EAS 6 (1) .3 Exchange Admin

EAS for Exchange
Administration Guide
EAS 6.3
15 October 2010
Autonomy ZANTAZ Copyright

Notice
Notices
Copyright 2010 Autonomy. All rights reserved.
This document contains confidential and proprietary information of Autonomy. No part of
this document may be reproduced, in any form, or disclosed to third parties without the
express prior written permission of Autonomy.
The following are trademarks of Autonomy:
ZANTAZ
Digital Safe
Trusted. Proven.
Introspect
Singlecast
EAS
Enterprise Archive Solution
EAS Discovery
EAS Search
First Archive
First Discovery
Digital Supervisor
Audit Center
IDOL server
DIH
DAH
DiSH
The names of actual companies and products mentioned in this document may be the
trademarks of their respective owners, including without limitation:
Microsoft Windows, Exchange Server, Outlook and SharePoint which are

registered trademarks of Microsoft Corporation
Domino, IBM, Lotus, and Notes which are registered trademarks of

International Business Machines Corporation
Oracle which is a registered trademark of Oracle Corporation

Third-party software acknowledgements: RSA Data Security, Inc. MD5 Message-Digest
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Info-ZIP, more information at ftp://ftp.info-zip.org/pub/infozip/license.html.
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OTHERWISE AND Autonomy HEREBY SPECIFICALLY DISCLAIMS, ON BEHALF OF
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TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.
For further information on Autonomy EAS, see the Autonomy ZANTAZ web site
(http://www.zantaz.com).
15 October 2010
Contents
Autonomy ZANTAZ Copyright Notice ......................................................... 2
Chapter 1 Getting started .......................................................................... 15
About Autonomy ZANTAZ ....................................................................... 15
About this guide ....................................................................................... 16
Who should read this guide? ............................................................. 16
Document conventions ...................................................................... 16
Getting help ....................................................................................... 17
Understanding EAS ................................................................................. 18
Key concepts ..................................................................................... 19
About file archiving .................................................................................. 21
About archiving content from a SharePoint Portal Server ....................... 21
Overview of EAS administration .............................................................. 22
Deployment ....................................................................................... 22
Monitoring and maintenance ............................................................. 22
Other tasks ........................................................................................ 23
Security and privacy ................................................................................ 24
Administrator level access ................................................................. 24
HTTPS protocol ................................................................................. 24
Anonymous access in Exchange ....................................................... 24
Anonymous access / Extended NT Account Sync ............................ 24
Using the EAS Administrator client.......................................................... 25
Start the EAS Server ......................................................................... 25
Open EAS Administrator ................................................................... 25
Connect to the database ................................................................... 25
Connect to the Exchange Server ....................................................... 26
Customize the EAS Administrator display ......................................... 26
Configure licenses ................................................................................... 28
Supply information to obtain license keys ......................................... 28
Add a license key .............................................................................. 29
Using EAS reports ................................................................................... 30
Report types ...................................................................................... 30
Configure the ODBC source .............................................................. 32

Configure the report font.................................................................... 32
Configure the User Retrieval Audit report .......................................... 32
Generate a report .............................................................................. 33
Chapter 2 Manage servers......................................................................... 35
Introduction .............................................................................................. 36
Managing EAS servers ............................................................................ 37
Start an EAS server ........................................................................... 37
Connect to servers ............................................................................ 38
Stop or restart an EAS server............................................................ 38
Add an EAS server ............................................................................ 39
Remove an EAS server ..................................................................... 41
Edit the properties of an EAS server ................................................. 41
Assign a mail server to an EAS server .............................................. 41
Specify archiving order ...................................................................... 42
Disable processes running on a server ............................................. 43
Installing EAS as a service ................................................................ 43
Monitoring EAS servers ........................................................................... 45
Display the status of an EAS server .................................................. 46
Display archive task information for individual EAS servers .............. 46
Display the EAS log ........................................................................... 47
Query the EAS database ................................................................... 49
Configure EAS to provide information to the Windows Performance tool
........................................................................................................... 49
Optimizing server performance with clustering........................................ 50
Enable advanced clustering .............................................................. 53
Add a cluster...................................................................................... 54
Specify document stores and archive sources in an EAS cluster ..... 54
Delete a cluster.................................................................................. 55
Change the parent EAS server .......................................................... 56
Managing mail servers ............................................................................ 56
Exchange Server synchronization ..................................................... 56
Manually add a mail server (Advanced mode) .................................. 57
Remove a mail server from the server list ......................................... 58
Specify Exchange Server options...................................................... 58
Manage Exchange mailbox size quotas ............................................ 58
Edit mail server properties (Advanced mode) ................................... 60
Assign document stores to a mail server ........................................... 61
Assign a priority to document stores for a mail server ....................... 62
Limiting the load on system resources .................................................... 63

Other methods for managing the load on system resources ............. 63
Working with performance metrics .................................................... 64
Creating performance metrics ........................................................... 66
Limiting processes on servers ........................................................... 73
Configuring IIS Servers ........................................................................... 74
Configuring IIS for distributed environments ..................................... 74
Security.............................................................................................. 75
Add an IIS server to EAS................................................................... 75
Specify the IIS server retrieve and restore options ............................ 76
Remove an IIS server from EAS ....................................................... 76
Edit IIS server properties ................................................................... 77
Specify the preferred document stores for an IIS server ................... 77
Specify the preferred search indexes for a web server ..................... 78
Chapter 3 Configure the archive process ................................................ 81
Introduction .............................................................................................. 81
Set general archive options ..................................................................... 82
Enable archiving of recipient information................................................. 83
Configuring document stores .................................................................. 83
Add a document store ....................................................................... 84
Delete a document store ................................................................... 88
Specify the default document store (simple mode only) .................... 88
Assign or edit a group name to a document store ............................. 88
Configuring tasks ..................................................................................... 89
Task priority - Basic ........................................................................... 89
Task Priority - Advanced ................................................................... 90
Folder synchronization ...................................................................... 90
File archiving specifics....................................................................... 91
Task descriptions............................................................................... 92
Create a task ..................................................................................... 96
Enable a task ..................................................................................... 99
Edit a task .......................................................................................... 99
Delete a task...................................................................................... 99
Run a task manually ........................................................................ 100
Stop a task....................................................................................... 100
Configuring search indexes ................................................................... 100
Add a search index .......................................................................... 101
Remove a search index ................................................................... 103
Upgrade an Alta Vista index to IDOL ............................................... 103
Protecting content with checkpoints ...................................................... 105

Checkpointing prerequisites ............................................................ 105
Checkpointing and on-demand archiving ........................................ 105
Enable checkpointing for a document store .................................... 106
Manually remove checkpoints from content in a document store .... 107
Specify the checkpoint options for an archive task .......................... 107
Testing your environment ...................................................................... 109
Exchange Server Load Simulator 2003 (LoadSim) ......................... 109
Add recipients to an estimate .......................................................... 109
Add groups to an estimate............................................................... 110
Generate an estimate ...................................................................... 111
Display the estimate report .............................................................. 111
Clear the estimate data ................................................................... 111
Chapter 4 Manage users .......................................................................... 113
Introduction ............................................................................................ 113
Managing user directories ..................................................................... 114
Configure LDAP............................................................................... 114
Specify the number of recipients per screen ................................... 115
Disable the Global Address List ...................................................... 115
Perform an LDAP query .................................................................. 116
Managing administrative accounts ........................................................ 117
Configure EAS to use administrator accounts ................................. 117
Add an administrator account .......................................................... 118
Assign full administrator permissions .............................................. 118
Assign specific global permissions to an administrator ................... 119
Assign permissions for a specific mail server to an administrator ... 119
Create a custom administrator role ................................................. 120
Remove an administrator account ................................................... 120
Restore EAS access........................................................................ 121
Configure an EAS Discovery administration account ...................... 122
Permissions ..................................................................................... 122
Managing mailbox users ....................................................................... 126
Auto-enrolling mailboxes ................................................................. 127
Define and enable the default auto-enroll policy ............................. 127
Define an auto-enroll policy for each mail server ............................ 128
Enroll a mailbox user (LDAP) .......................................................... 129
Enroll a mailbox user (MAPI) ........................................................... 130
Specify an archiving limit for a user mailbox ................................... 130
Specify a storage limit warning ........................................................ 131
Automatically disable deleted Exchange users ............................... 132
Manually disable a user ................................................................... 132

Re-enable a user ............................................................................. 133
Modify EAS options in the Outlook client ......................................... 133
Enable EAS forms in Outlook clients ............................................... 136
Configure number of search reults in Outlook ................................. 138
Create a persistent "to be archived" folder for user mailboxes ........ 139
Disable the EAS Outlook client........................................................ 139
Managing groups ................................................................................... 140
Display the members of a group ...................................................... 140
Add a group ..................................................................................... 141
Remove a group .............................................................................. 142
Manage group members (MAPI) ..................................................... 142
Manage group members (LDAP) ..................................................... 142
Add group members from distribution list ........................................ 143
Update group membership automatically using an LDAP query ..... 143
Specify an archiving limit for group members .................................. 144
Configuring stubs .................................................................................. 145
Specify stub settings for a user ....................................................... 145
Specify stub settings for a group ..................................................... 147
Specify stub settings for a public folder ........................................... 148
Display the attachment icon in stubs ............................................... 149
Retain Rich Text Format (RTF) in stubs .......................................... 149
Configuring formulas ............................................................................. 149
Understanding formulas .................................................................. 150
Specify formulas for a group............................................................ 151
Specify formulas for individual users ............................................... 152
Create a formula template ............................................................... 155
Create a formula using the Formula Wizard .................................... 156
Create a formula using the Formula Editor ...................................... 158
Test a formula.................................................................................. 160
Configure EAS to apply formulas to PST files ................................. 161
Chapter 5 Specify content to be archived .............................................. 163
Specify user mailboxes to be archived .................................................. 163
Note on Exchange 2003 limit on number of objects that can be opened
......................................................................................................... 165
On-demand archiving ............................................................................ 166
Formulas and on-demand archiving ................................................ 166
Set the on-demand polling interval .................................................. 167
Archiving public folders ......................................................................... 167
Add a public folder ........................................................................... 167
Remove a public folder .................................................................... 168

Specify formulas for a public folder ................................................. 168
Update archived public folder hierarchy and permissions ............... 170
Archiving journal mailboxes ................................................................... 170
Prerequisites.................................................................................... 171
Create a journal mailbox.................................................................. 171
Select a recipient for the journaled mail .......................................... 171
Specify the archiving rules for the journal mailbox .......................... 172
Create a task for archiving journal mailboxes .................................. 172
Archiving PST files ................................................................................ 173
Exchange Server options for PST archiving .................................... 174
Archive a PST file ............................................................................ 175
Bringing PST files under central control .......................................... 178
Archiving deleted items ......................................................................... 187
Specify the archiving policy for a user's deleted items .................... 187
Specify the archiving policy for a group's deleted items .................. 188
Create a task for archiving deleted items (dumpsters) .................... 190
Restoring items archived in a mailbox "dumpster" .......................... 191
Chapter 6 Manage archives ..................................................................... 193
Managing a user's search indexes ........................................................ 193
Add users to a search index ............................................................ 194
Remove users from a search index ................................................. 195
Move users from one search index to another ................................ 196
Add a search index to an individual user ......................................... 197
Move a search index for an individual user ..................................... 197
Remove search indexes from an individual user ............................. 198
Managing offline support ....................................................................... 198
Controlling access to archived content .................................................. 199
Note on precedence of permissions ................................................ 200
Synchronizing permissions .............................................................. 201
Anonymous access to user mail folders .......................................... 201
Specify other users who can access a mailbox archive .................. 202
Specify other mailbox archives that a user can access ................... 203
Configure anonymous access to user mailboxes ............................ 203
Retrieving messages from different EAS environment .................... 204
Restoring archives ................................................................................. 205
Configure retrieve and restore options ............................................ 205
Restore messages to an original mailbox ........................................ 206
Restore messages to an alternative mailbox ................................... 207
Restore messages to a PST file ...................................................... 208
Restore a public folder..................................................................... 209

Verifying and repairing archives ............................................................ 210
On-line Day Archive ......................................................................... 211
Single EAS File Archive (HSM) ....................................................... 211
EMC Centera ................................................................................... 211
Network Appliance NAS (NetApp) ................................................... 212
Verify an archive .............................................................................. 214
Repair an archive ............................................................................ 214
Appendix A Formula language reference .............................................. 215
Components of EAS Formula Language ............................................... 215
Variables.......................................................................................... 215
Return statements ........................................................................... 223
Functions ......................................................................................... 225
Operators......................................................................................... 238
Appendix B Configure storage devices ................................................. 247
Digital Safe ............................................................................................ 247
Configure EAS to use Digital Safe as a document store ................. 247
EMC Centera ......................................................................................... 248
Configuring permissions for EAS on EMC Centera ......................... 248
Configuring EAS to use a Pool Entry Authorization (PEA) file ........ 249
Initialize the Pool Access Information (PAI) module ........................ 249
Configure the CENTERA_PEA_LOCATION environment variable . 250
Merge two or more .pea files ........................................................... 252
Configure the FP_OPTION_STREAM_STRICT_MODE environment
variable ............................................................................................ 253
DR500 or non-DR550 TSM server ........................................................ 256
Prerequisites for non-DR550 TSM servers ...................................... 256
Set up the server for use with EAS .................................................. 256
Example of advanced configuration options .................................... 257
Hitachi Content Archiving Platform (HCAP) .......................................... 259
HCAP configuration for EAS ............................................................ 259
Appendix C RUN_HISTORY table ........................................................... 261
Introduction ............................................................................................ 261
The RUN_HISTORY table ..................................................................... 261
Appendix D EAS options in EAS database ............................................ 265
EAS server-related options in EAS database ........................................ 265
General EAS server options in database ........................................ 266
EAS for Exchange server options in database ................................ 267

EAS for Lotus Notes server options in database ............................. 268
EAS for Files server options in database ........................................ 269
Other EAS server options in database ............................................ 269
Appendix E EAS Options dialog box reference .................................... 279
General tab ............................................................................................ 279
Delete Original Objects.................................................................... 279
Use Multi-file Archiving .................................................................... 280
Output Messages to Event Log ....................................................... 280
Append Date to Log File Name ....................................................... 281
Ignore Warning Msgs ...................................................................... 282
Add Extra Log for Diagnosis ............................................................ 282
Performance Metric Update Interval (secs) ..................................... 283
Partial Commit Delay <number> msec/k ......................................... 283
Use Delete Not Truncate ................................................................. 284
Exchange tab ........................................................................................ 284
Archive Message Classes ............................................................... 285
Attachment CRC Message Classes ................................................ 285
Stub Attach Icon .............................................................................. 286
Leave RTF Body.............................................................................. 286
Store Extended Refer Info ............................................................... 287
Hard Delete Messages .................................................................... 288
Extended Folder Synch ................................................................... 288
Use Delivery Date ............................................................................ 289
Multi-language Archive .................................................................... 289
Restore Unicode PSTs .................................................................... 289
Apply Formula to PST ..................................................................... 290
Leave Stubs in PST ......................................................................... 290
Prepend PST File Name to Folder Path .......................................... 291
Base PST Folder ............................................................................. 291
Ignore Default/Anonymous ACL Rights ........................................... 291
Extended NT Account Synch........................................................... 292
Quota Reduction <number> % ........................................................ 293
Quota Sort By Date ......................................................................... 293
Quota Sort By Size .......................................................................... 294
Envelope Journaling: Archive Unmodified Envelopes ..................... 294
Include Recipients in SIS................................................................. 295
Archive Msg With Voting Properties ................................................ 296
Archive Message Attachments As Files .......................................... 296
Process Associated Contents .......................................................... 297
Ignore Corrupt Messages ................................................................ 297

Perform Personal Forms Synchronization ....................................... 298
On-demand Polling Archive Interval <number> seconds ................ 299
FA Options tab ...................................................................................... 299
Archive File Extensions ................................................................... 299
Archive All Files ............................................................................... 300
Process Read-only Files .................................................................. 300
NTFS Stubs as Sparse Files ........................................................... 300
Check Files Shares Permissions ONLY .......................................... 301
Lotus Notes tab ..................................................................................... 301
LDAP Container............................................................................... 301
LDAP User Name ............................................................................ 302
LDAP User Password ...................................................................... 302
Prepend NSF File Name to Folder Path .......................................... 302
Base NSF Folder ............................................................................. 303
Archive Notes Msg Attachments As Files ........................................ 304
View tab ................................................................................................. 304
Associated IIS Server ...................................................................... 304
Retrieve Messages From IIS Server ............................................... 305
Retrieve Messages From IIS Servers Document Stores ................ 305
Font Name ....................................................................................... 305
Report ODBC Source ...................................................................... 306
Max Recips Per Screen ................................................................... 306
Disable GAL .................................................................................... 306
Exchange LDAP Settings ................................................................ 307
Lotus Notes LDAP Settings ............................................................. 308
Default Auto-Enroll Policy tab ................................................................ 310
Enable Exchange Auto-Enroll .......................................................... 310
Enable Lotus Notes Auto-Enroll ...................................................... 314
Automated PST Migration tab ............................................................... 318
Use Automated PST Migration ........................................................ 318
Migration Rate ................................................................................. 318
Migration Root Folder ...................................................................... 319
Migrate Using On-Demand Archival ................................................ 319
Remove PSTs When Migration Done .............................................. 319
Parent Specific tab ................................................................................ 320
Exchange LDAP Settings ................................................................ 320
Domain Name (Used for License Environment ID) ......................... 321
Advanced tab ........................................................................................ 321
Use Advanced Clustering ................................................................ 321
Server ID ......................................................................................... 322
Use View Permissions ..................................................................... 322

TCP/IP EAS Server Port .................................................................. 323
Issue EAS Storage Limit Warning At: <#> % Remaining ................ 323
USERS.EXTRAINFO LDAP Attribute .............................................. 323
Connector/Script Installations .......................................................... 324
Index ........................................................................................................... 325
Chapter 1
Getting started
In This Chapter
About Autonomy ZANTAZ ......................................... 15
About this guide ........................................................ 16
Understanding EAS ................................................... 18
About file archiving .................................................... 21
About archiving content from a SharePoint Portal Server 21
Overview of EAS administration ................................ 22
Security and privacy .................................................. 24
Using the EAS Administrator client............................ 25
Configure licenses ..................................................... 28
Using EAS reports ..................................................... 30
About Autonomy ZANTAZ

Autonomy solutions are the leaders in the archiving, eDiscovery and
Proactive Information Risk Management markets. Autonomy is the only
vendor that offers an entire spectrum of Proactive Information Risk
Management solutions ranging from real-time policy management, records
management and consolidated archiving to early case assessment, enterprise
legal hold and EDD, review, and production. Autonomy Enterprise Archive
Solution (EAS) runs on the IDOL platform, which supports more than 100
languages and 1,000 file types. Autonomy EAS is available as a hosted
service, on-site software or a combination of both.
For more information about the Autonomy EAS, visit the Autonomy ZANTAZ
web site (http://www.zantaz.com).
Getting started
About this guide

Who should read this guide?
This guide is for the use of EAS administrators. It assumes that the reader is
familiar with Windows Server and Exchange Server management.
Administrators should also receive EAS training from Autonomy or an
authorized EAS instructor.
Document conventions
The following conventions are used in this document:
Item
Example
User interface items with

which you can interact
(buttons, tabs in dialog
boxes, radio buttons, menu
items and fields) are shown
in bold type.
Click the Save button.
Procedures that involve

clicking through the menus
are shown in a sequence
with arrows.
Click Settings > Options.
You click the Settings item

on the menu bar and then
choose the Options item
from the menu that is
displayed.
Options are described as

enabled or disabled.
Enable the Use Advanced

Clustering option.
Click inside the check box to

add the check mark or clear
a check mark that is already
there.
An enabled option is one that

has a check mark in the box
Disable the Ignore
beside the option name.
Default/Anonymous ACL
No check mark indicates that Rights option.
the option is disabled.
Notes
Additionally, this syntax is used for command-line instructions:

The general form for presenting a command that a user must enter is as
follows:
sample {+r | r} argument [option]
where:
sample
16
Specifies the name of the command or utility.
EAS for Exchange
About this guide
{ }
Indicates required syntax in which you have a choice and

that at least one choice is required.
Separates two mutually exclusive choices in a syntax line.

Type one of the choices on either side of the symbol.
argument
Specifies a variable name or other information you must

provide, such as a path and file name.
...
Indicates that you can type multiple arguments of the

same type. Do not type the ellipsis (...).
[]
Indicates one or more optional items. Type only the

information within the brackets, not the brackets
themselves.
Example:
bridge Group address MacAddress [forward | discard]
[interface]
Getting help
Use of Autonomy EAS products is described in:
Online help (accessed through the Help menu)
EAS documentation suite (on page 18)
FAQs
Technical Notes
All are available through the Autonomy Customer Support Center
(https://customers.autonomy.com/).
Technical support
If you still have questions or require assistance after consulting these
information sources, contact Autonomy (ZANTAZ) Technical Support by email
(mailto:eas-support@zantaz.com) or by phone: 617.850.4705.
Training
Autonomy is committed to ensuring successful adoption of our products by
administrative and end users. We offer a host of training services to meet the
educational needs of virtually every organization. For more information, or to
register for one of our courses, please visit the Autonomy EAS training
website (http://www.zantaz.com/services/training/index.htm).
Professional services
EAS for Exchange
17
Getting started
Autonomy can be contracted to provide knowledge transfer surrounding

functionality, installation and configuration, as well as EAS system health
checks and upgrades. Many services can be performed either on site or
remotely over an Internet connection. If you are interested in such services,
contact the Autonomy EAS Projects Group (mailto:eas-projects@zantaz.com).
EAS documentation suite

The documentation suite for the Autonomy Enterprise Archive Solution (EAS)
includes the following titles:
EAS Installation Guide (Exchange, Lotus Notes, Files, and SharePoint

versions)
EAS Administration Guide (Exchange, Lotus Notes, Files, and SharePoint

versions)
EAS for Exchange Outlook User Guide (2007 and 2000/2003 versions in
English, French and German)
EAS for Lotus Notes User Guide
EAS for Files User Guide
EAS Search Administration Guide
EAS Storage Manager Administration Guide
EAS Discovery Administration Guide
EAS Dashboard Administration Guide
EAS Management Pack Guide for Microsoft Operations Manager

EAS documentation is available for download from the Autonomy Customer
Support Center (https://customers.autonomy.com/).
A user name and password are required to log in to the knowledge base. If
you do not have login information and would like to apply, select "Request
Account" on the website. Note that accounts are provided to individuals who
meet Autonomy training requirements.
Understanding EAS
The Autonomy Enterprise Archiving Solution (EAS) is an archiving software
solution for email and files. It offers a fully distributed architecture that allows
management of electronic content across geographically dispersed locations.
EAS provides centrally managed and administered control of archiving
policies while allowing for regional dependencies and administration. EAS
significantly reduces loads on mail and file servers, secures intellectual
property, and gives end-users easy access to messages and files regardless
18
EAS for Exchange
Understanding EAS
of their geographic location. As a result, companies are now able to effectively

incorporate email messages and their attachments as well as content from file
shares and SharePoint sites into their overall records management strategy
and comply with industry regulations.
With EAS handling the storage and long-term access to messages and files,
server administrators can focus on improving performance. Mail servers are
not designed to be long-term repositories. By introducing EAS for the storage
and long-term access to email, messaging servers are more efficient,
scalable, and easier to manage. EAS for Files and EAS for SharePoint
provide similar functionality for file-based content across the enterprise.
EAS Search and EAS Discovery offer advanced search capabilities, and EAS
Storage Manager allows organizations to manage archived content through
the use of archiving policies.
EAS for Exchange and EAS for Lotus Notes support archiving in multiple
languages. Other EAS products support archiving, search and retrieval in
English only.
Key concepts
Elements of the EAS environment
The basic EAS server environment contains the following elements:
EAS database stores information about all EAS processes, mailboxes or

file shares, messages or files etc.
EAS server handles the actual work (archiving, replacing objects with
stubs, restoring objects, etc.).
IIS server handles object retrieval requests from your client users.
Document store acts a repository for archived content.

If you have EAS for Files, your environment also contains:
File shares are network folders containing files (and subfolders) to be
archived.
If you have EAS for SharePoint, your environment also contains:
EAS for Exchange
19
Getting started
SharePoint sites are URLs that represent central Web-based

workspaces for information sharing and document collaboration. EAS for
SharePoint archives content in the scope of a SharePoint site.
SharePoint libraries are document or image libraries associated with

SharePoint sites. EAS can apply archiving rules to each library within a
SharePoint site.
An EAS environment can have only one database but as many EAS servers,
IIS servers and document stores as required. The EAS environment can be
configured in clusters to serve geographically dispersed organizations.
Archiving policies
You can define an archive policy for each group of mailboxes, file shares, or
SharePoint libraries through the use of simple scripts called "formulas".
Formulas can also be applied to individual mailboxes, file shares, or
SharePoint libraries.
Tasks
Each unit of work is called a "task". Tasks can include archiving, restoring,
and replacing messages and files with stubs. At the time you create a task
you assign the mailboxes, file shares or SharePoint sites that the task will
address. For more information on tasks, see Configuring tasks (on page 89).
Stubs
Most organizations choose to reduce the burden on their servers by
configuring EAS to replace archived items with shortcuts, referred to in this
guide as "stubs", which point to the original item in the archive. A stub may
display in an end-user environment an abbreviated version of the original
object. The user can click on the stub to retrieve the full version.
You can configure the amount of information displayed in the stub and you
can use formulas to specify how stubs are handled for a group, for an
individual, or for a file share. For more information on stubs, see Configuring
stubs (on page 145).
Checkpointing
If you configure EAS to replace archived content with stubs or if you delete
archived content, you can use a technique called "checkpointing" to ensure
that the archived content has been backed up before proceeding. A
checkpoint specifies a waiting period to allow sufficient time for the scheduled
backup to take place. For more information on checkpoints, see Protecting
content with checkpoints (on page 105).
20
EAS for Exchange
About file archiving
About file archiving

EAS for Files can be used in conjunction with EAS mail archiving or it can be
deployed as a stand-alone solution.
An NTFS file system can be archived in the same way that EAS can archive a
mail server like Exchange or Lotus Domino. You can archive application files,
documents and hidden files (depending on permissions). As a rule, EAS can
archive anything that can be seen in Windows Explorer.
IMPORTANT! EAS is designed to archive working files and is not designed to
be used as backup software. Because EAS can replace files with stubs, it is
important that you take steps to ensure that application and system files
are excluded from the stubbing process. For more information, see "Add a
directory policy to a folder" in the EAS for Files Administration Guide.
EAS follows the NT security associated with an archived file. All the properties
such as security are automatically copied and maintained in the EAS
database.
EAS for Files is included with the basic EAS installation but requires a valid
license before the functionality and interface is available.
Users can access archived files through an extension to the Windows
Explorer interface. Additionally, they can search archived files using the EAS
for Files Search client (Windows Start menu Programs > ZANTAZ > EAS for
Files Search). Refer to the EAS for Files User Guide for details on installation
and use of the EAS for Files client interface.
File archives can be managed with EAS Storage Manager using granular
policy definitions to tertiary offline media. For more information, see the EAS
Storage Manager documentation.
About archiving content from a

SharePoint Portal Server
EAS for SharePoint lets you apply centrally managed policies for archiving
content on SharePoint Portal Servers. This can help optimize the performance
and stability of SharePoint services and preserve the information for
compliance and legal purposes.
For SharePoint users, accessing archived information is the same as
accessing non-archived content; users click a link or icon on a web page.
Similarly, searching for archived content is the same as searching for all other
documents on a SharePoint site.
EAS for Exchange
21
Getting started
EAS for SharePoint can be used in conjunction with EAS mail and file
archiving or it can be deployed as a stand-alone solution.
Libraries within a SharePoint database are archived in the same way that
EAS archives a mail server like Exchange or Domino. You can archive any
type of document or image that can appear on SharePoint web pages.
EAS for SharePoint is included with the basic EAS installation but requires a
valid license before the functionality and interface are available.
Archived content in SharePoint can be managed with EAS Storage Manager
using granular policy definitions to tertiary offline media. For more information,
see the EAS Storage Manager documentation.
Overview of EAS administration

The work of an EAS administrator can be divided into deployment, monitoring
and maintenance, and occasional tasks.
Deployment
In a new installation of EAS, much of the administrative work involves
estimating the load on system resources, configuring the various servers and
then configuring the archive process (creating tasks and checkpoints and
assigning preferred document stores). Your authorized Autonomy enterprise
architect can assist you with this work.
For information on server configuration, see Manage servers (on page 35). For
information on the archive process, see Configure the archive process (on
page 81).
Monitoring and maintenance

The automation features of EAS allow you to configure the system so that it
requires a minimum of administrator intervention. However, you should be
prepared to do a certain amount of monitoring and maintenance. In most EAS
installations this work does not need to be done more than once a week, but
the actual frequency will depend on the size and complexity of your
environment. You should plan on performing the following tasks on a regular
basis:
22
EAS for Exchange
Overview of EAS administration
Monitor the disk space available for your document stores.
Monitor manual checkpoints - This is not required if your environment only

uses automatic checkpoints. For more information on checkpoints, see
Protecting content with checkpoints (on page 105).
Monitor your regular backups of document stores and the EAS database.
If you use a product such as EAS Storage Manager to handle the
migration of online to offline content, you should also back up your
document stores and database before moving any files.
Review the logs.
Other tasks
Manually enroll new users
EAS is normally configured to automatically enroll new mailbox users, but
from time to time you may need to manually configure a mailbox or change
the enrollment configuration. For example, if your default group is
"RegularEmployees" and you have a second group called "Managers", you
may need to manually assign a new manager mailbox to the "Managers"
group or to configure an LDAP query so that managers assigned to a
"Managers" organizational unit in Active Directory are automatically assigned
to an EAS managers group.
Modify groups or group formulas

Occasionally there may be a mailbox that requires special handling (using a
custom formula) or you may need to add or edit groups. For more information
on users and groups, see Manage users (on page 113).
Restore items
From time to time you may need to restore items that have been archived.
You can restore items from a document store to the original or an alternate
location. For example, you can restore messages or files to their original
location as part of a disaster recovery process. For more information, see
Manage archives (on page 193).
Manage search indexes and their users

Add users to or remove them from a search index. Search indexes are
created by EAS Search and allow users to access archived content. Indexes
can be shared by multiple users. Depending on the EAS products you are
using, an index user may be a mailbox, a public folder, a file share, or a
SharePoint site. For more information, see Manage archives (on page 193).
EAS for Exchange
23
Getting started
Security and privacy

There are some settings selected during the installation process that can have
an impact on the security of the system.
Administrator level access

IMPORTANT! Upon installation, EAS allows full administrator-level access
from any NT account. It is very important that you change this setting to
restrict access to only those persons who require administrator privileges. For
more information, see "Managing administrative accounts (on page 117)".
HTTPS protocol
When you install the EAS IIS server, you can specify HTTPS as the protocol
to be used by client software when retrieving archived content (enable the
SSL option). This is the recommended configuration if the archives are
accessed from outside the corporate firewall. For more information, see
"Install EAS IIS" in the EAS for Exchange Installation Guide.
Anonymous access in Exchange

You can configure EAS to allow certain users to search and retrieve the
archived content of other users. Autonomy recommends that this right be
limited to persons and situations explicitly permitted by your corporate email
policies. Exchange also allows a user to designate mailbox folders that
anyone can access. By default, EAS is configured to respect those settings.
In other words, if a user has granted anonymous access to a folder, the
archived content of that folder is also searchable by other EAS users. For
more information, see "Controlling access to archived content (on page 199)".
Anonymous access / Extended NT Account Sync

If the IIS server is set to allow anonymous access (see "Configure anonymous
access to user mailboxes" on page 203), retrieval requests from users are
authenticated using the Exchange Server. If anonymous access is disabled,
retrieval requests are authenticated using the NT permissions from Active
Directory. Also, note that if anonymous access in IIS is disabled, the
Extended NT Account Sync option in EAS must be enabled.
Precedence of permissions
24
EAS for Exchange
Using the EAS Administrator client
When using the Extended NT Account Sync option in EAS, it is important to

note that EAS considers Allow and Deny permissions. However, in doing so,
EAS may behave in more stringent manner than Microsoft's standard when
dealing with explicit and inherited permissions. In EAS, a Deny permission
always takes precedence over an Allow permission. However, this is not
always the case with NT permissions. There are scenarios in which Explicit
Allow can override an Inherited Deny. In such a case, Allow would take
precedence over Deny in NT (Explicit Allow is ranked higher in the permission
hierarchy than Inherited Deny). EAS does not factor in the permission
hierarchy due to the performance overhead and risks of being out of sync. As
a result, EAS always gives precedence to a Deny over an Allow permission.

The day-to-day administration of EAS is handled with the EAS Administrator
client. The EAS servers, document stores, tasks, and users can be managed
remotely using the client.
You can grant administrator privileges to multiple users. For more information
on administrator privileges, see Managing administrative accounts (on page
117).
Note: You can also use EAS tabs in Active Directory for certain administrative
tasks.
Start the EAS Server
From the Windows Start menu click Programs > ZANTAZ > EAS Server.
Note: For more information on starting, restarting and managing the EAS
Server, see Managing EAS servers (on page 37).
Open EAS Administrator
From the Windows Start menu click Programs > ZANTAZ > EAS
Administrator.
Connect to the database
Click File > Connect to DB.
EAS for Exchange
25
Getting started
Connect to the Exchange Server
Click File > Connect to Exchange Server.
Customize the EAS Administrator display

See multiple views at once
Arrange the EAS Administrator views as you like them, then save your layout.
1. Place one or more views by clicking the views buttons and clicking inside
the administrator window area.
2. Arrange the views.
3. On the toolbar, click

Save Current Layout and, in the Layout Name
dialog box, enter a name for this custom view.
26
EAS for Exchange
Whenever you start EAS Administrator, you can recall the layout from the
drop-down list on the toolbar.
Create a tabbed view

You can create a tabbed view of the EAS views you want to use.
1. Double-click the title bar of a view window.
The window is renamed EAS Container and the view becomes a tab within
the container.
2. Place other views within the container by either
a) clicking a view button and clicking within the container window
or
b) dragging another view tab into the container window.
3. On the toolbar, click

Save Current Layout and, in the Layout Name
dialog box, enter a name for this custom view.
EAS for Exchange
27
Getting started
Whenever you start EAS Administrator, you can recall the layout from the
drop-down list on the toolbar.
Configure licenses
EAS licensing is based on the number of units to be archived.
For EAS for Exchange and EAS for Lotus Notes, the archive units are
mailboxes and your organization must purchase as many client access
licenses as there are mailboxes to be archived. No additional licenses are
required to archive content of Exchange public folders.
For EAS for Files and EAS for SharePoint, an archive unit is 1 GB of data.
Your organization must purchase licenses totaling the number of gigabytes of
data you want to archive.
There are two types of licenses:
Evaluation: A 30-day trial key that lets you archive 500 mailboxes or up to
50 GB of data.
Full Production: No time limit.

Additional licenses can be added at any time. The procedures for adding and
removing licenses are the same for all license types.
Supply information to obtain license keys

Depending on the EAS products you have purchased, you need to provide the
following information to Autonomy or your authorized EAS representative to
obtain license keys.
EAS for Exchange

Provide Autonomy with name of your Exchange organization.
To display your organization name:
1. In EAS Administrator, click Settings > Licensing:
The License Administrator screen is displayed.
2. Click Get Org.
28
EAS for Exchange
Configure licenses
The Exchange organization name is displayed.
EAS for Lotus Notes, EAS for Files, EAS for SharePoint
You must create an environment ID and send it to Autonomy. The
environment key is specific to your environment and cannot be transferred. If
you create a new environment, a new environment ID must be generated and
new license keys obtained from Autonomy.
To create an environment ID:
1. In EAS Administrator, click Settings > Options.
The EAS Options screen is displayed.
2. Click the Parent Specific tab.
3. In the Domain Name field, enter the domain name.
4. Click OK.
5. Click Settings > Licensing.
6. Click Get Enviro ID.
The Environment ID is displayed.
Add a license key

After you have supplied the required information and received your EAS
license keys from Autonomy, enter the license information through EAS
Administrator to gain access to the licensed products.
To enter license details:
1. In EAS Administrator, click Settings > Licensing.
The License Administrator screen is displayed.
2. Click Add.
The License Properties screen is displayed.
3. Enter your license information as follows:
EAS for Exchange
29
Getting started
License ID: Provided by Autonomy or by a certified EAS Solution

Provider/Distributor.
# Licenses: Enter the number of licenses purchased.
Expiry Date: Leave this field blank unless this is an evaluation copy.
Options: Enter the option string provided by Autonomy or by a certified

EAS Solution Provider/Distributor.
CRC: License keys may be anywhere between 1 and 11 digits. If the

first character is a hyphen (-), it is important that this character is
entered as part of the CRC.
4. Click Update Status.

The status line message displays Valid License: EASVx (or other valid
license type). If the status displays Invalid license, check that the
information has been entered correctly.
5. Click OK.
Tip: You can change licensing for your EAS Environment at any time using
the License Administrator.
Select a license ID and click Properties to edit a license.
Select a license and click Remove to disable an EAS product.
Using EAS reports

EAS can generate a number of reports that can be useful in:
planning your EAS setup
refining your EAS setup
auditing use of EAS and archived content

Report types (on page 30) provides a brief description of each of the reports.
Reports fonts can be configured (see "Configure the report font" on page 32).
One report must be pre-configured before it can be generated. See Configure
the User Retrieval Audit report (on page 32).
Report types
EAS provides the following reports:
30
EAS for Exchange
Using EAS reports
Administrative Event Audit By Date presents information about

administrative actions within the EAS environment, listed by date.
Administrative Event Audit by User presents information about

administrative actions within the EAS environment, listed by user name.
EAS for Files Storage by Date provides details on the names, numbers,
and size of files archived by EAS, listed by date.
EAS for Files Storage by Folder provides details on the names,

numbers, and size of files archived by EAS, listed by folder.
Folder Usage Analysis provides information on the size (in MB) of

messages stored in mail folders, listed by mailbox user.
Message Storage by User presents storage that is used by each mail

client user.
Message Storage by User by Reference presents a calculation of the

storage space for a user based on the number of copies of messages as
well as the number of people who are receiving the message.
qestimate** presents a quick estimate of the maximum storage that would

need to be allocated to EAS not taking into consideration single-instance
storage.
Search Audit provides details of searched items, listed by the user that
ran the search.
Single Instance Storage (SIS) Estimate** provides an estimate of the

amount of storage that could be saved through archiving only a single
instance of an item.
Storage Manager Auditing presents Storage Manager actions that have

taken place on objects managed by EAS.
User Permissions** displays who has access to particular user

mailboxes. The permissions are explicitly granted through EAS or through
shared folders.
User Retrieval Audit provides information about the number of retrievals

each day as well as details of items that were retrieved by particular users.
This report requires configuration. See Configure the User Retrieval Audit
report (on page 32).
_sis_estimate** presents an estimate of EAS storage by year and month.

The figure presented represents the minimum amount of storage that will
be moved from Exchange and a maximum amount of content (before
compression) that will be stored by EAS.
User Stats** presents a list, by user, of the number of stubs in each user's
mailbox, the total size of all the user's stubs (in KB), and the number of
corrupted messages* found for each user. Run the User Stats Summary
(on page 96) task prior to requesting this report.
EAS for Exchange
31
Getting started
* Number of corrupted messages is not reported (appears as 0) if the Ignore

Corrupt Messages (on page 297) option is not enabled.
** This report is available only with EAS for Exchange.
Configure the ODBC source

Use the following procedure to specify the name of the ODBC connection
used to connect to the EAS database when you generate reports. You create
the ODBC connection when you configure the EAS database. For more
information, see the EAS for Exchange Installation Guide.
To configure the ODBC source:
1. Click Settings > Options.
2. Click the View tab.
3. In the Report ODBC Source field, enter the ODBC Source (for example,
EAS).
4. Click OK.
You can now use the EAS database to generate reports.
Configure the report font

If the font used to display the list of mail folders (and message subjects) to be
restored is difficult to read, the font can be changed to a more readable one.
To change the font:
3. Click Choose Font Name & Script.
The Font dialog box is displayed.
4. Select any font options and click OK.
5. Click OK.
The new font options are applied to the reports generated after this
change is made.
Configure the User Retrieval Audit report

The User Retrieval Audit Report provides information on what EAS users
have searched for in the EAS archive and what items were returned by their
32
EAS for Exchange
Using EAS reports
searches. This report has no content until it is configured using the following
procedure.
To configure the User Retrieval Audit report:
1. On the server on which the web server is installed, from the Windows
Start menu, click Run.
2. In the Run dialog box, enter eas.ini in the Open field and click OK.
The eas.ini file is displayed.
3. In the eas.ini file, search for [FULLTEXT].
4. Find EnableEASLogging=0 and set the value to 1.
EnableEASLogging=1
Note: The eas.ini file in older installations of EAS may not include the
EnableEASLogging parameter. In this case, you need to add it.
5. Save the file.

6. From Windows Start menu, click Run, enter iisreset in the Open field
and click OK.
All searches occurring after this configuration are captured in the report.
Generate a report
To generate a report:
In EAS Administrator, click Tools > Reports and select a report.

The report is generated and displayed.
EAS for Exchange
33
Chapter 2
Manage servers
In This Chapter
Introduction ............................................................... 36
Managing EAS servers.............................................. 37
Monitoring EAS servers ............................................ 45
Optimizing server performance with clustering ......... 50
Managing mail servers .............................................. 56
Limiting the load on system resources ...................... 63
Configuring IIS Servers ............................................. 74
This chapter provides general information about configuring, monitoring and
managing EAS-related servers.
Important! EAS-related servers DiSH, content (IDOL server) and EAS
Admin Server should be stopped prior to shutting down the machines on
which the EAS-related servers are running.
Several types of servers play a role in archiving content in the EAS for
Exchange environment:
EAS servers (also known as archiving servers) are responsible for

performing the archive job. EAS servers can also handle other tasks such
as stub removal, folder synchronization, and restoration of archived
content. The EAS Server client, EAS Administrator, is used to configure
the archiving environment. There may be several EAS servers in an EAS
environment, but only one is designated as the parent and it can delegate
work to child EAS servers. The parent EAS Server is responsible for
starting a job and it launches processes for itself or on child servers.
Web servers (EAS IIS servers) handle all end-user retrieval and search
requests. In EAS, IIS acts as a firewall between the end-user environment
and the database, document stores, and search catalogs. When an enduser submits a request, IIS checks whether that user has permission to
access the requested archived content. After the retrieval request is
authenticated, IIS retrieves the content.
The Database server stores information about the EAS configuration and
all EAS processes, content sources and archived content. It interacts with
the EAS Server to determine such things as whether an item should be
Manage servers
archived or has already been archived and the target location for archiving
the item. There is only one database server in an EAS environment.
Depending on the installed products and options, your organization may also
have:
EAS IDOL servers run on dedicated hardware and process IDX files
(created by the EAS Indexer) to create indexes of archived content. The
IDOL servers also communicate with EAS Search components on the
Web server, which enables IIS to query the search indexes in response to
search requests from users.
EAS Storage Manager servers are used to manage the movement of

archived content between online, near-line and offline storage for
purposes of satisfying regulatory and corporate requirements for retention
and policy-based purging of records; optimizing the use of storage
devices; managing the life-cycle of archived content; and enabling
administrators to delete archived content.
Archive source servers are the mail servers (EAS for Exchange and
EAS for Lotus Notes), file servers (EAS for Files) and SharePoint Portal
servers (EAS for SharePoint) that are the source of the content that is
archived by EAS.
Introduction
This chapter provides general information about configuring, monitoring and
managing EAS-related servers.
Important! EAS-related servers DiSH, content (IDOL server) and EAS
Admin Server should be stopped prior to shutting down the machines on
which the EAS-related servers are running.
Several types of servers play a role in archiving content in the EAS for
Exchange environment:
36
EAS servers (also known as archiving servers) are responsible for

performing the archive job. EAS servers can also handle other tasks such
as stub removal, folder synchronization, and restoration of archived
content. The EAS Server client, EAS Administrator, is used to configure
the archiving environment. There may be several EAS servers in an EAS
environment, but only one is designated as the parent and it can delegate
work to child EAS servers. The parent EAS Server is responsible for
starting a job and it launches processes for itself or on child servers.
Web servers (EAS IIS servers) handle all end-user retrieval and search
requests. In EAS, IIS acts as a firewall between the end-user environment
and the database, document stores, and search catalogs. When an endEAS for Exchange
Managing EAS servers
user submits a request, IIS checks whether that user has permission to
access the requested archived content. After the retrieval request is
authenticated, IIS retrieves the content.
The Database server stores information about the EAS configuration and
all EAS processes, content sources and archived content. It interacts with
the EAS Server to determine such things as whether an item should be
archived or has already been archived and the target location for archiving
the item. There is only one database server in an EAS environment.
Depending on the installed products and options, your organization may also
have:
EAS IDOL servers run on dedicated hardware and process IDX files
(created by the EAS Indexer) to create indexes of archived content. The
IDOL servers also communicate with EAS Search components on the
Web server, which enables IIS to query the search indexes in response to
search requests from users.
EAS Storage Manager servers are used to manage the movement of

archived content between online, near-line and offline storage for
purposes of satisfying regulatory and corporate requirements for retention
and policy-based purging of records; optimizing the use of storage
devices; managing the life-cycle of archived content; and enabling
administrators to delete archived content.
Archive source servers are the mail servers (EAS for Exchange and
EAS for Lotus Notes), file servers (EAS for Files) and SharePoint Portal
servers (EAS for SharePoint) that are the source of the content that is
archived by EAS.

