL expansion behaviour


Controls the behavior when an Exchange Journaling Task fails to expand a
distribution list.
Legacy name: FailedDLExpansion

Value Description

Moved to ‘Failed Move the item to the “Failed DL Expansion” folder. Do not archive the
DL Expansion’ item.

Archive item (Default) Archive the item.


Advanced Exchange journal policy settings 133
Archiving General

Inherited permissions
Controls whether Enterprise Vault includes inherited permissions when
sychronizing permissions between mailboxes and archives.
Legacy name: IncludeInheritedRights

Value Description

Off (Default) Do not synchronize inherited permissions.

On Synchronize inherited permissions

Maximum message size to archive in MB


Controls the maximum message size to archive.
Legacy name: MaxMessageSizeToArchiveMB

Value Description

Integer An integer value specifying the maximum size of messages that can
be archived, in megabytes.
Default is 250.

Pending shortcut timeout


Specifies the number of days to allow items to remain in an archive-pending
state before being reset.
Legacy name: PendingShortcutTimeout

Value Description

Off (Default) Archive-pending shortcuts are never reset.

0 When run in report mode, Exchange Mailbox tasks reset all


archive-pending shortcuts.
When run in normal mode, archive-pending shortcuts are not reset.

Any integer Archive-pending shortcuts that are older than this number of days
larger than zero are reset. This happens in both normal archiving and in Report Mode.

Queue Journal items


Controls the Exchange Journaling Tasks' use of MSMQ, thus improving
performance.
134 Advanced Exchange journal policy settings
Archiving General

Legacy name: QueueJournalItems

Value Description

All single Use if all your tasks are single threaded


threaded

Multiple threads (Default) Improves performance if any Journaling Task uses multiple
threads.

Reset archive names


Controls whether, during synchronization, archive names are automatically
changed to match mailboxes names.
Legacy name: ResetArchiveNames

Value Description

Off During synchronization archive names are never changed.

On (Default) During synchronization, archive names are automatically


changed if necessary to match mailbox names.

Return failed items to inbox


Controls whether, when the Journaling task starts, messages stored in the failed
folders are automatically moved back into the Inbox to be reprocessed.
Legacy name: MoveFailedItemsToInbox

Value Description

Off (Default) Do not move items in the failed folders to the Inbox when
the task starts.

On Move items the failed folders to the Inbox when the task starts.
Chapter 7
Customizing the Web
Access application
This chapter includes the following topics:
■ About customizing the Web Access application
■ General configuration
■ Configuring search results
■ Automatic domain authentication
■ User interface tweaks
■ Removing Browser Search
■ Auditing searches
■ Log file

About customizing the Web Access application


You can modify the behavior of the Web Access application by creating an
initialization file called WebApp.ini and placing it into the Enterprise Vault
program folder on the computer that runs the Web Access application.
Within WebApp.ini, each line has the following format:
<setting> = <value>
where <setting> is the name of the setting and value is the value that you want
to assign to it.
Note the following:
■ Entries in this file are case-sensitive.
■ The file must be saved with ANSI encoding.
136 Customizing the Web Access application
General configuration

General configuration
MsgNotDVS
Controls the format used when an item is opened from a search results page.
The item can be downloaded to the user's computer in either of the following
formats:
■ As a .DVS file that is then unpacked by the client to create a temporary .PST
file containing the item
■ As a .MSG file that the client can open immediately without creating a
temporary PST file

Value Description

0 (Default) Items are downloaded as .DVS files that are decompressed


on the client computer to a temporary PST file.

1 Items are decompressed on the server and then downloaded as .MSG


files. If you choose this option also set the corresponding option for
shortcuts.
See “Download format” on page 104.

Noclient
Controls whether items are downloaded in their native format, rather than as
.MSG format or .DVS format files. Items are decompressed on the server.
If you use Noclient with MsgNotDVS, the latter is ignored.

Value Description

Any integer Items are downloaded in their native format.


If you want to turn off Noclient, then remove the entry from the
file.

ViewMessage_Format
Controls the display format that is used when the user's browser does not allow
cookies or the user has never chosen a format to use. This affects:
■ Links in custom shortcuts
■ Items opened from within Archive Explorer
Customizing the Web Access application 137
General configuration

The user can use the Settings dialog box to override the behavior you specify
with ViewMessage_Format.

Value Description

WEB (Default) Display the item in a browser window.

MSG Use Outlook to display the item. (Not available on Mac clients.)

ASK Prompt the user for the format to use. (Not available on Mac clients.)

DefaultFormatType
Specifies the format in which to return items stored as Unicode to the client.
If all clients are running Outlook 2003 or later, set DefaultFormatType to
Unicode. This prevents unnecessary conversions and possible problems when
viewing characters.

Value Description

Unicode (Default) Returns archived Unicode items to the client as Unicode.

ANSI Returns archived Unicode items to the client as ANSI.

DefaultFormatCodepage
Specifies the code page to use if you have set DefaultFormatType to ANSI. If you
do not specify a code page, Enterprise Vault sends items to the client in the code
page in which they were stored.

Value Description

Code page The number that identifies the code page. For a list of the available
number code pages, see the Microsoft MSDN site.
138 Customizing the Web Access application
Configuring search results

AllowNonAsciiFilenames
Determines whether, when you open an archived message attachment whose
file name contains non-ASCII characters, those characters are removed or
preserved.

Value Description

0 (Default) Removes any non-ASCII characters from the file names of


message attachments. When all the characters are non-ASCII, the file
name is replaced with “EnterpriseVault”.

1 Preserves any non-ASCII characters in the file names of message


attachments.

URLEncodeFilenames
Determines whether, when you open an archived message attachment whose
file name contains non-ASCII characters, those characters are rendered in
URL-encoded form.
It is advisable to render file names in URL-encoded form when the Enterprise
Vault client and server use different language code pages—for example, when
the client uses a Japanese version of Windows and Outlook, and the server uses
English Windows. When the client and server use the same code page, assigning
a value of 1 to AllowNonAsciiFilenames should suffice.

Value Description

0 (Default) Leaves the non-ASCII characters in the file names of


message attachments in their original form.

1 Renders the non-ASCII characters in the file names of message


attachments in URL-encoded form. Note that, because of Internet
Explorer limits on the number of characters in a file name string,
multi-byte file names may be truncated to 15 characters when
URL-encoded.

Configuring search results


Most of these settings described below let you configure federated searching, a
facility that allows users to conduct searches across multiple index volumes
simultaneously.
Customizing the Web Access application 139
Configuring search results

DefaultRankResults
Controls the default sort order of results that are returned from the Outlook
integrated search.
For example, to make the integrated search list the newest items first:
DefaultRankResults = –date

To sort by the item shown Use the value shown

Archived date, oldest first adat

Archived date, newest first –adat

Sent/received date, oldest first date

Sent/received date, newest first –date

Modified date, oldest first mdat

Modified date, newest first –mdat

Size, smallest first size

Size, largest first –size

Attachment number, cover notes last anum

Attachment number, cover notes first –anum

Number of attachments, least first natc

Number of attachments, most first –natc

Sequence number, increasing snum

Sequence number, decreasing –snum

Subject, alphabetical order subj

Subject, reverse alphabetical order –subj

Author, alphabetical order auth

Author, reverse alphabetical order –auth

FederatedSearchMaxItems
Specifies the maximum number of items to obtain from each index volume. This
number also determines the maximum number of results to display in response
140 Customizing the Web Access application
Configuring search results

to a user query. This is because the most relevant results for the query may
come from one index volume only.

Value Description

An integer The maximum number of items to obtain from each index volume.
The default is 1000.

FederatedSearchMaxVolSets
Specifies the maximum number of index volumes to search simultaneously.

Value Description

An integer The maximum number of index volumes. The default is 5.

FederatedSearchTimeout
Sets a time limit on how long a federated search can take before it should be
ended.

Value Description

An integer The time limit in seconds. The default is 60.

SearchRSS
Specifies the maximum number of search results to display initially. Users can
click a Show All or Click here link to view more results.
Use this setting with the ShowAllMaxResults setting.

Value Description

An integer The number of search results to display initially. The default is 100.
Customizing the Web Access application 141
Automatic domain authentication

ShowAllMaxResults
Specifies the maximum number of results that can be displayed when the user
clicks the Show all or Click here link.

Value Description

An integer The maximum number of search results to display. The default is


500.

UseFederatedSearch
Controls whether to allow federated searching for everyone who uses the
WebApps. For configuration or performance reasons, you may want to turn off
this functionality.

Value Description

0 Disable federated searching.

1 (Default) Allow federated searching.

Automatic domain authentication


You can configure Enterprise Vault so that the Web Access application
automatically uses the same domain name as you have specified for IIS basic
authentication. This means that users in the default domain do not need to
specify a domain name when logging on to the Web Access application. For more
information, see the “Postinstallation tasks” chapter of the Installing and
Configuring manual.

User interface tweaks


The following table lists settings that you can use to control various aspects of
the search results user interface.
142 Customizing the Web Access application
User interface tweaks

ISDeleteButton
Controls whether the properties of an item found by a search show the Delete
this item from the Vault option.

Value Description

0 (Default) The option is not displayed.

1 The option is displayed.

ISRestoreButton
Controls whether the Restore whole item icon is displayed in the search results
so that users can restore items found by searches.

Value Description

0 The restore icon is not displayed.

1 (Default) The restore icon is displayed.

ISShowRetention
Controls whether the properties of an item found by a search show the item’s
retention category.

Value Description

0 (Default) The retention category is not displayed.

1 The retention category is displayed.

RestoreToPSTOption
Gives users the option to export found items to PST files. It is possible to grant
the option to all users, or to a selected list.
Customizing the Web Access application 143
Removing Browser Search

Note: This option is intended to be used by just a few users. Local paths refer to
the Exchange Mailbox task computer and must already exist. If the user
specifies a local path when setting the output destination the PST is saved with
that path name on the Exchange Mailbox task computer.

Value Description

All The option is provided for all users.

A list of user In the format Domain\User1,Domain\User2,...


accounts

Removing Browser Search


When users wants to search their vaults, Enterprise Vault displays the
Integrated Search page. This provides an easy to use interface which satisfies
most search requirements. This search page also links to Browser Search, which
is a more powerful search tool but can be more difficult to use. You may want to
remove the link from the Integrated Search to Browser Search to reduce support
calls from users.
Perform the following steps on the server where the Enterprise Vault Web
Access application is hosted. Note that installations of Enterprise Vault do not
maintain Web page customizations so, if you reinstall or upgrade Enterprise
Vault, you must repeat this customization.

To remove Browser Search


1 Use Windows Notepad to open the file searcho2k.xsl. This is in a
subfolder beneath the Webapp folder, which itself is in the Enterprise Vault
program folder. On English systems, the folder is typically:
C:\Program Files\Enterprise Vault\Webapp\en
2 Use Find to find the word “Browser” in the following section in the file:
<SPAN CLASS="cmdlink" onClick="WebAppSearch()"
onMouseDown="this.style.borderStyle='inset'"
onMouseUp="this.style.borderStyle='outset'"
onMouseOver="this.style.borderStyle='outset'"
onMouseOut="this.style.borderStyle='solid'">Browser&nbsp;search
</SPAN>
3 Remove Browser&nbsp;search, and then save your changes.
The change takes effect immediately.
144 Customizing the Web Access application
Auditing searches

Auditing searches
It is possible for you to set up auditing of the searches that the Web Access
application performs. You can set up auditing for all archives, or for specific
archives.
Note that Enterprise Vault also has another, more general, auditing mechanism
that you can use. For more information, see the “Auditing” section of the
Administration Console help file.

LogSearch
Specifies whether or not to log archive searches.

Value Description

0 No logging. This is the default. When LogSearch is set to 0,


LogVault entries are ignored.
1 Log searches of the archives that are specified in the LogVault
entries.

LogFileDirectory
Specifies the folder in which to place log files.

Value Description

<folder> The path name of the folder in which to place the log files. All but the
last part of the log file directory must exist.

LogVault
The vault ID of the archive whose searches you want to log.

Value Description

<VaultID> The vault ID of the archive to monitor. You can have multiple
LogVault lines, one for each archive that you want to monitor.

Log file
The log file lists the text that the user entered, together with the name of the
script that performed the logging. All the search fields are shown:
Customizing the Web Access application 145
Log file

■ Time
■ Domain\Username
■ Subject
■ Author
■ Content
■ Recipient
■ Date From
■ Date To
■ Expired Date From
■ Expired Date To
■ Document Type
■ Retention category
■ Location
The log files are Unicode, in comma-separated value (CSV) format, and are
named:
<archive-name>_YYYY-MM-DD.csv
where YYYY is the year, MM is the month, and DD is the day. Any character in the
archive name that is not valid in a file name is replaced by an underscore (_). For
example, for the archive Finance 00/07/11 the filename for the 17th April 2002
would be Finance 00_07_11_2002-04-17.csv
New log files are created at midnight, so each log contains the searches for one
day. If no searches are done, no log is created.
If you open the current log file the Web Access application is unable to write to
the file, so logging stops while the file is open. If you want to view the log file,
copy the file and then open the copy.

Example
The following entries set up auditing for two specific archives, putting the logs
into D:\sec\logs\Enterprise Vault:
LogSearch = 1
LogFileDirectory = D:\sec\logs\Enterprise Vault
LogVault = 1CEB09C49F845D411A3D40008C7DF84971110000quest.kvsinc.com
LogVault = 184AE17A16256D411A3D80008C7DF84971110000quest
The folder D:\sec\logs must already exist.
146 Customizing the Web Access application
Log file
Chapter 8
Automatic monitoring
This chapter includes the following topics:
■ About automatic monitoring
■ Monitoring in Site Properties
■ Monitoring using MOM

About automatic monitoring


Enterprise Vault has a number of different mechanisms that you can use for
automatic monitoring:
■ If you have installed the Enterprise Vault Operations Manager Web
Application you can use this to remotely monitor:
■ The status of Enterprise Vault services and archiving tasks
■ Performance counters for vault stores and Enterprise Vault server
disks, memory and processors
■ Exchange Server journal mailbox target archiving parameters
For more information about using the Enterprise Vault Operations Manager
Web Application, see “Monitoring with Enterprise Vault Operations
Manager” on page 151.
■ The Monitoring tab in Site Properties lets you turn on performance
monitoring of important aspects of Enterprise Vault. If a monitored item
reaches its threshold, a message is logged in the Application Event log. If
you have other tools to monitor the log you can then, if necessary, be
notified when such messages are logged.
■ If you have Microsoft Operations Manager (MOM), you can use the supplied
Enterprise Vault Management Pack, to monitor Enterprise Vault operations
and performance.
148 Automatic monitoring
Monitoring in Site Properties

Monitoring in Site Properties


When you enable monitoring in Site Properties you can then select any number
of available alerts. When an alert you have selected reaches its threshold level,
Enterprise Vault writes an appropriate entry in the Application Event Log.
Additionally, when you enable any of the alerts, Enterprise Vault turns on a
performance counter for that alert. Thus you can monitor the counter using the
Windows Performance Monitor, or any other programs that you use to monitor
performance counters.

To enable monitoring
1 In the left pane of the Administration Console, right-click the vault site and,
on the shortcut menu, click Properties.
2 Click the Monitoring tab of Site Properties.
3 Select the items for which you want to receive notifications.
For each item, you can click the following to modify them:
Threshold: This is the level at which Enterprise Vault issues a notification.
For example, if Directory Backup has a threshold of 2 Days, then a warning
is issued if the Enterprise Vault has not been backed up after 2 Days.
Frequency: This is how often Enterprise Vault checks this item. In the case
of performance-related items, this is the frequency with which Enterprise
Vault writes the associated performance counter.
Start At: The time at which measuring starts. If you do not select a time, the
statistics are collected when the monitoring process starts and then at the
interval defined in the Frequency column.
4 Click OK.

Monitoring using MOM


You must already have a working Microsoft MOM installation before you can
install the Enterprise Vault Management Pack.
This section assumes that you have some familiarity with MOM administration.
See the MOM documentation if you need help with using MOM.
The Enterprise Vault Management Pack contains rules that enable MOM to
monitor critical Enterprise Vault events in the Application Event Log.
It is also possible to use MOM to monitor all the alerts that are on the Monitoring
tab in Site Properties. To do so, you start by enabling the monitoring in Site
Properties, as described in “Monitoring in Site Properties” on page 148.
Automatic monitoring 149
Monitoring using MOM

Those alerts are written as critical events to the Application Event Log. There
are MOM rules defined, and enabled by default, to monitor those same events in
the Event Log.

Installing
The Enterprise Vault installation copies the MOM Management Pack to the
MOM subfolder of the Enterprise Vault program folder (typically C:\Program
Files\Enterprise Vault\MOM).
The Management Pack is EnterpriseVault.akm.

Configuring
You must do the following:
■ Import the Enterprise Vault Management Pack.
■ Add operators to the Enterprise Vault Notifications Group, Enterprise Vault
Administrators.
■ Enabled monitoring in the Enterprise Vault Administration Console.

To import the Enterprise Vault Management Pack


1 Start the MOM Administrator Console.
2 In the left pane, right-click Processing Rule Groups and, on the shortcut
menu, click Import Management Pack.
3 Select the Enterprise Vault Management Pack, EnterpriseVault.akm,
and work through the rest of the Import Options wizard.

To add operators to the Enterprise Vault notifications group


1 In the left pane of the MOM Administrator Console, expand Rule Groups.
2 Click Notification Groups.
3 In the right pane, double-click Enterprise Vault Administrators.
4 Add the operators who should receive alerts.
5 Click OK.

Optional configuration
The Enterprise Vault MOM Management Pack defines many rules for Enterprise
Vault monitoring, some of which are enabled by default and some of which are
disabled. Review the rules and enable or disable as required.
150 Automatic monitoring
Monitoring using MOM

Note that some MOM rules concern events that are themselves enabled by the
Enterprise Vault Administration Console. In the case of these events, they must
be enabled in the Administration Console.
The table below lists the events that can by enabled from the Administration
Console that have corresponding MOM rules. By default, all the events in this
table are enabled.

Table 8-1 MOM rules and corresponding events

Event ID Administration Console MOM rule name


name

41008 Watchfile Backup warning: Saveset files not backed up or


replicated

41011 Vault Store Backup Backup overdue for vault store SQL database.

41012 Vault Store Log Backup Backup overdue for vault store SQL database
transaction log.

41013 Vault Store Log Size Space allocation warning for vault store SQL
database.

41014 Directory Backup Backup overdue for Enterprise Vault directory


database.

41015 Directory Log Backup Backup overdue for Enterprise Vault directory
database.

41016 Directory Log Size Space allocation warning for Enterprise Vault
Directory SQL database.

41021 Journal Archive Backup, indexing, or replication operations


not completed.

41022 Journal Delete Delete operations not completed.

41023 Journal Restore Restoration queue length warning.


Chapter 9
Monitoring with Enterprise
Vault Operations Manager
This chapter describes how to use Enterprise Vault Operations Manager to
monitor Enterprise Vault servers.

Introduction to Enterprise Vault Operations


Manager
Enterprise Vault Operations Manager is a Web application that makes remote
monitoring of Enterprise Vault possible from any computer with Internet
Explorer 6.0 or later. It enables you to monitor:
■ The status of Enterprise Vault services and tasks.
■ Performance counters for vault stores, disk space, memory and processors.
■ The status of Exchange Server journal mailbox target archiving targets,
including item counts for Inbox, Archive Pending, and failed operations
such as Failed DL Expansion.
■ The status of Domino Server journaling location archiving targets,
including item counts for Inbox, Archive Pending, and failed operations.
Enterprise Vault includes a Monitoring agent on each Enterprise Vault server.
The Monitoring agents collect monitoring data at scheduled intervals, typically
every few minutes, and store it in the Enterprise Vault Monitoring database.
Operations Manager displays the most recent data collected by the Monitoring
agents. It provides summary tables for at-a-glance status assessment, and
detailed data to help identify problems or bottlenecks. Status indicators warn
when values breach chosen thresholds.
152 Monitoring with Enterprise Vault Operations Manager
Accessing Operations Manager

From the Configuration page you can enable or disable monitoring, adjust the
monitoring frequency of the Monitoring agents, and set the status indicator
thresholds.
There is a mechanism for performing an immediate status check on an
Enterprise Vault server, if required. See “Performing an immediate status
check” on page 167.

Accessing Operations Manager


Enterprise Vault Operations Manager is a separately installable feature. To
monitor the Enterprise Vault servers in an Enterprise Vault site, you must have
installed the Operations Manager Web application component on at least one
Enterprise Vault server in that site.
If you have not already installed Enterprise Vault Operations Manager, you can
install it as described in the Installing and Configuring manual.

To access Enterprise Vault Operations Manager


1 Enter the following URL in Internet Explorer 6.0 or later:
http://<host_ipaddress>/MonitoringWebApp/default.aspx
where <host_ipaddress> is the IP address of the computer hosting the
Enterprise Vault server on which the Enterprise Vault Operations Manager
Web application feature is installed
Alternatively, if you are accessing Operations Manager from the computer
on which it is installed, you can use the following URL, which does not
require the next step:
http://localhost/MonitoringWebApp/default.aspx
2 In the Connect to <IP Address> dialog, enter the user name and password of
an account in the host computer’s domain. If you wish, you can use the user
credentials you created for use by Operations Manager as part of the
Operations Manager installation prerequisites. Then click OK.
If the user credentials are valid, Operations Manager displays its site
Summary page.

Note: If you are unable to access Operations Manager, or if you have problems
when using it, see “Troubleshooting: Enterprise Vault Operations Manager and
the Monitoring database” on page 402.
Monitoring with Enterprise Vault Operations Manager 153
Using Operations Manager

Using Operations Manager


Note: For online help for Operations Manager, click Help at the top-right of the
Operations Manager window.

The Enterprise Vault Operations Manager window contains two main panes.

Figure 9-1 A typical Operations Manager screen

Left pane
The left pane lists the Enterprise Vault sites for which you can view monitoring
information. Multiple sites appear in the Sites list if they share the same
Enterprise Vault Directory database, provided an Operations Manager is
installed on at least one Enterprise Vault server in the site. The first site in the
list is the site of the Enterprise Vault server whose Operations Manager you
browsed to. To view data for another site, select that site from the Sites list.
To collapse or re-expand the left pane, click the icon on the divider between the
two panes.
154 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

Menu bar and content pane


When you select an option from the Operations Manager menu bar, the page for
that option appears in the content pane.
The menu bar contains up to four options, depending on your configuration:
■ Enterprise Vault Monitoring: Displays monitoring data for Enterprise Vault
servers.
■ Exchange Server Monitoring: Displays monitoring data for the Exchange
journal mailbox archiving targets of each monitored Enterprise Vault
server running Exchange journaling tasks.
■ Domino Server Monitoring: Displays monitoring data for the Domino
journaling location archiving targets on each monitored Enterprise Vault
server running Domino journaling tasks.
■ Configuration: Displays the Configuration page, from where you can:
■ Enable or disable monitoring.
■ Set the monitoring frequency for the Monitoring agent.
■ Set the retention period for the Monitoring database data.
■ Configure the thresholds for the warning and critical status indicators
that appear on the Enterprise Vault Monitoring. Exchange Server
Monitoring and Domino Server Monitoring pages.

Note: The Exchange Server Monitoring and Domino Server Monitoring options
are only shown if one or more Enterprise Vault servers in the site are configured
to perform Exchange Server or Domino Server journal mailbox archiving tasks,
respectively.

Viewing the monitored data


The Enterprise Vault Monitoring, Exchange Server Monitoring, and Domino
Server Monitoring pages display the monitored data. They use status indicators
to flag warning and critical values.

Enterprise Vault server monitoring


The Enterprise Vault Monitoring page appears when you first log on to
Operations Manager.
Monitoring with Enterprise Vault Operations Manager 155
Viewing the monitored data

Enterprise Vault Monitoring Summary tab


The Summary tab on the Enterprise Vault Monitoring page provides summary
status information for the Enterprise Vault servers in the site.

Note: The status indicators on this tab reflect snapshot values taken at the last
monitoring time. Use them only as a guide, not as real-time indicators.

The Summary tab displays the data in two sets of tables.

Task tables
Up to four “Servers running task_name tasks” tables appear at the top of the
Summary tab. These tables indicate the status of the Enterprise Vault servers
running Exchange Server, Domino Server, file server and SharePoint tasks
respectively.
The table for a particular task only appears if at least one Enterprise Vault
server in the site is configured to run that task.
The tables show the following information for each Enterprise Vault server
running at least one task of the specified type:
■ All Services: The status of all monitored Enterprise Vault services on the
Enterprise Vault server.
■ All Tasks: The status of all monitored Enterprise Vault tasks on the
Enterprise Vault server.
■ Performance Counters: The number of monitored performance counters at
normal, warning and critical status.
■ Last Updated: The date and time when the Monitoring agent last monitored
this data.
A warning or critical status indicator appears if a value breaches the relevant
threshold value for one or more monitored services or tasks.

Service tables
Up to four “Servers running service_name Service” tables appear below the task
tables on the Enterprise Vault Monitoring Summary tab. These tables indicate
the status of a particular Enterprise Vault service on every Enterprise Vault
server that is running that service. The four monitored services are the SPS
service, the Indexing service, the Storage service, and the Shopping service.
The table for a particular service only appears if at least one Enterprise Vault
server in the site is configured to run that service.
To view detailed data for a particular server, click the server’s name in the
Server column.
156 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

See “Enterprise Vault Monitoring Details tab” on page 156.

Enterprise Vault Monitoring Details tab


The Details tab on the Enterprise Vault Monitoring page presents detailed
monitoring data for the selected Enterprise Vault server. The data includes the
status of individual Enterprise Vault services and tasks running on the server,
and performance counters for vault store status, disk space, memory, and
processor use.
To view the details of a different Enterprise Vault server in the current
Enterprise Vault site, select the server from the server list at the top of the page.

Note: The displayed values on this tab represent a snapshot taken at the last
monitoring time. They are for use only as a guideline, not as real-time
indicators.

The Details tab displays the data in a series of tables.

Services table
The Services table displays the status of the following Enterprise Vault services
running on the selected server:
■ Indexing Service
■ Shopping Service
■ SPS Service
■ Storage Service
■ Task Controller Service

Tasks table
The Tasks table displays the status of every Enterprise Vault task visible
through the Enterprise Vault Administration Console.

Performance Counters for “Enterprise Vault::VaultStores” table


The Performance Counters for “Enterprise Vault::VaultStores” table displays
the following data for each monitored vault store counter instance:

Instance Name The instance name

Status The status of this instance, based on the status indicator


thresholds
Monitoring with Enterprise Vault Operations Manager 157
Viewing the monitored data

Value The value of this instance when the Monitoring agent last
monitored it.

Warning Threshold The configured warning threshold for this counter

Critical Threshold The configured critical threshold for this counter

Last Updated The date and time when the Monitoring agent last monitored this
data

Note that for Operations Manager to be able to sample and display the vault
store performance counters, monitoring needs to be enabled for the site in the
Enterprise Vault Administration Console. If site monitoring is not enabled, the
table is not shown. To check whether Site Monitoring is enabled, right-click the
Site node in the Administration Console and select Properties. Then, on the
Properties dialog, select the Monitoring tab. This tab also specifies the
monitoring “start at” time for each counter.
The monitoring of the vault store performance counters begins at the
Operations Manager monitoring frequency once the monitoring “start at time”
is reached, as specified on the Site Properties dialog Monitoring tab. If you want
to monitor the performance counters immediately, change the monitoring
“start at” time and restart the Enterprise Vault Admin service.
The monitored counters and possible consequences of raised values are shown
in the following table:

Table 9-1 Monitored vault store performance counters

Counter Counter name Consequence of raised values


description

Number of Journal Indicates a possible issue with backup or


incomplete Archive Table replication policies, or with the indexing
backup, indexing Size process. If you have chosen the vault store
or replication option to remove safety copies immediately
operations after archive, you might suffer a greater data
loss in the event of a hardware failure.

Number of Journal Delete Indicates that there are many items pending
incomplete Table Size index deletion. A backlog could indicate that
delete there is a problem with the Indexing service.
operations

Number of Journal Indicates that a large number of items are


incomplete Restore Table waiting to be restored, implying possible
restore Size problems with the StorageRestore process.
operations
158 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

Table 9-1 Monitored vault store performance counters

Counter Counter name Consequence of raised values


description

Number of days Vault Store DB If the vault store database is not being
since the last Backup periodically backed up, this may result in data
backup of the loss or, at minimum, extensive operations to
vault store restore Enterprise Vault in the event of
database hardware failures on the SQL server hosting
the database.

Space used in Vault Store DB Indicates how close the SQL server is to
the vault store Log % Used increasing the log file's size by the configured
database increment for this log file.
transaction log
(%)

Number of days Vault Store DB If the vault store database log files are not
since last backup Log Backup being periodically backed up, this may result
of vault store in data loss or, at minimum, extensive
database operations to restore Enterprise Vault in the
transaction log event of hardware failures on the SQL server
hosting the database.

Cumulative size Vault Store DB The performance of the SQL server may be
of all the log files Log Size adversely affected if there is a shortage of
in the vault store disk space where the transaction logs are
database being stored.

Number of Watchfile Indicates a possible problem in backup or


Saveset files Table Size replication application policies.
awaiting backup
or replication

Performance counters for “LogicalDisk” table


This table lists the value of each “% Free Space” counter instance. This shows
the percentage of usable disk space that is available on the logical disk drive.
The table also shows the configured warning and critical thresholds for the
counter, and the date and time when the Monitoring agent last monitored this
data.

Performance counters for “Memory” table


This table lists the value of each “Available Mbytes” counter. This shows the
amount of physical memory in MB that is available to be allocated to a process,
or for system use.
Monitoring with Enterprise Vault Operations Manager 159
Viewing the monitored data

The table also shows the configured warning and critical thresholds for the
counter, and the date and time when the Monitoring agent last monitored this
data.

Performance counters for “Processor” table


This table lists the value of each “% Processor Time” counter instance. This
shows the percentage of the processor’s time spent executing non-idle threads.
The table also shows the configured warning and critical thresholds for the
counter, and the date and time when the Monitoring agent last monitored this
data.

Exchange Server journal mailbox archiving


The “Exchange Server Monitoring” option is available on the menu bar if at least
one of the site’s servers is running Microsoft Exchange journaling tasks. Select
this option to view data for the Exchange Server Journal mailbox archiving
targets.

Exchange Server Monitoring Summary tab


The Summary tab displays collective status information for the Exchange Server
journal mailbox targets of each monitored Enterprise Vault server running
Exchange Server journaling tasks.

Note: The displayed values on this tab represent a snapshot taken at the last
monitoring time. Use them only as a guide, not as real-time indicators.

The “Exchange Server Journal Mailboxes: Overall Status table displays the
following information for each Enterprise Vault server.

Server Name The name of the Enterprise Vault server

Inbox Total Status of Inbox item totals

Archive Pending Status of archive pending item totals

Archivable Status of archivable item totals


160 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

Failed Operations Status of failed operations, listed separately as follows:


■ Copy: The number of items in the Exchange journal mailbox
“Failed to copy” folder
■ Store: The number of items in the Exchange journal mailbox
“Failed to store” folder
■ DL Expansion: The number of items in the Exchange journal
mailbox “Failed DL expansion” folder
■ External Filter: The number of items in the Exchange journal
mailbox “Failed external filter” folder

Days Since Last The number of days since a backup of the vault store was
Backup performed.

Note: This value is calculated from the age of the oldest item in a
pending archive state. It assumes that the “Remove Safety Copies”
property of the vault store in the Administration Console is set to
“After Backup”. If “Remove Safety Copies” is set to another value
you need to interpret the value of “Days Since Last Backup”
accordingly. For example, if “Remove Safety Copies” is set to
“After backup (immediate for journaling)” or “Immediate”, the
value will typically always be 0.

Last Updated The date and time when the Monitoring agent last monitored this
data.

A warning or critical status indicator appears if a value breaches the relevant


threshold on one or more journal mailbox targets. For example, a warning
indicator in the Inbox Total column indicates that when the server was
monitored, at least one Inbox total reached the Inbox Total warning threshold,
but none reached the critical threshold.
To see detailed data for a particular server, click that server’s name in any of the
tables to display the Details tab.
See “Exchange Sever Monitoring Details tab” on page 161.

Note: The Monitoring agents expose the Exchange journal mailbox parameters
as performance counters under the "EnterpriseVault::Exchange Journaling"
performance object category. These performance counters can be viewed using
tools such as perfmon. However, their values only change at the sampling
frequency of the Monitoring agents.
Monitoring with Enterprise Vault Operations Manager 161
Viewing the monitored data

Exchange Sever Monitoring Details tab


The Details tab on the Exchange Server Monitoring page shows data relating to
each Exchange Server journal mailbox target associated with the selected
Enterprise Vault server.
To view these details for a different Enterprise Vault server in the current
Enterprise Vault site, select the server from the server list at the top of the page.

Note: The displayed values on this tab represent a snapshot taken at the last
monitoring time. Use them only as a guide, not as real-time indicators.

The Details tab contains two tables of monitoring information.

Journal Mailbox Details


The Journal Mailbox Details table shows the following details for each journal
mailbox archiving target. The data relates to the last monitoring time, as shown
in the table header.

Journal Mailbox The name of the journal mailbox. The associated archive name is
shown in brackets.

Inbox Total The total number of Inbox items

Archive Pending The number of items in a pending archive state

Archivable The number of Inbox items marked for archiving

Failed Operations The number of failed operations, listed separately as follows:


■ Copy: The number of items in the Exchange journal mailbox
“Failed to copy” folder
■ Store: The number of items in the Exchange journal mailbox
“Failed to store” folder
■ DL Expansion: The number of items in the Exchange journal
mailbox “Failed DL expansion” folder
■ External Filter: The number of items in the Exchange journal
mailbox “Failed external filter” folder
162 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

Days Since Last The number of days since a backup of the vault store was
Backup performed.

Note: This value is calculated from the age of the oldest item in a
pending archive state. It assumes that the “Remove Safety Copies”
property of the vault store in the Administration Console is set to
“After Backup”. If “Remove Safety Copies” is set to another value
you need to interpret the value of “Days Since Last Backup”
accordingly. For example, if “Remove Safety Copies” is set to
“After backup (immediate for journaling)” or “Immediate”, the
value will typically always be 0.

Archiving Statistics for Last Hour


The “Archiving Statistics for Last Hour” table relates to journal mailbox items
that Enterprise Vault archived in the sixty minutes preceding the last
monitoring time.
For each journal mailbox archive, the table shows the following information:

Archive Name The name of the Enterprise Vault archive

Number of Items The number of items that Enterprise Vault has archived

Cumulative Original Size The total original size of the items that were archived

Cumulative Compressed Size The total compressed size occupied by the archived items

The Details tab also lists the current threshold values for the warning and
critical status indicators.

