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Technical Session: How to Implement Fortis Email Management

Technical Session: How to Implement Fortis Email Management. Guest Speakers. Sherpa Software Bal Srinivasan, Product Manager Westbrook Technologies Brad Harbin, Consulting Engineer. What is Fortis Email Management?.

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Technical Session: How to Implement Fortis Email Management

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  1. Technical Session: How to Implement Fortis Email Management

  2. Guest Speakers Sherpa Software Bal Srinivasan, Product Manager Westbrook Technologies Brad Harbin, Consulting Engineer

  3. What is Fortis Email Management? • “Best-of-breed” solution powered by Sherpa Software’s Archive and Mail Attender products • Fortis Email Management consists of a server-side Microsoft Exchange level archiving tool • Also supports eDiscovery, email manipulation, logic and quota management • Does not sit on the Exchange server • Provides back-end, transparent archiving of Exchange email accounts to Fortis or other UNC paths • All Exchange messages are stored as MSG in Fortis • All archived MSG files can be launched back to MSG • Fortis never changes the original file format • Data about the email can be exported to XML or ASCII • Attachments are stored in their native format

  4. The Solution What are the components of Fortis Email Management solution? Session specific to Exchange • Sherpa Software Archive Attender • Sherpa Software Mail Attender • Custom Sherpa code to output MSG and XML to nested file system directory by GUID • Custom Fortis profile configurator • Windows polling service • Fortis Portal or Fortis Web

  5. Solution Process

  6. Easy Retrieval from Fortis Select the “Archived Emails” Outlook folder • Fortis Portal • Fortis Web

  7. How Simple is it to Retrieve the Email from the Fortis Archive? 4. Select the URL on the email stub Requires: Fortis Web or Portal

  8. Bal Srinivasan

  9. Architecture • Topology • Archive Attender is a completely server-based application; no deployment to end-user machines • Comprised of 3 components a Windows service, a console application and a web application driven by a web service • Data is archived to any network-accessible storage device • Whats it written in? • Product is written primarily in VB.Net with some core C++ APIs. The web application and web service are written in ASP.Net. • How are configuration settings stored • Configuration settings are saved in XML format on the computer where Archive Attender is installed. • How does the solution communicate with Exchange? • MAPI is the API Microsoft provides to access Exchange data. Archive Attender uses this API (Outlook also uses MAPI) to connect to and access the mailboxes.

  10. Exchange Journaling Option • How does Exchange journal option work • What message items can journals be applied to • How do we treat journaled items • Does it double the size of the info store

  11. Part #1 - SPECIFICATIONS • Windows 2000, XP and 2003 • Dot Net Framework 2.0 (installed automatically as needed) • Internet Explorer 5.0 or higher • Outlook 98, 2000, XP, 2003, 2007 or Exchange Server • Approx. 35MB footprint on installation • Allocate additional space for the growth of the database • MSMQ (if synchronizing with Mail Attender)

  12. Part #1 - ARCHITECTURE • Works with Exchange 5.5, 2000, 2003 and 2007 • Installation not required on the Exchange server • Works with Outlook 98 or higher • Indices maintained in XML format

  13. Part #2 - Archive Attender for Exchange Service • Windows service that monitors the system for actions commanded from the Archive Attender console • Full local administration permissions - granted for the Archive Attender computer (to access the registry and all necessary data); • Archive Locations – full administrative access to the location where the archived data is stored; • Domain permissions – the account must at least be a domain user, and it must have read/modify access to the Exchange server mailboxes from which it is to archive and write stubs. • Note that if this account is a domain administrator, by default, this account will *not* have read/modify access to the Exchange server mailboxes. This must be set up manually. Please see Microsoft Knowledgebase Articles ID 821897 for Exchange 2003 and ID 262054 for Exchange 2000.