Start an EAS server
You must start the EAS server before you can connect to it using EAS
Administrator.
To start the EAS server:
From the Windows Start menu, click Programs > ZANTAZ > EAS Server.
Note: An EAS Server can be run as a Windows service. For more

information, see Installing EAS as a service (on page 43).
Whether the EAS server is running as an application or as a local or remote
service, you can start and stop it from EAS Administrator. For more
information, see Stop or restart an EAS server (on page 38).
EAS for Exchange
37
Manage servers
Connect to servers
Without a connection to a server or the database, the functionality of EAS
Administrator is limited. For example, without a connection to the EAS server,
you can configure parts of your EAS environment but cannot run archiving
tasks. Most EAS Administrator functionality requires a connection to the EAS
Database.
To connect or disconnect from servers and the database, click the status
messages at the bottom of the EAS Administrator window.
To connect to servers using menu options:

1. From the EAS Administrator menu, click File.
2. Select one of the following menu options:
Connect to EAS server
Disconnect From EAS server
Connect to DB connects to the EAS database
Disconnect from DB disconnects from the EAS database
Connect to Exchange server
Disconnect from Exchange server
Stop or restart an EAS server

You can use EAS Administrator to stop, start, or restart a local or remote EAS
server or check the server's status. In many cases, changing an EAS
configuration option (for example, enabling advanced clustering or changing
the update interval for performance metrics) requires you to restart all EAS
servers before the change takes effect.
To start an EAS server from EAS Administrator (the server must be running as
a service):
1. Click Tools > EAS Server Administrator.
The EAS Server Administrator window is displayed.
2. Select a server from the list.
3. Click Properties.
4. Click the Current Status tab.
38
EAS for Exchange
The status is displayed in the Status field (for example, Server running or
Server running as a service).
5. Click one of the following buttons:
Update - To update the status of the server
Start - To start the server if the server was installed as a service
Stop - To stop the server
Restart - To stop and restart the server as it was previously running

(as a service or as an application)
Tip: You can also stop an EAS server from the Servers view. Click the Add
an EAS Server view button
to place the view window. In the
Servers\Processes list, select a server and click the Stop button.
Add an EAS server

EAS servers are added as part of the initial EAS installation (parent server),
and you can add additional servers to act as child servers, as required.
To add an archiving server to your EAS environment:
2. The EAS Server Administrator window is displayed.
3. Click Add.
The EAS Server Properties window is displayed.
4. Click the Properties tab and enter the following settings:
EAS for Exchange
Parent - Enable this option if this is the parent server. Only one server
in an EAS environment can be designated as the parent.
39
Manage servers
\\Domain\Machine Name - Enter the domain name and machine

name.
Network Address - Enter DNS name of the server. Click the Validate
button to verify the IP address of the DNS name in the Network
Address field.
Tip: If you leave the field blank and click Validate, a message displays the IP
address of the local host. You can copy this value from the clipboard into the field
by right-clicking and selecting Paste.
Protocol - Select your organizations network protocol from the dropdown list. Most organizations use TCP IP. The network address must
conform to the standards of the protocol.
Authentication Level - Select your authentication level from the dropdown list. The Authentication Level sets RPC encryption between EAS
servers and with the EAS Administrator.
Authentication level
Comments
Default
Uses the default authentication level.
None
Some machines require authentication; if so, select

Default.
Connection Authentication Authenticates only when the client establishes a

relationship with a server.
Call Authentication (Data)
Authenticates only at the beginning of each remote

procedure call when the server receives the
request.
Call Authentication
(Data Signed)
Authenticates and verifies that none of the data

transferred between client and server has been
modified.
Call Authentication (Data

Signed and Encrypted)
Includes all previous levels and ensures clear text

data can only be seen by the sender and receiver.
Num Processes - Specifies the maximum number of mailboxes, file

shares, or SharePoint sites that the server can process at the same
time. The value is specified when you install the server and cannot be
changed when one or more processes are running. To change the
setting when the server is processing, use a server view. For more
information, see Limit the number of concurrent processes on an EAS
server (on page 73).
Enabled - If this option is disabled, the server does not perform any
EAS processing but is still part of the EAS environment.
Description - Enter an optional description of the server.
5. Click OK.
40
EAS for Exchange
Remove an EAS server

If you no longer need to use an EAS server, use the following procedure to
remove it from the EAS environment. For example, you can remove a server
when the server hardware is being decommissioned or the server is not
required to handle the current processing workload.
Autonomy recommends that you stop the server before removing it.
To remove an EAS server:
2. In the server list, select a server and click Remove.
3. In the Confirm Deletion dialog box, click Yes.
You can also stop the server from running EAS processes without removing it
from the EAS environment. For more information, see Disable processes
running on a server (on page 43).
Edit the properties of an EAS server

Use the following procedure to change the properties of an EAS server. In
most cases, the properties you specified when the server was added are not
edited later.
To c hange the properties of an EAS server:
2. In the server list, select a server and click Properties.
3. Change any settings and click OK.
For more information about the settings, see Add an EAS server (on page
39).
Assign a mail server to an EAS server

A mail server must be added to EAS before you can assign it to an EAS
server. The mail server associated with a user is automatically added to the
list of available mail servers when the user is added. If advanced clustering is
enabled, the mail server must also be in the same cluster as the EAS server.
EAS for Exchange
41
Manage servers
Rarely, a mail server must be added manually. For more information, see
Manually add a mail server (Advanced mode) (on page 57).
To associate a Exchange mail server with an EAS server that is responsible
for archiving its messages:
2. In the server list, select an EAS server and click Properties.
3. Click the Exchange Servers tab.
4. Drag a mail server from the Unused Exchange Servers list to the Used
Exchange Servers list.
When the Exchange mail server is added to the list of used servers, it has
priority 1 by default. If more than one mail server has the same priority,
EAS divides its processing resources equally among the mail servers. See
Specify archiving order (on page 42) for information on assigning different
priorities for mail servers.
5. Click OK to save the changes and close the dialog box. If the EAS server
was running when you made a change, you must restart it before the
change takes effect.
Specify archiving order

An EAS server can archive content from several mail servers. Use this
procedure to specify the order (priority) in which an EAS server archives the
mail servers assigned to it. The mail servers with a higher priority (lower
number) are processed before lower priority ones (higher number).
If you assign mail servers the same priority, EAS distributes its task
processing resources equally among the mail servers. For example, if more
than one mail servers is assigned priority 1 (the default value), EAS tries to
process them at the same time and rate.
You must enable the advanced clustering option before you can create an
archiving order. Otherwise, all mail servers have the same priority. For more
information, see Enable advanced clustering (on page 53).
To specify archiving order (assign priority):
The EAS Server Administrator is displayed.
2. In the server list, select an EAS server and click Properties.
3. Click the Exchange Servers tab.
42
EAS for Exchange
4. In the Used Exchange Servers list, select a mail server and click the plus
(+) or minus (-) button to raise or lower the priority.
5. Click OK.
Disable processes running on a server

Use the following procedure to prevent EAS processes from running on a
server. This is useful when, for example, you an EAS server to the
environment for future use or suspend EAS processes on a server but keep it
in the EAS environment as a backup resource.
To disable a process running on a server:
1. Click the Add an EAS Servers view button below the menu bar.
2. Click within the EAS Administrator window to place the Servers view.
3. In the Servers\Processes list, select a server or process.
The information for the selected server or process is displayed to the right
of the list.
4. Disable (uncheck) the Enabled option.
Installing EAS as a service

Exchange issues when running EAS as a service
Identical user login ID required
When EAS is running as a service and the current user of the computer has a
different login ID, some EAS resources such as Exchange profiles may not be
visible to the user. If you are troubleshooting permissions, ensure that the
login information is identical when creating Exchange profiles.
NT Password Authentication
The EAS mail profile must be configured to use NT Password Authentication
(or the equivalent); otherwise, EAS does not have sufficient permissions to
run as a service.
Verify Exchange server permissions

To verify Exchange server permissions:
1. From the Windows Control Panel, double-click Mail.
2. Click Show Profiles.
3. Select the EAS administrator profile (typically EASAdmin).
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Manage servers
4. Click Properties, and then click E-mail Accounts.

5. Select View or change existing e-mail accounts and click Next.
6. Select Microsoft Exchange Server and click Change.
7. Click More Settings.
8. On the Security tab, verify that the account uses either Kerberos or NT
Password authentication.
Install EAS as a service

To install EAS as a service:
1. From a command prompt, navigate to the EAS installation directory and
run the following command:
eassrvr -i
The EAS Install as Service screen is displayed.
2. Enter the following settings:
Depends On - If the database and EAS servers reside on different

computers, use NLA (Network Location Awareness) available in
Windows 2003. To make the EAS server dependent on Microsoft SQL
Server, enter MSSQLServer. To make the EAS server dependent on
Oracle, enter ORCL.
Startup Type - To start the service when Windows is loaded, select

Automatic. To start the service from the Windows Service Control
panel or EAS Administrator, select Manual.
3. In the Account field, enter the domain name and Windows account for the
mail profile that the EAS service will use. For example,
domain\EASAdmin.
4. In the Password field, enter the password for the Windows account.
5. In the Confirm Password field, re-enter the password.
6. Click OK.
Manually start the EAS service

To manually start the EAS service:
1. From the Windows Start menu, click Programs > Administrative Tools >
Services.
2. Click the EAS service.
3. Click Start.
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EAS for Exchange
Monitoring EAS servers
Tip: You can also start the EAS service from EAS Administrator. Click Tools >
EAS Administrator. Select a server and click Properties. Click the Current
Status tab and click Start. From the Windows Start menu, click Programs >
Administrative Tools > Services.
Manually stop the EAS service

To manually stop the EAS service:
1. From the Windows Start menu, click Programs > Administrative Tools >
Services.
2. Select the EAS Admin Service and click Stop.
Tip: You can also stop the EAS service from the EAS Administrator. Click
Tools > EAS Administrator. Select a server and click Properties. Click the
Current Status tab and click Stop.
Uninstall the EAS service

To uninstall the EAS service:
1. From a command prompt, navigate to the EAS installation directory and
run the following command:
eassrvr -u
2. Click OK.

You can use EAS Administrator to view server status and detailed statistical
information about the EAS environment. You can:
Display the status of an EAS server (on page 46)
Display archive task information for individual EAS servers (on page 46)
Display the EAS log (on page 47)

You can also monitor the EAS environment using:
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EAS Dashboard. For more information, refer to the EAS Dashboard

Administration Guide.
the Windows Performance tool (see "Configure EAS to provide information

to the Windows Performance tool" on page 49)
Microsoft Operations Manager. For more information, refer to the EAS

Management Pack Guide for MOM.
You can also generate a number of administrative reports. For more
information, see Using EAS reports (on page 30).
Display the status of an EAS server

To display the status of an EAS server:
The EAS Server Administrator is displayed.
2. Select a server from the list.
4. Click the Current Status tab.
The status is displayed in the Status field.
Tip: You can also update the server status, start, stop and restart the EAS
Server using the buttons on the EAS Server Administrator.
Display archive task information for individual EAS servers

The EAS server view enables you to monitor EAS activity for a specific server.
To display archive task information for individual EAS servers:
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EAS for Exchange
1. Click the Add an EAS Server view button

below the menu bar and
click inside the EAS Administrator window to place the view window.

The information for the selected server or process is displayed to the right
of the list.
Display the EAS log

Use the following procedure to open an EAS Administrator Log view, which
provides details about current EAS tasks.
To open the Log view:
Click the Add a log view button

window to place the view window.
and click in the EAS Administrator
The view displays the following information and options:

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Manage servers
Time of the log message.
Server ID of the server running the process.
PID Process ID
Message A description of the process and/or its results.
Clear removes all content from the log window.
Details shows all log information for a selected row in the log. This
view is helpful for reading long messages.
Note: The actual log file is located in <your EAS installation

directory>\ZANTAZ\EAS. It is called either eas.log or
eas_ddmmyyyy.log, if EAS is configured to create an online day archive.
Configure log options

Use the following procedure to control whether EAS creates a new log file
each day and when it deletes old log files.
By default, the EAS Server creates a single log file to which it adds all log
information, which is never deleted. The log options enable you to configure
the EAS Server to create a new log for each day and to delete log files after a
specified number of days.
To configure log options:
2. Click the General tab.
3. Enable one or more of the following options:
48
Output Messages to Event Log, when enabled, sends server event

messages to both the NT Event Log and the EAS log. If it is disabled,
messages are sent only to the EAS log. This option can be enabled
only when EAS is running as an application. When EAS is running as a
service, messages are logged to the Windows Event log.
Object Update Interval specifies the interval between updates to

the summary statistics (which can be seen in the Servers view),
measured using the number of mail messages or files that are
processed. If you enter a value of 1, you see the summary statistics
in real-time. However, a low value puts greater demand on
processing and network resources and slows system performance.
The default setting is 1000 seconds.
Maximum Runtime Errors is the maximum number of messages

permitted on any EAS server before EAS stops all processes on
the server. Because every archive task generates messages, the
value should not be set too low. The default, 1000 is suitable for
most environments.
EAS for Exchange
Append Date to Log File Name If this option is enabled, the date is
added to each days log file (for example, eas_12032006.log).
Keep Logs for X Days is enabled when you enable the Append
Date to Log File Name option. Specify the number of days the logs
are kept. If the value is -1, logs are never deleted.
Ignore Warning Msgs specifies whether warning messages are

displayed in the log. Enabled by default.
Add Extra Log for Diagnosis captures additional information in the

log (subject, date, time and message ID of each message) to help in
diagnosing archiving issues with a particular message.
4. Click OK to save the changes.
Query the EAS database

Use the following procedure to query the EAS database using the Database
Explorer, which enables you to view and select from available databases.
Note: Database Explorer is provided to perform expert-level troubleshooting
and should be used only at the request of an Autonomy representative.
To query the EAS database:
1. Click Tools > Database Explorer.
The Database Explorer dialog box is displayed.
2. In the SQL Expression field, enter a query. For information on making
SQL queries, see your SQL documentation.
3. Select one of the following options:
Dataset returns the results to the specific SELECT query in read only
form.
Live Dataset returns the results to the specific SELECT query in

editable form.
Exec SQL allows INSERT, DELETE, UPDATE statements to be run

against the database.
4. Click Go.
Configure EAS to provide information to the Windows

Performance tool
Use the following procedure to run the Windows Performance tool, which you
can use to monitor the following EAS performance parameters:
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Local # Engines Running
Local # Msgs Archived/Sec
Local # Msgs Scanned/Sec
Local # Users Processed/Min
Total # Engines Running
Total # Msgs Archived/Sec
Total # Msgs Scanned/Sec
Total # Users Processed/Min
To run the Windows Performance tool:

1. From a command prompt, navigate to the EAS installation directory.
2. Run the following command:
eassrvr -i perfmon
A message confirms that the performance monitoring tools are installed.
For more information on configuring and using the Performance tool, consult
your Windows Server documentation.
Optimizing server performance with

clustering
If your organization has a large environment with multiple servers, you can
optimize EAS performance by creating clusters.
Clustering in EAS is the creation of logical groups of servers and other
resources, usually based on geographic location. By implementing clusters in
an EAS environment, you can realize the following benefits:
manage and balance the archiving process from a central location
control use of network bandwidth through distribution of EAS processing

(tasks)
optimize network performance by prioritizing network resources
configure EAS to fit the needs of specific communities within your

business
efficiently control single-instance storage

Each EAS environment has only one parent server to control archiving and
other processes. However, in a clustered environment, the parent server can
both assign tasks to child EAS servers and execute tasks itself. Typically,
archiving is done by the child EAS server that is closest to the content source
(for example, a mail server, file share or SharePoint portal server) or with
50
EAS for Exchange
Optimizing server performance with clustering
which the source has the fastest network connection. Clustering also enables
you to configure servers to share resources such as document stores and to
prioritize the archiving of content sources.
The parent EAS server is responsible for:
assigning tasks to the child servers and tracking their completion
logging all errors across the EAS clustering environment

Each cluster can have one or more child EAS servers. A child EAS server is
responsible for:
executing tasks received from the parent
logging local errors
archiving content from mail and other servers within the cluster
limiting resource usage through performance metrics
The child server is not limited to tasks involving its own cluster. For example,
in the preceding figure, the child server in the East Coast Cluster could also
be designated as a secondary server for the West Coast Cluster. That means
that if the East Coast Cluster has no outstanding tasks within its own cluster, it
is available to help execute a task in the West Coast Cluster. In most
organizations, however, an EAS server is configured to execute tasks in its
own geographic region.
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Configuration options
Your organization can have a variety of cluster configurations controlled by a
single parent EAS server. Here are a few examples of the clusters that might
be created under a single parent server:
One child EAS server archiving several mail servers, file shares, or
SharePoint sites.
Several child EAS servers sharing the work of archiving content from a
single mail server, file share, or SharePoint server.
Several clusters sharing a document store.
One child EAS server that archives content to several document stores.
The following factors influence the design of clusters:
An EAS cluster may contain one or more mail servers, file shares, or
SharePoint servers.
An EAS cluster may contain one or more document stores.
A document store may be used by multiple clusters.
An individual mail server can only be assigned to one EAS cluster.

An organization can have a wide range of clustering possibilities. Discuss
your requirements with a certified EAS Architect.
Single instance storage and clustering

When you create an EAS cluster, you are defining the context in which single
instance storage of an item occurs. This means that an item that is archived
by one of the mail servers, file shares or SharePoint servers within a cluster is
stored only within that cluster. This provides improved indexing performance
and faster retrieval by end users.
The following cases are exceptions to the usual single instance storage
behavior in a clustered environment:
If the item was sent to recipients in other clusters, an instance of the item
is stored in each cluster where there are recipients. However, if a
document store is used by more than one cluster, only a single copy of the
message is archived for all the clusters that use the document store.
If the Document Store Group Name feature is used in the archiving

formula used within the cluster, it may override single instance storage
within the EAS cluster. For more information, see Configuring document
stores (on page 83).
Archive source server priority and clustering

If the advanced clustering option is not enabled, all archive source servers
(mail servers, file shares, and SharePoint Portal servers) assigned to an EAS
server have the same priority. The EAS server distributes its processing
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EAS for Exchange
resources equally when it runs archiving processes. If the option is enabled,

for each type of archive source server, you can assign which server has a
higher priority. archive source servers with a higher priority are archived first.
When setting server priorities, consider the following factors:
Geography - The location of the mail server in relation to the EAS server.
Priority - mail servers that serve high priority users (sales or senior
management).
Traffic levels - You may decide to process higher traffic servers before
lower traffic servers.
Redundancy - When two mail servers are assigned to two EAS servers, it
provides a fail-safe archiving strategy. The mail servers can be assigned
different priorities for each EAS server, so that each EAS server has a
different mail server designated as the highest priority.
Load Sharing - If a mail server is very important and requires continuous

archiving, you can make multiple EAS servers responsible for the server.
That way, if one EAS server is not available, a second EAS server
continues processing.
For information on setting mail server priority, see Specify archiving order (on
page 42).
Enabling advanced features using the clustering option

Even if your EAS environment does not require more than one cluster, you
may want to enable the clustering option in order to enable the following
features, which are available only when clustering is enabled:
Prioritizing the archiving of mail servers, file shares or SharePoint sites.

For more information, see Specify archiving order (on page 42).
Configuring document store group names (DSGroupNames) to override

single instance storage (for example, to create a disaster recovery
environment). For more information, see Assign a group name to a
document store.
Prioritizing document store usage to create backup storage locations in

case of failure. For more information, see Assign a priority to document
stores for a mail server (on page 62).
Enable advanced clustering

Use the following procedure to enable the advanced clustering feature, which
enables you to place your EAS servers, archive source servers and document
stores into logical groups. It also enables you to prioritize the archiving of
archive source servers, create document store groups and prioritize the use of
document stores.
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CAUTION: Advanced clustering is normally set prior to an organization

implementing EAS in a production environment. Disabling the advanced
clustering option replaces the current configuration with default settings and
requires you to select a default document store as described in the EAS
Installation Guide.
To enable advanced clustering:
2. Click the Advanced tab.
3. Enable the Use Advanced Clustering option.
4. Click OK.
Add a cluster
The Cluster Administrator enables you to visually design your clusters. It
creates groups of resources and configures how single instance storage is
carried out in your EAS environment.
To add a cluster:
1. Click Tools > Cluster Administrator.
The Cluster/Site Administrator opens.
2. From the dialog box tool bar, click the Add a New Cluster button
The Cluster Properties window is displayed.

3. In the Cluster Name field, enter the name of the cluster. For example, if
the resources are organized by geography, you can use place names for
the cluster names.
Tip: You can rename a cluster at any time by clicking the Edit the Currently
Selected Cluster button
field.
and entering a new name in the Cluster Name
4. Assign document stores and mail servers to the cluster. (see "Specify
document stores and archive sources in an EAS cluster" on page 54)
5. Click OK.
Specify document stores and archive sources in an EAS

cluster
Use the following procedure to specify which document stores and archive
sources (servers that contain archivable content) should be in a cluster.
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EAS for Exchange
Depending on the EAS products you are licensed to use, you may see lists of
various types of archive sources (mail servers, file shares, and SharePoint
sites).
To specify document stores and archive sources in a cluster:
The Cluster/Site Administrator is displayed.
2. Specify the items you want in the cluster:
To add an item to a cluster, drag it from any of the lists and drop it on a
cluster in the Cluster/Sites pane.
To remove an item from a cluster, drag it from the list in the

Cluster/Sites pane to the appropriate list for the item type.
You can add a mail server, file share and SharePoint site to only one
cluster. You can add document stores to more than one cluster.
Tip: Double-click on any item in the lists to view its properties.
3. If there are multiple document stores in a cluster, you can specify a priority
for the document stores assigned to an archive source. See Assign a
priority to document stores for a mail server (on page 62).
4. Click OK.
Note: Changes to the cluster configuration may require further changes to
archive source, IIS or EAS server settings. For example, if a mail server is
moved to a cluster that does not contain the EAS server to which it is
assigned, you must reassign it to an EAS server in its cluster. In most cases,
you add your EAS resources to clusters before you define the associations
among EAS servers, archive source servers and document stores.
Delete a cluster
You must remove or reassign the resources in a cluster before you can delete
it.
To delete a cluster:
The Cluster/Site Administrator is displayed.
2. In the Clusters/Sites pane, select a cluster (the top level of a tree).
3. From the dialog box tool bar, click the Delete the Currently Selected
Cluster button
The Confirm Deletion window is displayed.

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4. Click Yes.
Change the parent EAS server

In most cases, you specify the parent EAS server when you install EAS and
do not change it. If you need to change the server, you must first stop all EAS
servers and then use the following procedure.
To change the EAS server designated as the parent server:
2. In the server list, select a server you want to be the parent and click
Properties.
3. Click the Properties tab.
4. Enable the Parent option.
5. Click OK.
6. Restart all EAS servers.
Note: Prior to EAS 6.0, it was necessary to copy the eas.ini file from the
old parent to the new parent machine. All options in the
[EAS_SERVER_OPTIONS] section of the eas.ini file are now saved in the
EAS database.
Managing mail servers

This topic covers administration tasks that are directly related to managing the
relationship between EAS and your organization's mail servers.
The procedures described in this section apply only when you are running
EAS in advanced mode (when Advanced Clustering is enabled). For more
information, see Optimizing server performance with clustering (on page 50).
Exchange Server synchronization

EAS uses the Global Address List to determine members. For this reason,
distribution lists that are hidden from the Global Address List do not
synchronize with EAS. To ensure that EAS is able to synchronize with the
Global Address list, disable the following Exchange Server options:
56
EAS for Exchange
Hide From Address Book
Hide Members From Address Book

For more information about synchronizing with Exchange Servers, see Folder
synchronization (on page 90).
Manually add a mail server (Advanced mode)

A mail server must be added to the EAS environment before you can assign it
the EAS server you want to archive its content.
Typically, mail servers are not added manually but automatically, when a user
associated with the mail server is added. Adding a mail server manually is not
recommended.
For more information about adding users to EAS, see Managing mailbox users
(on page 126).
For more information about assigning a mail server to an EAS server, see
Assign a mail server to an EAS server (on page 41).
To manually add a mail server:
1. Click Archive Sources > EAS for Exchange > Exchange Server
Administrator.
The Server Administrator is displayed.
2. Click Add.
The Server Properties dialog box is displayed.
3. Enter the following information:
Server Name - An identifying name.
Obj-Dist-Name - The Object Distinguished Name of the Exchange

Server.
For example:
/O=MYORG/OU=HOME/CN=CONFIGURATION/CN=SERVERS/CN=STUD
01
where:
MYORG represents the Exchange organization name
HOME represents the Exchange site name
STUD01 represents the Exchange server name
EAS for Exchange
Max Concurrent EAS Processes -The maximum number of

mailboxes to be processed concurrently on the current Exchange
server. Consult a Autonomy certified EAS architect or base this figure
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on your test environment. For more information on test environments,

see Testing your environment (on page 109). For information on
limiting resource usage see Limiting the load on system resources (on
page 63).
4. Click OK.
Remove a mail server from the server list

When you delete a mail server, content on the mail server is no longer
processed.
Note: When you remove a mail server, you should also remove references to
users and folders with which it is associated from task configuration. If the
users or folders remain designated for archiving, an error message is
generated when the archive task is processed.
To remove a mail server from the server list:
Administrator.
2. Select a mail server and click Remove.
The Confirm Deletion window is displayed.
3. Click OK.
Specify Exchange Server options

To specify Exchange server options for EAS processing:
The Options dialog box is displayed.
2. Click the Exchange tab.
3. Change any of the settings. See "Exchange tab" in the EAS options
reference (appendix or help in EAS Administrator).
4. Click OK.
Manage Exchange mailbox size quotas

One way of manage the size of Exchange mailboxes is to have EAS perform
quota-based archiving through a Quota Archive task. This can reduce the size
of mailboxes that have reached or exceeded their Exchange mailbox size
limits. For more information, see How quota archiving works (on page 60).
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EAS for Exchange
Before you can run a Quota Archive task to reduce mailbox size, you must
specify settings for quota archiving in EAS Administrator.
To specify settings for quota archiving:
The Options dialog box is displayed.
3. In the Quota Reduction field, enter the amount that you want the archive
process to reduce a users mailbox.
The amount of reduction is expressed as a percentage of the current
mailbox size.
Example
If a user has reached an Exchange warning level of 500 MB, the quota is
400 MB and the Quota Reduction field is set to 10%, the EAS Quota
Archive task reduces the users mailbox by 10% (50 MB)to 450 MB the
first time it is executed. The next time it is executed the mailbox is reduced
another 10% (45 MB) to 405 MB and so on until the quota is met.
4. Enable one of the following options:
Quota Sort By Date Specifies that Quota Archive tasks archive the
oldest messages first to reduce the user's mailbox by the amount
specified in Quota Reduction <number> %.
Quota Sort By Size Specifies that Quota Archive tasks archive the
largest messages first to reduce the user's mailbox by the amount
specified in Quota Reduction <number> %.
5. Click OK.
6. Execute the reduction by running a Quota Archive task.
Note: Autonomy recommends that you run a policy-based archive task prior to a
Quota Archive task to ensure that messages are archived first by your policy
priorities and only then archived by the size or date priority associated with the
Quota Archive task.
For more information, see Create a task (on page 96).

Note on use of Exchange quotas: The Exchange server can be configured
to disable user mail if a specified quota is reached. This configuration is not
recommended because when the Exchange mailbox quota prevents the user
from sending or receiving mail it also prevents EAS from creating stubs for
messages and, therefore, EAS cannot reduce the size of the mailbox.
Note on checkpointing: If checkpointing is enabled, the size of the mailbox
is not reduced until the checkpointing period expires and the archived
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messages are replaced by stubs. For information on checkpointing, see

Protecting content with checkpoints (on page 105).
How quota archiving works

The Quota Archive task does two things:
First, it scans the header information of all unarchived messages in a users
mailbox and creates a list of messages eligible for archiving, sorted either by
size or by date (depending on the option chosen (see "Manage Exchange
mailbox size quotas" on page 58)).
Second, it archives messages from the mailbox (beginning with the oldest or
largest messages) to reduce the mailbox by the specified percentage.
To accomplish quota-based archiving, EAS archives messages that might not
normally meet the archive criteria. For example, a message with a recent date
may be archived because of its size, or a message that is not old enough to
be archived by a routine policy-based archiving task might be archived
because it is among the oldest messages in the mailbox.
You can use an archive formula to specify preferences about how messages
should be archived to fulfill quota requirements. For example,
Specifying a return value of QuotaArchive indicates that the message

should not be archived during a normal run but should be archived only
through a Quota Archive task.
A return value of NoQuotaArchive indicates that a message is not eligible

for quota-based archiving under any circumstances.
You can also specify DSGroupName and RetentionPeriod settings for
particular messages during the quota-based archive run. To determine if the
current task is a quota archive task, check to see if the value of the variable
ArchiveDueToQuota is set to 1. For information on using formulas, see
Configuring formulas (on page 149).
Edit mail server properties (Advanced mode)

To edit mail server properties:
Administrator.
The Server Administrator is displayed.
2. Select a server and click Properties.
3. Change any of the following information:
60
Server Name - An identifying name.
EAS for Exchange
Obj-Dist-Name - The Object Distinguished Name of the Exchange

Server.
For example:
/O=MYORG/OU=HOME/CN=CONFIGURATION/CN=SERVERS/CN=STUD
01
where:
MYORG represents the Exchange organization name
HOME represents the Exchange site name
STUD01 represents the Exchange server name
Max Concurrent EAS Processes -The maximum number of

mailboxes to be processed concurrently on the current Exchange
server. Consult a Autonomy certified EAS architect or base this figure
on your test environment. For more information on test environments,
see Testing your environment (on page 109). For information on
limiting resource usage see Limiting the load on system resources (on
page 63).
4. Click OK.
Assign document stores to a mail server

If the Use Advanced Clustering option is not enabled, the mail server uses
the default document store.
If the option is enabled, you must assign the document store to a cluster
(even if your environment has only one cluster) and the mail server for which
it should archive content.
For more information about advanced mode, see Enable advanced clustering
(on page 53).
For information on adding the store to a cluster, see Specify document stores
and archive sources in an EAS cluster (on page 54).
To assign a document store to a mail server:
Note: The document store and the mail server must belong to the same
cluster.
Administrator.
The Exchange Servers Administrator window is displayed.
The Exchange Servers Properties window is displayed.
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3. Click the Document Stores tab.

4. Drag a document store from the Unused Document Stores list to the
Used Document Stores list.
5. Click the plus (+) or minus (-) button to adjust the priority of the document
store.
For more information on prioritizing document stores, see Assign a priority
to document stores for a mail server (on page 62).
6. Repeat the procedure for any additional document stores you want to add.
7. Click OK.
Assign a priority to document stores for a mail server

If document stores have the same priority, the EAS server does not prefer any
document store when it archives content; all document stores are treated as
equal priority for processing.
If you enable the advanced clustering option, you can assign a priority to
document stores. If one document store has a higher priority (lower number)
than other stores in the list, the EAS server writes only to that store as long as
the store is available. If the higher priority document store fails, the EAS
server writes to the store or stores that have the next highest priority.
For more information about the advanced clustering option, see Enable
advanced clustering (on page 53).
The EAS server overrides the priority assigned in the mail server properties if
your archiving task uses document store group names. For more information,
see Assign a group name to a document store.
Note: Only document stores belonging to the same cluster as the selected
mail server are displayed.
To assign a priority to the document stores assigned to a mail server:
Administrator.
The Exchange Servers Administrator window is displayed.
The Exchange Servers Properties window is displayed.
4. If the item is not already assigned to the mail server, drag it from the
Unused Document Stores pane to the Used Document Stores pane.
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EAS for Exchange
Limiting the load on system resources
store.
6. Click OK.

Archiving enterprise content is a resource-intensive operation. In some
circumstances it can place a heavy load on an organizations servers and it
can consume significant network bandwidth. EAS provides tools to modulate
resource usage, allowing archiving processes to be run around the clock and
at levels that do not impact other operations.
There are two main ways to manage the load on system resources:
Configure EAS to be less active when the usage of specified resources

reaches a set threshold, using what we call performance metrics (see
"Working with performance metrics" on page 64)
Limit the number of concurrent processes on a mail server (on page 74)
These methods are described in the sections that follow.
Other methods for managing the load on system resources

In addition to creating performance metrics and limiting concurrent mail server
processes, you can also use the following options to limit and monitor the load
on the system:
Some of the Exchange-specific configuration options can have an impact

on the use of system resources and on performance. For more
information, see the descriptions of the following Exchange server options:
Attachment CRC Message Classes (on page 285)
Store Extended Refer Info (on page 287)
Extended Folder Synch (on page 288)
Envelope Journaling: Archive Unmodified Envelopes (on page 294)
For information on the options that enable you to automatically reduce the
size of Exchange mailboxes when they reach a specified size, see Manage
Exchange mailbox size quotas (on page 58).
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Working with performance metrics

About performance metrics
You can limit the load on resources by enabling the performance metrics
feature. Performance metrics offer powerful and fine-grained control of
archive processes, allowing you to limit a wide range of processes, especially
during peak times.
Until you configure performance metrics, each archiving process runs at full
speed without limits or scheduling controls. Running a large archive during
peak hours can have a significant performance impact on your network that
would be noticed by end-users.
The starting point for enabling performance metrics is to create one or more
metrics. You create a metric by selecting a system resource (for example, a
processor or system memory on a server) and a counter on the resource (for
example, CPU usage as a percentage). You then add threshold and schedule
information to the metric.
Specifying thresholds
For each metric you can assign thresholds to various time slots. By assigning
thresholds to different time slots you can create a schedule that matches the
resources available to your organization. For example, for peak hours you
might limit maximum EAS demand on the server CPU to 60 percent and at
night set the limit to 90 percent. Or you can set limits to the amount of network
bandwidth used during certain hours. The schedule can be as complex or as
simple as your organization requires.
Whenever server activity exceeds the specified threshold, EAS adjusts the
sleep interval. The sleep interval is the amount of time (in milliseconds) that
EAS sits idle between items being archived. The higher the sleep interval (in
other words, the longer the time between archiving items) the smaller the
percentage of the available computing resources that is consumed.
Conversely, if EAS sets the sleep interval to "0", there is no pause between
processing items (in other words, EAS runs at maximum speed). You cannot
manually adjust the sleep interval, but the performance metrics you create
indicate to EAS when to increase it.
You can specify thresholds for as many metrics as required. If an EAS
process has thresholds set for several metrics, exceeding any one of those
thresholds causes an increase in the sleep interval. The sleep interval is
reduced (EAS task processing is accelerated) when none of the thresholds is
exceeded.
You can specify that the threshold is exceeded when:
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an average value calculated over a number of readings exceeds the

threshold, which ensures that EAS does not react prematurely to brief
spikes in resource usage
the amount by which the metric value exceeds the threshold is outside a
specified range of tolerance. For example, you can limit CPU usage to 50
percent, plus or minus 10 percent.
Performance metrics are based on the time zone of the server to which they
are applied.
Using separate performance metrics

You can specify individual performance metrics for each EAS server and for
each of the content sources such as mail servers, file shares, or servers
hosting SharePoint sites.
When the EAS server runs an archive process, it respects both the
performance metrics of the EAS server AND the separate performance
metrics of the server from which it is archiving content. For example, if two
processes running on separate EAS servers happen to be archiving content
on the same archive source server, their combined load will not exceed the
thresholds specified for the archive source server.
Choosing a metric
Some server metrics are not useful for limiting resource usage. For example,
you could theoretically configure EAS to slow down when available disk space
falls below a certain level. However, as disk space does not fluctuate up and
down, temporarily slowing EAS would not be helpful (in this example, adding
more disk space would probably be more useful).
On the other hand, mail server or file share activity are good candidates for
applying performance metrics because slowing EAS tasks when mail servers
or file shares are busy frees up resources to handle the organization's
ongoing message flow and network activity.
Enabling performance metrics

The performance metrics update interval setting specifies how often the
system checks the metrics you have configured to see if a threshold has been
exceeded. Setting the update interval to 0 suspends any monitoring of the
specified resources and disables the performance metrics feature. Whenever
you change the update interval, you must restart all EAS servers before the
change takes effect.
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Configuring performance metrics using Exchange server

properties
If you are using EAS for Exchange, you can configure performance metrics
using either EAS server properties or Exchange server properties. Both
methods enable you to create a counter based on an Exchange server in the
EAS environment, but additional counters for the Exchange server are
available when you create the metric using its server properties.
In addition, if a metric on the Exchange server is monitored by the EAS server
(in EAS server properties) and a specified threshold is exceeded, all EAS
processes on the EAS server are reduced. If the metric is created using the
Exchange server properties and the specified threshold is exceeded, only
EAS processes working with the Exchange server are reduced. Any other
EAS processing on the EAS server that archives the Exchange server is not
affected.
Creating performance metrics

Overview of creating performance metrics
Use the following steps to create a new metric and assign one or more
thresholds to it:
1. Create a metric by selecting a system resource (for example, a processor
or system memory on a server) and one or more counters on the resource
(for example, CPU usage as a percentage). For more information, see
Add a new metric (on page 66).
2. Assign a threshold value to the metric for a specified time period. For
more information, see Add a threshold to a metric (on page 67).
3. Optionally, configure EAS to evaluate the need to reduce activity based on
an average metric reading or to allow the threshold to be exceeded by a
certain percentage. For more information, see Specify an average reading
or tolerance (on page 68).
4. Enable performance metrics by setting how often EAS checks to see if the
threshold you have created is exceeded. If the update interval is 0,
performance metrics is disabled. For more information, see Specify the
performance metrics update interval (on page 72).
Add a new metric

To add a new metric:
1. From EAS Administrator, click Tools > EAS Server Administrator.
2. Select an EAS server and click Properties > Performance Metrics.
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EAS for Exchange
3. Click New Metric.

4. Use the following options to select one or more counters for the metric to
use:
Use local computer counters creates a metric using an object and

counters available on the local computer. This option is not
recommended because monitoring the computer that monitors activity
can generate misleading results.
Select counters from computer creates a metric using an object and

counters available on a remote server within the EAS environment.
Performance object specifies the object on the computer whose

counters are used to create the metric (for example, if you select
Processor the available counters are properties of the CPU).
All counters specifies that all the counters for the specified object are
used by the metric.
Select counters from list enables you to select which counters for the
specified object are used. For each counter you select, a metrics tab is
created in the Performance Metrics window.
All instances specifies that all instances of the selected counter on

the object are used by the metric. In most cases, only one instance is
used.
Select instances from list enables you to select a particular instance

of the selected counter are used by the metric.
Explain displays a description of the selected counter.
5. Click OK.
After you create a metric, it is displayed as a tab on the Performance Metric
tab. A tab is created for each counter you selected.
Continue with Add a threshold to a metric (on page 67).
Add a threshold to a metric

To add a threshold to a metric:
2. Select a server from the server list and click Properties.
3. Click the Performance Metrics tab.
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4. Click a metrics tab.
5. In the calendar grid, click and drag to select a time block.

6. Click Add.
The Enter Threshold Value dialog box is displayed.
7. In the Threshold Value field, enter a threshold value for the metric and
click OK.
The selected time block is displayed in the color assigned to the threshold.
The color is assigned automatically.
8. Repeat steps 5 through 7 for all time blocks that require a threshold.
9. Click OK.
10. To remove a threshold, click and drag to select a time block and click
Remove.
Specify an average reading or tolerance

To specify an average reading or tolerance:
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EAS for Exchange

5. Click Advanced Metric Properties.
The Advanced Perf Metric Properties dialog box is displayed.
Average Over X Readings specifies that EAS reduces its activity

when the average of the specified number of readings exceeds the
threshold, not when an individual reading exceeds it. Ensures that EAS
does not react prematurely to brief spikes in resource usage.
Ignore Difference Less Than specifies the percentage of tolerance

when the value of the metric is evaluated using the associated
threshold. For example, you can limit CPU usage to 50 percent, plus or
minus 10 percent.
7. Click OK.
Add a new metric using Exchange server properties

To add a new metric using Exchange server properties:
Administrator.
The Exchange Server Administrator window displays.
4. Click New Metric.
5. Use the following options to select one or more counters for the metric to
use:
Use local computer counters creates a metric using an object and

counters available on the local computer. This option is not
recommended because monitoring the computer that monitors activity
can generate misleading results.
Select counters from computer creates a metric using an object and

counters available on a remote server within the EAS environment.
Performance object specifies the object on the computer whose

counters are used to create the metric (for example, if you select
Processor the available counters are properties of the CPU).
All counters specifies that all the counters for the specified object are
used by the metric.
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Select counters from list enables you to select which counters for the
specified object are used. For each counter you select, a metrics tab is
created in the Performance Metrics window.
All instances specifies that all instances of the selected counter on

the object are used by the metric. In most cases, only one instance is
used.
Select instances from list enables you to select a particular instance

of the selected counter are used by the metric.
Explain displays a description of the selected counter.
6. Click OK.
After you create a metric, it is displayed as a tab on the Performance Metric
tab. A tab is created for each counter you selected.
Continue with Add a threshold to a metric using Exchange server properties
(on page 70).
Add a threshold to a metric using Exchange server properties

To add a threshold to a metric using Exchange server properties:
Administrator.
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EAS for Exchange
5. In the calendar grid, click and drag to select a time block.

6. Click Add.
The Enter Threshold Value dialog box is displayed.
7. In the Threshold Value field, enter a threshold value for the metric and
click OK.
The selected time block is displayed in the color assigned to the threshold.
The color is assigned automatically.
8. Repeat steps 5 through 7 for all time blocks that require a threshold.
9. Click OK.
10. To remove a threshold, click and drag to select a time block and click
Remove.
Specify an average reading or tolerance using Exchange server

properties
To specify an average reading or tolerance using Exchange server properties:
Administrator.
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5. Click Advanced Metric Properties.
The Advanced Perf Metric Properties dialog box is displayed.
Average Over X Readings specifies that EAS reduces its activity

when the average of the specified number of readings exceeds the
threshold, not when an individual reading exceeds it. Ensures that EAS
does not react prematurely to brief spikes in resource usage.
Ignore Difference Less Than specifies the percentage of tolerance

when the value of the metric is evaluated using the associated
threshold. For example, you can limit CPU usage to 50 percent, plus or
minus 10 percent.
7. Click OK.
Specify the performance metrics update interval

This setting specifies how often the system monitors the use of system
resources you have configured using performance metrics. If performance
metrics are not used in your EAS environment, set the update interval to 0.
If you change the Performance Metric Update Interval value, you must restart
all EAS Servers before the change takes effect.
Note: If you specify a short interval, system queries are more frequent (which
introduces a small load on the system). A longer interval has less direct
impact on system resources but makes the performance metrics less
responsive to sudden changes. Setting a very long interval is not useful
because it means that unusual demands on the system go undetected for a
long time. Recommended settings are 30 or 60 seconds.
To s pecify the performance metrics update interval:
The EAS Options window is displayed.
3. In the Performance Metric Update Interval field specify an interval in
seconds.
4. Click OK.
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Limiting processes on servers

Limit the number of concurrent processes on an EAS server
You can select the maximum number of processes that run on an EAS server
at the same time. Increasing the number of processes enables EAS to
increase both the amount of content it archives and the speed at which the
content is archived. Lowering the number of processes frees up processing
resources for other tasks.
The optimum value for a server depends on variables such as system
memory, processing speed, and the database access protocol you use.
Autonomy recommends that you start with a value of 10. Monitor the
performance of EAS and, if necessary, increase or decrease the value until
archiving is happening at the desired rate.
To limit the number of concurrent processes on an EAS server:
1. In EAS Administrator, open the Servers view.
To open the servers view, click the Add an EAS servers view button
and click inside the EAS Administrator window to place the view
window.

The information for the selected server is displayed to the right of the list.
3. In the # Processes field, enter the maximum number of processes to be
handled simultaneously.
If you increase the number, and EAS has outstanding tasks to process, the
new processes are added immediately. If you reduce the number of
processes, EAS reduces the number of processes it is running as processes
are completed.
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Limit the number of concurrent processes on a mail server

You can select the maximum number of EAS processes that run on a mail
server at the same time. Increasing the number of processes enables EAS to
increase both the amount of content it archives and the speed at which the
content is archived. Lowering the number of processes frees up processing
resources for other tasks.
The optimum value for a server depends on variables such as system
memory, processing speed, and the database access protocol you use.
Autonomy recommends that you start with a value of 10. Monitor the
performance of EAS and, if necessary, increase or decrease the value until
archiving is happening at the desired rate.
To limit the number of concurrent processes on a mail server:
1. In EAS Administrator, click Archive Sources > EAS for Exchange >
Exchange Server Administrator.
2. Select a mail server in the list and click Properties.
3. In the Max Concurrent EAS Processes field, enter the maximum number
of mailboxs that are processed concurrently.
4. Click OK.
If you increase the number, and EAS has outstanding tasks to process, the
new processes are added immediately. If you reduce the number of
processes, EAS reduces the number of processes it is running as processes
are completed.
Configuring IIS Servers

Every EAS environment includes one or more IIS web servers. Within the
context of EAS, the role of IIS is to serve content retrieval requests from your
client users.
Configuring IIS for distributed environments

If an EAS environment is spread across several geographical locations, the
IIS server is often configured to handle both local and remote document
stores. If this is the case in your environment, you may find it helpful to also
specify that only the local document stores are directly accessible.
When the document store is not directly accessible, the IIS server redirects
requests for that store to any IIS server that has direct access, typically a
server at the same location as the document store. Setting this option can
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simplify server management for some organizations, for example, where a

systems administrator at the remote location might change a network
password.
For more information on document stores, see Configuring document stores
(on page 83).
For information on installing and maintaining IIS servers, consult the Microsoft
IIS documentation.
Security
When you install the EAS IIS server, you can specify HTTPS as the protocol
to be used by client software when retrieving archived content (enable the
SSL option). This is the recommended configuration if the archives are
accessed from outside the corporate firewall. For more information, see
"Install EAS IIS" in the EAS for Exchange Installation Guide.
Add an IIS server to EAS

To add an IIS server to EAS:
1. Click Tools > IIS Server Administrator.
2. Click Add.
The IIS Server Properties dialog box is displayed.
Server Name Enter a name for display in EAS.
IP Address Enter the IP address (for example, 205.206.162.58).
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URL An optional field to be used only if this IIS server accepts

redirections. The URL must be the full path to the easweb.dll file, for
example:
http://IISServerName/EAS_APP/easweb.dll where
IISServerName is the name of the IIS server you are currently
configuring.
4. If the IIS server accepts redirection from another IIS server, enable the
Accept Redirect option.
5. Click OK.
Specify the IIS server retrieve and restore options

To specify the IIS server retrieve and restore options:
3. Click Select IIS Server.
The list of configured IIS servers is displayed. If no servers appear in the
list, see Add an IIS server to EAS (on page 75).
4. From the list of IIS servers, select a server and click OK.
Retrieve Messages From IIS Server Specifies whether EAS

Administrator retrieves archived content from the IIS server, not directly
from a document store. Useful in environments where the EAS server
cannot directly access document stores (for example, a multi-site EAS
environment where the document store where the message is located
is behind a firewall).
Retrieve Messages From IIS Servers Document Stores Specifies

whether EAS Administrator retrieves archived content directly from the
document store without using the IIS server. Reduces the demand on
IIS server processing resources, but NT shares are required on all
document stores. For large, multi-site installations, this method of
retrieving messages may not be feasible.
6. Click OK.
Remove an IIS server from EAS

To remove an IIS server from EAS:
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EAS for Exchange
2. Click Remove.
Edit IIS server properties

To edit IIS server properties:
3. Modify the following information:
Server Name Enter a name for display in EAS.
IP Address Enter the IP address (for example, 205.206.162.58).
URL An optional field to be used only if this IIS server accepts

redirections. The URL must be the full path to the easweb.dll file, for
example:
http://IISServerName/EAS_APP/easweb.dll where
IISServerName is the name of the IIS server you are currently
configuring.
4. If the IIS server accepts redirection from another IIS server, enable the
Accept Redirect option.
5. Click OK.
Specify the preferred document stores for an IIS server

To specify the preferred document stores for an IIS server:
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The IIS Server Properties dialog box is displayed.
The check box (A) indicates a document store that is directly accessible by
the IIS server. When a document store is not directly accessible, requests
for documents in that store are passed to a server that has direct access.
4. Drag an item from the Unused Document Stores pane to the Used
Document Stores pane to enable it (C).
store (B).
6. Click OK.
Specify the preferred search indexes for a web server

To specify the preferred search indexes for a web server:
3. Click the Search indexes tab.
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EAS for Exchange
4. Drag an item from the Unavailable Search indexes pane to the

Available Search indexes pane.
5. Click OK.
Note: For more information on search indexes, see Configuring search
indexes (on page 100).
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79
Chapter 3
Configure the archive

process
In This Chapter
Introduction ............................................................... 81
Set general archive options ....................................... 82
Enable archiving of recipient information .................. 83
Configuring document stores .................................... 83
Configuring tasks....................................................... 89
Configuring search indexes ....................................... 100
Protecting content with checkpoints .......................... 105
Testing your environment .......................................... 109
Introduction
Before you can begin archiving, you must configure various components of
the archive process. When the components are configured, archiving can be
done regularly with little or no intervention. The steps in configuring the
archive process are as follows:
Set general archive options.
Set product-specific archive options on the Settings > Options dialog

box. For descriptions of the options, see the relevant tab in EAS Options
dialog box reference (on page 279).
EAS Options dialog box reference.
Determine the data stores that will hold archived content.
Set up archive tasks to actually archive content.
Set up search indexes so users can retrieve archived content.