Note: The Monitoring agents expose the Exchange journal mailbox parameters
as performance counters under the "EnterpriseVault::Exchange Journaling"
performance object category. These performance counters can be viewed using
tools such as perfmon. However, their values only change at the sampling
frequency of the Monitoring agents.

Domino Server journaling archiving


The “Domino Server Monitoring” option is available on the menu bar if at least
one of the site’s servers is running Domino journaling tasks. Select this option to
view data for the Domino Server journaling location archiving targets.
Monitoring with Enterprise Vault Operations Manager 163
Viewing the monitored data

Domino Server Monitoring Summary tab


The Summary tab on the Domino Server Monitoring page displays collective
status information for the Domino Server journaling location archiving targets
of each monitored Enterprise Vault server running one or more Domino
journaling tasks.

Note: The displayed values represent a snapshot taken at the last monitoring
time. Use them only as a guide, not as real-time indicators.

The “Domino Server Journal Mailboxes: Overall Status” table displays the
following information for each server:

Server Name The name of the Enterprise Vault server

Inbox Total Status of Inbox item totals

Archive Pending Status of archive pending item totals

Archivable Status of archivable item totals

Failed Operations Status of the number of failed items

Days Since Last The number of days since a backup of the vault store was
Backup performed.

Note: This value is calculated from the age of the oldest item in a
pending archive state. It assumes that the “Remove Safety Copies”
property of the vault store in the Administration Console is set to
“After Backup”. If “Remove Safety Copies” is set to another value
you need to interpret the value of “Days Since Last Backup”
accordingly. For example, if “Remove Safety Copies” is set to
“After backup (immediate for journaling)” or “Immediate”, the
value will typically always be 0.

Last Updated The date and time when the Monitoring agent last monitored this
data.

A warning or critical status indicator appears if a value breaches the relevant


threshold on one or more Domino journaling location archiving targets. For
example, a warning indicator in the Inbox Total column indicates that when the
server was monitored, at least one Inbox total breached the Inbox Total warning
threshold, but none breached the critical threshold.
To see detailed data for a particular server, click that server’s name in any of the
tables to display the Details tab.
See “Domino Server Monitoring Details tab” on page 164.
164 Monitoring with Enterprise Vault Operations Manager
Viewing the monitored data

Note: The Monitoring agents expose the Domino journal mailbox parameters as
performance counters under the "EnterpriseVault::Domino Journaling"
performance object category. These performance counters can be viewed using
tools such as perfmon. However, their values only change at the sampling
frequency of the Monitoring agents.

Domino Server Monitoring Details tab


The Details tab on the Domino Server Monitoring page shows data relating to
each Domino Server journaling location archiving target associated with the
selected Enterprise Vault server.
To view these details for a different Enterprise Vault server in the current
Enterprise Vault site, select the server from the server list at the top of the page.

Note: The displayed values represent a snapshot taken at the last monitoring
time. Use them only as a guide, not as real-time indicators.

The Details tab contains two tables of monitoring information.

Journaling Location Details


The Journaling Location Details table shows the following details for each
Domino journaling location archiving target. The data relates to the last
monitoring time, as shown in the table header.

Journal Mailbox The Domino journaling location for which collective information
Location for all mailboxes is displayed. The associated archive name is
shown in brackets.

Inbox Total The total number of Inbox items

Archive Pending The number of items in a pending archive state

Archivable The number of Inbox items marked for archiving

Failed Operations The number of failed operation items


Monitoring with Enterprise Vault Operations Manager 165
Configuring warning and critical status thresholds

Days Since Last The number of days since a backup of the vault store was
Backup performed.

Note: This value is calculated from the age of the oldest item in a
pending archive state. It assumes that the “Remove Safety Copies”
property of the vault store in the Administration Console is set to
“After Backup”. If “Remove Safety Copies” is set to another value
you need to interpret the value of “Days Since Last Backup”
accordingly. For example, if “Remove Safety Copies” is set to
“After backup (immediate for journaling)” or “Immediate”, the
value will typically always be 0.

Archiving Statistics for Last Hour


The “Archiving Statistics for Last Hour” table relates to items that Enterprise
Vault archived in the sixty minutes preceding the last monitoring time.
For each journal mailbox archive, the table shows the following information:

Archive Name The name of the Enterprise Vault archive

Number of Items The number of items that Enterprise Vault has archived

Cumulative Original Size The total original size of the items that were archived

Cumulative Compressed Size The total compressed size occupied by the archived items

The Details tab also lists the current threshold values for the warning and
critical status indicators.

Note: The Monitoring agents expose the Domino journal mailbox parameters as
performance counters under the "EnterpriseVault::Domino Journaling"
performance object category. These performance counters can be viewed using
tools such as perfmon. However, their values only change at the sampling
frequency of the Monitoring agents.

Configuring warning and critical status thresholds


You can set the threshold values for the warning and critical status indicators
that appear on the Enterprise Vault Monitoring, Exchange Server Monitoring
and Domino Server Monitoring pages.

To configure the performance counter status thresholds


1 Select Configuration on the Operations Manager menu bar.
166 Monitoring with Enterprise Vault Operations Manager
Configuring warning and critical status thresholds

2 Select the Performance Counters tab on the Configuration page.


3 To change a displayed threshold value, overtype the current value with the
required value. Values must be numeric and greater than zero. Critical
values must exceed Warning values, except for Available Mbytes and %
Free Space, where the Critical value must be less than the Warning value.
4 Repeat the previous step with the threshold values of other counters if
required.
5 Do one of the following:
■ To save your changes, click Save. It may take a few seconds for the save
to take effect.
■ To return to the values as set when you selected the Performance
Counters tab (or last clicked Save), click Reset, and then click Save.

To configure the Exchange or Domino journal mailbox archiving status


thresholds
1 Select Configuration on the Operations Manager menu bar.
2 Select the Exchange Parameters tab or Domino Parameters tab on the
Configuration page, as required.
3 To change a displayed threshold value, overtype the current value with the
required value. Values must be numeric and greater than zero. Critical
values must exceed Warning values.
4 Repeat the previous step for additional values, if required.
5 Do one of the following:
■ To save your changes, click Save. It may take a few seconds for the save
to take effect.
■ To return to the values as set when you selected the Exchange
Parameters tab (or last clicked Save), click Reset, and then click Save.

To reset thresholds to their factory settings


1 Select Configuration on the Operations Manager menu bar.
2 Select the Performance Counters tab, Exchange Parameters tab or Domino
Parameters tab on the Configuration page, as required.
3 Click Reset to factory.
4 Click Save.
Monitoring with Enterprise Vault Operations Manager 167
Configuring the monitoring parameters

Configuring the monitoring parameters


You can configure the following:
■ Whether monitoring by the Monitoring agents is enabled or disabled.
■ The frequency of the scheduled monitoring.
■ The period for which Enterprise Vault is to retain data in the Monitoring
database.

To configure the monitoring parameters


1 Select Configuration on the Operations Manager menu bar.
2 Select the Monitoring Parameters tab on the Configuration page.
3 To enable or disable monitoring by the Enterprise Vault Monitoring agents,
select or clear the Monitoring Enabled check box.
4 To change the monitoring frequency, select a new value from the
Monitoring Frequency list.
5 To change the retention time for the monitoring data, select a new value
from the Retain Records For list.
6 Do one of the following:
■ To save your changes, click Save. It may take a few seconds for the save
to take effect.
■ To return to the values as set when you selected the Monitoring
Parameters tab (or last clicked Save), click Reset, and then click Save.

Performing an immediate status check


If required, you can perform an immediate status check on an Enterprise Vault
server, in addition to the scheduled regular monitoring. You might want to do
this if, for example, the most recent set of data indicates a potential problem and
you want to investigate the current status.
Perform the following procedure on the server on which you require the
immediate status check.

To perform an immediate status check


1 Edit the configuration file MonitoringAgent.exe.config using a text
editor such as Notepad. The configuration file is located in the Enterprise
Vault installation folder (normally C:\Program Files\Enterprise
Vault).
168 Monitoring with Enterprise Vault Operations Manager
Performing an immediate status check

2 Set the value of OperationsManagerMonitorObjectChannel to an


appropriate available port number on the Enterprise Vault server.
3 Ensure the value of ExposeMonitor is set to true.
4 Stop and restart the Enterprise Vault Admin service, so that Enterprise
Vault uses the new configuration settings.
5 Open a Command Prompt window and change directory to the Enterprise
Vault installation folder (normally C:\Program Files\Enterprise
Vault).
6 Force the status check by entering the command
ForceMonitoringUtil.exe.
Within a short time you should see the results of the status check in Operations
Manager.

Note: For security reasons you should change the value of ExposeMonitor to
false and then restart the Admin service after you have finished performing the
immediate status check.
Chapter 10
Using Enterprise Vault
Reporting
This chapter describes how to use Enterprise Vault Reporting to obtain detailed
reports on the status of Enterprise Vault servers.

Introduction to Enterprise Vault Reporting


The Enterprise Vault Reporting feature provides enterprise-level reporting for
Enterprise Vault servers, using Microsoft SQL Server Reporting Services as the
reporting mechanism. Administrators manage report content and view reports
using the Reporting Services Report Manager Web application.
Administrators can:
■ Customize report content using the input parameters provided by the
report
■ Choose from a number of report export formats, including XML,
comma-separated values (CSV), Acrobat (PDF), Web archive (MHTML) and
Excel.
■ Schedule reports to be emailed to a configured email address, or saved to a
shared folder.
The supplied Operation reports cover a variety of topics, including:
■ Enterprise Vault service and task status
■ Volume of items archived per Vault Store
■ Mailbox archiving status
■ Archive quota usage per user
■ Exchange server journal mailbox archiving trends
■ Vault Store usage by archive or billing account
170 Using Enterprise Vault Reporting
Getting Started with Enterprise Vault Reporting

In addition, if you have configured FSA Reporting, a number of Data Analysis


Reports are also available, covering:
■ The number of archived files for each file server, and the space used and
saved as a result of archiving.
■ Active and archived space usage by different file groups, per server and per
archive point.
■ Numbers of unaccessed or duplicated files, and the space they are
occupying.
■ Used and free space on the drives of each file server.

Getting Started with Enterprise Vault Reporting


This section describes how to access the Enterprise Vault Reporting reports and
how to generate them.

Accessing the reports


Enterprise Vault Reporting is a separately installable feature. To have access to
the reports for an Enterprise Vault Site, you must have installed the Enterprise
Vault Reporting feature on a computer that is hosting Microsoft SQL Server
Reporting Services.
If you have not already installed the Enterprise Vault Reporting feature, you can
install it as described in the Installing and Configuring manual.

Note: Some reports rely on Enterprise Vault Monitoring or Enterprise Vault


Auditing being enabled in order to generate the source data. Monitoring may be
enabled or disabled during the configuration of Enterprise Vault, or from
Enterprise Vault Operations Manager. Auditing may be enabled from the
Administration Console. The affected reports are indicated in “Overview of the
Operation Reports” on page 173.

Microsoft SQL Server Reporting Services uses roles-based access for its reports.
User accounts that require access to Enterprise Vault Reporting’s reports on the
Microsoft SQL Server Report Manager Web application must be assigned the
“Browser” role.
Using Enterprise Vault Reporting 171
Getting Started with Enterprise Vault Reporting

Note: If you are unable to access the Enterprise Vault reports, or you have
problems with using them, see “Troubleshooting: Enterprise Vault Reporting”
on page 402.

To access the Enterprise Vault Reporting reports


1 Enter the following URL in your Web browser:
http://<host_name>/<reportmgr_webapp_name>/
where:
■ <host_name> is the fully qualified host name of the computer hosting
the Microsoft SQL Server Reporting Services Report Manager Web
application.
■ <reportmgr_webapp_name> is the name of the Microsoft
Reporting Services Report Manager Web application.
For example:
http://alderaan.evdomain.com/Reports/
or
http://alderaan.evdomain.com/Reports$MyInstance/
where MyInstance is the Reporting Services instance name.
2 Enter the credentials of a user account that has been assigned “Browser”
role access to Microsoft Reporting Services reports.
3 From the Report Manager Web application Home page, select Symantec
Enterprise Vault > language > Operation Reports.
where language is the language for the reports.
4 The Operation Reports folder contains the Enterprise Vault Operation
reports. The following figure shows the Operation Reports folder.
172 Using Enterprise Vault Reporting
Getting Started with Enterprise Vault Reporting

Figure 10-1 The Operation Reports folder

Note: Do not change the names of any of the Enterprise Vault reports. If you
change the report names, you will not be able to access the reports from the
built-in links within the reports.

Accessing the FSA reports


If you have configured FSA Reporting, you can use the FSA Data Analysis
Reports. From the Report Manager Web application Home page, select:
Symantec Enterprise Vault > language > Data Analysis Reports.
where language is the language for the reports.
The Data Analysis Reports folder contains the Enterprise Vault FSA reports.

Generating and viewing reports


The Enterprise Vault Reporting reports are Microsoft Reporting Services
parameterized reports, generated in HTML.

To generate a report
1 Select the report from the list of available reports on the Operation Reports
or Data Analysis Reports page.
If you selected a report from the Operation Reports page, a report is
generated using default values for the input parameters.
Using Enterprise Vault Reporting 173
Overview of the Operation Reports

2 To run the report with your chosen input parameter values, enter the
parameter values and then click View Report.

Note: If you select an input parameter value that changes the possible values of
other parameters, you may have to wait a short time for the report screen to
refresh before you can select the remaining parameters. A typical example is
when you change a Period parameter value from “Last week” to “Week
Beginning”. In this case you may need to wait for the Year, Month and Day
parameters to display the appropriate values.

For details of the input parameters and output of each report, see “Overview of
the Operation Reports” on page 173.

Viewing report output


The output of some reports can extend over several pages. You can view
different pages using the page selector in the report toolbar.
From the report toolbar you can also search for text within reports, and change
the display size of the report.

Note: For general help on using Microsoft Reporting Services, click Help at the
top right of any Reporting Services page.

Exporting reports
You can export reports in a wide range of formats: XML, comma-separated
values (CSV), TIFF, Acrobat (PDF), Web archive (MHTML) and Excel format.
Select the required output format from the Export list in the report toolbar. then
click Export, and specify a location for the output.

Scheduling reports
You can schedule reports to be emailed to a configured email address, or saved
to a shared folder. To do this, use the Microsoft Reporting Services Subscription
mechanism. See the Microsoft help on Subscriptions for more details.

Overview of the Operation Reports


The following reports are available from the Operation Reports page:
■ Archive Quota Usage
174 Using Enterprise Vault Reporting
Overview of the Operation Reports

■ Archived Items Access (Auditing required)


■ Archived Items Access Trends (Auditing required)
■ Domino Server Journal Mailbox Archiving Health (Monitoring required)
■ Domino Server Journal Mailbox Archiving Trends (Monitoring required)
■ Enterprise Vault Server 24-hour Health Status (Monitoring required)
■ Enterprise Vault server Seven-day Health Status (Monitoring required)
■ Exchange Server Journal Mailbox Archiving Health (Monitoring required)
■ Exchange Server Journal Mailbox Archiving Trends (Monitoring required)
■ Items Archived per Hour
■ Mailbox Archiving Status
■ Vault Store Savesets
■ Vault Store Usage by Archive (32-bit version of SSRS required)
■ Vault Store Usage by Billing Account (32-bit version of SSRS required)
■ Vault Store Usage Summary (32-bit version of SSRS required)
Note the following requirements:
■ “Auditing required” indicates that the report requires the Enterprise Vault
Auditing database to be enabled in order for the report to display data. See
“Creating the auditing database” on page 313.
■ “Monitoring required” above indicates that the report requires the
Enterprise Vault Monitoring to be enabled in order for the report to display
data. If you have installed Operations Manager you can enable monitoring
using Operations Manager. See “Configuring the monitoring parameters”
on page 167.
■ “32-bit version of SSRS required” indicates that this report is not supported
if you are using a 64-bit version of Microsoft SQL Server Reporting Services.

Archive Quota Usage


This report shows the current size of archived items and the archive usage limit,
for the selected user or all users, in the selected Enterprise Vault Site.

Input parameters
You can specify the following parameters for this report:
■ Site Name: select an Enterprise Vault Site.
Using Enterprise Vault Reporting 175
Overview of the Operation Reports

■ User name: select a user, or select <ALL> to obtain a summary report for all
users.

Report output
The report contains the following information in graphical format for a selected
user, or in tabular format for all users:
■ User Name
■ Total size (MB): The total size of the user’s items.
■ Limit size (MB): The archive size limit.
■ Limit status: The archive size limit status (Enabled or Disabled). If Disabled,
then no size limit is enforced.
■ Limit setting: From where the limit is set. This can be:
■ From Site: The size limit is inherited from the Site properties.
■ From Vault Store: The size limit is inherited from the Vault Store
properties.
■ From Archive: The size limit is set in the Vault Store archive properties.

Archived Items Access


This report shows, for the specified period, the number of items accessed from
each vault store, and the number of users who accessed those items.

Note: This report will not have any data to process if Enterprise Vault Auditing
is disabled. Auditing may be enabled from the Administration Console.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site
■ Audit Level: Select Detailed or Summary, depending on the level of auditing
that was set during the period for which the report is to be generated.
■ Period: Select Last Week, Week Beginning, Specific Day, or Month
Beginning.
■ Start Year, Start Month, Start Day: If you selected Week Beginning, Specific
Day, or Month Beginning, specify the starting date using these parameters.
176 Using Enterprise Vault Reporting
Overview of the Operation Reports

Report output
The report contains the following information in tabular format for each vault
store in the site:
■ Vault Store Name
■ Number of Accesses Performed: The total number of times that users
accessed items from this vault store in the selected period.
■ Number of Individual Items Accessed: The number of different items
accessed by users.
■ Number of Individual Users Accessing Items: The number of different users
accessing items.
For example, if User A and User B have both accessed items 1 and 2 twice, and
user B has accessed item 3 once:, then:
■ Number of accesses performed = 5
■ Number of individual items accessed = 3
■ Number of individual users accessing items = 2

Archived Items Access Trends


This report shows trends in numbers of users accessing items, and the number
of items being accessed, in all archives, over the specified period.

Note: This report will not have any data to process if Enterprise Vault Auditing
is disabled. Auditing may be enabled from the Administration Console.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site
■ Audit Level: Select Detailed or Summary, depending on the level of auditing
that was set during the period for which the report is to be generated.
■ Period: Select Last Week, Week Beginning, Specific Day, or Month
Beginning.
■ Start Year, Start Month, Start Day: If you selected Week Beginning, Specific
Day, or Month Beginning, specify the starting date using these parameters.
Using Enterprise Vault Reporting 177
Overview of the Operation Reports

Report output
The report contains the following information in graphical format, for all
archives, over the specified period:
■ Trend in the number of different users accessing items, and the total
number of accesses performed:
■ The green line shows the trend in the total number of accesses to the
archive.
■ The blue line shows the trend in the numbers of individual users
accessing the archive.
■ Trend in the number of different items accessed, and the total number of
accesses performed.
■ The green line shows the trend in the total number of accesses to the
archive.
■ The blue line shows the trend in the numbers of individual items
accessed from the archive.

Example
This simplified example illustrates the output of the Archived Item Access
Trends report.
Say there are four items in the archive, and two users accessing the items. User
A access two distinct items and User B accesses the other two distinct items.
In the first graph green line shows a count of four, because User A accessed the
archive twice and so did User B. The blue line shows a count of two, since only
two unique users were involved.
In the second graph, the green line shows a count of four (the total number of
accesses is four, as in the first graph). But here the blue line also shows a count
of four, because four unique items were accessed. Hence the blue and green lines
overlap.
The following figure shows a report giving the output for this example.
178 Using Enterprise Vault Reporting
Overview of the Operation Reports

Figure 10-2 Example Archive Access Trends report

Domino Server Journal Mailbox Archiving Health


This report shows the status of mailbox parameters, including Inbox total and
Archive pending, for each Domino server journal mailbox archiving target on an
Enterprise Vault server.
Using Enterprise Vault Reporting 179
Overview of the Operation Reports

Note: This report will not have any data to process if Enterprise Vault
Monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site.
■ Vault Server: Select an Enterprise Vault server.

Report output
The report contains the following information for each Domino Journaling
Archive:
■ Journal Mailbox Location: The journaling location for which the totals for
all mailboxes are shown.
■ Inbox Total: The total number of items in all Inboxes.
■ Archive Pending: The number of items in a pending archive state.
■ Archivable: The number of Inbox items marked for archiving.
■ Failed Operations: The number of items that failed to be archived.
The figures are color-coded as follows:
■ Amber: The figure breaches the Warning threshold.
■ Red: The figure breaches the Critical threshold.
At the bottom of the report a table lists the current parameter threshold values.

Domino Server Journal Mailbox Archiving Trends


This report shows trends in the Inbox Totals, Archive Pending, Archivable or
Failed Operations parameter values over the specified period for the selected
Domino server.

Note: This report will not have any data to process if Enterprise Vault
Monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.
180 Using Enterprise Vault Reporting
Overview of the Operation Reports

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site.
■ Domino Server: Select the Domino server.
■ Journal Mailbox Location: Select the journaling location.
■ Parameter Name: Select <ALL>, or one of the following:
■ Inbox Total: The total number of items in the Inbox.
■ Archive Pending: Items in a pending archive state.
■ Archivable: Inbox items marked for archiving.
■ Failed Operations: The number of failed operations.
■ Period: Select from Last Week, Week Beginning, or Specific Day.
■ Year, Month, Day: If you selected Week Beginning or Specific Day as the
Period parameter, specify the starting date or day using these parameters.

Report output
The report contains a graph for the selected Parameter Name, or four graphs,
one for each parameter, if you selected <ALL>.
Each graph shows the trend in the chosen parameter value over the specified
period, plus the Critical and Warning threshold values.

Enterprise Vault Server 24-hour Health Status


This report shows the status of the selected Enterprise Vault service (Indexing,
Shopping, Storage or Task Controller Service), or long-running task (Mailbox
Archiving Task or Journaling Task) on the selected Enterprise Vault server,
during the selected twenty-four hour period.

Note: This report will not have any data to process if Enterprise Vault
Monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.

Input parameters
You can specify the following parameters for this report:
■ Site: Select the Enterprise Vault Site.
Using Enterprise Vault Reporting 181
Overview of the Operation Reports

■ Vault Server: Select the Enterprise Vault server.


■ Service or task: Select an Enterprise Vault service or long-running task.
■ Year, Month and Day: The day to provide data for.

Report output
The report contains a graph and a table showing the status of the selected
service or long-running task over the period of the selected day.
The table and the graph both indicate the following:
■ Snapshot time: The snaphsot times correspond to the Enterprise Vault
monitoring agent’s sampling times. If you have installed the Enterprise
Vault Operations Manager Web application component, these sampling
times are configurable: see “Configuring the monitoring parameters” on
page 167.
■ Status: The status of the selected task. The value can be Running,
Transient, Stopped or Data unavailable.

Enterprise Vault server Seven-day Health Status


This report shows the status of the following Enterprise Vault services
(Indexing, Shopping, Storage, and Task Controller Services), and long-running
tasks (Mailbox Archiving Tasks and Journaling Tasks) on the on the specified
Enterprise Vault server, during the selected seven day period.

Note: This report will not have any data to process if Enterprise Vault
monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.

Input parameters
You can specify the following parameters for this report:
■ Site: Select the Enterprise Vault Site.
■ Vault Server: Select the Enterprise Vault server.
■ Week: Select Last week or Week Beginning.
■ Year, Month, Day: If you selected Week Beginning as the Week parameter,
specify the starting date using these parameters.
182 Using Enterprise Vault Reporting
Overview of the Operation Reports

Report output
The report contains a status graph for each of the following:
■ Indexing Service
■ Shopping Service
■ Storage Service
■ Task Controller Service
■ Mailbox Archiving Task for server_name
■ Journaling Task for server_name
The graphs indicate the number of hours during which the service or task was
running, transient, stopped, or when data was unavailable.

Exchange Server Journal Mailbox Archiving Health


This report shows the current status of Microsoft Exchange journal mailbox
archiving in all the Vault Stores of the selected Enterprise Vault server.

Note: This report will not have any data to process if Enterprise Vault
monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site.
■ Vault Server: Select an Enterprise Vault server.

Report output
This report contains a table showing, for each Exchange journal mailbox on the
Enterprise Vault server, the number of items in each of the following categories:
■ Journal Mailbox: The active directory Distinguished Name for the journal
mailbox.
■ Inbox Total: The total number of items in the Inbox.
■ Archive Pending: The number of items in a pending archive state.
■ Archivable: The number of Inbox items marked for archiving.
Using Enterprise Vault Reporting 183
Overview of the Operation Reports

■ Failed to Copy: The number of items in the Exchange journal mailbox Failed
to copy folder.
■ Failed to Store: The number of items in the Exchange journal mailbox
Failed to store folder.
■ Failed DL Expansion: The number of items in the Exchange journal mailbox
Failed DL expansion folder.
■ Failed External Filter: The number of items in the Exchange journal mailbox
Failed external filter folder.
Below the results table, a second table shows the current threshold values of the
warning and critical status indicators used by the Enterprise Vault Operations
Manager Web application, if it is installed. See “Configuring the monitoring
parameters” on page 167.

Exchange Server Journal Mailbox Archiving Trends


This report shows trends in journal mailbox archiving for the specified
Microsoft Exchange Server over the selected day or week.

Note: This report will not have any data to process if Enterprise Vault
monitoring is disabled. Monitoring may be enabled or disabled either during the
configuration of Enterprise Vault, or from the Enterprise Vault Operations
Manager Web application.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site.
■ Exchange Server: Select the Microsoft Exchange Server.
■ Journal Mailbox: Select a Journal Mailbox.
■ Parameter Name: Select <ALL>, or one of the following:
■ Archivable: Inbox items marked for archiving.
■ Archive Pending: Items in a pending archive state.
■ Failed DL Expansion: The number of items in the Exchange journal
mailbox Failed DL expansion folder.
■ Failed External Filter: Items in the Exchange journal mailbox Failed
external filter folder.
■ Failed to Copy: Items in the Exchange journal mailbox Failed to copy
folder.
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■ Failed to Store: Items in the Exchange journal mailbox Failed to store


folder.
■ Inbox Total: The total number of items in the Inbox.
■ Period: Select Last Week, Week Beginning, or Specific Day.
■ Year, Month, Day: If you selected Week Beginning or Specific Day as the
Period parameter, specify the starting date or day using these parameters.

Report output
The report contains a graph showing the values for the requested journal
mailbox archiving parameter or parameters over the selected day or week.
In addition to the parameter values, each graph shows the current threshold
values of the warning and critical status indicators, as used by the Enterprise
Vault Operations Manager Web application, if it is installed. You can configure
these threshold values from the Operations Manager Web application: see
“Configuring the monitoring parameters” on page 167.

Items Archived per Hour


This report shows the volume of items archived per hour in a specified Vault
Store, or all the Vault Stores in a specified Site, over the specified period.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site
■ Vault Store: Select the Vault Store, or select <ALL>.
■ Period: Select from Last week, Week Beginning, or Specific Day.
■ Year, Month, Day: If you selected Week Beginning or Specific Day as the
Period parameter, specify the starting date or day using these parameters.

Report output
This report contains a table showing, for each hour of the specified period:
■ Items Archived: The number of items archived.
■ Total Size Archived: The total compressed size in the archive of all the items
that were archived (KB).
■ Average Size Archived: The average compressed size in the archive of all
the items that were archived (KB).
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■ Total Original Size Archived: The total original size of all the items that
were archived (KB).
■ Average Original Size Archived: The average original size of all the items
that were archived (KB).
■ Spaced Saved by Compression: The space saved in the archive by
compression (KB).
■ % Space Saved by Compression: The percentage space saved in the archive
by compression.

Mailbox Archiving Status


This report shows the archiving status of each mailbox for the specified
Microsoft Exchange Server, Domino Server, or Provisioning Group.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select the Enterprise Vault Site.
■ Mailboxes for: Select Exchange Server, Domino Server, or Provisioning
Group.
■ Name: Select a server or provisioning group. The available options depend
on what is selected in Archiving user from. The list for a provisioning group
includes an option to select Unspecified.
■ Archiving State: Select <ALL>, Enabled, Disabled, or Never Enabled. The list
displays only those options applying to the current archiving states.
■ Sorting on column: Select a report table column to sort on.
■ Sort direction: Select either Ascending or Descending sort direction for the
column on which you are sorting.

Report output
This report contains a table showing the following for each mailbox:
■ Mailbox Name: The name of the mailbox or Domino journaling location.
■ Archiving State: Enabled, Disabled or Never Enabled.
■ Mailbox Type: User mailbox or Journal mailbox.
■ Provisioning Target
■ Provisioning Group (if Exchange Server or Domino Server was selected).
■ Mailbox Server (if Provisioning Group was selected).
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At the bottom of the table, the Total Number of Mailboxes is shown.

Vault Store Savesets


This report shows the number of uncollected and collected savesets, and the
number of unmigrated and migrated collections, for each Vault Store in the
selected Enterprise Vault Site.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.

Report output
The report shows the following for each Vault Store in the Enterprise Vault Site:
■ Vault Store name
■ Uncollected Savesets: The number of uncollected savesets.
■ Collected Savesets: The number of collected savesets.
■ Unmigrated Collections: The number of unmigrated collections.
■ Migrated Collections: The number of migrated collections.

Vault Store Usage by Archive


This report shows the size and status of each archive in the selected Vault Store.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Vault Store: Select a Vault Store.

Report output
The report contains a table that lists the following data for each archive in the
selected Vault Store:
■ Archive Name
■ Billing Account: The name of the billing account.
■ Total Items: The total number of items in the Vault Store.
■ Total Size (MB): The total size of items in the Vault Store.
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■ Limit status: The archive size limit status (Enabled or Disabled). If Disabled,
then no size limit is enforced.
■ Limit Size (MB): The archive size limit.
■ Limit setting: From where the limit is set. This can be:
■ From Site: The size limit is inherited from the Site properties.
■ From Vault Store: The size limit is inherited from the Vault Store
properties.
■ From Archive: The size limit is set in the Vault Store archive properties.
■ Last Modified: The date and time when the archive was last modified.
■ Archive Description: The archive description, as obtained from the archive
properties stored in the database.
The report then provides the following summary data for the entire Vault Store:
■ Total number of items in the Vault Store
■ Number of items with original size data available: The total number of
items in the Vault Store for which original size data is available. This data is
not available for any items archived before Enterprise Vault 7.0.
■ Total size of items in the Vault Store (MB): The total space occupied in the
Vault Store by all archived items.
■ Average size of items in the Vault Store (KB): The average space occupied in
the Vault Store by all archived items.
■ Total original size of items (MB): The total original size of all the archived
items for which data is available for original size. (See Number of items
with original size data available.)
■ Average original size of items (KB): The average original size of all the
archived items for which data is available for original size.

Note: To view a Vault Store Usage by Billing Account report or Vault Store Usage
Summary report, select the appropriate link.

Vault Store Usage by Billing Account


This report shows usage by billing account for the selected Vault Store.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
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■ Vault Store: Select a Vault Store.

Report output
This report contains a table that lists the following data for each billing account
associated with the selected Vault Store:
■ Billing Account
■ Full Name: The full name of the billing account.
■ Total Items: The total number of items in the Vault Store.
■ Total Size (MB): The total size of items in the Vault Store.
■ Account Comment: The account comment, obtained from Active Directory.
The report then provides the following summary data for the entire Vault Store:
■ Total number of items in the Vault Store
■ Number of items with original size data available: The total number of
items in the Vault Store for which original size data is available. This data is
not available for any items archived before Enterprise Vault 7.0.
■ Total size of items in the Vault Store (MB): The total space occupied in the
Vault Store by all archived items.
■ Average size of items in the Vault Store (KB): The average space occupied in
the Vault Store by all archived items.
■ Total original size of items (MB): The total original size of all the archived
items for which data is available for original size. (See Number of items
with original size data available.)
■ Average original size of items (KB): The average original size of all the
archived items for which data is available for original size.

Note: To view a Vault Store Usage by Archive report or Vault Store Usage
Summary report, select the appropriate link.

Vault Store Usage Summary


This report shows the usage of each Vault Store at the selected site.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
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Report output
The report contains a table that lists the following data for each Vault Store in
the selected Enterprise Vault Site:
■ Vault Store: The name of the Vault Store.
■ Active Archives: The number of active archives in the Vault Store.
■ Total Items: The total number of items in the Vault Store.
■ Total Archived Size (MB): The total size of archived items in the Vault Store.
■ Awaiting Backup: The number of items not yet backed up.
■ SQL Server: The SQL server used by the Vault Store.
The report then provides the following summary data:
■ Total number of Vault Stores
■ Total number of active archives
■ Total number of items in Vault Stores
■ Number of items with original size data available: The total number of
items in the Vault Stores for which original size data is available. This data
is not available for any items archived before Enterprise Vault 7.0.
■ Total size of archived items (MB): The total space occupied in the Vault
Stores by all archived items.
■ Average size of archived items (KB): The average space occupied in the
Vault Stores by an archived item.
■ Total original size of items (MB): The total original size of all the archived
items for which data is available for original size. (See Number of items
with original size data available.)
■ Average original size of items (KB): The average original size of all the
archived items for which data is available for original size.

Note: To view a report showing Vault Store usage by archive for a particular
Vault Store, click the Vault Store name in the table.

Overview of the FSA Data Analysis Reports


The FSA Data Analysis Reports are available if you have configured FSA
Reporting. To access the reports, go to the Report Manager Web application
Home page and select:
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Symantec Enterprise Vault > language > Data Analysis Reports.


where language is the language for the reports.
The following reports are available from the Data Analysis Reports page:
■ Archive Points Summary
■ Drive Usage per Server
■ Drive Usage Summary
■ Duplicate Files per Server
■ Duplicate Files Summary
■ File Groups per Server
■ File Groups Summary
■ Inactive Files per Server by File Group
■ Inactive Files per Server by User
■ Inactive Files Summary
■ Storage Summary
These additional reports are available from links within other FSA reports:
■ Archive Points per File Group, available from the “Archive Points
Summary” report.
■ Largest Files in a Volume, available from the “Drive Usage per Server”
report and the “Storage Summary” report.
■ Largest Files of a Specified File Type in a Volume, available from the “File
Groups per Server” report, the “Inactive Files per Server by File Group”
report, and the “Archive Points per File Group” report.

