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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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Technical session how to implement fortis email management l.jpg

Technical Session: How to Implement Fortis Email Management


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Guest Speakers

Sherpa Software

Bal Srinivasan, Product Manager

Westbrook Technologies

Brad Harbin, Consulting Engineer


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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


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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


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Solution Process


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Easy Retrieval from Fortis

Select the “Archived Emails” Outlook folder

  • Fortis Portal

  • Fortis Web


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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


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Bal Srinivasan


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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.


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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


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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)


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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


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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.


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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


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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).


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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


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Part #6 – Archive Policy Setup

  • General

    • Condition vs quota

    • Mailbox, journaling and public folders

  • Scheduling

  • Message types


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Part #7 – Archive Policy Setup

  • Folders to monitor

  • Stub setup

  • Conditions


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Part #8 – Quota Policy Setup

  • Quota types

  • Quota limits

  • Quota priority


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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


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Brad Harbin


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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


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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


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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


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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


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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


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Part #2.1 – Fortis Windows Service

  • Service Configuration


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Part #2.2 – Fortis Windows Service

  • Error Logging


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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


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Lets perform a simple installation of Fortis Email Management


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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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