You can do all of this first in a test environment and then when you are
satisfied with the setup, set up archiving in the production environment. For
more information, see Testing your environment (on page 109).
Configure the archive process
Set general archive options

his procedure sets options that apply to all content archiving in your EAS
environment.
To set general archive options:
3. Enable the desired options.
Use Multi-File Archiving This option is relevant only for document

stores configured as online day archives (see "Add a document store"
on page 84). When this option is enabled, several archive processes
can work in parallel to write archived items to several online day
archive files (instead of queuing to write to one file). If enabled, EAS
typically generates more, smaller files each day, which may affect the
efficiency of your backup processes. If this option is not enabled, all
items are saved in the current online day archive that is open for
writing, which may affect EAS performance as processes must wait
before writing to the single file.
Delete Original Objects Enable this option to have the original

instance of an archived item replaced with a stub (see "Configuring
stubs" on page 145) in client applications. A stub is a pointer to the
original item in the EAS archive. If this option is not enabled, the item is
archived but the original remains in the client application. You can also
bypass the Exchange Server's "Deleted Items Retention" feature by
enabling the Hard Delete Message option.
Note: If you use checkpointing (see "Protecting content with checkpoints" on

page 105), there may be a delay between the time that an item is archived and
the time it is replaced by a stub. This delay allows you to back up the database
and document stores before the original object is replaced by a stub.
82
Partial Commit Delay When multiple engines work on the same

object there may be multiple records in the database and multiple
physical copies in the document store. This is most prevalent when
document stores with higher I/O latency are used (for example, EMC).
Specify a partial commit delay to introduce a slight pause between the
time the engine detects an object to be archived and the time that it
begins archiving. If an engine detects that another engine may already
be processing the same object, it pauses then rechecks to determine if
it still needs to archive the object.
Use Delete Not Truncate This option must be enabled if the EAS
database is replicated. For replication to be successful, all SQL events
EAS for Exchange
Enable archiving of recipient information
must be logged. Although TRUNCATE statements provide better

performance, they are not logged, which means that DELETE
statements must be used in environments using replication.
4. Click OK.
Enable archiving of recipient information

By default, EAS for Exchange does not capture recipient information for
archived Exchange messages (although some recipient information is visible
in retrieved and restored messages).
The EAS for Exchange option Store Full Recipients Lists, when enabled,
captures all email addresses in the To, CC and BCC fields of Exchange
messages. This information can be explicitly displayed in EAS Discovery or
retrieved for use by other applications.
Note: Enabling this option will have an impact on archiving and indexing
performance. It should be enabled only when full recipient information is
required for legal ediscovery.
To enable archiving of recipient information:
1. Launch EAS Administrator.
2. Click Settings > Options > Exchange.
3. Enable the Store Extended Refer Info option and its suboption Store
Full Recipient Lists.
All content archived after this option is enabled contains records with the
full recipient information (To, CC and BCC fields).
Configuring document stores

A document store is a repository for archived content. Each EAS environment
must have at least one document store. Document stores can be located on
any computer that is accessible to an IIS and EAS server.
In a clustered environment, each cluster generally has at least one document
store. A document store can also be shared between clusters, although
bandwidth and latency issues can make this impractical where the clusters
are geographically dispersed. For information on assigning a document store
to a cluster, see Optimizing server performance with clustering (on page 50).
If your EAS environment has more than one document store, you should
specify the preferred document stores for each of your IIS servers and mail
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83
servers. Specifying a preferred document store for an IIS server helps

manage and load-balance retrieval requests. Specifying a preferred document
store for a mail server can increase performance. For information on
specifying the preferred document store for an IIS server, see Configuring IIS
Servers (on page 74).
After a document store has been assigned to a mail server, you can create
document store groups. When you create a document store group you can
use an archiving formula to intentionally override single instance storage. For
example, you may have certain kinds of items that are important enough to
justify having two or more instances within the archive. You can create two
document store group names and use a formula to specify that an instance of
each of those items is stored in each of the document store groups.
Add a document store

Prerequisite for Autonomy Digital Safe: If you are using Digital Safe as a
document store, see Configure EAS to use Digital Safe as a document store
(on page 247).
Prerequisite for EMC Centera: If you are using EMC Centera as a document
store, see EMC Centera (on page 248) for information on configuring EAS to
use a Pool Entry Authorization (PEA) file.
Prerequisite for IBM DR500: If you are using DR550 as a document store,
you must first configure the Tivoli server to work with EAS. For more
information, see DR500 or non-DR550 TSM server (on page 256).
See Configure storage devices (on page 247) for additional configuration
details concerning some (but not all) supported devices.
To add a document store:
1. Click Tools > Document Store Administrator.
2. Click Add.
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EAS for Exchange
The Document Store Properties dialog box is displayed.

Store Name is an identifying name for a document store.
UNC Path is the fully qualified path to the document store (for example,
\\ComputerName\DS1\. Be sure to include the trailing backslash. You
can also click the browse (...) button and navigate to the document store,
but you must still use the fully qualified path format \\xx\x.
Description is a description of the document store. (optional)
Type is the type of document store. It can be one of the following:
Online Day Archive specifies that all items archived in a day are
archived in a file that uses the naming convention yyyymmdd.eas.
When this file exceeds 1GB, a new file is created and a letter is
appended to the file name (for example, 20061124A.eas). If EAS has
been configured to use multi-file archiving, several archive engines can
work in parallel to write archived items to several online day archive
files (instead of queuing to write to one file). For information, see "Set
general archive options (on page 82)".
Single EAS File Archive (HSM) stores each item in a separate file.
EMC Centera archives items to an EMC Centera server. See

prerequisite. Path must be an IP address or a machine name. To use
multiple IP addresses or machine names, separate them with a comma
(,).
NetApp\Storage Tek archives items to a NetApp or HCAP storage

device.
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85
DR550 See prerequisite. Items are archived to an IBM System Storage

DR550. If you select DR550, click Options and enter the DR550
configuration information. For more information, consult your DR550
documentation. An example of this configuration information is shown
in DR500 or non-DR550 TSM server (on page 256).
Digital Safe archives items to Autonomy Digital Safe. See prerequisite.

If selecting Digital Safe, leave UNC Path empty. Click Options and
enter the following DSNA options:
SOAP Server URL in the form:

https://hostname/nexch/services/ZANTAZ_StoreAndRe
trieveService
where hostname is the DNS alias or IP address used to access
the SOAP portal. Note that the URL is case sensitive (for example,
use "http" not "HTTP").
Domain Enter the name of the Digital Safe domain to which EAS
will be writing.
If a proxy server is used, enable the User Proxy Server option and
enter the proxy host and port information.
Mail From Enter the SMTP address for the repository you would
like to associate the items with. Do not change this value after
archiving items to that document store. Previously archived items
cannot be retrieved if it is changed.
For more information, consult your Digital Safe documentation.

Storage Method is used if Type is set to Single EAS File Archive or
NetApp\Storage Tek, you must select a directory structure under which to
archive items. Select YYYY/MM/DD to create a separate directory for each
day or YYYY/MM/DD/HH to create a separate directory for each hour.
Leave Free Space is the free drive space (in megabytes) that the
document store must maintain. After this limit is reached, the store is
marked as "Full" and no further items are archived there. If Type is set to
EMC Centera, this field is not used.
Enable State can be one of the following options:
86
Offline means that users cannot retrieve content from the location.
EAS Storage Manager can access this location if the stores are
mounted at the time of processing. Delete and Delete References
actions cannot be applied to an offline document store type.
Storage Manager Only means that users cannot retrieve content from
this location. Only EAS Storage Manager can access this location.
Archivable means that users can access, search, archive and retrieve
content from this location.
EAS for Exchange
Media Type can be one of the following:
Write Once - The media is write-once (for example, CD-R).
Rewritable - The media is rewritable (for example, a hard drive).
Tape - The media is tape.
4. If this is the default document store, click Set as Default.

This option is available only when the Use Advanced Clustering option is
not enabled. For more information, see "Enable advanced clustering (on
page 53)".
5. Click Test Doc Store.
The test returns the message "Document store test was successful". If the
test is unsuccessful check that the document store directory has been
configured for sharing.
6. Click OK.
The Doc Server IIS Retrieval dialog box is displayed.
7. If you wish to automatically add the document store as a preferred
document store for all IIS servers in the EAS environment, enable the
Make Doc Store Preferred from All IIS Servers option. If this option is
not enabled, the document store must be manually added to become the
preferred document store for an IIS server.
8. If you want to allow any IIS server to read information directly from the
document store, enable the Directly Reachable option.
If you do not enable this option, requests are forwarded to another IIS
server that prefers this document store. That means that if no IIS server
has been configured to prefer this document store, the content cannot be
retrieved by the end user.
9. Click OK.
If you are working in advanced mode, after you add a document store to the
EAS environment, you must:
assign it to a cluster, even if your environment has only one cluster
assign it to the mail server for which it should archive content
(optional) assign it a priority

For information on adding the store to a cluster, see "Specify document stores
and archive sources in an EAS cluster (on page 54)".
For information on assigning the document store to the mail server, see
"Assign document stores to a mail server (on page 61)".
For information on assigning a priority to a document store for a mail server,
see "Assign a priority to document stores for a mail server (on page 62)".
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Delete a document store

To delete a document store:
The Document Store Administrator dialog box is displayed.
2. Click Remove.
3. Click OK.
Note: You cannot delete a document store to which content has been
archived. You can use Storage Manager to move content from one document
store to another. For more information, see EAS Storage Manager
Specify the default document store (simple mode only)

To specify the default document store:
The Document Store Administrator dialog box is displayed.
2. Select a document store.
3. Click Set as Default.
Note: This option is available only when EAS is configured to run in simple
mode, that is, when the Use Advanced Clustering option (see "Use Advanced
Clustering" on page 321) is not enabled. For more information, see Enable
advanced clustering (on page 53). In advanced mode, each mail server can
have a number of document stores that you can assign different priorities. For
information on specifying document stores for mail servers in a clustered
environment, see Optimizing server performance with clustering (on page 50).
Assign or edit a group name to a document store

By assigning group names to document stores, you can use formulas to save
content to specific document stores or override document store parameters.
In particular, assigning a group name allows you to break single-instance
storage for specific types of content.
Note: The document stores in a document store group must exist within the
same cluster.
To assign a group name to a document store:
Administrator.
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EAS for Exchange
Configuring tasks
The Exchange Servers Administrator is displayed.

2. Select a mail server and click Properties.
3. In the Properties dialog box, click the Document Stores tab.
4. Move document stores between Used Document Stores and Unused
Document Stores as required using the arrow buttons.
5. Click Change Group Name and type a group name.
You can enter multiple group names by using a semi-colon (;) as a
separator. For example, Group1; Group2; Group3.
6. Click OK.
Configuring tasks
Each EAS unit of work is called a "task". A task can be executed manually or it
can run automatically on a schedule.
Tasks can be used to:
Archive mail servers, file shares and SharePoint sites (a task can do all at
the same time)
Remove stubs that do not have a corresponding object (for example, after
objects have been purged from the database)
Synchronize folders (for example, updating the folder location when it has
been changed by a user)
Generate reports (estimates) on the messages archived in a task
Manage PST files (gathering and archiving PST files and stub migration)
Enable and disable EAS features in the Outlook client
Manage quotas
Task priority - Basic

Tasks can be assigned a priority so that important tasks are executed before
less important tasks. The mail servers that have been archived more recently
are treated as lower priority than those that have gone without archiving for a
longer period of time.
When multiple tasks of equal priority are running simultaneously, a higher
priority is assigned to mail servers within the task that is scheduled to end
sooner. In other words, more resources are dedicated to ensuring that a job is
completed within its given window.
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89
Any remaining tasks are assigned priority based on the load-balance of

system resources.
An EAS server only handles processes that involve its assigned (preferred)
mail servers. In other words, if you want a server to be able to accept work
that involves a particular mail server, that mail server must be assigned to the
EAS server. For more information on configuring servers, see Managing EAS
servers (on page 37).
Task Priority - Advanced

If EAS has been configured for a clustered environment (the Use Advanced
Clustering option is enabled) the priority settings of the assigned mail server
take precedence over the priority settings of the tasks. In other words, an EAS
server completes all the pending tasks for the highest priority mail server
before it accepts work for a lower priority mail server.
For more information on configuring servers, including specifying the
archiving priority, see Managing EAS servers (on page 37). For more
information on clusters, see Optimizing server performance with clustering (on
page 50).
Folder synchronization
A process is the action that is executed during a task. Other than the archiving
task itself, the only other processes directly related to content archiving are:
Folder Synchronization
Folder Synchronization with Delete

Folder synchronization (Folder Synch task)
The primary purpose of folder synchronization is to update the database with
the current location of stubs. This allows the item associated with any stub to
be placed where it belongs during a retrieval or restore operation. For
example, if you take a stub from Folder 1 and drag it to Folder 2, running a
Folder Synch task updates the location in the database.
Note: EAS does not support moving stubs between a Exchange mailbox and
a PST file or between PST files.
It may be necessary to run the Folder Synch task twice to get the database
100 percent synchronized. It is possible (because the Folder Synch task
operates on a folder-by-folder basis and errs on the side of caution) that some
references are not removed. For example:
Folder
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EAS for Exchange
Configuring tasks
Subfolder1
stub 1
Subfolder 2
If the stub is moved from Subfolder 1 to Subfolder 2 and a Folder Synch task
is run, there are two references in the database (one for Subfolder 1 and one
for Subfolder 2). This is because when EAS processes Subfolder 1, it has no
way of knowing that this is not the last reference. It is only the next time the
Folder Synch task is run that EAS knows that the stub is also in Subfolder 2,
at which time it can safely be removed from Subfolder 1.
Folder Synchronization with Delete (Folder Synch with Delete task)
Like the Folder Synch task, Folder Synch with Delete also updates the EAS
database with the current location for stubs. However, it has two additional
results:
It makes it possible to delete orphaned items that no longer need to be

archived from the EAS database. For example, if a mail client user deletes
stubs from his mailbox, the item to which the stub pointed can be deleted
from the EAS database (if it doesn't have any other users). The actual
deletion is done by running an EAS Storage Manager (Purge action with
Non-Referred Rule).
It synchronizes the mail folder structure visible in the mail client with the
structure seen by web-based mail clients (EAS web client, iNotes/Lotus
Domino Web Access). If a user deletes mail folders in the mail client, after
this task is run the folder is no longer visible in the web-client based view
of mail folders.
File archiving specifics

Single-instance storage (SIS)
SIS is based on file content, not on file name. Therefore:
If only the name of a file has changed, EAS maintains single instance
storage.
If the content of a file has changed, even if it still has the same file name,
it is considered a new object. As a new object, it has no association with
the original copy and during the next archive run it is archived and
stubbed. The original and modified files each have their own stub.
Note: EAS is not intended for use as a revision tracking system.
If there is a stub from a previously archived file by the same name, when
saving the modified version of the file, you are prompted to overwrite the
old stub. During the next archive run the file is archived again as a new
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object and a stub recreated. The old stub is overwritten. The file
associated with the old stub, however, still exists in the document store
and can be administratively restored.
Note concerning Microsoft Excel files: With versions prior to Excel 2007, if
a user opens an archived Excel document and closes it without editing it or
saving changes, Excel records a binary change to the file. As a result, EAS
archives the document again as a different version. This behavior is not
experienced with Excel 2007.
Compression
In a typical file system you can expect a compression ratio of roughly 50
percent. The compression ratio is lower for a folder containing files that are
already compressed (for example, JPG files).
Compression works on binary content (strings and bits). Understanding the
content of a file is not a requirement for compression. Therefore:
encryption does not affect compression
encrypted files are archived raw (EAS for Files does not decrypt the
content of the file)
Task descriptions
The EAS tasks that are relevant to EAS for Exchange are described in the
sections that follow.
Archive
This task archives content that meets the criteria.
For best results, Autonomy recommends that you do the following when
creating archive tasks:
Before running the archive task, run a Folder sync task. For more
information, see Folder synchronization (on page 90).
Run the archive task during non-production times to avoid any possible
impact on the environment.
Schedule an indexing event to run after each archive task. For more
information, refer to the EAS Search Administration Guide.
Recommendation: After an archiving task, run another archiving task with no

members selected and the Synchronize Distribution List option enabled. This
ensures that new permissions (new mailboxes, delegates and so on) found
during the first archive task are synchronized. For more information, see
Create a task (on page 96).
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Configuring tasks
Auto Enroll
This task automatically enrolls new mail system users as EAS users. For
more information, see Auto-enrolling mailboxes (on page 127).
Client Permissions
This task enables or disables certain EAS features in the users Outlook
client. When this is the task type, a Client Permissions tab is displayed in the
Task Properties dialog box. See Modify EAS options in the Outlook client (on
page 133).
Disable PST Gathering

This task discontinues the flagging of PST files.
Enable PST Gathering

This task flags for archiving any PST files used by Outlook clients. For more
information on PST files, see Archiving PST files (on page 173).
Estimate
This task performs a simulated archive task in order to obtain a detailed report
on the messages that would have been archived. This task is generally used
in a test environment to help determine resource requirements.
Folder Synch
This task updates the database with the current location of stubs.
For example, if a message was originally archived from a user's Inbox and the
user subsequently moved the message to a "MyMessages" folder, a folder
synch task updates the EAS database with the current location of the stub.
That means that when a restore operation takes place the message is
restored to the location where the user last placed it.
Additionally, if all stubs have been removed from a folder and the user deletes
the folder, the Folder Synch task deletes the empty folder from the database
as well.
A folder synchronization task also allows the EAS Web Client to display the
new location of the stub.
Recommendation: The Folder Synch task should be run frequently to ensure
that the latest view of content in the EAS archive matches that in the user
environment. If users in your organization frequently restore archived content
or access EAS archives through a browser, frequent folder synchronization
ensures they get the most up-to-date view of the archive.
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Folder Synch with Delete

This task updates the database with the current location of stubs. This makes
it possible to restore items from the EAS archive to the current location of the
stub (if it has been moved since it was archived).
If the database contains records that do not match the stubs, those records
are removed from the database. For example, if in a mailbox the contents of a
folder have been removed and the folder has been deleted, the empty folder
is also removed from the EAS archive.
Folder Synch With Refer Insertion

This task establishes a link to an archived item. Its intended use is to reestablish links between orphaned stubs and the archived items that the stubs
point to. A stub may become orphaned in scenarios like the following: Storage
Manager was used to delete references and a user wishes to reverse this
action; a user moved a stub to a public folder; a user moved a stub file to a
PST file, Folder Synch with Delete was run, and then the user moved the stub
back into a mailbox.
Notes:
This task should be used with caution and only in cases where links to
orphaned stubs need to be re-established. It creates references in the
EAS database for any original items or stubs found in mailbox of a user
included in the task. This may result in references being created for items
that were not expressly marked for archiving (in environments in which
users have control of which items are archived).
This task does not restore Extended Reference Information for the item
(for example, category or flag). To restore this information, run a Folder
Synch task after running a Folder Synch with Refer Insertion task.
LoadSim Msg Fixer

This task resolves a problem found in some EAS test environments where the
Microsoft LoadSim utility has been used to generate test messages. Because
LoadSim messages have the same sent date, they must be modified before
they are suitable for testing EAS. LoadSim Msg Fixer resolves this issue by
randomly generating a sent time for each message.
For more information on test environments, see Testing your environment (on
page 109).
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Configuring tasks
On-Demand Archive
This task allows mail client users to manually select messages to be
immediately archived by the EAS system and permits automated PST
archiving. This task should run continually.
For information on configuring the time interval that the mail server uses to
poll new on-demand items, see Specify Exchange Server options (on page
58).
See On-demand archiving (on page 166) for more information.
PST Archive
This task archives PST files. For more information on PST files, see Archiving
PST files (on page 173).
PST Stub Migrator

This task migrates stubs in user PST files back to the users Outlook mailbox.
The folder structures that existed in the PST file are maintained. The source
PST files are deleted. For more information on PST files, see Archiving PST
files (on page 173).
Quick Estimate
This task generates a summary version of the Estimate task.
Quota Archive
A quota-based archiving task reduces the size of Exchange mailboxes that
have exceeded the permitted maximum.
This task archives messages based on either their age (starting with the
oldest messages) or their size (starting with the largest messages), as
specified by the Quota Sort By Date or Quota Sort By Size option chosen in
EAS Administrator (Settings > Options > Exchange).
Note: Autonomy recommends that you run a policy-based archive task prior
to a Quota Archive task to ensure that messages are archived first by your
policy priorities and only then archived by the size or date priority associated
with the Quota Archive task.
For more information on setting the amount of the quota, see Manage
Exchange mailbox size quotas (on page 58) and How quota archiving works
(on page 60).
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Stub Removal
This task removes stubs that no longer have corresponding messages (for
example, when the messages have been removed from the database). For
more information, see Configuring stubs (on page 145).
User Stats Summary

This task, formerly called Archive Stub Summary, populates the EAS
database with information presented in the User Stats report: the number of
stubs, the total size of stubbed messages in the users mailbox, and the
number of corrupted messages (not archived) in a user's mailbox. You can
use this information to determine when changes should be made to a users
stub management formula to clear space in that users mailbox. To view the
report, see Generate a report (on page 33).
Dumpster Archive
This task archives individual items or folders that have been deleted by a user
in the Outlook client. Soft deleted items are not visible to the Outlook client
user in the "Deleted Items" folder, but are retained in the dumpster for that
user's mailbox according to the dumpster retention policy set in your
Exchange environment. See Archiving deleted items (on page 187) for more
information.
Create a task
Note: A task must be enabled (see "Enable a task" on page 99) to run
automatically. Until it is enabled, it can only be run manually.
To create a task:
1. Click the Add a Task view
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button below the menu bar.
EAS for Exchange
Configuring tasks
2. Click within the EAS Administrator window to place the Tasks view (A).
3. On the Tasks view menu bar (B), click the Create a New Task button.
4. Click the Schedule Info tab and enter the following information:
Task Name Enter a descriptive name for the task.
Process Choose a process from the list (see "Task descriptions" on

page 92).
Priority Enter a number that represents the default priority of the task.
When a system has several tasks to be executed, a task with a higher
priority is executed before a task with a lower priority. Number 1 is the
highest priority.
5. Enable any of the following options:
Synchronize Distribution Lists updates distribution lists in EAS to

match those in your Exchange environment. The EAS database is
updated with new login, security and mailbox information. Enabling this
option increases CPU usage during the synchronization process. This
can be run as a separate task (in other words, without adding users or
other processes).
Process All Exchange Users process all mailboxes including public

folders. Enabling this option disables the corresponding button on the
Schedule Members tab.
Process All File Shares This option is present only if EAS for Files is
installed.
Process All SPS DocLibs This option is present only if EAS for
SharePoint is installed.
Populate missing objectGUIDs updates object IDs for users added

through Active Directory.
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If you are selecting members and groups manually (see step 9), none of
the above options are required.
6. The Occurs section determines the start and end of each task. The tasks
may loop within this time frame. Choose one of the following options. Note
that the time settings vary depending on your selection.
One Time. Date and start time sections are displayed. Select the date
and time for the task to run.
Weekly. The days of the week and a start time section are displayed.
Select the days that the task is to run each week and the time for the
task to run.
Monthly. Date (1-31), month and start time sections are displayed.
Select the months, day of the month and time for the task is to run.
Manually. The task must be launched manually and will not reoccur.
All tasks can be launched manually.
7. Specify the Start Time and maximum length of time for which the task
should run until it completes or times out (Timeout task(s) in).
8. The Loop Continuously option, if selected, repeats the process until the
scheduled time expires or until it is manually stopped by the administrator.
If this option is disabled, the process runs only once in its designated time
slot. If this option is enabled, it repeats until it reaches the end of its
designated time slot.
Set the loop options below as required:
Sec(s) Delay Between Loop. The process pauses for the amount of
time specified after the loop is complete or expired, then stops and
restarts child processes. (Default: 60 seconds)
Timout Each Loop in. The process times out after the specified
amount of time, stopping all tasks. (Default: 30 minutes)
9. Click the Schedule Members tab and then click the appropriate button for
the type of members to which you want the task to apply.
If you did not enable any of the "Process All..." options in step 5, you must
select members in this step.
10. Click OK.
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EAS for Exchange
Configuring tasks
Note: EAS uses the Global Address List to determine members. For this
reason, distribution lists that are hidden from the Global Address List do not
Global Address list, disable the following Exchange server options:
Enable a task
To enable a task:
1. Click the Add a Task View button
below the menu bar.
2. Click within the EAS Administrator window to place the Tasks view.
3. Select a task.
4. On the lower left corner of the Tasks view, click the Enabled option.
Note: Tasks that are run manually do not need to be enabled.
Edit a task
To edit a task:
below the menu bar.
3. Select a task.
4. On the Tasks view menu bar, click the Edit the Current Task button
5. Change any options and click OK.

Note: Edits to a task that is currently running do not change the task until the
next time it is run.
Delete a task
To delete a task:
below the menu bar.
3. Select a task.
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99
4. On the Tasks view menu bar, click the Delete Current Task button
Note: Deleting a task does not halt a task that is currently running. From the
Tasks view menu bar, click the Stop Current Task button.
Run a task manually

To run a task manually:
below the menu bar.
3. Select a task.
4. On the Tasks view menu bar, click the Run Current Task button
5. In the Priority field, enter a number to represent the priority of the task.
When running two tasks, the system first executes a task with a lower
number. For example, a task with priority of 1 is executed before a task
with a priority of 2, subject to archive source priorities.
6. In the Duration area, enter the duration in hours and minutes that the task
will run.
7. Click OK.
Note: For information on displaying task statistics and current task
information, see Monitoring EAS servers (on page 45).
Stop a task
To stop a task:
below the menu bar.
3. Select a running task.
Running tasks are displayed in green.
4. From the Tasks view menu bar, click the Stop Current Task button.
Configuring search indexes

You can index archived content so that it can be searched. Items that have
not yet been archived cannot be indexed or searched. Each index can be
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EAS for Exchange
associated with one or more content sources in the EAS environment (for
example, a mailbox or file share). For information on associating content
sources with an index, see Managing a user's search indexes (on page 193).
For information on generating indexes, see the EAS Search Guide. For
information on specifying the search indexes for an IIS server, see
Configuring IIS Servers (on page 74).
Note: DAH and DIH are IDOL components which are not packaged with EAS.
Contact your Autonomy representative for more information.
Add a search index

1. Click Tools > Search Index Administrator.
The Search Index Administrator is displayed.
2. Click Add.
The Search Index Properties dialog box is displayed.
Name Enter a descriptive name for the index. This name will appear in all
lists of search indexes.
Search Index URL Enter the full URL for the search index, for example:
http://OurCompany/eas_app/easidolsearch.dll
This URL links to the easidolsearch.dll file, which is part of the EAS IIS.
Index/DIH Server
Non-distributed indexing: If only one IDOL server is used for

indexing, enter the name or IP address of that IDOL server followed by
a colon and then the port number. The default port number is 9002.
Examples: Production01:9002 or 10.165.12.33:9002
Distributed indexing: If indexing work is distributed between two or

more IDOL servers, enter the name or IP address of that IDOL server
followed by a colon and then the port number. The default port number
is 16001.
Examples: MyDIH:16001 or 10.173.26.35:16001
Important! Port numbers must correspond to those in configuration files. For

more information, see Note about port numbers (on page 102).
Action/DAH Server
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Non-distributed action handling: If only one IDOL server is used to

handle search requests, leave this field blank. EAS automatically uses
the port specified under Index/DIH Server > Non-distributed
indexing.
Distributed action handling: If search requests are distributed to two

or more IDOL servers by the IDOL Distributed Action Handler (DAH),
enter the DAH server machine name or IP address followed by a colon
and then the port number. The default port number is 17000. See Note
about port numbers.
Examples: Production01:17000 or 10.165.12.33:17000
UTF8 This setting applies only to users who continue to use an EAS 6.0
(or earlier) Indexer component. If you want to use UTF8 encoding to index
full Unicode texts, enable this option.
Num Buckets This setting applies only to users who continue to use an
EAS 6.0 (or earlier) Indexer component. The default setting is 10. This
setting can be changed, however, it is not recommended that you change
it after the index has been created. If you do change it after the index is
created, the index catalog must be deleted and rebuilt for the new setting
to take effect.
5. Click OK.
Note about port numbers

The port numbers for the DIH and DAH servers must correspond to the ones
specified in the IDOL configuration file (content.cfg).
In a non-distributed environment, the DIH and DAH port numbers are found in
the "Server Settings [Server]" section of the content.cfg file on the IDOL
server:
Index/DIH value: IndexPort
Action/DAH value: Port
In a distributed environment, the DIH and DAH each have their own
configuration file.
Index/DIH port values are found in the [Server] section of the DIH.cfg file:
Index/DIH value: DIHPort
DIH ACI value: Port
Action/DAH port value is in DAH.cfg, under [Server] section:
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Action/DAH port value: Port
EAS for Exchange
Remove a search index

To remove a search index:
The Search Index Administrator is displayed.
2. Select a search index from the list and click Properties.
3. Click the Users tab and verify that all users have been removed from the
index.
Note: A search index cannot be deleted if any users remain assigned to it or if
there is any work pending (for example, items to remove). Run the EAS Indexer to
complete pending work. See the EAS Search Administration Guide for details.
4. Click Cancel.
5. From the Search Index Administrator dialog box, select the index and click
Remove.
6. Click OK.
Upgrade an Alta Vista index to IDOL

Indexes created with EAS release 6.0 or earlier were created using the Alta
Vista indexing engine. As of EAS release 6.1, indexing is done by the
Autonomy IDOL indexing engine.
Upgrading of Alta Vista indexes to IDOL indexes can be done gradually
without impact on an end user's ability to search for archived items. During
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the upgrade timeframe, when the same content exists in both the new IDOL
index and in the old Alta Vista index, searches are done against both indexes
and duplicate results are resolved by the search client.
When the upgrade process begins, the target IDOL index is added to the list
of indexes for any users who were assigned to the AV index being upgraded.
If the index being upgraded was a user's primary index, all new archived
content for that user is indexed in the IDOL index and the AV index is
demoted.
When the upgrade is complete and all users have been removed, the
obsolete Alta Vista index can be deleted.
To upgrade and Alta Vista index to IDOL:
The Search Index Administrator is displayed. In the list of available search
indexes, IDOL indexes display the Autonomy logo
indexes are indicated by an orange database icon
, while non-IDOL
.
2. Click the name of a non-IDOL index that you want to upgrade.

3. Click IDOL Upgrade.
The AV to IDOL Upgrade dialog box is displayed. The list of Possible Target
Indexes shows all available indexes to which data from the selected Alta
Vista index can be added.
4. From the list of Possible Target Indexes, select an IDOL index that will
replace the Alta Vista index being upgraded.
The ID, Name and URL of the selected IDOL index are displayed in the
Current Target Index field.
5. Click OK.
A dialog box asks you to confirm that you want to proceed with the
upgrade.
6. Click Yes.
The list of indexes displays this icon
to indicate indexes that are in
the upgrade process or have been upgraded.
The index upgrade process runs only when IDOL is not actively indexing
new content. AV index content is upgraded in chunks. The size of the
chunks is specified in the EAS.ini file through the
IDOLUpgradeChunkSize parameter in the [FULL TEXT] section. The
default chunk size is 1000 items. In this way, upgrading of AV index
content can be interspersed between sessions of indexing newly archived
content, either when the indexer is running in scheduled session or
continuously.
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EAS for Exchange
Protecting content with checkpoints
If the EAS Indexer process should stop for any reason, it is automatically
restarted. Upon restart, the upgrade job once again takes lower priority in
the work queue, behind indexing of new content.

Checkpointing is a recommended practice. It adds an extra measure of
protection for archived content that is in the process of being replaced by
stubs. A checkpoint specifies a delay between the time that the content is
archived and the time that the content is replaced by a stub.
If your EAS environment has been configured to replace archived content with
stubs, you should consider using the checkpoint feature to ensure that an
item is replaced by a stub only after you have done backups both of the EAS
database and of the specific document store that contains the archived item.
By using checkpoints you can be sure that if a problem should occur, there is
always either a tape backup of the document store and database, or the full
original item (not stubbed) remains intact on the server where it could be
backed up or rearchived.
Most organizations either enable checkpointing for all document stores or for
none. However, if some document stores are backed up frequently, perhaps
every few hours, and others are backed up infrequently, you may want to
enable checkpointing for the document stores that are less frequently backed
up but not for those that are backed up frequently.
IMPORTANT! Times are specified using GMT, not local time.
Checkpointing prerequisites
You must enable the checkpointing option for each document store that is
being used for checkpointed archives.
Optionally, you can specify checkpointing as part of an archive task.
Checkpointing is only relevant to EAS environments in which archived

items are replaced by stubs. For more information, see Configuring stubs
(on page 145).
Checkpointing and on-demand archiving

If you have also enabled on-demand archiving, you should know that when a
user flags a message for archiving it does not immediately reduce the size of
your mail server document store. In other words, the message is archived
immediately but it is not replaced with a stub until the checkpoint has been
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reached or the checkpoint is removed. Whether or not you use on-demand

archiving, checkpointing remains a recommended practice.
Enable checkpointing for a document store

To enable checkpointing for a document store:
The Document Store Administrator is displayed.
2. Select a document store from the list and click Properties.
3. Click the Checkpointing tab.
4. Click the Checkpointing Enabled option.
A document store is not checkpointed unless checkpointing is enabled (A).

If you manually enable a check box in the list (B), all original items on the
server dated earlier than that checkpoint are replaced by stubs and the
checkpoint is removed. In most cases, checkpoints are managed with
tasks meaning that direct intervention by the administrator is not required.
For more information, see Specify the checkpoint options for an archive
task (on page 107).
5. Click OK.
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Manually remove checkpoints from content in a document

store
Use this procedure when you no longer want a checkpoint applied to a
document store. When a checkpoint is removed from the document store, the
next task that archives the mail server or file share automatically replaces
items archived at the checkpoint time and earlier with stubs.
To manually remove checkpoints from content in a document store:
The Document Store Administrator is displayed.
2. Select a document store from the list and click Properties.
4. Enable the check box beside a checkpoint.
If you enable a check box beside a checkpoint, the check boxes for all
earlier checkpoints are also enabled.
5. Click OK.
Tip: To clear all checkpoints for the document store, enable the last recorded
check box or the one with the highest checkpoint ID number.
Specify the checkpoint options for an archive task

To specify the checkpoint options for an archive task:
1. In EAS Administrator, open the Task view.
EAS for Exchange
To open the task view, click the Add a task view button
and click
inside the EAS Administrator window to place the view window.
107
2. On the Tasks view menu bar, click the Edit the Current Task button
4. In the Checkpoint All But Last # Hours (A) field, enter the number of
hours the system should wait before replacing items with stubs. Specify
enough time for the completion of at least one regularly scheduled tape
backup of the document store and database.
5. Enable the check box (B) beside each document store to which you want
the checkpointing interval to apply.
If the check box beside a document store is not enabled, the time period in
the Checkpoint All But Last field is ignored. In other words, items that
have been archived to that document store are replaced by stubs until you
manually open the Document Store Administrator and mark the
checkpoints. See note below.
6. Click OK.
Note: The time interval specified in the Checkpoint All But Last field is used
the next time the task is run and overrides checkpoints from previous
archives. For example, suppose an archive task was run yesterday using a
72-hour interval. Because the checkpoint interval has not expired today, the
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Testing your environment
archived items from yesterday have not been replaced by stubs. If the
checkpoint interval is changed to 0 and then run again today, all archived
items (including those from yesterday) are replaced by stubs.

EAS for Exchange provides a means for you to run EAS in your customized
test environment before deploying it with your mail and information systems.
You can generate estimate reports that help evaluate your EAS configuration.
An estimate report can provide useful information about how your EAS
servers and formulas will interact with the messages on your mail servers.
Production data is not modified in any way. When you add recipients and
groups to the estimate, they are not added within the production environment
(conversely, recipients and groups added in the production environment are
not added to the estimate).
Exchange Server Load Simulator 2003 (LoadSim)

If you use the Microsoft LoadSim tool to populate a test Exchange server
environment, you should also run an EAS task called "LoadSim Msg Fixer" to
change the dates on the test messages to reflect a more realistic message
store.
This task resolves a problem found in some EAS test environments where the
Microsoft LoadSim utility has been used to generate test messages. Because
LoadSim messages have the same sent date, they must be modified before
they are suitable for testing EAS. LoadSim Msg Fixer resolves this issue by
randomly generating a sent time for each message.
For more information on tasks, see Configuring tasks (on page 89).
Add recipients to an estimate

To add recipients to an estimate:
1. Click Archive Sources > EAS for Exchange > Estimate > Recipient
Administrator.
The Estimate Recipients dialog box is displayed.
2. Select one or more recipients and click Add.
The Recipient Information dialog box is displayed.
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3. Click the Formula/Stub Information tab.

4. In the Group field, select NoGroup or select a group name.
5. In the Formula Option field, select one of the following options:
Do Not Archive specifies that the selected users mailbox is not to be

archived
Archive Using User Formula archives the users mailbox with the
formula specified in the User Formula field. If the user belongs to a
group, this archive formula overrides the group formula.
Archive Using Group Formula archives the users mailbox with the
formula specified for the group to which the user belongs.
Archive Using User or Group Formula means that EAS processes

the item if either the user or group criteria are satisfied. For example, if
the user formula states that messages with attachments should be
archived and the group formula states that items older than 10 days
should be archived, the item is archived even if only one of the criteria
is met.
Archive Using User and Group Formula means that both the user
and group criteria must be satisfied before EAS processes the item.
For example, if the user formula states that messages with
attachments should be archived and the group formula states that
items older than 10 days should be archived, the item is not archived
until both criteria are met.
6. If you selected Archive Using User Formula in step 5, click Formula

Editor and enter a formula.
For more information on formulas, see Configuring formulas (on page
149).
7. Click OK.
Add groups to an estimate

To add groups to an estimate:
1. Click Archive Sources > EAS for Exchange > Estimate > Group
Administrator.
2. Click Add.
The Group Properties dialog box is displayed.
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Group Name
Group Description
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4. Click Formula Editor and enter a formula.

For more information on formulas, see Configuring formulas (on page
149).
5. Click OK.
Note: Groups created in the estimator are not available in production and vice
versa.
Generate an estimate
Use the following procedure to generate information for an estimate report
using a specialized task.
Prerequisite: An administrator running an Estimate task must have the
Estimate permission enabled. For more information, see Managing
administrative accounts (on page 117).
To generate an estimate:
1. Create a new task specifying Estimate or Quick Estimate as the
process.
2. Add Groups and Recipients that have been created in the estimator.
3. Enable the task (see "Enable a task" on page 99).
4. Run the task (see "Run a task manually" on page 100).
Display the estimate report

To display the estimate report:
1. Click Archive Sources > EAS for Exchange > Estimate
2. Select one of the following:
Estimate SIS Report displays the report on an Estimate task.
Quick Estimate Report displays the report on a Quick Estimate task.
The default report is displayed.
Clear the estimate data

To clear the estimate data:
1. Click Archive Sources > EAS for Exchange > Estimate > Purge.
2. Click one of the following options:
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Estimate Data removes the estimate report data. User and group
criteria are not changed.
Quick Estimate Data removes the quick estimate report data. User
and group criteria are not changed.
Estimate Users and Groups removes user and group criteria.
3. Click OK to the confirmation messages.
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Chapter 4
Manage users
In This Chapter
Introduction ............................................................... 113
Managing user directories ......................................... 114
Managing administrative accounts ............................ 117
Managing mailbox users ........................................... 126
Managing groups....................................................... 140
Configuring stubs ...................................................... 145
Configuring formulas ................................................. 149
Introduction
There are two types of EAS users:
Administrators are the technical personnel that manage the EAS system.
A small organization may have one EAS administrator account while a
large enterprise may have many administrator accounts with different roles
and permissions.
Mailbox users (also known as "recipients") are everyone in your

organization whose mail is archived by the EAS system. Included in this
category of users are also mailboxes that exist for administrative
purposes. Regardless of the owner or purpose, EAS archives all
mailboxes using the same tools.
You can manage mailbox users individually or by groups, or both. Managing
by groups allows you to efficiently handle any number of users with similar
requirements.
A mailbox user can be configured both as a member of a group and as an

individual. As a simple example, imagine one task that archives mail and
another task that deletes messages and replaces them with stubs. After you
add a group to the tasks, you could specify that for one member of the group
the archive task is executed but the delete task is ignored. For more
information on tasks, see Configuring tasks (on page 89).
Manage users
If EAS has been configured to delete messages from the mail server after
archiving, each message in a users mailbox is replaced with a small pointer
message called a "stub". The stub can be configured to show the full content
of the original or just a portion of it. When the user clicks on a stub the original
message, with its attachments, is retrieved from the document store. By
replacing messages with stubs, the mail administrator can reduce the load on
the mail server while continuing to give users access to their messages. For
information on how mailbox users interact with EAS, refer to the EAS help
within the mail client or the EAS for Exchange: Guide for Outlook Users.
You can create simple scripts called "formulas". By assigning a formula to a
user or to a group, you can control how any task is executed relative to a
mailbox user.
For information on creating reports on users, see Using EAS reports (on page
30).
Managing user directories

By default, EAS uses MAPI to display mailbox users, but you can also use
LDAP for the same purpose. MAPI is easier to use, but LDAP is better for
displaying subsets of the user base.
Organizations with thousands of mailboxes should disable the Global Address
List (GAL) in EAS. If it is not disabled, clicking on the GAL may create a long
delay while the entire mailbox list is loaded. For more information, see Disable
the Global Address List (on page 115).
For information on updating group membership using LDAP, see Managing
groups (on page 140).
Configure LDAP
For general information on using LDAP, consult your Microsoft Windows
server documentation.
To configure LDAP:
The EAS Options dialog box is displayed.
3. In the Exchange LDAP Settings section, enter the following information:
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Default LDAP Container For example, LDAP://T1-ZANTAZ.

EAS for Exchange
Managing user directories
LDAP User Name Must be domain-qualified (for example

mydomain\adminname). If this field is left blank, LDAP defaults to the
Exchange profile configured for EAS (usually EASAdmin) which
typically has rights for LDAP.
LDAP User Password
4. Enable or disable the Use Exchange LDAP Recipient Administration

by Default option.
If this option is not enabled, you can still access LDAP by holding down
the Shift key when opening the Recipient Administrator.
5. Click OK.
Specify the number of recipients per screen

Use the following procedure to specify the maximum number of recipients that
are listed when you are viewing users in the Recipient Administrator dialog
box (Archive Sources > EAS for Exchange > Production > Recipient
Administrator).
Note: This procedure applies to MAPI only.
If you enter a number that is lower than the number of recipients in your
Global Address List, EAS displays the list of users with a column of letters.
Click a letter in the column to view recipients that start with that letter or click *
(asterisk) to see all recipients.
To specify the number of recipients per screen:
3. In the Max Recips Per Screen field enter a number.
The default value is 100.
4. Click OK.
Disable the Global Address List

Use the following procedure to specify whether the Global Address List (GAL)
is disabled.
If you disable this option, all users belonging to all Exchange servers in the
organization are displayed when you select Global Address List in the
Recipient Administrator dialog box (Archive Sources > EAS for Exchange >
Production > Recipient Administrator). If your organization has 10,000 or
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more recipients, you should enable this option to avoid a long delay when
working in the Recipient Administrator dialog box.
If you enable this option, you must navigate to specific containers to view
Exchange recipients.
To disable the Global Address List:
The EAS Options dialog box is displayed.
3. Click the Disable GAL option.
4. Click OK.
Perform an LDAP query

Use the following procedure to create a list of users using LDAP. You can use
the list to see which users are currently enrolled, enroll additional users, or
perform other user management tasks.
For general information on using LDAP, consult your Microsoft Windows
server documentation.
To perform an LDAP query:
1. With LDAP enabled, click Archive Sources > EAS for Exchange >
Production > Recipient Administrator.
If LDAP is not enabled, hold down the Shift key and click Archive
Sources > EAS for Exchange > Production > Recipient Administrator.
2. In the LDAP Query dialog box, enter the following information:
LDAP Container - Enter the LDAP Container setting and click the browse
(...) button to navigate to a container.
LDAP Filters - Enter filter criteria or click the Filters button and select a
filter from the list. You can use wild cards (*) in your filter.
Example: (displayName=*smith)
The following LDAP filters are available:
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displayName
msExchServerHomeName
mDBOverHardQuotaLimit
mDBOverQuotaLimit
manager
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Managing administrative accounts
distingishedName
description
department
company
memberOf
You can also click the Groups button and select an NT group. Leave blank
to return all users.
3. Click OK.

IMPORTANT NOTE: Upon installation, EAS allows full administrator-level
access from any NT account. It is very important that you change this setting
to restrict access to only those persons who require administrator privileges.
1. Create an EAS superuser account.
2. Create and configure specific EAS administrative accounts for managing
various parts of the EAS environment. There are three types of
administrator permission:
Full administration rights The administrator can make changes to

any part of the system.
Global permissions The administrator has access to specific EAS

functionality (such as checkpoint administration).
Server permissions The administrator has access to specific servers.

Various global permissions can also be assigned in conjunction with
server permissions.
You can also define custom roles so that you can apply sets of permissions
consistently.
Configure EAS to use administrator accounts

IMPORTANT! It is critically important that at least one superuser account is
created before enabling the Use View Permissions option. Enabling this
option prevents unauthorized persons from accessing the EAS environment. If
this option is not enabled, any person with an NT account has full
administrator rights.
To create a superuser account:
1. Click Settings > View Account Administrator.
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2. Select the user account for the user who will have superuser privileges
and click Settings > Options.
4. Enable the Use View Permissions option.
5. Click OK.
If you made changes, the Server Restart Request dialog box prompts you to
restart all EAS servers.
The designated superuser has full administrator rights, including the ability
to assign permissions to other users in the EAS environment.
Add an administrator account

One administrator must have permission to administer EAS administrative
accounts. That administrator can create other administrator accounts that
allow various people in your organization to share the management of various
EAS areas. Each administrative account can have different permissions,
either global or pertaining to specific parts of the EAS environment.
Your organization may find it useful to have, for example, one EAS superuser,
an assistant EAS administrator with a subset of the superuser permissions,
and administrators for each location, document store, or server type.
To add an administrator account:
1. In EAS Administrator, click Settings > View Account Administrator.
2. Click Add.
3. Click the Properties tab and enter the following information:
NT Account - Enter an NT user in the form of domain\user name.

This field is not case sensitive.
Description - Enter a description of the account.

This field is optional.
4. Click OK.
Assign full administrator permissions

To assign full administrator permissions:
2. Select an account and click Properties.
3. Click the Global Permissions tab.
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4. In the Roles list select Global Administrator.

All permissions are enabled. For descriptions, see Global permissions (on
page 123).
5. Click OK.
Assign specific global permissions to an administrator

Note: Enabling global permissions means that separate permissions are not
set for individual servers.
To assign specific global permissions to an administrator:
4. In the Permissions list, enable or disable any permissions. For
descriptions, see Global permissions (on page 123).
5. Click OK.
Assign permissions for a specific mail server to an

administrator
To assign permissions for a specific mail server to an administrator:
4. In the Roles drop-down list select Custom.
5. In the Permissions list, disable the global permission for the server type.
For example, All FA Share Administration or All EAS Servers
Administration.
6. Click a server permission tab.
7. Drag a server from the No Permission panel to the Permission panel.
8. Select the server in the Permission panel.
9. In the Roles drop-down list, select either Full Administrator or Custom.
10. If you selected Custom in step 9, enable or disable any of the options in
the lower panel.
11. Repeat steps 7 through 10 for any other servers that require permissions.
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12. Click OK.
Create a custom administrator role

To create a custom administrator role:
1. Click Settings > Role Administration and select one of the following
items:
Global Roles
Case Roles
EAS Server Roles
Exchange Server Roles
FAS Share Roles
LN Server Roles
SPS Roles
Note: Depending on the Autonomy products you are licensed to use, you may
see different items listed on this menu.
2. In the Role Administrator dialog box, click Add.