Archive Points Summary


This report summarizes space usage information for archive points on archiving
targets on all the domain’s file servers that are configured for FSA Reporting.
The report contains information both active and archive space usage.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select the domain.
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Report output
The report contains two pie charts and a table.
The pie charts show the following:
■ Active Space Usage: Top Five Archive Points: The five archive points
occupying the most file server space.
■ Archive Space Usage: Top Five Archive Points: The five archive points using
the most archive space.
The table shows the following information:
■ Server Name: To view details for a particular server, expand that server.
■ Volume Name: Details for the volumes of a server are listed if you expand
the server in the Server Name column.
To display the archive point information for a volume, expand the volume.
■ Archive Point: Details for the archive points on a volume are listed if you
expand the volume in the Volume Name column.
To see a detailed report for a specific archive point, click the name of that
Archive Point.
See “Archive Points per File Group” on page 200.
■ Number of Files: The number of files on the file server including shortcuts.
■ Number of Archived Files: The number of files Enterprise Vault has
archived.
■ Original Size (MB): The amount of space occupied on the file server by all
the files if none had been archived.
■ Total Space Used (MB): The space occupied by unarchived files and archived
file shortcuts.
■ Space Saved (MB): The space saved by archiving.

Drive Usage per Server


This report shows the drive space usage on a specified file server.

Input parameters
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select the domain.
■ Server Name: Select a server.
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■ Disk Space Usage Warning Threshold (percent): Enables you to set a


warning threshold that, if breached, causes the drive usage details to be
displayed in red in the report table.

Report output
The report shows the drive space usage in both graphical and tabular formats.
The graph shows the percentage drive space used in each volume on the server
for which FSA Reporting is gathering data.
The table shows the following information for each volume:
■ Volume Name: To see a report listing the hundred largest files in a volume,
click the link for the volume.
See “Largest Files in a Volume” on page 201.
■ File System: The file system type.
■ Size (MB): The total amount of space in the volume.
■ Space Used (MB): The amount of space used in the volume.
■ Total Free (MB): The amount of free space in the volume.
■ Percent Free: The percentage of free space in the volume.
Entries in red in the table indicate drives with used space that exceeded the
warning threshold value, as set in the report’s Disk Space Usage Warning
Threshold (percent) input parameter.

Drive Usage Summary


This report shows the total amount of used and free space on the physical drives
of all the domain’s file servers that are configured for FSA Reporting.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.
■ Disk Space Usage Warning Threshold (percent): Enables you to set a
warning threshold that, if breached, causes the drive usage details to be
displayed in red in the report table.

Report output
The report contains a table with the following information for each server:
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■ Server Name: The name of the file server. To view a detailed report for a
particular server, click the server’s name in the Server Name column.
See “Drive Usage per Server” on page 191.
■ Size (MB): The cumulative size of all the drives of the server.
■ Space Used (MB): The cumulative amount of space used on all drives on the
server’s drives.
■ Total Free (MB): The cumulative amount of free space on all drives on the
server.
■ Percent Free: The cumulative free space on all drives, as a percentage.
Entries in red in the table indicate drives with used space that exceeded the
warning threshold value, as set in the report’s Disk Space Usage Warning
Threshold (percent) input parameter.

Duplicate Files per Server


This report provides information on users with duplicate files on a specified file
server. It identifies duplicates based on the file name, file size, and owner.

Input parameters
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select the domain.
■ Server Name: Select a server.

Report Output
The report contains two pie charts and a table. The pie charts show the
following:
■ Duplicate files by number: top five users: The five users on this server with
the greatest number of duplicates.
■ Duplicate files by size: top five users: The five users on this server
consuming the most disk space with duplicates.
The table shows the following information about each user with duplicate files:
User Name: The user name. To view details for this user by volume, expand the
user name.
Volume: A volume containing duplicates. To see this level of detail, expand the
user name.
Number of Files: The number of files owned by the user.
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Number of Duplicate Files: The number of files that are identical. For example, if
there are five identical sets of ten files, the number of duplicate files will be 50.
Space Used (MB): The space occupied by the user’s files.
Duplicate Space Used (MB): The space occupied by the identical files.
Space Wasted (MB): The excess space occupied by the additional copies of the
duplicates. For example, if there are five identical sets of ten files, the wasted
space will be four-fifths of the Duplicate Space Used.

Duplicate Files Summary


This report provides information on users with duplicate files on all the
domain’s file servers configured for FSA Reporting. It identifies duplicates
based on the file name, file size, and owner.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.

Report output
The report contains two pie charts and a table. The pie charts show the
following:
■ Duplicate files by number: top five users: The five users with the greatest
number of duplicates.
■ Duplicate files by size: top five users: The five users consuming the most
disk space with duplicates.
The table shows the following information about each user with duplicate files:
■ User Name: The user name. To view details for this user on a per server
basis, expand the user name.
■ Server Name: The table shows figures on a per server basis if you expand a
name in the User Name column.
To see a detailed report on the duplicate files for a specific server, click the
link for that server. The “Duplicate Files for a Server” report is displayed.
See “Duplicate Files per Server” on page 193.
Number of Files: The number of files owned by the user.
Number of Duplicate Files: The number of files that are identical. For example, if
there are five identical sets of ten files, the number of duplicate files will be 50.
Space Used (MB): The space occupied by the user’s files.
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Duplicate Space Used (MB): The space occupied by the identical files.
Space Wasted (MB): The excess space occupied by the additional copies of the
duplicates. For example, if there are five identical sets of ten files, the wasted
space will be four-fifths of the Duplicate Space Used.

File Groups per Server


This report shows Enterprise Vault file group space usage for a particular file
server. The data includes the original file sizes, and the file server space used
after archiving.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select the domain.
■ Server Name: Select a server.

Report output
The report displays the two pie charts and a table.
The pie charts give a visual summary of:
■ Active Space Usage by File Group: The amount of file server space occupied
by each file group.
■ Archive Space Usage by File Group: The amount of archive space occupied
by each file group.
The table gives a detailed breakdown of the space usage details for each file
group. It shows the following data:
■ File Group: The name of the file group. To see details for a file group on a
per volume basis, expand the file group.
■ Volume: Volume details are shown if you expand a file group in the File
Group column. To see details for individual file types, expand the volume.
■ File Types: File type details are shown if you expand a volume in the Volume
column.
To view the hundred largest files of a file type in a volume, click a file type
link.
See “Largest Files of a Specified File Type in a Volume” on page 202.
■ Number of Files: The number of files of this file group on this server,
including shortcuts.
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■ Number of Archived Files: The number of files of this file group that have
been archived.
■ Original Size (MB): The amount of space that would be occupied on the file
server by all the files if none had been archived.
■ File Server Space Used (MB): The space occupied on the file server by the
shortcuts for the archived files.
■ Space Saved (MB): The space saved on the file server as a result of
archiving.

File Groups Summary


This report provides file counts and storage space data for the files in each
Enterprise Vault file group, for all the domain’s file servers configured for FSA
Reporting. The data includes the original file sizes, and the file server space
used after archiving.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select the domain name.

Report output
The report displays the two pie charts and a table.
The pie charts give a visual summary of:
■ Active Space Usage by File Group: The amount of file server space occupied
by each file group.
■ Archive Space Usage by File Group: The amount of archive space occupied
by each file group.
The table gives a detailed breakdown of the space usage details for each file
group. It shows the following data:
■ File Group: The name of the file group. To see details for a file group on a
per server basis, expand the file group.
■ Server: Server details are shown if you expand a file group in the File Group
column. To see details for individual file types, expand the server.
■ File Types: File type details are shown if you expand a server in the Server
column.
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■ Number of Files: The number of files of this file group on this server,
including shortcuts.
■ Number of Archived Files: The number of files of this file group that have
been archived.
■ Original Size (MB): The amount of space that would be occupied on the file
server by all the files if none had been archived.
■ File Server Space Used (MB): The space occupied on the file server by the
shortcuts for the archived files.
■ Space Saved (MB): The space saved on the file server as a result of
archiving.

Inactive Files per Server by File Group


This report shows the space used by files that have not been modified or
accessed over the specified period. The files are listed by file group.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.
■ Server Name: Select a server.
■ Summary Criteria: Select whether to show a report for files created before,
not accessed in, or not modified in the Interval (Days).
■ Interval (Days): Select a period for the Summary criteria parameter.

Report output
The report displays a chart and a table.
The chart displays a graphical representation of the space used by each file
group.
The table gives a detailed breakdown of the space usage details for each file
group. It shows the following data:
■ File Group: The name of the file group with inactive files. To see details for a
file group on a per volume basis, expand the file group.
■ Volume: Volume details are shown if you expand a file group in the File
Group column. To see details for individual file types, expand the volume.
■ File Type: File type details are shown if you expand a volume in the Volume
column.
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To view the hundred largest files of a file type in a volume, click a file type
link.
See “Largest Files of a Specified File Type in a Volume” on page 202.
■ Number of Files: The number of files that are inactive.
■ Space Used (MB): The space occupied on the file server by the inactive files.

Inactive Files per Server by User


This report shows the space used by files that have not been modified or
accessed over the specified period. The files are listed by user.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.
■ Summary Criteria: Select whether to show a report for files created before,
not accessed in, or not modified in the Interval (Days).
■ Interval (Days): Select a period for the Summary criteria.

Report output
The report displays a chart and a table.
The chart displays a graphical representation of the space used by each file
group.
The table gives a detailed breakdown of the space usage details for each file
group. It shows the following data:
■ User Name: The name of a user with inactive files. To see details for a user
on a per volume basis, expand the user.
■ Volume: Volume details are shown if you expand a user in the User Name
column.
■ Number of Files: The number of files that are inactive.
■ Space Used (MB): The space occupied on the file server by the inactive files.

Inactive Files Summary


This report shows the space used by files that have not been modified or
accessed over the selected period. It includes files on all file servers that have
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been configured for FSA Reporting in the domain You can choose to list the files
by user or file group.

Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.
■ Summary Criteria: Select whether to show a report for files created before,
not accessed in, or not modified in the Interval (Days).
■ Interval (Days): Select a period for the Summary criteria.
■ List by: Select whether to report on Users or File Groups.

Report output
The report output contains a pie chart and a table.
The pie chart shows the space usage by each file group or use, depending on
which access type you selected.
The table shows the following information for the summary criteria you
selected:
■ File Group or User Name: The name of the file group or user with inactive
files, depending on which “Group by” parameter you selected. To see details
on a per server basis, expand an entry in this column.
■ Server Name: The name of the server containing inactive files. To see
details on a per volume basis, expand the server.
To run a detailed report on the inactive files for a specific server, click the
server name.
See “Inactive Files per Server by File Group” on page 197.
■ Volume: Shows volume details, if you expanded a server in the Server Name
column.
■ Number of Files: The number of files that are inactive.
■ Space Used (MB): The space occupied on the file server by the inactive files.

Storage Summary
This report provides information on the number of archived files for each FSA
target. It also shows the space used and saved on the file server as a result of
archiving.
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Input parameters
You can specify the following parameters for this report:
■ Site Name: Select an Enterprise Vault Site.
■ Domain Name: Select a domain.

Report output
The report output contains two pie charts and a table.
The pie charts show the following:
■ Top five volumes by active space usage: The five volumes with the most
used space.
■ Top five volumes by archive space usage: The five volumes using the most
archive space.
The table lists the following details for each server for which FSA Reporting is
gathering data:
■ Server Name: The server name. To see details on a per volume basis, expand
the server name.
■ Volume Name: The volume name. Click a volume name to view a report
listing the one hundred largest files in the volume.
See “Largest Files in a Volume” on page 201.
■ File System Type: The file system type, such as NTFS.
■ Number of Archived Files:
■ Original Storage Space (MB): The amount of space occupied by archived
files before archiving.
■ Storage Space After Archiving (MB): The amount of space occupied by
archived files on the volume, after archiving.
■ Space Saved (MB): The space saved on the volume as a result of archiving.

Archive Points per File Group


To view a report on file counts and storage space information for a specific
archive point, select the hyperlink for that archive point from within the
Archive Points Summary report.
See “Archive Points Summary” on page 190.
The report shows file space usage by Enterprise Vault file group.
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Report Output
The report output contains two pie charts and a table.
The pie charts show the following:
■ Active space usage by file group: The space occupied on the volume by each
file group.
■ Archive space usage by file group: The archive space occupied by each file
group.
The table lists the following details for each server for which FSA Reporting is
gathering data:
■ File Groups: Expand a file group to see details for individual file types in
that group.
■ File Type: Click a file type to run a report on the largest files of that file type
in the volume.
See “Largest Files of a Specified File Type in a Volume” on page 202.
■ Total Files: The total number of files, including those archived.
■ Total Space: The space occupied by unarchived files and shortcuts for
archived files.
■ Archived Files: The number of archived files.
■ Archived Size: The total size of the archived files.

Largest Files in a Volume


To view a report listing details of the one hundred largest files in a volume, click
the volume hyperlink in the Volume Name column in the table in the following
reports:
■ The “Drive Usage per Server” report. See “Drive Usage per Server” on
page 191.
■ The “Storage Summary” report. See “Storage Summary” on page 199.

Report output
The report consists of a table showing the following details for the one hundred
largest files in the volume:
■ File path: The full path for the file.
■ Size (KB): The file size in KB.
■ Creation Time: The date and time when the file was created.
■ Last Accessed: The date and time when the file was last accessed.
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■ Last Modified: The date and time when the file was last modified.

Largest Files of a Specified File Type in a Volume


To view a report on the one hundred largest files of a particular file type in a
volume, click the hyperlink for the appropriate file type in the File Types column
of the table in the following reports:
■ The “File Groups per Server” report. See “File Groups per Server” on
page 195.
■ The “Inactive Files per Server by File Group”. See “Inactive Files per Server
by File Group” on page 197.
■ The “Archive Points per File Group” report. See “Archive Points per File
Group” on page 200.

Report output
The report’s table lists up to one hundred files meeting the stated criteria, in
size order. The table contains the following information for each file:
■ File path: The full path for the file.
■ Size (KB): The file size in KB.
■ Creation Time: The date and time when the file was created.
■ Last Accessed: The date and time when the file was last accessed.
■ Last Modified: The date and time when the file was last modified.
Chapter 11
Exporting archives
This chapter includes the following topics:
■ About the Export Archive wizard
■ Moving a mailbox
■ Importing (migrating) exported files
■ Starting the export

About the Export Archive wizard


The Export Archive wizard lets you export archived items as follows:
■ Archives to PST files
This is useful when:
■ You want to give a user a personal copy of archived items, perhaps to
use when out of the office.
■ You want to send individual mailbox archives somewhere for
safekeeping.
■ You are moving a mailbox and want to move the user's archived items
without first restoring them to the mailbox; see “Moving a mailbox” on
page 204.
■ Archives to their original mailboxes
This is useful when:
■ You are transferring mailboxes and want to send the users' archived
items too.
■ You have been running a pilot installation of Enterprise Vault and now
want to copy everything that has been archived back to the original
mailboxes.
■ A single archive to a chosen mailbox
204 Exporting archives
Moving a mailbox

This could be useful when:


■ A person takes over an existing role within the company. You could, for
example, export everything archived from the old mailbox with the
Business retention category to the new mailbox.
■ There is a legal investigation: you could want to copy everything that
has been archived from a particular mailbox to a new mailbox, ready
for subsequent investigation.
You can export only items that have been archived from mailboxes, not items
archived from public folders or SharePoint workspaces.
When you export, you can filter the output by date and by retention category.
So, for example, you could export items less than a year old that were archived
with a retention category of Business.
When you export to PST files, the wizard lets you control the maximum size of
the output files. The default maximum of 600 MB is ideal for writing to CD. If a
file reaches the maximum size, the wizard automatically creates a numbered
sequence of files, none of which exceeds the maximum size.
Folders in PST files can contain a maximum of 16,383 items. This is a PST file
limitation. If a folder reaches this limit the Export Archive wizard automatically
creates a new folder of the same name but with a number suffix. For example, if
folder 'Inbox' is full, the Export Archive wizard automatically creates 'Inbox 1' to
hold further items.
The wizard creates, for each PST file, a configuration file that you may need if
you intend to import the PST file contents back into Enterprise Vault.
You can import files that have been exported, so it is possible to move someone's
archived items to another Enterprise Vault system; see “Importing (migrating)
exported files” on page 205.

Moving a mailbox
When you export archives to PST files, the export wizard automatically creates
a configuration file for each PST file. These configuration files are needed if the
PST files are later migrated (imported) to Enterprise Vault. They enable
Enterprise Vault to modify shortcuts in the mailbox to point to the new archive
locations.
In summary, the process of moving a mailbox with its associated archive is as
follows:

The administrator at the original location


1 Closes the mailbox and stops archiving it.
Exporting archives 205
Importing (migrating) exported files

2 Exports the mailbox archive to one or more PST files, making sure to split
the PST files by retention category.
3 Sends the exported PST files, with their configuration files, to the
administrator at the new location.

The administrator at the new location


1 Copies the original mailbox and enables archiving for it. The copy includes
all the original shortcuts.
2 Looks at the configuration files that were supplied with the PST files to
determine the retention categories to use when importing.
3 Makes sure that each PST file is in the same folder as its corresponding
configuration file.
4 Uses PST Migration to import all the items in the PST into the new archive.
During the import, shortcuts in the mailbox are automatically modified to
point to the new location of the archived items.

Importing (migrating) exported files


When you export archives to PST files, a configuration file is automatically
created for each PST file. This configuration file contains information that is
needed if you intend to import the PST file contents back into Enterprise Vault,
including:
■ The retention category that was applied to all the items in the PST file
■ The Vault ID, which is needed to correct shortcuts that have been broken by
the move
At the bottom of the configuration file there is a section called
[RETENTION_CATEGORY] that shows details of the retention category that
applies to all the items in the corresponding PST file.
The [RETENTION_CATEGORY] section is present only if they were exported
with Split PST files by retention category selected in the Export Archive wizard.
When you import, the wizard tries to match the existing retention categories to
the ones in the PST configuration file.
If the section is not present, then there is no way to determine the original
retention category of the items.

Example configuration file


This example configuration file shows that the retention category Personal was
used when all the items in JohnSmith_Export_0001.pst were archived.
206 Exporting archives
Starting the export

[PST]
FILENAME = JohnSmith_Export_0001.pst
DESCRIPTION = John Smith
CREATED = 22Aug2002 10:01 AM
ORIGIN = EXPORT_ARCHIVE
[MAILBOX]
NAME = John Smith
MAILBOXDN = /O=ACME/OU=LEGAL/CN=RECIPIENTS/CN=JOHNS
EXCHANGESERVER = EXCH01
[USER]
FIRSTNAME = John
LASTNAME = Smith
DEPT = Legal
TITLE = Audit Manager
[VAULT]
NAME = John Smith
DESCRIPTION = Created by Enable Mailbox Wizard
VAULTID =
19A33926632EA274B9822FDBCA82CA09B1110000laguna3.win.kvsinc.com
VAULTSTORENAME = CCV4VS
[RETENTION_CATEGORY]
NAME = Personal
DESCRIPTION = Personal items
PERIOD = 60
PERIODUNITS = MONTHS
It is possible that the retention category does not match any retention category
in your Enterprise Vault site. In this case you must decide on a suitable action:
■ You can use an existing retention category that most closely matches the
retention category in the configuration file.
■ You can create a new retention category to match the one in the
configuration file. However, this new retention category will then be
available to all users and you may find that its name is likely to confuse
existing users.

Starting the export


To start the export
1 In the left-hand pane of the Administration Console, right-click the
Archives icon.
2 On the shortcut menu, click Export.
3 Work through the Export Archive wizard to complete the export.
Chapter 12
File System Archiving
This chapter comprises the following topics:
■ About File System Archiving
■ Managing file servers
■ Managing volumes
■ Managing folders and archive points
■ Managing archive points
■ Scheduling
■ Tips on archiving policy rules
■ Copying a policy
■ Restrictions
■ Results of modifying folders
■ Version pruning
■ Configuring and managing retention folders
■ Configuring and running FSA Reporting

About File System Archiving


You can set up Enterprise Vault File System Archiving to archive files from
network shares (volumes). Users can then access the archived files using
shortcuts in the original locations, Archive Explorer, or the browser search
page.
When you configure archiving for a volume you place an archive point to control
which folders are archived and which archive is used to store files from a
particular folder and its subfolders.
208 File System Archiving
About File System Archiving

Internet and placeholder shortcuts


When a file is archived, Enterprise Vault can, optionally, leave one of the
following types of shortcut in its place:
■ An internet (URL) shortcut. This is a .url text file containing a hypertext
link to the archived file.
■ A placeholder. This is a special file that appears exactly as the original file
but, when opened, forces Enterprise Vault to fetch the archived file. If you
want to use placeholders on an NTFS file server, then you must install the
FSA Agent on the file server.
See “The FSA Agent” on page 208.
Note that Enterprise Vault cannot create placeholders for certain legacy files.
This is particularly true of files that have extended attributes because they were
previously stored in an HPFS (OS/2) file system.

File Blocking
The File Blocking feature enables you to do the following:
■ Limit users' disk space by monitoring and enforcing disk usage policies in
real time.
■ Prevent unwanted files from being saved on monitored server volumes.
You configure File Blocking within a volume policy and then apply that policy to
disk volumes. It is possible for the volumes also to be processed by a File System
Archiving task, but there is no requirement to do this.
For details of setting up File Blocking, see the Installing and Configuring manual.

The FSA Agent


The FSA Agent consists of the following FSA services:
■ Enterprise Vault File Placeholder Service
■ Enterprise Vault File Blocking Service
■ Enterprise Vault File Collector Service (used by FSA Reporting)
These services run in different locations, depending on the type of file server
archiving:
■ For NTFS file servers, you must install the FSA Agent on the file server if
you which to use placeholder shortcuts, implement File Blocking, or collect
data for FSA Reporting.
■ For NetApp filers, the Placeholder Service and File Collector service run on
the Enterprise Vault server and access the Celerra device using CIFS. To
File System Archiving 209
Managing file servers

implement File Blocking you must configure a Windows server in the


Administration Console as a file server, and install the FSA Agent on the
Windows server to provide a File Blocking agent server for the NetApp filer.
■ For EMC Celerra devices, the Placeholder Service and File Collector service
run on the Enterprise Vault server and access the Celerra device using CIFS.
File Blocking on Celerra devices is not supported.
You can install the FSA Agent on file servers from the Administration Console,
as described in the Installing and Configuring manual.

Note: If you want to make the FSA services highly available in a clustered
environment, see the Installing and Configuring manual for details.

Overview of Configuring File System Archiving


Configure File System Archiving for a new file server as follows.

To configure File System Archiving for a new file server


1 Add the file server to File System Archiving. For instructions on how to do
this, see the Installing and Configuring manual.
2 Create a volume policy, unless you have one already that is suitable.
3 Add a volume and apply the volume policy.
4 If you want to override the volume policy for individual folders, create a
folder policy.
5 Add folders and archive points as required. Set up Retention Folders if you
require them.
6 Schedule the File System Archiving task so that it archives the new file
server at the required times.
7 Configure FSA Reporting, if required.

Managing file servers


This section comprises the following topics:
■ Backing up a file server
■ Virus-checking a file server
■ Controlling file recalls
■ Deleting a file server
210 File System Archiving
Managing file servers

For instructions on how to add a file server to File System Archiving, see the
Installing and Configuring manual.

Backing up a file server


You can use your normal backup software to back up file server disks that are
processed by File System Archiving.
If you find that your backup software causes the Placeholder service to recall
files, you can use the supplied EVFSABackupmode.exe program to place the
file server into a backup mode. When the file server is in backup mode, it does
not recall any files. Note that backup mode does not affect archiving; it merely
stops files from being recalled.
To determine whether your backup software is recalling files, do one of the
following:
■ Use Windows Explorer to list files that have been backed up. Placeholder
shortcuts have their own icon.
■ Check the File System Archiving report file. If files were recalled on the
previous backup run, successive reports will show that an increasing
number of files have been turned into placeholder shortcuts.
EVFSABackupmode.exe is in the Enterprise Vault program folder (normally
C:\Program Files\Enterprise Vault). Run EVFSABackupmode.exe
specifying the name of a file server that is running a Placeholder service. You
can run EVFSABackupmode.exe from the Enterprise Vault program folder, or
copy it to another folder, or copy it to another computer, which does not need to
be an Enterprise Vault server, as required.
The syntax for EVFSABackupmode.exe is:
EVFSABackupmode.exe backup | normal <Server>
[DirectoryComputer]
where
■ Server is the name of the file server that is running a Placeholder service.
■ DirectoryComputer is the name of the Enterprise Vault Directory
service computer. This is required only when you are backing up a NetApp
Filer. In this case, Server is the name of the NetApp Filer.

Examples
■ To place a file server called MyServer into backup mode:
EVFSABackupmode.exe backup MyServer
■ To place a NetApp Filer called MyFiler into backup mode when the
Directory service computer is called MyDirServ:
File System Archiving 211
Managing file servers

EVFSABackupmode.exe backup MyFiler MyDirServ

Restricting backup mode to groups of users


The Placeholder service backup mode prevents archived files from being
recalled. You can restrict the backup mode to members of the following groups:
■ The computer local group Enterprise Vault Backup Operators
■ The domain universal, global, or local group Enterprise Vault Backup
Operators
When you restrict backup mode in this way, people who are not in those groups
can still recall files as normal.
To put all Placeholder services in the site into backup mode:
EvFSABackupMode -backup <DirectoryComputerName>
where <DirectoryComputerName> is the name of the computer that runs
the Enterprise Vault Directory service.
To return all Placeholder services in the site to normal running:
EvFSABackupMode -normal <DirectoryComputerName>

Virus-checking a file server


Enterprise Vault placeholder shortcuts appear to the operating system as
markers for offline files. Some antivirus programs can be configured to ignore
offline files, but other cannot.
■ If you can configure your antivirus program to ignore offline files, do so
before running virus scans on disks with Enterprise Vault placeholder
shortcuts.
■ If you cannot configure your antivirus program to ignore offline files, every
placeholder that it checks will result in an offline file being recalled. In this
case, you can use the supplied EVFSABackupmode.exe program to place
the file server into backup mode before scanning. When the file server is in
backup mode, it does not recall any files at all, so you can run the virus scan
and then run EVFSABackupmode.exe again to return the file server to
normal mode.
See the Certification Tables manual for a list of antivirus programs that have
been tested by Symantec. Other antivirus programs that have not been tested,
but which can be configured to ignore offline files, will probably work with File
System Archiving.
212 File System Archiving
Managing file servers

Controlling file recalls


For file servers other than NetApp Filer devices, it is possible to specify a list of
programs that are prohibited from recalling archived items. This is most likely
to be useful if you use an antivirus or backup program that does not honor the
file system offline attribute.
You specify the list of programs by editing a registry value on each computer
that is running a Placeholder service. This is a string value, ExcludedExes,
under the following registry key:
HKEY_LOCAL_MACHINE
\Software
\KVS
\Enterprise Vault
\FSA
\PlaceholderService
To specify a list of prohibited programs, edit ExcludedExes to specify the
names of the program executable files, separated by semicolons (;).
For example, to exclude Windows Explorer, ”MyBackupProgram”, and a
program called ”MyAntivirus”, you could specify:
Explorer.exe;MyBackupProgram.exe;MyAntivirus.exe
If you change the list of prohibited programs, you must restart the Placeholder
service to make the change take effect. It is possible to specify a list of programs
that are prohibited from recalling archived items. This is most likely to be useful
if you use an antivirus or backup program that does not honor the file system
offline attribute.

Deleting a file server


You can delete a file server if necessary. When you delete a file server, you
remove the server and all its volumes and folders from the list of servers that
will be processed. If you merely intend to suspend archiving of this server for a
while, you could to either of the following:
■ Edit the server's properties and clear Archive this file server.
■ Stop the tasks that process this file server. If the tasks process other file
servers this would also stop archiving from those servers.
You cannot delete a file server that is currently being processed.
Note that deleting a file server does not delete files or archived files; it merely
removes the file server from the Administration Console.
File System Archiving 213
Managing volumes

To delete a file server


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
2 For each server with a task that processes the file server you want to delete,
do the following:
a Expand the server.
b Click Tasks.
c Right-click the task that processes the file server you want to delete
and, on the shortcut menu, click Stop.
3 Expand the Archiving Targets container.
4 Expand the File Server container.
5 Expand the file server you want to delete.
6 Under the file server your want to delete, do the following for each volume:
a Right-click the volume and, on the shortcut menu, click Delete.
There is a warning that deleting the volume will delete all the folders
beneath.
b Click Yes to delete the volume.
7 Right-click the file server that you want to delete and then, on the shortcut
menu, click Delete.
The Administration Console displays a warning that deleting the file server
will delete all its archiving volumes and folders.
8 Click Yes.

Managing volumes
This section comprises the following topics:
■ Creating a volume policy
■ Adding a volume
■ Adding the first Celerra volume
■ Processing a volume immediately
■ Deleting a volume
214 File System Archiving
Managing volumes

Creating a volume policy


A volume policy contains settings that are to be applied to a complete volume,
unless overridden by specific folder policies.
The wizard asks you the following:
■ What name and description to use for the new policy.
■ Whether to enable quotas and, if so, what quotas to use.
■ Which Retention Category to apply.
■ Whether to leave shortcuts (Placeholder shortcuts or Internet links) to
archived files. If you decide to leave Placeholder shortcuts you must install
an FSA Agent on any NTFS file server to which this policy will be applied.
See the Installing and Configuring manual for details.
■ Which archiving rules to apply as part of the policy.

To create a volume policy


1 In the Administration Console, expand the Enterprise Vault site until the
Policies container is visible.
2 Expand the Policies container.
3 Expand the File Archiving container.
4 Right-click Volume and then, on the shortcut menu, click New and then
Policy.
5 Work through the New Policy wizard.

Adding a volume
Use the New Volume wizard to add a volume to a file server.
The wizard asks you the following:
■ Which volume to add.
■ Which vault store to use files archived from this volume.
■ Which File System Archiving Task to use to process this volume.
■ Which volume policy to apply when archiving from this volume.
If FSA Reporting is configured, the wizard also allows you choose whether to
enable FSA Reporting for this volume.
Before adding the first volume on a Celerra device, ensure you have specified a
cache location.
See “Adding the first Celerra volume” on page 215.
File System Archiving 215
Managing volumes

To add a volume
1 In the Administration Console, expand the Enterprise Vault site until the
Archiving Targets container is visible.
2 Expand the Archiving Targets container.
3 Expand the File Server container to show the file servers that have been
added.
4 Right-click the file server from which you want to add a volume and then,
on the shortcut menu, click New and then Volume.
5 Work through the wizard to finish adding the volume.
6 In the Administration Console, right-click the new policy you have added
and, on the shortcut menu, click Properties.
7 Review the volume policy properties and modify them as required.
8 Click OK to close the volume policy properties.

Adding the first Celerra volume


In order to improve performance, an Enterprise Vault server that retrieves files
from a Celerra device requires a location to use for temporary files.
Before you add the first volume on a Celerra device you must specify a folder
that is local to the Enterprise Vault server that can be used for caching
temporary files.

Note: Once you have specified a cache location you cannot change it later.

To specify a cache location


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
2 Expand the Enterprise Vault Servers container.
3 Right-click the server that will archive from the Celerra and, on the
shortcut menu, click Properties.
4 Click the Cache tab.
5 Under Cache Location, enter an existing path on the server that can be used
to cache files retrieved from the Celerra.
You can now add the Celerra volume as described in Adding a volume.
216 File System Archiving
Managing folders and archive points

Deleting a volume
You can delete a volume if necessary. When you delete a volume, you remove the
volume and all its folders from the list of volumes that will be processed. If you
merely intend to suspend archiving of this volume for a while, edit the volume’s
properties and select Do not archive this volume.
You cannot delete a volume that is currently being processed.

To delete a volume
1 In the Administration Console, right-click the volume that you want to
delete and then, on the shortcut menu, click Delete.
If there are folders on this volume that have been set up for archiving, there
is a warning that deleting the volume will delete all its folders.
2 Click Yes.

Managing folders and archive points


This section includes the following topics:
■ Creating a folder policy
■ Adding a folder and archive point
■ Deleting a folder

Creating a folder policy


A folder policy contains settings that are to be applied to specific folders. These
settings override volume policy settings.
To make for easier management, you are recommended not to create folder
policies for folders that have a short life, such as temporary folders. It is better
to create folder policies for folders that will have a long life, such as a user's root
folder.

To create a folder policy


1 In the Administration Console, expand the Enterprise Vault site until the
Policies container is visible.
2 Expand the Policies container.
3 Expand the File Archiving container.
4 Right-click Folder and then, on the shortcut menu, click New and then
Policy.
5 Work through the New Policy wizard.
File System Archiving 217
Managing folders and archive points

Adding a folder and archive point


You can add folders that File System Archiving processes with different policies
from the volume policy. The volume policy applies to the whole volume so there
is no need to add folders unless you want them to be processed differently from
the rest of the volume.
The New Folder wizard asks for:
■ The relative path on the volume of the folder that you are adding.
Note that it is possible to add a folder and place archive points on all
subfolders of that folder. If you have many folders to enable this may be
easier than running the wizard many times.
■ The name of the policy to use when archiving from the new folder or its
subfolders.

Note: Retention Folder policies are special policies that allow you to add a
predefined folder hierarchy to folders in the target volume. For more
information on retention folders, and how to add folders for use with
retention folder policies see “Configuring and managing retention folders”
on page 230.

■ Whether to archive from the selected folder.


■ Whether to archive from subfolders of the selected folder.
■ How many archive points to create. You can create any of the following:
■ An archive point for the selected folder.
■ An archive point for each subfolder of the selected folder. A new
archive will be created for each existing subfolder.
■ Archive points for subfolders of the existing folder and for new
subfolders when they are created. The existing folder is referred to as
an “auto-enabling” folder.The archive points for subfolders are created
when the archiving task runs in normal mode.
This can be useful when you have a folder containing users’ subfolders
and want to create an archive point for each user’s subfolder. When
you add subfolders for new users, archive points are automatically
created.
If you choose this option, make sure that there is no archive point on
any of the parent folders, or on the volume.
■ No archive point. This enables you to use the same archive as for
higher-level folders but to choose a different archiving policy for the
selected folder.
218 File System Archiving
Managing archive points

To add a folder and archive point


1 In the Administration Console, expand the Enterprise Vault site until the
File Servers container is visible.
2 Expand the File Servers container to show the file servers that have been
added.
3 Expand the file server that has the folder you want to add.
4 Right-click the volume that has the folder you want to add and then, on the
shortcut menu, click New and then Folder.
5 Work through the wizard to finish adding the folder.
If a file is not matched by the rules in a folder policy then, by default,
Enterprise Vault applies the rules in the volume policy and tries to find a
match there. If you want to force Enterprise Vault not to do this, edit the
folder properties in the Administration Console and select Ignore volume
rules for this folder.

Deleting a folder
You can delete a folder if necessary. If you merely intend to suspend archiving of
this folder for a while, edit the folder's properties in the Administration Console
and select Do not archive this folder.
You cannot delete a folder that is currently being processed.

