Enterprise Vault™ Setting up SMTP Archiving

Last Published:
Product(s): Enterprise Vault (12.4)
  1. About this guide
    1.  
      Introducing this guide
    2. Where to get more information about Enterprise Vault
      1.  
        Enterprise Vault training modules
  2. Introducing Enterprise Vault SMTP Archiving
    1. About Enterprise Vault SMTP Archiving
      1.  
        SMTP Archiving configurations
      2.  
        SMTP Archiving components
    2.  
      About SMTP Journaling
    3.  
      About SMTP Group Journaling
    4.  
      About SMTP Mailbox Journaling
    5.  
      About SMTP Archiving licensing
    6.  
      Journaling messages to Enterprise Vault from Exchange Server or Office 365
  3. Installing SMTP Archiving
    1.  
      About installing Enterprise Vault SMTP Archiving components
    2.  
      Reporting
    3.  
      Monitoring
  4. Configuring SMTP Archiving
    1.  
      Steps to configure SMTP Archiving
    2.  
      Planning your configuration
    3. Configuring the Enterprise Vault SMTP Servers in the site
      1.  
        Entering the name or IP address of connecting hosts
      2.  
        Obtaining an SSL/TLS certificate
      3.  
        Configuring message tracking for SMTP messages
    4. Adding an SMTP Archiving task and holding folder
      1.  
        About the SMTP holding folder
      2.  
        Keeping safety copies of archived messages
      3.  
        Task summary reports
    5. Configuring retention categories and retention plans
      1.  
        Managing cascading retention settings on multiple archives
      2.  
        About changing retention on SMTP Group Journaling provisioning groups
    6. Creating SMTP policies
      1. About X-Headers
        1.  
          About X-Kvs X-Headers
        2.  
          Searching archives for messages with specific X-Headers
    7. Configuring archives for SMTP messages
      1.  
        Assigning multiple archives to spread the archiving load across servers
    8.  
      Adding SMTP routing addresses
    9.  
      Checking settings for SMTP Journaling
    10.  
      Additional configuration for Compliance Accelerator
  5. Provisioning users for SMTP Group or SMTP Mailbox Journaling
    1.  
      About SMTP provisioning groups
    2.  
      Adding an SMTP Group Journaling provisioning group
    3.  
      Adding an SMTP Mailbox Journaling provisioning group
    4.  
      Changing the order of the SMTP provisioning groups
    5.  
      Deleting an SMTP provisioning group
    6.  
      Adding or deleting an SMTP Provisioning task
    7.  
      SMTP Provisioning task summary reports
    8.  
      Configuring the SMTP site setting, Selective Journal Archiving
    9.  
      Adding SMTP target addresses manually
  6. Using the SMTP dashboard
    1.  
      About the SMTP dashboard
    2.  
      Using the Summary page
    3.  
      Using the Search page
    4.  
      Using the SMTP Archiving page
  7. PowerShell cmdlets
    1.  
      About the PowerShell cmdlets for SMTP Archiving
  8. Appendix A. Configuring target address rewriting
    1.  
      About target address rewriting
    2.  
      Steps to configure target address rewriting
    3.  
      Adding SMTP target addresses
    4.  
      Adding target address aliases

About the SMTP holding folder

Each SMTP Archiving task must have its own holding folder. The Enterprise Vault SMTP service places .eml message files in this folder for the archiving task to process.

The holding folder path must comply with the following conditions:

  • The folder must be on a local drive.

  • The folder should be excluded from virus scanning. Scanning the holding folder can cause the corruption of items, performance issues, and data loss.

  • You cannot specify a UNC path for the folder.

  • The maximum permitted length of folder path is 207 characters.

  • DBCS characters and non-ANSI characters are not permitted in the folder path.

The account under which the SMTP Server and the SMTP Archiving task run must have full access to the holding folder. As this folder may contain sensitive data, ensure that other accounts do not have access or inherit access to this folder.

The holding folder is organized according to the time at which message files are placed in the folder. Time is specified as UTC time. For example:

Mail Root (Holding folder)
   26 (day of month)
      15 (hour)
         30 (min)
            5cd6a8ba01cc51dd00000001.eml (actual email)
            6feb03d801cc2f0f00000001.eml

If the archiving task cannot archive an item, it moves the file to a folder named Failed in the holding folder. In the Failed folder, subfolders for day, hour, and minute are created as needed. The file is placed in the appropriate minute folder.

By default, the archiving task deletes messages in the holding folder that do not contain a target address that is enabled for archiving. You can change this behavior using the advanced SMTP site setting, Delete messages without recipients or a matching target. If you set this option to No, messages that do not contain a matching target address that is enabled for archiving are moved to the folder NoMatchingTarget. In the NoMatchingTarget folder, subfolders for day, hour, and minute are created as needed. The file is placed in the appropriate minute folder. To report such actions, you can enable the advanced SMTP site setting, Log action when a message does not contain any archiving-enabled target. Note that setting the option Delete messages without recipients or a matching target to No is likely to cause the holding folder space to fill quicker.

The following procedures describe how to change the location of the holding folder. The procedure differs depending on whether the site has a single or multiple Enterprise Vault SMTP servers.

To change the location of the holding folder in a site with multiple Enterprise Vault SMTP servers

  1. In the Windows Services Console stop the Enterprise Vault SMTP service.

    While the SMTP service is stopped, the SMTP services and SMTP Archiving tasks on the other Enterprise Vault SMTP servers in the site continue to run and process new items.

  2. Wait until the SMTP Archiving task finishes processing all of the pending files in the holding folder.

    When the SMTP Archiving task is finished processing the files, stop the task in the Enterprise Vault Administration Console.

  3. In the properties of the SMTP Archiving task, change the location of the holding folder.

    Note that the new holding folder location must be excluded from virus scanning.

  4. Restart the Enterprise Vault SMTP service. The archiving task is restarted automatically.

To change the location of the holding folder in a site with a single Enterprise Vault SMTP server

  1. In the Enterprise Vault Administration Console stop the SMTP Archiving task.
  2. Select Stop SMTP service and then click Yes.

    When you stop the SMTP service, all hosts that attempt to connect will be refused. Do not stop the SMTP service for long.

    If you do not stop the SMTP service, then it will continue to accept SMTP messages and put them in the holding folder.

  3. Copy the existing SMTP holding folder tree to the new location.
  4. Change the SMTP holding folder location in the Administration Console.

    Note that the new holding folder location must be excluded from virus scanning.

  5. Start the Enterprise Vault SMTP Archiving task. Enterprise Vault automatically starts the SMTP service when the task starts.