3. In the Role Properties dialog box, enter the following information:
Name - Enter the name to be displayed to the user.
Description - Optional, but recommended.
4. In the Permission list, enable one or more permissions. For descriptions,

see Permissions (on page 122).
5. Click OK.
Tip: You can also use this dialog box to edit a custom role (select a role and
click Properties) or remove a role (select a role and click Remove).
Remove an administrator account

To remove an administrator account:
2. Select an account and click Remove.
Note: You cannot remove all administrator accounts.
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Restore EAS access

It is possible to accidentally remove EAS access permission to all EAS
administrator accounts. The following procedures describe how to restore
administrative access:
When all administrator accounts are invalid (on page 121)

When no user has the "View Account Administration" permission (on page
121)
When all administrator accounts are invalid

To restore EAS access when all administrator accounts are invalid:
1. Delete the contents of the following tables from the EAS database:
VIEWACCOUNT
VIEWOBJPERMISSION
2. In EAS Administrator, click File > Disconnect from DB.

3. Click File > Connect to DB.
5. Click Add.
NT Account - Enter an NT user in the form of domain\user name. This

field is not case sensitive.
Description - Enter a description of the account. This field is optional.
7. Click OK.
When no user has the "View Account Administration" permission

To restore EAS access when no user has the "View Account Administration"
permission:
1. Using an account with the Advanced Options permission, click Settings >
Options.
3. Disable the Use View Permissions option.
IMPORTANT! Disabling this option allows unrestricted access to EAS
administrative functions. It is very important that this option be re-enabled at the
end of this procedure.

5. Click Add.
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NT Account - Enter an NT user in the form of domain\user name.

This field is not case sensitive.
Description - Enter a description of the account. This field is optional.
7. Click the Global Permissions tab and enable the View Account
Administration option.
8. Click OK.
11. Enable the Use View Permissions option.
Configure an EAS Discovery administration account

EAS Discovery is used to search EAS archives for messages and files that
are related to legal cases. Using an account with EAS View Account
Administration permission, use the following procedure to create an EAS
Discovery administrator account.
To configure an EAS Discovery administration account:
1. In EAS Administrator, click Settings > View Account Administrator.
2. In the Account list, select the account name of the user you want to
designate as the EAS Discovery administrator and click Properties.
4. In the Permissions list, enable these permissions:
Full Discovery
IIS Content Retrieval for Indexing/Restore
5. Click OK.
The EAS Discovery Administrator account is configured and the owner of
this account can use the EAS Discovery client to perform all EAS
Discovery system and case administration tasks.
For information on configuring EAS Discovery user accounts, see the EAS
Discovery User Guide.
Permissions
The permissions described in the tables that follow are set through Settings >
View Account Administrator.
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Global permissions
Permission
When enabled the administrator can...
Document Store
Administration
Manage document stores.
All Exchange Servers

Administration
(EAS for Exchange only) Manage EAS operations involving

all Exchange servers. To limit the administrator to specific
servers, disable this option and specify the servers on the
Exchange Server Permissions tab.
All EAS Servers

Administration
Manage operations involving all EAS servers. To limit the

administrator to specific servers, disable this option and
specify the servers on the EAS Server Permissions tab.
Estimate
(EAS for Exchange only) Create estimates.
Cluster Administration
Configure clusters.
IIS Server
Administration
Manage IIS servers.
Formula
Administration
Create, edit and remove formulas.
Group Administration
Manage groups.
Task Administration
Manage tasks.
Public Folder
Administration
(EAS for Exchange only) Manage EAS functions involving

Public Folders.
Verify/Repair
Access the verify and repair functions.
Import PST Info File
(EAS for Exchange only) Import PST files.
Checkpoint
Administration
Manage checkpoints.
View Account
Administration
Manage other administrators. This permission should

only be enabled for senior administrators.
License Administrator
Manage EAS licenses.
DB Explorer
Use the DB Explorer to make SQL queries to the database.
Archive Options
Specify archive options.
Advanced Options
Specify EAS advanced options. This permission should

only be enabled for senior administrators.
View Options
Specify EAS Administrator options.
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Manage users
Permission
Search Index
Administrator
Manage search indexes.
IIS Content Retrieval

for Indexing/Restore
Run the Search Indexer to index archived content so it can

be retrieved and restored through an IIS server.
Required for EAS Discovery user accounts: To search
archived content, an EAS Discovery user must have an NT
account with this permission enabled.
EAS Storage Manager Create Storage Manager previews. Only used if EAS
Preview
Storage Manager has been installed.
EAS Storage Manager Perform all Storage Manager actions with the exception of
Non-Purging Actions
purges. Only used if EAS Storage Manager has been
installed.
EAS Storage Manager Perform Storage Manager purges. Only used if EAS
Purge
Storage Manager has been installed.
All FA Share
Administration
Manage file archiving. Only used if EAS for Files has been
installed.
All Lotus Notes

Administration
Manage EAS operations involving all Lotus Notes servers.

To limit the administrator to specific servers, disable this
option and specify the servers on the Lotus Notes Server
Permissions tab. Only used if EAS for Lotus Notes has
been installed.
All Case
Administration
Legacy permission for EAS Discovery. Not used in EAS

6.1.
Full Discovery
Create EAS Discovery cases, assign permissions to EAS

Discovery users, access EAS Discovery system
administration features and view EAS Discovery reports.
All SharePoint
Administration
Manage EAS operations involving all SharePoint sites. To

limit the administrator permissions to specific sites, disable
this option and specify the sites on the SPS Permissions
tab. Only used if EAS for SharePoint has been installed.
Case permissions
All permissions required by the EAS Discovery administrator are granted with
the global permission Full Discovery. See Configure an EAS Discovery
administration account (on page 122).
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IMPORTANT! Do not make any changes on the Case permissions tab.

Changes on this tab conflict with permission changes configured through EAS
Discovery and could result in database corruption.
Exchange server permissions

Permission
Properties
Modify the properties of the mail server.
Recipient Administration
Administer the recipients on the mail server.
Restore
Restore mail for recipients on the mail server.
Restore to PST
Restore mail to any PST file.
Restore to other mailbox
Restore mail to a different mailbox than the original

recipient. If the destination mailbox is on another
mail server, the administrator must have a restore
permission on the destination server.
Mailbox permissions
Change mailbox permissions for recipients on the

mail server.
EAS Server permissions

Permission
Properties
Modify the properties of the EAS server.
Lotus Notes server permissions

Permission
Properties
Modify the properties of the mail server.
Administer the recipients on the mail server.
Restore
Restore mail for recipients on the mail server.
Restore to other NSF
Restore mail to a NSF (Lotus Notes storage file).
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Manage users
FAS Share permissions

Permission
Properties
Modify the properties of the file share.
SPS permissions
Permission
Properties
Modify the properties of the SharePoint site.
Managing mailbox users

EAS archives the mailbox content of users who have been both enrolled and
enabled in the EAS environment.
Enrolling users
Archiving is a way of storing content for extended periods of time, often
beyond the length of time that a user is a member of an organization. For this
reason, an enrolled user cannot be "un-enrolled". In other words, enrollment
refers more to the fact that a users mailbox contains archived or archivable
content than to the status of the user in the organization.
You can use an auto-enroll policy to automatically add new mailbox users.
Users can also be manually enrolled.
Enabling and disabling users
An enrolled EAS user can exist in either an enabled or disabled state. By
default, an enrolled user is enabled but you can specify that new enrolled
users are disabled.
You can also manually disable a user, meaning that the users mailbox are not
archived and the user does not have access to archived content.
If you no longer want to archive a users mailbox but you still want to allow the
user to access archived content, you can leave the user as enabled and set
the users formula option to "Do not archive". For more information on
formulas, see Configuring formulas (on page 149).
For more information on enabling or disabling certain EAS features in Outlook
clients, see Modify EAS options in the Outlook client (on page 133).
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For more information on specifying mailboxes to be archived, see Specify

user mailboxes to be archived (on page 163).
For information on providing access to a mailbox for other users, see
Controlling access to archived content (on page 199).
Auto-enrolling mailboxes
Auto-enrollment lets you automatically add Exchange users to your EAS
environment. Auto-enrolled users are assigned to a particular EAS group and
they inherit that group's formula and stub settings.
For initial EAS setup, use this feature to enroll all users at once. In an
established EAS environment, run an auto-enroll task to keep your EAS
environment up to date with mailbox changes in your Exchange environment.
When the auto-enroll feature is enabled and an auto-enroll task is run, each
new mailbox on the server is enrolled based on an auto-enrollment policy,
either the default policy or a policy specific to a Exchange server.
A mailbox is considered new if it was added since the last time autoenrollment was run for a given mail server. The first time an auto-enroll task is
run for a mail server, the Enroll Newly Created Users option should be
disabled. This way all mailboxes are enrolled. LDAP queries can be used to
create a subset of new users to be enrolled.
Note for multiple domains: You may encounter permissions issues when
running EAS servers that are on different domains from the Exchange server.
In this case, trust relationships between the two domains must be configured.
IMPORTANT! For a user's mailbox to be auto-enrolled, the user must have
created an Outlook profile.
Note: You can also Automatically disable deleted Exchange users (on page
132).
Define and enable the default auto-enroll policy

You can also define different policies for each mail server. See Define an
auto-enroll policy for each mail server.
To define and enable the default auto-enroll policy:
2. Click the Default Auto-Enroll Policy tab.
3. Enable the Enable Exchange Auto-Enroll option.
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4. In the Enroll in Group field, select the group in which users are to be
automatically enrolled.
Enable Enrolled Users - Select this option to have new users

automatically enabled for EAS archiving.
Disable Enrolled Users - Select this option if you want to enable

newly enrolled users for EAS archiving at a later time.
6. Enable the Enroll Newly Created Users option if you want to enroll only
"new" Exchange users (those who have been added since the last time an
auto-enrollment task was run). If this is the first time you are running an
auto-enrollment task, or the first time running it for a specific mail server,
disable this option to enroll all mailboxes in EAS.
7. If you want to restrict EAS enrollment to only a subset of the mailboxes
targeted in the previous step, you can do so using an LDAP query:
a) Enable the Using LDAP Query option.
b) In the LDAP Container field, enter the domain controller server in the
format LDAP://domain controller name and click the browse
button (...) and navigate to a container.
c) In the LDAP Filters field, enter filter criteria or click the Filters button
and select a filter from the list. You can use wild cards (*) in your filter.
You can also click the Groups button and select an NT group. Enable
the Expand memberOf groups option to find direct and indirect users
(users within nested groups).
For example, the filter (displayName=b*) displays user names
beginning with "b", (Bob, Brenda etc.) and (displayName=bob) finds
only users with the name Bob.
8. In the Enroll in Search Index list, select a search index for the user.
For information on search indexes, see Managing a user's search indexes
(on page 193).
Note: To execute enrollment, the system must have at least one auto-enroll
task. For more information on tasks, see Configuring tasks (on page 89).
Define an auto-enroll policy for each mail server

1. Click EAS Administrator > Settings > Options.
2. Click the Default Auto-Enroll Policy tab.
3. Enable the Enable Exchange Auto-Enroll option.
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4. In the Enroll in Group field, select the group in which users are to be
automatically enrolled.
Enable Enrolled Users - Select this option to have new users

automatically enabled for EAS archiving.
Disable Enrolled Users - Select this option if you want to enable

newly enrolled users for EAS archiving at a later time.
6. Enable the Enroll Newly Created Users option if you want to enroll only
"new" Exchange users (those who have been added since the last time an
auto-enrollment task was run). If this is the first time you are running an
auto-enrollment task, or the first time running it for a specific mail server,
disable this option to enroll all mailboxes in EAS.
7. If you want to restrict EAS enrollment to only a subset of the mailboxes
targeted in the previous step, you can do so using an LDAP query:
a) Enable the Using LDAP Query option.
b) In the LDAP Container field, enter the domain controller server in the
format LDAP://domain controller name and click the browse
button (...) and navigate to a container.
c) In the LDAP Filters field, enter filter criteria or click the Filters button
and select a filter from the list. You can use wild cards (*) in your filter.
You can also click the Groups button and select an NT group. Enable
the Expand memberOf groups option to find direct and indirect users
(users within nested groups).
For example, the filter (displayName=b*) displays user names
beginning with "b", (Bob, Brenda etc.) and (displayName=bob) finds
only users with the name Bob.
8. In the Enroll in Search Index list, select a search index for the user.
For information on search indexes, see Managing a user's search indexes
(on page 193).
Note: To execute enrollment, the system must have at least one auto-enroll
task. For more information on tasks, see Configuring tasks (on page 89).
Enroll a mailbox user (LDAP)

To enroll a mailbox user (LDAP method):
1. Holding down the left shift key, click Archive Sources > EAS for
Exchange > Production > Recipient Administrator.
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If EAS has been configured to use LDAP by default, holding down the shift
key is not needed.
2. In the LDAP Container field, you can accept the default or enter the
domain controller in the format LDAP:// Domain_Controller_Name
then click the browse button (...) and navigate to a subcontainer.
3. In the LDAP Filters list, enter a filter.
For example, the filter (displayName=b*) displays user names beginning
with b, (Bob, Brenda etc.) and (displayName=bob) finds only users with
the name Bob.
To display all mailbox users, leave this field blank.
4. Click OK.
You see the Production Recipients dialog box. User mailboxes that are
already enrolled for archiving display an icon with a green check mark.
5. Select a mailbox user that does not have the enrolled icon and click Add.
6. Click OK.
Enroll a mailbox user (MAPI)

To enroll a mailbox user (MAPI method):
The Production Recipients dialog box is displayed.
2. In the Global Address list pane, click All Users.
3. User mailboxes that are not yet enrolled for archiving display an icon that
does not have a check mark.
4. Select a mailbox user and click Add.
The Recipient Information dialog box is displayed.
5. Click OK.
Tip: A user can also be enrolled using the EAS tab in the Windows Active
Directory console.
Specify an archiving limit for a user mailbox

Use this procedure to restrict the amount of archive storage space that can be
used by an individual user. Most EAS environments do not require this
limitation.
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Note: You can also set a default amount for group members (see "Specify an
archiving limit for group members" on page 144). User settings override group
settings.
To specify an archiving limit for a user mailbox:
2. Double-click an enrolled user.
Enrolled users display an icon with a green or yellow check mark.
3. Click the Formula / Stub Information tab.
4. In the Limit Option list, select Use User Limit.
5. In the User EAS Limit field, enter the number of megabytes to which the
user is limited.
The recommended setting is -1 for no limit.
6. Click OK.
Specify a storage limit warning

If you restrict the amount of archive storage space that individual users can
use, EAS generates a warning when a user is approaching the archiving limit.
For example, if the user marks an item for immediate archiving and the space
remaining in his or her archiving storage space is below the specified
percentage, a warning message is displayed.
To set the storage limit (threshold at which the warning is issued):
3. In the EAS Storage Limit Warning field, enter the percentage of
available storage that triggers a warning.
The default value is 15.
4. Click OK.
For more information on setting storage limits for users and groups, see
Specify an archiving limit for a user mailbox (on page 130) and Specify an
archiving limit for group members (on page 144).
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Automatically disable deleted Exchange users

In the same way that you can use the EAS auto-enrollment feature to
automatically add new Exchange users to your EAS environment, you can
also use and EAS task to automatically disable deleted Exchange users.
Note: The mailbox content of a disabled user is not archived and the user
does not have access to archived mail. While a user may be disabled in EAS,
the EAS user record is never deleted as it may still be associated with
archived content.
To automatically disable deleted Exchange users:
1. In EAS Administrator, click Settings > Options > Exchange.
2. Enable the Extended NT Account Synch option and its sub-option
Disable Deleted Users.
3. Create a task (on page 96) or modify any existing task to have the
Synchronize Distribution Lists option enabled.
4. Run the task.

Users that have been deleted from the Exchange environment (using
Active Directory) are disabled in the EAS environment each time you run a
task with the Synchronize Distribution Lists option enabled.
Manually disable a user

Typically, you automatically disable users that have been deleted from your
Exchange environment. For more information, see Automatically disable
deleted Exchange users (on page 132).
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Use this procedure to manually disable one or more EAS users.

Note: The mailbox content of a disabled user is not archived and the user
does not have access to archived mail. While a user may be disabled in EAS,
the EAS user record is never deleted as it may still be associated with
archived content.
To disable a user:
2. Select an enabled user.
Enabled users display an icon with a green check mark.
3. Click Disable.
The Confirm EAS Status Update dialog box prompts you to confirm the
change.
4. Click Yes.
The users disabled status is indicated by an icon with a yellow check
mark.
Re-enable a user
To r e-enable a user:
2. Select a disabled user.
Disabled users display an icon with a yellow check mark.
3. Click Enable.
The Confirm EAS Status Update dialog box prompts you to confirm the
change.
4. Click Yes.
The user is enabled and the status is indicated by an icon with a green
check mark.
Modify EAS options in the Outlook client

The EAS features that Outlook clients use are selected during client
installation. They can be modified after installation using this procedure. If you
modify permissions, you may also want to modify the client help files to
match. See Modify EAS Outlook client help after installation.
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To modify EAS options in the Outlook client:

1. Click the Add a Task view button
below the menu bar.
3. On the Tasks view menu bar, click the Create a new task button
The Scheduler opens.

4. Click the Schedule Info tab and enter the following information:
Task Name - Enter a descriptive name for the task.
Process - Choose Client Permissions.

A Client Permissions tab is added to the Scheduler. It is displayed only
when you specify a Client Permissions task.
Priority - Enter a number that represents the default priority of the

task. When a system has several tasks to be executed, tasks with a
higher priority are executed first. Number 1 is the highest priority.
5. In the Occurs section, choose one of the following options:
One Time Date and start time sections are displayed. Select the date
and time for the task to run.
Weekly The days of the week and a start time section are displayed.
Select the days that the task is to run each week and the time for the
task to run.
Monthly Date (1-31), month and start time sections are displayed.
Select the months, day of the month and time for the task is to run.
Manually The task must be launched manually and will not reoccur. All
tasks can be launched manually.
6. At the bottom of the tab, enter the length of time (in hours and minutes)
that the task will run.
7. Click the Client Permissions tab and enable or disable any of the
following options:
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Archive now flags selected items to be archived immediately.
Help allows users to view online help.
Hide Warnings suppresses EAS system messages.
Launch EAS Web Client displays a web browser in which to view

your archive mailbox and search for items.
Do Not Archive flags selected items not to be archived.
Mark For Archive flags selected items to be stored on the next

scheduled archive run.
EAS for Exchange
Open Archived Item displays a read-only version of the item

associated with a selected shortcut. If you disable this option, the
button is not displayed.
Automatically retrieve from archive enables a double-click on a stub

to retrieve the message. Enabling this option is recommended.
Offline synchronize permission The user can replace stubs with the
full message in a local archive before going offline.
Manually specify when to synchronize Mail is synchronized

when an Outlook user clicks the Synchronize the EAS offline
archive button.
Synchronize at start Mail is synchronized when an Outlook

session is started.
Synchronize at exit Mail is synchronized when an Outlook session

is ended.
Synchronize continuously Mail is synchronized as a background

task throughout the Outlook session.
Sync Public Folders Synchronizes public folders as well as

personal mailboxes for a given user.
Delete from archive removes the shortcut to an item from your

mailbox.
Restore Archived Item copies the item associated with a selected

shortcut to your mailbox after which it behaves like any other
unarchived item in your mailbox.
Delete stub after restore When a message is restored the stub is

deleted.
Search Archive opens a window in which to enter full-text search

criteria for finding archived items.
Use GMT Specifies that clients should use Greenwich Mean Time for
retrieval requests. Enable this option when Anonymous Access is also
enabled to ensure successful retrieval when clients and the IIS server
are running different time zones. The EAS IIS server must also use
GMT for retrieval requests.
8. Click the Members tab and add the groups and or individual mailboxes to
which the task will be applied.
Note: If you run this task again at a later time, the members of the task are
automatically updated to match current membership in groups.
For information on specifying users, groups and public folders for tasks,
see Specify content to be archived (on page 163).
9. Click OK.
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Notes
Most EAS environments should not use more than one Client Permission
task at a time. If you do decide to use more than one, you must ensure
that users are not assigned to more than one Client Permission task. If a
user is assigned to more than one Client Permission task, you may have
unexpected results.
A task must be enabled (see "Enable a task" on page 99) to run

automatically. Until it is enabled, it can only be run manually.
Administrators should be aware that when users are running the EAS
Outlook extension with Outlook 2003 in Exchange cached mode, the icons
that denote that items are marked for archiving (or not for archiving) do
not appear. When running in cached mode, the archive-related status is
shown as a category. This behavior is described in the EAS for Exchange
Outlook User Guide and help. For more information, see "Categories (on
page 217)" in the Formula Language Reference (Variables section).
Enable EAS forms in Outlook clients

To have EAS archiving-related icons (forms) to display beside various items in
a user's Outlook environment, you must complete this procedure. The EAS
forms indicate that an item in a user's Outlook client is either archived,
marked to be archived, or marked not to be archived. For example, this form
beside a message in a mail folder indicates that the message is archived
and the item in the mailbox is actually a shortcut to the message. Other forms
indicate the archive-related status of items such as messages, tasks, contacts
and so on.
Note: You can also use this procedure to Install custom forms (on page 138).
To enable EAS forms in Outlook clients:
1. Open the EAS Configuration dialog box. To do so, type the following
command at the Windows command prompt:
eassrvr -config
2. On the Exchange tab, in the Profile Name field, enter the name of the EAS
administrator's Outlook profile name.
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3. Click Install Forms.
The Install Forms dialog box is displayed. It lists all forms in the Forms
directory of your EAS installation (default location:
InstallDir\ZANTAZ\EAS\Forms).
4. From the list of forms, select those you want to apply and click OK.
Autonomy recommends that you select all forms in the list.
The forms are installed in the Personal Forms library of the EAS
administrator.
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5. In EAS Administrator, click Settings > Options > Exchange and enable
the Perform Personal Forms Synchronization option.
Autonomy recommends that you keep this option enabled so that the
archiving-related forms are propagated to new users in your mail
environment.
6. To propagate the forms to user mailboxes, you must run an archive task
for all the users that require the forms. For detailed instructions on
creating and running an archiving task, refer to "Configuring Tasks" in the
EAS for Exchange Administration Guide.
When the forms have been propagated to a user's Outlook client, they
remain there until another archive task is run against that user with the
Perform Personal Forms Synchronization option enabled. If you keep this
option enabled, it ensures that all new users added to archiving tasks will
have the forms.
Install custom forms

If you wish to install custom icons (forms) in user's Outlook clients, you can
propagate them to user mailboxes using the same method used to install the
standard EAS archiving-related forms.
To install custom forms:
1. Create a new cfg file describing a form.
2. Ensure the Owner key in the cfg file is ZANTAZ.
3. Place the cfg file in the Forms directory of the EAS installation.
4. Install the forms as described in Enable EAS forms in Outlook clients (on
page 136).
Note: To install your custom forms along with the EAS forms, you must
choose both your new cfg files and the EAS cfg files from the Install Forms
dialog box. If you select only your custom forms, the EAS forms (or any other
forms not selected) will be removed from Outlook clients.
Configure number of search reults in Outlook

1. Open the eas.ini file. The default location is C:\Windows.
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2. In the [WEB] section, change the value of MaxDefaultReturns as

required.
The default setting is empty, which is the same as 32000.
Create a persistent "to be archived" folder for user mailboxes

Some organizations choose to create folders in which users can drag and
drop messages to be archived. When created, these folders exist
permanently in the mailbox of each user mail system user. If a user deletes
such a folder, it is automatically recreated. The folders are archived according
to a formula and according to a schedule specified in an archiving task.
Prerequisite: The EAS Server must have been installed with the Persistent
Folder Creation option enabled. This option installs the
external_mailbox_processing.dll file in the EAS server directory. If
the file does not exist, run the EAS Server installation wizard (eas.msi) again
and enable the option. For more information, see "Install the EAS software" in
the EAS Installation Guide.
To create a persistent "to be archived" folder for user mailboxes:
1. Create a file named persistent_folders.txt and place it in the EAS server
directory.
2. For each folder that is to display in user mailboxes, add one line to the
persistent_folders.txt in the following format: path\folder. For
example, to create a folder called "To be Archived" under the Inbox, add
the following line:
Inbox\ToBeArchived
3. Define an archiving formula for the folder. (see "Configuring formulas" on
page 149)
4. Define a task for archiving the folder. (see "Create a task" on page 96)
Disable the EAS Outlook client

Should you need to disable the EAS Outlook client on a given computer, you
can do so by changing a registry setting.
To disable the EAS Outlook client:
1. From the Windows Start menu, click Run.
2. In the Open field, enter regedit and click OK.
3. In the folder tree of the Registry Editor, navigate to the following folder:
HKEY_LOCAL_MACHINE\SOFTWARE\EDUCOM TS\EASEXT
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4. Double-click DisableAll in the list in the right pane.

5. In the Edit String dialog box, change the value of the DisableAll setting to
1 (disabled = true).
The EAS Outlook client on the computer on which you performed this
procedure is disabled for the currently logged in user or for all users on
this machine (depending upon which of these options was chosen when
installing the EAS Outlook client).
6. To r e-enable the EAS Outlook client, repeat this procedure changing the
value to 0 (disabled = false) in step 5.
Note: You can write a script to perform this procedure for all computers on a
network that are running the EAS Outlook client.
Managing groups
In an EAS environment, mailbox users can be organized into groups. It is
important to note that an EAS group is not the same as a group in Active
Directory or Exchange server. When you add a group to EAS, the group is not
added to the Active Directory environment or vice versa.
A user can only be a member of one EAS group.
For information on stub settings for groups, see Configuring stubs (on page
145). For information on formulas for groups, see Configuring formulas (on
page 149). For information on setting group permissions for archives, see
Controlling access to archived content (on page 199).
Display the members of a group

To display the members of a group:
1. Click Archive Sources > EAS for Exchange > Production > Group
Administrator.
2. Select a group.
3. Click Members.
4. In the Global Address List, click All Users.
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Managing groups
Add a group
Note: Individual user mailboxes can only belong to one group.
To add a group to the EAS environment:
Administrator.
2. Click Add.
3. Click the General tab and enter the following information:
Group Name - Enter any identifying name.
Group Description - A description of the group (optional).
Archive Formula - Enter a formula or click Formula Editor to build a

formula or load a template. For more information on formulas and
templates, see Configuring formulas (on page 149).
4. In the Group Stub Rule list, select one of the following options:
No Stub specifies that archived items are not to be replaced by stubs;

the item may be archived, but the original stays in the user mailbox.
x Paragraphs of Body Stub replaces archived items with stubs

containing the number of paragraphs specified. If you choose this
option, in the X Paragraphs of Body Stub field, specify how many
paragraphs of the archived content should be displayed in the stub.
x Bytes of Body Stub replaces archived items with stubs of up to this

number of bytes.
Use Entire Body Stub replaces archived items with stubs containing
the entire body of the text. This option is recommended because it
enables the user to search the full body of the message within the mail
client.
For more information on stubs, see Configuring stubs (on page 145).
5. In the Stub Management Information section, enter a formula or click
Formula Editor to build a formula or load a template.
6. In the EAS Limit field, enter the storage limit (in megabytes) for the group.
Enter -1 for no limit, which is the recommended value for most EAS
environments.
7. Click OK.
Note: For more information on formulas, see Configuring formulas (on page
149) and Formula language reference (on page 215).
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Remove a group
To remove a group:
Administrator.
2. Select a group.
3. Click Remove.
Note: You cannot remove a group that contains members. Remove all
members first.
Manage group members (MAPI)

To add or remove members from a group (MAPI method):
Administrator.
2. Select a group and click Members.
4. Select a user and click one of the following:
Add to Group
Remove From Group
5. Click OK.
Note: A user can only be a member of one group.
Manage group members (LDAP)

To add or remove members from a group (LDAP method):
Administrator.
2. Select a group, hold down the Shift key and click Members.
3. Perform an LDAP query.
a) In the LDAP Query dialog box, enter the following information:
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LDAP Container - Enter the LDAP Container setting and click the
browse (...) button to navigate to a container.
LDAP Filters - Enter filter criteria or click the Filters button and
select a filter from the list. You can use wild cards (*) in your filter.
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Managing groups
You can also click the Groups button and select an NT group.
Leave blank to return all users.
b) Click OK.
4. In the Members dialog box, select a name and click one of the following:
Add to Group
Remove From Group
5. Click OK.
Note: A user can only be a member of one group.
Add group members from distribution list

To add group members from the distribution list:
Administrator.
2. Select a group and click Properties.
4. Click the Members From DL button.
The Distribution Lists dialog box is displayed.
5. Select a distribution list and click Update DL.
The Processing List dialog box is displayed.
6. When the Successfully Completed message is displayed, click Exit.
7. Click OK.
Tip: If a member mailbox belongs to another group, it is added to the new
group (and removed from the old group) only if you enable the All Users
Specified Are to Be Added to the Group option.
Update group membership automatically using an LDAP

query
The following procedure describes how to use an LDAP query to define which
Exchange mailboxes are part of a group.
When you update a group using LDAP, any mailboxes that are in the query
results but not yet in the EAS group are added to the group. Any mailboxes
that are in the EAS group but are not in the query results are removed from
the group. Removing a mailbox from a group does not affect the archived
content of the mailbox.
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Prerequisite: To use the LDAP query feature, the parent LDAP container
must be configured. To configure the parent LDAP container, click Settings >
Options. Click the Parent Specific tab and enter the LDAP information.
To automatically update group membership:
Administrator.
3. Click the LDAP Query tab.
4. In the LDAP Container field, enter a container and click the browse (...)
button and navigate to a container.
Note: Browsing for the LDAP container requires that EAS has been configured to
use LDAP by default. For information on configuring EAS to use LDAP by default,
see Configure LDAP (on page 114).
Tip: Click Set LDAP Container to Default to reset the default container specified
in the Settings > Options > View tab.
5. In the LDAP Filters field, enter a filter or select one from the Filters and
complete it as required.
Example: (displayName=*smith)
6. Click OK.
The users that meet the filter criteria are displayed.
Specify an archiving limit for group members

Use this procedure to set the default amount of archive storage space allowed
for members of a group. Most EAS environments do not require this limitation.
Note: You can override this default with settings for individual users (see
"Specify an archiving limit for a user mailbox" on page 130).
To specify an archiving limit for group members:
Administrator.
4. In the EAS Limit field, enter a size limit in megabytes. This becomes the
default maximum size for archive storage space for each mailbox in the
group.
The recommended setting is -1 for no limit.
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Configuring stubs
5. Click OK.
Configuring stubs
After an item is archived, EAS can delete the original item and replace it with
what is called a "stub", which contains some or all of the content of the
original item. By double-clicking on the stub, a user can retrieve the original
message including any attachments. A stub icon is displayed beside an
archived message in the user mailbox.
You can specify whether to use stubs, you can set the size of the stub, and
you can use a formula to script how the message is replaced. The
recommended setting is to use the entire body of the message in the stub.
This allows the user to use the mail client search feature to search the full text
of the message.
Stub settings can be configured for groups or for individual users. Individual
user settings override group settings.
Specify stub settings for a user

To specify stub settings for a user:
1. Click Archive Sources > EAS for Exchange > Production > Recipient
Administrator.
2. In the Global Address List, double-click a user name.
4. In the Stub Option list, select one of the following:
Use User Stub Settings means that stubs display the amount of
content specified through the User Stub Rule option and the Number of
Paragraphs field.
Use Group Stub Settings means that stubs display the amount of
content specified in the group settings.
Use Maximum User/Group Settings applies the greater setting if

settings for the user and the group differ.
User Minimum User/Group Settings applies the lesser setting if

5. If you selected User, Maximum or Minimum settings in the previous step,

select one of the following in the User Stub Rule list:
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number of bytes.
client.
If you chose x Paragraphs of Body Stub for the User Stub Rule option, you
can specify how many paragraphs of the archived content should be
displayed in the stub.
Number of Paragraphs specifies the size of the stub as it appears in

the mailbox.
If you chose x Bytes of Body Stub for the User Stub Rule option, you can
specify how many paragraphs of the archived content should be displayed in
the stub.
Number of Bytes specifies the size of the stub as it appears in the

mailbox.
1. Entries in Recipient Lists defines the maximum number of recipients

appearing in to, cc and bcc fields of any stubs created during archiving.
The default value is 0, meaning the list is not truncated.
2. In the Stub Management Information section, select one of the
following from the Formula Option list:
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No Stub Management specifies that no action is taken on a user's

stubs.
Use User Stub Management Settings specifies that a users stubs

are managed with the user archiving policy.
Use Group Stub Management Settings applies the group formula for
managing a users stubs.
Use User AND Group Stub Management Settings means that both
the user and group criteria must be satisfied before EAS applies the
stub management action to a stub. For example, if the user formula
states that stubs older than six months should be deleted and the
group formula states that stubs older than one year should be deleted,
the stubs are not deleted until both criteria are met.
EAS for Exchange
Configuring stubs
Use User OR Group Stub Management Settings means that EAS

applies the stub management action to a stub if the criteria of either the
user formula or the group formula is satisfied. For example, if the user
formula states that stubs older than six months should be deleted and
the group formula states that stubs older than one year should be
deleted, the stubs are deleted when the first criterion (six months) is
met.
3. If you selected User, User AND Group, or User OR Group in the

previous step, enter a formula.
For information on formulas, see Configuring formulas (on page 149).
4. Click OK.
Specify stub settings for a group

To specify stub settings for a group:
Administrator.
4. In the Group Stub Rule list, select one of the following:



number of bytes.
client.
If you chose x Paragraphs of Body Stub for the User Stub Rule option, you
can specify how many paragraphs of the archived content should be
displayed in the stub.
EAS for Exchange
Number of Paragraphs specifies the size of the stub as it appears in

the mailbox.
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If you chose x Bytes of Body Stub for the User Stub Rule option, you can
specify how many paragraphs of the archived content should be displayed in
the stub.
Number of Bytes specifies the size of the stub as it appears in the

mailbox.
1. Entries in Recipient Lists defines the maximum number of recipients

appearing in to, cc and bcc fields of any stubs created during archiving.
The default value is 0, meaning the list is not truncated.
2. In the Stub Management Information section, enter a formula or click
Formula Editor to build a formula or load a template.
3. In the EAS Limit field, enter the storage limit (in megabytes) for the group.
Enter -1 for no limit, which is the recommended value for most EAS
environments.
4. Click OK.
Specify stub settings for a public folder

To specify stub settings for a public folder:
1. Click Archive Sources > EAS for Exchange > Production > Public
Folders.
The Public Folder Administrator dialog box is displayed.
2. Select a folder from the list and click Properties.
3. Click the Formula Settings tab.
4. In the Stub Rule list, select one of the following options:



number of bytes.
client.
5. In the Stub Management Information section, do one of the following:
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Configuring formulas
In the Formula Option list, select No Stub Management.
In the Formula Option list, select Use Stub Management Settings

and click Formula Editor to build a formula or load a template.
6. Click OK.
Display the attachment icon in stubs

The Stub Attach Icon option specifies whether stubs that represent messages
with attachments display an attachment icon when viewed in Outlook. It is
enabled by default.
To display the attachment icon in stubs:
3. Enable the Stub Attach Icon option.
4. Click OK.
Retain Rich Text Format (RTF) in stubs

If messages are formatted using RTF (Rich Text Format), you can retain this
formatting in the portion of the message that is used in a stub. When you
preserve the formatting, message content is displayed normally in the Outlook
preview window and any links used in the message are active. However, RTF
stubs require more storage space.
To retain Rich Text Format (RTF) in stubs:
3. Enable the Leave RTF Body option.
4. Click OK.
In EAS, formulas are used to apply archive, retention and disposition policies.
Formulas are applied to groups and to individual users.
You can create templates that allow you to share formulas among various
groups and recipients.
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After you create a formula, you can test it to verify that it will perform as
expected in a production environment.
You can create formulas using a wizard that allows you to pick options and
parameters from a list. The Formula Wizard is the recommended option for
most users.
If you need more complex custom formulas, you can use the formula editor
and work directly with the EAS formula language, a comprehensive scripting
language similar to BASIC. See Formula language reference (on page 215) for
details about this language.
Understanding formulas
In most cases you use a formula for a group and allow all members of the
group to be processed according to that formula. However, you can also
specify that certain members of the group use an individual formula, either in
addition to the group formula or instead of the group formula. Each group or
user can have two formulas: one for archiving and one for the management of
stubs.
Archiving formulas determine what items are archived, the document store
(or stores) in which they are archived, and for how long they are retained in
the archive.
Stub management formulas control how long stubs (pointers to archived
items) exist in the user environment. If no stub management formulas are
applied, the number of stubs in the user environment grows indefinitely. A stub
management formula may, for example, delete stubs for items that are more
than 5 years old or stubs of a certain age that are not in a particular folder.
This helps keep the impact of EAS archiving manageable in the user
environment.
Note: When stubs have been deleted from a user mailbox, Folder Synch
with Delete tasks will delete the user's reference to the message and it can
no longer be retrieved or found through searches. If you want users still to be
able to search for items that no longer have stubs, use only Folder Sync.
Stub management formulas may be applied during an archive task, however,
they apply only to items for which stubs already exist.
Even if an individual mailbox user is a member of a group, you can choose to
override the group setting. For example, there may be a member of a group
that requires access to archived content for a longer period of time.
The primary formula functions include:
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Archiving to public/private information stores.
Archiving items from online to offline storage.

You can also create granular formulas to archive messages based on
attributes such as message size, date, categories, and subject.
Specify formulas for a group

The most efficient way to specify how user content is archived is to create
archiving and stub management formulas for groups of Exchange users.
Note: If required, you can customize formulas for individual users within a
group. For example, you may want to use the group formula as a base and
add a few more criteria. The individual formula overrides the group formula.
For more information, see Specify formulas for individual users (on page 152).
To specify formulas for a group:
Administrator.
3. In the Archive / Stub Creation Information section of the General tab,
click Formula Editor.
If the User Formula field was blank, the Formula Wizard opens. See
Create a formula using the Formula Wizard (on page 156).
If the User Formula field displayed a formula, either the Formula Wizard or
the Formula Editor opens (depending on which was used to create the
displayed user formula). See Create a formula using the Formula Wizard
(on page 156) or Create a formula using the Formula Editor (on page 158).
Return to this procedure after creating and testing the archive formula.
4. Select an option from the menu on the Group Stub Rule field.



number of bytes.
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client.
5. In the Stub Management Information section, choose an option from the
menu on the Formula Option field.

stubs.


met.
6. Click OK.
The archive and stub management settings specified through this dialog
box and through the Formula Editor are applied to the specified group and
are used in the next archive task run that includes this group.
Specify formulas for individual users

You can create archiving and stub management formulas customized to
particular Exchange users. If a user is a member of a group, the individual
formula can override the group formula or be applied in addition to the group
formula.
To specify formulas for individual users:
Administrator.
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4. In the Group / Formula Information section, choose an option from the

Do Not Archive specifies that the selected users mailbox is not to be

archived
Archive Using User Formula archives the users mailbox with the
formula specified in the User Formula field. If the user belongs to a
group, this archive formula overrides the group formula.
Archive Using Group Formula archives the users mailbox with the
formula specified for the group to which the user belongs.
Archive Using User or Group Formula means that EAS processes

the item if either the user or group criteria are satisfied. For example, if
the user formula states that messages with attachments should be
archived and the group formula states that items older than 10 days
should be archived, the item is archived even if only one of the criteria
is met.
Archive Using User and Group Formula means that both the user
and group criteria must be satisfied before EAS processes the item.
For example, if the user formula states that messages with
attachments should be archived and the group formula states that
items older than 10 days should be archived, the item is not archived
until both criteria are met.
5. If you chose Archive Using User Formula, Archive Using User or

Group Formula, or Archive Using User and Group Formula, click
Formula Editor to go on to specifying the detailed archiving instructions.
6. In the Stub Creation Information section, choose an option from the
menu on the Stub Option field.
Paragraphs field.

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7. If you chose any option other than Use Group Stub Settings in the
previous step, select an option from the menu on the User Stub Rule
field.



number of bytes.
client.


stubs.


met.
9. Click OK.
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The archiving and stub management settings specified through this dialog
box and through the Formula Editor are applied to the specified user and
are used in the next archive task that includes this user.
Create a formula template

A formula template is the same as formula, however, it is saved in a central
location where it can be retrieved for repeated use as it is or as a base for
new formulas. Using templates can save you time applying the same archive
formula, or a similar one, to different users.
Note: Changes to a formula template are not applied to existing formulas
based on the template, only to new formulas created after the changes are
made.
To create a formula template:
1. Click Archive Sources > EAS for Exchange > Formula Administrator.
The Template Administrator is displayed.
2. Click Add.
The Formula Properties dialog box is displayed.
Formula Name - Enter a name for the formula.
Formula Description - Enter a description of the formula's purpose.

This description is displayed in the Template Administrator.
4. Click Formula Editor.

The Formula Wizard is displayed.
5. Click Add Criteria.
A new criteria line with three fields is displayed.
6. Select from the menu on each field or enter a value (a string or, for Days,
an integer).
The first field is the message or file attribute to be evaluated. The second
and third fields vary depending on your choice in the first field.
Each criteria line, when complete, reads something like a sentence. For
example:
EAS for Exchange or EAS for Lotus Notes:
Archive this message if Message Date is Older Than 30 Days.
Archive this message if Has Attachments equals (=) True.
EAS for Files or EAS for SharePoint:

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Archive this file if File Name Contains the word proposal.
7. If required, click Add Criteria again to add another line on which to

specify more criteria.
8. If you added more than one criteria, enable one of the following options:
Any - The formula is true when at least one of the criteria is satisfied.
All - The formula is true only when all criteria are satisfied.
9. Test the formula (see "Test a formula" on page 160).

10. Click OK.
Tip: Use the Formula Wizard to outline your formula, then use the Advanced
Policy Editor to fine-tune it.
Create a formula using the Formula Wizard

The Formula Wizard allows you to build an archiving policy by selecting
criteria. In most cases, the criteria presented through the wizard are sufficient
for most archiving situations. If desired, the formulas created with the wizard
can be further customized using the Formula Editor.
The Formula Wizard is opened by default whenever you click the Formula
Editor button on a dialog box in which:
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the Formula or User Formula field is blank
the formula displayed in the formula field was created using the wizard
Note: Formulas created using the Formula Editor cannot be modified using the
Formula Wizard.
To create a formula using the Formula Wizard:

1. In the Archive Criteria section of the Formula Wizard, click Add Criteria.
A new criteria line with three fields is displayed.
2. Select from the menu on each field or enter a value (a string or, for Days,
an integer).
The first field is the message or file attribute to be evaluated. The second
and third fields vary depending on your choice in the first field.
Each criteria line, when complete, reads something like a sentence. For
example:
EAS for Exchange or EAS for Lotus Notes:
Archive this message if Message Date is Older Than 30 Days.
Archive this message if Has Attachments equals (=) True.
EAS for Files or EAS for SharePoint:
EAS for Exchange
Archive this file if File Name Contains the word proposal.
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3. If required, click Add Criteria again to add another line on which to

specify more criteria.
Tip: To delete criteria, clear the check mark next to the leftmost field of the one
you want to delete. Click Yes to confirm the deletion.
4. If you added multiple criteria, enable one of the following options:
Any The formula is true when at least one of the criteria is satisfied.
All The formula is true only when all criteria are satisfied.
5. In the Archive Action section of the Formula Wizard, enable any of the
following options:
Suppress Message Deletion prevents the originals of the archived

items from being deleted. This overrides the Delete Original Objects
option located on the Settings > Options > General tab.
Suppress Stub Creation prevents stubs from being created for items
archived using this formula. This option inserts the NoStub return value
in the formula.
Specify Retention Period when enabled, displays a Retention

Period field in which you can specify a retention period for items
archived using the formula. The retention period is specified in days
from the original date that a message was sent or a file was last
modified.
Override Destination Document Store when enabled, displays a

DSGroupName field in which you can specify one or more different
document stores to which content is archived by this formula. You can
enter multiple group names by using a semi-colon (;) as a separator.
For example, Group1; Group2; Group3.
Create a formula using the Formula Editor

In most cases, the formulas created using the Formula Wizard are sufficient.
However, there may be situations in which you need to customize a formula
using more variables, operators or return statements than are available
through the wizard. Additionally, you may want to create a formula that looks
for one condition that is true and another that is not. The Formula Editor lets
you work directly with EAS formula language (a comprehensive scripting
language similar to BASIC) to develop more complex formulas.
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There are several ways to open the Formula Editor. It opens by default
whenever you click the Formula Editor button on a dialog box in which the
Formula (Formula Properties dialog box) or User Formula field already contains
a formula. It also opens when you click Advanced Policy Editor on the
Formula Wizard.
To create a formula using the Formula Editor:

1. On the Formula Editor tab, select (double-click) items from the three
upper panes to add them to the formula pane in the lower portion of the
tab:
Left pane lists variables and return values.
Middle pane lists functions for the supported data types (arithmetic,
string and date/time).
Right pane lists operators for the supported data types (arithmetic,
comparisons, string, Boolean and other).
For descriptions of each of the items listed, see Formula language

reference (on page 215).
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2. (Optional) If you want to select a pre-defined formula to use as a base or a

model for the formula you are developing, click Load from Template and
double-click on a formula in the Template Administrator list.
The formula from the selected formula template is added to the lower pane
on the Formula Editor tab where you can modify it as required.
3. (Optional) If you decide to develop the formula using a simplified interface,
click Wizard. See Create a formula using the Formula Wizard (on page
156) for more information.
4. Test your formula. (see "Test a formula" on page 160)
Test a formula
To test a formula:
1. Click Archive Sources > EAS for Exchange > Formula Administrator.
The Template Administrator is displayed.
2. Select a template and click Properties.
3. Click the Formula Editor button.
4. Click the Formula Tester tab.
5. In the Test Values section, enter values that would be found in a message
or file to which the formula should apply.
Tip: Test with values that are relevant to the formula. For example, if the formula
contains if MsgSize > 5000, perform a test with MsgSize (message size) set to
4999 and another with MsgSize set to 5001.
6. Click Test.
Results are displayed in the Test Results section.
Result indicates the action, if any, that would be taken on an item with
the suggested values.
DS Group Name indicates to which document store the item would be

archived (if relevant).
Retention Period indicates how long the archived item would be

retained in the EAS archive.
7. Repeat steps 5 and 6 using other values.

Tip: If you didn't get the result you expected, enable the Print Debug
Information option and test again.
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Configure EAS to apply formulas to PST files

By default, EAS does not apply the user or group formula when it archives a
PST file. Instead, it uses the formula Return Archive, which archives all
the contents of the PST file; however, the user's stub creation and stub
management options are still used.
Use the following procedure to specify that EAS should use the user's formula
when archiving PST files:
3. Enable the Apply Formula to PST option.
4. Click OK.
Note: For more information on PST files, see Archiving PST files (on page
173).
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Chapter 5
Specify content to be
archived
In This Chapter
Specify user mailboxes to be archived ...................... 163
On-demand archiving ................................................ 166
Archiving public folders ............................................. 167
Archiving journal mailboxes....................................... 170
Archiving PST files .................................................... 173
Archiving deleted items ............................................. 187
Specify user mailboxes to be archived

User mailboxes are designated for archiving by adding them (either
individually or in groups) as "members" of a task. Usually, members are added
at the time of creating the task but you can add or remove members from a
task at a later time.
To specify user mailboxes to be archived:
Specify content to be archived
and click
2. Select a task.
3. On the Tasks view menu bar, click the
Edit Current Task button.
4. Click the Schedule Members tab.
The Schedule Members tab displays the groups (A), users (B), public
folders (C) and file shares (D) to be processed when the task is run. File
archiving requires EAS for Files.
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Specify user mailboxes to be archived
5. Click Modify Exch Users.