To delete a folder
1 Right-click the folder that you want to delete and then, on the shortcut
menu, click Delete.
2 Click Yes to confirm that you want to delete the folder.

Managing archive points


To archive files from a folder, both the following conditions must apply:
■ You must have added the volume. See “Adding a volume” on page 214.
■ You must have created a suitable archive point.
You create archive points to control which folders can be archived. Enterprise
Vault then creates a new archive for each archive point that it finds. Beneath an
archive point you can apply folder policies to control which folders are actually
archived.
File System Archiving 219
Managing archive points

Where possible, Enterprise Vault uses hidden file streams to indicate archive
points. The stream archive points are used on Windows 2000 and Windows 2003
NTFS volumes.
If the file system does not support streams, Enterprise Vault uses hidden XML
files to mark archive points. These file archive points are required on:
■ Windows 2000 FAT volumes
■ Other file systems
When the Enterprise Vault archive server runs, it creates a new archive for the
folder with the same name as the archive point folder. The site defaults are used
to supply the other attributes of the archive, but you can override the defaults.
The easiest way to manage archive points is to use the Administration Console.
Additionally, there is a command-line tool, ArchivePoints. For information on
how to use ArchivePoints to create, delete, list, show contents, and update
archive points, see ArchivePoints in the Utilities manual.

Listing, editing, and deleting archive points


To list, edit, or delete archive points
1 In the Administration Console, expand Archiving Targets.
2 Expand File Server.
3 Expand the file server that hosts the volume you want to manage.
4 Right-click the volume you want to manage and, on the shortcut menu, click
Archive Points.
5 Expand the Archive Points listing. Archive points are shown as follows:

Icon Meaning

Folder with archive point

Auto-enabling folder

6 To edit an archive point, click the archive point to select it and then click
Edit.
220 File System Archiving
Managing archive points

7 To delete an archive point, click the archive point to select it and then click
Remove.
8 To remove archive points that have been added by an auto-enabling folder:
a Click the auto-enabling folder to select it and then click Edit.
b Select Do not create archive points for immediate subfolders.
c Select Delete existing archive points from immediate subfolders.
d Click OK.

Tip: You can also get a list of archive points by processing a server or volume in
Report Mode. The report that is generated lists all the archive points.

Creating archive points manually


This section describes how to create an archive point manually. There is no
requirement for you to create archive points manually.
The easiest way to create an archive point is to use the Administration Console.
As an alternative, you can use the ArchivePoints command line utility. If, for
some reason, you do not want to use either of these methods, then you can
follow the instructions in this section to create an archive point manually.

To create a stream archive point manually


1 Create a template file that contains the following:
<archivePoint> </archivePoint>
2 In a Command Prompt window, type the following command to add the
contents of the template file as a named stream to the folder that you are
turning into an archive point:
type TemplateName > TargetFolder:EVArchivePoint.xml
where:
■ TemplateName is the name of the file that contains the archive point
information.
■ TargetFolder is the full path of the folder to which you are adding
an archive point.
■ EVArchivePoint.xml is the name you must use for the hidden file
stream.
For example, if you have a template called archivepoint.xml and a user's
share called i:\users\Isaac Newton, the command would be:
File System Archiving 221
Scheduling

type archivepoint.xml > "i:\users\Isaac


Newton:EVArchivePoint.xml"
This adds the contents of archivepoint.xml as a data stream attribute of
the folder.
You can override the default attributes if required.

To create a file archive point manually


1 Create a template file called EVArchivePoint.xml that contains the
following text:
<archivePoint> </archivePoint>
2 Copy EVArchivePoint.xml to each folder that you want to be an archive
point.

Scheduling
This section comprises the following topics:
■ Scheduling File System Archiving
■ Scheduling expiry
■ Scheduling permissions synchronization

Scheduling File System Archiving


A File System Archiving processes its target servers according to the schedule
that you define for that task. You can define an individual schedule for each File
System Archiving task, or you can use the site schedule.

To configure a schedule for a file server


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
2 Expand Enterprise Vault Servers.
3 Expand the Enterprise Vault server that runs the task you want to modify.
4 Click Tasks.
5 Right-click the name of the File System Archiving task you want to modify
and, on the shortcut menu, click Properties.
6 Click the Schedule tab.
7 Define the schedule that you require and then click OK.
222 File System Archiving
Scheduling

Note: In addition to the normal scheduling, you can use the supplied
FSARunNow command-line utility to run File System Archiving as required. For
more information on FSARunNow, see the Utilities manual.

Scheduling expiry
When an item's retention period expires, File System Archiving can
automatically delete it. File System Archiving does this according to the
schedule that you define with the Administration Console, on the Storage Expiry
tab of the Site Properties dialog box.
File System Archiving does not delete archived items when either of the
following conditions applies:
■ On the Storage Expiry tab of the Site Properties dialog box, the schedule is
set to Never or you have checked Run in report mode.
■ On the Advanced tab of the Archive Properties dialog box, Delete expired
items from this archive automatically is unchecked.

Scheduling deletion from Celerra


Celerra deletion takes place if you have chosen either of the following
placeholder options in the Celerra volume policy:
■ Delete archived file when placeholder is deleted
■ Delete archived file when placeholder is recalled
The deletion takes place once or twice each day, according to the schedule you
define.

To schedule deletion from Celerra


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
2 Expand Enterprise Vault Servers.
3 Expand the Enterprise Vault server that runs the File System Archiving
task to archive from the Celerra device.
4 Click Tasks.
5 Right-click the File System Archiving task and, on the shortcut menu, click
Properties.
6 Click the Celerra tab.
7 Set the AM and PM deletion times that you require.
File System Archiving 223
Using Run Now

8 Click OK.

Note: The deletion mechanism requires that the Celerra device has FileMover
logging enabled. You can check that the logging is enabled from the EMC Celerra
tab in the properties of each Celerra volume.

Scheduling permissions synchronization


File System Archiving automatically synchronizes archive permissions with
folder permissions. The automatic synchronization run takes place once or
twice each day.
It is possible to turn off automatic synchronization. If you chose to do this you
would then need to synchronize manually.

To view or modify the synchronization schedule


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
2 Expand Enterprise Vault Servers.
3 Expand the Enterprise Vault server that runs the task you want to view or
modify.
4 Click Tasks.
5 Right-click the name of the File System Archiving task you want to view or
modify and, on the shortcut menu, click Properties.
6 Click the Synchronization tab.
7 Set the schedule you require and then click OK.

Using Run Now


This section comprises the following topics:
■ Processing a volume immediately
■ Processing a file server immediately

Processing a volume immediately


Normally, File System Archiving processes each volume as part of a scheduled
run. Sometimes, though, you may want to process a particular volume outside
this schedule. On such occasions, you can use Run Now to process the volume
224 File System Archiving
Using Run Now

immediately. Run Now is often useful when you are piloting or demonstrating
Enterprise Vault.
Note the following:
■ Run Now reports only on files that are beneath archive points.
■ When archiving by quota, the number of files actually archived may not
match the number shown in the report. This is because the order in which
the files are processed during a report mode run is unlikely to be the same
as the order during the normal run.
File System Archiving archives only sufficient eligible files to meet the
quota settings, so there may be more, or fewer, files actually archived than
shown in the report.

To process a volume immediately


1 In the Administration Console, expand the Enterprise Vault site until the
Archiving Targets container is visible.
2 Expand the Archiving Targets container.
3 Expand the File Server container.
4 Right-click the volume that you want to process and then, on the shortcut
menu, click Run Now.
5 In the Run Now dialog box, select the mode you want to use.
■ Normal mode: The volume is processed normally; files that match the
archiving criteria are archived.
The file name is:
EV_FILESYSTEM_ARCHIVE_REPORT_<task>_[run now
volumename[_more volume names]]_yyyymddhhmmss.TXT
where:
<task> is the name of the File System Archiving task.
<yyyymmddhhmmss> is the date and time that the report was
generated.
[_more volume names] indicates the names of additional
volumes that were processed.
For example:
EV_FILESYSTEM_ARCHIVE_REPORT_MYFSATASK_20061012091
448.txt
■ Report mode: Nothing is archived, but Enterprise Vault generates a
report that shows you what would be archived if you processed the
volume in normal mode.
The file name is:
File System Archiving 225
Using Run Now

EV_FILESYSTEM_[ARCHIVE]_REPORT_<task>_[run now
volumename[_more volume names]]_yyyymddhhmmss.TXT
where:
<task> is the name of the File System Archiving task.
<yyyymmddhhmmss> is the date and time that the report was
generated.
[_more volume names]indicates the names of additional
volumes that were processed.
For example:
EV_FILESYSTEM_REPORT_MYFSATASK_20061012091448.txt
The report goes into a file in the Reports subfolder of the Enterprise
Vault installation folder (normally C:\Program Files\Enterprise
Vault\Reports). The fields within the file are tab-separated, so the
contents can easily be read into a spreadsheet program for analysis.
6 Click OK.

Processing a file server immediately


Normally, File System Archiving processes file servers according to the schedule
that you specify for the File System Archiving task. Sometimes, though, you
may want to process file servers outside this schedule. On such occasions, you
can use Run Now to start the tasks immediately. Run Now is often useful when
you are piloting or demonstrating Enterprise Vault.
Notes:
■ If the file server’s volumes are archived by different tasks, you need to run
each of those tasks in order to archive all the volumes. As an alternative,
you can process individual volumes.
See Processing a volume immediately.
■ Run Now reports only on files that are beneath archive points.
■ When archiving by quota, the number of files actually archived may not
match the number shown in the report. This is because the order in which
the files are processed during a report mode run is unlikely to be the same
as the order during the normal run.
File System Archiving archives only sufficient eligible files to meet the
quota settings, so there may be more, or fewer, files actually archived than
shown in the report.

To run a task immediately


1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
226 File System Archiving
Tips on archiving policy rules

2 Expand the Enterprise Vault Servers container.


3 Expand the Enterprise Vault server that hosts the task you want to run.
4 Click the Tasks container.
5 In the list, right-click the File System Archiving task you want to run and,
on the shortcut menu, click Run Now.
6 In the Run Now dialog box, select the mode to use. The options are as
follows:
■ Normal mode: The file server is processed normally; files that match
the archiving criteria are archived.
■ Report mode: Nothing is archived, but Enterprise Vault generates a
report that shows you what would be archived if you processed the
server in normal mode. The report also includes volumes and folders
for which archiving has been disabled.
The report goes into a file in the Reports subfolder of the Enterprise
Vault installation folder (normally C:\Program Files\Enterprise
Vault\Reports). The file is:
EV_FILESYSTEM_REPORT_<servername>_<yyyymmddhhmmss>.TXT
where <yyyymmddhhmmss> is the date and time that the report was
generated.
The fields within the file are tab-separated, so the contents can easily
be read into a spreadsheet program for analysis.
7 Click OK to start the run.

Tips on archiving policy rules


The archiving policy rules control exactly which files are archived.
■ Remember that a rule is applied to a file when all the criteria match. You
may find that some files that you expect to be matched by a rule are not
matched because, for example, the attributes are not matched exactly.
■ Try not to apply too many rules in a policy. This makes it easier to apply the
same policy to multiple volumes or folders. Also, by keeping it simple, you
are less likely to get results you do not expect.
■ You can use File Groups to simplify rule creation. A file group enables you
to specify several different file types to that are to be treated together for
the purposes of file archiving.
For example, you could create a file group called "Web Pages" and within it
have the file types *.htm, *.html, and *.gif. Within a File System Archiving
policy you could then define a rule that applied to "Web Pages".
File System Archiving 227
Copying a policy

File Groups are in the File Groups Administration Console container, under
the File Archiving policies container.
■ When you have set up File System Archiving for a volume or folder,
perform an archive run in Report Mode and then check the report to make
sure that the rules are matching the files you expect.

Copying a policy
You can copy a volume or folder policy to use as a template for a new policy.

To copy a policy
1 In the Administration Console, right-click the policy that you want to copy
and then, on the shortcut menu, click Copy Policy.
2 Enter a new name and description for the policy.
3 Click OK to save the copy.
4 Double-click the new copy to display its properties.
5 Edit the properties of the copy as required.

Restrictions
■ It is not possible to use the Administration Console to create an archive
point at the root of a volume. If you do need to create an archive point at the
volume root you must use the ArchivePoints command-line program.
See the Utilities manual for a description of ArchivePoints.
■ It is not possible to use the Enterprise Vault search applications to restore
large files that have been archived by File System Archiving. This
restriction applies only to items that have been found by a search.
228 File System Archiving
Results of modifying folders

Results of modifying folders


This section describes the effects of deleting, renaming, moving, or copying
folders that have archive points or folder policies.

Table 12-1 Folders with archive points

When you do this to an This is the result


archive point folder

Delete If you restore the folder, the archive point will be


restored.
If you create a new folder with the same name and then
add an archive point, the new folder will be archived to
a new archive.

Rename The name is updated in both the Administration


Console and Archive Explorer. Archiving is not
affected.

Move If the move is within the same physical volume, the


archive point still works as before.
If the move is to a different physical volume, the new
folder's does not have an archive point. (The archive
point will be removed by File System Archiving on the
next run.)

Copy The new folder does not have an archive point. (The
copied archive point will be removed by File System
Archiving on the next run.)

Table 12-2 Folders with folder policies

When you do this to a folder This is the result


with a folder policy

Delete Enterprise Vault logs the fact that the folder is missing
and then continues to process the volume.
The folder still appears in the Administration Console
and you need to delete it there. There will be warnings
in the File System Archiving report files until you do
so.
Items previously archived from the folder are visible in
Archive Explorer and can be searched for.
File System Archiving 229
Version pruning

Table 12-2 Folders with folder policies

When you do this to a folder This is the result


with a folder policy

Rename The name is updated in both the Administration


Console and Archive Explorer.

Move The folder policy works as before. The archive used


will, however, be dictated by the archive point that
controls the new location.

Note: There may a warning in the File System


Archiving report file for the first archiving run after
the deletion. This warning is not logged on subsequent
runs.

Whether you get a warning depends on the order in


which File System Archiving processes the folders. If
File System Archiving processes first the folder from
which the folder was moved, a warning is logged
because the folder appears to be missing. When File
System Archiving processes the destination folder, it
finds the moved folder and so does not log the warning
again. If File System Archiving processes first the
folder into which the folder was moved, no warning is
logged.

Copy The folder is treated as a new folder, with no folder


policy.

Version pruning
By using File System Archiving version pruning, you can control the number of
versions of files that are stored in Enterprise Vault archives.
Each time a file is recalled and modified, subsequent archiving means that
another version of the file is stored in the archive.
Pruning is the process of deleting the earlier versions of archived files, until the
required number of versions remains.

Configuring pruning
To configure pruning
1 In the Administration Console, expand the Enterprise Vault site until the
Enterprise Vault Servers container is visible.
230 File System Archiving
Configuring and managing retention folders

2 Expand Enterprise Vault Servers.


3 Expand the Enterprise Vault server that runs the task you want to modify.
4 Click Tasks.
5 Right-click the name of the File System Archiving task you want to modify
and, on the shortcut menu, click Properties.
6 Click the Pruning tab.
7 Select Enable pruning.
8 Next to Prune to, select the maximum number of versions of each file you
want to retain in the archive.
9 If you also want to prune according to the amount of time that items have
been archived, select Enable age-based pruning and specify the maximum
age allowed for archived items.
Age-based pruning never deletes the final copy of an archived file,
regardless of its age.
10 Under Scheduled Pruning, define the schedule that you require and then
click OK.

Note: In addition to the normal scheduling, you can use the supplied
FSARunNow command-line utility to run File System Archiving as required. For
more information on FSARunNow, see the Utilities manual.

Configuring and managing retention folders


The Retention Folder feature enables you to create single folders or a hierarchy
of folders automatically on file servers, to be managed by Enterprise Vault and
archived according to assigned policies. For example, you may want to create a
hierarchy of retention folders in every user’s home folder.
Items placed in the retention folders are archived by Enterprise Vault according
to the policy assigned to each folder. Different folders in a retention folder
hierarchy can have different policies assigned.
You define the archives to use for the retention folders by specifying where
archive points are to be created.
If a user deletes any folders in the retention folder hierarchy, Enterprise Vault
recreates the folders during the next run of the FSA archiving task in Normal
mode. Hence the folders are always retained.
File System Archiving 231
Configuring and managing retention folders

Configuring retention folders


You configure retention folders using the Administration Console. The required
steps are as follows:
■ Create a suitable folder policy to use as the default folder policy for the
retention folders.
■ Create a Retention Folder policy, to define the hierarchy of folders to be
created on the FSA target, and the folder policy to use on each folder.
■ Add the FSA target on which you want the retention folders created, assign
the Retention Folder policy, and specify where archive points are to be
created. You can specify that the retention folder hierarchy is added to the
root of the FSA target, or to each subfolder.
The folders are created on the file server on the next Normal mode archiving
run. To test the effect of an assigned retention folder policy you can perform an
archiving run in Report mode. See “Creating and managing retention folders” on
page 236.
You can also assign policies to folders using a command line interface. See
“Assigning a Retention Folder policy using the Command Line Interface (CLI)”
on page 233.

Creating a Retention Folder policy


The Retention Folder policy defines the retention folder hierarchy to be created
on the FSA target, and the folder policy to use on each retention folder.

To create a Retention Folder policy


1 In the Administration Console, expand the site and click Policies > File.
2 Right-click the Retention Folders container and select New and then Policy.
The New Retention Folder Policy wizard starts.
3 In the wizard, create the required folder hierarchy. You can import a folder
hierarchy using the Import button, if you wish. You can create a hierarchy
or customize an imported hierarchy using the Add Folder, Rename Folder,
and Delete Folder buttons.
4 Assign a default folder policy to use for the retention folders in the
hierarchy.
5 If required, use the Policy button to assign a different policy to specific
folders.
232 File System Archiving
Configuring and managing retention folders

Adding the FSA target and assigning a Retention Folder


policy and archive points
To create an FSA target for a retention folder policy
1 In the Administration Console, expand the site and click Targets > File
server.
2 Right-click the volume containing the folder you want to use as the target
for the retention folders, and select New > Folder to start the New Folder
wizard.
3 Specify the location of the target folder.
4 Select the Retention Folder policy to apply.
5 Select where the Retention Folder policy is to be applied:
■ To the top-level target folder.
■ To sub-folders of the target folder. If you choose this option you can
select whether to apply the policy to any new folders that get added to
the target folder.
6 Select whether to create archive points in the and, if so, where. You can
select from the following options:
■ Create no archive point. The target folder and it subfolders will use the
same archive as the parent folder. If the target folder is a root folder
then there is no parent folder, so the target folder and its subfolders
will not be archived.
■ Create an archive point on the target folder. The target folder and its
subfolders will use the same archive.
■ If you chose to apply the retention folder policy on the subfolders of the
target folder, you can choose to create a separate archive point on
every subfolder of the target folder.
If you choose to create any archive points, you can define the properties of
the resultant archive by clicking the Properties button.
7 Click Finish to complete the wizard.
After you have assigned a Retention Folder policy to an FSA target, the folder
hierarchy is not created on the file server immediately. It is created when the
FSA archiving task next runs.

To change the Retention Folder policy for an existing target folder


1 In the Administration Console, expand the site and click Targets > File
server.
File System Archiving 233
Configuring and managing retention folders

2 Expand the relevant file server and select the volume containing the target
folder.
3 Right-click the target folder whose retention folder policy you wish to
change, and select Properties.
4 On the File Server Properties dialog, click Change.
5 On the Choose Policy dialog, select the required Retention Folder policy.

Note: You cannot specify a standard folder policy on an FSA target folder for
which you have previously specified a Retention Folder policy.

Assigning a Retention Folder policy using the Command Line


Interface (CLI)
You can also assign Retention Folder policies to FSA targets using a command
line interface.
The CLI executable is Enterprise Vault\RtnFolder.exe.
The command takes the following parameters (include the colon in the
parameter name):
■ /Policy:policy_name
■ /Target:UNC_path_of_target
■ /Settings:XML_settings_file_name
The XML settings file defines:
■ How the policy is to be applied on top-level folders on the target and on
sub-folders.
■ Archive point options.
You can include wild cards when defining target volumes and final target folders
only.
The following examples using wild cards are correct:
/Target:\\ServerA\C$*\MyFolder\AB*
/Target:\\ServerA\C$*\MyFolder\A*B*
/Target:\\ServerA\C$*\MyFolder\A*B
The following example is not correct, because wild cards can only be included in
the volume name and final folder name:
/Target:\\ServerA\C$*\MyFol*der\AB*
234 File System Archiving
Configuring and managing retention folders

Example command lines


The following example command applies the Retention Folder policy “Finance
Retention” to folders on the FSA target \\Server\C$\MyFolder, using
settings in the file RtnFolderSettings.xml. This file is in the Enterprise
Vault folder.
RtnFolder.exe /Policy:“Finance Retention”
/Target:“\\ServerA\C$\MyFolder”
/Settings: RtnFolderSettings.xml
The following example command uses wildcards in defining the target volume
and folder. The Retention Folder policy, “Finance Retention”, is applied to all
folders that match the path, *C*\MyFolder\MyFolder\AB*, on the target
server, ServerA. The policy is applied according to the settings in the file,
RtnFolderSettings.xml, which is in the Enterprise Vault folder.
RtnFolder.exe /Policy:“Finance Retention”
/Target:“\\ServerA\*C*\MyFolder\AB*”
/Settings: RtnFolderSettings.xml

Example XML settings file


An example XML settings file, RtnFolderSettings.xml, is installed in the
Enterprise Vault folder.
The following example shows the format of the XML settings file.
<?xml version="1.0" encoding="utf-8" ?>
<Policy>
<Apply>
<ApplyToSubFolders>1</ApplyToSubFolders>
<ArchiveThisFolder>1</ArchiveThisFolder>
<ArchiveSubFolders>0</ArchiveSubFolders>
<AutoUpdate>0</AutoUpdate>
</Apply>
<ArchivePoint>
<OnSubFolders>1</OnSubFolders>
<DoNotCreate>0</DoNotCreate>
</ArchivePoint>
</Policy>
File System Archiving 235
Configuring and managing retention folders

The <Apply> element tags define how to apply the policy, as specified in the
following table.

Table 12-3 <Apply> element tags for the XML settings file

Tag Value Description

ApplyToSubFolders 0 Apply the Retention Folder policy to top-level folders


only on the FSA target.

1 Apply the Retention Folder policy to sub-folders under


top-level folders on the FSA target, but not to the
top-level folders on the FSA target.

ArchiveThisFolder 0 Do not archive folders managed by this Retention Folder


policy.

1 Archive folders managed by this Retention Folder


Policy.

ArchiveSubFolders 0 Do not archive any folders in the Retention Folder


hierarchy that are not managed by the Retention Folder
policy.

1 Archive all folders in the Retention Folder hierarchy,


even if they are not managed by the Retention Folder
policy.

AutoUpdate 0 Do not apply the Retention Folder policy on new


sub-folders created under top-level folders in the
Retention Folder hierarchy. This option is valid only if
the tag ApplyToSubFolders is 1.

1 Apply the retention folder policy on any new sub-folder


created under top-level folders in the Retention Folder
hierarchy. This option is valid only if the tag
ApplyToSubFolders is 1.
236 File System Archiving
Configuring and managing retention folders

The <ArchivePoint> element tags define where to create archive points, as


specified in the following table.

Table 12-4 <ArchivePoint> element tags for the XML settings file

Tag Value Description

OnSubFolders 0 Create an archive point on top-level folders in the


Retention Folder hierarchy. This option is valid
irrespective of the value of the tag ApplyToSubFolders.

1 Create archive points on the sub-folders under top-level


folders in the Retention Folder hierarchy. This option is
valid only if the tag ApplyToSubFolders is 1.

DoNotCreate 0 Use OnSubFolders tag value.

1 Do not create an archive point. The administrator takes


responsibility for manually creating archive points.
Alternatively, if an archive point exists above the
top-level folders in the Retention Folder hierarchy, the
archive will be used for all folders in the Retention
Folder hierarchy.

Creating and managing retention folders


After you have completed the configuration tasks, Enterprise Vault creates the
folder hierarchy on the file server when the FSA archiving task runs in Normal
mode.
To see what folders will be created by a Retention Folder policy, you can run the
task in Report mode. The following Retention Folder information is added to the
FSA report in the Enterprise Vault\Reports folder:
■ Folders that were created on the file server as a result of a Retention Folder
policy, and the policy assigned to each folder.
■ Any errors that occur when processing a retention folder target.
■ Any missing retention folder targets.
After a Normal mode archiving task run, the retention folder hierarchy defined
in a Retention Folder policy should exist under the target. If a user deletes one or
more retention folders, they will be recreated the next time the archiving task
runs.
File System Archiving 237
Configuring and running FSA Reporting

Disabling archiving of retention folders for an FSA target


You can disable the archiving of top-level folders or subfolders (or both) in the
retention folder hierarchy for an FSA target by clearing the appropriate
Archiving check boxes in the FSA target properties.

To disable archiving of some or all retention folders on an FSA target


1 In the Administration Console, expand the site and click Targets > File
server.
2 Expand the relevant file server and select the volume containing the target
folder.
3 Right-click the target folder whose properties you wish to change, and
select Properties.
4 On the File Server Properties dialog, select or clear the following settings:
■ Archive top-level folders in Retention Folder hierarchy. Select this
check box to archive top-level folders.
■ Archive subfolders in Retention Folder hierarchy. Select this check box
to archive subfolders.
For example, if you select only the second check box, the top-level folders
are not archived but all subfolders are archived.
5 Click OK to apply the changes and close the dialog.

Configuring and running FSA Reporting


This section describes how to set up FSA Reporting. For information about
viewing and interpreting the FSA reports once FSA Reporting is configured, see
“Getting Started with Enterprise Vault Reporting” on page 170.
FSA Reporting provides summary reports on the active data on your file servers,
and on the data that has been archived from them.
The FSA reports include data on the following:
■ The number of archived files for each file server, and the space used and
saved as a result of archiving. You can also view the hundred largest files in
a volume.
■ Active and archived space usage by different file groups, per server and per
archive point.
■ Numbers of unaccessed or duplicated files, and the space they are
occupying.
■ Used and free space on the drives of each file server.
238 File System Archiving
Configuring and running FSA Reporting

Many of the reports can provide either an overall view for all file servers with
FSA Reporting configured, or a detailed view for a named file server.
The reports include recommendations for improving your file lifecycle
management policy.
Note that in order to access FSA Reporting's reports, the Enterprise Vault
Reporting component must be installed and configured on a machine with the
required prerequisites.
In order to use FSA Reporting you must also do the following:
■ Configure an FSA Reporting database and set up default data collection
schedules.
■ Install the FSA Agent on NTFS servers from which you want to gather data.
(The FSA Agent is not required on NetApp file servers or Celerra devices.)
■ Configure individual file servers to specify whether data is to be collected,
and to specify a non-default collection schedule.
■ If required, specify whether data is to be collected on individual volumes.

Configuring the FSA Reporting database and setting the default data
collection schedule
Before you can use FSA Reporting you must set up the FSA Reporting database,
which holds the data for the FSA reports. You do this using the FSA Reporting
Configuration wizard, which also enables you to set a default data collection
schedule.

To configure the FSA Reporting database and set the default data collection
schedule
1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Right-click the File Server container and, on the shortcut menu, click
Configure FSA Reporting. The FSA Reporting Configuration wizard starts.
4 Work through the wizard.
You will need to provide the following information:
■ The SQL server to use for the FSA Reporting database, and the
locations to use on that server for the database and transaction log
files.
■ The default data collection frequency and start times.
■ Whether to extend data collection to include data from physical drives.
File System Archiving 239
Configuring and running FSA Reporting

Note that you cannot rerun the FSA Reporting Configuration wizard once it has
been completed. You can use the Properties dialog of the “File Server” container
under Targets to reconfigure which SQL Server to use for the FSA Reporting
database, to change the default data collection schedule, and to enable or disable
FSA Reporting for all file servers in the site.
See “Reconfiguring and disabling or enabling FSA Reporting globally” on
page 239.

Reconfiguring and disabling or enabling FSA Reporting globally


You can use the Properties dialog of the “File Server” container under Targets to
reconfigure which SQL Server to use for the FSA Reporting database, to change
the default data collection schedule, and to enable or disable FSA Reporting for
all file servers in the site.

To reconfigure FSA Reporting


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Right-click the File Server container and, on the shortcut menu, click
Properties.
4 To change the details of the SQL Server to use for the FSA Reporting
database, click the Reporting Database tab, and enter the new details.
5 To enable or disable FSA Reporting globally, change the default data
collection schedule, or enable or disable data collection from physical
drives, click the Reporting Data Collection tab, and change the required
information.
6 Click OK to save your changes and close the Properties dialog.

Installing the FSA Agent on NTFS file servers


The FSA Agent consists of the following services:
■ Enterprise Vault File Collector Service
■ Enterprise Vault File Placeholder Service
■ Enterprise Vault File Blocking Service
The FSA Agent must be installed on NTFS file servers on which you wish to
collect data for FSA Reporting, use placeholder shortcuts, or implement File
Blocking.
240 File System Archiving
Configuring and running FSA Reporting

You can install the FSA Agent from the Administration Console. You will need to
know the username and password of the Vault Service account. The Vault
Service account must have administrator permissions on remote servers.

Note: The FSA Agent requires Microsoft .NET Framework v 2.0 as a prerequisite
on the file server.

To install the FSA Agent on NTFS file servers


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Expand the File Server container.
4 Right-click the server to which you want to add the FSA Agent and, on the
shortcut menu, click Install FSA Agent. The Install FSA Agent wizard starts.
5 Work through the wizard.
If the FSA Reporting database has been configured, the wizard asks you if
you want to enable data collection for FSA Reporting. If you enable data
collection, the wizard gives you the option to configure a non-default data
collection schedule for the file server. You can perform these tasks later, if
you wish, from the file server’s Properties dialog.
See “Configuring individual file servers for FSA Reporting” on page 240.

Note: Before installing any antivirus product on a file server on which you have
installed the FSA Agent, you are recommended to stop the File Placeholder
Service. After completing the installation of the antivirus product, you must
restart the File Placeholder Service.

Configuring individual file servers for FSA Reporting


If the FSA Reporting database is configured when you run the New File Server
wizard or the Install FSA Agent wizard, the wizards allow you to enable FSA
Reporting and to set a non-default FSA Reporting data collection schedule. You
can also configure these parameters from the file server's Properties dialog.

To configure a file server for FSA Reporting


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
File System Archiving 241
Configuring and running FSA Reporting

2 Expand the Targets container.


3 Expand the File Server container to show the file servers that have been
added.
4 Right-click the file server you wish to configure and, on the shortcut menu,
click Properties.
5 Click the Reporting Data Collection tab.
6 Select the Enable data collection for FSA Reporting check box.
7 To define a non-default schedule for data collection, clear the Use default
schedule for FSA Reporting data collection check box and supply the
required data collection schedule.
8 To extend data collection to the file server's physical drives, select Collect
data from all physical drives as well.
9 Click OK to save your changes and close the Properties dialog.
Note that you can also enable or disable FSA Reporting at a volume level.
See “Enabling or disabling FSA Reporting for a volume” on page 241.

Enabling or disabling FSA Reporting for a volume


If FSA Reporting is configured when you run the New Volume wizard, the wizard
gives you the option to enable FSA Reporting on the volume. You can also enable
or disable FSA Reporting for a volume from the volume's Properties dialog.

To enable or disable FSA Reporting for a volume


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Expand the File Server container to show the file servers that have been
added.
4 Expand the file server whose volume you wish to configure, to show the
volumes that have been added.
5 Right-click the volume you wish to configure and, on the shortcut menu,
click Properties.
6 On the General tab, select or clear the Enable FSA Reporting check box.
7 Click OK to save your changes and close the Properties dialog.
242 File System Archiving
Configuring and running FSA Reporting

Viewing FSA Reporting status


You can view the status of FSA Reporting on each file server target. You can also
see the status of FSA Reporting on individual volumes.

To view the FSA Reporting status for a file server


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Click the File Server container. The main pane of the Administration
Console displays a list of configured file servers, indicating the following for
each server:

Reporting Whether FSA Reporting is on (enabled) or off (disabled)

Reporting Scan Start Time The start time of the most recent scan.

Reporting Scan End Time The end time of the most recent scan.

Reporting Scan Status The status of the most recent scan: Started, Stopped,
Completed, or N/A (not applicable) if FSA Reporting is
off.

To view the FSA Reporting status for a volume


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Expand the File Server container to show the file servers that have been
added.
4 Click the file server on which you wish to view the volume status. The main
pane of the Administration Console displays a list of volumes configured for
archiving. It indicates the following for each volume:

Policy Name The archiving policy that is used when archiving from this
volume.

Vault Store The vault store that is used to store the files archived from
this volume

Task The file system archiving task that is used to process this
volume.

Archiving The status of archiving for this volume: On or Off.


File System Archiving 243
Configuring and running FSA Reporting

Reporting The status of FSA Reporting for this volume: On (enabled) or


Off (disabled).

You can change any of the above settings by editing the properties for the
volume.

Running unscheduled FSA Reporting scans


Normally the FSA Reporting Agent collects data at the time specified by the
default FSA Reporting schedule, or by the schedule set for the specific file
server.
To enable you to obtain a report with the most up-to-date data, you can run an
FSA Reporting scan immediately on an individual file server.

To run an FSA Reporting scan immediately on a file server


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Expand the File Server container to show the file servers that have been
added.
4 Right-click the file server on which you wish to run the scan and, on the
shortcut menu, click Run FSA Reporting Scan.

Stopping FSA Reporting scans


You can stop FSA Reporting scans that are currently running on an individual
file server, or on all file servers. This may be useful, for example, if a scan is
running when you want to shut down the server.
Note that this does not affect any scheduled reporting scans that have not yet
started.

To stop an FSA Reporting scan on a single file server


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Expand the File Server container to show the file servers that have been
added.
4 Right-click the file server on which you wish to stop the scan and, on the
shortcut menu, click Stop FSA Reporting Scan.
244 File System Archiving
Configuring and running FSA Reporting

To stop FSA Reporting scans on all file servers


1 In the Administration Console, expand the Enterprise Vault site until the
Targets container is visible.
2 Expand the Targets container.
3 Right-click the File Server container and, on the shortcut menu, click Stop
All FSA Reporting Scans.

