With d.ecs content crawler, you have the option of journal archiving for certain items with Microsoft Exchange and HCL Domino. For example, you can save journal e-mails or meeting requests with journal archiving. This does not apply to appointments, for example, if you enabled the Storing format: EML instead of DGIX option in the Groupware app. You will find the option in the Configuration feature in the Document management category under E-mails if you select the Microsoft Exchange entry under E-mail management and navigate to the Process settings perspective.
In addition, you can use compliance archiving without journaling enabled for Microsoft Exchange 2016 and Microsoft Exchange Online.
To store e-mails from the journal of your e-mail system in a legally secure and audit-proof manner, you can use dbs | journal archiver instead of purchasing a full license for d.ecs content crawler. To be able to use and configure journal archiving, you must have dbs | journal archiver or dbs | mailbox archiver licensed for your e-mail system.
With d.ecs content crawler, you can enable journaling for Microsoft Exchange or HCL Domino.
Suppose you want to use journal archiving for Microsoft Exchange.
This is how it works
Open the Configuration feature from the start page and navigate to E-mails in the Document management category.
Select the entry Archiving options under E-mail archiving.
Go to the Processing settings perspective.
Enable journaling for Microsoft Exchange.
Select the repository in which to save the journal e-mails.
Under Journal mailbox, enter the SMTP address of the mailbox in which the journal e-mails are stored, e.g. journal@<domainname>.com. If you want to specify multiple mailboxes, separate the entries with a comma.
Select the days and the durations for the time control.
Save your entries.
If you change the configuration for journal archiving, you then need to restart the d.ecs content crawler service.
Compliance archiving is only supported in combination with Microsoft Exchange 2016 and Microsoft Exchange Online. If you are using an earlier version of Microsoft Exchange Server, your configurations will be ignored.
If you want to use compliance archiving without journaling enabled, you must note the following:
You must enable litigation hold on Microsoft Exchange Server. If you enable litigation hold, a copy is made in the Versions folder every time an item is changed. Make sure that the folder is not unnecessarily filled with copies.
d.ecs content crawler does not check whether litigation hold is enabled in Microsoft Exchange. If litigation hold is disabled, Microsoft Exchange Server automatically deletes the items after a specified period of time, or the user of that item is permanently deleted.
For more information, see “Recoverable items folder in Exchange Server” in the Exchange Server 2019 documentation on the Microsoft Docs website.
You have to adjust the settings for a profile in d.ecs content crawler. EnterMicrosoft Exchange as the source system and select the Enable archiving of deleted elements option. In this case, e-mails that are saved under Recoverable items in the Deletions or Purges folders are also taken into account. The items from the corresponding folders are processed based on your configurations for the profile.
The items are not automatically deleted by d.ecs content crawler. If necessary, you must specify automatic deletion in the profile.
If you change the configuration for journal archiving, you then need to restart the d.ecs content crawler service.
When performing journal archiving for HCL Domino, note the following:
The archiving service can process a maximum of one journal database. If you want to process more than one journal database, you have to install several d.ecs content crawler apps or several groupware apps (d.3one application server).
Make sure that one of the following categories (document types) is specified in the HCL Domino Server administration in the Form field: Message, Memo, Reply, Notice, Appointment, Report, NonDelivery Report, Recall Response, Recall Request, Return Receipt or Personal Stationery. Only these categories may be transferred to the journal database.
To be able to assign the properties of e-mails to d.3 properties, you must create a mapping. We recommend using a separate category for journal e-mails, otherwise the mapping for saving e-mails in HCL Notes is also used in d.3one.
When performing journal archiving for Microsoft Exchange, note the following:
Journal archiving can also archive documents which have been delivered directly and have no envelope. We recommend that you configure journaling for Microsoft Exchange in such a way that only e-mails from Microsoft Exchange are accepted (Microsoft Exchange PowerShell Commandlet Set-Mailbox in conjunction with AcceptMessagesOnlyFromSendersOrMembers).
Within the journal, only e-mails with the message classes IPM.Note*, IPM.Schedule.Meeting*, IPM.Report.Recall*, IPM.Outlook.Recall* and REPORT.IPM* are processed. E-mails that deviate from these specifications are moved to the d.3ecm unprocessable folder in the journal mailbox.
To be able to assign the properties of e-mails to d.3 properties, you must create a mapping. When mapping, the values are not determined from the envelope e-mail, but from the document to be saved. We recommend using a separate category (document type) for journal e-mails, otherwise the mapping for saving e-mails in Microsoft Outlook is also used in d.3one.
Microsoft Office 365 (Microsoft Exchange Online) currently only supports external mailboxes as journal mailboxes. External mailboxes are mailboxes that are not Microsoft Office 365 mailboxes. For journal archiving with d.ecs content crawler, the external mailbox must be accessible using the Exchange Web Services (EWS). It doesn't matter whether it is a cloud mailbox or an on-premises mailbox.
You can save other items from journaling in addition to e-mails. You can select the source Calendar entry/meeting when mapping these items.
You can save the following items in addition to e-mails:
Meeting requests
Responses to meeting requests (Acceptance, Rejection, Tentative acceptance)
Rejection of meetings
You can additionally adopt the following values:
All SMTP addresses (participant, organizer) or all participant names
Start time and end time
Meeting organizer's name
Names of the required participants, optional participants, rooms, or resources
Location
Meeting organizer's SMTP address
SMTP addresses of the required or optional participants, rooms or resources
SMTP addresses of all participants