7. To add a user to the task, select a user from the list and click Add to
Task. Users not already included in the task appear in light grey.
8. To remove a user from the task, select a user from the list and click
Remove From Task. Users that are already included in the task appear in
black.
Tip: You can select multiple users by holding down the Ctrl key as you click.
9. Click OK.
10. Click Modify Exch Groups.
11. In the Task Members dialog box, select a group and click Add Member or
Remove Member, as required.
Names displayed with a red "X" are not currently assigned to the
scheduled task. You can select multiple groups by holding down the Ctrl
key as you click.
12. Click OK to save the changes and OK again to close the Scheduler.
The changes made to members scheduled for the task are applied the
next time the task is run.
Note on Exchange 2003 limit on number of objects that can

be opened
This applies only to Exchange Server 2003
After approximately 250 messages have been successfully archived, EAS
may generate the following error message when trying to archive subsequent
emails:
Unable to open the message. This message will not be
processed.
This issue occurs because of a limit on the number of items that Outlook
clients can open. By default, this limit is set to 100 for attachments and 250 for
messages.
This situation can be avoided by editing the MaxObjsPerMapiSession
value in the Windows registry. However, increasing this value can significantly
affect performance of the Microsoft Exchange server.
For more information, see this Microsoft support article
(http://support.microsoft.com/kb/830836/).
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165
On-demand archiving
EAS can be configured so that mailbox users can flag messages for
immediate archiving. When this feature is enabled, a user can select one or
more messages in the Outlook client and click the Archive Now button. The
selected messages are archived at the next polling interval which is usually
set at between five and ten seconds. If the interval is set to 0 seconds, the ondemand archiving feature is disabled.
To implement on-demand archiving, you must also create at least one ondemand archiving task. For more information on tasks, see Configuring tasks
(on page 89).
Formulas and on-demand archiving

Unlike other tasks that end when there are no further mailboxes to be
processed, an on-demand archiving task has work units dynamically added
during the task. This means that the task is not completed until it expires.
You can use a formula to determine the document store group name
(DSGroupName) and the retention period for any messages archived using
the on-demand archive feature. The formula is evaluated with the
OnDemandArchive variable set to 1. This allows you to explicitly set values
like the following example:
if OnDemandArchive = 1 then
RetentionPeriod = 365
DSGroupName = DS1;DS2;
return Archive
end
[... rest of formula...]
This sets the retention to one year and the DSGroupNames to DS1 and DS2
for any messages archived on demand. Note that the actual return value is
ignored, the idea being simply to force the formula to return rather than
continuing to evaluate the formula.
If the on-demand messages do not require special handling, the formula could
be expressed as:
RetentionPeriod = 365
DSGroupName = DS1;DS2;
[... rest of formula...]
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Archiving public folders
In this case the retention period and DSGroupName are immediately set for
any kind of archive (normal, quota, or on-demand).
Set the on-demand polling interval

Use the following procedure to specify how often EAS checks for messages
that users have marked for immediate archiving:
3. In the On Demand Polling Archive Interval field enter an interval in
seconds.
A typical value is between 5 and 10 seconds. Enter 0 to disable on
demand archiving.
4. Click OK.

Only those public folders that have been added to the EAS environment can
be archived. You can specify a root public folder or a subfolder. Because any
subfolder can be mapped to EAS, you can distribute the work of archiving
public folders among a number of processes. This allows organizations that
have large amounts of information in public folders to more efficiently manage
the archive process. For example, you may have some subfolders that should
be archived daily and others that need to be archived less frequently.
When you add a root public folder, the formula for that folder applies to all of
its subfolders except where you have applied a formula to a subfolder. In
other words, a formula applied to a subfolder overrides a formula applied to its
parent folder.
For information on managing stubs in public folders, see Configuring stubs
(on page 145). For information on managing formulas in public folders, see
Configuring formulas (on page 149). For information on setting permissions to
public folders, see Controlling access to archived content (on page 199).
Note: Messages that are archived in public folders appear as unread.
Add a public folder

To add a public folder:
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167
Folders.
The Public Folder Administrator is displayed.
2. Click Add.
3. In the Properties tab, enter the following information:
Name - Enter a name to be displayed in the EAS system.
Server - The default Exchange server is displayed.
Path - Enter a path or click Browse.
4. Check or uncheck the Enabled option.

If the Enabled option is unchecked, the folder is not archived.
5. Click OK.
Tip: Public folder settings can be edited at any time by changing the values
on the Properties tab.
Remove a public folder

To remove a public folder:
Folders.
2. Select a public folder from the list and click Remove.
Note: You cannot remove a public folder from EAS if messages from that
folder have been archived.
Specify formulas for a public folder

To create archiving and stub management formulas for archiving content from
public folders:
Folders.
2. Select a folder from the list and click Properties.
3. Click the Formula Settings tab.
4. In the Formula Information section, click Formula Editor.
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EAS for Exchange
Paragraphs field.




stubs.


met.
7. Click OK.
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169
Update archived public folder hierarchy and permissions

If public folders in your Outlook environment are archived, you should perform
this procedure each time you make changes, in your Exchange environment,
to:
the hierarchy of public folders (add, delete, rename or change position in

the hierarchy of any public folder), or
the access permissions on public folders or their content.

This procedure ensures that users searching and retrieving content from
public folders see the folders and content that they have permission to see
and are able to retrieve and restore items based on the currently visible public
folder hierarchy in the Outlook environment.
After making changes to the public folder hierarchy or to ACL permissions on
public folders:
Folders.
2. Click Merge.
The Public Folder Merge dialog box is displayed. It indicates the number of
folders merged and indicates whether the folders were merged
successfully.
Note: A merge procedure is run automatically when public folders are removed
from EAS using the Public Folder Administrator.
Archiving journal mailboxes

Journal mailboxes can be created to capture copies of all messages being
sent and received for each Microsoft Exchange mail store.
EAS treats a journal mailbox as it would any other mailbox to be archived,
however, some special Exchange and EAS settings are required.
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Archiving journal mailboxes
Prerequisites
Journal mailboxes must be created using the Microsoft Exchange Active

Directory User and Computers utility
In Exchange, configure the journal mailbox to archive all sent or received

messages on a particular mail store.
The NT account that is being used for EAS administration must have
access to all journal mailboxes.
Setting up archiving of journal mailboxes involves the following procedures:
Create a journal mailbox (on page 171)
Select a recipient for the journaled mail (on page 171)
Specify the archiving rules for the journal mailbox (on page 172)
Create a task for archiving journal mailboxes (on page 172)
Create a journal mailbox

In this procedure, you use the Active Directory Users and Computers utility to
create a mailbox-enabled account to be used as the journal mailbox.
1. From the Start menu, choose Programs > Microsoft Exchange > Active
Directory Users and Computers.
2. Right-click Users.
3. Click New and, from the submenu, choose User.
4. In the New Object - User dialog box, enter the same name (for example,
Journal) in both the First name and User logon name fields.
5. Click Next.
6. Set a password for the Journal user and click Next.
7. Ensure the Create an Exchange Mailbox option is checked.
8. Click Next.
9. Click Finish.
10. Close Active Directory.
Select a recipient for the journaled mail

1. In the Exchange System Manager, expand Servers.
2. Expand your Exchange Server
3. Expand First Storage Group.
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171
4. Right-click one of the mailbox stores listed.

5. Select Properties.
6. From the General tab, check Archive all messages sent or received by
mailboxes on this store.
7. Click Browse and navigate to the account you created for journaling.
8. Click OK twice.
9. Repeat this procedure for each information store that contains a journal
mailbox.
Specify the archiving rules for the journal mailbox

2. On the Exchange tab, ensure that the Envelope Journaling: Archived
Unmodified Envelopes option is NOT checked.
3. (Optional) If you will be archiving email in languages other than United
States English, check the Multi-language Archive and Leave RTF Body
options.
4. Click OK to close the Options dialog box.
5. Click EAS for Exchange > Production > Recipient Administrator.
6. Expand all address lists.
7. Select All Users.
8. In the right pane, click the initial letter you used for your journal mailbox
name (for example, J for Journal) and highlight the user you created for
the journal mailbox.
9. Click Add.
10. On the Formula/Stub Information tab, click the Formula Option dropdown box and choose Archive Using User Formula.
11. In the User Formula box, type Return Archive.
12. In the Stub Options drop-down box, select No Stub.
13. Click OK twice.
Create a task for archiving journal mailboxes

Note: Journal mailboxes should be archived before individual user mailboxes.
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Archiving PST files
and click
2. Click the Create a New Task button
3. On the Scheduler window, specify a name for your task.

4. Ensure that Archive is selected from the drop-down list on the Process
field.
5. Specify when the task is to be run in the Occurs section of the dialog box.
6. On the Schedule Members tab, click Modify Exch Users.
7. Expand All Address Lists, select All Users, and click the user you
created as the recipient for the journaled mail.
8. Click Add to Task.
9. Click OK twice.
Archiving PST files

If Outlook users in your organization keep content in locally stored personal
mail storage (PST) files, you can create a task to archive these messages.
For information, see Archive a PST file (on page 175).
Archiving messages in a PST file can also be the first step towards migrating
the content users have in PST files to their Exchange mailboxes. Many
organizations choose to migrate the PST files for information management
and security reasons.
You can migrate PST files by manually restoring archived PST content to the
Exchange server instead of the PST file, or by using specialized EAS tools to
both gather the PST files and move them to Exchange automatically. For
more information, see Bringing PST files under central control (on page 178).
EAS for Exchange
173
Autonomy Technical Brief 10032006 provides more information on PST

migration. Contact Autonomy (ZANTAZ) technical support for a copy.
Exchange Server options for PST archiving

The following EAS Exchange Server options (see "Specify Exchange Server
options" on page 58) are used to configure the archiving and migration of PST
files:
Leave RTF Body (on page 286) must be enabled if you are archiving PST
files and you have installed Outlook 2003 or higher on the EAS Server.
Apply Formula to PST (on page 290) specifies whether EAS archives
only messages that meet a users formula when it archives PST files.
If disabled, EAS applies the formula Return Archive when it archives
PST files, which archives all messages.
Even if you disable Apply Formula to PST, EAS still uses the user's stub
creation and stub management settings. If you want to create stubs you
can later move to the user's Exchange mailbox using a PST Stub Migrator
task, ensure that the user stub settings are configured to create stubs.
Leave Stubs in PST (on page 290) specifies whether messages in PST
files are replaced by stubs. If you want to create stubs you can later move
to the user's Exchange mailbox using a PST Stub Migrator task, ensure
that this option is enabled. If the user's stub settings specify that no stubs
are created, Leave Stubs in PST option is overridden and no stubs are
created.
Note: If you want to use a Folder Synch with Delete task in the future, move stubs
to the user's mailbox. The Folder Synch with Delete task removes a user's
references to all archived messages if the stub remains in the PST file.
Prepend PST File Name to Folder Path (on page 291) specifies whether
stubs are migrated to a user mailbox folder that has the same name as the
originating PST file. Useful where users have multiple PST files and want
to keep the folder structure for each PST file separate.
Base PST Folder (on page 291) specifies the name of the base folder in
the user's Exchange mailbox to which PST messages are migrated. Not
used if Prepend PST File Name to Folder Path is enabled.
When you migrate multiple PST files to the user's mailbox folder, the folder
structure is merged under the base folder. For example, any PST file
messages stored in a folder named Inbox are placed in a single Inbox
folder under the base folder, even if they come from different PST files.
For examples of how the different options interact, see Examples of PST
archiving results (on page 175).
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Archiving PST files
Archive a PST file

The PST file must be located on a drive that is accessible to EAS and to
which the EAS administrator account has full access rights. If the PST file is
password-protected, the administrator must have the password.
Prerequisite: Before you begin archiving PST files, you must set several EAS
Exchange Server options. For information, see Exchange Server options for
PST archiving (on page 174).
To archive PST files:
Administrator.
2. Double click the name of an enrolled user.
Enrolled users are displayed with a yellow or green check mark.
3. Click the PST Files tab.
4. Click Add PST File and navigate to the location of the file.
5. Select the PST file and click Open.
6. In the PST Files tab, click OK.
7. Add the user to a PST Archive task (see "Specify user mailboxes to be
archived" on page 163) and run the task.
The users Outlook client must be closed or the user must be
disconnected from all PST files while the task is being run.
The content of the PST file is archived and may or may not be replaced with
stubs, depending on the Exchange Server options and user stub settings you
specified. For more information, see Examples of PST archiving results (on
page 175).
After the PST content is archived, you can migrate the PST content to the
user's Exchange mailbox. For more information, see Manually migrate
previously archived PST file content (on page 179).
Note: If you want to use a Folder Synch with Delete task in the future, move
stubs to the user's mailbox. The Folder Synch with Delete task removes a
user's references to all archived messages if the stub remains in the PST file.
Examples of PST archiving results

The results of archiving PST files depend on the Exchange server and
mailbox user options you have selected.
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Example 1 - User sees no changes

If you want to run the PST Archive task without modifying what the user sees
when he or she views the PST contents, use the following configuration:
General options
Option
Value
Enabled
Delete Original Objects

Exchange options
Option
Value
Enabled
Apply Formula to PST

Leave Stubs in PST
Enabled
Prepend PST File Name to Folder

Path
Enabled
Option
User formula
Value
Return NoStubNoDelete
End
Stub Option
Use Entire Body Stub
Stub Management Information
No Stub Management
When you run a PST Archive task using these options:
Because the messages in the PST file are processed according to the
user formula, the messages are not deleted or replaced with stubs.
Because the Delete Original Objects and Leave Stubs in PST options
are overridden by the user formula, the messages are not removed from
the PST file and no stubs are added.
The user stub management settings are not used because there are no
stubs.
You can use the Restore Mailbox dialog box (see "Restoring archives" on page
205) to view the results of the archiving task. Because you enabled Prepend
PST File Name to Folder Path, the archived messages are located in a
folder in the document store with the same name as the PST file.
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Example 2 - Messages are replaced with stubs

The following configuration is the same as the one used in Example 1 except
that Apply Formula to PST is disabled:
General options
Option
Value
Enabled

Exchange options
Option
Value
Disabled

Leave Stubs in PST
Enabled
Prepend PST File Name to Enabled

Folder Path
Option
Value
Not used
User formula
Stub Option
Use Entire Body Stub
Stub Management
Information
No Stub Management
When you run a PST Archive task using these options:
Because Apply Formula to PST is disabled, the user formula is ignored

and the formula Return Archive is used. All messages in the PST are
archived.
Delete Original Objects removes the messages from the PST file.
Leave Stubs in PST adds stubs for the archived messages.
The stubs are formatted and managed using the user stub configuration.
As in Example 1, because you enabled Prepend PST File Name to Folder
Path, the archived messages are located in a folder in the document store
with the same name as the PST file.
Remove a PST file from the archive process

To stop archiving a PST file:
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Administrator.
2. Double click a user name.
4. Select a PST file from the list
5. Click Remove PST File.
6. Click Ok.
Specify a different location for a PST file

To update the location of a PST file that has been specified for archiving:
Administrator.
2. Double click a user name.
4. Select a PST file from the list
5. Click Modify PST File and navigate to the new location of the file.
6. Click OK.
Bringing PST files under central control

Outlook users often use one or more personal mail storage files (PST) to
archive messages from their Exchange mailboxes. PST files can be located
on any drive, which can cause security, management and control issues. With
EAS to handle central archiving of all content, most organizations find there is
no longer a reason to allow users to maintain PST files.
EAS provides a suite of tools for bringing PST files under centralized control.
For example, you can automatically migrate message content from your
users PST files into their Exchange mailboxes. When these messages have
been migrated to Exchange, the PST files can be deleted or the PST files can
be returned to the original locations after the content has been archived and
replaced with stubs.
The PST migration process populates the Exchange mailbox with any stubs
found in the PST file and recreates directory structures where needed.
EAS offers the following options for managing PST files:
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Manually migrate previously archived PST file content (on page 179) - If
you have already archived the contents of a PST file, you can restore the
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Archiving PST files
archived content to the user's mailbox instead of the originating PST file,
or run a task that moves the stubs from the PST file to the user's mailbox.
Migrate PST files to EAS automatically (on page 181) - Gradually migrates
messages from user PST files to the Exchange mailbox. This is a simple
and efficient solution that is suitable for most organizations. As long as the
option is enabled, it deals with any new PST files created by users.
Scan network drives for PST files and import manually (on page 182) - Run
a utility to scan network-accessible drives and produce a list of PST files

which are then imported.
Gather PST files to a central location and import manually (on page 183) Run a task that identifies PST files belonging to current Exchange users,
gathers them to a central location and imports the content.
If you are archiving PST files and you have installed Outlook 2003 or higher
on the EAS Server, you must enable the Leave RTF Body option. Click
Settings > Options > Exchange and enable the Leave RTF Body option.
You can also manually configure a PST file for archiving and leave the PST
file at its original location (no migration). For more information, see Archive a
PST file (on page 175).
Manually migrate previously archived PST file content

If you have already archived the contents of a PST file, you can manually
move the archived PST content to the user's Exchange mailbox using the
following two methods:
If you have not replaced the contents of a PST file with stubs, restore the
archived content to the user's Exchange mailbox (see "Restore archived
PST content to the user's mailbox" on page 179) instead of the originating
PST file.
If you have replaced the contents of a PST file with stubs, run a task that
migrates the stubs (see "Migrate PST content stubs to the user mailbox" on
page 181) from the PST file to the user's mailbox.
Restore archived PST content to the user's mailbox

If you have already archived the contents of a PST file, you can restore the
content to the user's mailbox instead of the originating PST file.
When you archive a PST file, you have the option of disabling the Leave
Stubs in PST (on page 290) option. This archives the PST content and
removes it from the PST file so you can delete the PST file.
Use the following additional configuration to ensure the PST is empty after the
archiving task:
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On the General options tab (see "Set general archive options" on page 82),
enable Delete Original Objects.
Disable Checkpointing.
Disable Apply Formula to PST (on page 290).
Ensure that the Recipient Administration settings (see "Specify stub

settings for a user" on page 145) for the user are not configured to create
stubs. This is not required is you have disabled the Leave Stubs in PST
option.
The following Exchange server options determine where the PST content
stubs are placed in the user mailbox after migration:
If Prepend PST File Name to Folder Path (on page 291) is selected, the
archived PST content is placed in a document store folder with the same
name as the originating PST file. When you restore the content to the
mailbox folder, either as messages or stubs, it is placed in a subfolder with
the PST file name. Any folder structure found in the originating PST file is
preserved.
If you specify a Base PST Folder (on page 291), the archived PST
content is placed in a document store folder with the specified name.
When you restore the content to the mailbox folder it is placed in a
subfolder with the specified name. If multiple PST files are archived, the
folder structures of the originating files are merged.
Note: You can specify a Base PST Folder and also select Prepend PST File
Name to Folder Path. In this case, the messages are placed under a folder with
the same name as the PST file, which is under the folder specified as the Base
PST Folder, for example, MyPSTs\mystuff.pst\.
If you do not enter a name for Base PST Folder or enable Prepend PST
File Name to Folder Path, messages are merged with the existing
mailbox folder structure.
To migrate stubs for archived PST content to the user mailbox:
2. In the Global Address List, select the user name.
3. Click Restore Mail.
The Restore Mailbox dialog box is displayed showing the users mail in the
document store.
4. Select the folder that contains the archived PST content.
5. Enable Restore Stubs.
6. Click Restore.
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7. When the Restore Progress dialog box displays a message that the
operation is complete, click OK.
Stubs for the archived PST content are restored to the user mailbox.
Migrate PST content stubs to the user mailbox

If you have archived the contents of a user PST file and replaced the contents
with stubs, you can migrate the stubs to the user mailbox folder using a PST
Stub Migrator task.
The following Exchange server options affect where the PST content stubs
are placed in the user mailbox:
If Prepend PST File Name to Folder Path (on page 291) was selected
when the PST content was archived, the content is placed in a folder on
the document store with the same name as the originating PST file. When
you move the stubs to the mailbox folder, they are placed in a subfolder
with the PST file name. Any folder structure found in the originating PST
file is preserved.
If you specified a Base PST Folder (on page 291) when the PST content
was archived, the content is placed in a folder on the document store with
the specified name. When you move the stubs to the mailbox folder, they
are placed in a subfolder with the specified name. If multiple PST files are
archived, the folder structures of the originating files are merged.
If you did not enter a name for Base NSF Folder or enable Prepend NSF
File Name to Folder Path, the stubs are merged with the existing mailbox
folder structure.
Use the following procedure to move stubs from a PST file to the user
mailbox:
Run a PST Stub Migrator task.

For information on creating and running tasks, see Configuring tasks (on
page 89).
Migrate PST files to EAS automatically

CAUTION: The EAS automatic PST migration feature works only if the Use
Cached Exchange Mode option in the user's Exchange Server settings is
disabled.
To migrate PST files to EAS automatically:
2. Click the Automated PST Migration tab.
3. Enable the Use Automated PST Migration option.
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181
4. In the Migration Rate field, specify the average rate that data is to be
moved from each users PST file to the Exchange server.
If you do not specify a rate, there is a risk that the migration process will
impact the performance of your Exchange server. The rate you specify
represents an average. For example, if you specify 25 k/sec, and an item
that is 50 KB in size is transferred in one second, EAS pauses for a
second to maintain the specified rate.
5. In the Migration Root Folder field, enter the name of the Exchange
mailbox folder to which the PST messages will move.
6. Enable any of the following options:
Migrate Using On-Demand Archival - PST content is archived as

soon as it is moved. An On-Demand Archive task must be running.
Remove PSTs When Migration Done - PST files are removed after all
content has been moved. If for any reason items remain in the PST file
after the migration, the PST files are not deleted.
7. Click OK.
8. Run an Enable PST Gathering task for users whose PST files are to be
moved.
For information on creating and running tasks, see Configuring tasks (on
page 89).
9. Users must open or restart Outlook.
10. After all users have opened or restarted Outlook, run a Disable PST
Gathering task.
Notes: Use Automated PST Migration moves every item from the PST file
to the user mailbox, whether it can be archived or not. When the PST content
is moved, it is immediately archived (if you enabled the Migrate Using OnDemand Archival option and run an On-demand Archive task) or you can
archive it using user or group formulas that are applied by tasks.
When a user moves a stub file to a PST file and a Folder Synch with Delete
task is run, the stub location is no longer in the database. If stubs are moved
as part of the migration, you may need to run a Folder Synch With Refer
Insertion task (see "Folder Synch" on page 93) to update the database with
the current stub location.
If a user had permission to retrieve messages using a stub in the PST before
the migration, he or she will continue to be able to retrieve messages using a
stub after the migration process.
Scan network drives for PST files and import manually

To scan network drives for PST files and import manually:
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1. If the PST files you want to import are already on a file share or in a
repository, go to step 7.
2. To create a PST repository, from the EAS Server installation directory (by
default, this is \Program Files\ZANTAZ\EAS\PSTMigration), run
NTPSTSearch.exe.
3. Enable the Discover PST from Network Drives option.
The Add Network Drive to Search dialog box is displayed.
4. In the Add Network Drive to Search dialog box click Add and navigate to a
network drive.
Repeat for as many drives as required. You can also remove a drive from
the list by selecting the drive and clicking Delete.
5. Click Next.
6. In the Search Result page enable the check box beside any PST files that
you want to migrate and click OK.
7. From EAS Administrator, click Archive Sources > EAS for Exchange >
Import PST Info File Entries to DB and navigate to the CSV file
generated by the previous step. Click Open, then OK when the Success
message is displayed.
The CSV file is placed in the same location as the NTPSTSearch.exe
program from Step 1.
8. Click Settings > Options and click the General tab.
9. Ensure that the Delete Original Objects option is disabled.
10. Click the Exchange tab and enable the Leave Stubs in PST option.
11. Run a PST Archive task configured for users who are migrating their files.
12. (Optional) Run PSTCompress.exe on the server containing the PST
repository.
Unused space is removed from the PST files.
13. (optional) Run EASMovePSTFromNetwork.exe on the client machine.
PST files are returned to the client machine. This utility can be placed in a
login script.
Gather PST files to a central location and import manually

Note: Success of this operation requires communication with and action by all
Outlook users whose PST files are being gathered.
To gather PST files to a central location and import manually:
1. Set up a temporary PST repository.
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183
a) In the EAS Administrator, click Settings > Options.

b) Click the Automated PST Migration tab and disable the Use
Automated PST Migration option. This is required if the goal is to use
the network share-based PST migration approach.
c) Create a network shared folder that is accessible from EAS and from
all client machines that are migrating PST files.
This is a temporary PST repository. All clients must have both write and
delete access.
2. Ensure that the EAS Outlook extension is installed on each of the user
machines that are in the scope of the immediate PST migration.
3. In EAS Administrator, create an Enable PST Gathering task and
configure it for the users whose PST files are to be archived. For more
information on tasks, see Configuring tasks (on page 89).
4. When ready to begin the PST migration process, run the Enable PST
Gathering task. The task must run for a period of time that allows all
users in scope to restart Outlook and log in.
Note: Outlook login is necessary for PST gathering to take effect on the user
machine. If the Outlook profiles uses Cached Exchange mode, the user will need
to open Outlook a second time for PST gathering to take effect.
EAS flags the PST files to be moved to the temporary PST repository.
After login at a given desktop occurs, with the PST Gathering task running
on the EAS Server, the EAS client component for that logged in user flags
each PST file visible through the users Outlook profile. Attached PST files
that are local or network-based are flagged.
Note: To collect PST files that are not attached to an Outlook profile, use the EAS
utility NTPSTSearch.exe. It searches network directories for "orphaned" PST files.
The file rights on the PST file can be used to determine its owner.
5. When the PST Gathering task has run for sufficient time to allow all the
PST files of all users in scope to have been flagged, create a Disable
PST Gathering task and configure it for users whose PST files are being
archived.
6. Like the Enable PST Gathering task, the Disable PST Gathering task
requires that users restart and log in to Outlook for the changes to the
client component to take effect. When ready, run the Disable PST
Gathering task and advise affected users to start or restart their Outlook
client and login. If the Outlook profiles uses Cached Exchange mode, the
user will need to open Outlook a second time for PST gathering to take
effect.
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7. Ensure affected users are logged in to the network but not running
Outlook. Most commonly, the approach taken is to advise users to leave
their machines in stand-by mode overnight.
Note: Outlook must not be opened while the PST files are being copied because
opening Outlook locks the PST files and prevents Step 9 from executing properly.
8. From a command prompt, run EASMovePSTToNetwork.exe on the client

machine.
This file is located in the EAS Server installation directory. The default
location is \Program Files\ZANTAZ\EAS\PSTMigration. You can
run this file using a login script. If run by a login script, you can set a
random number of login entries to disperse the copying of the PST files,
thereby mitigating the network impact of this procedure.
Use the following syntax:
EASMovePSTToNetwork.exe /d:<destination
path>[/r:<random value>][/u (uninstall PST from
profile)][/g:<comma delimited paths to scan>[/s
(recursive scanning)]]
All PST files are copied to the temporary PST repository you created in
step 2. A progress bar in Outlook clients indicates when the PST files are
being copied. Users may open Outlook after this step, however, as they
are not able to see their PST files at this point, you may prefer to advise
them to restart Outlook only after you have completed all steps in this
procedure.
The PST files are temporarily unavailable to users (until completion of step
20) and do not appear in their Outlook profile. When users open Outlook,
they see a message indicating that their PST files cannot be found. Most
commonly, users are not impacted if the PST migration process is
performed overnight.
9. Make a backup copy of the PST repository.
10. Run the EASGenerateCSVFile.exe on the server containing the PST
repository using the following syntax:
EASGenerateCSVFile.exe \\MachineName\ShareName
This builds a CSV file containing a list of PST files and associated
Exchange object-distinguished names. The CSV file enables EAS to
determine which files are associated with which user.
11. From EAS Administrator, click Archive Sources > EAS for Exchange >
Import PST Info File Entries to DB and navigate to the CSV file in the
PST repository. Click Open, then OK when the prompt indicates success.
12. Click Settings > Options and click the General tab.
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185
13. Ensure that the Delete Original Objects option is disabled (no check
mark) if the intent is to remove PST files only at the end of the PST
migration process.
14. (Optional) Click the Exchange tab and enable the Leave Stubs in PST
option. This options moves the stubbed PST structure into the users' live
Outlook mailboxes at the end of the PST migration process. In addition,
on the Exchange tab check Apply Formula to PST if you want to apply
the user's archiving formula policy to the PST file contents.
Note: Applying a selective archive policy results in a partial archive of the PST
contents and unarchived items remain in the PST files. Ensure that in the Archive
Message Classes field (Settings > Options > Archive Sources > EAS for
Exchange) all message classes that may exist in the PST (you can use wildcards
such as IPM.*;REPORT.*;).
15. Create and run a PST Archive task configured for users whose PST files
are being archived.
16. (optional) Run PSTCompress.exe on the server containing the PST
repository.
Unused space is removed from the PST files. This step also requires the
third-party PSTUPG19.exe utility.
17. Run EASMovePSTFromNetwork.exe on the client machine. This utility
can be placed in a login script or it can be run from Windows Explorer. No
switches are required.
PST files are returned to the client machine. Users now have access to
their PST files with same structure as before, but the PST files contain
stubs of archived messages.
18. Run a PST Stub Migrator task to merge the PST stubs and folders in
Outlook Today.
There are two settings on the EAS Options > Exchange tab that
influence the outcome of the PST Stub Migrator task. Check the Prepend
PST File Name to Folder Path option to use the name of the users PST
file as the name of the folder in the user mailbox to which stubs are
moved, or specify a folder name in the Base PST Folder. These options
dictate how a user's PST files are displayed and structured under Outlook
Today. For more detail on these options, see Specify Exchange Server
options (on page 58).
19. To ensure that Outlook users do not continue to add to existing PST files
or create new ones, disable this ability in the registry of the client machine
or through the Group Policy.
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Archiving deleted items

There are three types of item deletion in the Microsoft Exchange/Outlook
environment:
Delete An Outlook user can mark items for deletion by pressing the Delete
key on a keyboard or clicking Edit > Delete, or the X icon in the Outlook
interface. These deleted items are placed in the user's Deleted Items
folder and can be retrieved by the user until folder is emptied and its
contents go to a deleted items retention location (or "dumpster").
Soft Delete By pressing Shift + Delete while an item is selected, a user

moves the item to the "dumpster" where it is no longer visible through the
Outlook client. (Users can restore items from the dumpster using Tools >
Recover Deleted Items in Outlook.)
Hard Delete Mailbox items can be permanently deleted using other

applications. These items are not recoverable.
EAS for Exchange can archive items from the "dumpster" attached to each
Exchange mailbox, that is, items deleted by the delete and soft delete
methods.
Specify the archiving policy for a user's deleted items

You can set an archiving formula and stub creation settings for the deleted
items (dumpster) for individual Exchange/Outlook users or for groups of users
(see "Specify the archiving policy for a group's deleted items" on page 188).
To specify the archiving policy for a user's deleted items:
Administrator.
3. In the Recipient Information dialog box for the selected user, click the
Dumpster Formula tab.
4. In the Formula Information section, click Formula Editor.
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187


stubs.


met.
Paragraphs field.


6. Click OK.
Specify the archiving policy for a group's deleted items

You can set an archiving formula and stub creation settings for the deleted
items (dumpster) for groups of Exchange/Outlook users or for individual users
(see "Specify the archiving policy for a user's deleted items" on page 187).
To specify the archiving policy for a group's deleted items:
Administrator.
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3. In the Properties dialog box for the group, click the Dumpster Formula
tab.
4. In the Archive / Stub Creation Information section, click Formula
Editor.
5. In the Group Stub Rule field, choose an option from the menu.

stubs.


met.
Paragraphs field.

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189

6. Click OK.
Create a task for archiving deleted items (dumpsters)

To create a task for archiving Exchange deleted items:
and click
2. Click the Create a New Task button
3. On the Scheduler window, specify a name for your task.

4. Select Archive Dumpster from the drop-down list on the Process field.
5. Specify when the task is to be run in the Occurs section of the dialog box.
6. On the Schedule Members tab, select the users or groups or both to
whom you want the task to apply:
For individual users:
a) Click Modify Exch Users.
b) Expand All Address Lists, select All Users, and click the users
whose deleted items you want to archive.
c) Click Add to Task, then click OK.
For groups:
d) Click Modify Exch Groups.
e) Select a group name and click Add Member, then click OK.
7. Click OK to close the Scheduler.
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The new task appears in the list of tasks on the Tasks view in the EAS
Administrator main window. The Dumpster archiving task can be enabled,
run or modified like any other EAS task. For more information, see
Configuring tasks (on page 89).
Restoring items archived in a mailbox "dumpster"

In you Microsoft Exchange environment, if you have set a retention period for
deleted items, they can be recovered using the Deleted Items Recovery
process. If the retention period for the deleted items has expired, the deleted
items may be recovered from the EAS archive if they were archived through a
Dumpster Archive task.
Restoring deleted items from the EAS dumpster archive is a two-step
process.
1. Restore the archived items to the hidden folder EAS Recycle Bin within a
user's mailbox (as described in Restoring archives (on page 205)).
2. In the Microsoft Exchange environment, you use the "Recovery Process

for Private Items" described under XCLN: Understanding Deleted Item
Recovery (refer to http://support.microsoft.com/kb/228934).
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Chapter 6
Manage archives
In This Chapter
Managing a user's search indexes ............................ 193
Managing offline support ........................................... 198
Controlling access to archived content...................... 199
Restoring archives .................................................... 205
Verifying and repairing archives ................................ 210
The final stage in the content life cycle is archive management, in other
words, allowing users to search the archives, restoring archives and verifying
and repairing archives.
You can also use EAS Storage Manager to manage archives. The limited
Storage Manager supplied with EAS allows you to delete and purge files. The
full Storage Manager license allows you to fully manage your archives,
including moving content to tertiary and offline storage. For more information,
see the EAS Storage Manager Administration Guide.
You can also use EAS Web Client to manage archives. It is a web-based view
of their archived content including archived messages, shared folders and
public folders. As an optional feature, the EAS Web Client can also provide
full text searching of archived messages and attachments.
Managing a user's search indexes

Typically, an index is shared by several users (a user in this sense means an
archivable unit such as mailbox, a public folder, a file share, or a SharePoint
site, depending on the EAS products you are using). Each user can be
assigned to one or more indexes and the user's content may be split among
the indexes, replicated in several indexes, or handled through a combination
of splitting and replication. Each user's setup can be configured
independently.
Only content that has been archived by EAS is indexed and only content that
has been indexed can be searched. As each item is archived, it is indexed in
Manage archives
the user's primary index (or, if the primary index is replicated, to multiple
indexes). Secondary indexes are indexes that have been demoted from
primary to secondary status. There may be multiple levels of non-primary
indexes.
Each of the user's indexes is assigned a number, called a CopyNum. A
primary index has CopyNum 1; non-primary indexes have a CopyNum greater
than 1. If indexes are replicated, they have the same CopyNum. To search all
of a user's archived items, one index from each group of CopyNums (or
replicated indexes) must be searched.
Primary indexes and replica indexes have read-write permissions; content of
secondary indexes is read-only (although content can be deleted).
Each user has a list of search indexes (possibly an empty list). If a user has
any search indexes, they must have at least one primary search index (where
all new content is indexed). A user can have as many primary indexes as
desired, meaning the primary index can be replicated. The first index added to
a user's index list is always a primary index. Generally, only one index is
required for a user. However, if the user changes location within the
environment, or you want to increase search speed and data redundancy, you
can add more indexes. When you add a new index to a user, you can
configure it as a new sole primary index (which demotes current indexes to
secondary indexes) or you can configure it as a copy of the current primary
indexes (replication).
If EAS has been archiving content for some time without indexing and
indexing is later enabled, the content in all previous archives is automatically
added to the indexes.
For more information on indexing, see Configuring search indexes (on page
100).
Add users to a search index

A user is an archive source (a mailbox, a file share, or a SharePoint site) that
can have its archived content indexed. Use this procedure to assign users to
an existing search index. For information on adding an index to EAS, see
Configuring search indexes (on page 100).
To add users to a search index:
2. In the Search Index Administrator dialog box, select a search index and click
Properties.
3. Click the Members tab.
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The members list shows all Exchange and other types of users that use
the selected index.
4. Click Exchange > Add and select one or more users from the list
presented.
Tip: If you are adding Exchange mailboxes to a search index, click Add from DL
to quickly select all Exchange users on a particular distribution list.
User icons that display in light grey are not currently assigned to the
index.
5. Click Bulk Add to Index.
The Add Search Index Options dialog box is displayed.
Create new search index for new content (split index) makes the
currently selected index the sole primary index for the selected users
and demotes any existing indexes to which they were assigned. New
content is added to this index but the previously archived content
remains indexed in the old primary index. In other words, the index
information for the selected users is split between the new primary
index and the previous indexes.
Replicate current primary search index replicates information in the

selected user's current primary index in the index selected in this
procedure. In other words, the content archived by the selected users
will be indexed in two indexes. This redundancy safeguards access to
archived content in the event of a system failure.
7. Click OK.
Note: When users are added in bulk to an index, the index to which they are
added becomes their single primary index.
Remove users from a search index

In this procedure, a user is an archive source (a mailbox, a file share, or a
SharePoint site) that can have its archived content indexed.
To remove a user from a search index:
2. In the Search Index Administrator dialog box, select a search index and
click Properties.
Depending on the EAS products you are licensed to use, you see a
number of buttons on the right for various kinds of archive units which
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could include: Exchange mailboxes, Public Folders, FA Shares, Lotus

Notes mailboxes and SPS (SharePoint sites).
4. Click the button for the type or content sources you want to remove from
the index and, on the pop-up menu, click Remove.
5. If you chose Lotus Notes, select mailboxes through an LDAP query.
a) In the LDAP Query dialog box, enter the following information:
LDAP Container - Enter the LDAP Container setting and click the
browse (...) button to navigate to a container.
LDAP Filters - Enter filter criteria or click the Filters button and
select a filter from the list. You can use wild cards (*) in your filter.
You can also click the Groups button and select an NT group.
b) Click OK.
6. Select one or more archive units from the list presented and click Bulk
Remove from Index or right-click and select Remove Users from the
pop-up menu.
7. Click OK.
Move users from one search index to another

Use this procedure to move all users from one index to another. A user is an
archive source (a mailbox, a file share, or a SharePoint site) that can have its
archived content indexed.
Note: The selected users cannot be moved if their current search index is
replicated. They also cannot be moved to an index that is replicated.
To move users from one search index to another:
2. In the Search Index Administrator dialog box, select a search index and
click Properties.
Depending on the EAS products you are licensed to use, you see a
number of buttons on the right for various kinds of archive units which
could include: Exchange mailboxes, Public Folders, FA Shares, Lotus
Notes mailboxes and SPS (SharePoint sites).
4. Click the button for the type or archive units you want to add the index and
click Move or right-click and select Move Users from the pop-up menu.
5. Select one or more items from the list and click Bulk Move to Index.
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A list of indexes is displayed. At least one other index must be

preconfigured.
6. Select an index and click OK.
7. Close the Search Index Properties dialog box.
8. Verify that the users are moved by selecting the target index, selecting
Properties and viewing the moved users on the Members tab.
Add a search index to an individual user

Tip: You can also add a search index from the user properties in Active
Directory.
To add a search index to an individual user:
Administrator.
Enrolled users display an icon with a check mark.
3. Click the Search Indexes tab.
4. Click the Add Index button.
A list of indexes is displayed.
5. Select an index and click OK.
The Add Search Index Options dialog box is displayed.
6. Enable the Create New Search Index for All Content option.
7. Click OK.
Move a search index for an individual user

To move a search index for an individual user:
Administrator.
4. Select an index from the list.
5. Click the Move Index button.
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In the Select Destination for Search Index Move dialog box, select an index
to which you want to move the user mailbox.
6. Click OK.
Note: A replicated index cannot be moved.
Tip: You can also move a search index from the user properties in Active
Directory.
Remove search indexes from an individual user

To remove search indexes from an individual user:
Administrator.
4. Select an index.
5. Click the Remove Index button.
Tip: Click Remove All indexes to have the user removed from all indexes in the
list.
6. In the confirmation message, click Yes.

Notes
You can remove all search indexes and you can remove any secondary
index, but you cannot remove a primary index if a secondary index exists
for the user. In other words, if a user has any indexes they must have at
least one primary index.
If the index is replicated, all user content is removed from the index and
the index is removed from the list. If it is a non-replicated secondary index,
the content is moved to the primary index/indexes.
Tip: You can also remove a search index from the user properties in Active
Directory.
Managing offline support

When Exchange users are offline, they can continue to have access to
content that has been archived and stubbed.
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Controlling access to archived content
When offline storage is enabled, a new button, Synchronize Offline Archive

, is added to the archiving toolbar in the users Exchange mail client. If
Offline synchronization was configured to occur only manually (during client
installation), the user must click this button before going offline to work offline
with archived content. The first time the user synchronizes content, a new
database is created on the users computer.
Offline support for Exchange users can be enabled at the time of the client
installation or through a Client Permissions (on page 93) task.
Enable the Synchronize the Offline EAS Archive option to place a button
with the same name in the Outlook client.
A choice of options controls when synchronization of the offline store and the
EAS document store occurs:
Manually specify when to synchronize Mail is synchronized when an

Outlook user clicks the Synchronize the EAS offline archive button.
Synchronize at Start Mail is synchronized when an Outlook session

starts.
Synchronize at Exit Mail is synchronized when an Outlook session ends.
Synchronize continuously Mail is synchronized throughout the Outlook

session.
If your EAS environment also includes EAS for Files, you can enable the
Offline Sync for Files option for users who need to access archived files
when they are working offline. The EAS for Files client enables users to view,
edit, and retrieve archived files using stubs at the original file location. Users
who require offline access to archived files must make the file share folder
available offline and then configure the folder to synchronize its contents with
the archived files. The EAS for Files client must be installed with the Offline
Sync for Files option enabled. For more information, including client
installation procedures, refer to the EAS for Files User Guide.

By default, EAS permissions are based on those already established in
Exchange and in the Outlook client so each folder archived by EAS retains its
Exchange security settings. This means that users can only find an archived
message if they had access to it within Exchange. An EAS administrator can
set additional permissions, for example, to accommodate management
access to a users archived messages, or for compliance personnel that are
polling a companys entire messaging content.
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Alternately, EAS can base the sharing permissions on the mailbox rights in
Active Directory. If the IIS server is set to allow anonymous access, retrieval
requests from users are authenticated using the Exchange Server. However, if
anonymous access is disabled, the retrieval requests are authenticated using
the NT permissions from Active Directory. Note that if anonymous access in
IIS is disabled, the Extended NT Account Sync option in EAS must be
enabled.
Granting user rights to a folder gives a user access to all archived mail from
that folder, even if the mail was archived before the user was granted the
permission.
Note on precedence of permissions

When using the Extended NT Account Sync option in EAS, it is important to
note that EAS considers Allow and Deny permissions. However, in doing so,
EAS may behave in more stringent manner than Microsoft's standard when
dealing with explicit and inherited permissions. In EAS, a Deny permission
always take precedence over an Allow permission. This is not always the case
with NT permissions however. There are scenarios in which Explicit Allow can
override an Inherited Deny. In such a case, Allow would take precedence over
Deny in NT (Explicit Allow is ranked higher in the permission hierarchy than
Inherited Deny). EAS does not factor the permission hierarchy due to the
performance overhead and risks of being out of sync, and as a result EAS
always gives precedence to a Deny over an Allow permission.
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Synchronizing permissions
In order for the permission structure within EAS to reflect user-initiated
permissions in Exchange Server, the permissions tables must be
synchronized using a task. You can create a task specifically to synchronize
distribution lists, or you can enable the Synchronize Distribution Lists
option on any task that has this option available.
EAS uses the Global Address List to determine members. For this reason,
distribution lists that are hidden from the Global Address List do not
Global Address list, disable the following Exchange Server options:
Anonymous access to user mail folders

Exchange allows a user to designate mail folders that anyone can access. By
default, EAS is configured to respect those settings. In other words, if a user
has granted anonymous access to a folder, the archived content of that folder
is searchable by other EAS users.
You can choose not to allow anonymous access to archived user folders. This
is a global setting that applies to all users. Refer to Ignore Default/Anonymous
ACL Rights (on page 291) in the EAS options reference (appendix or help in
EAS Administrator).
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Specify other users who can access a mailbox archive

Use this procedure to grant an individual, a group, or all EAS users the ability
to search archived mail of an individual user.
To specify other users who can access a mailbox archive:
Administrator.
2. In the Recipient Administrator, double-click an enrolled mailbox user
whose archived mail you want to be searchable by others.
Enrolled mailbox users display an icon that has a check mark.
3. Click the Trustees tab.
The Trustees tab displays users who have permission to access the
currently selected mailbox.
4. To grant permission to an individual user,
a) Click Add/Remove Users.
The Permissions To dialog box is displayed.
b) In the All Address Lists list, click All Users.
c) Select a user and click Add Permission.
d) Click OK.
5. To grant permission to an EAS group,
a) In the Trustees tab, click Add/Remove Groups.
b) In the Groups list, select a group and click Add Permission.
c) Click OK.
6. To grant permission to all users,
a) Enable the Grant Access to All EAS Users option.
b) Click Yes in the Confirm Global Access dialog box.
7. Click OK to save changes and close the Recipient Information dialog box for
the selected user, and click OK to close the Production Recipients dialog
box.
8. Run a task with the Synchronize Distribution Lists option enabled. For
more information, see Synchronizing permissions (on page 201).
When the task is complete, the user to whom you granted the trustee
permission should see the mailbox of the selected user in the Users list on
the EAS search dialog box.
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Specify other mailbox archives that a user can access

Use this procedure to allow an individual EAS user to search the archived
mail of one or more other EAS users or public folders.
To specify other mailbox archives that a user can access:
Administrator.
2. In the Recipient Administrator, double-click an enrolled mailbox user to
whom you want to grant search access to other archived mailboxes.
Enrolled mailbox users display an icon that has a check mark.
3. Click the Trustors tab.
The Trustors tab displays mailbox user archives to which the currently
selected user has access.
4. To choose an individual user to whose archived mail this user should have
search access:
a) Click Add/Remove Users.
The Permissions To dialog box is displayed.
b) In the All Address Lists list, click All Users.
c) Select a user and click Add Permission.
d) Click OK.
5. To choose a public folder to which this user should have search access,
a) In the Trustors tab, click Add/Remove Public Folders.
b) Select a public folder and click Add Permissions.
c) Click OK.
6. Click OK to save changes and close the Recipient Information dialog box for
the selected user, and click OK to close the Production Recipients dialog
box.
7. Run a task with the Synchronize Distribution Lists option enabled. For
more information, see Synchronizing permissions (on page 201).
When the task is complete, the user to whom you granted the search
permission should see the mailbox of the selected user or users or public
folders (or both) in the Users list on the EAS search dialog box.
Configure anonymous access to user mailboxes

To configure anonymous access to user mailboxes:
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3. Enable or disable the Ignore Default/Anonymous ACL Rights option.
4. Click OK.
Notes
If this option is enabled (checked), the content archived from a mailbox

folder to which the user has granted anonymous access is not searchable
by other users. If this option is disabled (not checked), EAS allows other
users to search the archived content of the folder (if the owner of the
folder has granted this as an ACL right).
A Synchronize Distribution List task must be run after any permission

change is made. For more information, see Synchronizing permissions
(on page 201).
Retrieving messages from different EAS environment

If your organization has multiple EAS environments (2 or more separate
databases connected to different hierarchies of parent/child EAS servers), you
can make each environment aware of the others to enable access to archived
content between the environments.
For example, suppose a company has offices in North America and Europe.
North American offices belong to EAS environment A with one database and a
hierarchy of parent and child EAS servers. European offices belong to EAS
environment B with its own database and EAS servers. An employee transfers
from Europe to North America. By performing the procedure below, the North
American EAS environment can access the European environment, allowing
the employee to access his archived content in the new location.
Prerequisites:
EAS Server IDs in each of the EAS environments must be different.
Users accessing content from a remote EAS environment must be

enabled EAS users in both environments.
To make an EAS environment aware of a remote EAS environment:

1. Using any SQL client, locate the EASSERVERS table.
2. Insert a record in the EASSERVERS table that specifies the following
values:
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SERVERID Must be a unique server ID.