Troubleshooting FSA Reporting


If you have problems when configuring or using FSA Reporting, refer to the
troubleshooting advice in the following Enterprise Vault TechNote:
http://entsupport.symantec.com/docs/288460
Chapter 13
Introduction to PST
migration
This chapter includes the following topics:
■ Tools for migrating PST files
■ Overview of the migration process
■ Marking PST files
■ Migration tips
■ Locate and Migrate
■ Client-driven migration

Tools for migrating PST files


Enterprise Vault provides the following tools for migrating (importing) the
contents of PST files to archives:
■ Scripted migration using Policy Manager. This is ideal for performing bulk
migrations of PST files, but you need to collect the PST files in a central
location.
■ PST Migrator wizard-assisted migration. If you have a small number of PST
files, this provides a quick and easy way of migrating them to Enterprise
Vault.
■ Locate and Migrate. This locates PST files on users’ computers, copies them
to a central location, and then migrates them. Unless you have only a few
PST files to migrate, Locate and Migrate is likely to require least effort on
your part.
■ Client-driven PST migration. This lets you configure users’ computers to
locate PST files and queue them for migration.
246 Introduction to PST migration
Overview of the migration process

Overview of the migration process


The migration process migrates the contents of PST files to archives. If the PST
files then continue to have more items stored in them, you need to perform
further migrations to archive new items.
If you try to migrate thousands of PST files at the same time, the migration can
take a long time to run. The time taken is roughly comparable to the amount of
time your Enterprise Vault system would take to archive the same amount of
data from mailboxes. We recommend that you experiment with a few PST files
and gradually increase the numbers with which you work.

Table 13-1 Feature comparison of PST migration tools

PST Migrator Scripted using Locate and


wizard Policy Manager Migrate

Simple to use for just a few PST files

Locate PST files on users’ computers

Collect users’ PST files in central


location

Suitable for migrating large numbers


of PST files

Can use supplied password to open


PST file

Can adjust Exchange Server quotas

Use marking in PST to determine


archive

Use mail profile entry to determine


archive

Use name of host computer to


determine archive

Note the following:


■ Several classes of items are not eligible for archiving, so they are ignored
when you undertake PST migration. As well as the message classes that you
have chosen not to archive (by using the Advanced tab of the Directory
Properties dialog box in the Administration Console), Enterprise Vault
ignores items that were created on a computer that uses a language
incompatible with that of the Storage service computer. For example, if a
Introduction to PST migration 247
Marking PST files

PST file contains both Japanese and English items, and the Storage service
computer uses Japanese, then the English items are ineligible for archiving.
Contact Symantec Corporation if you want to migrate PST files that contain
such items.
■ If you are importing archived items that have previously been exported by
Enterprise Vault, see “Importing (migrating) exported files” on page 205 for
information on how to deal with unknown retention categories.

Marking PST files


You can configure desktop clients so that, when a user starts Outlook, the client
writes a marker into each PST file that is listed in the mail profile. The marker
indicates the vault site, the default archive, and the default retention category.
If the migration tool Policy Manager opens one of these marked PST files, it is
able to read this information and is also able to determine the mailbox that owns
the default archive.
You can then make use of this marker when you migrate the PST file. All the PST
migration tools can use the marker to determine the owning mailbox and then
migrate the file contents to that mailbox's default archive.
When marking is switched on then, when Outlook starts, the Enterprise Vault
client does the following:
■ Tries to open every PST that is listed in the user's mail profile. The next
time users start Outlook they will be prompted for passwords to
password-protected PSTs and will receive error messages for any PSTs that
are inaccessible.
■ Does not update the PST file marker again except when a different mail
profile is used that lists that PST file. This means that Policy Manager
assumes that the PST is owned by the last profile that was used to access the
file.
■ Marks any further PST files that are subsequently added to the mail profile.
The marking happens when Outlook is started, so merely opening a PST file
and then closing it again is not sufficient to mark that PST.

Migration tips
■ Migrate a few PST files and then, when you are familiar with the process,
increase the numbers.
■ Migration is much easier if you have PST files in just a few locations, rather
than in many.
248 Introduction to PST migration
Locate and Migrate

■ Sort out the permissions on the PST files before running Policy Manager,
otherwise they will just fail.
■ There is a Windows 2000 command-line utility, CACLS, which you can use
to grant the Vault Service account Full Control access to the PST files.
■ When Enterprise Vault archives items, it also converts the contents to
HTML and indexes them. There is a default conversion timeout of 30
minutes for this process. Enterprise Vault makes three attempts to convert
an item, and so can take up to 90 minutes before failing an item and moving
on to the next one.
If there are very large, or very complex, items in a PST file, it can take a long
time to migrate them all. If you do not need the content of the items to be
indexed, then you can improve performance by lowering the conversion
timeout to just a few minutes.
■ This change to the conversion timeout also affects normal archiving, so
remember to return it to the original value when you have migrated the PST
files.
■ You can also improve performance by making Enterprise Vault create text
rather than HTML versions of certain document types. See “Controlling
content conversion” on page 309 for more details.

To change the conversion timeout


1 On the Storage service computer, set the string registry entry
ConversionTimeout to the timeout, in minutes, that you want to use.
The entry must be under the following registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
2 Restart the Storage service.

Locate and Migrate


Locate and Migrate partially automates the process of migrating the contents of
PST files into Enterprise Vault. It can automatically search for PST files on
users’ computers and move them to a central holding area, from which they can
be automatically migrated.
Depending on the configuration options you select there may be some manual
intervention required to approve migration of PST files. Additionally, you may
need to supply the passwords for password-protected PST files.
Locate and Migrate comprises three Enterprise Vault task types:
Introduction to PST migration 249
Locate and Migrate

■ A Locator task. This searches your network for computers and PST files.
There can be only one Locator task in your Enterprise Vault site. See
“Locator task” on page 249.
■ A Collector task. This moves PST files that the Locator task has found to a
central holding folder, ready for them to be migrated. There can be many
Collector tasks in your Enterprise Vault site. See “Collector task” on
page 250
■ A Migrator task. This migrates the contents of PST files that are in the
holding folder to Enterprise Vault archives. There can be many Migrator
tasks in your Enterprise Vault site. See “Migrator task” on page 251.

Locator task
Figure 13-1 Locator task
250 Introduction to PST migration
Locate and Migrate

Collector task
Figure 13-2 Collector task
Introduction to PST migration 251
Locate and Migrate

Migrator task
Figure 13-3 Migrator task

Scheduling
The various Locate and Migrate tasks run according to schedules that you
define, although there is also the Run Now option for each task so that you can
run it immediately, if required.
You can schedule the Locator task to run during normal office hours. This
probably ensures that it will find the maximum possible number of computers
and PST files. When the Locator task has completed its scan of computers it does
no more work, even if its schedule window is still open. It will not scan each
computer again for a minimum of one day, although you can increase this period
between scans.
The Collector task moves PST files to the holding area, ready for them to be
migrated. You may want to restrict the number of files in the holding area so
252 Introduction to PST migration
Client-driven migration

that they can all be processed by the Migrator task during its scheduled run.
This ensures that the period for which items within PST files are unavailable is
as short as possible.
There are two ways to restrict the number of files in the holding area:
■ Set a suitable maximum holding area size so that the Migrator task is able to
empty the holding area during its scheduled run. This maximum applies to
each individual Collector task. For example, if you have two Collector tasks
with a maximum of 5 MB, the total maximum size of the holding area is
10 MB.
■ Set a small maximum holding area size and then schedule the Collector task
so that it keeps the holding area full. Terminate the Collector task schedule
before the end of the Migrator task schedule, so that the Migrator task has
time to empty the holding area.
If you do not have to archive items as quickly as possible then you can run the
Collector task at the same time as the Migrator task, thus ensuring that the
holding area is always full.
On a two-processor computer a typical rate of PST file migration is
approximately 1.5 GB per hour, although this figure depends on many factors,
including the type and complexity of items that are imported. Thus, a holding
area with 6 GB of PST files would take approximately four hours to process.

Client-driven migration
It is possible to configure the Enterprise Vault Outlook Add-In so that PST files
are migrated automatically. The underlying mechanism that is used is still
Locate and Migrate, but the Enterprise Vault Outlook Add-In queues the PST
files for migration. This can be useful in the following cases:
■ You do not have permission to access PST files on the user’s computer.
■ The user’s computer is available on the network only occasionally. For
example, a user with a laptop computer who visits the office on one day
each week.
The Enterprise Vault server that runs the Migrator task must have a version of
Outlook that matches, or is later than, the latest version that the clients have.
For example, if there are clients with Outlook 2003, the server must have
Outlook 2003.

In summary, the client-driven migration process is as follows


1 You enable mailboxes for client-driven PST migration.
Introduction to PST migration 253
Client-driven migration

2 An explanatory mail message is immediately sent to the newly-enabled


mailboxes.
3 The next time a user starts Outlook, the computer is scanned for PST files.
4 Starting with PST files in the users’ profile, each PST file is sent as a series
of approximately 10 MB chunks to the Locate and Migrate holding folder.
5 The PST Migrator task migrates the chunks to the user’s archives.
6 When a PST file has been successfully migrated, checks are made to make
sure that no more items have been added to it. Provided that there are no
more items, the PST file is removed from the user’s profile.
254 Introduction to PST migration
Client-driven migration
Chapter 14
PST migration: scripted
This chapter includes the following topics:
■ Overview of the scripting mechanism
■ The migration process
■ Preparation
■ Output from PST migration
■ Example initialization file

Overview of the scripting mechanism


You can perform scripted migrations of the contents of PST files to Enterprise
Vault using Policy Manager. For detailed information on Policy Manager, see the
Utilities manual.
The scripting mechanism gives you a lot of flexibility in how each PST file is
processed. For example, for each PST file you can:
■ Specify the destination archive.
■ Specify whether to create shortcuts to migrated items and, if so, whether to
leave them in the PST file or to put them in a specific folder in the user's
mailbox.
■ Specify which retention category to use for migrated items.
■ Control what happens to the PST file itself after the items in it have been
migrated.
You write the Policy Manager initialization file, in which you list each of the files
whose contents you want to migrate to Enterprise Vault. You can set up default
settings that apply to all PST files and you can override the default settings for
individual PST files.
256 PST migration: scripted
The migration process

It is possible for you to make Enterprise Vault clients save details of the owner's
default archive in each PST file. Policy Manager can then use this information to
determine the correct archive and mailbox to use for each PST file. If you prefer
to not to use this mechanism, or to override it for some PST files, then for
individual PST files you can override these values.
When you migrate PSTs using Policy Manager there is report mode you can use
to check all the PST files listed in your initialization file. This mode generates a
new copy of the initialization file, with lines that identify any problems. Entries
for PST files that cannot be processed are marked so that PST migrator ignores
these files.
You can then do either of the following:
■ Fix any problems and run the Policy Manager in report mode again to see
whether there are any more problems. When the file is error free, you can
run it in process mode to process all the files. You can run in report mode as
many times as needed. Each time, Policy Manager creates a new
initialization file that you can then run normally or use to fix problems.
■ Run in process mode immediately. Files that could cause problems have
been marked so that Policy Manager ignores them. You can then decide
later what to do with these problem files.
Notes:
■ Symantec recommend that you do not use Policy Manager to perform other
tasks at the same time as performing PST migrations.
■ If you have only a few PST files to migrate, you may find it easier to use the
wizard-assisted migration provided by PST Migrator instead. See “PST
migration: wizard-assisted” on page 265 for guidelines.

The migration process


To undertake the migration process using Policy Manager
1 Decide whether to use markers within PST files to determine their
ownership. If you decide to do so, turn on the marking well in advance of
doing the migration. See “Marking PST files” on page 247.
2 Write the Policy Manager initialization file to specify which PST files you
want to migrate to Enterprise Vault. In the file, specify that Policy Manager
is to run in report mode. Remember to save the initialization file in Unicode
format.
3 Run Policy Manager in report mode with the initialization file. Policy
Manager does the following:
PST migration: scripted 257
Preparation

■ Checks all the PST files listed are accessible.


■ Creates a new initialization file that shows any problems with the listed
PST files, such as files that could not be accessed or are password
protected.
The new initialization file has the same name as the original, with a
number added to make it unique. For example, if the original script was
called PSTMigration.ini then the new script would be called
PSTMigration_1.ini
■ Creates a log file with the same name as the original initialization file
and a file type of .log. For example, if the original script was called
PSTMigration.ini then the log would be called
PSTMigration.log
4 You can fix problems that are listed in the new initialization file, or you can
leave them for later.
5 Run Policy Manager with the new initialization file. Policy Manager
migrates the file contents and writes a log file with the same name as the
initialization file and a file type of .log
If any PST files fail the migration process, Policy Manager automatically
writes a new script that you can run to process just those failed files.
If necessary, fix any problems and then run the new script to migrate the
contents of just those PST files that were not processed before.

Preparation
■ The migration archives according to the policies that you have set up for
your Enterprise Vault installation:
■ Only those types of items for which you have enabled archiving. To
view or modify the types of items that are archived, start the
Administration Console and go to the Advanced page of Directory
Properties.
■ The migration obeys registry settings that are set for the Storage
service.
■ Any shortcuts that are created have the amount of detail that you have
defined on the General tab of Site Properties.
■ The PST files must not be in use at the time of migration, so make sure that
users do not have them open. You may find that it is better to move the PST
files.
■ The best procedure may be to gather all the PST files into the same place
and then to migrate them from there. This will make it easier to generate
the initialization file, assign permissions, and to manage files. Note though,
258 PST migration: scripted
Output from PST migration

that you will have some filename conflicts if there are PST files with the
same name. Also, if any PST files are likely to be unmarked you must be
sure you know the owners because there will be no identifying information
in the PST.
■ The Vault Service account must have Full Control access to the PST file.
■ The Storage service for the destination vault store must be running.
■ PST files that are password protected cannot be processed. You must
remove such protection before migrating their contents.
■ If you intend to use the automatic PST compaction feature at the end of
migrations, you may need some spare disk capacity to provide room for the
compaction to take place. You could need as much as the size of the largest
PST file, plus approximately 5% of its size. There is no point in compacting
the PST files if you are going to delete them.
■ Policy Manager migration checks the mailbox storage limit when a mailbox
has either Prohibit Send or Prohibit Send & Receive mailbox limits set. If
both these limits are set, Policy Manager does not move any item to the
mailbox that would exceed the lower limit. If only one of the limits is set,
then Policy Manager obeys that limit.
Note that, even if the storage limit prevents items from being moved to the
mailbox, the items are still archived in the appropriate Vault. In this case
you could increase the mailbox quota and then migrate the PST file again to
move the items to the mailbox.
■ There is no problem migrating the contents of PST files that are encrypted.

Output from PST migration


When you run Policy Manager with an initialization file containing a
[PSTdefaults] section then Policy Manager automatically writes a new
initialization file that contains details of any problems that it found. The new
initialization file has the following features:
■ There is a [PSTcheckpoint] section at the top of the file, summarizing the
results of the run.
■ If you had been using process mode then:
■ All [PST] sections for files that were processed successfully are
commented out
■ There is a JobStatus entry in each [PST] section, indicating for that file,
either success or the type of error that occurred.
PST migration: scripted 259
Output from PST migration

[PSTcheckpoint] section

Report mode
The following [PSTcheckpoint] section results from running an initialization file
in report mode. The Generation count of 1 shows that these results are from the
first run of the file:
[PSTCHECKPOINT]
GENERATION = 1
CREATED = 02Oct2001 10:58:02 AM
SOURCE = E:\kvs\pstmigration\pstlist.ini
PSTPROCESSEDCOUNT = 118
PSTNOTREADYCOUNT = 3
PSTWARNINGCOUNT = 2
The following entries are of interest:
■ PSTPROCESSEDCOUNT = 118 shows that the file contains references to
118 PST files.
■ PSTNOTREADYCOUNT = 3 shows that there are three files with problems.
The Report_Error entries in the individual [PST] sections give you more
information. Policy Manager automatically adds DONOTPROCESS = TRUE
to each of these [PST] sections.
■ PSTWARNINGCOUNT = 2 shows that there are two files with warnings. In
this case, these are both marked PST files whose markings are intentionally
being overridden. The Report_Error entries in the individual [PST] sections
gives more information.
Because Policy Manager has added the DONOTPROCESS = TRUE entries to
each of the problem PST files, you could run this new initialization file in
process mode immediately, leaving the problem PSTs to be addressed later.
Alternatively, you could fix the problems, remove the
DONOTPROCESS = TRUE entries, and then run the file again in either report
mode or process mode.

Process mode
The following [PSTcheckpoint] section results from running an initialization file
in process mode. The Generation count of 2 shows that these results are from
the second run of the file:
[PSTCHECKPOINT]
GENERATION = 2
CREATED = 02Oct2001 10:59:36 AM
SOURCE = E:\kvs\pstmigration\pstlist.ini
PSTPROCESSEDCOUNT = 115
PSTFAILEDCOUNT = 0
260 PST migration: scripted
Output from PST migration

PSTUNPROCESSEDCOUNT = 3
PSTINCOMPLETECOUNT = 0
PSTPARTIALCOUNT = 0
The following entries are of interest:
■ PSTPROCESSEDCOUNT = 115 shows that 115 PST files were processed.
This is the same initialization file as shown above in the Report mode
description. The three problem files have been left with DONOTPROCESS =
TRUE entries, so Policy Manager has ignored them.
■ PSTFAILEDCOUNT = 0 shows that there were no files for which
processing could not be tried.
■ PSTUNPROCESSEDCOUNT = 3 shows that three files were ignored. These
are the three files with DONOTPROCESS = TRUE entries.
■ PSTINCOMPLETECOUNT = 0 shows that no PST files were processed only
partially. Policy Manager's processing was not interrupted.
■ PSTPARTIALCOUNT = 0 shows that there were no PST files with
individual items that could not be processed. If there had been such items,
Policy Manager would have placed them in the Migration Failed Items
folder in the PST files.

Enterprise Vault event log


When you run in process mode, the Enterprise Vault event log also contains one
entry for each PST file processed. The entries appear in the Enterprise Vault
event log with a source of Migrator Server. For example, the following log entry
is for a PST file that contained 560 items and resulted in 560 shortcuts being
placed in the mailbox:
PST Migration Report
Migration status: Completed
PST file: E:\Vault Test files\TestPSTs\um1.pst
Vault Name: Chris Waterlander
Vault Id:
14F921A913AB6D511AC9F0008C711C6F01110000server2.kvsinc.com
RetentionCategory: Business
Exchange Server\Mailbox:
KVS\/o=ACME/ou=DEVELOPER/cn=Recipients/cn=ChrisW
Number of folders processed: 43
Number of items archived to vault: 560
Total size of items archived: 137876 KB
Number of items unable to be archived: 0
Number of items moved to mailbox: 560
Elapsed Migration Time: 0:0:6 (hours:minutes:seconds)
There is a summary log entry for each PST file that is migrated. The entry lists
the number of items that have been archived and also the number of items that
have been moved to the mailbox.
PST migration: scripted 261
Example initialization file

Some items may not be eligible for archiving or moving to the mailbox. This is
the case if they have a message class that you have specifically excluded from
being archived (by using the Advanced tab of the Directory Properties dialog box
in the Administration Console), or if they were created on a computer that uses a
language incompatible with that of the Storage service computer. For example,
if a PST file contains a mixture of Japanese and English items, and the Storage
Service computer uses Japanese, the English items are not eligible for archiving.

Example initialization file


The initialization file must be saved as a Unicode file. The following
initialization file sets up migrations for five PST files.

Table 14-1 Sample initialization file

Initialization file section Notes

[Directory] ■ The directory section is mandatory and must


directorycomputername = server2 appear at the top of the file.
sitename = server2 ■ This section contains the name of the
Enterprise Vault directory computer and the
site name.

[PSTDefaults] ■ These default options apply to all PST


ServerComputerName = server2 migrations listed in the following [PST]
sections unless overridden in those sections.
PSTLanguage = Western European
MailboxFolder = EVPM PST ■ PST Language is mandatory.
Migrations ■ There must only one [PSTDefaults] section
MigrationMode = Report and it must appear before the individual
ShortcutMode = NoShortcuts [PST] sections.
IncludeDeletedItems = false ■ MigrationMode=Report specifies
SetPstHidden = false that this initialization file is to run in report
SetPstReadOnly = false mode.
CompactPst = true ■ ShortcutMode=NoShortcuts means
DeletePst = false that, by default, there will be no shortcuts to
CancelMbxAutoArchive = false the migrated items. Items that cannot be
migrated will be left in the PST files, not
moved to the mailboxes. You can override
this behavior for individual PST files.
262 PST migration: scripted
Example initialization file

Table 14-1 Sample initialization file

Initialization file section Notes

[PST] ■ The [PST] sections must appear after the


[PSTDefaults] section
Filename =
E:\Migration\Missing.pst ■ As a minimum each section must specify the
PST filename.
■ If an option is unspecified then Policy
Manager uses the value in the [PstDefaults]
section.
■ This marked file is missing and will produce
an error when Policy Manager runs.

[PST] ■ This file is on a remote computer.


Filename = ■ This PST file has been marked by the
\\server3\temp\marked1.pst Enterprise Vault client so that Policy
Manager can automatically determine the
target archive, the Exchange Server mailbox,
and the retention category.

[PST] ■ This PST file has been marked by the


Filename = Enterprise Vault client so that Policy
E:\Migration\marked2.pst Manager can automatically determine the
target archive, the Exchange Server mailbox,
MailboxDN =
/o=ACME/ou=DEVELOPER/cn=Reci and the retention category.
pients/cn=JackH ■ The MailboxDN setting is overriding the PST
ShortcutMode = MailboxShortcuts marking. This will result in a warning when
the initialization file is processed. The file
will be processed correctly, using the
specified enabled mailbox and that mailbox's
default retention category and archive.
■ Policy Manager will create shortcuts to
archived items and place them, together with
any items that remain in the PST at the end
of the migration, into the mailbox.

[PST] ■ This PST file has been marked by the


Filename = Enterprise Vault client.
E:\Migration\marked3.pst ■ The ArchiveName setting is overriding the
ArchiveName = Jack Horsfield2 owner entry that the client made. This will
result in a warning when the initialization
file is processed. The PST file will be
processed correctly, using the specified
archive and the default retention category
from the owning mailbox.
PST migration: scripted 263
Example initialization file

Table 14-1 Sample initialization file

Initialization file section Notes

[PST] This file has not been marked by an Enterprise


Vault client.
Filename =
E:\Migration\unmarked.pst
RetentionCategory = Business
264 PST migration: scripted
Example initialization file
Chapter 15
PST migration:
wizard-assisted
This chapter includes the following topics:
■ About the PST Migrator wizard
■ Outline of the migration process
■ Preparation
■ Migration tips
■ How the migration affects users
■ Starting the migration
■ PST migration: sample reports

About the PST Migrator wizard


PST Migrator is a wizard that lets you move (migrate) the contents of PST files
to Enterprise Vault. The main features of the wizard are as follows:
■ You can migrate many PST files at the same time and you can match PSTs
to archives manually, or allow PST Migrator to do an automatic correlation
based on the permissions set on the PST files.
■ The automatic correlation can save you a lot of time, but it is important that
you understand the process and make suitable preparations.
■ PST Migrator processes PST files that are on a mapped network drive or in a
shared network folder. You cannot use it to search across users' disks,
migrating all the PST files that it finds.
■ PST Migrator archives only those types of items for which you have enabled
archiving. To view or modify the types of items that are archived, start the
266 PST migration: wizard-assisted
Outline of the migration process

Administration Console and go to the Advanced tab of the Directory


Properties dialog box.
It is impossible to specify a migration process that suits everybody. For example,
you may want to delete PST files after migrating them or you may want to
continue using them. PST Migrator provides great flexibility, but you must think
carefully about how you want to carry out the migration.

Outline of the migration process


To undertake the migration process
1 Decide whether to use markers within PST files to determine their
ownership. If you decide to do so, you must turn on the marking well in
advance of doing the migration: details are in “Preparation” on page 257.
2 In the Administration Console, right-click the Archives container and, on
the shortcut menu, click Import. The PST Migration wizard starts.
3 Select a vault store to use.
4 Select the PST files that you want to migrate to Enterprise Vault. You can
select PST files from multiple mapped drives or network drives, but note
that the Enterprise Vault Storage service must be able to access them.
5 Match PST files with archives. You can choose either an automatic
correlation, or manual.
It is important that you check the list of matches before beginning the
migration. You can remove PST files from the list if necessary.
6 Specify which retention category to use for items from each PST file.
7 Specify whether PST Migrator is to create shortcuts to the items it migrates.
You can make PST Migrator do either of the following:
■ Create shortcuts in the PST files. You might select this if users will still
have access to the PST files at the end of the migration. The users must
move the shortcuts to their mailboxes before they will work.
■ Create shortcuts in the associated mailboxes.
8 Specify what to do with the Deleted Items folder. You can choose to leave
deleted items in the PST files, or to migrate them.
9 Choose a retention category to assign to the migrated items. You can choose
an existing retention category or create a new one.
10 Specify what to do with items in PST files after they have been migrated.
You can choose to:
■ Delete them.
PST migration: wizard-assisted 267
Preparation

■ Delete them and create shortcuts to the archived items.


11 Specify what to do with PST files themselves after they have been
processed. You can:
■ Leave them as they are.
■ Delete them.
■ Compact them to free up disk space.
■ Set them to be Read-only. This prevents users accessing the files.
■ Hide them. If you are not migrating all the PST files together this can
help you see how many PSTs are left to migrate. The next time you run
PST Migrator the hidden PST files will not be visible, provided that you
have set your desktop so that it does not show hidden files.
12 Start the migration.
At the end of the migration process, PST Migrator writes a short report to
the Enterprise Vault Event Log about what was migrated. See “PST
migration: sample reports” on page 271.
If an item cannot be migrated, it is moved to a folder called PST Migration
Failed Items in the PST file.

Preparation
■ The PST files must not be in use at the time of migration, so make sure that
users do not have them open. You may find that it is better to copy PST files
so that users can continue using the original files while you migrate the
contents of the copies.
■ The Vault Service account must have Full Control access to the PST file.
■ The Storage service for the destination vault store must be running.
■ PST Migrator's automatic correlation rejects any PST file that has more
than one user account with write permission, leaving you to do the
correlation manually. You may find it easier to set the permissions
appropriately before running PST Migrator.
■ PST Migrator does not migrate PST files that are password protected. You
must remove such protection before running PST Migrator.
■ If PST files are scattered in different locations on users' disks, you may find
it easier to move them all to a central location before you run PST Migrator.
■ If you have PST files that must be migrated to different vault stores, the
quickest way to sort them is probably to use the automatic correlation
within PST Migrator and remove those that do not correlate: for detail, see
“Migration tips” on page 268.
268 PST migration: wizard-assisted
Migration tips

■ If you intend to use the automatic PST compaction feature at the end of
migrations, you may need some spare disk capacity to provide room for the
compaction to take place. You could need as much as the size of the largest
PST file, plus approximately 5% of its size.
■ PST Migrator checks the mailbox storage limit when a mailbox has either
Prohibit Send or Prohibit Send & Receive mailbox limits set. If both these
limits are set, PST Migrator does not migrate items that would exceed the
lower limit. If only one of the limits is set, then PST Migrator obeys that
limit.
If a PST file fails migration because the mailbox is full, you can modify the
appropriate mailbox storage limit and then migrate the PST file again.
■ There is no problem migrating the contents of PST files that are encrypted.

Migration tips
■ Migrate a few PST files and then, when you are familiar with the process,
increase the numbers.
■ Migration is much easier if you have PST files in just a few locations, rather
than in many.
■ Sort out the permissions on the PST files before running PST Migrator,
otherwise they will just fail.
■ There is a Windows 2000 command-line utility, CACLS, which you can use
to grant the Vault Service account Full Control access to the PST files.
■ You can run more than one instance of PST Migrator. There is no point in
running more instances than you have processors. For example, if you have
two processors, then do not run more than two instances of PST Migrator. If
the computer is also archiving at the same time, then reduce the number of
PST Migrator instances.
■ When Enterprise Vault archives items, it also converts the contents to
HTML and indexes them. There is a default conversion timeout of 30
minutes for this process. Enterprise Vault makes three attempts to convert
an item, so can take up to 90 minutes before failing an item and moving on
to the next one
If there are very large, or very complex, items in a PST file, it can take a long
time to migrate them all. If you do not need the content of the items to be
indexed, then you can improve performance by lowering the conversion
timeout to just a few minutes.
This change to the conversion timeout also affects normal archiving, so
remember to return it to the original value when you have migrated the PST
files.
PST migration: wizard-assisted 269
Migration tips

To change the conversion timeout:


■ On the Storage service computer, set the following string registry key
value to the timeout, in minutes, that you want to use:
HKEY_LOCAL_MACHINE
\Software
\KVS
\Enterprise Vault
\ConversionTimeout
■ Restart the Storage service.
■ If you have PST files in the same location that you want to go to different
vault stores, the quickest way to do this is as follows:
a Run PST Migrator and select the first archive store that you want to
use.
b Select all the PST files, including those that should go to other vault
stores.
c Select automatic correlation. PST Migrator will open the vault store
and match PST files to archives within that vault store. All other PST
files will not be matched.
d Click the Archive heading on the screen to sort by destination archive.
This puts at the top of the list all the PSTs that could not be matched to
archives.
e Drag-select all the PSTs that could not be matched to archives and then
click Remove.
f On the PST Migrator screen that asks What do you want to do with
PSTs after all items are successfully migrated from each?, select Hide
them.
g At the end of the migration, PST Migrator hides the PST files that were
migrated. The next time you run PST Migrator, these PST files will not
appear in the list of PST files available for migration. The files appear
hidden only if you have set your desktop so that it does not show
hidden files.
h Repeat the process, running PST Migrator again, this time choosing a
different vault store.
i When you have worked through all the vault stores, you may have
some PST files left that failed to migrate. Run PST Migrator again and
manually select the correct archive for each PST
■ If you run PST Migrator on a computer that is not running the Storage
service for the vault store, then you cannot choose PSTs on a local disk. You
can, however, choose PSTs from a mapped network drive or a shared
270 PST migration: wizard-assisted
How the migration affects users

network folder, so you could, for example, map a network drive to your local
disk.

How the migration affects users


■ You can migrate the contents of PST files, choosing to create shortcuts to
migrated items:
■ If you create shortcuts in mailboxes, then PST Migrator duplicates the
folder structure of the PST files under a new, top-level folder in the
mailboxes.
■ If you create shortcuts in PST files to which users still have access, then
the users must move the shortcuts to their mailboxes before the
shortcuts will work.
■ If users store new items in a PST file that has been migrated, you can run
the migration again at any time, again creating shortcuts to migrated items.
PST Migrator will migrate the new items.
■ You can delete PST files at the end of the migration. If you do this then,
obviously, the files are no longer available to users.
■ If a user has configured Outlook to deliver new mail to a PST file, rather
than to the mailbox, then there will be errors when Outlook next starts:
■ If the PST file no longer exists, there is an error as soon as Outlook
starts and the user is then given the option to create a new PST file.
■ If the PST file still exists but is Read-only, then there will be an error as
soon as the user tries to access the PST or tries to create a mail
message.
The best solution is for users to make sure, before you perform the
migration, that mail is not being delivered to PST files.

Starting the migration


To start the migration
1 In the left-hand pane of the Administration Console, expand the view until
Archives is visible.
2 Right-click Archives and, on the shortcut menu, click Import. The PST
Migration wizard starts.
3 Work through the wizard.
PST migration: wizard-assisted 271
PST migration: sample reports

PST migration: sample reports


This section provides examples of reports on three types of migration:
■ Successful migration of all items
■ Migration stopped during processing
■ Migration with some failures

Successful migration of all items


This report comes from a normal, successful run of PST Migrator:
PST Migration Report
Migration status: Completed
Date: 13/10/2000
PST file: c:\temp\pst\copy of testnew.pst
Vault Name: ChrisC - 03OCT00
Vault Id: 1ABEFA23C3098D411AC060008C711C6F01110000laguna2
Number of folders processed: 6
Number of items migrated: 32
Total size of items migrated: 1213 KB
Number of items unable to be migrated: 0
Start Time: 3:05:32 PM
End Time: 3:05:44 PM

Migration stopped during processing


This report was obtained by canceling migration while PST Migrator was
running:
PST Migration Report
Migration status: Incomplete
Processing was stopped while the PST Migrator was working on this
PST. Run the PST Migrator again to migrate the remaining items in
this PST.
Date: 13/10/2000
PST file: c:\temp\pst\copy of testnew.pst
Vault Name: ChrisC - 03OCT00
Vault Id: 1ABEFA23C3098D411AC060008C711C6F01110000laguna2
Number of folders processed: 2
Number of items migrated: 28
Total size of items migrated: 224 KB
Number of items unable to be migrated: 0
Start Time: 2:59:02 PM
End Time: 2:59:16 PM

Migration with some failures


This report shows that there was one item that could not be migrated. The failed
item is placed in a folder called PST Migration Failed Items in the PST file.
272 PST migration: wizard-assisted
PST migration: sample reports

PST Migration Report


Migration status: Completed
Date: 13/10/2000
PST file: c:\temp\pst\copy of testnew.pst
Vault Name: ChrisC - 03OCT00
Vault Id: 1ABEFA23C3098D411AC060008C711C6F01110000laguna2
Number of folders processed: 2
Number of items migrated: 27
Total size of items migrated: 220 KB
Number of items unable to be migrated: 1
Start Time: 3:05:22 PM
End Time: 3:05:55 PM
Chapter 16
PST Migration: Locate and
Migrate
This chapter includes the following topics:
■ Migration procedure
■ Troubleshooting

Migration procedure
This section outlines how to use PST Locate and Migrate to search for PST files
on users’ computers and migrate those files to Enterprise Vault archives.
There are many different ways you could choose to schedule and run these
tasks, depending on your workload, the time available, the number of PST, and
so on. This section assumes that you are interested in testing Locate and Migrate
with relatively small numbers of PST files, possibly before starting a large scale
migration.

Editing the PST migration policy


The PST migration policy controls a number of characteristics of the PST
migration, including whether to create shortcuts to migrated items, the default
retention category, and how to process the PST files after successful migration.
The PST migration policy is listed under the Policies container in the
Administration Console:
When items have been migrated, the original items in the PST files are not
deleted. If you want to delete the user’s PST file after successful migration,
select Delete the PST file on the Post Migration tab of the PST Migration policy
that you are using.
274 PST Migration: Locate and Migrate
Migration procedure

Creating the Locator, Collector, and Migrator tasks


To create the Locator, Collector, and Migrator tasks
1 In the left pane of the Administration Console, expand your site until the
Enterprise Vault Servers container is visible.
2 Expand Enterprise Vault Servers and then expand the server on which you
want to add the Locator task.
3 Under the computer on which you want to add the Locator task, right-click
tasks and then, on the shortcut menu, click New > PST Locator Task.
The New PST Locator Task wizard starts.

4 Work through the wizard.


5 Expand the server on which you want to add the Collector task.
6 Right-click Tasks and, on the shortcut menu, click New and then PST
Collector Task.
7 Work through the wizard.
8 Expand the server on which you want to add the Collector task.
9 Right-click Tasks and, on the shortcut menu, click New and then PST
MigratorTask.
10 Work through the wizard.

