Folder Replication uses the same techniques developed for the Mailbox Reader to access all items in selected user mailboxes. However, in this case the Folder tree and the item summary (e.g. message-id / subject /sender / recipients) are captured into a ArcTitan Database. Now the users that have Mailbox Replication can view the ArcTitan archive with that SAME folder tree view that they have created in their Outlook.
Replication Period: To limit the size of the ArcTitan Database that holds this Folder and Item data, ArcTitan defaults to only collect and retain summary email items up to YYY days old. Older data will be held in ArcTitan, but the emails will not be included in the Replicated Folder view. You can set longer replication periods if you require.
NOTE: Future versions of ArcTitan will separate the Replication Period from the Connection settings, meaning that you can have multiple periods of replication for groups of user accounts, all against the same Connection.
Folder Replication will need to re-scan user mailboxes on a regular basis, to obtain the latest set of emails and folders – and to remove items from the database that are older than the replication period [but never from the email archive itself!].
With Folder Replication enabled for a user, that user will see a red triangle at the top of their standard Search UI. On clicking this they will now see the Folder Replication view. All of their folders will be listed together with the emails in those folders. They can perform searches, which will identify matching emails in any folders and they will quickly see which folders contain these matching emails. Mails will be re-storable back to their originating folder – and you should also see the history of movements where an email has been moved through more than one folder over time. Also note that it is possible to replicate Public Folders. This has some permissions implications that
are discussed later.
Folder Replication Connection Settings are similar to the Mailbox Reader settings. Please refer to this guide for the general settings and the meaning and setup of an Impersonation account.
Folder Replication Connection specific details are:
- Check Every: This determines how often the system will scan user mailboxes. A frequent scan will be good for end-users – if they rely on the Folder Replication view. However frequent this will add network and Exchange overheads.
- Folder Synchronization Retention Period: This determines the date range of the email metadata to save in a ArcTitan Database for all users under this connection. NOTE: The size of the database needed to hold replica folder data is determined by the number of users, the size of their folders, and this Retention Period. The size of the database is noted under the “System Director” node on the Monitor page
- Mailbox Selection: [option only displays after adding a connection]
- Admin Selection. You can choose which user mailboxes to replicate – so you can offer this view to only those users who would benefit from it. This is the default setting.
- All. However, you can simply tell the service to replicate ALL user mailboxes. This would include service and other mailbox accounts that may not actually benefit from folder replication. The only accounts that would not be replicated would be disabled users. >> On “Save Connection” the system will obtain the set of users from LDAP and add them all to the User Configuration panel. Please note that to replicate ALL mailboxes, you must use “Impersonation”. Without impersonation you would need to enter the login passwords of each account to replicate.
- Synchronise Public Folders: Applies to Exchange 2013 only: Choose this option to allow the service to obtain the set of Mail-Enabled Public Folders and build a replica database for each. After saving a Folder Replication connection, please “Test Connection” to ensure that the connection is valid. After this you will need to add users who’s Folders you wish to replicate. If “Impersonation” is selected, then the “Test Connection” will verify if the account does have the correct permissions. If the account does not have impersonation rights, then this message will be displayed:
- Download and use the Impersonation & Throttling scripts if needed, to assign the permissions. If the impersonation Username/Password combination is invalid, then this message will show:
Folder Replication – User Configuration
The settings here are similar to the Mailbox Reader – User Configuration. If the connection’s “Mailbox Selection” was altered to “ALL” and then Saved, the system will obtain the list of user accounts from LDAP and will add them all to this User Configuration panel. Otherwise this panel will initially be empty until you Create or Add users.
Each account entry consists of a Username and Primary Email Address. If impersonation is not used, then a password will be required for each user entry as well. Once all required accounts have been selected or have been entered, then you can “Start Synchronisation”. If you edit the Connection to set a longer replication retention period, then you will need to “Reset Synchronisation”. This will reset every account back to initial settings so that a complete folder scan will be performed. The same action links are available for Folder Replication users as for the Mailbox Reader.
- Test: Check connectivity & login credentials. PLEASE NOTE: if there are connectivity issues, then it can take a minute or two to respond – during which a ‘please wait’ panel will be displayed.
- Probe: List the Folder tree and the detailed collection status of each.
- Show Logs: Download a log file for this account.
- Reset: Cause the next scan of this account to start at the beginning (e.g. reset the ‘last read up-to’ markers).
- Details: Expand the grid to display additional collection status details about this account.
- History: Currently this is not fully implemented, but should show the summary from a number of the sweeps through this user account.
Public Folder Replication
Please Note that Public Folder access by EWS (Exchange Web Services) only became available in Exchange 2013. Public Folder replication will not function with earlier Exchange versions. Public Folders are unlike standard user folders in a number of respects:
- They often contain items that are not sent to or from the Public Folder email address. Items are placed into Public Folders via drag/drop actions in Outlook.
- They are typically project oriented – containing mail related to a specific case or matter.
Only users who are part of that Project will have visibility to that Public Folder. These facts mean that special handling is needed by ArcTitan to allow the content of Public folders to be effective.
1. The content of a Public Folder would need to be replicated over a much longer period effectively over all time. This is to capture all of the items placed there by drag-and-drop techniques.
2. A user viewing a Public Folder in ArcTitan would need to have “Privileged” style access as they will be viewing items not send either to or from themselves, and also not sent to/from the Public Folder email address either.
3. Every folder replication cycle visits all user mailboxes in scope of replication. For every user, it first gets the list of root of normal folders, and synchronizes them (over last remembered synchronization state). Then it gets the root of public folders accessible to the user. If the user has access to any public folder, those folders are returned in this list. Then it synchronizes those public folders, and stores the public folder item entries in a table common to all users (unlike normal folders synchronized under per-user tables), also recording the identity of the synchronized public folder and userid of the respective user who has access the public folder. Now if a subsequent user account visited in folder replication cycle also has access to the same public folder, folder replication would know that respective public folder (with specific identity) has already been synchronized in the current replication cycle. So it would not re-sync it again, but just add the userid to the table column maintaining list of users for respective public folder. When a user opens folder replica view, he is able to see those public folders (under replica view), the tables of which have his userid under the users column.