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Restoring archives
ODBCSOURCE The complete URL of the easweb.dll in the remote

environment.
Example SQL statement:

insert into EASSERVERS values (752,
'http://14.3.71.39/eas_app/easweb.dll')
When this change to the table has been made, the EAS environment in
which the change was made is aware of the EAS server in the remote
environment.
3. The Exchange administrator must move the mailbox of the affected user
or users from the remote (original) Exchange server to the Exchange
server in the new location.
When this procedure is completed, EAS client users can access stubs and
retrieve or restore archived content from both EAS environments.
Restoring archives
You can restore items from a document store to the original or an alternate
location. This can be used for fast recovery of archived content in the event of
a disaster.
Configure retrieve and restore options

To configure retrieve and restore options:
3. Click the Select IIS Server button.
The IIS Server Administrator window is displayed.
4. Select an IIS server and click OK.
Retrieve Messages From IIS Server Specifies whether EAS

Administrator retrieves archived content from the IIS server, not directly
from a document store. Useful in environments where the EAS server
cannot directly access document stores (for example, a multi-site EAS
environment where the document store where the message is located
is behind a firewall).
Retrieve Messages From IIS Server's Document Stores Specifies

whether EAS Administrator retrieves archived content directly from the
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document store without using the IIS server. Reduces the demand on
IIS server processing resources, but NT shares are required on all
document stores. For large, multi-site installations, this method of
retrieving messages may not be feasible.
6. Click OK.
Restore messages to an original mailbox

To restore messages to an original mailbox:
2. In the Global Address List, select a user name.
3. Click Restore Mail.
document store.
4. Select the messages to be restored (A).

5. Enable one or more of the following options (B):
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Do Not Restore When Stub Deleted restores only the archived

messages or file for which there are stubs.
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Restoring archives
Delete Stubs on Restore replaces corresponding stubs with the

archived version of the message or file.
Restore Stubs adds stubs that point to the archived content but does
not restore the original message or file.
Note: Enabling the Restore Stubs option disables the other two options.
6. (Optional) Click Reset Permissions to reset sharing permissions (C) to

the default. This is a temporary measure which is overridden by the mail
server settings during the next Archive or Folder Synch task, and followed
by DL synchronization.
7. Click Restore.
The Restore Progress dialog box opens.
Messages are restored to the specified folder.
Restore messages to an alternative mailbox

You can restore archived mail to a user other than its original owner.
Note: The new owner of the mail must have trustee access to read the
restored mail.
To restore messages to an alternative mailbox:
2. Navigate through the address lists to find the name of the user whose mail
you want to restore to someone else.
3. Click Restore Mail To.
The Restore Mail To dialog box opens.
4. Navigate to the mailbox of the user to whom you want to restore the other
users mail and click OK.
The Restore Mailbox dialog box showing the users mail in the document
store opens.
5. Select the messages to be restored.
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7. Click Restore.
The Restore Progress dialog box displays the results of the operation.
8. If you chose either the Do Not Restore When Stub Deleted option or the
Delete Stubs on Restore option, continue at step 11.
or
If your chose the Restore Stubs option, continue at step 9.
10. Run a Folder Synch with Refer Insertion task on the new mail owner's
mailbox. This task creates references to the new stubs and allows the new
owner to access the messages. For more information, see Folder Synch
With Refer Insertion (on page 94) and Create a task (on page 96).
11. Click Ok to close the Recipient Information dialog box and Ok to close the
Production Recipients window.
The new mail owner can now access mail restored from the original
owner.
Restore messages to a PST file

Note: If PST files to be restored contain archived content using double-byte or
other character sets that require Unicode, enable the Restore Unicode PSTs
option prior to restoring the messages to a PST file. For more information, see
"Restore Unicode PSTs" in EAS Options reference (help).
To restore messages to a PST file:
2. In the Global Address List, select a user name.
3. Click Restore Mail To PST.
The Open dialog box is displayed.
4. In the Open dialog box navigate to the PST file where the users mailbox
is to be restored and click OK. If the PST file does not exist, you can enter
a name and it is created.
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document store.


7. Click Restore.
The Restore Progress dialog box is displayed.
Note: EAS Administrator creates PST files of Personal Folders File (97-2002)
format. These files are subject to a 2 GB limit. You can, however, create an
empty Outlook 2003 (unicode) PST file with Outlook 2003 and use a copy of
the empty PST file as the target PST for restores. Outlook 2003 PST files are
not subject to the 2 GB limit.
Restore a public folder

To restore a public folder:
Production > Public Folders.
The Public Folder Administrator dialog box is displayed.
2. Select a public folder and click Properties.
3. Click Restore.
The Restore Mailbox dialog box displays the users mail in the document
store.
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6. Click Restore.
The Restore Progress dialog box is displayed.
Verifying and repairing archives

IMPORTANT: This feature must be used with caution. In a properly configured
EAS environment the verify/repair process should not be needed. Read this
section carefully before proceeding.
Document store errors may be reported during archive tasks and prevent
items from being archived. In this case, you should verify the document store.
Autonomy recommends that you verify your document stores periodically
(while backups are still accessible) to catch errors not reported or noticed in
the EAS logs.
Only document stores that are currently assigned to mail servers, file shares
or SharePoint sites in EAS can be verified.
Each archived item has a corresponding record in the EAS database with
fields for file name, archive location(s), size, and so on.
If you access a file in a document store and the properties differ from the
corresponding database entry, an error is generated. You can verify each
entry in the database and, if errors are found, you can choose which errors
are repaired.
During the verify/repair process, a selected document store is processed by
all available EAS servers simultaneously. This speeds up the process,
especially for high capacity storage systems like the EMC Centera.
The verify/repair process differs depending on the type of document store.
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On-line Day Archive

When verifying an online day archive, checks are done on the day archive
level (not the messages within). Any day archive record (DAR) in the
database is flagged if one of the following errors occurs:
The DAR is empty (that is, no message corresponds to the DAR).

When the DAR is repaired, if the sizes of the items within the day archive
have not been changed since the verification, both the physical day
archive file in the document store and the day archive entry in the
database are deleted; otherwise, an error is displayed.
The size of the physical day archive file is larger than the size recorded in
the database.
When the DAR is repaired, if the sizes have not changed since it was
verified, the physical day archive file in the document store is truncated so
that it agrees with the size recorded in the database; otherwise, an error is
displayed.
The size of the physical day archive file is smaller than the size recorded
in the database. When the DAR is repaired, if the sizes have not changed
since it was verified, items that do not exist in the day archive file are
deleted from the database to re-establish consistency; otherwise, an error
is displayed. Any checkpointed items will be lost; however, those items
that have not been checkpointed are not lost because the original items
still exist on the mail servers. Items may also be lost if the document store
does not use the checkpointing feature.
The day archive file (DAF) in a document store does not have an entry in
the database.
When the DAF is repaired, the DAF is deleted from the document store.
Single EAS File Archive (HSM)

When verifying HSM document stores, any archived item is flagged if the size
of the archived file varies from the size recorded in the database, or if the
archived file does not exist at all. When executing "Repair" for an archived
item, if the sizes have not changed since the "Verify", both the physical
archived item and its corresponding database entry are deleted; otherwise, an
error is displayed.
EMC Centera
When verifying archived content residing on an EMC Centera, any message
will be flagged if the item does not exist in the document store. When
executing "Repair" for an archived item, the corresponding database entry is
deleted.
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Network Appliance NAS (NetApp)

When verifying NetApp document stores, any archived item is displayed if the
size of the archived file varies from the size recorded in the database, or if the
archived file does not exist at all. When executing "Repair" for an archived
item, if the sizes have not changed since the "Verify" process, both the
physical archived item and its corresponding database entry are deleted;
otherwise, an error is displayed.
Potential error types and description of causes

Doc store type /
Job type
Cause
On-line Day Archive

Empty Day Archive
A day archive record (DAR) exists in the

database and there is a physical day archive file
(DAF). However, there are no items associated
with the DAR.
Oversize Day Archive The size of the physical DAF is larger than the
size recorded in the database.
Checkpointed Msg
Missing
A checkpointed item (an item that has been

removed from the Exchange or Lotus Notes
server or from a file share) does not exist in the
DAF, but there is an entry in the database for this
item indicating it has been archived.
Uncheckpointed Msg
Missing
Same as above (Checkpointed Msg Missing),

except this item is not yet checkpointed (it has
not yet been removed from the Exchange or
Lotus Notes server or from a file share).
Non-EAS File in
Document Store
There is an EAS file in the document store that is

not recorded in the database.
Single EAS File (HSM)

1. Msg File Wrong
Size
The size of the HSM archived file is different from

the size recorded in the database.
EMC Centera
1. Msg File Doesnt
Exist
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The archived file on EMC Centera does not exist.
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Potential error types and description of repair

Doc store type /
Job type
Action taken
On-line Day Archive

Empty Day Archive
If the database is still empty, the repair deletes

both the physical DAF and DAR. If no repair
action is taken, nothing is modified and an error
message is displayed when a user attempts to
retrieve a message from the day archive.
Oversize Day Archive If the sizes have not changed since the verify
process, the DAF is truncated so that it agrees
with the size recorded in the database. If no
repair action is taken, nothing is modified and an
error message is displayed when a user attempts
to retrieve an item from the day archive.
Checkpointed Msg
Missing
If the sizes have not changed since the verify

process, the entry for the item is deleted from the
database to re-establish consistency. The item is
permanently lost. If no repair action is taken,
nothing is modified and an error message is
displayed when a user attempts to retrieve the
message
Uncheckpointed Msg
Missing
Same as above (Checkpointed Msg Missing),

except that the item exists on the Exchange or
Lotus Notes server, file share, or SharePoint site.
It is archived the next time EAS processes the
location in which the item resides.
Non-EAS File in
Document Store
The DAF is deleted from the document store.
Single EAS File (HSM)

1. Msg File Wrong
Size
If the sizes have not changed since the verify

process, both the physical archived file and the
entry in the database are deleted. If no repair
action is taken, nothing is modified and an error
message is displayed when a user attempts to
retrieve the item.
EMC Centera
1. Msg File Doesnt
Exist
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The entry in the database is deleted.
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Verify an archive
To verify an archive:
1. In EAS Administrator, click Tools > Verify/Repair Archives.
The Verify Document Stores screen is displayed.
2. Enable the check box beside one or more document stores.
3. Click Verify.
4. The verify process produces one of the following results:
The Verify Successful dialog box is displayed. No repairs are necessary.
The Verifying dialog box displays a message indicating that one or

more document stores are not available. Check the server permissions
and run the verify process again.
The Repair dialog box is displayed. Select the errors to be repaired

(see "Repair an archive" on page 214).
Repair an archive
To repair an archive:
1. Verify the archive (see "Verify an archive" on page 214).
2. In the Repair dialog box, select the errors you want to fix and click Mark
for Repair.
3. Select the errors you dont want to fix and click Unmark for Repair.
Jobs marked for repair are displayed in green; jobs not marked for repair
are displayed in red.
4. Click Repair.
Note: Only errors marked for repair are corrected during the repair process.
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Appendix A
Formula language reference

In This Chapter
Components of EAS Formula Language................... 215
Components of EAS Formula Language

The sections that follow list and describe the various components of the EAS
formula language used for creating customized archiving formulas: variables,
return statements, functions and operators..
Variables
Variables allow you to store a value or a string. Unlike fixed/unchanging data
returned as a result of using just functions and/or operators, a variable can be
assigned different values. When a value is assigned to a variable, the value is
maintained until a new value is assigned.
The scope of a variable remains active only for the duration of a particular
message. All variables get reset between the processing of messages.
When using variables, the following rules apply:
Variables must be assigned an initial value.
An equal sign (=) is used to assign values to a variables.
Variables are case insensitive.
Variables are always separated by spaces.
The initial value determines the data type of the variable. However, the
variable can be reassigned to another data type.
APIArchiveSource
Populated with the archive source name for the message (from the
PR_EASAPI_ARCHIVESOURCE property).
if LCase(APIArchiveSource) = ProjectX then

DSGroupName = ProjectX_ds;
else if LCase(APIArchiveSource) = Case_2006_055 then
DSGroupName = Case_2006_055_ds;
end
APISuggestedRetention
A user-specified value representing the number of days the message is to be
retained since it was originally sent. This variable is only set if the message is
archived through an application extension developed using the EAS SDK and
if the property PR_EASAPI_SUGGESTED_RETENTION has a value.
Otherwise, it is set to -1.
if APISuggestedRetention >=0 then
RetentionPeriod = APISuggestedRetention
end
ArchiveDueToQuota
Boolean value.
Is true if the current archive task is a Quota Archive task.
//Determine if the current archive task is a quota archive task
if ArchiveDueToQuota then
if InStr(Subject, "Junk") then
return QuotaArchive
end
end
AttachmentNames
This variable allows you to identify messages that EAS should process
according to information about specific attachments. For example, you might
specify that all messages with attachments named RFP.doc are archived with
certain criteria, or you might specify that all messages with an attachment
known to contain a virus not be archived. Multiple attachment names can be
specified in the formula by using a semi-colon-delimited list, for example:
RFP.doc;Monthly_Status.xls;Strategy.ppt;
Syntax notes:
The list must end with a trailing semicolon.
If the attachment name has a ;(semicolon), the semicolon must be

replaced with a space in the AttachmentNames formula variable.
Example
if InStr(AttachmentNames,".doc;") then
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RetentionPeriod = 365 * 7
end
Notes:
This variable requires EAS to open each message to evaluate the number
of attachment types. This is a resource-intensive operation, so use of this
variable may have an impact on performance.
For files with the extensions .docx, .pptx, .xlsx, and .accdb, if
PR_ATTACH_LONG_FILENAME is deleted, the AttachmentNames
formula variable cannot be used.
Categories
EAS for Exchange
The keywords or phrases used in Outlook and Exchange. Categories help
users keep track of items so that they can easily find, sort, filter, or group
them.
Note: This variable requires EAS to open each message to evaluate the
message category. This is a resource-intensive operation, so use of this
The following formula can be used to archive messages that are marked to be
archived by users running Outlook in Exchange "cached" mode.
if instr(ucase(Categories),"MARK TO BE ARCHIVED") then
return archive
end
if instr(ucase(Categories),"MARK NOT TO BE ARCHIVED") then
return noarchive
end
DSGroupName
The document store group(s) in which the message is to be saved.
This variable overrides output behavior to ensure that the message resides in
a specific set of document stores.
Multiple groups are separated by a semicolon (;).
The option is displayed under the heading Output Variables.
//
//
//
//
if
You may want to convert the variable Categories to lowercase

to ensure that your formula will treat Contract, CONTRACT,
or contract as the same value. Note that the category name
must be followed by a semi-colon (;).
LCase (Categories) = "contract; then
Return Archive
else
Return NoArchive
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217
end
// if Categories contains "personal"
if Instr (LCase (Categories),"personal;")<>0 then
Return NoArchive
else
Return Archive
end
// Write the selected message to the DSG1 group as well as the DSG2
group
DSGroupName = DSG1;DSG2;
Folder
The folder/view name.
Folder is used to identify the current folder in which the message is found.
Folder names are strings and, therefore, case sensitive.
// if Folder contains " inbox"
If Instr (LCase (Folder),"inbox") <> 0 then
Return NoArchive
else
Return Archive
end
// if Folder contains " personal"
If Instr (LCase (Folder),"personal") <> 0 then
Return NoArchive
else
Return Archive
end
HasAttachments
Boolean value.
Indicates whether the message has attachments.
// Maintain at least 10% free space
// on the FA Share
if TotalDiskSpaceUsed / TotalDiskSpace >= 0.9 then
return Archive
end
(normal archive policy here)
//This formula will archive every item in the file share as long as
90%
//or more of the FA share disk is full. Once usage of the FA share
drops
//below 90%, normal policy-based archiving will occur.
//Determine if the message has attachments
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EAS for Exchange
If HasAttachments then
return NoArchive
end
return Archive
IsAssociatedContentsMsg
Populated with whether the message resides in the Associated Contents
table. 0 is False. 1 is True.
ManagedFolderRetention
When this variable is used in an EAS archiving formula, its value is populated
with the retention period inherited from Exchange. The value is always the
retention period specified by the managed content setting associated with the
message class of the item within the managed folder.
If no managed folder retention is set for the object in Exchange, the default
value is -1.
Formula example:
if ManagedFolderRetention <>-1
RetentionPeriod=ManagedFolderRetention
else
RetentionPeriod = 7X365
end
With Microsoft Exchange 2007 administrators can create managed folders. A

retention period can be specified at the folder level to apply to all items in the
managed folder or there may be a different retention period for each type of
item (based on message class) within the managed folder. If you use
managed folders, you can have EAS use the retention periods specified for
the managed folder items by using this variable in your archiving formula.
Note: ManagedFolderRetention is applied based on the SENTTIME, when
the ContentSetting is configured to start the retention period when the item is
moved to the folder.
Retention in Managed Folder vs EAS retention
The concept of a retention period in Exchange 2007 managed folders is not
the same as the EAS retention period. Retention in Exchange managed
folders is used only to trigger events such as message flagging or automatic
deletion. For example, if the retention period for a message (IPM.POST) in a
managed folder is 1 year, the message might be set to be automatically
deleted if it is still in the managed folder after 1 year. However, the managed
folder retention period does not prevent users from deleting items in managed
folders.
When EAS archives items from managed folders and uses the inherited
retention period, EAS enforced retention is applied. This means that the
EAS for Exchange
219
archived item cannot be deleted from the EAS archive during the retention
period. This does not, however, prevent a user from deleting the item from the
Exchange managed folder.
MessageClass
The class assigned to the message.
Every message has a message class property, which identifies the type,
purpose, or content of the message. A message's class determines the form
that is used to present the message to the user and the folder for placing
incoming messages.
For example, most messages sent and received by client applications fall into
the IPM message class, a broad category that describes all interpersonal
messages, or messages that are meant to be read by a human user, rather
than programmatically by a computer. Message store providers more
precisely describe an IPM message by creating an IPM subclass. The IPM
subclass inherits the properties of the IPM message class. Subclasses of the
IPM class are named by concatenating other character strings onto the IPM
identifier:
IPM.Note to describe an email message
IPM.NOTE.NDR to describe a report sent to the originator of a message

to indicate that the message could not be delivered to one or more of its
intended recipients.
MarkedToArchive
Boolean value.
Is true if the user has marked an item to be archived.
Any item marked by a user "to be archived" will be archived. However, this
variable can be used to customize behavior for items that are explicitly
marked by users to be archived. For example, Retention period,
DSGroupName, stub suppression, and delete suppression can be specified
for these items.
// Determine if the current archive task is an on-demand archive task
If OnDemandArchive then
RetentionPeriod=10
Else
RetentionPeriod=20
return Archive
//Determine if the user has marked the message to be archived
If MarkedToArchive then
RetentionPeriod=10
else
RetentionPeriod=20
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return Archive
MsgDate
The date the mail message was received.
// Check to see if the MessageClass is of the type IPM.NOTE.NDR
If MessageClass = "IPM.NOTE.NDR" then
Return NoArchive
else
Return Archive
end
// Display the age of a message in months
MsgAge = DateAge ("MM",MsgDate).
if MsgAge > 6 then
Return Archive
else
Return NoArchive
end
MsgFrom
The name of the sender of the mail message.
MsgLastModifiedDate
The date the Mail Message was last modified.
// Find messages from the specified user
If UCase (MsgFrom) = THE PRESIDENT then
Return Archive
else
Return NoArchive
end
// Find how long it has been since the message was modified in months
MsgAge = DateAge ("MM",MsgLastModifiedDate)
If MsgAge > 6 then
Return Archive
else
Return NoArchive
end
// Display the age of a file in months
FileAge = DateAge ("MM",CreationDate).
if FileAge > 6 then
Return Archive
else
Return NoArch
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221
MsgRead
Boolean value.
Indicates whether the message has been marked as read.
MsgSize
The size of the message in bytes.
NumAttachments
The number of attachments for the mail message.
number of attachment types. This is a resource-intensive operation, so use of
this variable may have an impact on performance.
// Find how long it has been since the file was modified in months
FileAge = DateAge ("MM",LastModifiedDate)
If FileAge > 6 then
Return Archive
else
Return NoArchive
end
// Determine if the message is greater than 1000 bytes.
If MsgSize>1000 then
Return Archive
else
Return NoArchive
end
// Determine if the file is greater than 1000 bytes.
If FileSize>1000 then
Return Archive
else
Return NoArchive
end
// Determine if the number of attachments is greater than four.
If NumAttachments > 4 then
Return Archive
else
Return NoArchive
end
NumRecipients
The number of recipients for the mail message.
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EAS for Exchange
number of recipients. This is a resource-intensive operation, so use of this
OnDemandArchive
Boolean value.
Is true if the current archive task is an on-demand archive task.
OutOfOffice
Boolean value.
Is true if the user has enabled the Out Of Office
Assistant.
//Determine if the user has set the Out Of Office Assistant option
if OutOfOffice then
return NoArchive
end
return Archive
RetentionPeriod
The number of days the object is to be retained. For messages, the retention
period begins on the day a message was sent. For files, the retention period
begins on the day a file was last modified.
The option appears under the heading Output Variables.
Subject
The subject of the mail message.
// Determine if the string joke is in the Subject
If Instr (LCase (Subject),"joke") <> 0 then
Return NoArchive
else
Return Archive
end
Return statements
A return statement is the method by which a formula controls what actions
EAS is to take with respect to a particular message. A return statement
terminates execution of the formula, passing control back to EAS. A formula
that does not return a value is assumed to have returned the value of
NoArchive.
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223
Return Statements are always written as one word.

True *
False *
* Applicable only to EAS Storage Manager
Archive
Calls the archiving function.
If Archive is called in a formula, the item is archived following the stub rules.
// Archive messages greater than 1000 bytes.
If MsgSize > 1000 then
Return Archive
end
DeleteStub
Delete the stub. Used in the Stub Management Information section.
KeepStub
Keep the stub. Used in the Stub Management Information section.
NoArchive
If NoArchive is called in a formula the items is not archived.
// Do not archive messages for the users Personal folder.
If Instr (LCase (Folder),"personal") <> 0 then
Return NoArchive
end
NoDelete
Archives items without deleting the originals from the source archive source
server. As a result, the user environment contains both a stub of the archived
item and the original version of the item.
This is very useful for creating backups of mailboxes or folders.
// Archive but do not delete all messages.
If MsgSize > 0 then
Return NoDelete
end
// Archive but do not delete all messages in folders containing
// the string "important".
If Instr (LCase (Folder),"important") then
Return NoDelete
end
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EAS for Exchange
NoQuotaArchive
During a Quota Archive task, any messages that return this statement are not
eligible to be archived.
NoStub
Enables archiving without stubs.
//If the message is less than 1000 bytes or it appears
//to be a communiqu, leave No Stub. For the actual formula //the Then
clause must be on the same line as the If clause.
If MsgSize < 1000 or
Instr (LCase (Subject),"communiqu") <> 0 then
Return NoStub
end
NoStubNoDelete
Strictly archive messages without creating stubs or deleting from the source
archive source server.
QuotaArchive
During a Quota Archive task, any messages that return this statement are
preferentially archived to allow the user to meet their quota.
StubAndDelete
Overrides normal stub creation (which modifies the existing item) to actually
create a copy of the original item and delete the copy.
This procedure ensures items that EAS stubs can be found in the "Soft
Deletes" folder (provided the mailbox store retention is enabled). For
organizations that do not use message retention, this is equivalent to the
Archive return value.
Functions
Functions are built-in procedures or subroutines that are used to evaluate,
make calculations on, or transform data. Upon specifying a function, the built
in operations will run automatically without you having to specify each
operation separately.
Functions generally cannot operate themselves. Arguments, or parameters,
are required in order to direct the function to the specific data and/or
conditions in which the data is to be manipulated.
All EAS functions have a return value. A return value is information returned
as a result of having run a function.
EAS for Exchange
225
When using functions, the following rules apply:
Function names are always one word. For example:

GetDate
A function may require one or more arguments with the following syntax:
Arguments are always enclosed in parentheses () immediately following

the function name.
A space between the function name and arguments is optional.
Multiple arguments are separated by a comma (,).

For example: Left (str, x) where:
Left is the function (leftmost characters are returned).
Str is the item to be manipulated.
X is the number of characters to be returned.
Left ("Debbie",3) returns "Deb".
Abs (x)
Returns the absolute value of a number, eliminating any negative value.
Type: arithmetic
Argument:
x is a numeric expression.
If a variable that is not initialized is used as the argument, zero is returned

Example
Abs (50.3) // Returns 50.3
Abs (-50.3)
// Returns 50.3
Ascii (str)
Returns the ASCII value for the first character in a string.
Type: string
Argument: str is a string
Returns: a whole number
Remarks:
American Standard Code for Information Interchange (ASCII) is a code in
which the numbers from 0 to 255 stand for letters, numbers, punctuation
marks and other characters.
Example
Ascii ("A") // Returns 65

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EAS for Exchange
Ascii ("a") // Returns 97

Ascii ("EAS") // Returns 69
Ceil (x)
Returns the next highest integer that is greater than or equal to the specified
numeric expression.
Type: arithmetic
Argument: x is a numeric expression.
Example
Ceil (55.4)
Ceil (-55.4)
// Returns 56
// Returns -55
Chr (x)
Returns the character associated with the specified ASCII character code.
Type: string
Argument: x is a number that identifies a character.
Returns: The character equivalent of a specified numeric expression.
Remarks:
Numbers from 0 to 31 are the same as standard, nonprintable ASCII
codes.
For example, Chr (10) returns a line feed character.
Example
Chr (65)
Chr (97)
// Returns A
// Returns a
DateAge (unit, date)

Returns the age of a date in decimal format in the unit of time specified.
Type: Date Time
Arguments:
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227
unit is a unit of time you would like the result returned in. Acceptable
values are:
YY for Years
MM for Months
DD for Days
HH for Hours
MI for Minutes
SS for Seconds.
date is the date you would like the age of. The accepted values are:
for EAS for Exchange and EAS for Lotus Notes:
MsgDate
LastAccessed
for EAS for Files and EAS for SharePoint
FileDate
LastAccessedDate
Example
// Returns the number of months since
// the message was received
DateAge ("MM", MsgDate)
// Returns the number of years since
// the message was received
DateAge ("YY", MsgDate)
// Returns an ERROR, MsgDate and
// LastAccessed are the only acceptable
// values for date.
DateAge ("MM", 24/05/2000)
DatePart (unit,date)
Returns the specified date part as a number.
Type: Date Time
Arguments:
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EAS for Exchange
unit is a unit of time you would like the result returned in. Acceptable
values are:
YY for years
QQ for quarter 1-4
MM for month 1-12
DD for day of the month 1-31
DW for day of the week 1-7 (Sunday is 1)
WK for week 1-52
HH for hour
MI for minute
SS for seconds
date is the date you would like the date part from. The accepted values
are:
for EAS for Exchange and EAS for Lotus Notes:
MsgDate
LastAccessed
for EAS for Files and EAS for SharePoint
FileDate
LastAccessedDate
GetDate ( )
Example
// Returns the Month the message
// was received
// where 1 is for Jan, 2 is for Feb etc.
DatePart ("MM", MsgDate)
// Returns the Quarter the message
// was received.
DatePart ("QQ", MsgDate)
//
//
//
//
Returns an ERROR
MsgDate, LastAccessed, and GetDate ( )
are the only
acceptable values for date argument
DatePart ("MM", 24/05/2000)
Exp (x)
Returns the base of natural logarithms raised to a power.
EAS for Exchange
229
Type: arithmetic
Remarks:
If the value of the argument exceeds 709.7, an error occurs. The constant
e is approximately 2.718282.
Example
// Uses the Exp function to return

// e raised to a power:
Exp (1) = 2.78282
Exp (2) = 7.38906
Floor (x)
Returns the nearest integer that is less than or equal to the specified numeric
expression.
Type: arithmetic
Example
Floor (55.4)
// Returns 55
Floor (-55.4) // Returns -56
GetDate ( )
Used to retrieve todays date.
Type: Date Time
Remarks:
Useful for comparisons when used with DatePart ( ).
Example
// Get today's date
// If it is Sunday archive the mail
Today = DatePart ("DW", GetDate ( ))
if Today = 1 then
Return Archive
else
Return NoArchive
end
InStr (str, substr)

Returns the position of the first occurrence of one string within another.
230
EAS for Exchange
Type: string
Arguments:
str is the string expression being searched.
substr is the string expression being searched for.

if str is zero-length, returns zero.
if str is not found, returns zero

if the substring is found, returns the position at which match is found.
Example
// Assume MsgSub =
// "Inter Office Communique"
InStr (MsgSub, "Office")
InStr (MsgSub, "Communique")
InStr (MsgSub, "office")
InStr (LCase (MsgSub), "office")
// Returns 7
// Returns 7
// Returns 14
// Returns 0
InStr2 (x, str, substr)

Returns the position of the first occurrence of one string within another,
ignoring any occurrence before position x.
Type: string
Arguments:
x is the position in the string to start the search.
str is the string expression being searched.
substr is the string expression being searched for.

if x is zero, returns 0
if str is zero-length, returns 0
if str is not found, returns 0
if substring is found, returns position at which match is found.

Example
InStr2 (1,"abracadabra", "bra")
InStr2 (3, "abracadabra", "bra")
InStr2 (10, "abracadabra", "bra")
// Returns 2
// Returns 9
// Returns 0
LCase (str)
Returns a string that has been converted to lowercase.
EAS for Exchange
231
Type: string
Argument: str is a string.
Returns: text string
Remarks:
Only upper case letters are converted to lowercase.
All lowercase letters and non-letter characters remain unchanged.
Example
LCase ("A")
// Returns "a"
LCase2 (str, codepage)

Returns a string that has been converted to lowercase for the specified code
page.
Type: string
Arguments:
str is a string
codepage is a code page ID

Remarks:
Only upper case letters are converted to lowercase.
Example
LCase2 (", 850) // returns ""
Left (str, x)
Returns a specified number of characters from the left side of a string.
Type: string
Arguments:
str is a string from which the leftmost characters are to be returned.
x is a whole number indicating how many characters to return.

Remarks:
If x is assigned 0, a zero-length string (" ") is returned.
If greater than or equal to the number of characters in string, the entire

string is returned.
To determine the number of characters in a string, use the Len function.
232
EAS for Exchange
Example
// Returns "Office"
Left ("Office Memo", 6)
// Returns "Office M"
// Returns " "
// Returns "Office Memo" NOT
// "Office Memo
"
Len (str)
Returns the number of characters in a string including spaces.
Type: string

Example
Len ("Office Memo")
// Returns 11
Len ("1234")
Len (1234) // Returns an ERROR. 1234
// is not a string
// Returns 4
Ln (x)
Returns the natural logarithm of a number.
Type: arithmetic
Example
Ln (10) // Returns 2.30259
Log (x)
Returns log base 10 of a number.
Type: arithmetic
Argument: a numeric expression greater than 0.
Example
EAS for Exchange
233
Log
Log
Log
Log
(10)
(1000)
(5.5)
("A")
// Returns 1
// Returns 3
/ Returns 0.740363
// Returns an ERROR
LTrim (str)
Returns a copy of a string without leading spaces.
Type: string
Argument: str is a string stored right-justified.
Returns: text String
Example
// Returns "Letter from the CEO
LTrim ("
Letter from the CEO
"
")
Mid (str, x, y)
Returns a specified number of characters from a string.
Type: string
Arguments:
str is a string from which characters are returned.
x is a whole number indicating the position of the first character to extract.
y is a whole number indicating the number of characters to return.

Remarks:
If x (the starting character) is greater than the number of characters in

string, Mid returns a zero-length string ("").
If there are fewer than y characters in the text (including the character at
x), all characters from the start position to the end of the string are
returned.
To determine the number of characters in a string, use the Len ( ) function.
Example
Mid
Mid
Mid
Mid
("abracadabra",2,3)
("abracadabra",2,5)
("abracadabra",5,7)
("abracadabra",12,7)
//Returns "bra"
//Returns "braca"
//Returns "cadabra"
//Returns " "
Mod (x, y)
Returns the remainder of x divided by y.
Type: arithmetic
Argument:
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EAS for Exchange
x is a number indicating the dividend.
y is a number indicating the divisor.

Returns: divides x by y and returns only the remainder.
Remarks: the divisor cannot be zero (0).
Example
Mod
Mod
Mod
Mod
(5,2) //
(5,5) //
(5.5,5)
(5,0) //
Returns 1
Returns 0
// Returns 0.5
Returns ERROR
Print (str)
Prints to the output window in EAS.
Type: string
Returns: a string
Remarks:
Useful for testing and debugging formulas.
Example
// check if Categories contains the
// string "personal"
If Instr (LCase (Categories), "personal") <> 0 then
Print (Categories)
else
Print ("does not contain the word personal")
end
Right (str, x)
Returns a specified number of characters from the right side of a string.
Type: string
Arguments:
str is a string from which the rightmost characters are to be returned.
x is a whole number indicating how many characters to return.

Remarks:
EAS for Exchange
235
If x is assigned 0, a zero-length string (" ") is returned.
If greater than or equal to the number of characters in the string, the entire
string is returned.
To determine the number of characters in a string, use the Len function.
Example
// Returns "Memo"
Right("Office Memo", 4)
// Returns "ice Memo"
// Returns "Office Memo"
RTrim (str)
Returns a copy of a string without trailing spaces.
Type: string
Argument: str is a string stored left-justified.
Example
// Returns "
RTrim ("
Letter from the CEO"
Letter from the CEO
")
Sqrt (x)
Returns the square root of a number.
Type: arithmetic
Argument: x is a number
Returns: a number
Remarks:
If the argument is negative, it returns an ERROR and the return value is
automatically zero.
Example
Sqrt (4)
// Returns 2
Sqrt (-4) // Returns ERROR
Str (x)
Returns the character equivalent of a specified numeric expression.
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EAS for Exchange
Argument: x is a number
Returns: a string
Example
// Returns the string "-105"
str (-105)
// Returns the string "88"
Str (88)
// Returns an ERROR
Str (55)+10
Trim (str)
Returns a copy of a string without any leading or trailing spaces.
Type: string
Argument: str is a text string
Example
// Returns "Letter from the CEO"
Trim ("
Letter from the CEO
")
UCase (str)
Returns a string that has been converted to upper case.
Type: string
Argument: str is a string.
Remarks:
Only lowercase letters are converted to upper case
All upper case letters and non-letter characters remain unchanged.

Example
// Returns "HELLO WORLD"
UCase ("Hello World")
// Returns "JULY 12 MEETING"
UCase ("july 12 Meeting")
UCase2 (str, codepage)

Returns a string that has been converted to upper case for the specified code
page.
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237
Type: string
Arguments:
str is a string
codepage is a code page id
Remarks:
Only lowercase letters are converted to upper case
All upper case letters and non-letter characters remain unchanged.
Val (str)
Returns the numbers contained in a string as a numeric value of appropriate
type.
Type: string
Returns: a number
Remarks:
The Val function stops reading the string at the first character it can't
recognize as part of a number.
Symbols and characters that are often considered parts of numeric values,
such as dollar signs and commas, are not recognized.
Example
// Returns the number 165198

Val ("165198")
Val ("1651 98")
Val ("12")+3
Operators
Operators are specific words or symbols that describe an operation/action to
take place between two or more values.
When using operators the following rules apply:
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EAS for Exchange
Each side of the operator MUST be the same data type.
In string comparisons A < Z < a < z.
Add (+)
Adds 2 numbers.
Usage: x + y
Returns: a number.
Example
2 + 2 // Returns 4
Val ("12") + 3
"a" + 5 // Returns ERROR
And (and)
Performs a logical conjunction on two expressions.
Usage: x and y
Returns: True or False
Remarks:
If, and only if, both expressions evaluate to True, the result is True.
If either expression evaluates to False, the result is False.

False and False = False
False and True = False
True and False = False
True and True = True
Example
If NumRecipients >4 and MsgSize > 100 then
Return Archive
else
Return NoArchive
end
If LCase (Subject) = "memo" and MsgSize < 100 then
Return Archive
else
Return NoArchive
end
Comment (//)
Identifies comments.
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239
Usage: //
Remarks:
Anything that follows is not treated as part of the formula and will not print.
Each new comment line must be preceded by //

Example
//
//
//
//
//
This is an example of how to

use the comment operator
As you can see each new line must
start with the operator,
otherwise an error will occur.
Concatenate (+)
Connects two strings to make one contiguous string.
Usage: x + y
Returns: a string
Example
"a" + "b"// Returns "ab"
"a" + 5 // Returns ERROR
Divide (/)
Divides two numbers and returns a floating-point result.
Usage: x / y
Returns: a number
Example
8 / 4 // Returns 2
5 / 2 // Returns 2.5
Equal (=)
Compares expressions and determines whether the result is True or False.
Usage: x = y
Remarks:
To be used in conjunction with If Then statements.
Example
If UCase (Folder) = "PERSONAL" then
Return NoArchive
else
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EAS for Exchange
Return Archive
end
Greater Than (>)

Usage: x > y
Remarks:
Example
if DatePart ("MM",MsgDate) > 5 then
Return Archive
else
Return NoArchive
end
Greater Than or Equal To (>=)

Usage: x >= y
Remarks:
Example
if DatePart ("MM",MsgDate) >= 5
Return Archive
else
Return NoArchive
end
then
If..Then..End
Executes a statement conditionally.
Usage: If x Then y End
Returns: If x is true Then do y.
Remarks:
The condition is usually a comparison, but it can be any expression that
evaluates to a numeric value:
A false condition returns a value of 0.
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241
A true condition returns a non 0 value.
Else clause is optional.
Then MUST be on the same line as the If clause.

Example
If MsgSize > 100 then
Return Archive
end
If NumRecipients > 4 then
Return Archive
end
If...Then...Else...End
Defines several blocks of statements, one of which will execute.
Usage: If x Then y Else y End
Returns: If x is true Then do y. If x is not true (Else), do z.
Remarks:
First tests condition1. If it is False, proceed to test condition2, and so on,

until it finds a True condition. When it finds a True condition, execute the
corresponding statement block and then execute the code following the
end.
It is possible to have nested IFs.
Then MUST be on the same line as the If clause.

Example
If MsgSize>100 then
if NumAttachments>3 then
Return Archive
else
Return NoStub
end
else
Return NoArchive
end
Less Than (<)

Usage: x < y
Remarks:
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EAS for Exchange
Example
if DatePart ("MM",MsgDate) < 5 then
Return NoArchive
else
Return Archive
end
Less Than or Equal To (<=)

Usage: x <= y
Remarks:
To be used in conjunction with If Then statements
Example
if DatePart ("MM",MsgDate) <= 5 then
Return NoArchive
else
Return Archive
end
Multiply (*)
Multiplies two numbers.
Usage: x * y
Returns: a number.
Example
5 * 5 // Returns 25
"a" * "b"// Returns an ERROR
a = 5
b = 5
a * b // Returns 25
Negate (-)
Indicates the negative value of an expression.
Usage: - x
Returns: a number.
Example
// Returns the numeric value -2
A = 2-A
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243
Not (not)
Performs logical negation on an expression.
Usage: Not (x)
Remarks:
Reverses the True or False value of x. For example, if the expression

evaluates to False, the result is True.
The parenthesis is optional.

Example
// if the message size is less than 100
If not MsgSize >100 then
Return NoArchive
else
Return Archive
end
// if important is not in the string subject
If not instr(subject,"important") then
Return NoArchive
else
Return Archive
end
Not Equal To (<>)

Compares expressions and determine whether the result is True or False.
Usage: x <> y
Returns: True or false
Remarks:
Example
If UCase (Folder) <> "PERSONAL" then
Return NoArchive
else
Return Archive
end
Or (or)
Performs a logical disjunction on two expressions.
Usage: x or y
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EAS for Exchange
Remarks:
If either or both expressions evaluate to True, the result is True.
False or False = False
False or True = True
True or False = True
True or True = True
Example
If NumRecipients >4 or MsgSize > 100 then
Return Archive
else
Return NoArchive
end
If Lcase(Subject) = "memo" or MsgSize < 100 then
Return Archive
else
Return NoArchive
end
Parentheses ( () )
Determines order of precedence.
Usage: (x)
Example
(5+2)*2 // Result is 14
5+2*2
// Result is 9
Subtract (-)
Finds the difference between two numbers.
Usage: x - y
Returns: a number.
Example
Val ("12") - 3 // Returns the number 9
8 - 4 // Returns 4
A - B // Returns an ERROR
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245
Appendix B
Configure storage devices

In This Chapter
Digital Safe ................................................................ 247
EMC Centera ............................................................ 248
DR500 or non-DR550 TSM server ............................ 256
Hitachi Content Archiving Platform (HCAP) .............. 259
When using compliance storage devices as EAS document stores, some

configuration of the storage device may be required.
Digital Safe
Configure EAS to use Digital Safe as a document store
To use Autonomy Digital Safe as an EAS document store, you must:
Set the Digital Safe options as described in Add a document store (on
page 84).
Configure EAS to use the DSNAExternal.dll (on page 247)
Note: Whenever using EAS to write MSMSG data to a Digital Safe, you will
want to confirm MDEs are being written on the Safe for items written or Single
Instanced by contacting Autonomy support.
Configure EAS to use the DSNAExternal.dll

To configure EAS to use the DSNAExternal.dll:
1. Locate the INSTALLCONFIG table of the EAS database.
2. In the Value column corresponding to Key 1048, add the following entry to
the list of DLLs:
DSNAExternal.dll;
Note: The list of DLLs must end with a semicolon (;).
3. Save the change.

Note: It is very important that any DLL in the ExternalDllList exists on every
EAS server in your environment. Also, if the path of the DLL is specified, the
path must be the same on each EAS server.
EMC Centera
Configuring permissions for EAS on EMC Centera
EMC Centera uses application profiles to enforce authentication and
authorization. The administrator can determine which applications have
access to a cluster and what operations each application can perform. There
are different types of application profile:
Access Profiles: Access profiles represent the application that is

accessing the pool. Pools grant capabilities to the profile. Each profile has
a default home pool assigned to it when it is created. An application can
be given some or all of the following rights: read, write, delete, privilegeddelete, c-clip copy, purge, query, exist, monitor and profile-driven
metadata.
Anonymous Profiles: The anonymous profile is a special kind of

application profile and differs from other profiles in that it always exists and
cannot be deleted. It can, however, be disabled. It does not have a profile
secret. An application can connect to Centera without specifying an
Access Profile. It then automatically connects using the anonymous
profile. The anonymous profile is enabled by default and can be disabled
by the system operator. EMC recommends disabling the anonymous
profile to enforce the use of Access Profiles.
If you are using Access Profiles, EAS needs (w),(r),(d),(e),(q) permission to
the pool assigned for EAS.
248
Capabilities
Definition
Write (w)
Write to a C-Clip. WriteClip access must be enabled to write.

'Enabled' or 'Disabled'.
Read (r)
Read a C-Clip. 'Enabled' or 'Disabled'.
Delete (d)
Deletes C-Clips. 'Enabled' or 'Disabled'.
EAS for Exchange
EMC Centera
Capabilities
Definition
Exist (e)
Checks for the existence of a specified C-Clip. 'Enabled' or

'Disabled'.
Query (q)
Query the contents of a Pool. When set to 'Enabled', C-Clips

can be searched for in the pool using a time based query.
'Enabled' or 'Disabled'.
Configuring EAS to use a Pool Entry Authorization (PEA) file

Note: This procedure is optional if anonymous access is enabled.
EMC Centera Version 3.0 and greater of the CentraStar operating system
brings "virtual pool" technology for dividing information on a Centera box
By using virtual pool technology customers can have an application see only
the data that belongs to it.
When email archives are stored in Centera, Centera can keep that email
archive information in a virtual pool inside a Centera cluster and separate it
from other data in the cluster.
To configure access to the "virtual pool" you use a Pool Entry Authorization
(PEA) file.
Creating PEA files

The System Operator can create a PEA file for each application-cluster pair.
The CLI then generates a PEA file containing a section such as:
<key type="cluster" id="12345-12345-12345-12345" name="MyApp">
<credential id="csp1.secret" enc="base64">
MySpecialApplicationSecretForThisCluster
</credential>
</key>
When you use PEA files for different application-cluster pairs, you can copy
the sections listed above from the different PEA files and paste them into the
default PEA file that will automatically be used by the default PAI module.
Refer to Centera Online Help, P/N 300-002-547, for more information on the
creation of PEA files by the system operator.
Initialize the Pool Access Information (PAI) module

The main step for initializing the PAI module is reading and parsing the PEA
file, or providing the username and password directly.
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249
1. The pool connection string specifies a PEA file:

"10.2.3.4, 10.6.7.8?c:\centera\rwe.pea"
Note: Alternatively, the connection string can specify the user name and
password directly. For example,
"10.2.3.4, 10.6.7.8?name=<username>,secret=<password>"
However, the user name and password strings are NOT encoded. Also, if you
selected a password with non-ASCII characters in it, you cannot use this option.
2. An environment variable specifies the PEA file. See Configure the

CENTERA_PEA_LOCATION environment variable (on page 250). For
example:
CENTERA_PEA_LOCATION = "c:\centera\rwe.pea"
3. No PEA file is available. If no PEA file is available, the SDK reverts to the
anonymous login. If the anonymous login has been disabled, initialization
of the PAI module will fail.
Configure the CENTERA_PEA_LOCATION environment

variable
1. Copy the .pea file of the profile that was generated on the source cluster
to the application server. The content of this file should be similar to the
following example:
<.pea version="1.0.0">
<defaultkey name="App1">
MyApplicationSecret
</credential>
</defaultkey>
<key type="cluster" id="12345-12345-12345-12345"
name="App1">
MySpecialApplicationSecretForClusterA
</credential>
</key>
</.pea>
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EMC Centera
2. Open the System Properties dialog box on the application server and click
the Advanced tab.
3. Click Environment Variables and under User variables, click New.

4. In the New System Variable dialog box, add the Variable name:
CENTERA_PEA_LOCATION and the Variable value: <path to your .pea
file>, for example:
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251
C:\CENTERA\CENTERA.PEA
5.
Click OK to save the variable and close the dialog box.
6. Click OK to close the Environment Variables dialog box.

7. Click OK to close the System Properties dialog box.
8. Restart the application server so it uses the new environment variable.
Note: You must be an administrator to modify a system environment variable.
System environment variables are defined by Windows and apply to all
computer users. Changes to the system environment are written to the
registry and usually require a restart to become effective.
Merge two or more .pea files

You can merge two or more .pea files generated on different clusters into one
.pea file that allows writing to or retrieving from multiple EMC clusters. This
supports replication and application failover.
1. Launch a text editor on your local machine and open the .pea file of the
profile that was generated on the source cluster. The content of this file
should be similar to the following example:
<.pea version="1.0.0">
<defaultkey name="App1">
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EMC Centera

MyApplicationSecret
</credential>
</defaultkey>
name="App1">
MySpecialApplicationSecretForClusterA
</credential>
</key>
</.pea>
2. Open the .pea file that was generated on the target cluster for the same
profile and copy the <key>-section with the profile-cluster information from
this file into the first one:
name="App1">
MySpecialApplicationSecretForClusterB
</credential>
</key>
3. Repeat step 2 for each .pea file that has been created for the same profile
on a different cluster.
4. Close all .pea files and save the concatenated .pea file. Quit the text
editor.
5. Copy the concatenated .pea file to the application server and set the
environment variable CENTERA_PEA_LOCATION to point to this file. For
more information on initializing PAI modules and parsing .pea files, refer to
the Centera Programmer's Guide, P/N 069001127.
Configure the FP_OPTION_STREAM_STRICT_MODE

environment variable
Due to global settings introduced in EMC SDK versions 3.2.607 and 3.2.631,
an additional environment variable is required.
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253
1. Open the System Properties dialog box on the application server and click
the Advanced tab.
2. Click Environment Variables and under System Variables, click New.
254
EAS for Exchange
EMC Centera
3. In the New System Variable dialog box, add the Variable name
FP_OPTION_STREAM_STRICT_MODE and the Variable value 0, for
example:
4. Click OK to save the variable and close the dialog box.