Configuring the Locator task


To configure the Locator task
1 Double-click the Locator task that you have just created to display its
properties.
2 Click the Schedule tab.
3 Clear Use Site Setting and then modify the schedule so that the Locator task
runs at the time you require.
PST Migration: Locate and Migrate 275
Migration procedure

You probably do not want to run the Locator task on the site schedule
because the site schedule may be set to run tasks during non-office hours.
Since users’ computers and PST files may not be available during non-office
hours, you probably want to run the Locator task during office hours.
4 If you require the task to log on using an account other than the Vault
Service account, do the following:
a Click the Log On tab.
b Give the details of the account that you want the task to use.
5 Click the Settings tab.
The default is for all options to be clear, so that the Locator task does not
search any computer for PST files. You can change this as required, but be
aware that on a large network this could result in a list containing hundreds
of thousands of files that would be cumbersome to work with.
6 Click OK.

Configuring the Collector task


To configure the Collector task
1 Double-click the Collector task you have just created to display its
properties.
2 Click the Schedule tab.
276 PST Migration: Locate and Migrate
Migration procedure

3 Clear Use Site Setting and then modify the schedule so that the Collector
task runs at the time you require.
4 Click the Log On tab.
5 If you require the task to log on using an account other than the Vault
Service account, give the details of the account here.
6 Click the Settings tab.
7 If you intend to back up the PST files before migrating them, select Wait for
PSTs to be backed up before migrating them and then select the
appropriate option:
■ The migration status has changed to 'Ready to migrate'. Select this to
make the PST Migrator task wait until PST files have a migration status
of Ready to migrate. If you choose to do this, you must set this status
manually on each PST file.
■ The file attribute 'Ready for archiving' has been reset. Select this to
make the PST Migrator task wait until PST files have their Ready for
archiving attribute reset. This is typically done by backup software.
8 Click OK.

Configuring the Migrator task


You need to configure a Migrator task on every Enterprise Vault server that
hosts archives to which you intend to migrate PST files.

To configure the Migrator task


1 Double-click the Migrator task you have just created to display its
properties.
2 Click the Schedule tab.
3 Clear Use Site Setting and then modify the schedule so that the Migrator
task runs at the time you require.
4 Click the Log On tab.
5 If you require the task to log on using an account other than the Vault
Service account, give the details of the account here.
6 Click the Settings tab.
7 Specify the location of the folder that you want the Migrator task to use for
temporary files.
Click Change if you want to select a folder other than the default. The folder
must be available to the account that the task uses to log on.
PST Migration: Locate and Migrate 277
Migration procedure

Note that, if you are using building blocks, if PST migration tasks are failed
over to a different server, they will still use a temporary folder that has the
same local path. Therefore, you must create the same temporary folder on
all servers in your building blocks environment.
8 When you have specified the location of the temporary files folder, click OK.

Configuring the holding folder


The holding folder must be a network share that provides access as follows:

Table 16-1 Access required to selected accounts

Account Access required

Log On account used by Locator task Delete.

Log On account used by Collector Delete.


task

Log On account used by Migrator Delete.


task

Account used to configure the Read. Access can be removed after configuration,
holding folder if required.

The account that you use to configure the holding area must have sufficient
access to the folder to list it in a selection dialog. Normally, the Vault Service
account is used as the Log On account by the tasks and when configuring the
holding folder, but it is possible to specify different accounts.

To configure the holding folder


1 In the left pane of the Administration Console, right-click vault site and, on
the shortcut menu, click Properties.
2 On the General tab, next to PST Holding Folder, click Change.
There a prompt that asks whether you want to browse Regular or Hidden
shares.
3 Select the type of share you intend to specify for the holding folder, and
then click OK.
The list of shares is displayed, containing shared folders to which the
account you are using has access.
4 Select the folder you want to use for the holding folder and then click OK.
5 Click OK to close Site Properties.
278 PST Migration: Locate and Migrate
Migration procedure

Running the Locator task to find computers


When you run the Locator task it finds computers on the network and lists them
under Personal Stores (PSTs).

To run the Locator task to find computers


◆ In the Tasks listing of the Administration Console, right-click the Locator
task and then, on the shortcut menu, click Start.
You can now do either of the following:
■ Right-click the task and, on the shortcut menu, click Run Now.
■ Wait for the Locator task to come into schedule, according to the schedule
that you defined.
The Collector task creates a report of each run, which it places in the Search this
computer when PST Locator task runs Reports folder, which is a subfolder of the
Enterprise Vault program folder (normally C:\Program
Files\Enterprise Vault\Reports).

Editing computer properties

Warning: If you are running Enterprise Vault in a cluster, you must not include
in the search those computers that contain either the PST holding folder
(specified on the General tab of the Site Properties dialog box) or PST temporary
files folder (specified on the Settings tab of the PST Migrator Task Properties
dialog box).

For each computer that you want to search


1 Double-click the computer name to display the properties page.
2 Select Search this computer when PST Locator task runs.

Note: The PST Locator Task is unable to perform a Hard Disk Search on a
NetApp MultiStore, also known as vFiler. A NetApp Filer must be
configured with a minimum ONTAPI Management API version of 1.4. The
ONTAPI interface is the foundational API for Network Appliance products.
Version 1.4 is provided with the Data ONTAP 7G software release, or later.
PST Migration: Locate and Migrate 279
Migration procedure

3 If the computer is a NetApp Filer, click the Settings tab and select This
computer is a NetApp Filer.

Note: This is selected automatically when the PST Locator Task adds a
NetApp Filer. However, if the computer was unavailable when found by the
PST Locator task, or was added by the task before Enterprise Vault 7.0 was
installed, it is not selected automatically.

4 Click OK to close the properties.

Running the Locator task to find PST files


When you run the Locator task this time it finds PST files on the computers you
opted to search. The PST files are listed under Personal Stores (PSTs).

Editing PST file properties


The PST files that have been found by a registry search will have a status in the
Administration Console of Ready to copy because Enterprise Vault has been able
to determine the owning mailbox and thus the archive to use. This Ready to
copy status means that the PST file can be copied by the Collector task, at which
point it will be ready to be migrated.
PST files found by a hard disk search have the same Ready to copy status if
either of the following is true:
■ The PST file has been marked so that Enterprise Vault already knows which
archive and retention category to use. See “Marking PST files” on page 247
for details of how to mark PST files.
■ The PST file was not marked but was found on a computer for which you
have selected an Associated mailbox on the computer’s properties, the
mailbox you chose is used as the owner.
If Enterprise Vault is unable to determine the owner of a PST file, the
Administration Console status is Not ready.
You must edit the properties of all PST files that have a status of Not ready to
specify the mailbox or destination archive.

To specify a mailbox or destination archive


1 In the Administration Console listing, double-click the PST name to display
the PST properties.
2 Do one of the following:
280 PST Migration: Locate and Migrate
Troubleshooting

■ Next to Mailbox, click Browse and then select the mailbox of the user
who owns the PST file. The corresponding archive is automatically
chosen.
■ Next to Destination archive, click Browse and then select the mailbox
archive of the user who owns the PST file. The corresponding mailbox
is automatically chosen.
When you have completed the mailbox and archive details, the status
immediately changes to Ready to copy.

Running the Collector task


The Collector task copies PST files from users’ computers to the holding area. It
copies only PST files that have a status of Ready to copy.

To run the Collector task


1 In the Tasks listing of the Administration Console, right-click the Collector
task and then, on the shortcut menu, click Start.
2 Do one of the following:
■ Right-click the task and then, on the shortcut menu, click Run Now.
■ Wait for the Collector task to come into schedule, according to the
schedule that you defined.

Running the Migrator task


To run the Migrator task
1 In the Tasks listing of the Administration Console, right-click the Migrator
task and, on the shortcut menu, click Start.
2 Do one of the following:
■ Right-click the task and then, on the shortcut menu, click Run Now.
■ Wait for the Migrator task to come into schedule, according to the
schedule that you defined.

Troubleshooting
If file sharing is not enabled on a user’s computer, the PST Locator task is unable
to search the registry or files on that computer. This results in errors such as the
following in the report file:
** 18/07/2005 14:34:21 Hard disk search failure on DEMO : Failed to
read registry to get list of drives : The network path was not
found. **
PST Migration: Locate and Migrate 281
Troubleshooting

** 18/07/2005 14:34:21 Registry search failure on DEMO : The network


path was not found. **
Note that Windows XP Service Pack 2 does not automatically enable file sharing
unless the computer already has shares defined at the time of installation.
282 PST Migration: Locate and Migrate
Troubleshooting
Chapter 17
PST migration:
client-driven migration
This chapter includes the following topics:
■ About client-driven migration
■ Editing the PST migration welcome message
■ Creating a PST Migrator task
■ Enabling mailboxes

About client-driven migration


This chapter describes how to configure client-driven PST migration. For an
introduction to client-driven PST migration, see “Client-driven migration” on
page 252.
Enterprise Vault provides other tools for migrating PST files to archives. See
Chapter 13, “Introduction to PST migration” for an introduction to these tools.

To set up client-driven PST migration


1 Set up the PST migration messages.
2 Create a PST Migrator task.
3 Enable mailboxes for client-driven PST migration.

PST files on network drives


You can configure this facility to migrate PST files stored on network drives, but
note that you cannot migrate files that fall into any of the following categories:
■ Hosted on non-Windows file servers, such as UNIX/Linux servers.
284 PST migration: client-driven migration
Editing the PST migration welcome message

■ Hosted on Distributed File System (DFS) folders.


■ Hosted on network shares and not present in the Microsoft Outlook profile.
■ Accessed through drive letters or home folders assigned through Active
Directory.
■ Accessed through network shares to which the Vault Service account does
not have full access.

Editing the PST migration welcome message


When you enable a mailbox for client-driven PST migration, Enterprise Vault
automatically delivers a welcome message to that mailbox, explaining that PST
files are about to be archived.
A second message is delivered each time a PST file has been successfully
migrated.
During the installation, the messages are placed in a folder beneath the
Enterprise Vault Program folder:
Enterprise Vault\Languages\Mailbox Messages\<lang>
where <lang> indicates the language used.
The welcome message is in a file called EnablePSTMigrationMessage.msg.
The successful migration message is in a file called
PSTMigratedMessage.msg.

To set up the PST welcome message


1 Decide which language version of EnablePSTMigrationMessage.msg
you want to use and locate the file.
2 Using a computer that has Microsoft Outlook installed, double-click the file
EnablePSTMigrationMessage.msg in Windows Explorer to edit the
message.
3 Review the text and make any changes that you require.
4 Save the message.
5 Copy EnablePSTMigrationMessage.msg to the Enterprise Vault
program folder (normally C:\Program Files\Enterprise Vault) on
every Enterprise Vault server in the site.

To set up the successful PST migration message


1 Decide which language version of PSTMigratedMessage.msg you want to
use and locate the file.
PST migration: client-driven migration 285
Creating a PST Migrator task

2 Using a computer that has Microsoft Outlook installed, double-click the file
PSTMigratedMessage.msg in Windows Explorer to edit the message.
3 Review the text and make any changes that you require.
4 Save the message.
5 Copy PSTMigratedMessage.msg to the Enterprise Vault program folder
(normally C:\Program Files\Enterprise Vault) on every Enterprise
Vault server in the site.

Creating a PST Migrator task


If you have configured Locate and Migrate, you already have a PST Migrator
task and can ignore this section. If you have not configured Locate and Migrate
then you need to work through this section.

To create a Migrator task


1 In the left pane of the Administration Console, expand your site until the
Enterprise Vault Servers container is visible.
2 Expand Enterprise Vault Servers and then expand the server on which you
want to add the Migrator task.
3 Under the server on which you want to add the Migrator task, right-click
Tasks and, on the shortcut menu, click New and then PST Migrator Task.
The New PST Migrator Task wizard starts.
4 Work through the wizard.

Configuring the holding folder


The holding folder is used as a collecting area for PST files that will be processed
by the PST Migrator task.
The holding folder must be a network share to which the Log On account used by
the PST Migrator task has Delete access.
The account that you use to configure the holding area must have sufficient
access to the folder to list it in a selection dialog. Normally, the Vault Service
account is used as the Log On account by the tasks and when configuring the
holding folder, but it is possible to specify different accounts.

To configure the holding folder


1 In the left pane of the Administration Console, right-click your vault site
and, on the shortcut menu, click Properties.
2 On the General tab, next to PST Holding Folder, click Change.
286 PST migration: client-driven migration
Enabling mailboxes

A prompt asks whether you want to browse Regular or Hidden shares.


3 Select the type of share you intend to specify for the holding folder and then
click OK.
The list of shares is displayed, containing shared folders to which the
account you are using has access.
4 Select the folder you want to use for the holding folder and then click OK.
5 Click OK to close Site Properties.

Enabling mailboxes
Enterprise Vault provides a wizard that lets you enable mailboxes for
client-driven migration. You can enable a small number of mailboxes at a time
so that at any one time there is a manageable number of PST files to process.
After you have enabled a mailbox for client-driven PST migration, the
Enterprise Vault Outlook Add-In starts scanning for PST files when the
corresponding user next starts Outlook.
The list of PST files that have been found by all client computers appear in the
Administration Console, in the Files container under Personal Stores (PSTs).
The PST files are migrated immediately; you do not need to approve them.

To enable mailboxes for client-driven PST migration


1 In the left pane of the Administration Console, right-click Personal Store
Management and, on the shortcut menu, click Enable Client-Driven
Migrations.
The Enable Mailbox for Client-Driven Migration wizard starts.
2 Work though the wizard.
Chapter 18
Enterprise Vault message
queues
This chapter includes the following topics:
■ About Enterprise Vault message queues
■ MSMQ queue summary
■ About the Exchange Mailbox task
■ About the Storage service
■ About retrieval
■ About the Exchange Journaling task
■ About the Exchange Public Folder task

About Enterprise Vault message queues


Enterprise Vault uses Microsoft Message Queue Server to transfer information
between Enterprise Vault components. This chapter:
■ Describes, for each component, the names and usage of these queues
■ Discusses monitoring the queues during normal usage

Note: Clear all Enterprise Vault queues before you carry out any Microsoft
Exchange maintenance. If you check or repair the Microsoft Exchange database
when an Exchange Mailbox task still has work outstanding, that work cannot be
done.
288 Enterprise Vault message queues
MSMQ queue summary

MSMQ queue summary


This section gives a brief description of what goes on to each of the Enterprise
Vault queues.

Table 18-1 Summary of MSMQ queues

Queue name Contains information about

Enterprise Vault Exchange Shortcuts that need updating. Also failed


Mailbox task for operations.
<exchangeserver>a <number>b a1

Enterprise Vault Exchange Individual items to process. Used for manual


Mailbox task for archive requests and whenever Enterprise Vault
<exchangeserver>a <number>b a2 cannot directly communicate with the
StorageArchive queue of the Storage service.

Enterprise Vault Exchange Mailboxes to process. Used for Run Now archiving.
Mailbox task for
<exchangeserver>a <number>b a3

Enterprise Vault Exchange Individual items to process. Only used for retries
Mailbox task for when Enterprise Vault cannot directly
<ExchangeServer>a <number>b a4 communicate with the StorageArchive queue of the
Storage service.

Enterprise Vault Exchange Mailboxes to process. Used during background


Mailbox task for archiving.
<exchangeserver>a <number>b a5
This queue is not processed outside the scheduled
archiving times, so you cannot use Run Now to clear
a backlog on this queue.

Enterprise Vault Exchange Synchronization requests.


Mailbox task for
<exchangeserver>a <number>b a6

Enterprise Vault Exchange Items to retrieve.


Mailbox task for
<exchangeserver>a <number>b r1

Enterprise Vault Exchange Items ready for retrieval.


Mailbox task for
<ExchangeServer>a <number>b r2

Enterprise Vault spool queue Items restored by the Storage service that are now
ready to be processed by the Exchange Mailbox task
(for retrieval).
Enterprise Vault message queues 289
About the Exchange Mailbox task

Table 18-1 Summary of MSMQ queues

Queue name Contains information about

Enterprise Vault journal task for Shortcuts to update. Also failed operations.
<exchangeserver>a <number>b j1

Enterprise Vault journal task for Items to process.


<ExchangeServer>a <number>b j2

Enterprise Vault journal task for Instructs the Exchange Journaling task to examine
<exchangeserver>a <number>b j3 the journal mailbox for new messages. Up to 250
new messages will be marked as archive pending
and a message is placed on queue j2 for each such
message.

Enterprise Vault storage archive Items to be stored in vault stores.


for <exchangeserver>a

Enterprise Vault storage restore Items to be retrieved from vault stores.


for <exchangeserver>a

a.<exchangeserver> is the name of the server being processed by the Exchange Mailbox task.
b.<number> is a number that uniquely identifies the queue.

About the Exchange Mailbox task


The Exchange Mailbox task uses six queues. Each queue has a different function,
which can be monitored to determine the progress of the task.

Table 18-2 Exchange Mailbox task queues

Queue name Messages placed on the queue

Enterprise Vault exchange mailbox task Update Shortcut and Operation Failed
for <exchange server>a <number>b a1

Enterprise Vault exchange mailbox task Process Item (Explicit Archives).


for
Used for manual archive requests and
<exchange server>a <number>b a2 whenever Enterprise Vault cannot directly
communicate with the StorageArchive
queue of the Storage service.

Enterprise Vault exchange mailbox task Process Mailbox, Process System (Run Now),
for <exchange server>a <number>b a3 Check System, Check Mailbox

Enterprise Vault exchange mailbox task Only used for retries where Enterprise Vault
for <exchangeserver>a <number>b a4 cannot communicate directly with the
StorageArchive queue.
290 Enterprise Vault message queues
About the Exchange Mailbox task

Table 18-2 Exchange Mailbox task queues

Queue name Messages placed on the queue

Enterprise Vault exchange mailbox task Process Mailbox, Process System (Schedule
for <exchangeserver>a <number>b a5 only)

Enterprise Vault exchange mailbox task Synchronization requests.


for <exchangeserver>a <number>b a6

a.<exchangeserver> is the name of the server being managed by the Exchange Mailbox task.
b.<number> is a number that uniquely identifies the queue.

Update Shortcut
Informs the Exchange Mailbox task to turn an archive pending item into a
shortcut. It occurs after a message has been stored by the Storage service, and
backed up.

Operation Failed
Informs the Exchange Mailbox task that an error has occurred and it should
change the message from archive pending back into a message. The message
will be reprocessed later. This message is sent if an error occurs during
archiving and storage.

Process Item
Asks the Exchange Mailbox task to archive a specific message from the
exchange server to the Storage service. The item in exchange will be turned into
a shortcut when the storage returns an Update Shortcut message.
Process Item messages are produced by a user explicitly archiving a message
(placed on A2) or during a Process Mailbox (in which case the message is placed
on queue A4 if from a scheduled process mailbox or on queue A2 for an
immediate Run Now archive).

Process Mailbox
Asks the Exchange Mailbox task to examine a mailbox, finding any messages,
which match the archiving criteria. These messages are then turned into archive
pending, and a message is placed on the process item queue for each message to
be archived.
The process item queue will be the StorageArchive queue of the Storage service
if the process mailbox is generated from a scheduled archive, or is as a result of
an administrator Run Now.
Enterprise Vault message queues 291
About the Exchange Mailbox task

All Explicit Archives, that is, individual users manually archiving items, result
in a Process Item message being placed on the A2 queue.

Process System
Asks the Exchange Mailbox task to determine which mailboxes on the exchange
server are eligible for archiving. The Exchange Mailbox task reads the list of all
enabled mailboxes and sends a Process Mailbox message (on the same queue) for
each mailbox eligible.
Process System message is placed immediately on queue A3 if the administrator
selects Run Now from the task properties, or it will be placed on queue A5 at the
start of a scheduled archive period (provided that there are no other process
system messages already waiting to be done).

Check System
Asks the Exchange Mailbox task to determine which mailboxes on the exchange
server are eligible for archiving. The Exchange Mailbox task reads the list of all
mailboxes, which have been used with Enterprise Vault, and places a Check
Mailbox message on the queue for each mailbox eligible.
This message will only be placed on queue A3 at the start time specified in the
site properties.

Check Mailbox
Asks the Exchange Mailbox task to examine a mailbox, finding any shortcuts,
which match the expiry or shortcut deletion criteria. These shortcuts are then
deleted from the mailbox.
Check Mailbox messages are only placed on queue A3.

Synchronize System
Synchronization can take a large amount of time so synchronization is
multi-threaded, using the agents queues.
Synchronization requests for an Exchange Mailbox task are placed on the A6
queue. When synchronization is run, a Synchronize System request is placed on
this queue and this generates a Synchronize Mailbox request for each mailbox
that needs to be synchronized. Having multiple Synchronize Mailbox requests
means that the requests can be serviced by multiple threads.
The A6 queue is processed at all times but is always the lowest priority task. This
means that scheduled background archives always take precedence over a
synchronize.
292 Enterprise Vault message queues
About the Exchange Mailbox task

Notes
Each queue has a suffix of A<priority number>, where A1 is the highest priority
and A5 is the lowest priority. The message queues are treated as FIFO (First In,
First Out), and new messages are always added to the end of the queue.
The Exchange Mailbox task processes the queues in order of priority. The task
scans through each queue, starting with the highest priority. If it finds a
message on a queue, it processes the message, then starts the scan again from
the highest priority queue. Therefore queues A2 through A5 will not be
processed until queue A1 is empty.
However queue A5 is a special queue that is used only by the archiving schedule.
The Exchange Mailbox task processes messages on the A5 queue only during a
scheduled archive period. Outside the scheduled periods messages on these
queues are ignored.
Using performance monitor, you can monitor the changes in the queues to
assess the progress of the task.
For example, at the start of a scheduled period, the number of messages on
queue A5 rises (to the number of enabled mailboxes on the exchange server).
These are Process Mailbox messages. The Exchange Mailbox task will take the
first message off queue A5 and find all the eligible messages in the mailbox and
change them to archive pending. A Process Item message is then placed on the
StorageArchive of the Storage service for each message to be archived.
After the vault store has been backed up, Update Shortcut messages will be
placed on queue A1 — which will be processed immediately because the queue
has a higher priority.
Queue A3 performs the same function as queue A5, but for an immediate
process system. This queue also performs shortcut expiry and deletion. Explicit
user archives from the Outlook client extension are placed on queue A2.
Queue A5 will only be processed during a scheduled period, but queues A1–A3
will always be processed. If a queue is not being processed (the number of
messages is not changing) for more than 10 minutes, and there are no messages
in a higher priority queue, then there may be a problem with the task. Check the
Enterprise Vault Event Log on the Exchange Mailbox task computer for any
additional information.
Monitoring queue A1 will indicate that a backup has correctly updated
shortcuts, but if A1 is being used during normal use (before a backup), then it
may indicate a problem with tasks. Check the Enterprise Vault Event Log for
errors.
Enterprise Vault message queues 293
About the Storage service

About the Storage service


The Storage service uses two queues. Each queue has a different function, which
can be monitored to determine the progress of the service.

Table 18-3 Storage service queues

Queue name Messages placed on the queue

Enterprise Vault storage archive Store Item

Enterprise Vault storage restore Restore an Item

Store Item
The Exchange Mailbox task will place a compressed email message on the
Storage Archive queue, to be stored in an archive. If the compressed message is
larger than 4MB then it will be divided into 4MB chunks (each labeled with a part
number, for example Part 1 of 5). The message is reconstructed by the Storage
service before storing.
The Exchange Mailbox task will place all e-mails to be stored onto the
appropriate Storage service archive queue (multiple Storage services may be
configured, therefore the Exchange Mailbox task must select the correct Storage
service for the vault store in which the archive resides).

Restore an Item
The Exchange Mailbox task will place a message onto the storage restore queue,
requesting an item to be restored from an archive. When the Storage service has
located the item, it places it onto the Storage Spool queue, and notifies the
Exchange Mailbox task on queue R2.

Notes
Monitoring the storage archive queue will indicate the Storage service is
processing items. If the number of items in this queue does not change for at
least 30 minutes, then there is likely to be a problem. Check the Enterprise Vault
Event Log on the storage computer for any errors, and look at the task list
process storagearchive.exe. If the process is at 0% CPU then it has
stopped doing any work. To correct the problem, restart the service.
Monitoring the restore queue will indicate the number of restores required by
the users. Again if the number of items on the queue does not change then there
is likely to be a problem.
294 Enterprise Vault message queues
About retrieval

About retrieval
Retrieval is carried out by the Exchange Mailbox task, using three queues. Each
queue has a different function, which can be monitored to determine the
progress.

Table 18-4 Retrieval queues

Queue name Messages placed on the queue

Enterprise Vault exchange mailbox task Item Ready, Operation Failed


for <exchange server>a <number>b r1

Enterprise Vault exchange mailbox task Restore Item, Update Basket


for <exchange server>a <number>b r2

Enterprise Vault Storage Spool Message Content

a.<Exchange Server> is the name of the server being processed by the Exchange Mailbox task.
b.<number> is a number that uniquely identifies the queue.

Restore Item
This message is a request to restore an item from the Storage service back into
Exchange Server. The Exchange Mailbox task prompts for the message from the
Storage service and places it into the mailbox. Messages are placed on this queue
from both the user extension and the Web page restore functions.

Operation Failed
This message informs the Exchange Mailbox task there was a problem restoring
the message. If the retrieval was started from the Web application, then the
Exchange Mailbox task will update the basket to indicate the item was not
restored.

Update Basket
This message informs the Exchange Mailbox task to update a Web basket with
the successful restoration of an item.

Item Ready
This message informs the Exchange Mailbox task that a previously requested
message is now available on the storage spool queue. The Exchange Mailbox
task will collect the message from the storage spool queue and place it into the
mailbox. These messages are generated by the Storage service as required.
Enterprise Vault message queues 295
About the Exchange Journaling task

Storage Spool
The messages on this queue are items restored from the Storage service. The
Exchange Mailbox task will read the messages as it processes the queue R2.

Notes
Each queue has a suffix of R<priority number>, where R1 is the highest priority
and R2 is the least important. The message queues are treated as first in, first
out (FIFO), and new messages are always added to the end of the queue.
The Exchange Mailbox task will process the queues in order of priority. The task
scans through each queue, starting with the highest priority. If it finds a
message on a queue, it will process the message, then start the scan again from
the highest priority queue. Therefore if there are messages on queue R1, then
queue R2 will not be processed until queue R1 is empty.
If a queue is not being processed (the number of messages is not changing) for
more than 10 minutes, and there are no messages in a higher priority queue,
then there may be a problem with the task. Check the Enterprise Vault Event
Log on the Exchange Mailbox task computer for any additional information.

About the Exchange Journaling task


An Exchange Journaling task uses four queues. Each queue has a different
function, which can be monitored to determine the progress of the task.

Table 18-5 Exchange Journaling task queues

Queue name Messages placed on the queue

Enterprise Vault exchange journaling task Delete Message, Operation Failed


for <exchange server>a <number>b j1

Enterprise Vault exchange journaling task Process Itemc


for <exchange server>a <number>b j2

Enterprise Vault exchange journaling task Process Mailbox


for <exchange server>a <number>b j3

Enterprise Vault exchange journaling task Synchronize System


for <exchange server>a <number>b j4

a.<Exchange Server> is the name of the server being managed by the Exchange Journaling task.
b.<number> is a number that uniquely identifies the queue.
c.There is a DWORD registry value, QueueJournalItems, under the Agents key, that controls whether to
use J2. The default setting of 1 enables the use of J2; a setting of 0 disables the use of J2.
296 Enterprise Vault message queues
About the Exchange Journaling task

Delete Message
Informs the Exchange Journaling task to delete an archive pending item from
the journal mailbox. It occurs after a message has been stored by the Storage
service, and backed-up.

Operation Failed
Informs the Exchange Journaling task that an error has occurred and it should
change the message from archive pending back into a message. The message
will be reprocessed later. This message is sent if an error occurs during
archiving and storage.

Process Mailbox
Asks the Exchange Journaling task to examine the journal mailbox, finding any
messages that have arrived. Up to 250 new messages will be turned into archive
pending, and a message is placed on the StorageArchive queue of the Storage
service for each message to be archived.
The process mailbox message is issued every minute onto queue J3.

Synchronize System
Synchronization is multi-threaded, using the agents queues.
Synchronization requests for an Exchange Mailbox task are placed on a new J4
queue. When synchronization is run, a Synchronize System request is placed on
this queue and this generates a Synchronize Mailbox request for each mailbox
that needs to be synchronized. Having multiple Synchronize Mailbox requests
means that the requests can be serviced by multiple threads.
The J4 queue is processed at all times but is always the lowest priority task. This
means that scheduled background archives always take precedence over a
synchronize.

Notes
Each queue has a suffix of J<priority number>, where J1 is the highest priority
and J3 is the least. The message queues are treated as FIFO, and new messages
are always added to the end of the queue.
A Exchange Journaling task processes the queues in order of priority. The task
scans through each queue, starting with the highest priority. If it finds a
message on a queue, it will process it, then start the scan again from the highest
priority queue. Therefore, if there are messages on queue J1, queue J2 and J3 will
not be processed until queue J1 is empty.
Enterprise Vault message queues 297
About the Exchange Public Folder task

Monitoring queue J1 will indicate that a vault store backup is correctly deleting
the messages, but if J1 is being used during normal use (before a backup), then it
may indicate a problem with tasks. Check the Enterprise Vault Event Log for
errors.
Monitoring queue J3 will indicate that at least every minute a process mailbox
message is on the queue (a new message will only be added if the queue is
empty). There should never be more than 1 message on this queue. The message
should appear on the queue, then disappear as soon as queue J1 is clear — any
new messages in the journal mailbox will be processed.
If a queue is not being processed (the number of messages is not changing) for
more than 10 minutes, and there are no messages in a higher priority queue,
then there may be a problem with the tasks. Check the Enterprise Vault Event
Log on the Exchange Journaling task computer for any additional information.

About the Exchange Public Folder task


An Exchange Public Folder task uses five queues per task. Each queue has a
different function, which can be monitored to determine the progress of the
task.

Table 18-6 Public Folder queues

Queue name Messages placed on the queue

Enterprise Vault exchange public folder task Update Shortcut and Operation Failed
for <exchange server>a <number>b p1

Enterprise Vault exchange public folder task Not used after re-architecture of MSMQ
for <exchange server>a <number>b p2 usage in Enterprise Vault 3.6

Enterprise Vault exchange public folder task Process Folder, Process Folders (Run
for <exchange server>a <number>b p3 Now), Check Folders, Check Folder

Enterprise Vault exchange public folder task Not used since Enterprise Vault 3.6
for <exchange server>a <number>b p4

Enterprise Vault exchange public folder task Process Folder, Process Folders
for <exchange server>a <number>b p5 (Schedule only)

a.<Exchange Server> is the name of the server being managed by the Public Folder task.
b.<number> is a number that uniquely identifies the queue.
298 Enterprise Vault message queues
About the Exchange Public Folder task

Update Shortcut
Instructs the Exchange Public Folder task to turn an archive pending item into a
shortcut. It occurs after a message has been stored by the Storage service, and
backed up.

Operation Failed
Informs the Exchange Public Folder task that an error has occurred and it
should change the message from archive pending back into a message. The
message will be reprocessed later. This message is sent if an error occurs during
archiving and storage.

Process Folder
Asks the Exchange Public Folder task to examine a specific folder, finding any
messages that match the archiving criteria. These messages are then turned
into archive pending, and a message is placed on the process item queue for each
message to be archived.

Process Folders
Asks the Exchange Public Folder task to determine which folders on the
Exchange Server are eligible for archiving. The Exchange Public Folder task
reads the list of all public folders hosted on the exchange server and sends a
Process Folder message (on the same queue) for each top level folder that is
eligible.
Process Folders messages are placed immediately on queue P3 if the
administrator selects Run Now from the task properties, or it will be placed on
queue P5 at the start of a scheduled archive period (provided that there are no
other process folders messages already waiting to be done).

Check Folders
Asks the Exchange Public Folder task to process the folders hosted on the
Exchange Server. The Exchange Public Folder task places a Check Folder
message on the queue for each top-level folder that is eligible.
This message will only be placed on queue P3 at the shortcut deletion start time
specified in the site properties.
Enterprise Vault message queues 299
About the Exchange Public Folder task

Check Folder
Asks the Exchange Public Folder task to examine a given sub-tree finding any
shortcuts that match the expiry or deletion criteria. These shortcuts are then
deleted from the folder.
Check Folder messages are only placed on queue P3.

Notes
Each queue has a suffix of P<priority number>, where P1 is the highest priority
and P5 is the least important. The message queues are treated as FIFO, and new
messages are always added to the end of the queue.
The Exchange Public Folder task will process the queues in order of priority. The
task scans through each queue, starting with the highest priority. If it finds a
message on a queue, it will process the message, then start the scan again from
the highest priority queue. Therefore if there are messages on queue P1, then
queues P2 to P5 will not be processed until queue P1 is empty.
However, the P5 queue is a special queue only used during the public folder
archiving schedule. The Exchange Public Folder task will process only messages
on queue P5 during a scheduled archive period. Outside of the schedule, any
messages on these queues will be ignored.
Queue P3 performs the same function as queue P5, but for an administrator Run
Now. This queue also performs shortcut expiry and deletion.
Queue P5 will only be processed during a scheduled period, but queues P1–P3
will always be processed. If a queue is not being processed (the number of
messages is not changing) for more than 10 minutes, and there are no messages
in a higher priority queue, then there may be a problem with the task. Check the
Enterprise Vault Event Log on the Exchange Public Folder task computer for any
additional information.
Monitoring queue P1 will indicate that a backup has correctly updated
shortcuts, but if P1 is being used during normal use (before a backup), then it
may indicate a problem with tasks. Check the Enterprise Vault Event Log for
errors.
300 Enterprise Vault message queues
About the Exchange Public Folder task
Chapter 19
Customizations and best
practice
This chapter includes the following topics:
■ Mailbox archiving
■ Public folder archiving
■ File System Archiving and placeholder shortcuts
■ Performance tuning

Mailbox archiving
This section covers the following:
■ Archiving policies
■ Archiving items only if they have attachments
■ Customizing the Enterprise Vault settings for a journal mailbox
■ Disabling archiving for mailboxes

Archiving policies
A mailbox cannot be archived by quota and age in the same archiving run. For
example, you cannot archive a mailbox based on quota and also have a folder set
to “archive items older than 0 days”. Contact Symantec Support if you really do
need to do this.
Using “Start with items larger than” has an impact on initial archiving
performance because this archives many kinds of large items that find their way
into mailboxes, such as MPEG or AVI files.
302 Customizations and best practice
Mailbox archiving

Age-based archiving
■ Consider a policy of archive “Start with items larger than” so that archiving
has greatest benefits early on.
■ Larger, less frequent runs make backups easier. For example, it is easier to
do one large run on Friday and then a full backup of the Enterprise Vault
system than daily archives and backups.