  14. Part #3 - Archive Attender aaWebService IIS Component • Web service component that handles the client requests such as a search of the archives and message retrieval, generated by the end-user. • Local administration permissions - granted for the Archive Attender computer (to access the registry and all necessary data) • Archive Locations – full administrative access to the location where the archived data is stored • Domain permissions –the account must at least be a domain user, and it must have read/modify access to the Exchange server mailboxes from which it is to archive and write stubs. Note that if this account is a domain administrator, by default, this account will *not* have read/modify access to the Exchange server mailboxes. This must be set up manually. Please see Microsoft Knowledgebase Articles ID 821897 for Exchange 2003 and ID 262054 for Exchange 2000

  15. Part #4 - Outlook Console aaWeb IIS Component • This is the client component that provides an interface for the end users to search and retrieve archived messages. • It communicates with the Archive Attender web service to display the appropriate information to the end users. • It is installed with the Outlook Console component of the Archive Attender installation. • Note that this component may be installed on the Archive Attender console machine, or it may be installed on the OWA front end service, contingent upon your organization’s needs. • The user account attached to this service must have: • Local administration permissions - granted for the computer where on which it is installed (to access the registry and all necessary data).

  16. Part #5 – Archive Attender Output • Standard Outlook MSG output format of email and attachments • Output of email header data as XML • Drop to network directory in unzipped format

  17. Part #6 – Archive Policy Setup • General • Condition vs quota • Mailbox, journaling and public folders • Scheduling • Message types

  18. Part #7 – Archive Policy Setup • Folders to monitor • Stub setup • Conditions

  19. Part #8 – Quota Policy Setup • Quota types • Quota limits • Quota priority

  20. Archive Attender vs Fortis Email Management • Archive Attender • Store on file system as ZIP • Web search capability via ASP.Net • Fortis Email Management • Require Fortis • Search via web thru Fortis Web or Portal

  21. Brad Harbin

  22. Architecture • Composed of two parts: • Fortis Email Management Windows Service • Fortis Email Management Configuration Utility • Configuration Utility is used to link Archive Attender output to document types in Fortis. • Driven by the Fortis Email Management Windows Service. • Exceptions – Logged in Event Viewer • Validation routines – If the import fails the .msg and XML file will be moved into an “Error” directory for administration and processing manually

  23. Fortis Email Manager Requirements • .Net Framework 2.0 • Outlook • Permissions Fortis User • Fortis User must have Modify\Write\Add permissions to configured Databases, Document Types, Folders, Fields in Fortis • Permissions required for service • Service must run as a domain user with full access to the Archive Attender Archive Path

  24. Part #1 – Fortis Configuration Utility • Configures polling time to export • Configures temp backup directory for archived .msg’s • Configures level of logging for service application • Associates email accounts with Fortis Document Types

  25. Part #1 – Fortis Configuration Utility • Associates XML data from Archive Attender to fields in a Fortis Document • Ability to exclude certain email accounts from being imported into Fortis • “Catch-all” to associate multiple email accounts to a Fortis Document Type. • Uses GUID and Directory Structure to link emails to Archive Attender

  26. Part #2 – Fortis Windows Service • Uses settings from the Configuration Utility • Polls the Archive directory • Looks for matching pairs of GUID’s with .XML and .MSG extensions • Imports email into Fortis based on directory location and Configuration Settings • Logs Errors • Logs Status • Performs Cleanup (or backup) of .msg and XML files

  27. Part #2.1 – Fortis Windows Service • Service Configuration

  28. Part #2.2 – Fortis Windows Service • Error Logging

  29. Part #3 – Things to Know Before going “live” and archiving everything… • Create a Profile in Archive Attender that: • Associated with a single test folder in Outlook • Does not “Stub” the email • Configure Fortis Configuration Utility to the test folder • Verify that the email was imported into Fortis correctly • Check Event Viewer “FortisEmailManager” for initial errors Stubbing

  30. Lets perform a simple installation of Fortis Email Management

  31. For pricing or more information: Jonathan Langdon-Phillips Director of Professional Services Tel: 203-483-6666 ext. 623 E-mail: jlangdon@westbrooktech.com

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