5. Click OK to close the Environment Variables dialog box.
6. Click OK to close the System Properties dialog box.
7. Restart the application server so it uses the new environment variable.
Note: You must be an administrator to modify a system environment variable.
System environment variables are defined by Windows and apply to all
computer users. Changes to the system environment are written to the
registry and usually require a restart to become effective.
EAS for Exchange
255
DR500 or non-DR550 TSM server

This document assumes that you understand the basic structure of EAS and
of the TSM software, including how to send commands to a TSM Server.
A DR550 server comes largely preconfigured from the factory. Other TSM
servers require slightly more configuration.
Prerequisites for non-DR550 TSM servers
Archive retention protection is enabled using the following setting:

SET ARCHIVERETENTIONPROTECTION ON
You may also need to set up additional storage volumes.
Set up the server for use with EAS

1. Run the following command to determine which storage pools are
available for your TSM server to use when storing data:
QUERY STGPOOL
2. Look through the output to find which storage pool seems most suitable.
In most installations there is a default pool called DISKPOOL. This is used
in examples in this document. If you use a different pool, substitute its
name in the examples.
3. Using the Tivoli Administrator Console, do the following:
Create a domain for EAS to use
Define a policy set
Define the management class as EAS_ONEDAY_EVENT
Define an associated copy group. The following values should be

used:
RETVER=0
RETMIN=1
RETINIT=EVENT
Register a node
Activate the policy set
Example
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EAS for Exchange
DR500 or non-DR550 TSM server
The following sequence of calls demonstrates setting up the domain

EASDOM, with policyset EASPS, a sample management class
EAS_ONEDAY_EVENT, and registering a node called EASCLIENT.
DEFINE DOMAIN EASDOM DESCRIPTION=EAS Storage Domain
DEFINE POLICYSET EASDOM EASPS DESCRIPTION=EAS Storage

Policies
DEFINE MGMTCLASS EASDOM EASPS EAS_ONEDAY_EVENT
DEFINE COPYGROUP EASDOM EASPS EAS_ONEDAY_EVENT STANDARD

TYPE=ARCHIVE RETVER=0 RETMIN=1 RETINIT=EVENT
DESTINATION=DISKPOOL
ASSIGN DEFMGMTCLASS EASDOM EASPS EAS_ONEDAY_EVENT
ACTIVATE POLICYSET EASDOM EASPS
REGISTER NODE EASCLIENT EASPWD USERID=EASUSER

DOMAIN=EASDOM
4. Using the server, create an options file (typically dsm.opt) that will be
distributed to EAS machines requiring access to the TSM server.
Example of advanced configuration options

When you click Options at the bottom of the Document Store Properties dialog
box in EAS Administrator (see Add a document store (on page 84)) you can
specify advanced configuration options for the TSM connection. Most of
these settings are provided by the Tivoli setup. The example settings below
are taken from the sample TSM configuration scripts in Set up the server for
use with EAS (on page 256).
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257
Node Name - The name of the TSM client node the server will access;
defined on the TSM server, for example: EASCLIENT
User Name - User name used to authenticate to the node specified by

Node Name, for example: EASUSER
Password - Password used to authenticate to the node specified by Node

Name, for example: EASPWD
Client Owner Name - Additional authentication information, typically

blank
Client Owner Password - Additional authentication information, typically

blank
IP Address - IP address of DR550 server
Options: Additional options to use when connecting to the TSM server,

typically blank. The following examples show syntax for options in this
field:
To override of the TCP/IP port to be used, specify the following:

-tcpport=<port number>
for example, tcpport=1502
To turn on TSM API tracing, use the -tracefile and -traceflags options. tracefile specifies the log file that TSM should generate, while traceflags specifies which tracing flags should be enabled. For
example, to log all COMM, CONFIG, and ENTER events to the
tsmtrace.log file, enter the following line in the Options field:
-tracefile=tsmtrace.log traceflags=COMM,CONFIG,ENTER
Max Connections - The maximum number of simultaneous TSM

connections EAS establishes per process.
Max Wait - The maximum amount of time (in milliseconds) EAS waits for
a connection to become available before failing. Selecting -1 causes the
server to wait indefinitely for an available connection.
More about Max Connections and Max Wait

Establishing a connection to a Tivoli server is expensive. Re-using available
connections increases performance by a large margin; depending on the type
of data, reusing connections can allow dramatic performance increases.
In some situations, it may make sense to limit the number of simultaneous
connections to the TSM server. his might arise, for example, in the IIS
retrieval process; if a large number of simultaneous requests come in for
objects stored on the TSM document store, establishing all the new
connections might take longer than establishing fewer connections and having
some of those requests wait for earlier requests to be completed.
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Hitachi Content Archiving Platform (HCAP)
By experimenting with the Max Connections setting for the document store,
you can try to find the optimal number of maximum simultaneous connections
to give peak performance in high-load situations.
If a connection is required but is not available, the system waits for a
predefined interval (currently 250ms) before checking again. If a connection
still is not available, it waits again, and so on. The Max Wait setting lets you to
control this behavior, allowing a storage or retrieval operation to fail after a
certain period of time if a connection hasn't become available. Setting Max
Wait to a negative number (such as -1, the default) causes EAS to wait as
long as it takes until a connection becomes available. Typically, -1 is a
reasonable default value.
Hitachi Content Archiving Platform

(HCAP)
HCAP configuration for EAS
Hitachi Content Archiving Platform (HCAP) with standard configuration (with
SMB gateway configured for access) can be used as an EAS document store.
HCAP Retention and/or Shredding, if desired, must be configured at the folder
level. Each high-level folder (with a unique Retention/Shredding combination)
should be exported as the mount point for the EAS Document Store.
Note the following configuration details when adding an HCAP document store
(see "Add a document store" on page 84):
Specify UNC path names to HCAP storage.
For the document store Type, specify Netapp.
For the Media Type setting of Write Once.
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259
Appendix C
RUN_HISTORY table
In This Chapter
Introduction ............................................................... 261
The RUN_HISTORY table ......................................... 261
Introduction
Information about EAS user-based tasks is stored in an EAS database table
called RUN_HISTORY. You can query this table or design reports to display
information of interest to your organization.
Records in this table are described in the sections that follow.
The RUN_HISTORY records should be periodically cleaned up to prevent the
table from becoming large. This can be done automatically by enabling the
Keep Run History X Days option (EAS Administrator > Settings > Options
> General). This option lets you specify how many days history should be
kept in the database. The default setting is 28 days. If this option is enabled,
expired RUN_HISTORY records are deleted each time an EAS task is started.
The RUN_HISTORY table

The RUN_HISTORY table records information about jobs that EAS runs
against a particular work unit such as a mailbox, file share or SharePoint site.
Note: This table does not record history of tasks that loop continuously.
The following information is stored for each work unit processed:
USERID The identifier of the user mailbox, file share, or SharePoint site.
USERTYPE The type of work unit. A work unit is one of the following:
RUN_HISTORY table
1 Exchange mailbox
2 File share
3 Lotus Notes mailbox
5 SharePoint site
TASKTYPE The type of task that was run. Run history information is only
captured for tasks that run against a particular work unit such as a mailbox,
file share or SharePoint site. The table values correspond to EAS tasks as
follows:
RUN_HISTO
RY table
value
Corresponding EAS task
Estimate
Archive
15
Quick Estimate *
21
Enable PST Gathering *
22
Disable PST Gathering *
23
Stub Removal
27
PST Stub Migrator *
28
Folder Synch
29
Folder Synch With Delete
52
Client Permissions *
53
Quota Archive *
56
Archive Stub Summary
100
Folder Synch With Refer Insertion
* EAS for Exchange task only.

START_TIME The start time of the work unit.
END_TIME The end time of the work unit.
STOPSTATUS The status of the mailbox processing. It may be one of the
following:
Status code Meaning
1
262
Fatal error occurred
EAS for Exchange
The RUN_HISTORY table
Status code Meaning

2
Finished successfully
Behavior changed, for

example, the task expired or
user stopped the task
Indicates that the EAS process

was stopped
NUMMSGSSCANNED The number of messages scanned during the run.

NUMMSGSAFFECTED The number of messages affected during the run.
This is, for example, the number of messages archived, or the number of
messages moved as a result of folder synchronization.
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263
Appendix D
EAS options in EAS

database
In This Chapter
EAS server-related options in EAS database............ 265
EAS server-related options in EAS

database
Note for users of previous versions of EAS: All EAS server settings were
previously saved in the [EAS_SERVER-OPTIONS] section of the eas.ini
configuration file. The database table that now stores these settings is
automatically imported into the EAS database when the EAS 6.3 server is first
run in an existing environment. After this is done, legacy settings in the
eas.ini file are ignored. For more information on this transition, see
"Installing EAS" in the EAS 6.3 Release Notes.
Global EAS-server-related settings, most of which are configured through the
EAS Administrator > Settings > Options dialog box, are saved centrally in
the EAS database (INSTALLCONFIG table). This means that these settings
can be changed from any EAS Administrator client.
For each option configured through the EAS Administrator, the
INSTALLCONFIG table has a record that consists of the following fields:
Key is a numeric value representing a specific option.
Value can be one of the following:
EAS options in EAS database
1 which means that the option is enabled
0 which means that the option is disabled
a string representing, for example, and update interval, an identifier such

as a user name or password, a list of archive message classes or file
extensions, or a directory path.
The sections that follow list the options for which settings are captured in the
INSTALLCONFIG table of the EAS database.
Note: The eas.ini file is still configurable for some EAS components (for
example, EAS Search). Refer to specific product documentation for details.
General EAS server options in database

These options are configured through EAS Administrator > Settings >
Options > General tab.
266
Option name in EAS

Administrator
Key
Value
Value example
Maximum Runtime Errors
1006
string
1000 (logs)
(default)
Object Update Interval
1008
string
1000 (seconds)
Use Multi-file Archiving
1009
0 or 1
0 (disabled)
Output Messages To Event Log
1012
0 or 1
1 (enabled)
1016
0 or 1
1 (enabled)
Performance Metric Update Interval

(secs)
1018
string
0 (disabled)
Partial Commit Delay <string> msec/k
1020
string
Use Delete Not Truncate
1027
0 or 1
0 (disabled)
Append Date To Log File Name
1030
0 or 1
0 (disabled)
Keep Logs For <field> Days
1031
string
0 (days)
Ignore Warning Messages
1040
0 or 1
1 (enabled)
Keep Run History X Days
1060
string
28 (days)
EAS Add Extra Logs
1076
0 or 1
EAS for Exchange
EAS server-related options in EAS database
EAS for Exchange server options in database

Options > Exchange tab.
Option name in EAS
Administrator
Key
Value Value example
Archive Message Classes
1001
string
IPM:POST:
Attachment CRC Message Classes
1002
string
IPM.*;
Hard Delete Messages
1004
0 or 1
Base PST Folder
1007
string
C://PSTroot/
1010
0 or 1
Leave Stubs in PST
1011
0 or 1
Stub Attach Icon
1013
0 or 1
Leave RTF Body
1014
0 or 1
Store Extended Refer Info
1015
0 or 1
Quota Reduction
1021
string
10
Quota Sort By Date
1022
0 or 1
0= by date
Quota Sort By Size
1= by size
Archive Msg Attachments As Files
1025
0 or 1
Envelope Journaling: Archive

Unmodified Envelopes (breaks SIS)
1026
0 or 1
Multi-language Archive
1028
0 or 1
Msg Stubs Contain Attachment Stubs
1032
0 or 1
Include Recipients in SIS
1041
0 or 1
Process Associated Contents
1044
0 or 1
Process Asynchronous API Messages

Only
1045
0 or 1
Ignore Corrupt Messages
1054
0 or 1
Number of Retries
1055
string
LDAP User Name
1057
string
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267
Option name in EAS

Administrator
Key
Value Value example
LDAP User Password
1058
string
LDAP Container
1059
string
Disable Deleted Users
1062
0 or 1
Archive Msg With Voting Options
1072
0 or 1
Store Full Recipients Lists
1073
0 or 1
EAS Deleted Items from Dumpster
1074
0 or 1
Ignore Default/Anonymous ACL Rights
1109
0 or 1
Extended Folder Synch
1110
0 or 1
Use PST File Name As Base PST

Folder
1111
string
Extended NT Account Synch
1114
0 or 1
On-Demand Polling Archive Interval
1115
string
10
Options > Automated PST Migration tab.
Option name in EAS
Administrator
Key
Value Value example
Use Automated PST Migration
1035
0 or 1
Migration Rate
1036
string
Migration Root Folder
1037
string
Migrate Using On-Demand Archival
1038
0 or 1
Remove PSTs When Migration Done
1039
0 or 1
EAS for Lotus Notes server options in database

Options > Lotus Notes tab.
268
EAS for Exchange
Option name in EAS

Administrator
Key
Value Value example
LDAP User Name
1116
string
LDAP User Password
1117
string
LDAP Container
1118
string
LDAP://10.0.0
.1:390
Archive Notes Msg Attachments As

Files
1079
0 or 1
0 (disabled)
EAS for Files server options in database

Options > FA Options tab.
Option name in EAS
Administrator
Key
Value Value example
Archive File Extensions
1023
string
.doc
Archive All Files
1024
0 or 1
Process Read-only Files
1053
0 or 1
NTFS Stubs as Sparse Files
1075
0 or 1
Other EAS server options in database

The EAS server options described in the sections that follow are not
configurable through the EAS Administrator interface. They can only be
changed by manually editing the value in the EAS database INSTALLCONFIG
table. Default settings should be appropriate in most cases.
Suppress Distlist Population

EAS for Exchange only
Key: 1029
Value: 0 (disabled) or 1 (enabled)
Default value: 0 (disabled)
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269
Description: This option can be used to prevent the population of the

DISTLIST and DISTLISTREF tables during any task run with the Synchronize
Distribution List option enabled. In large organizations, population of those
tables can be a lengthy operation. The information in these tables allows
access to shared mail folders in the EAS archive, mirroring the access in the
mail environment. If no distribution-list based sharing of archived content is
required, enabling this option can reduce the time taken to synchronize
distribution lists.
Num Extended NT Synch Threads

Key: 1033
Value: string representing the number of threads
Default value: 10
Description: This option specifies the number of concurrent threads used
during tasks run with the Synchronize Distribution Lists option (Scheduler)
and the Extended NT Synch option (Exchange options) enabled. Using this
option can reduce the time taken by the synchronization. It is intended
primarily for large organizations.
Note: Part of the performance improvement is realized by not synchronizing
users whose mailbox rights have not changed since the last time a
synchronization was done. Therefore, the first time a synchronization is done
for an organization (or any time a significant number of users have been
added) it can be expected to take longer as more users require the full
synchronization.
EMC Use Data Embedding

All EAS products
Key: 1034
Description: This option specifies whether EAS should use the data
embedding option when writing to EMC Centera document stores. Refer to
EMC documentation for more information on the effects of using data
embedding.
Ignore FAS Permissions Errors

EAS for Files only
270
EAS for Exchange
Key: 1042
Description: This option specifies whether EAS should consider files for
which the permissions access control list (ACL) could not be retrieved. By
default EAS does not stub or delete files if it cannot mirror the ACL to the EAS
database. If enabled, this option overrides this behavior and allows the
stubbing and deletion of these items. This option should only be used when
permission information is retrieved through a means other than Win32 (for
example, by a third-party API) and attempts by EAS to retrieve it result in
errors.
Note: If this option is enabled, EAS does not know the original permissions
for the archived item. When the item is restored, it inherits the permissions of
the target directory.
Restart Engine After X Workunits

All EAS products
Key: 1043
Value: string representing the number of work units
Default value: 100
Description: This option forces EAS to restart processing engines after they
have done a certain number of work units (which might be, for example, a
mailbox or a file folder with a specific directory policy). This is mainly provided
as a "just-in-case" measure if there were to be handle or memory leaks
discovered in EAS. This allows these problems to be worked around in an
acceptable way prior to the issue being resolved.
API Engine Reload DB Info Interval

Relevant only to third-party applications developed using the APIs in the EAS
Software Development Kit
Key: 1047
Value: a string representing a value in seconds
Default value: 600 (ten minutes)
Description: This option controls how often the API processing units (on the
EAS server) should reload configuration information from the EAS database.
Reloading configuration settings from the database informs the EAS server
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about any configuration changes that have been made. Lower settings add
overhead but increase responsiveness to configuration changes.
External DLL List

Relevant only to applications developed using the APIs in the EAS Software
Development Kit and Autonomy First Archive
Key: 1048
Value: a semicolon delimited list of DLLs. See example.
Default value: (no value)
Description: This option makes it possible to have external DLLs register
themselves with EAS to be informed of certain EAS events. EAS must be
made aware of the external DLLs through a semicolon delimited list of DLLs
entered as the value for this option.
Example
Key
Value
1048
dsnaexternal.dll;
Notes:
This list of DLLs entered as the value for this option must have a trailing
semicolon.
It is very important that any DLL in the ExternalDllList exists on every EAS
server in your environment. Also, if the path of the DLL is specified, the
path must be the same on each EAS server.
Perform Associated Contents Pruning

Relevant only to EAS for Exchange and third-party applications developed
using the EAS Asynchronous API
Key: 1049
Description: This option allows messages in Exchange's Associated
Contents table to be deleted after content has been archived from this table.
Dependencies: If you enable this option, you must also configure two other
EAS for Exchange options as follows:
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Process Associated Contents must be enabled.
Process EAS API Messages Only must be disabled.
Num Verify Repair Threads

All EAS products
Key: 1050
Value: a string representing the number of threads
Default value: 10
Description: This option specifies the number of concurrent threads used
during verify and repair operations. Enabling this option can help optimize the
performance of verify/repair operations in large organizations.
Restart After X DXLExports

EAS for Lotus Notes only
Key: 1051
Value: a string representing the number of messages to be processed before
restarting the EAS server
Default value: 10000
Description: This option directs the EAS server to restart after a specified
number of messages are processed. For more information, refer to Autonomy
Technical Article 10762007, "Memory increases and handle leaks when
archiving a Lotus Notes mailbox with more than 10,000 messages", in the
Autonomy Customer Support Center (https://customers.autonomy.com/).
Save SIS Info to Msgs

Key: 1052
Note: Previous to EAS 6, this option was enabled by default.
Description: This option directs EAS to do a quick check for single instance
storage (SIS).
In distributed environments with high latency, archiving can be slowed by the
number of database queries required to ensure SIS. This problem is more
apparent when checkpointing is being used to delay message deletion. In this
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case, the same message is checked for SIS several times (incurring the cost
of database query round trips and requiring the whole message to be pulled
from the Exchange server each time).
When this option is enabled, EAS behaves as follows:
A message is archived (but it is not stubbed and deleted before a

checkpoint) and "quick SIS" properties are added to the message.
The next time the message is encountered, the quick SIS properties are
detected and compared to original message properties (which takes less
time than a full SIS query). If there has been a change, the message is
rearchived.
Engine Monitoring Interval

All EAS products
Key: 1056
Value: a string representing a time interval in seconds
Note: The monitoring thread can be disabled by setting the value to -1.
Default value: 60
Description: This option specifies how often the EAS server polls the list of
running processes to ensure they are still operational. If, on two consecutive
polling iterations, a given process is not found, it is removed from the server
list.
Group From LDAP Updates User Settings

Key: 1061
Default value: 1 (enabled)
Note: Prior to EAS release 5.0.2 HF1, the default behavior was that users added
to a group retained their user archiving formula.
Description: When this option is enabled (default), a user added to a group

automatically (by means of a group membership from LDAP or a Synchronize
Distribution Lists task or Extended NT Synch) adopts the group archiving
formula. Change the option value to 0 to have users retain their user archiving
formula when added to a group.
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Invalid Code Pages

Key: 1065
Value: a semicolon delimited list of code page values
Default value: 1200;4019;4094;4013;3839;
Description: If EAS encounters a message with an invalid code page (a code
page that does not correspond to any known language code pages), EAS
reports an error about being unable to translate the message and the
message is not archived. The code page values that have most typically
caused this problem are used as the list of default invalid code pages for this
option. Should you encounter other code pages that generate this error, you
can add the offending code page values to the value of this option. When EAS
encounters a message with one of the invalid code pages, it disregards the
code page value of the message and uses other means to determine the
language of the message so that it can be archived.
Dependencies: Use of this option assumes that this EAS for Exchange
option is also enabled:
Multi-language Archive*
* Not compatible with Exchange 5.5.
Notes:
This list of code page values for this option must have a trailing semicolon.
The default code page values are used if the field for this option is empty.
To add a new code page value (for example, 3434), enter both the default
values above and the new value, for example:
1200;4019;4094;4013;3839;3434.
Suppress Last Access Time Update Errors

EAS for Files only
Key: 1066
Description: Enable this option to have EAS ignore errors relating to "last
access date" (see example message that follows) and continue processing.
Error in FAFile::openFileHandleIfRequired: Error
suppressing last accessed update for file.
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Suppression of the last accessed date for the file is irrelevant for files on NFS
file shares.
Suppress Groups During Extended NT Synch

Key: 1068
Value: 1 (enabled) or 0 (disabled)
Description: When enabled, this option specifies that EAS not produce
database records for groups during a synchronize distribution lists operation
(with Extended NT Account Synch option enabled). This keeps the NT
Account database table smaller and, as a result, allows faster queries from
client applications.
Save Quick SIS Info Back to Notes Messages

EAS for Notes only
Key: 1080
storage (SIS). When enabled, EAS archives a message with quick SIS
properties (ZANTAZ_SUCCESS_FLAG and ZANTAZ_SUCCESS_MSGID) added
to the messages.
Dependencies: EAS for Lotus Notes mail templates which can pass quick
SIS properties (EAS 6.1.3 and later versions of mail6, inotes6, mailv6, mail7,
dwa7 and mail8 templates) are required for this quick SIS checking
functionality.
Enable Quick SIS Checking for Notes Messages

EAS for Notes only
Key: 1081
storage (SIS).
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In distributed environments with high latency, archiving can be slowed by the

number of database queries required to ensure SIS. This problem is more
apparent when checkpointing is being used to delay message deletion. In this
case, the same message is checked for SIS several times (incurring the cost
of database query round trips).
When this option is enabled, if a message has quick SIS properties (added by
enabling Enable Quick SIS Checking for Notes Messages (on page 276)), the
next time the message is encountered, the quick SIS properties are detected
and compared to original message properties (which takes less time than a
full SIS query). If there has been a change, the message is rearchived.
Dependencies:
EAS for Lotus Notes mail templates which can pass quick SIS properties
(EAS 6.1.3 and later versions of mail6, inotes6, mailv6, mail7, dwa7 and
mail8 templates) are required for this quick SIS checking functionality.
Get Next Work Unit Sleep Interval

All EAS products
Key: 1119
Value: a time interval in milliseconds (for example, 1000 = 1 second)
Description: If many EAS processes are running against a small number of
virtually empty mailboxes (for example, journal mailboxes) with the "loop
continuously" option turned on, the extremely fast looping can cause
contention leading to deadlocks. By default, there is a one second sleep at
the end of each loop. If contention/deadlock situation still occurs, use this
option to define a larger sleep interval to be inserted prior to processing each
work unit.
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Appendix E
EAS Options dialog box

reference
In This Chapter
General tab................................................................ 279
Exchange tab ............................................................ 284
FA Options tab ........................................................... 299
Lotus Notes tab ......................................................... 301
View tab..................................................................... 304
Default Auto-Enroll Policy tab .................................... 310
Automated PST Migration tab ................................... 318
Parent Specific tab .................................................... 320
Advanced tab ............................................................ 321
General tab
To see this tab, open the EAS Administrator and click Settings > Options >
General.

All products
Description: Specifies whether the originals of archived messages are
replaced by stubs on the mail server, file share, or SharePoint Portal server. If
disabled, messages are still archived in the EAS document store but the
originals are not replaced by stubs.
Note: Disable this option until you have completed testing the EAS
configuration in a production environment.
EAS Options dialog box reference
Value: Enabled or disabled

Default value: Enabled
Dependencies: None
See also:
Set general archive options (on page 82)
"Testing the installation" in EAS Installation Guide
Use Multi-file Archiving

All products
Description: Specifies whether archived content is stored in multiple files.
Use multi-file archiving only when the document store type is Online Day
Archive.
Using multi-file archiving improves performance but creates more files to be
managed. If a document store for the day is created as a single file, when an
archive engine is writing to the file, other engines must wait until the file is
unlocked before they can write to the file. If the option is selected multiple
engines can work in parallel, writing to separate files in the document store.
Dependencies: Document stores must be configured as online day archives.
See also:
Set general archive options (on page 82)
Add a document store (on page 84)
Output Messages to Event Log

All products
Description: Specifies whether server event messages are sent to both the
NT Event Log and the EAS log. If disabled, messages are sent to the EAS log
only.
Default value: Disabled
Dependencies: None
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General tab
See also: Configure log options (on page 48)
Object Update Interval

All products
Description: Specifies the interval between updates to the summary statistics
displayed in the Servers view, measured using the number of mail messages
or files that are processed.
Example: If you enter a value of 1, you see the summary statistics in realtime. However, a lower value puts greater demand on processing and network
resources and slows down system performance.
Value: A string representing the number of messages or files
Default value: 1000
Dependencies: None
Maximum Runtime Errors

All products
Description: Specifies the maximum number of runtime errors that are
permitted on any EAS server before EAS stops all processes on the server.
Because every archive task generates messages, the value should not be set
too low.
Value: A string representing the maximum number of runtime errors
Default value: 100000 (recommended for most environments)
Dependencies: None
Append Date to Log File Name

All products
Description: Specifies whether the date is added to the log file for the day.
Example: eas_12032006.log
Dependencies: None
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281
Keep Logs for <number> Days

All products
Description: Specifies the number of days logs are kept. If the value is - 1,
logs are never deleted.
Value: A string that represents the number of days logs are kept
Default value: 0
Dependencies: Append Date to Log File Name must be enabled
Ignore Warning Msgs

All products
Description: Specifies whether warning messages are included in the log.
Dependencies: None
Keep Run History <number> Days

All products
Description: Specifies how long the log of run history for some tasks is kept
in the EAS database. If enabled, expired RUN_HISTORY records are deleted
each time an EAS task is started.
Value: A string representing the number of days the run history is kept
Default value: 28
Dependencies: None
See also: RUN_HISTORY table (on page 261)
Add Extra Log for Diagnosis

All products
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General tab
Description: When enabled, this option adds subject, date, time and
message ID information to each record in the EAS.log for help in diagnosing
archiving issues related to a particular message.
Dependencies: None
Performance Metric Update Interval (secs)

All products
Description: Specifies how often EAS checks the use of system resources.
You specify which system resources are monitored using performance metrics
configuration.
If you specify a short interval, these queries are more frequent, which
introduces a small load on the system. A longer interval has less direct impact
on system resources but makes the performance metrics less responsive to
sudden changes. Setting a very long interval is not useful because it means
that unusual demands on the system go undetected for a long time.
Recommended settings are 30 or 60 seconds.
If you do not use performance metrics in your EAS environment, set the
update interval to 0 (default).
If you change the Performance Metric Update Interval value, you must
restart all EAS Servers before the change takes effect.
Value: A string representing how often EAS checks the use of system
resources in seconds
Default value: 0
Dependencies: None
See also: Creating performance metrics (on page 66)
Partial Commit Delay <number> msec/k

All products
Description: Specifies the length of a delay in milliseconds between the time
the archive engine detects an object to be archived and the time that it begins
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archiving. If a delay is set, the engine rechecks the database to ensure that
the object has not been handled by another engine.
Enabling this option can help prevent EAS from creating multiple records in
the database and multiple physical copies in the document store. This
problem is most prevalent when document stores with higher I/O latency are
used (for example, EMC).
Example: If the value is 1000 and an archive engine detects a 5 KB object to
be archived, the engine sleeps for 5 seconds. It then rechecks the object. If
the object has not already been archived by another engine, it archives the
object.
Value: A string that represents the length of delay in milliseconds
Default value: 0
Dependencies: None
See also: Set general archive options (on page 82)
Recommendation: Enable this option only if you are archiving multiple
journal mailboxes.
Use Delete Not Truncate

All products
Description: Specifies whether DELETE statements are used instead of
TRUNCATE statements. Must be selected if the EAS database is replicated.
For replication to be successful, all SQL events must be logged. Although
TRUNCATE statements provide better performance, they are not logged,
which means that DELETE statements must be used in environments that use
replication.
Dependencies: None
Exchange tab
Exchange.
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Exchange tab
Archive Message Classes

Description: Specifies the message classes that are archived. Only the
message classes that are specified here are archived, even if another class is
specified in a formula.
Recommendation: Enable archiving of all types of messages found in
Exchange by entering IPM.* and then use formulas to limit archiving for
specific users or groups.
Use a ; (semi-colon) to separate classes in the field. You can define classes
using wild cards, for example, IMP.NOTE.*.
The default classes are IPM.POST (public folder posts) and IPM.NOTE
(normal mail messages). Other possible classes include IPM.Appointment
(Calendar item), IPM.Contact (Contact), and IPM.Activity (Journal item).
Although you can archive contacts and calendar items, it is very important that
your archive formula does not stub and delete these items. Stubbing and
deleting contacts and calendar items produces unpredictable results for your
users.
Click Edit to open the Edit Message Classes dialog box in which you add,
delete or modify the list of message classes that EAS archives.
Value: A string that represents a list of message classes separated by a semicolon
Default value: IPM.*
Dependencies: None
Attachment CRC Message Classes

Description: Specifies which attachments are included in a Cyclic
Redundancy Check or CRC. A CRC identifies duplicate messages and
archives any changes made to them.
Use ; (semi-colon) to separate classes in the field. You can define classes
using wild cards (for example, IMP.NOTE.*). To include all types of messages
found in attachments, enter IPM.Document.*.
If attachment classes are specified, for messages with the specified
attachment classes, the CRC is performed on the message subject, body, and
attachment. If the CRC determines that two messages are identical but have
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285
different attachments (for example, an edited version of the same document)

both messages are archived.
If no attachment classes are specified, or for messages with attachment
classes that are not specified, the CRC is performed on the message subject
and body only. If the CRC determines that two messages are identical, only
one copy of the message is saved, even if the attachments are different.
Specifying CRC checks of attachments increases the demand on processing
resources and may make the archiving process slower.
Example of attachment classes:
IPM.Document.Excel.Sheet.8
IPM.Document.MSProject.Project.4_1
IPM.Document.PowerPoint.Show.8
IPM.Document.Word.Document.8
Click Edit to open the Edit Message Classes dialog box in which you add,
delete or modify the list of message classes on which EAS performs CRC.
Default value: IPM.*
Dependencies: None
Stub Attach Icon

Description: Specifies whether stubs that represent messages with
attachments display an attachment icon when viewed in Outlook.
Dependencies: None
See also: Configuring stubs (on page 145)
Leave RTF Body

Description: Specifies whether users see formatted text for content that was
originally in Rich Text Format (RTF) in message stubs. If disabled, all
message text in stubs is displayed in plain text format.
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Exchange tab
Enable this option if you want links to remain active in archived messages and
the message to be displayed normally in the Outlook preview pane; however,
a stub that uses RTF requires more storage space than one that uses only
plain text.
Dependencies: This option must be enabled if you are archiving PST files
and you have installed Outlookon the EAS Server.
See also: Configuring stubs (on page 145)
Related topics and procedures

Configuring
Store Extended Refer Info

Description: Specifies whether extended reference information is stored.
Extended reference information includes message settings, message flags,
expiry dates, contacts and categories. If disabled, processing is somewhat
faster because less information is being processed, but EAS cannot restore
the information.
Store Full Recipient Lists

Description: Specifies whether the names of all recipients of a message
(from the To, CC, and BCC fields) are stored. If this option is enabled,
Exchange messages viewed using EAS Discovery include this information.
This options is used with the CustodianMapper utility.
Dependencies: This option can only be enabled when the Store Extended
Refer Info option is also enabled.
See also:
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287
Enable archiving of recipient information (on page 83)
Map multiple email addresses to a custodian EAS user
Hard Delete Messages

Description: Specifies whether EAS bypasses the Deleted Items Retention
feature in Exchange, which temporarily preserves deleted messages in
Exchange.
If enabled, EAS clears messages from Exchange immediately after they are
archived. Overrides the Deleted Item Retention feature in Exchange, which
sets a time window in which users can recover messages they have deleted.
Typically, only enabled when there is a severe shortage of space on the
Exchange server.
Dependencies: None
Extended Folder Synch

Description: Specifies whether EAS synchronizes stub information such as
message read, categories, importance, flag properties, contacts and expiry
time as part of a Folder Synch or Folder Sync with Delete task.
If disabled, folder synchronization tasks update location information in the
EAS Database only. Extended Folder Synch is performed against the first
copy of a message in a user mailbox only.
If enabled, the synchronization process may have a significant impact on
performance.
Dependencies: If enabled, you must also enable Store Extended Refer Info
(on page 287).
See also: Folder synchronization (on page 90)
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EAS for Exchange
Exchange tab
Use Delivery Date

Description: Specifies whether EAS archives messages according to the
delivery date of the message rather than the send date. Enable to permit
database partitioning.
For very large organizations (for example, those with tens of thousands of
users, with thousands of users who receive hundreds of messages each day,
or with some combination of the two that creates a large volume of archived
messages), the process of archiving messages over a period of years may
require that the EAS database be partitioned.
This option should be enabled before any content is archived. If it is enabled
and content has been archived, the content is rearchived using the new date
criteria, which creates duplicate copies of messages in the document store.
Dependencies: None
Multi-language Archive
Description: Specifies whether EAS supports double-byte characters, for
example, characters used in Asian languages.
If enabled, during the archiving process, EAS captures the language code
page with which the message was created to ensure the message is
displayed as expected when it is retrieved and restored.
Dependencies: If enabled, you must also enable Leave RTF Body (on page
286).
Not compatible with Exchange 5.5.
Restore Unicode PSTs

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289
Description: Enable this option if restored PST files contain question marks
or other symbols (which indicates that the restored content uses a character
set that requires Unicode).
Dependencies: Unicode PST files can be administratively restored (through
the EAS Administrator client) only a machine that also has Outlook 2007
installed. Once restored, the Unicode PSTs can be returned to user
environments running Outlook 2003 or earlier.
See also: Archiving PST files (on page 173)

Description: Specifies whether only messages in a PST file that meet a
users formula are archived when archiving PST files.
If disabled, EAS uses "Return Archive" as the archiving formula but continues
to use the stub creation and stub management settings defined for the user or
group.
Dependencies: None
Leave Stubs in PST

Description: Specifies whether messages in PST files are replaced by stubs.
If disabled, stubs are not placed in PST files.
Dependencies: None
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Exchange tab
Prepend PST File Name to Folder Path

Description: Specifies whether the name of the users PST file is the name of
the folder in the user mailbox to which stubs are migrated. Useful where users
have multiple PST files and want to keep the folder structure for each PST file
separate.
If disabled, the name specified by Base PST Folder is used. If you do not
enter a name for Base PST Folder or enable Prepend PST File Name to
Folder Path, messages are merged with the existing Exchange mailbox
folder structure.
Dependencies: None
Base PST Folder

Description: Specifies the name of a user mailbox folder that replicates the
PST folder structure.
When you migrate multiple PST file to the user's mailbox folder, the folder
structure is merged under the base folder. For example, any PST file
messages stored in a folder named Inbox are placed in a single Inbox folder
under the base folder, even if they come from different PST files.
If you do not enter a name for Base PST Folder or enable Prepend PST File
Name to Folder Path, messages are merged with the existing Exchange
mailbox folder structure.
Value: Folder name string
Default value: None
Dependencies: None
Ignore Default/Anonymous ACL Rights

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291
Description: Specifies whether Access Control List (ACL) rights for default
and anonymous users are ignored.
Enable to prevent unwanted access to users Exchange folders.
If disabled, EAS synchronizes all of the ACL rights that an Exchange users
have set on their folders. If a user applies Anonymous/Default permissions to
a folder, all EAS users have access to the folder, including when they are
searching.
Dependencies: None
See also: Controlling access to archived content (on page 199)
Extended NT Account Synch

Description: Specifies whether EAS determines user mailbox rights from
Active Directory.
Dependencies: Exchange System Manager must be installed on the EAS
Server.
If Outlook is already installed, use the following steps to install Exchange
System Manager:
1. Uninstall Outlook.
2. Install Exchange System Tools.
3. Reinstall Outlook.
If System Tools are installed without uninstalling Outlook, MAPI will break.
See also: Automatically disable deleted Exchange users (on page 132)
Disable Deleted Users

Description: Specifies whether users that have been deleted from the
Exchange environment (using Active Directory) are disabled whenever a task
with Synchronize Distribution Lists enabled is run.
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EAS for Exchange
Exchange tab

Dependencies: Extended NT Account Synch must be enabled
See also: Automatically disable deleted Exchange users (on page 132)
Quota Reduction <number> %

Description: Specifies the amount by which a Quota Archive task reduces a
users mailbox.
Used with either the Quota Sort By Date or Quota Sort By Size option.
Example: If a user has reached an Exchange warning level of 500 MB, the
quota is set to 400 MB and the Quota Reduction field is set to 10%, the EAS
Quota Archive task reduces the users mailbox by 50 MB (to 450 MB) the first
time it is executed. The next time it is executed, the mailbox is reduced
another 10% (to 405 MB). EAS repeats the reduction task until the quota is
met.
Value: A string that represent the percentage by which the mailbox is reduced
Default value: 10
Dependencies: EAS cannot reduce the size of the mailbox if the users mail
has reached a specified quota and the Exchange server is preventing it from
sending or receiving mail. EAS cannot create stubs for messages if a users
mail is disabled.
If checkpointing is enabled, the size of the mailbox is not reduced until the
checkpointing period expires and the archived messages are replaced by
stubs.
See also: Manage Exchange server mailbox size quotas (see "Manage
Exchange mailbox size quotas" on page 58)
Quota Sort By Date

Description: Specifies that Quota Archive tasks archive the oldest messages
first to reduce the user's mailbox by the amount specified in Quota Reduction
<number> %.
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293

Dependencies: Disabled if Quota Sort By Size is enabled.
See also: Manage Exchange mailbox size quotas (on page 58)
Manage Ex
Quota Sort By Size

Description: Specifies that Quota Archive tasks archive the largest messages
first to reduce the user's mailbox by the amount specified in Quota Reduction
<number> %.
Dependencies: None
See also: Manage Exchange mailbox size quotas (on page 58)
Manage Ex
Envelope Journaling: Archive Unmodified Envelopes

Description: Specifies whether journaling envelope recipient information and
the attached message are archived as a single item.
The Exchange envelope journaling feature records data about all recipients to
which a message is delivered and places it in a journal recipient mailbox as
part of an envelope message. A journaling envelope message contains both
information about the actual recipients (for example, BCC recipients and
recipients generated by a distribution list) and the message as an attachment.
If this option is enabled, when an envelope message is archived as part of a
journal recipient mailbox, the recipient information and the attached message
are archived as a single item. This breaks single instance storage (SIS)
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Exchange tab
because a duplicate copy of the message (without the recipient information) is

archived as part of the recipient's user mailbox.
If this option is disabled, when an envelope message is archived, the recipient
information is separated from the attached message for archiving purposes.
The message portion of the envelope message is archived individually, which
maintains SIS.
If you are using the journaling feature, to ensure that the recipient information
is preserved and to maintain SIS, ensure that the journaling mailbox is
archived before any user mailboxes.
Note: Autonomy technical article 10562007, "Configuring EAS Archiving for
Exchange Journals when Envelope Journaling (Journal Reports) is in use", in
the Autonomy Knowledge Base (https://customers.autonomy.com/) provides
more information on configuring EAS archiving Exchange journals.
Dependencies: None
See also: Managing journal mailboxes (see "Archiving journal mailboxes" on
page 170)
Include Recipients in SIS

Description: Specifies whether EAS includes recipient information when
checking for duplicate messages. If enabled, when two instances of a
message are identified with different recipient information, the instances are
archived individually. This ensures that no recipient information is lost in the
course of maintaining single instance storage (SIS), and is recommended for
organizations for which regulatory compliance is a major issue.
Because EAS must gather more information about each message when
performing a cyclical redundancy check (CRC), enabling this option has an
impact on processing resources. It also increases the size of the archive
because more instances of a message are archived.
When this option is disabled, recipient information is not included when EAS
checks for duplicate messages. In some cases when envelope journaling is
used, the same message is delivered to multiple users with different recipient
information (for example, a BCC recipient or recipients generated by a
distribution list). When EAS archives the message, only the recipient
information for one instance of the message is included.
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295
If you enable this option and EAS has already archived messages without
including the recipient information, duplicate copies of messages (and a
corresponding increase in the size of the archive) may be created when the
following types of messages are processed with recipient information:
Archived messages that have been restored
Messages that were archived but not stubbed

Dependencies: None
See also: Managing journal mailboxes (see "Archiving journal mailboxes" on
page 170)
Archive Msg With Voting Properties

Description: Specifies that the content of messages with Exchange voting
properties should be archived. Voting data is not captured.
Dependencies: None
Archive Message Attachments As Files

Description: Specifies whether EAS archives attachments in messages as
files. Used in environments that are running both EAS for Exchange and EAS
for Files. Creates Single Instance Storage (SIS) for file items that appear both
within a message (as attachments) and on a file share.
Dependencies: None
Msg Stubs May Contain Attachment Stubs

296
EAS for Exchange
Exchange tab
Description: Specifies whether message stubs for messages with

attachments contain attachment stubs.
Dependencies: None
Process Associated Contents

Description: Specifies whether EAS processes everything in the Outlook
Associated Contents table.
The Associated Contents table can be used to archive content through thirdparty extensions to Microsoft Outlook. If your EAS environment is using a
third-party Outlook extension developed using the EAS Asynchronous API,
you must enable this option for successful archiving.
Dependencies: Not compatible with Microsoft Exchange 5.5
See also: "Using the Asynchronous API" in EAS Software Development Kit
User Guide
Process Asynchronous API Messages Only

Description: Specifies whether archiving is limited to only the content
specified by the third-party Outlook extension (to which additional properties
have been added).
Dependencies: Not available if Process Associated Contents is disabled.
See also: "Using the Asynchronous API" in EAS Software Development Kit
User Guide
Ignore Corrupt Messages

EAS for Exchange
297
Description: Specifies whether EAS attempts to archive a problem message

(for example, a message that is corrupted or has corrupted attachments) only
as many times as specified in Number of Retries. After that threshold is
exceeded, EAS flags the message not to be archived and skips the item on
subsequent archive runs.
When EAS encounters problem messages, it posts a log message to indicate
that the message could not be archived. EAS continues to post logs each
time this bad message is encountered on subsequent archive runs. Enable
Ignore Corrupt Messages to minimize redundant log entries about bad
messages and free resources used to re-evaluate the item.
Note: If this option is not enabled, the Number of Corrupted Messages
column of the User Stats (see "Report types" on page 30) report displays 0.
Dependencies: None
Number of Retries
Description: Specifies the number of times EAS for Exchange attempts to
archive a problem message before flagging it not to be archived.
Value: A string that represents the number of retries
Default value: 5
Dependencies: Ignore Corrupt Messages must be enabled
Perform Personal Forms Synchronization

Description: Enables propagation of archiving-related options to users'
Outlook clients during archiving tasks. When the forms have been propagated
to a user's Outlook client, they remain there until another archive task is run
against that user with the Perform Personal Forms Synchronization option
enabled. If you keep this option enabled, it ensures that all new users added
to archiving tasks will have the forms.
Dependencies: None
298
EAS for Exchange
FA Options tab
See also: Enable EAS forms in Outlook clients (on page 136)
On-demand Polling Archive Interval <number> seconds

Description: Specifies how often the system polls the Exchange server to
see if users have flagged messages for on-demand archiving.
A setting of between 3 and 10 seconds is typical, and 10 seconds (the default
value) is recommended for most environments. To disable the on-demand
archiving feature, enter 0.
Value: A string that represents the polling interval in seconds
Default value: 10
Dependencies: None
See also: On-demand archiving (on page 166)
FA Options tab
To see the EAS Options - General tab, open the EAS Administrator and click
Settings > Options > FA Options.
Archive File Extensions

EAS for Files only
Description: Lists the filename extensions of the types of files to be archived.
You can also specify the filename extension in a directory policy using a
formula. However, for global settings, it is more efficient to use the FA Options
tab.
Click Edit to open the Edit File Extensions dialog box in which you can add,
delete or modify filename extensions you want to use with EAS.
Value: A string that specifies one or more filename extensions separated by
semi-colon.
Default value: .doc;.xls;.txt;
Dependencies: Not available when Archive All Files is selected.
See also: Specify the types of files to be archived
EAS for Exchange
299
Archive All Files

EAS for Files only
Description: Specifies whether all files are archived regardless of their
filename extension.
Dependencies: None
Process Read-only Files

EAS for Files only
Description: Specifies whether read-only files are archived.
Note: EAS cannot create stubs for read-only files.
Dependencies: None
NTFS Stubs as Sparse Files

EAS for Files only
Description: Specifies that sparse files are created instead of stubs. The
sparse files offer enhanced handling of archived files by third-party
applications. For example, when you attach a sparse file to an email
message, the complete document is attached. By contrast, if a stub is
attached, it does not contain the file content.
Sparse files and stubs differ in the following ways:
300
Sparse file
Stub
contains the full content of the original

document
is a pointer to the original document in the

EAS archive
in Windows Explorer or other file listings,
in Windows Explorer or other file listings,

EAS for Exchange
Lotus Notes tab
shows the original file size and file type of

the archived file and the last modification
date of the file
shows the size of the stub, file type

EAS/FAS Stub, and the last modification
date is the date that the file was archived

Dependencies: Use of this option requires that files are stored in an NTFS
file system.
See also: "Working with archived files" in the EAS for Files User Guide.
Check Files Shares Permissions ONLY

EAS for Files only
Description: Specifies that File Share security settings be used for archived
files instead of NTFS security. This option excludes use of all NTFS access
control lists (ACL).
Dependencies: None
Lotus Notes tab

Lotus Notes.
LDAP Container
Description: Specifies the DNS or IP address of the LDAP server.
Click the browse button
to select a container.
Note: If the Domino LDAP port is set to something other than the default
(389), you must explicitly specify the port number.
Examples:
Using the default port (389):
LDAP://T1-ZANTAZ
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301
Using a different port (port number is highlighted):

LDAP://10.0.0.1:390
Value: A string that represents the LDAP URL
Default value: None
Dependencies: None
See also:
Perform an LDAP query
Configure LDAP
LDAP User Name

Description: Specifies the name of the EAS administrator account found in
the Domino directory. Use the Short name/User ID or fully qualified name,
depending on the server security.
Value: The user name string
Default value: None
Dependencies: None
See also: Configure LDAP
LDAP User Password

Description: Specifies the Internet password assigned to the EAS
administrator account in the Domino directory.
Value: The password string
Default value: None
Dependencies: None
Prepend NSF File Name to Folder Path

302
EAS for Exchange
Lotus Notes tab
Description: Specifies where the stubs for items archived from gathered NSF
files are placed in the client view.
If enabled, the stubs are placed in a folder with the name of the originating
NSF file. Useful where users have multiple NSF files and want to keep a
separate folder structure for the contents of each NSF file.
If disabled, the name specified by Base NSF Folder is used. If you do not
enter a name for Base NSF Folder or enable Prepend NSF File Name to
Folder Path, messages are merged with the existing client view folder
structure.
Dependencies: None
See also: Archiving content from NSF files
Base NSF Folder

Description: Specifies where the stubs for items archived from gathered NSF
files are placed in the client view.
If enabled, the stubs are placed in a folder with the specified name. Any folder
structure in the originating NSF file is duplicated in the new base folder. If you
migrate multiple NSF files to the client view, the folder structure is merged
under the base folder. For example, any NSF file messages stored in a folder
named Inbox are placed in a single Inbox folder under the base folder, even if
they come from different NSF files.
If Prepend PST File Name to Folder Path is enabled, the specified base
folder is not used.
If you do not enter a name for Base NSF Folder or enable Prepend NSF File
Name to Folder Path, messages are merged with the existing client view
folder structure.
Value: Folder name string
Default value: NSF
Dependencies: Not used if Prepend NSF File Name to Folder Path is
disabled.
See also: Archiving content from NSF files
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303
Archive Notes Msg Attachments As Files

Description: Specifies that attachments to Lotus Notes messages are
archived as files with separate IDs rather than embedded in the Lotus Notes
parent message and archived with the message under a single message ID.
When this option is not enabled, messages must be restored to retrieve
attachments. When this option is enabled, attachments have their own stubs
and can be searched and retrieved independent of the parent message.
Dependencies: None
View tab
View.
Note: EAS Administrator Options can only be modified when the given view
has a database connection. The options set here apply to the local view only.
If EAS Administrator is used on two or more machines, you must configure
the View tab options for each machine.
Associated IIS Server

All products
Description: Specifies the IIS web server that handles content retrieval
requests from your client users. The option has no effect on the retrieval of
messages by clients. It only refers to which server EAS Administrator on the
local machine uses to restore archived messages and files.
Click Select IIS Server to open the IIS Server Administrator dialog box in which
you specify the name and IP address of an IIS server.
Value: IIS server name string
Default value: None
Dependencies: None
See also: Restoring archives (on page 205)
304
EAS for Exchange
View tab
Retrieve Messages From IIS Server

All products
Description: Specifies whether EAS Administrator retrieves archived content
from the IIS server, not directly from a document store. Useful in environments
where the EAS server cannot directly access document stores (for example, a
multi-site EAS environment where the document store where the message is
located is behind a firewall).
Dependencies: Disabled if Retrieve Messages From IIS Server's
Document Stores is enabled.
Retrieve Messages From IIS Servers Document Stores

All products
Description: Specifies whether EAS Administrator retrieves archived content
directly from the document store without using the IIS server. Reduces the
demand on IIS server processing resources, but NT shares are required on all
document stores. For large, multi-site installations, this method of retrieving
messages may not be feasible.
Dependencies: Disabled if Retrieve Messages From IIS Server is enabled.
Font Name
All products
Description: Specifies the font EAS uses for reports.
Click Choose Font Name & Script to open the Font dialog box in which you
can select the font and style you want to use.
Value: Font name string
Default value: None
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305
Dependencies: None
See also: Using EAS reports (on page 30)
Report ODBC Source

All products
Description: Specifies the name of the ODBC connection used to connect to
the EAS database when you generate reports. You create the ODBC
connection when you configure the EAS database.
Value: A string that represent the name of the ODBC source
Default value: None
Dependencies: None
See also:
Using EAS reports (on page 30)
"Configuring the database" in the EAS Installation Guide.
Max Recips Per Screen

Description: Specifies the maximum number of users displayed in the
Recipient Administrator dialog box (EAS for Exchange > Production >
Recipient Administrator).
If you enter a number that is lower than the number of recipients in your
Global Address List, EAS displays a column of letters beside the list of users.
Click a letter in the column to view recipients that start with that letter or click *
(asterisk) to see all recipients.
Value: A string that represents the maximum number of users displayed
Default value: 100
Dependencies: None
See also: Managing user directories (on page 114)
Disable GAL
306
EAS for Exchange
View tab
Description: Specifies whether the Global Address List (GAL) is disabled.