Quota-based archiving
■ An Exchange Mailbox task that is archiving by quota does only one pass of
each mailbox on each scheduled run. There is a default maximum of 1000
items archived on each pass, which is probably lower than you want.
You can increase the number of items archived on each pass by editing the
value of Maximum number of items per target per pass, which is on the
Settings tab of the Exchange Mailbox task’s properties. A value of such as
1000 is probably suitable.
■ Before archiving by quota, consider setting up archiving with an age-based
policy to archive very old emails from the Exchange Server store.
■ Specify a policy so that large items are archived first. This means the
messages with the greatest impact on their quota get archived first. This is
controlled by the Start with items larger than setting on the Archiving
Rules tab of the Exchange Mailbox policy’s properties.
■ Items in the Deleted Items folder in a mailbox use up mailbox quota but the
folder is not archived by Enterprise Vault. If you are not careful, it is
possible for the quota usage dictates that something must be archived but
nothing can be.
■ Make sure that there is enough archiving each night so that users have
sufficient space for the following day.
■ Consider doing occasional archive runs with an age-based archiving policy
to ensure that old items are archived eventually. Sometimes perhaps only
40% of mailboxes are affected by quota-based archiving; those unaffected
can accumulate very old messages.
■ In Microsoft Exchange, you can set a Prohibit send and receive at (KB)
storage limit to specify the maximum amount of space that a mailbox can
occupy before the user is prohibited from sending or receiving more
messages. If you are archiving by quota but do not have a storage limit set
on a mailbox, or the quota setting has been exceeded, then archiving from
the mailbox fails.
The solution is to remove or raise the limit for Prohibit send and receive,
archive until a suitable storage level has been reached, and then reimpose
Customizations and best practice 303
Mailbox archiving

the Prohibit send and receive limit if necessary. Enterprise Vault normally
keeps users within quota, so you may decide just to remove the Prohibit
send and receive limit.

Archiving items only if they have attachments


Enterprise Vault can be configured so that a mailbox or public folder item is
archived only if the item has an attachment, assuming all other archiving
criteria are met. This is not the same as archive attachments only.
The advantages of archiving only items with attachments are:
■ A significant performance improvement, since many fewer items are being
archived.
■ Fewer problems generally, because fewer items are being archived. For
example, users open fewer archived items, there are fewer problems
archiving items, and so on.
■ Normally, using the “leave cover note text” option means Exchange store
growth for messages without attachments. However, if you set this and also
configure Enterprise Vault to archive items only if they have attachments,
then Enterprise Vault leaves cover note text only for items that do have
attachments. This means that there is always a space gain.
The disadvantages of archiving only items with attachments are:
■ You cannot use this method if you are archiving for legal reasons because
you cannot be sure of what will be archived.
■ Users will not be sure of where to find older items. Should they search in the
mailbox or in Enterprise Vault?
■ Such a policy may be harder for users to understand than a simple
age-based one.

Note: If you decide to archiving only items with attachments, consider having
occasional archiving runs with it turned off and with an age-based policy of, say,
two years. This ensures that any really old items are eventually archived, even
though they have no attachments. This frees space in the Exchange database.

You could do this using, for example, a simple, scheduled SQL script running
once each month.

To enable archiving only items with attachments


1 Start the Administration Console.
304 Customizations and best practice
Mailbox archiving

2 In the left pane, expand the vault site.


3 Expand Policies and then Exchange.
4 Click the Mailbox container.
5 In the right pane, double-click the Exchange Mailbox Policy you want to
modify.
6 Click the Archiving Rules tab.
7 Select Archive messages with attachments only.
8 Click OK.

Customizing the Enterprise Vault settings for a journal mailbox


You can customize the journal mailbox so that items are archived to different
archives and with different retention categories.
By default, Enterprise Vault uses the same archive and retention category for
every item that is archived from a journal mailbox. If this is not what you want,
you can customize the journal mailbox and send items to different archives with
different retention categories.
You can override the parent folder settings by changing the Enterprise Vault
properties for a folder. If a folder contains other folders then, by default, those
folders inherit the properties of the parent folder. However, you can change the
settings for individual folders.
By default, all folders in the journal mailbox have the Enterprise Vault property
Use parent folder settings selected. This means that all folders inherit the same
settings, retention category, and archive that are set up for the journal mailbox.
Until you change the values for a particular folder, Enterprise Vault archives all
items with the same retention category and stores them in the same archive.
To modify the settings, use Microsoft Outlook or Microsoft Exchange Client to
do the following:
■ Define rules to redirect mail to the appropriate folders within the journal
mailbox. The Exchange Journaling task will then archive items from those
folders.
■ Set the mailbox and folder properties in the journal mailbox.
The journal mailbox is enabled with the following settings:
■ Vault: from the Journal Mailbox Target properties
■ Retention Category: from the Journal Mailbox Target properties
Customizations and best practice 305
Mailbox archiving

The following tables list the Enterprise Vault settings that you can change to
modify the behavior of the Exchange Journaling task, together with those that
the Exchange Journaling task ignores.

Table 19-1 Journal mailbox settings

Setting Comment

Vault Can be changed from the default.

Retention Category Can be changed from the default.

Do not archive this folder Ignored.

Archive items older than Ignored (always 0 days).

Table 19-2 Journal mailbox folder settings

Setting Comment

Vault Overrides parent folder

Retention Category Overrides parent folder

All other settings Ignored (uses mailbox settings)

Table 19-3 Journal mailbox message settings

Setting Comment

Do not archive this item Ignored

Retention Category Ignored (uses folder setting)

Disabling archiving for mailboxes


There may be occasions when you want to disable archiving for a mailbox. If you
disable archiving for a mailbox, you can later enable it again at any time.

To disable archiving for one or more mailboxes


1 In the left pane of the Administration Console, expand Enterprise Vault
Servers.
2 Expand the name of the computer that runs the Exchange Mailbox task.
3 Click Tasks.
4 In the right pane, click the Mailbox Archiving task.
306 Customizations and best practice
Public folder archiving

5 On the Tools menu, click Disable Mailboxes.


6 When the Disable Mailbox wizard starts, follow the on-screen instructions
to select the mailboxes that you want to disable.

Public folder archiving


When setting up Public Folder archiving consider the following:
■ When you specify a public folder root path then, by default, all folders
underneath that path are archived.
■ If you want a setting to be applied to a whole section of a public folder tree,
use Enterprise Vault Policy Manager.
■ An Exchange Public Folder task takes its settings from the site that the
Exchange Public Folder task is in and applies those settings to every folder
under its root path.
If you change any archiving policy using Outlook, the change applies only to
that folder, even if the folder is the root path.
So, for example, you could have three root paths archived under one site
and you want to change the policy for one of those paths. You could use the
Enterprise Vault folder properties in Outlook. However only that folder and
not its subfolders will have the new archive policy. If you want to have
folder policy inheritance you must use Policy Manager to set up the policy.
Policy Manager will set the new policy on all subfolders.
■ Any new public folder is archived using the site settings until you change
the settings for that folder. The new folder does not inherit any settings
from its parent.
For example, if you set a particular part of the public folder tree as Do Not
Archive, any new folder created in there will archived until you change its
settings. The same is true for a folder move.
To correct this you would run Policy Manager every day to ensure that the
correct folder policies are being applied.
■ If you use Policy Manager to apply settings to a folder and its subfolders,
Policy Manager applies those settings to all folders underneath the folder
you specify. So, for example, if there is a lower-level folder that has a
different policy, you need to run Policy Manager to reapply the correct
policy to the lower-level folder.
For a complicated folder hierarchy you can may have a Policy Manager
entry for each folder. To be safe you’d have a policy setting that archives
only very old items, perhaps as old as 10 years. By doing this you turn off
archiving for new folders that have not yet had a Policy Manager policy
applied to them.
Customizations and best practice 307
File System Archiving and placeholder shortcuts

■ ”Default” access permissions are not applied to vaults. Thus, anyone


accessing a shortcut in a Public Folder using the “default” permission
cannot access archived items. However, using a registry entry you can
configure View online so that there is no permission check for public
folders. This means that anyone with access to the shortcut has access to
the archived item.
■ It is best to make Enterprise Vault archive the home server for the public
folder because this reduces complications of replication and bandwidth.
However, this might mean that you need extra Enterprise Vault servers.
■ If there is public folder replication then, when a user opens a shortcut, View
Online goes to the vault server where the item is located.
■ To view items, a user’s mailbox must be enabled for Enterprise Vault
archiving. Consider where users may be when viewing these archived items
in Public Folders. Will those users have Enterprise Vault? Will their
mailboxes be enabled?

File System Archiving and placeholder shortcuts


If you are using placeholder shortcuts, be aware that you must use caution when
setting the following placeholder options:
■ Delete archived file when placeholder is deleted
■ Delete archived file when placeholder is recalled
A placeholder shortcut contains policy information relating to the policy at the
time the shortcut was created. If you later change the policy that applies to the
volume or folder containing that shortcut, the shortcuts itself is not modified.
This means that, if you change a policy, it is possible to have a volume or folder
containing shortcuts that contain different policy settings.
If you change the settings of Delete archived file when placeholder is deleted or
Delete archived file when placeholder is recalled, we recommend that you use
FSAUtility to recreate shortcuts according to the new policy.
See FSAUtility in the Utilities manual.

Performance tuning
Knowing how well Enterprise Vault is performing helps you decide whether it is
necessary to change the configuration by adding or moving components, or by
modifying existing components.
Hierarchical Storage Management (HSM) software, if available, may provide the
following information to help you improve the performance of Enterprise Vault:
308 Customizations and best practice
Performance tuning

■ The time newly-archived items wait to be backed-up. If this is too long, the
Archiving Agent and the Storage service will have many uncompleted
archive requests.
■ The time newly-archived items wait to be moved to offline storage. If this is
too short, and items are being moved offline quickly, then more recalls from
offline storage may be generated.
■ The number of times an archived item is restored from online storage. If too
many items are being restored too many times, they may be being archived
too soon. If the same items are being continually transferred between the
Microsoft Exchange Server store and Enterprise Vault, you may need to
increase the size of the Microsoft Exchange Server message store relative to
the size of the Enterprise Vault online store.
■ The number of times an archived item is recalled from offline storage. If too
many items are being recalled too many times, the online storage area may
be too small.
■ The time taken to recall items from offline storage. This time is dependent
on the HSM but can be used to give Enterprise Vault users expected recall
times.

Windows Temp folder


Enterprise Vault services write temporary files to the Windows Temp folder. If
the Temp folder is on the system disk, this can cause problems:
There may not be much space on the system disk. This means that Enterprise
Vault services may stop because they have run out of temporary storage space.
In addition, performance may be affected because of the access needed to both
system files and temporary files.
We recommend that, on every computer that is running an Enterprise Vault
service, you move the Windows Temp folder to a disk other than the system
disk.

To move the Windows Temp folder


1 Log on as the Vault Service account.
2 Create the new Temp folder that you are going to use.
3 On the Windows desktop, right-click My Computer and then click
Properties.
4 Click the Advanced tab and then click Environmental Variables.
5 In the User variables section, click the TEMP variable.
6 Modify the value so that it points to the new folder that you created.
Customizations and best practice 309
Performance tuning

7 In the User variables section, click the TMP variable.


8 Modify the value so that it points to the new folder that you created.
9 Click OK.
10 Restart the computer.

Improving performance on Storage service computers

Controlling content conversion


Enterprise Vault converts Microsoft Excel and Microsoft Word documents to
HTML. If Enterprise Vault performs many such conversions, or if the documents
are complex, you may suffer performance problems. In such cases, you can
significantly improve performance by making Enterprise Vault convert the
documents to text instead of HTML.
Enterprise Vault provides three registry values that you can use to control
whether Enterprise Vault converts documents to text instead of HTML:
■ To convert Excel documents to text instead of HTML, set the following
registry key to 1:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\ConvertExcelToText
■ To convert Word documents to text instead of HTML, set the following
registry key to 1:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\ConvertWordToText
■ To list a number of file types that must be converted to text, edit the
following registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\TextConversionFileTypes
This registry key contains a list of file types, separated by periods, of the file
types that are converted to text. The list must end in a period. For example,
if the list is currently .PPT.POT.PPS.ZIP. and you want to add file type
XYZ, you would change the list to:
.PPT.POT.PPS.ZIP.XYZ.
310 Customizations and best practice
Performance tuning

Items stay a long time on the Archive Queue


One reason for items to stay on the Microsoft Message Queue Enterprise Vault
Storage Archive queue for a long time is that they really are taking a long time
to be converted. When the maximum time for the conversion is reached, the
item is archived but no HTML version is created. The item is archived and a
message is written to the Windows Application Event Log.
If many items are taking longer than the default 10 minutes allowed, you can
change the timeout value. To change the timeout, edit the following registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\ConversionTimeout
The units for this key are minutes.

Excluding items from content conversion


If you decide that some types of items are causing problems when they are being
converted, you can exclude them from being converted. The item attributes are
indexed in the usual way and the item is archived in its native format but not
converted to HTML. The user will not be able to preview an item that has not had
its content converted to HTML.
To exclude items from conversion, add the item's file extension to the following
registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\ExcludedFileTypesFromConversion
The format for the key is:
.filetype[.filetype].
For example, to exclude *.JPG and *.CAD files from conversion, set the key to:
.JPG.CAD.
The registry key lists all the file types that are not currently converted.

Quota-based archiving
In a mailbox policy, you can choose archiving rules to make Enterprise Vault
archive from mailboxes until a specific percentage of mailbox storage limit is
free. This is quota-based archiving.
When an Exchange Mailbox task archives items, it leaves a safety copy in the
Exchange Store. This safety copy is still occupying space in the Exchange store,
and it is not removed until the appropriate vault store has been backed up.
Customizations and best practice 311
Performance tuning

If you are using quota-based archiving and you run an Exchange Mailbox task
again before you back up the vault stores, the quota usage has not yet been
reduced, so the Exchange Mailbox task still archives its maximum possible
number of items. The Exchange Mailbox task will continue to archive the
maximum possible number of items on each run until the vault stores have been
backed up.
The normal maximum number of items that the Exchange Mailbox task archives
from each mailbox is 200. If you are trying to reduce the Exchange Store size
rapidly, you probably want to increase this number, thus reducing the number
of backup cycles required.

Note: It is possible to change the safety copy policy so that Enterprise Vault does
not keep safety copies. You can then perform multiple runs of the Exchange
Mailbox task without doing backups and then change the safety copy policy
again when the mailboxes are within quota. Symantec cannot recommend this
procedure because there are no safety copies of archived items. However, if you
are confident that you can restore data in the event of a mishap, this method can
save you some time.

Configuring quota-based archiving


To configure quota-based archiving, you must modify the mailbox archiving
rules appropriately.
For quota-based archiving, you will gain the most benefit if you specify
archiving rules that make the Exchange Mailbox task take the largest items first.
To set the archiving rules with the Administration Console, open the Exchange
312 Customizations and best practice
Performance tuning

Policy Properties dialog box, click the Archiving Rules tab, and then choose the
required settings.

For example, you could set the following:


■ Never archive items younger than 2 months
■ Start with items larger than 1 megabyte
■ Archive remaining items, taking oldest items first and stopping when 50
percent mailbox storage limit is free
This has the effect of making the Exchange Mailbox tasks that use this policy
archive items that have not been modified for two months or more. The
Exchange Mailbox tasks take items that are larger than one megabyte first. The
Exchange Mailbox tasks stop archiving from mailboxes that have 10% mailbox
storage limit free. This strategy takes the largest items first, and so can give you
a rapid reduction in mailbox size by archiving comparatively few items.

To begin archiving
1 Run the Exchange Mailbox task. This archives from each mailbox and
leaves safety copies in the Exchange Store.
2 Back up the vault stores. Enterprise Vault then automatically removes the
safety copies from Exchange.
3 Repeat from step 1.
Chapter 20
Auditing
This section includes the following topics:
■ About auditing
■ Creating the auditing database
■ Configuring auditing
■ Viewing the audit log
■ Tuning

About auditing
Enterprise Vault auditing records activity in a number of different categories.
All auditing is disabled by default, but you can enable it and specify the
categories that you want to audit.
The auditing database can optionally be on a computer that is running
Enterprise Vault services. However, it must be hosted by the same SQL Server as
the Enterprise Vault Directory database.
The process of setting up auditing is as follows:
■ Create the auditing database.
■ Configure auditing on each computer.
The following sections describe these activities in detail.

Creating the auditing database


This section describes how to use the Administration Console to create the
auditing database. If, having created the database, you ever want to roll over to a
new database, you cannot use the Administration Console to do so; see the
support article How to rollover an auditing database for instructions.
314 Auditing
Configuring auditing

To create the auditing database


1 In the left pane of the Administration Console, right-click the Enterprise
Vault Directory and then, on the context menu, click Enable Auditing.
2 Under Audit Database location, click Browse to display the available
locations for the auditing database.
3 If you want to create a new folder for the auditing database, click New
Folder.
4 Click the location to use for the auditing database, and then click OK.
5 Under Transaction log location, click Browse to display the available
locations for the auditing database transaction log.
6 If you want to create a new folder for the transaction log, click New Folder.
7 Click the location to use for the log, and then click OK.
8 Click OK to close the Configure Auditing dialog box.
9 Wait a few moments for Enterprise Vault to create the database.
10 When Enterprise Vault displays a message confirming that it has created
the auditing database, click OK to dismiss the message.

Configuring auditing
Enterprise Vault auditing records data in a number of different categories. You
can specify whether auditing is enabled or disabled for each category. All
categories can record summary audit data, but some can also record detailed
data.

To configure auditing
1 In the Administration Console, expand the tree in the left pane until the
Enterprise Vault Servers container is visible.
2 Click the Enterprise Vault Servers container.
3 Right-click the computer whose auditing you want to enable or disable and
then, on the context menu, click Properties.
4 Click the Auditing tab.
Auditing 315
Configuring auditing

5 If you want to enable or disable all auditing, check or uncheck Audit entries
based on the following categories. Otherwise, check or uncheck the
required audit categories.

This category Records details of

View Viewing archived items, either as HTML or in their original


formats.

Delete Archived items being deleted, either manually or because of


expiry.

Restore Archived items being restored.

Archive Items being archived, either manually or on a scheduled run.

PSTMigration Items being migrated (imported) from PST files.

Admin Activity Configuration changes made in the Administration Console,


such as adding a new service, creating archives, or enabling
mailboxes.

Advanced Search Searches performed using Outlook or the Web Access


application, including the terms used and the number of items
found.

Get Online XML Document retrieval into SharePoint Portal Server.

Saveset Status (For support use only.) Records whether a saveset file is
available.

SPS Archive Items being archived from within SharePoint Portal Server.

User Your own auditing entries, which you can add by calling a COM
object that is served from the Admin Service. See below for VBS
and ASP examples of how to do this.

View Attachments Viewing archived items from within SharePoint Portal Server.

FS Archive Storage events from File System Archiving.

6 Click OK to save the changes you have made.


7 Restart the Enterprise Vault services on the computer.

Recording details of your own auditing entries


You can record details of your own auditing entries by calling a COM object that
is served from the Admin Service. The following examples show how to do this.
316 Auditing
Configuring auditing

VBS example
'
' Script to add data to the audit log via the use of WScript - the
' root object of the Windows Script Host object model hierarchy.
' The Admin Service must be started on the current computer.
'
' Run this script by typing the following:
' WScript.exe Audit.vbs
' CScript.exe Audit.vbs
'
Dim AuditIt
' Echo a line to the console stating that we are about to add an
' entry to the audit log.
WScript.Echo "About to add an entry to the audit log"
' Create an instance of the Audit COM object that is served by the
' Admin Service. The id of the object is AdminService.EVAdminAudit.
Set AuditIt = WScript.CreateObject("AdminService.EVAdminAudit")
' Audit the following values to the audit log.
' Parameter one is the category of the operation.
' Parameter two is the sub category
' Parameter three is the identifier of the object being audited.
' Parameter four is the status of the operation.
' Parameter five is the field to add any information required.
'
AuditIt.Audit "Test Category", "Test Sub Category", "ObjectId",
"SUCCESS", "Info"
WScript.Echo "Finished the audit."

ASP example
<%@ LANGUAGE = VBScript %>
<% Option Explicit %>
<!--
Run this script by placing it in a virtual directory called, for
example, Test, and then using a URL
http://localhost/test/Audit.asp
-->
<%
Dim AuditIt
Response.Write "Starting "
' Echo a line to the console stating that we are about to add an
' entry to the audit log.
Set AuditIt = Server.CreateObject("AdminService.EVAdminAudit")
' Audit the following values to the audit log.
' Parameter one is the category of the operation.
' Parameter two is the sub category.
' Parameter three is the identifier of the object being audited.
' Parameter four is the status of the operation.
' Parameter five is the field to add any information required.
'
Auditing 317
Viewing the audit log

AuditIt.Audit "Test Category", "Test Sub Category", "ObjectId",


"SUCCESS", "Info"
Response.Write "Completed"
%>

Viewing the audit log


Enterprise Vault comes with the Audit Viewer utility, which lets you view and
filter the data that is logged in the auditing database. For more information on
Audit Viewer, see the Utilities Guide.
You can also view the audit log by following the instructions below.

To view the audit log


1 On the Windows Start menu, click All Programs > Microsoft SQL Server >
Query Analyzer.
2 At the top of the SQL Query Analyzer window, select the
EnterpriseVaultAudit database.
3 Type the following command in the Query window:
SELECT * FROM EVAuditView ORDER BY AuditDate DESC
4 Press F5 to run the command.

Tuning
Each computer on which you enable auditing has a limited number of
connections that it can make to the auditing database. These connections are
reused as needed. Auditing uses a pool of connections to the auditing database.
You can make Enterprise Vault log the level of usage of these connections and
then, if necessary, you can modify the number of connections as required.

To turn connection information logging on or off


1 In the Administration Console, expand the tree in the left pane until the
Enterprise Vault Servers container is visible.
2 Click the Enterprise Vault Servers container.
3 Right-click the computer whose logging you want to enable or disable and
then, on the context menu, click Properties.
4 Click the Auditing tab.
5 Click Advanced.
6 Check or uncheck Log database information to turn logging on or off.
318 Auditing
Tuning

7 Click OK.
8 Restart the Enterprise Vault services on the computer.

Modifying the number of connections


When an Enterprise Vault service that has auditing turned on stops, it logs an
event that shows the number of connections it used and the maximum number
of connections available to it. You can use this information to decide whether to
change the connection pool sizes.

To change the connection pool sizes


1 In the Administration Console, expand the tree in the left pane until the
Enterprise Vault Servers container is visible.
2 Click the Enterprise Vault Servers container.
3 Right-click the computer whose logging you want to enable or disable and
then, on the context menu, click Properties.
4 Click the Auditing tab.
5 Click Advanced.
6 Set the number of connections for each Enterprise Vault service.
7 Click OK.
8 Restart the Enterprise Vault services on the computer.
Chapter 21
Enterprise Vault backup
procedures
This chapter includes the following topics:
■ About Enterprise Vault backup procedures
■ Backing up Enterprise Vault data
■ SQL stored procedure for backing up Enterprise Vault databases
■ Application backup of Enterprise Vault servers
■ Example backup schedule
■ Performing online backups

About Enterprise Vault backup procedures


Enterprise Vault requires an effective backup strategy to prevent data loss and
provide a means for recovery in the event of complete system failure. When
planning this strategy, it is important to remember that Enterprise Vault
components can be distributed across multiple systems. The services on which
Enterprise Vault depends may be remote from Enterprise Vault services and
tasks.
This chapter describes two types of backup:
■ Data backup. This is a back up of all the data that you would need to restore
Enterprise Vault data to a system that has suffered data loss or corruption.
■ Application backup. This is a backup of the systems, services, and tasks that
manage Enterprise Vault data.
320 Enterprise Vault backup procedures
Backing up Enterprise Vault data

The type of backup you choose affects the type of recovery you can choose when
restoring a damaged system:
■ If you choose to perform only a data backup then recovery will require you
to install Enterprise Vault, with its prerequisite software, and then to
restore the data.
■ If you choose to perform an application backup then you can recover the
complete environment more quickly.
The section “Example backup schedule” on page 328 provides an example of a
typical backup schedule for Enterprise Vault.
Although you would normally stop all Enterprise Vault services before
performing backups, the chapter also describes how to perform online backups,
during which the services continue to run.

Note: The information in this chapter assumes you are backing up a system that
is not clustered. If your Enterprise Vault system is in a clustered environment,
refer to the following document on the Symantec Support Web site:
http://entsupport.symantec.com/docs/285839. The document provides
supplementary information on performing backups of Enterprise Vault systems
that are clustered using VCS or Microsoft server clusters.

Backing up Enterprise Vault data


You must back up the following Enterprise Vault data, as described in the
following sections:
■ Backing up the Directory database
■ Backing up the Indexing service file locations
■ Backing up the Shopping service file locations
■ Backing up vault store files
■ Backing up vault store SQL databases
■ Backing up the Monitoring database
■ Backing up the Enterprise Vault registry entries
There is also a SQL Stored procedure that you can use to back up Enterprise
Vault databases.
See “SQL stored procedure for backing up Enterprise Vault databases”.
Enterprise Vault backup procedures 321
Backing up Enterprise Vault data

Backing up the Directory database


The Directory database contains all Enterprise Vault configuration information.
It is vital that this SQL database is backed up.
Back up as follows:
■ Back up the database once per week and truncate the transaction log.
■ Back up the database transaction log daily.
■ Back up the database after any configuration changes to ensure that all
services will function correctly after recovery. In particular, back up after a
new Enterprise Vault service or task has been added.
■ Schedule backups to start after all tasks and services have completed their
daily background archiving runs.

To back up the Directory database


1 Stop the Enterprise Vault Admin service. When you do this, all Enterprise
Vault services and tasks will stop.
If you have an online backup agent for SQL databases you do not need to
perform this step.
2 Back up the SQL database EnterpriseVaultDirectory.
3 (Application backup only) Back up the master and msdb databases.

Backing up the Indexing service file locations


Each Indexing service can store its indexes in multiple locations. Using the
Administration Console, examine the properties of each Indexing service to
determine which folders must be backed up.

To back up the Indexing service file locations


1 Use the Administration Console to examine the properties of each Indexing
service. This helps you to identify the folders to back up.
2 Stop the associated Indexing service.
If you have an online backup agent for SQL databases you do not need to
perform this step.
3 Back up the content of all Indexing locations and their subfolders.

Backing up the Shopping service file locations


Each Shopping service stores shopping basket information. Using the
Administration Console, examine the properties of each Shopping service to
determine which folders to back up.
322 Enterprise Vault backup procedures
Backing up Enterprise Vault data

To back up the Shopping service file locations


1 Stop the Shopping service. Users can still search their archives, but they
cannot use and manipulate baskets to restore items.
If you have an online backup agent for SQL databases, you do not need to
perform this step.
2 Back up the content of the shopping location, including all subfolders.

Backing up vault store files


The vault store files contain all of the messages that have been archived. Both
the vault store files and the vault store's SQL database must be complete to
retrieve messages from an archive.
The vault store files and SQL database must be backed up at the same time, and
if one is restored, the corresponding backup of the other must also be restored to
ensure the two are consistent.

Backup procedure
Use the Administration Console to determine which vault stores are associated
with each Storage service, and the location of the vault store files.
Stop the Storage service associated with the vault store to be backed up; this will
ensure that files are not modified during the back up. During the backup, new
archive and restore operations will be placed on a queue, ready for when the
Storage service restarts.
Back up the complete vault store directory structure, including all subfolders
and files. The vault store's SQL database should also be backed up at this point.
See “Backing up vault store SQL databases” on page 322.
If the vault store is configured to remove safety copies after a backup, then,
when the Storage service is restarted, it will turn the archiving pending items
into shortcuts. If you have chosen to remove safety copies after a backup then,
for performance reasons perform a daily backup of a vault store's files and SQL
database.
Start this backup after all tasks and services have completed their daily
background archiving runs.

Backing up vault store SQL databases


The vault store SQL databases contain information about every archive
operation processed for all archives within a vault store. Both the vault store's
database and the vault store's files must be complete to be able to retrieve
messages from an archive.
Enterprise Vault backup procedures 323
Backing up Enterprise Vault data

We recommend that you make backup copies of the SQL databases every week,
and the transaction log every day. Truncate the transaction log when
performing a full backup. Schedule backups to start after all tasks and services
have completed their daily background archiving runs.

To back up vault store SQL databases


1 Use the Administration Console to determine which vault stores are
associated with each Storage service, and the location of the vault store
files. Stop the Storage service associated with the vault store to be backed
up.
2 Back up the vault store files and the computer running the Storage service.
After the vault store files are backed up, the Storage service will update all
the archive pending items to shortcuts, which will also modify the vault
store's SQL database. This is why the vault store's SQL database must be
backed up after this procedure has been done.
3 Back up the vault store's SQL database. This database will be named
EV<vault store name>.
4 (Application backup only) Back up the master and msdb databases.

Backing up the Monitoring database


The Monitoring database is an SQL database containing the data gathered by the
Enterprise Vault Monitoring agents. This data is used by Enterprise Vault
Operations Manager and for some of Enterprise Vault Reporting’s reports.
A suggested backup regime is:
■ Back up the database twice per month and truncate the transaction log.
■ Back up the database transaction log weekly.

To back up the Monitoring database


1 Stop the Enterprise Vault Admin service. When you do this, all Enterprise
Vault services and tasks will stop.
If you have an online backup agent for SQL databases you do not need to
perform this step.
2 Back up the SQL database EnterpriseVaultMonitoring.

Backing up the FSA Reporting database


The FSA Reporting database is created if you configure FSA Reporting. It is an
SQL database containing the data gathered by the Enterprise Vault File Collector
service. This data is used to generate FSA Reporting’s reports.
324 Enterprise Vault backup procedures
SQL stored procedure for backing up Enterprise Vault databases

A suggested backup regime is:


■ Back up the database twice per month and truncate the transaction log.
■ Back up the database transaction log weekly.

To back up the FSA Reporting database


1 Stop the Enterprise Vault Admin service. When you do this, all Enterprise
Vault services and tasks will stop.
If you have an online backup agent for SQL databases you do not need to
perform this step.
2 Back up the SQL database EnterpriseVaultFSAReporting.

Backing up the Enterprise Vault registry entries


On every Enterprise Vault server, back up the Enterprise Vault registry hive,
which is under the following key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
Additionally, you may have set registry entries under HKEY_CURRENT_USER
when logged in as the Vault Site account. If so, back up all entries under the
following key on each server:
HKEY_CURRENT_USER
\Software
\KVS
\Enterprise Vault

SQL stored procedure for backing up Enterprise


Vault databases
There is a SQL stored procedure, aspa_BackupEVDatabases, which enables you
to back up all the Enterprise Vault databases managed by an SQL Server or SQL
Server instance. To perform a complete database backup, you need to run the
procedure once on each SQL Server computer (or SQL Server instance computer)
that manages Enterprise Vault databases. If they exist on the local SQL Server,
the following Enterprise Vault databases are automatically backed up:
■ Enterprise Vault directory database
■ Vault store databases
■ Monitoring database
Enterprise Vault backup procedures 325
SQL stored procedure for backing up Enterprise Vault databases

Although transaction logs for each database are truncated immediately before
the backup is performed, the procedure does not back up the transaction logs.

Preparation
You need to perform the following tasks before running the backup procedure:
■ For each SQL Server, create or identify a folder for the backup files. For
optimum performance, use a folder on a fast local disk.
■ On SQL Server 2005 only, you need to adjust the SQL Server Surface Area
configuration.
See “Setting SQL Server Surface Area for SQL Server 2005”.
■ On the EnterpriseVault directory database, create a local user and assign
the user to the SQL role EVDBBackupRole.
See “Creating the Enterprise Vault database backup user”.

Setting SQL Server Surface Area for SQL Server 2005


The following configuration needs to be performed on each SQL Server 2005
instance computer that manages Enterprise Vault databases:
1 Select Start/SQL Server 2005/Configuration Tools/SQL Server Surface Area
Configuration.
2 In the application, click Surface Area Configuration for Features.
3 Under Database Engine, select Ad Hoc Remote Queries.
4 Select the checkbox for Enable OPENROWSET and OPENDATASOURCE
support.
5 Click OK and close the application.

Creating the Enterprise Vault database backup user


1 On the SQL Server computer hosting the Enterprise Vault directory
database, logon as an SQL administrator with permission to add local users
to databases.
2 Start Enterprise Manager (SQL Server Management Studio on SQL Server
2005).
3 In the tree, select Security/Logins.
4 Right-click Logins and select New Login.
5 Enter a name for the database backup user, for example, EVBackupUser.
6 Select SQL Server Authentication and enter a password for the user.
326 Enterprise Vault backup procedures
SQL stored procedure for backing up Enterprise Vault databases

7 Click OK.
8 Confirm the password.

Now assign the user to the required SQL role, as follows


1 In Enterprise Manager (or SQL Server Management Studio), navigate to the
directory database (EnterpriseVaultDirectory).
2 Expand the database.
3 Right-click Users and select New database user.
(On SQL Server 2005, Users can be found under Security in the tree).
4 In the Login name box, select the database backup user that you created.
5 In the Database role membership list, select the checkbox beside
EVDBBackupRole.
6 Click OK.
7 To confirm that the user has the correct role, select Roles in the tree under
the Enterprise Vault directory database.
(On SQL Server 2005, select Security/Roles/Database Roles).
8 Double-click EVDBBackupRole and the database backup user is displayed in
the box.
(On SQL Server 2005, the user is listed in the Members of the role list).

Listing the databases associated with the Enterprise Vault directory


On SQL Server 2000, do the following:
1 Start Query Analyzer.
2 In the Connect to SQL Server dialog, select SQL Server Authentication and
enter the user name and password of the database backup user. Click OK.
3 In the database selection box in the toolbar, select the Enterprise Vault
directory database.
4 Enter and execute the following query
Select * from view_VaultStoreBackup

On SQL Server 2005, do the following:


1 Start SQL Server Management Studio.
2 Select File/Connect Object Explorer to display the Connect to SQL Server
dialog.
Enterprise Vault backup procedures 327
SQL stored procedure for backing up Enterprise Vault databases

3 In the Connect to SQL Server dialog, select SQL Server Authentication and
enter the user name and password of the database backup user. Click OK.
4 Right-click the Enterprise Vault directory database in the tree and select
New Query.
5 Enter and execute the following query
Select * from view_VaultStoreBackup
The query will return all the databases associated with this directory, including
those on remote SQL Servers. If multiple SQL Servers are listed, you will need to
run the backup procedure on each of the SQL Servers in order to perform a
complete database backup.
See “Executing the backup procedure”.

Executing the backup procedure


On each SQL Server or SQL Server instance that hosts an Enterprise Vault
database, do the following:
1 Start Query Analyzer and connect to any Enterprise Vault database.
(On SQL Server 2005, start SQL Server Management Studio, right-click one of
the Enterprise Vault databases in the tree, and select New Query.)
2 To back up the Enterprise Vault databases on the SQL Server, enter and
execute the following query:
exec aspa_BackupEVDatabases '<Directory_database_servername>',
'<Backup_folder_path>\','<Username>','<Password>'
where:
<Directory_database_servername> is the fully qualified
domain name of the SQL Server hosting the Enterprise Vault directory
database.
<Backup_folder_path> is the path to the local folder that is to
hold the database backup files. The path must be followed by a trailing
backslash.
<Username> and <Password> are the username and password for
the user assigned to the SQL role EVDBBackupRole.
The following is an example query for executing the backup procedure:
exec aspa_BackupEVDatabases
'SQL1.example.com','C:\EVDBBackup\','EVBackupUser','pwd'
The following is an example query for executing the backup procedure on an
SQL instance:
exec aspa_BackupEVDatabases
'SQL1.example.com\SQLInstance1','C:\EVDBBackup\','EVBackupUser','pwd'
328 Enterprise Vault backup procedures
Application backup of Enterprise Vault servers

When the procedure has completed, the new .bak files are visible in the
destination backup folder. When the procedure is executed on the SQL Server
that hosts the directory database or monitoring database, these will be backed
up as well.

Application backup of Enterprise Vault servers


Every Enterprise Vault server must have a complete system and file backup.
This backup must include the registry as all Enterprise Vault services store
information in the registry, which is required during operation.

To perform a complete system and file backup


1 Stop the Enterprise Vault Admin service. This ensures that all Enterprise
Vault services and tasks are stopped.
2 Stop MSMQ on the computer.
3 Perform a complete system and file backup.

Example backup schedule


This section contains a summary of a typical backup schedule for Enterprise
Vault. This is a slightly simplified example, but does give an overview of the
procedures that must be implemented to provide suitable processes for backing
up Enterprise Vault.
Stop all Enterprise Vault services and Microsoft Message Queue services on all
computers before carrying out any of the following backup procedures. If your
backup software does not support backing up SQL databases while SQL Server is
still running, you may also need to stop SQL Server on the server that is hosting
the Enterprise Vault databases.

Backing up the Directory service computer


The Directory service computer must have a complete system and file backup.
Certain details of the service are stored in the registry, so this must be included
in the system backup.

Backup procedure
Ensure that all services are stopped including the Enterprise Vault Admin and
Directory service. To allow recovery of the Directory service, the Directory
service SQL database must also be backed up. See “Backing up the Directory
database” on page 321.
Enterprise Vault backup procedures 329
Example backup schedule

Example procedure for daily backups


All daily backups should be scheduled to start after all tasks and services have
completed their daily background archiving runs.

Table 21-1 Daily backup procedures

On this computer Back up

Enterprise Vault Storage The following databases and their respective transaction
service computer logs:
■ All vault store databases. These will be named
EV<vault store name>.
■ Master (Application backup only).
■ Msdb (Application backup only).
■ Also back up all vault store files.

Enterprise Vault Shopping The shopping location.


service computer

Example procedure for weekly backups

Table 21-2 Weekly backup procedures

On this computer Back up

Enterprise Vault Storage ■ Enterprise Vault directory database.


service computer ■ Master database (application backup only).
■ Msdb database (application backup only).

Enterprise Vault Shopping All Index locations.


service computer

All Enterprise Vault Perform system back up.


servers
330 Enterprise Vault backup procedures
Performing online backups

Example procedure for unscheduled backups


The following components need to be backed up after new Enterprise Vault
services or tasks are added to the environment.

Table 21-3 Unscheduled backup procedures

On this computer Back up

Enterprise Vault Directory The following databases:


service computer ■ EnterpriseVaultDirectory.
■ Master.
■ Msdb.

Performing online backups


During a backup, a user or process must not add new data to Enterprise Vault
because integrity would be lost between the databases, indexes, and vault stores.
A backup (and thus restore) should represent one “snapshot” in the past to
which you can revert. To maintain the data integrity, we recommend that you
stop all Enterprise Vault services during the allocated time for backups and then
restart them when the backup is complete.
However, if you must leave the services running during a backup, follow the
procedure below to stop only the key components of the Storage and Indexing
services that affect backup integrity.
Using this procedure, the Enterprise Vault Admin, Directory, Task Controller,
Storage, Indexing, and Shopping services can be left running during the backup
of Enterprise Vault. This enables users to access archived messages from both
Outlook and the search application. Again, new data should not be added during
a backup, so stop all services and tasks that could otherwise archive data during
the backup period.

Step 1: Set registry values


Registry entries control the specific components of the Storage and Indexing
services that affect backup integrity. Additionally, you can specify the registry
entry EnablePSTMigrations to disable the MigratorServer, thus ensuring
that PST migrations do not occur during read-only mode.

Creating registry files


You need to create two .reg files that you can use to automate the registry
changes before and after the backup of Enterprise Vault.
Enterprise Vault backup procedures 331
Performing online backups

Use the Windows registry editor to add a number of DWORD entries under the
following registry key:
HKEY_LOCAL_MACHINE
\Software
\KVS
\Enterprise Vault
\Storage
The entries to add are:
■ EnableArchive
■ EnableCrawler
■ EnableExpiry
■ EnableFileWatch
■ EnablePSTMigrations
■ EnableReplayIndex
Each of these entries must be a DWORD value set to 1, which is the default
setting for normal operation.

To save this registry branch to a file


1 Click to select one of the entries you have just created.
2 On the registry editor menu, click File and then Export. The Export Registry
File dialog box appears.
3 Under Export range, select Selected Branch.
4 Save to a file called normal.reg.
5 Change the values so they are all set to 0 and repeat the export procedure to
save the current branch as a file named readonly.reg.
6 Using Notepad, edit normal.reg and readonly.reg to remove entries
for any registry values that are not in the required list (that is, not one of
EnableArchive, EnableExpiry, EnableFileWatch, EnablePSTMigrations,
EnableReplayIndex).

Step 2: Create the batch files


You will need to create two batch files: one to run before the backup, and one to
run after the backup. The file that runs before the backup must stop all
Enterprise Vault tasks and the Storage and Indexing services, make the registry
changes, and restart the Storage and Indexing services in read-only mode.
The batch files on different systems will be different because of the different
names of the Exchange Server computers and number of options purchased.
332 Enterprise Vault backup procedures
Performing online backups

However, the syntax will be similar to that in the following examples, in which
the Enterprise Vault Directory service is running on OMEGA and other services
on computers ALPHA and BETA.
In each of the examples, you must first run the batch file prebackup.bat.
Then you must back up Enterprise Vault, and finally run the batch file
postbackup.bat.

Example batch files using EVService


These files use EVService, a command-line utility that is described in the
Utilities manual.

Warning: If you are running Enterprise Vault in a clustered environment, you


can control tasks with EVservice but you cannot control services. To control
services in a VCS cluster, use the hares command that is described in the
VERITAS Cluster Server Administrator's Guide. To control services in a
Microsoft server cluster, use cluster.exe. For more information on backing
up servers in a clustered environment, see the following document on the
Symantec Support Web site: http://entsupport.symantec.com/docs/285839.

REM ---------------------------------
REM prebackup.bat
REM ---------------------------------
REM specify the Directory Service computer when stopping a task
EVService stop OMEGA "Mailbox Archiving task for MYEXCHANGESERVER"
EVService stop OMEGA "Journal task for MYEXCHANGESERVER"
EVService stop OMEGA "Public Folder task for MYEXCHANGESERVER"
EVService stop OMEGA "PST Locator task"
EVService stop OMEGA "PST Collector task"
EVService stop OMEGA "PST Migrator task"

REM specify the actual computer when stopping a service


EVService stop ALPHA "Enterprise Vault Storage Service"
EVService stop ALPHA "Enterprise Vault Indexing Service"
EVService stop ALPHA "Enterprise Vault Shopping Service"

regedit /s c \readonly.reg

REM specify the actual computer when starting a service


EVService start ALPHA "Enterprise Vault Storage Service"
EVService start ALPHA "Enterprise Vault Indexing Service"
EVService start ALPHA "Enterprise Vault Shopping Service"

REM specify the Directory Service computer when starting a task


EVService start OMEGA "Mailbox Archiving task for MYEXCHANGESERVER"
EVService start OMEGA "Journal task for MYEXCHANGESERVER"
EVService start OMEGA "Public Folder task for MYEXCHANGESERVER"
Enterprise Vault backup procedures 333
Performing online backups

EVService start OMEGA "PST Locator task"


EVService start OMEGA "PST Collector task"
EVService start OMEGA "PST Migrator task"
Save this as a batch file called, for example, prebackup.bat.
The file that runs after the backup stops the Storage and Indexing services
temporarily, change the registry back to its original configuration, and then
restart all services.
REM ---------------------------------
REM postbackup.bat
REM ---------------------------------
EVService stop ALPHA "Enterprise Vault Storage Service"
EVService stop ALPHA "Enterprise Vault Indexing Service"

regedit /s c:\normal.reg

EVService start ALPHA "Enterprise Vault Storage Service"


EVService start ALPHA "Enterprise Vault Indexing Service"
This file should be saved with a logical name, such as postbackup.bat.

Example batch files using net stop and net start


You can use the MS-DOS commands net stop and net start to control
Enterprise Vault services, but not Enterprise Vault tasks. It is still possible to
put Enterprise Vault into read-only mode, but you must edit the properties of
each Enterprise Vault task to set its Startup type to Automatic.
In the following batch file, stopping the Enterprise Vault Task Controller service
also stops all Enterprise Vault tasks:
REM ---------------------------------
REM prebackup.bat
REM ---------------------------------
net stop /y "Enterprise Vault Task Controller Service"
net stop /y "Enterprise Vault Storage Service"
net stop /y "Enterprise Vault Indexing Service"
net stop /y "Enterprise Vault Shopping Service"

regedit /s c:\readonly.reg

net start "Enterprise Vault Storage Service"


net start "Enterprise Vault Indexing Service"
net start "Enterprise Vault Shopping Service"
net start "Enterprise Vault Task Controller Service"
In the following batch file, starting the Task Controller service enables tasks to
start automatically because you previously modified each task’s properties to
set its Startup type to Automatic:
REM ---------------------------------
REM postbackup.bat
REM ---------------------------------
334 Enterprise Vault backup procedures
Performing online backups

net stop /y "Enterprise Vault Storage Service"


net stop /y "Enterprise Vault Indexing Service"
net stop /y "Enterprise Vault Task Controller Service"

regedit /s c:\normal.reg

net start "Enterprise Vault Storage Service"


net start "Enterprise Vault Indexing Service"
net start "Enterprise Vault Task Controller Service"

Note: You do not need to stop the Admin, Directory, and Shopping services.

Step 3: Test and schedule the batch files


At a convenient time for your organization, execute these batch files to test the
syntax and watch the services in the Control Panel to make sure they are
stopping or starting all of the necessary Enterprise Vault services. This final
testing is very important because the number and format of services and tasks
vary from organization to organization.
When you have verified that the *.reg and *.bat files are configured
correctly for your environment, schedule the execution of the batch files
according to the start and stop of your backup software. Some backup
applications have an option to run a batch file before and after a backup job, but
if yours does not, use the Windows Task Scheduler. If you are scheduling these
batch files manually, it may require some trial and error to find the appropriate
times. Be sure to allow extra time after the backup before executing the second
batch file in case the backup takes longer than normal.
Chapter 22
Failover in a building
blocks configuration
This chapter describes the procedure to follow when an Enterprise Vault server
that is part of a building blocks solution has failed or been replaced.
Before you use this procedure it is essential that you have configured a working
building blocks solution. The failover will not work unless you have already run
Update Service Locations on the correctly-configured Enterprise Vault site.

To configure a working building blocks solution


1 Change the DNS alias of the failed Enterprise Vault server so that it maps to
a working server. You must make this change on all the remaining servers
in the Enterprise Vault site.
The method you use to do this depends on the procedures within your
organization:
■ Using a host file: update the host files on all the remaining server
computers in the Enterprise Vault site.
■ Using DNS zones: update the DNS zones to reflect the new alias.
2 Start the Administration Console on any of the servers in the Enterprise
Vault site.
3 In the left pane, expand the tree until the Enterprise Vault Servers
container is visible.
4 Right-click the Enterprise Vault Servers container and, on the shortcut
menu, click Update Service Locations.
You are prompted for the password for the Vault Service account.
5 Enter the password for the Vault Service account and click OK.
Enterprise Vault updates the service locations and creates new services as
necessary.
336 Failover in a building blocks configuration

At the end of the update a summary screen appears, listing the services on
each computer in the site. For example:

6 If the Update Service Locations has created any services, start them.
In the example above, you would need to start the Indexing and Storage
services on server Prague.
Chapter 23
Recovery
This chapter includes the following topics:
■ Recovery of Enterprise Vault using full-system backups
■ Recovery of Enterprise Vault using data-only backups
■ Recovery of an Enterprise Vault component
■ Recovery of Enterprise Vault in a VCS cluster
■ Recovery of Enterprise Vault in a Microsoft server cluster

Recovery of Enterprise Vault using full-system


backups
To recover Enterprise Vault using full-system backups
1 Restore the backup of the system.
2 If, after this restoration, services are missing from the service control
panel, then use the configuration wizard to reconstruct the service
information.
3 If the computer is a Directory service computer, the configuration wizard
automatically reconstructs the service information.
4 On the Directory service computer, do the following:
a Run the configuration wizard.
b In answer to Do you want to create a new Vault Directory on this
computer? select No, use existing remote Vault Directory.
c Enter the name of the Directory service computer, and then click Next.
The wizard detects the computer details and reconstructs the service
and task information.
338 Recovery
Recovery of Enterprise Vault using full-system backups

Environment recovery procedure


If disaster occurs, follow these steps to recover an Enterprise Vault
environment.

Note: Unless otherwise stated, do not start any Enterprise Vault service until all
the steps of this recovery procedure have been completed.

To recover an Enterprise Vault environment


1 Restore file system backups.
2 Restore SQL backups.

On this computer Restore these

The SQL Server that services the Backups of the following databases:
Enterprise Vault Directory service ■ EnterpriseVaultDirectory.
computer ■ Master.
■ Msdb.

The SQL Server servicing the Backups of the following databases:


Enterprise Vault Storage service ■ All vault store databases. These will be
computer named EV<vault store name>.
■ Master.
■ Msdb.

The SQL Server containing the Backup of the Monitoring database.


Monitoring database

The SQL Server containing the Backup of the FSA Reporting database.
FSA Reporting database, if you
have configured FSA Reporting

3 Restore vault store files to their original locations on the Storage service
computer.
4 Restore Indexing files to their original locations on the Indexing service
computer.
5 Restore Shopping files to their original locations on the Shopping service
computer.
6 Repeat Operations.
Due to changes made since the last set of backups were done and because
certain operations may not have completed before the system failure
occurred, do the following:
Recovery 339
Recovery of Enterprise Vault using data-only backups

■ Repeat archive operations done since the last set of daily backups were
made.
■ Cancel all archive pending items from mailboxes.
7 Repeat all retrieval requests made but not completed because of the system
failure.

Recovery of Enterprise Vault using data-only


backups
This recovery procedure assumes that you have backed up only Enterprise Vault
data, including the registry, and have not been backing up the actual system
disks on your Enterprise Vault servers. If you have also been backing up the
system disks on your Enterprise Vault servers then refer to the recovery section
of “Enterprise Vault backup procedures” on page 319 for guidelines on how to
recover your Enterprise Vault environment.
In order for the disaster recovery procedure to be successful, recent backups of
the following must be available:
■ The directory database
■ All vault store databases
■ Monitoring database
■ FSA Reporting database, if FSA Reporting is configured.
■ Vault store saveset files
■ Indexing data
■ Shopping data

Note: For more information on backups, see “Enterprise Vault backup


procedures” on page 319.

The following recovery procedures cover environments where Enterprise Vault


has been deployed on a single server or on multiple servers. Obviously, where
you are running Enterprise Vault on multiple servers you may need to perform a
disaster recovery for only one of the servers. In this case, follow only the steps
necessary to restore the failing server.
The recovery procedure for an individual server depends on which Enterprise
Vault services and tasks were running on that server and what Enterprise Vault
data was stored on that server. You need to know this information when you
work through the recovery procedure.
340 Recovery
Recovery of Enterprise Vault using data-only backups

If you are unsure which components of Enterprise Vault are running on each
server, you can get the information by running the SQL script
ServiceLocations.sql, which is installed in the Enterprise Vault program
folder (normally C:\Program Files\Enterprise Vault).
Before you can run the script you must first restore your Enterprise Vault
directory database.

Note: In previous versions of Enterprise Vault these instructions appeared as


“Disaster Recovery”.

This section contains the following procedures:


■ Procedure 1: Installing software on the servers
■ Procedure 2: Restoring the Enterprise Vault Directory database
■ Procedure 3: Restoring the vault store databases
■ Procedure 4: Restoring the Monitoring database
■ Procedure 5: Restoring the FSA Reporting database
■ Procedure 6: Renamed servers
■ Procedure 7: Copy or move the Enterprise Vault data files
■ Procedure 8: Clearing the directory database entries
■ Procedure 9: Recreating services and tasks on the Directory service
computer
■ Procedure 10: Recreating services on other computers
■ Procedure 11: Checking the Web Access application URL

Procedure 1: Installing software on the servers


All the data relating to your previous Enterprise Vault installation needs to be
recovered onto new servers. For each server that has failed you need to set up a
new computer. Ideally, set up each computer with the same name as the original
computer that it is replacing.

Note: If this is not possible the recovery steps tell you what to do to
accommodate a change in computer name.

Build each new system, starting with the installation of Windows and then all
the prerequisites for Enterprise Vault. Refer to the Enterprise Vault
Recovery 341
Recovery of Enterprise Vault using data-only backups

documentation if you are not sure which prerequisite software you will need to
install on each computer.
When you have set up the correct prerequisite software on each server, install
Enterprise Vault on the server.
Notes:
■ Install Enterprise Vault on each new server, into the same folder as on the
original server.
■ Install the same version of Enterprise Vault as is being used in your current
environment.
Do not run the Configuration Program at the end of completing the installation
of the Enterprise Vault software.

Procedure 2: Restoring the Enterprise Vault Directory database


Perform this procedure if you are recovering the server that used to host the
Directory service database. If this is not the case, go to “Procedure 3: Restoring
the vault store databases” on page 344.

To restore the Enterprise Vault Directory database


1 On the SQL Server computer used to host the Enterprise Vault directory
database, start SQL Enterprise Manager by clicking Start > Programs >
Microsoft SQL Server > Enterprise Manager.
2 Expand the view until you see the Databases container.
3 On the Tools menu, click Restore Database.
4 In the Restore database dialog box, select EnterpriseVaultDirectory in the
Restore as database box.
5 Next to Restore, click From device, and then click Select Devices.
342 Recovery
Recovery of Enterprise Vault using data-only backups

The Choose Restore Devices dialog box appears.

6 Click Add.
7 In the Choose Restore Destination dialog box, click the browse (…) button.

8 In the Backup Device Location dialog box, select the backup to restore, and
then click OK.
9 Click OK to close first the Choose Restore Destination dialog box and then
the Choose Restore Device dialog box.
Recovery 343
Recovery of Enterprise Vault using data-only backups

10 On the Restore database page, make sure that the options Restore backup
set and Database – complete are selected.

11 Click the Options tab.

12 Select Leave database operational. No additional transaction logs can be


restored.
13 Click OK to start the restoration.
344 Recovery
Recovery of Enterprise Vault using data-only backups

Procedure 3: Restoring the vault store databases


Perform this procedure if you are recovering a server that used to host the vault
store databases. If this is not the case, go to “Procedure 4: Restoring the
Monitoring database” on page 345.
Work through this procedure for each vault store that you need to recover.

To restore a vault store database


1 Start SQL Enterprise Manager by clicking Start, Programs, Microsoft SQL
Server, Enterprise Manager.
Expand the view until you can see the Databases container.

2 On the Tools menu, click Restore Database.


3 On the Restore database page, enter the name of the vault store database
that you want to restore in the Restore as database box.
4 Next to Restore, click From device and then click Select Devices.
5 Click Add.
6 Choose the file from which to restore, and then click OK.
7 Click OK to close the Choose Restore Device page.
8 Ensure the options Restore backup set and Database - complete are
selected and then click OK.
The backup of the vault store database is now restored.
9 Click OK to close the success message.
10 Repeat this procedure for each vault store that you need to recover.
Recovery 345
Recovery of Enterprise Vault using data-only backups

Procedure 4: Restoring the Monitoring database


Perform this procedure if you need to recover the Monitoring database. If this is
not the case, go to “Procedure 5: Restoring the FSA Reporting database” on
page 346.
The following procedures describe:
■ Restoring the Monitoring database to the server that previously hosted it.
■ Restoring the Monitoring database to a different SQL server machine. You
can use this procedure if the original machine is unavailable, for example if
you cannot recover it.

To restore the Monitoring database to the server that previously hosted it


1 On the SQL Server machine that used to host the Monitoring database, start
SQL Enterprise Manager by clicking Start > Programs > Microsoft SQL
Server Enterprise Manager.
2 Expand the view until you see the Databases container, and then select it.
3 On the Tools menu, click Restore Database.
4 In the Restore database dialog box, select EnterpriseVaultMonitoring in the
Restore as database box.
5 Next to Restore, click From device, and then click Select Devices. The
Choose Restore Devices dialog box appears.
6 Click Add.
7 In the Choose Restore Destination dialog box, select the backup file from
which to restore, and then click OK.
8 Click OK to close the Choose Restore Destination dialog box, and then click
OK again to close the Choose Restore Devices dialog box.
9 In the Restore database dialog box, ensure that the options Restore backup
set and Database - complete are selected.
10 Select the Options tab, and then select Leave database operational. No
additional transaction logs can be restored.
11 Click OK to start the restoration.

To restore the Monitoring database to a different SQL server machine


1 Ensure the new SQL server machine contains the same folder structure on
the same drive as the original SQL server machine where the Monitoring
database previously existed. The Monitoring database must be restored to
the same location on the new machine that it occupied on the original
machine.
346 Recovery
Recovery of Enterprise Vault using data-only backups

2 On the new SQL Server machine, start SQL Enterprise Manager by clicking
Start > Programs > Microsoft SQL Server Enterprise Manager.
3 Expand the view until you see the Databases container, and then select it.
4 On the Tools menu, click Restore Database.
5 In the Restore database dialog box, enter EnterpriseVaultMonitoring in the
Restore as database box.
6 Next to Restore, click From device, and then click Select Devices. The
Choose Restore Devices dialog box appears.
7 Click Add.
8 In the Choose Restore Destination dialog box, select the backup file from
which to restore, and then click OK.
9 Click OK to close the Choose Restore Destination dialog box, and then click
OK again to close the Choose Restore Devices dialog box.
10 In the Restore database dialog box, ensure that the options Restore backup
set and Database - complete are selected.
11 Select the Options tab, and then select Leave database operational. No
additional transaction logs can be restored.
12 Click OK to start the restoration.
13 When the restoration has completed, click OK to close the success message.
14 Connect to the SQL server using SQL Enterprise Manager or SQL Query
Analyzer, or a similar tool.
15 Enter and run the following SQL commands:
USE EnterpriseVaultDirectory
UPDATE MonitoringSettings
SET SQLServer = '<Name of new server>'

where <Name of new server> is the name of the new SQL server.

Procedure 5: Restoring the FSA Reporting database


Perform this procedure if you need to recover the FSA Reporting database. If
this is not the case, go to “Procedure 6: Renamed servers” on page 348.
Note that you will only have an FSA Reporting database if you have configured
FSA Reporting.
The following procedures describe:
■ Restoring the FSA Reporting database to the server that previously hosted
it.
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■ Restoring the FSA Reporting database to a different SQL server machine.


You can use this procedure if the original machine is unavailable, for
example if you cannot recover it.

To restore the FSA Reporting database to the server that previously hosted it
1 On the SQL Server machine that used to host the FSA Reporting database,
start SQL Enterprise Manager by clicking Start > Programs > Microsoft SQL
Server Enterprise Manager.
2 Expand the view until you see the Databases container, and then select it.
3 On the Tools menu, click Restore Database.
4 In the Restore database dialog box, select EnterpriseVaultFSAReporting in
the Restore as database box.
5 Next to Restore, click From device, and then click Select Devices. The
Choose Restore Devices dialog box appears.
6 Click Add.
7 In the Choose Restore Destination dialog box, select the backup file from
which to restore, and then click OK.
8 Click OK to close the Choose Restore Destination dialog box, and then click
OK again to close the Choose Restore Devices dialog box.
9 In the Restore database dialog box, ensure that the options Restore backup
set and Database - complete are selected.
10 Select the Options tab, and then select Leave database operational. No
additional transaction logs can be restored.
11 Click OK to start the restoration.

To restore the FSA Reporting database to a different SQL server machine


1 Ensure the new SQL server machine contains the same folder structure on
the same drive as the original SQL server machine where the FSA Reporting
database previously existed. The database must be restored to the same
location on the new machine that it occupied on the original machine.
2 On the new SQL Server machine, start SQL Enterprise Manager by clicking
Start > Programs > Microsoft SQL Server Enterprise Manager.
3 Expand the view until you see the Databases container, and then select it.
4 On the Tools menu, click Restore Database.
5 In the Restore database dialog box, enter EnterpriseVaultFSAReporting in
the Restore as database box.
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6 Next to Restore, click From device, and then click Select Devices. The
Choose Restore Devices dialog box appears.
7 Click Add.
8 In the Choose Restore Destination dialog box, select the backup file from
which to restore, and then click OK.
9 Click OK to close the Choose Restore Destination dialog box, and then click
OK again to close the Choose Restore Devices dialog box.
10 In the Restore database dialog box, ensure that the options Restore backup
set and Database - complete are selected.
11 Select the Options tab, and then select Leave database operational. No
additional transaction logs can be restored.
12 Click OK to start the restoration.
13 When the restoration has completed, click OK to close the success message.
14 Connect to the SQL server using SQL Enterprise Manager or SQL Query
Analyzer, or a similar tool.
15 Enter and run the following SQL commands:
USE EnterpriseVaultDirectory
UPDATE FSAReportingSettings
SET SQLServer = '<Name of new server>'

where <Name of new server> is the name of the new SQL server.

Procedure 6: Renamed servers


Ideally, you should set up each server with the same name as the original server
that it is replacing. However, if this is not the case, you must perform the
following extra procedure.

Warning: If you are running Enterprise Vault in a clustered environment, do not


perform this operation unless Symantec Support advises you to do so.

1 Repeat the following steps for each server that you are recovering:
a Run SQL Query Analyzer and connect to the server that is running the
Enterprise Vault Directory service.
b Enter and run the following SQL command:
USE EnterpriseVaultDirectory
UPDATE ComputerEntry
SET ComputerNameAltername = '<Name of new server>'
WHERE ComputerNameAlternate = '<Name of old server>'
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2 Check that the DNS alias you set up for the old server points to the name of
the new server. If you are unsure what the DNS alias is, run the following
SQL query against the EnterpriseVaultDirectory database.
USE EnterpriseVaultDirectory
SELECT ComputerName FROM ComputerEntry
3 If you are recovering the system that used to run the Directory service, and
you have renamed this server, point the vault site alias (a DNS alias that
points to the Directory computer) at this new server. To do this:
a Run SQL Query Analyzer and connect to the server running the
Enterprise Vault Directory service.
b Enter and run the following SQL command:
USE EnterpriseVaultDirectory
SELECT SiteEntryId
FROM SiteEntry
The value returned contain the vault site alias at the end of a long
string of numbers. For example, if the command returns the following
then the vault site alias is alias.example.local:
10354B15D38FE5B41BAAC212490EBA5351d10000alias.example.local
c In DNS, change the DNS alias so that it points at the server running the
Directory service.

Procedure 7: Copy or move the Enterprise Vault data files


You now need to restore the backups of the Enterprise Vault data files to their
locations on the Enterprise Vault servers.
Depending on the original Enterprise Vault components that existed on the
servers you are recovering you will need to restore only the following data files:
■ If you are restoring a server that used to run a Storage service, or a server
that is configured in a cluster, you need to restore onto this server the
saveset files for any vault stores managed by the original Storage service.
■ If you are restoring a server that used to run an Indexing service, or a server
that is configured in a cluster, you need to restore onto this server the
indexing data files managed by the original Indexing service.
■ If you are restoring a server that used to run a Shopping service, or a server
that is configured in a cluster, you need to restore onto this server the
shopping files managed by the original Shopping service.
The Enterprise Vault data should be restored to the locations where they existed
on the original servers. For example, if you are recovering the server running
the Indexing service and the indexing data was originally stored in the following
location:
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C:\Program Files\Enterprise Vault\Indexing


then this indexing data should be restored to the same location on the new
server.
To reorganize and move any SQL database devices on the disks, you can perform
the procedures as listed in Microsoft Knowledge Base article 181602, How to
Move a Device to Another Location.
This must be correct before you start any of the Enterprise Vault services,
otherwise some cleanup operations may occur, resulting in information loss.

Procedure 8: Clearing the directory database entries


To clear the directory database entries
1 Run SQL Query Analyzer and connect to the server running the Enterprise
Vault Directory service.
2 Enter and run the following SQL command:
USE EnterpriseVaultDirectory
UPDATE StorageServiceEntry
SET StorageArchive = '', StorageRestore = '', StorageReplayIndex
= '', StorageSpool = ''
UPDATE RetrievalTask
SET RetrievalSpoolQueue = ''
UPDATE ArchivingRetrievalTask
SET MessageQueue = ''
UPDATE RetrievalTask
SET MessageQueue = ''
UPDATE JournalTask
SET MessageQueue = ''
UPDATE PublicFolderTask
SET MessageQueue = ''

Procedure 9: Recreating services and tasks on the Directory service


computer
Perform this procedure if you are recovering the server that used to run the
primary Directory service—that is, the server to which the SiteID points. If this
is not the primary Directory service computer, go to “Procedure 10: Recreating
services on other computers” on page 353.
The Configuration Program can detect missing services provided that the server
name is identical to that in the original installation, or you have correctly
followed the procedure in “Procedure 6: Renamed servers” on page 348. To
reinstall the services do the following:
Perform the following steps on the server that is used to run the Directory
service.
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To recreate services and tasks on the Directory service computer


1 On the Windows Start menu, click All Programs > Enterprise Vault >
Enterprise Vault Configuration.
2 Select Yes to create a new Directory service, and then click Next.

3 Enter the details of the Vault Service account, and then click Next.

The Configuration Program does the following:


■ Converts the login for the Enterprise Vault Admin service so that it
runs under the Vault Service account.
■ Adds the Vault Service account to the local Administrators group on
the computer.
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■ Grants the user rights Log on as a service, Act as part of the operating
system and Debug programs to the Vault Service account.
■ Creates and starts the Enterprise Vault Directory service.
4 When prompted for the name of the SQL Server that will host the directory
database, enter the name of SQL Server used to host the directory database
for the original configuration of Enterprise Vault, and then click Next.
5 The Configuration Program checks that the SQL Server exists and can
connect to it. As long as you have recovered the Directory service database,
the Configuration Program now recreates the services and tasks installed
on the Directory service computer.
6 To recreate the Enterprise Vault services on the Directory service
computer, enter the password of the Vault Service account.

7 When the repair has finished, a success message is displayed.

8 If the Configuration Program does not display a message, do not continue


to run the Configuration Program. Close the Configuration Program and do
the following:
■ Check that all previous steps have been successful, repeat any missed
steps and then run the Configuration Program again.
■ Create a String registry value called UseLanManNameForSCM under
the following registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\Admin
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■ Give UseLanManNameForSCM a value of 1.


■ Run the Configuration Program again
■ #If you are sure you have followed all steps correctly and setting the
above registry key does also not help, contact your Enterprise Vault
Support Representative for further assistance.

Procedure 10: Recreating services on other computers


You must now recreate all the services and tasks. The Configuration Program is
able to detect missing services and tasks provided that the server name is
identical to that in the original installation, or you have correctly followed the
procedure in “Procedure 6: Renamed servers” on page 348.
Perform the following steps on each server that you are recovering.

To recreate services on other Enterprise Vault computers


1 Make sure the server running the Directory service is available on the
network and the Directory service is started.
2 Make sure the Admin service is started on the local computer.
3 Run the Configuration Program on the server by clicking Start, Programs,
Enterprise Vault, Configuration Program.
4 When asked whether you want to create a directory or use an existing one,
select No, use existing remote Vault Directory and enter the name of the
server running the Directory service.
5 Enter the password of the Vault Service account. This is necessary to
recreate the Enterprise Vault services on the computer.
6 The Configuration Program recreates the Enterprise Vault services and
tasks that used to run on the server and displays a message to indicate
success.
7 If the Configuration Program does not display a success message, do not
continue to run the Configuration Program. Close the program and then do
the following:
■ Check that all previous steps have been successful, repeat any missed
steps, and then run the Configuration Program again.
■ Create a String registry value called UseLanManNameForSCM under
the following registry key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
\Admin
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■ Give UseLanManNameForSCM a value of 1.


■ Run the Configuration Program again
■ If you are sure you have followed all steps correctly and setting the
above registry key does also not help, contact your Enterprise Vault
Support Representative for further assistance.
8 Start all the Enterprise Vault services.
The message queues should automatically be recreated on the new server. If
the Storage service is configured to start multiple processes, it may stop
during message queue creation. This is because of a conflict between the
processes creating the queues. To fix the problem, restart the Storage
service.

Procedure 11: Checking the Web Access application URL


You must now ensure that the URL for the Web Access application is correct.

To check the Web Access application URL


1 Open the Administration Console.
2 Expand the Enterprise Vault and Directory containers.
3 Right-click the Site entry, and then select Properties.
4 On the General page, check that the Web Access application, URL is correct.

Procedure 12: Checking registry entries


Check that the Enterprise Vault registry entries are all set correctly on the
newly-recovered servers.
The main registry entries are under the following key:
HKEY_LOCAL_MACHINE
\SOFTWARE
\KVS
\Enterprise Vault
Additionally, you may have set registry entries under HKEY_CURRENT_USER
when logged in as the Vault Site account. If so, restore these entries on each
server too, under the following key:
HKEY_CURRENT_USER
\Software
\KVS
\Enterprise Vault
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Recovery of an Enterprise Vault component

Recovery of an Enterprise Vault component


This section describes how to restore individual Enterprise Vault components.
The components that you can recover are as follows:
■ Directory service SQL database
■ Directory service computer
■ Index file locations
■ Shopping service files
■ Vault store files
■ Vault store SQL database

Warning: Only perform this