If disabled, all users belonging to all Exchange servers in the organization are
displayed when you select Global Address List in the Recipient Administrator
dialog box (EAS for Exchange > Production > Recipient Administrator). If
your organization has 100,000 or more recipients you should enable this
option to avoid a long delay when working in the Recipient Administrator dialog
box.
If enabled, you must navigate to specific containers to view Exchange
recipients.
Dependencies: None
Exchange LDAP Settings

Use Exchange LDAP Recipient Administration By Default
Description: Specifies whether LDAP is used to display mailbox user
information in the Recipient Administrator dialog box by default.
If disabled, to access mailbox user information in the Recipient Administration
dialog box using LDAP, hold down the Shift key and click EAS for Exchange
> Production > Recipient Administrator.
Dependencies:
Default LDAP Container

Description: Specifies the DNS or IP address of the LDAP server used by
default when you are using the Recipient Administrator dialog box.
Example: LDAP://T1-ZANTAZ
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307

Default value: None
Dependencies: None
LDAP User Name

Description: Specifies the name of the EAS administrator account.
Must be domain-qualified (for example mydomain\adminname). If this field is
left blank, LDAP defaults to the Exchange profile configured for EAS (usually
EASAdmin), which typically has rights for LDAP.
Value: User name string
Default value: None
Dependencies: None
LDAP User Password

Description: Specifies the password assigned to the EAS administrator
account.
Default value: None
Dependencies: None
Lotus Notes LDAP Settings

Default LDAP Container
Description: Specifies the DNS or IP address of the LDAP server that is used
by default when you use the Recipient Administrator dialog box.
308
EAS for Exchange
View tab
Examples:
LDAP://T1-ZANTAZ
LDAP://10.0.0.1:390
Default value: None
Dependencies: None
LDAP User Name

Description: Specifies the name of the EAS administrator account found in
the Domino directory. Use the Short name/User ID or fully qualified name,
depending on the server security.
Value: The user name string
Default value: None
Dependencies: None
LDAP User Password

Description: Specifies the Internet password assigned to the EAS
administrator account in the Domino directory.
Default value: None
Dependencies: None
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309
Default Auto-Enroll Policy tab

Default Auto-Enroll Policy.
Enable Exchange Auto-Enroll

Description: Specifies whether new Exchange mailboxes are automatically
enrolled in the EAS environment. EAS can only archive the mailbox content of
users who are specifically enrolled.
Dependencies: None
See also: Define and enable the default auto-enroll policy (on page 127)
Enroll in Group
EAS for Exchange and EAS for Lotus Notes
Description: Specifies to which EAS group new mailboxes are automatically
added. As a member of the group, the new mailbox uses the group formula
and stub settings.
Value: The group name string
Dependencies: List is generated using the groups you have created using
EAS Administrator. Not available if Enable Exchange/Lotus Notes AutoEnroll is not selected.
Enable Enrolled Users

Description: Specifies whether the new mailbox is archived and the user has
access to archived content when the mailbox is enrolled.
310
EAS for Exchange
Dependencies: Disabled if Disable Enrolled Users is enabled. Not available

if Enable Exchange/Lotus Notes Auto-Enroll is not selected.
Disable Enrolled Users

Description: Specifies whether the new mailbox is not archived and the user
cannot access archived content when they are enrolled.
Dependencies: Disabled if Enable Enrolled Users is enabled. Not available
Enroll Newly Created Users

Description: Enable this option if you want to enroll only "new" mail users
(those who have been added since the last time an auto-enrollment task was
run). If this is the first time you are running an auto-enrollment task, or the
first time running it for a specific mail server, disable this option to enroll all
mailboxes.
Dependencies: Not available if Enable Exchange/Lotus Notes Auto-Enroll
is not selected.
Enroll in Search Index

Description: Specifies the search index that the new user should use.
Example: http://<serverName>/EAS_APP/easidolsearch.dll
Value: The URL of the easidolsearch.dll. Example:
Default value: None
EAS for Exchange
311
Dependencies: List displays search indexes available in your EAS

environment. Not available if Enable Exchange/Lotus Notes Auto-Enroll is
not selected.
Using LDAP Query

Description: Specifies whether EAS enrollment is restricted to a subset of
mailboxes you define using an LDAP query.
is not selected.
LDAP Container
Description: Specifies the DNS or IP address of the LDAP server used to
auto-enroll mailbox users.
Examples:
LDAP://T1-ZANTAZ
LDAP://10.0.0.1:390
Default value: None
is not selected.
312
EAS for Exchange
LDAP Filters
Description: Specifies the filter criteria that defines the subset of mailboxes
you want to enroll.
Click Filters to select a filter from the list. The following LDAP filters are
available:
displayName
mDBOverQuotaLimit
manager
distingishedName
description
department
company
memberOf
You can use wild cards (*) in your filter.
EAS for Exchange Only: Click Select Group to add an NT group. Enable
Expand memberOf groups to find direct and indirect users (users within
nested groups). This option must be used with Select Group and Filters. If
these two options are not specified, Expand memberOf groups does not
work.
Examples:
EAS for Exchange
The filter (displayName=b*) displays user names beginning with "b", (Bob,
Brenda etc.) and (displayName=bob) finds only users with the name "Bob".
EAS for Lotus Notes
The filter (givenname=b*) displays user names beginning with "b", (Bob,
Brenda etc.) and (givenname=bob) finds only users with the name "Bob".
Value: An LDAP statement
Default value: None
is not selected.
EAS for Exchange
313
Expand memberOf Groups

Description: Specifies whether the LDAP query used to define mailbox users
to be enrolled selects both direct and indirect users (users within nested
groups).
is not selected.
Enable Lotus Notes Auto-Enroll

Specifies whether new Lotus Notes mailboxes are automatically enrolled in
the EAS environment. EAS can only archive the mailbox content of users who
are specifically enrolled.
See option descriptions following Enable Exchange Auto-Enroll (on page 310).
Enroll in Group
Description: Specifies to which EAS group new mailboxes are automatically
added. As a member of the group, the new mailbox uses the group formula
and stub settings.
Value: The group name string
Dependencies: List is generated using the groups you have created using
EAS Administrator. Not available if Enable Exchange/Lotus Notes AutoEnroll is not selected.
Enable Enrolled Users

Description: Specifies whether the new mailbox is archived and the user has
access to archived content when the mailbox is enrolled.
314
EAS for Exchange

Dependencies: Disabled if Disable Enrolled Users is enabled. Not available
Disable Enrolled Users

Description: Specifies whether the new mailbox is not archived and the user
cannot access archived content when they are enrolled.
Dependencies: Disabled if Enable Enrolled Users is enabled. Not available
Enroll Newly Created Users

Description: Enable this option if you want to enroll only "new" mail users
(those who have been added since the last time an auto-enrollment task was
run). If this is the first time you are running an auto-enrollment task, or the
first time running it for a specific mail server, disable this option to enroll all
mailboxes.
is not selected.
Enroll in Search Index

Description: Specifies the search index that the new user should use.
Example: http://<serverName>/EAS_APP/easidolsearch.dll
Value: The URL of the easidolsearch.dll. Example:
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315
Default value: None

Dependencies: List displays search indexes available in your EAS
environment. Not available if Enable Exchange/Lotus Notes Auto-Enroll is
not selected.
Using LDAP Query

Description: Specifies whether EAS enrollment is restricted to a subset of
mailboxes you define using an LDAP query.
is not selected.
LDAP Container
auto-enroll mailbox users.
Examples:
LDAP://T1-ZANTAZ
LDAP://10.0.0.1:390
Default value: None
is not selected.
316
EAS for Exchange
LDAP Filters
Description: Specifies the filter criteria that defines the subset of mailboxes
you want to enroll.
Click Filters to select a filter from the list. The following LDAP filters are
available:
displayName
mDBOverQuotaLimit
manager
distingishedName
description
department
company
memberOf
You can use wild cards (*) in your filter.
EAS for Exchange Only: Click Select Group to add an NT group. Enable
Expand memberOf groups to find direct and indirect users (users within
nested groups). This option must be used with Select Group and Filters. If
these two options are not specified, Expand memberOf groups does not
work.
Examples:
EAS for Exchange
The filter (displayName=b*) displays user names beginning with "b", (Bob,
Brenda etc.) and (displayName=bob) finds only users with the name "Bob".
EAS for Lotus Notes
The filter (givenname=b*) displays user names beginning with "b", (Bob,
Brenda etc.) and (givenname=bob) finds only users with the name "Bob".
Value: An LDAP statement
Default value: None
is not selected.
EAS for Exchange
317
Automated PST Migration tab

Automated PST Migration.
Use Automated PST Migration

Description: Specifies whether message content is automatically migrated
from a users PST files to his or her Exchange mailbox.
Dependencies: None
See also: Bringing PST files under central control (on page 178)
Migration Rate
Description: Specifies the average rate at which data is moved from each
users PST file to the Exchange server in kilobytes per second.
If you do not specify a rate, the migration process may have a negative impact
on the performance of your Exchange server.
Example: If you enter 25, an item that is 50 kilobytes in size is transferred
within one second, but there is a delay of one second or more to comply with
rate you specified.
Value: A string that represents the average rate of migration in kilobytes per
second
Default value: 100
Dependencies: Not available if Use Automated PST Migration is not
selected.
318
EAS for Exchange
Automated PST Migration tab
Migration Root Folder

Description: Specifies the name of the Exchange mailbox folder to which
EAS migrates the PST messages.
Value: Mailbox folder name string
Default value: None
selected.
Migrate Using On-Demand Archival

Description: Specifies whether PST content is archived as soon as it is
migrated.
Dependencies: An On-Demand Archive task must be running to enable
immediate archival upon migration.
Not available if Use Automated PST Migration is not selected.
Remove PSTs When Migration Done

Description: Specifies whether PST files are removed after EAS has
migrated all content.
selected.
EAS for Exchange
319
Parent Specific tab

Parent Specific.
Exchange LDAP Settings

LDAP Container
automatically update the membership of a group.
Default value: None
Dependencies: None
See also: Update group membership automatically using an LDAP query (on
page 143)
LDAP User Name

Description: Specifies the name of the EAS administrator account.
Must be domain-qualified (for example mydomain\adminname). If this field is
left blank, LDAP defaults to the Exchange profile configured for EAS (usually
EASAdmin), which typically has rights for LDAP.
Value: User name string
Default value: None
Dependencies: None
page 143)
LDAP User Password

Description: Specifies the password assigned to the EAS administrator
account.
Value: Password string
320
EAS for Exchange
Advanced tab
Default value: None

Dependencies: None
page 143)
Domain Name (Used for License Environment ID)

EAS for Lotus Notes, EAS for Files, and EAS for SharePoint
Description: Specifies the domain name used to generate an Environment ID
for licensing purposes.
Value: Domain name string
Default value: None
Dependencies: None
See also: EAS for Lotus Notes, EAS for Files, EAS for SharePoint (on page 29)
Advanced tab
Advanced.
Use Advanced Clustering

All products
Description: Specifies whether you can define clusters within the EAS
environment. Used when the EAS environment includes multiple archive
source servers (mail servers, files shares or SharePoint Portal servers) in
several geographic locations.
Also enables advanced configuration features such as prioritizing the
archiving of archive source servers, configuring document store group names,
and prioritizing the use of document stores.
If enabled, you must create one or more clusters and add archive source
servers and document stores to them. You must also assign each archive
source server to an EAS server.
If cleared, clustering is disabled and any cluster configuration is deleted and
replaced with the default settings.
EAS for Exchange
321
CAUTION: Advanced clustering is normally set prior to an organization

implementing EAS in a production environment. Disabling the advanced
clustering option replaces the current configuration with default settings and
requires you to configure the Default Document Store.
Dependencies: None
See also: Optimizing server performance with clustering (on page 50)
Server ID
All products
Description: Specifies a unique number used to identify the EAS server.
Enter the ID after the EAS Administrator is installed before any content is
archived.
Autonomy recommends that you use the EAS license number as the Server
ID. This provides a unique number that distinguishes the system if it is later
merged with another EAS environment.
Value: Server ID string
Default value: None
Dependencies: None
See also: "Configuring EAS Administrator" in the EAS Installation Guide.
Use View Permissions

All products
Description: Specifies whether you can create administrator accounts and
unauthorized persons are prevented from accessing the EAS environment.
If disabled, any person with an NT account has full administrator rights.
IMPORTANT! It is critically important that at least one superuser account is
created before enabling the Use View Permissions option.
Dependencies: None
322
EAS for Exchange
Advanced tab
See also: Managing administrative accounts (on page 117)
TCP/IP EAS Server Port

All products
Description: The port number of the TCP/IP server port.
Value: A string that represents the server port number.
Default value: None
Dependencies: None
Issue EAS Storage Limit Warning At: <#> % Remaining

Description: Specifies when a warning is issued to users or a group to notify
them that their mailbox is near the maximum storage allotment in percent.
You specify the EAS storage limit using the Recipient Administrator or Group
Administrator dialog box.
Value: A string that represents the percentage remaining
Default value: 15
Dependencies: None
See also:
Specify an archiving limit for a user mailbox (on page 130)
Specify an archiving limit for group members (see "Specify an archiving limit
for a user mailbox" on page 130)
USERS.EXTRAINFO LDAP Attribute

Description: Specifies another attribute for recipients using the GUID
(Globally Unique Identifier).
Used for custom reporting.
Value: Attribute string
Default value: None
EAS for Exchange
323
Dependencies: You must also select the Extended NT Account Synch

option on the Exchange tab. For more information, see Extended NT Account
Synch (on page 292).
Connector/Script Installations
EAS for Files only
Description: Use this panel on the EAS Options Advanced dialog box to
specify parameters of the connector used to access and aggregate content
from a local or remote repository.
See also: "Managing advanced repositories" in the EAS for Files
324
EAS for Exchange
Index
A
About archiving content from a SharePoint Portal
Server 21
About Autonomy ZANTAZ 15
About file archiving 20
About performance metrics 64
About this guide 16
Abs (x) 226
access
administrator rights 24, 117
restoring 121
to archived content 199
to public folders 203
to user mailboxes 202, 203
accounts
administrator 117
adding administrative accounts 118

permissions 118
removing access 120
restoring access 121
securing 117
ACL rights 203, 291
Add (+) 239
Add a cluster 54
Add a document store 82, 84, 247, 257, 259,
280
Add a group 141
Add a license key 29
Add a new metric 66
Add a new metric using Exchange server
properties 69
Add a public folder 167
Add a search index 101
Add a search index to an individual user 197
Add a threshold to a metric 66, 67
Add a threshold to a metric using Exchange
server properties 70
Add an administrator account 118
Add an EAS server 39, 41
Add an IIS server to EAS 75, 76
Add Extra Log for Diagnosis 282
Add group members from distribution list 143
Add groups to an estimate 110
Add recipients to an estimate 109
Add users to a search index 194
address list 56
and distribution list 96
and permissions 201
administration
overview 22
Administrator client
opening 25
Administrator level access 24
administrators
adding 118
permissions 118, 119, 123, 125
removing accounts 120
restoring administrative access 121
roles 120
securing accounts 117
Advanced tab 321
And (and) 239
anonymous access
ACL rights 203, 291
authentication 24, 199
Exchange option 291
in EAS for Exchange 24
precedence of permissions 24
to mailboxes, configuring 203
to user folders 201
with EMC Centera 248, 249
Anonymous access / Extended NT Account Sync
24
Anonymous access in Exchange 24
Anonymous access to user mail folders 201
API Engine Reload DB Info Interval 271
APIArchiveSource 215
APISuggestedRetention 216
Append Date to Log File Name 281
Apply Formula to PST 174, 180, 290
archive
access to 199
general options 82
journal mailboxes 170
multi-file 82
online day 82, 211, 212
public folders 167, 168
repairing 214
restoring 205
verifying 214
Archive 92, 224
Archive a PST file 173, 175, 179
Archive All Files 300
Archive File Extensions 299
Archive Message Attachments As Files 296
Archive Message Classes 285
Archive Msg With Voting Properties 296
Index
Archive Notes Msg Attachments As Files 304

Archive source server priority and clustering 52
ArchiveDueToQuota 216
Archiving deleted items 96, 187
Archiving journal mailboxes 170, 295, 296
Archiving policies 20
Archiving PST files 93, 95, 161, 173, 290, 291
Archiving public folders 167
Ascii (str) 226
Assign a mail server to an EAS server 41, 57
Assign a priority to document stores for a mail
server 53, 55, 62, 87
Assign document stores to a mail server 61, 87
Assign full administrator permissions 118
Assign or edit a group name to a document store
88
Assign permissions for a specific mail server to
an administrator 119
Assign specific global permissions to an
administrator 119
associated contents 297
Associated IIS Server 304
asynchronous API 297
Attachment CRC Message Classes 63, 285
AttachmentNames 216
attachments
and single-instance storage, CRC 285
archive as files 296
displaying icon in stubs 149, 286
HasAttachments (variable) 218
splitting 296
stubs 296
authentication
and NT accounts 24, 117, 123, 124, 199,
293
for EAS server 39, 41
for EMC Centera 248
Auto Enroll 93
Auto-enrolling mailboxes 93, 127
Automated PST Migration tab 318
Automatically disable deleted Exchange users
127, 132, 292, 293
Autonomy ZANTAZ Copyright Notice 2
B
backups
with checkpointing 105
bandwidth
limiting use of 50, 63
Base NSF Folder 303
Base PST Folder 174, 180, 181, 291
Bringing PST files under central control 173,
178, 318, 319
C
Case permissions 124
categories
in formulas 217
Categories 136, 217
Ceil (x) 227
Change the parent EAS server 56
Check Files Shares Permissions ONLY 301
Checkpointing 20
Checkpointing and on-demand archiving 105
Checkpointing prerequisites 105
checkpoints
and on-demand archiving 105
enabling for a document store 106
missing item in archive 212, 213
protecting content with 105
removing 107
specifying checkpoint options 107
Choosing a metric 65
Chr (x) 227
Clear the estimate data 111
client
Outlook features 93, 133
Client Permissions 93, 199
cluster 50
and document store 54, 83
and Exchange server 54
and server priority 52
configuration options 52
enable 53
renaming 54
Comment (//) 239
Components of EAS Formula Language 215
Compression 92
Concatenate (+) 240
Configuration options 52
Configure an EAS Discovery administration
account 122, 124
Configure anonymous access to user mailboxes
24, 203
Configure EAS to apply formulas to PST files
161
Configure EAS to provide information to the
Windows Performance tool 46, 49
Configure EAS to use administrator accounts
117
Configure EAS to use Digital Safe as a document
store 84, 247
Configure EAS to use the DSNAExternal.dll 247
Configure LDAP 114, 144
Configure licenses 28
Configure log options 48, 281, 282, 283
Advanced tab
Configure number of search reults in Outlook

138
Configure retrieve and restore options 205
Configure storage devices 84, 247
Configure the archive process 22, 81
Configure the CENTERA_PEA_LOCATION
environment variable 250
Configure the
FP_OPTION_STREAM_STRICT_MODE
environment variable 253
Configure the ODBC source 32
Configure the report font 30, 32
Configure the User Retrieval Audit report 30,
31, 32
Configuring document stores 52, 75, 83
Configuring EAS to use a Pool Entry
Authorization (PEA) file 249
Configuring formulas 60, 110, 111, 126, 139,
140, 141, 147, 149, 167
Configuring IIS for distributed environments 74
Configuring IIS Servers 74, 84, 101
Configuring performance metrics using Exchange
server properties 66
Configuring permissions for EAS on EMC
Centera 248
Configuring search indexes 79, 100, 194
Configuring stubs 20, 82, 96, 105, 140, 141,
145, 167, 286, 287
Configuring tasks 20, 89, 109, 113, 127, 128,
129, 163, 166, 175, 181, 182, 184, 191
Connect to servers 38
Connect to the database 25
Connect to the Exchange Server 25
Connector/Script Installations 324
Controlling access to archived content 24, 127,
140, 167, 199, 292
CopyNum 193
counters
for monitoring performance 49
in performance metrics 65
CPU
limiting use of 64
CRC See cyclical redundancy checking
Create a custom administrator role 120
Create a formula template 155
Create a formula using the Formula Editor 151,
153, 158, 169, 187, 189
Create a formula using the Formula Wizard 151,
153, 156, 160, 169, 187, 189
Create a journal mailbox 171
Create a persistent 139
Create a tabbed view 27
Create a task 59, 92, 96, 132, 139, 208
Create a task for archiving deleted items
(dumpsters) 190
Create a task for archiving journal mailboxes

171, 172
Creating PEA files 249
Creating performance metrics 66, 283
Customize the EAS Administrator display 26
cyclical redundancy checking 29, 285, 295
D
database
connecting to 25
permission to query 123
querying 49
repairing 210
replication 82
verifiying 210
date
MsgDate variable 221
DateAge (unit, date) 227
DatePart (unit,date) 228
Default Auto-Enroll Policy tab 310
Default LDAP Container 307, 308
Define an auto-enroll policy for each mail server
128
Define and enable the default auto-enroll policy
127, 310, 311, 312, 313, 314, 315, 316, 317
Delete a cluster 55
Delete a document store 88
Delete a task 99
delete original objects 82
Delete Original Objects 279
DeleteStub 224
Deployment 22
Digital Safe 247
prerequisites for configuration 247
Disable Deleted Users 292
Disable Enrolled Users 311, 315
Disable GAL 306
Disable processes running on a server 41, 43
Disable PST Gathering 93
Disable the EAS Outlook client 139
Disable the Global Address List 114, 115
disaster recovery 205, 210
Discovery
permissions full and case administration
case permissions 124

full and case administration 123
Display archive task information for individual
EAS servers 45, 46
Display the attachment icon in stubs 149
Display the EAS log 45, 47
Display the estimate report 111
Display the members of a group 140
Index
Display the status of an EAS server 45, 46

distributed environment 50
distribution lists
adding group members from 143
problem with hidden 56, 96, 201
synchronize 93, 96, 201
Divide (/) 240
Document conventions 16
document store
and checkpoints 106, 107
and clusters 52, 54
and single-instance storage 83
configuring 83
deleting 88
displaying properties 54
permission to access 123
repairing 210
restoring 205
setting default 88
setting partial commit delay 82
specify limit warning 131
specifying for IIS 77
specifying type 84
verifying 210, 214
viewing properties 54
document store group (DSG)
breaking single-instance storage 83
in formulas 217
Domain Name (Used for License Environment
ID) 321
DR500 or non-DR550 TSM server 84, 86, 256
DSGroupName 217
Dumpster Archive 96
E
EAS documentation suite 17, 18
EAS for Exchange 28
EAS for Exchange server options in database
267
EAS for Files server options in database 269
EAS for Lotus Notes server options in database
268
EAS for Lotus Notes, EAS for Files, EAS for
SharePoint 29, 321
EAS Options dialog box reference 81, 279
EAS options in EAS database 265
EAS server
adding 39
and clusters 54
changing parent 56
disabling processes 43
display status 46
displaying process information 46
editing properties 41
enabling 39
limiting concurrent processes 73
monitoring 45
permission to manage 123
run as a service 44, 45
specifying update interval 72
starting 37, 38
stopping 38
EAS Server permissions 125
265
Edit a task 99
Edit IIS server properties 77
Edit mail server properties (Advanced mode) 60
Edit the properties of an EAS server 41
Elements of the EAS environment 19
EMC Centera 84, 210, 211, 248
EMC Centera configuring 247, 248
EMC Use Data Embedding 270
Enable a task 96, 99, 111, 136
Enable advanced clustering 42, 53, 61, 62, 87,
88
Enable archiving of recipient information 83,
288
Enable checkpointing for a document store 106
Enable EAS forms in Outlook clients 136, 138,
299
Enable Enrolled Users 310, 314
Enable Exchange Auto-Enroll 310, 314
Enable Lotus Notes Auto-Enroll 314
Enable PST Gathering 93
Enable Quick SIS Checking for Notes Messages
276, 277
Enabling advanced features using the clustering
option 53
Enabling performance metrics 65
Engine Monitoring Interval 274
Enroll a mailbox user (LDAP) 129
Enroll a mailbox user (MAPI) 130
Enroll in Group 310, 314
Enroll in Search Index 311, 315
Enroll Newly Created Users 311, 315
enrolling users 126, 127, 129, 130
Envelope Journaling
Archive Unmodified Envelopes 63, 294
environment ID 28
Advanced tab
Equal (=) 240

errors
errors in database 210
log options 48
viewing logs 47
estimate
adding groups to 110
adding recipients to 109
clear data 111
clearing data 111
estimate report 111
task to produce 111
Estimate 93
Example 1 - User sees no changes 176
Example 2 - Messages are replaced with stubs
177
Example of advanced configuration options 257
Examples of PST archiving results 174, 175
Exchange issues when running EAS as a service
43
Exchange LDAP Settings 307, 320
Exchange organization name 28
Exchange Server
adding 57
assigning administrator permission 119
assigning to an EAS server 41
assigning to cluster 54
auto-enrolling 127
custom administrator role 120
disable hide options to synchronize with GAL
96
domain issues 127
limiting concurrent processes on 74
permissions 125
priority for archiving 42
removing from a cluster 54
Exchange Server Load Simulator 2003
(LoadSim) 109
Exchange Server options for PST archiving 174,
175
Exchange server permissions 125
Exchange Server synchronization 56
Exchange tab 284
Exp (x) 229
Expand memberOf Groups 314
Extended Folder Synch 63, 288
Extended NT Account Synch 292, 324
External DLL List 272
F
FA Options tab 299
FAS Share permissions 126
file archiving 20
File archiving specifics 91
file share
and task priority 90
firewall 24, 75
Floor (x) 230
Folder 218
Folder Synch 93, 182
Folder Synch with Delete 94
Folder Synch With Refer Insertion 94, 208
folder synchronization
files 90
messages 90
Folder synchronization 57, 90, 92, 288
folders
access to archived 203
anonymous access to 203
persistent 139
reports 30
Font Name 305
Formula language reference 141, 150, 159, 215
formulas
configuring 149
creating a template 155
for groups 141, 151
for public folders 168
for users 152
functions 225
operators 238
return statements 223
variables 215
Formulas and on-demand archiving 166
Functions 225
G
Gather PST files to a central location and import
manually 179, 183
General EAS server options in database 266
General tab 279
Generate a report 33, 96
Generate an estimate 111
Get Next Work Unit Sleep Interval 277
Get Org See Exchange organization name
GetDate ( ) 230
Getting help 17
Getting started 15
Global Address List
and distribution lists 96
and permissions 201
Global permissions 119, 123
Greater Than (>) 241
Greater Than or Equal To (>=) 241
Index
Group From LDAP Updates User Settings 274

groups
adding 141
adding members 142, 143
archiving limit for 144
displaying members 140
formulas for 151
remove group members 142
removing 142
stub settings 147
updating with LDAP 143
Install custom forms 136, 138

Install EAS as a service 44
Installing EAS as a service 37, 43
InStr (str, substr) 230
InStr2 (x, str, substr) 231
Introduction 36, 81, 113, 261
invalid accounts 121
Invalid Code Pages 275
IsAssociatedContentsMsg 219
Issue EAS Storage Limit Warning At
<#> % Remaining 323
Hard Delete Messages 288

HasAttachments 218
HCAP configuration for EAS 259
Hitachi Content Archiving Platform (HCAP) 259
How quota archiving works 58, 60, 95
HTTPS 24
HTTPS protocol 24
journal mailboxes
archiving 172
creating 171
I
IBM DR550
prerequisites for configuration 247, 256
If...Then...Else...End 242
If..Then..End 241
Ignore Corrupt Messages 32, 297
Ignore Default/Anonymous ACL Rights 201, 291
Ignore FAS Permissions Errors 270
Ignore Warning Msgs 282
IIS
add a server 75
and document store 83
editing web server properties 77
permission to retrieve 123
remove a server 76
setting options for document store 83
specify preferred search indexes 77
specifying preferred document store 77
Include Recipients in SIS 295
index
configuring 100
moving users between indexes 196
preferred 78
removing 103
removing users from 195
replication 193
specifying for user 197, 198
splitting 193
Initialize the Pool Access Information (PAI)
module 249
K
Keep Logs for <number> Days 282
Keep Run History <number> Days 282
KeepStub 224
key 28
Key concepts 19
L
LCase (str) 231
LCase2 (str, codepage) 232
LDAP
LDAP enrolling a user 129
updating group membership 143
LDAP Container 301, 312, 316, 320
LDAP Filters 313, 317
LDAP User Name 302, 308, 309, 320
LDAP User Password 302, 308, 309, 320
Leave RTF Body 174, 286, 289
Leave Stubs in PST 174, 179, 290
Left (str, x) 232
Len (str) 233
Less Than (<) 242
Less Than or Equal To (<=) 243
license
and public folders 28
modifying a license key 29
obtaining 28
registering 29
removing 29
Limit the number of concurrent processes on a
mail server 63, 74
Limit the number of concurrent processes on an
EAS server 40, 73
Limiting processes on servers 73
Advanced tab
Limiting the load on system resources 58, 61,

63
Ln (x) 233
LoadSim
fixing LoadSim messages 94
LoadSim Msg Fixer 94
log
configuration 48
display 47
Log (x) 233
Lotus Notes LDAP Settings 308
Lotus Notes server permissions 125
Lotus Notes tab 301
LTrim (str) 234
M
mail server
adding 57
and document store 83
and task priority 89, 90
in cluster 52
limiting concurrent processes 64, 74
performance metrics 64
priority for archiving 42
removing 58
synchronization 56
mailboxes
access to archives 201, 202, 203
adding search index to 197
and formulas 149
anonymous access to 201
archiving limits 130, 144
auto-enrolling 93, 127
creating 139
disabling 132
enabling 127, 133
enrolling 127, 129, 130
moving between indexes 196
priority when archiving 90
quota task 57, 95
removing a search index 198
restoring 206, 207
Manage archives 23, 193
Manage Exchange mailbox size quotas 58, 60,
63, 95, 293, 294
Manage group members (LDAP) 142
Manage group members (MAPI) 142
Manage search indexes and their users 23
Manage servers 22, 35
Manage users 23, 113
ManagedFolderRetention 219
Managing a user's search indexes 101, 128,

129, 193
Managing administrative accounts 24, 25, 111,
117, 323
Managing EAS servers 25, 37, 90
Managing groups 114, 140
Managing mail servers 56
Managing mailbox users 57, 126
Managing offline support 198
Managing user directories 114, 306, 307, 308
Manually add a mail server (Advanced mode)
42, 57
Manually disable a user 132
Manually enroll new users 23
Manually migrate previously archived PST file
content 175, 178, 179
Manually remove checkpoints from content in a
document store 107
Manually start the EAS service 44
Manually stop the EAS service 45
MAPI
MAPI enrolling a user 130
MarkedToArchive 220
Max Recips Per Screen 306
Maximum Runtime Errors 281
Merge two or more .pea files 252
MessageClass 220
Mid (str, x, y) 234
Migrate PST content stubs to the user mailbox
179, 181
Migrate PST files to EAS automatically 179, 181
Migrate Using On-Demand Archival 319
Migration Rate 318
Migration Root Folder 319
Mod (x, y) 234
Modify EAS options in the Outlook client 93,
126, 133
Modify groups or group formulas 23
Monitoring and maintenance 22
Monitoring EAS servers 45, 100
More about Max Connections and Max Wait
258
Move a search index for an individual user 197
Move users from one search index to another
196
Msg Stubs May Contain Attachment Stubs 296
MsgDate 221
MsgFrom 221
MsgLastModifiedDate 221
MsgRead 222
MsgSize 222
multi-file archiving 82
Multi-language Archive 289
Multiply (*) 243
Index
N
Negate (-) 243
NetApp 212
network
limiting use of bandwidth 63
specifying address 41
Network Appliance 212
Network Appliance NAS (NetApp) 212
NoArchive 224
NoDelete 224
NoQuotaArchive 225
NoStub 225
NoStubNoDelete 225
Not (not) 244
Not Equal To (<>) 244
Note about port numbers 101, 102
Note on Exchange 2003 limit on number of
objects that can be opened 165
Note on precedence of permissions 200
NTFS 20
NTFS Stubs as Sparse Files 300
Num Extended NT Synch Threads 270
Num Verify Repair Threads 273
NumAttachments 222
Number of Retries 298
NumRecipients 222
O
object distinguished name 57
Object Update Interval 281
objects
deleting original 82
offline storage
and formulas 150
On-Demand Archive 95
on-demand archiving
and checkpointing 105
task 95
On-demand archiving 95, 166, 299
On-demand Polling Archive Interval <number>
seconds 299
OnDemandArchive 223
online day archive
online day archive recommended option for
280
verifying 211
On-line Day Archive 211
Open EAS Administrator 25
Operators 238
50, 56, 83, 88, 90, 322
Or (or) 244
Other EAS server options in database 269

Other methods for managing the load on system
resources 63
Other tasks 23
Outlook
enabling EAS features in Outlook 133
OutOfOffice 223
Output Messages to Event Log 280
Overview of creating performance metrics 66
Overview of EAS administration 22
P
parent 56
Parent Specific tab 320
Parentheses ( () ) 245
partial commit delay 82
Partial Commit Delay <number> msec/k 283
perfmon counters 49
Perform an LDAP query 116
Perform Associated Contents Pruning 272
Perform Personal Forms Synchronization 298
performance
and multi-file archiving 82
monitoring 49
optimizing 50
Performance Metric Update Interval (secs) 283
performance metrics
configuring 64, 66
update interval 72
permissions
administrator 118, 119, 120
global 117
precedence of, for secure access 24
restoring EAS without account 121
synchronizing 201
to access archived content 202, 203
Permissions 120, 122
persistent folders 139
Potential error types and description of causes
212
Potential error types and description of repair
213
Prepend NSF File Name to Folder Path 302
Prepend PST File Name to Folder Path 174,
180, 181, 291
Prerequisites 171
Prerequisites for non-DR550 TSM servers 256
previews 123
Print (str) 235
priority
Advanced tab
in clusters 52
of mail servers 42
of tasks 89, 90
process associated contents 297
Process Associated Contents 297
Process Asynchronous API Messages Only 297
Process Read-only Files 300
processes
and EAS server 39
concurrent 57, 73, 74
disabling 43
displaying information 46
progress
displaying 46
properties
document store 62
EAS server status 46
Protecting content with checkpoints 20, 22, 60,
82, 105
protocol
specifying 41
PST 174, 178
archive task 95
permission to import 123
permission to restore to 125
restore messages to 208
stub migration 95
PST Archive 95
PST Stub Migrator 95
public folders
adding 167
removing 168
restoring 209
settings for stubs 148
specifying access to 203
specifying formulas for 168
purge
purge permission 123
Q
Query the EAS database 49
Quick Estimate 95
quota
mailbox size 58
task 95
Quota Archive 95
Quota Reduction <number> % 293
Quota Sort By Date 293
Quota Sort By Size 294
QuotaArchive 225
R
recipients
disabling 132
enabling 133
enrolling 127, 129
managing with formulas 151, 152
moving between search indexes 196
removing from search index 195
specify formulas for 151, 152
Re-enable a user 133
Remove a group 142
Remove a mail server from the server list 58
Remove a PST file from the archive process
177
Remove a public folder 168
Remove a search index 103
Remove an administrator account 120
Remove an EAS server 41
Remove an IIS server from EAS 76
Remove PSTs When Migration Done 319
Remove search indexes from an individual user
198
Remove users from a search index 195
Repair an archive 214
repairing archives 210, 214
replication
and Use Delete Not Truncate option 82
of search index 193
Report ODBC Source 306
Report types 30, 298
reports
estimate 111
generating 30, 33
list 30
Restart After X DXLExports 273
Restart Engine After X Workunits 271
Restore a public folder 209
Restore archived PST content to the user's
mailbox 179
Restore EAS access 121
Restore items 23
Restore messages to a PST file 208
Restore messages to an alternative mailbox
207
Restore messages to an original mailbox 206
Restore Unicode PSTs 208, 289
restoring
Index
archive 205
EAS when accounts invalid 121
messages 206, 207, 208, 209
permission 123
public folders 209
Restoring archives 176, 191, 205, 304, 305
Restoring items archived in a mailbox 191
Retain Rich Text Format (RTF) in stubs 149
RetentionPeriod 223
Retrieve Messages From IIS Server 305
Retrieve Messages From IIS Servers Document
Stores 305
retrieving
permission 123
Retrieving messages from different EAS
environment 204
Return statements 223
Right (str, x) 235
roles
assigning 117
creating custom 120
RTF
in stubs 149
RTrim (str) 236
Run a task manually 100, 111
RUN_HISTORY table 261, 282
S
Save Quick SIS Info Back to Notes Messages
276
Save SIS Info to Msgs 273
Scan network drives for PST files and import
manually 179, 182
scheduling
managing resources 63
tasks 96
search index
adding
to EAS 101
users 197
configuring 100
moving users 196, 197, 198
performance 100
permission to retrieve content 123
preferred 78
removing
from EAS 198

users 195, 196, 198
replication 193
splitting 193
security
access to archived content 199
administrator accounts 117
anonymous access to archives 201, 203
EAS for Files 20
limiting administrator access 117
overview 23
updating file permissions 90
Security 75
Security and privacy 23
See multiple views at once 26
Select a recipient for the journaled mail 171
Server ID 322
services
run as a service
EAS server 44, 45

Set general archive options 82, 85, 180, 280,
284, 288
Set the on-demand polling interval 167
Set up the server for use with EAS 256, 257
simulation
simulation archive estimate 93, 95
Single EAS File Archive (HSM) 211
single instance storage
and file archiving 91
estimate 30, 111
overriding 83
Single instance storage and clustering 52
Single-instance storage (SIS) 91
sleep interval 64
Specify a different location for a PST file 178
Specify a storage limit warning 131
Specify an archiving limit for a user mailbox
130, 131, 144, 323
Specify an archiving limit for group members
131, 144
Specify an average reading or tolerance 66, 68
Specify an average reading or tolerance using
Exchange server properties 71
Specify archiving order 42, 53
Specify content to be archived 135, 163
Specify document stores and archive sources in
an EAS cluster 54, 61, 87
Specify Exchange Server options 58, 95, 174,
186
Specify formulas for a group 151
Specify formulas for a public folder 168
Specify formulas for individual users 151, 152
Specify other mailbox archives that a user can
access 203
Advanced tab
Specify other users who can access a mailbox

archive 202
Specify stub settings for a group 147
Specify stub settings for a public folder 148
Specify stub settings for a user 145, 180
Specify the archiving policy for a group's deleted
items 187, 188
Specify the archiving policy for a user's deleted
items 187, 188
Specify the archiving rules for the journal mailbox
171, 172
Specify the checkpoint options for an archive task
106, 107
Specify the default document store (simple mode
only) 88
Specify the IIS server retrieve and restore options
76
Specify the number of recipients per screen 115
Specify the performance metrics update interval
66, 72
Specify the preferred document stores for an IIS
server 77
Specify the preferred search indexes for a web
server 78
Specify user mailboxes to be archived 127, 163,
175
Specifying thresholds 64
SPS permissions 126
SQL
permission to query database 123
querying database 49
Sqrt (x) 236
SSL 23
Start an EAS server 37
Start the EAS Server 25
statistics
tasks 46
status
EAS server 46
Stop a task 100
Stop or restart an EAS server 37, 38
storage
limit warning 131
report 30
specifying type for document store 84
Storage Manager
permissions 123
Store Extended Refer Info 63, 287, 288
Store Full Recipient Lists 287
Str (x) 236
Stub Attach Icon 286
Stub Removal 96
StubAndDelete 225
stubs
and checkpointing 105

and folder synchronization 90
and formulas 150
and single instance storage 91
configuring 145
display attachment icon 149
migrating in PST 95
moving between file shares 90
multiversion 90
RFT format in 149
settings
for groups 147

for public folders 148
for users 145
updating location 93, 94
Stubs 20
Subject 223
Subtract (-) 245
superuser 117
Supply information to obtain license keys 28
Suppress Distlist Population 269
Suppress Groups During Extended NT Synch
276
Suppress Last Access Time Update Errors 275
synchronizing
Exchange folders 93, 94
permissions 201
Synchronizing permissions 201, 202, 203, 204
syntax (formula) 215
T
Task descriptions 92, 97
Task Priority - Advanced 90
Task priority - Basic 89
tasks
add or remove mailboxes 163
and auto-enrolling 127
creating 96
deleting 99
descriptions 92
editing 99
enabling 99
enabling EAS features in Outlook 93, 133
estimate 111
for enforcing quotas 60
on-demand archive 95
priority
priority when archiving 89, 90
Index
quota 95
running manually 100
specifying checkpoint options 107
statistics 46
stopping 100
synchronizing distribution lists 96
Tasks 20
TCP/IP EAS Server Port 323
templates
for formulas 149, 155
Test a formula 156, 160
testing 109
fixing LoadSim messages 94
Testing your environment 58, 61, 81, 94, 109
The RUN_HISTORY table 261
threshold
for use of system resources 64
in performance metrics 66
time zone
and performance metrics 64
GMT 133
Trim (str) 237
trustee 207
trustor 203
U
UCase (str) 237
UCase2 (str, codepage) 237
Understanding EAS 18
Understanding formulas 150
Uninstall the EAS service 45
Update archived public folder hierarchy and
permissions 170
Update group membership automatically using
an LDAP query 143, 320, 321
Upgrade an Alta Vista index to IDOL 103
usage report 30
Use Advanced Clustering 88, 321
Use Automated PST Migration 318
Use Delete Not Truncate 82, 284
Use Delivery Date 289
Use Exchange LDAP Recipient Administration By
Default 307
Use Multi-file Archiving 280
Use View Permissions 322
User Stats Summary 31, 96
users
access to achives 201, 202, 203

auto-enrolling 127
creating 139
disabling 132
enrolling 129, 130
in groups 140
managing search index access 193
moving between indexes 196
overriding group settings 152
removing from search index 195
removing search index 198
report 30
specify archive limits 130
specify formulas for 152
stub settings 145
USERS.EXTRAINFO LDAP Attribute 323
Using EAS reports 30, 46, 114, 306
Using LDAP Query 312, 316
Using separate performance metrics 65
Using the EAS Administrator client 25
V
Val (str) 238
Variables 215
Verify an archive 214
Verify Exchange server permissions 43
Verifying and repairing archives 210
verifying archives 210, 214
view
customizing 26
view permission 117
View tab 304
W
When all administrator accounts are invalid 121
When no user has the 121
Who should read this guide? 16
Windows performance tool 49
Working with performance metrics 63, 64

EAS 6 (1) .3 Exchange Admin

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Autonomy ZANTAZ Copyright

Microsoft Windows, Exchange Server, Outlook and SharePoint which are

Domino, IBM, Lotus, and Notes which are registered trademarks of

Oracle which is a registered trademark of Oracle Corporation

electronically accepted agreement between you and Autonomy, Autonomy MAKES NO

Configure the ODBC source .............................................................. 32

Limiting the load on system resources .................................................... 63

Protecting content with checkpoints ...................................................... 105

Manually disable a user ................................................................... 132

Remove a public folder .................................................................... 168

Restore a public folder..................................................................... 209

EAS for Exchange server options in database ................................ 267

Ignore Corrupt Messages ................................................................ 297

Use View Permissions ..................................................................... 322

About Autonomy ZANTAZ

About this guide

User interface items with

Click the Save button.

Procedures that involve

Click Settings > Options.

You click the Settings item

Options are described as

Enable the Use Advanced

Click inside the check box to

An enabled option is one that

Additionally, this syntax is used for command-line instructions:

Specifies the name of the command or utility.

EAS for Exchange

About this guide

Indicates required syntax in which you have a choice and

Separates two mutually exclusive choices in a syntax line.

Specifies a variable name or other information you must

Indicates that you can type multiple arguments of the

Indicates one or more optional items. Type only the

Online help (accessed through the Help menu)

EAS documentation suite (on page 18)

EAS for Exchange

Autonomy can be contracted to provide knowledge transfer surrounding

EAS documentation suite

EAS Installation Guide (Exchange, Lotus Notes, Files, and SharePoint

EAS Administration Guide (Exchange, Lotus Notes, Files, and SharePoint

EAS for Lotus Notes User Guide

EAS for Files User Guide

EAS Search Administration Guide

EAS Storage Manager Administration Guide

EAS Discovery Administration Guide

EAS Dashboard Administration Guide

EAS Management Pack Guide for Microsoft Operations Manager

EAS for Exchange

of their geographic location. As a result, companies are now able to effectively

EAS database stores information about all EAS processes, mailboxes or

Document store acts a repository for archived content.

EAS for Exchange

SharePoint sites are URLs that represent central Web-based

SharePoint libraries are document or image libraries associated with

EAS for Exchange

About file archiving

About file archiving

About archiving content from a

Overview of EAS administration

Monitoring and maintenance

EAS for Exchange