5.2 GroupWise Module

IP Address and SOAP port of a POA

A Trusted Key Name and Trusted Application Key

GroupWise

Browse to the GroupWise Administration page. Under System | Trusted Applications, create a key called Retain and export the key. You will need this for the SOAP section below.

We highly recommend enabling Message Retention Services in GroupWise, so users cannot delete messages before they are stored by Retain.

Normally all the checkboxes on this tab are always left selected. It is rare that you would ever deselect any of them. Two cases where you might, would be: troubleshooting (as instructed by Technical Support), and retiring an old email system.

The module needs to be enabled on this page to make it active in the Retain system.

The module can be given a name.

The Send Method option enables either the SMTP Forwarding or FTP features. For either feature to appear and function, the Module Forwarding tab must be configured on the Server Configuration page. See that section for more information.

The Enable Address Book Caching function allows Retain to regularly cache the online email systems address book and synchronize it with Retain. This is critical for administration, authentication, and archiving purposes. It is recommended to cache the Address Book once every 24 hours to keep the Retain storage system up to date. By default, maintenance is set to cache the Address Book once every 24 hours.

The Enable Authentication checkbox determines if end-user authentication is performed when the user logs into Retain. If it is deselected, the Retain system will NOT authenticate the user against the email system and the user will not be able to log in unless another authentication method is enabled.

The Enable Jobs checkbox determines if configured data retrieval jobs are ever passed to the Worker. Even if the individual job is fully configured and enabled, if this checkbox is switched off, no jobs configured for this module will be processed.

Provide the POA Host Name and SOAP port. IP addresses are acceptable, but host names are preferred as IP addresses may change. SSL is supported, but comes at the price of speed, and will slow down the archiving process. Create a Trusted Application key for Retain, either manually from GroupWise Administration, System, Trusted Applications in GroupWise 2014 or above or Console One for GroupWise 2012 or lower.

The SOAP access information must be provided, and the connection tested and verified before the system can connect. After providing the required information, click the 'Test Connection' button. The results are displayed. A successful result must be reached before Retain can archive messages from GroupWise.

If mail server Redirection is required for mail servers which are not contained on the local WAN and must have the connection addresses manually specified, the appropriate information may be modified in the redirection table. Most installations will not require any modification.

LDAP can be used to authenticate users against other directory services such as eDirectory or Active Directory.

LDAP may be used for individual users wishing to access their respective archives. If LDAP is setup and desired to be used for Retain user authentication, it must be fully configured in the GroupWise module.

Utilizing LDAP allows users to log into their respective archives using the user’s full email address. This authentication requires that the email attribute be marked indexed in GroupWise.

Users who have been given proxy to another account in GroupWise may be granted access to proxy accounts in the Retain archive as well.

For performance reasons, Retain caches proxy verifications for a period of days (default is 7 days). Revocation of proxy access might not be reflected immediately in Retain. The caching period may be reduced or even disabled, (a value of ‘0’ disables caching), but this is not recommended.

The Profile allows you to set what is to be dredged from your GroupWise system.

Click on “Add Profile” and provide a profile name, or select an already existing profile to access the configuration tabs. All changes made on this page must be saved by selecting the “save changes”, disk icon, at the top right of the page. Tabs may be changed and navigated through without affecting new settings, but any move to another page will require saving, or abandoning the changes made.

Core Settings

The Profile Functions tell the Retain Server what to do with the mail it archives from the GroupWise system. If Archiving is not enabled, mail will not be archived by Retain.

For systems where the administrator wishes to have archived messages removed from the system automatically, the Messaging System Deletion option may be used. Messaging System Deletion will remove messages from a mailbox after they are archived, according to the time frame specified in the settings. The amount of time to keep messages is specified in days. The recommended setting depends on the archiving scheme in the system. For instance, if messages are to persist in the system for 30 days, then the system deletion setting should be set to ‘30’ and enabled. A setting of ‘0’ will remove messages from the system as soon as they are archived. Be sure to configure the system before enabling the setting in the profile.

Before enabling stubbing, make sure you understand the way stubbing works and how that will work in your system, because, once enabled, the stubbing process cannot be reversed. Stubbing, which requires GroupWise 8.02HP1 or above, allows Retain to replace archived messages and items in the GroupWise Post office with ‘stubs’ that link back to the full message or item in the Retain Archive. End users should not notice a difference as they have transparent access to the stubbed item through the GroupWise Post office. The stub behaves much like the native item is still in the GroupWise system.

Stubbing cannot be reversed.

Plan your system and understand the positive and negative sides to Stubbing before you continue. To use stubbing, it is strongly recommended that the GroupWise system be at least 8.02HP1. Previous versions of GroupWise do not contain critical stability fixes.

Why you might want to implement stubbing (Pros):

Why stubbing may not work for your system (Cons):

Determine the correct option for your system. If you wish to enable Stubbing, you need to install and configure the Stubbing Server as well. Refer to the install guide for your specific OS and the Stubbing Server sections. Stubbing can only be active for items which have been archived by Retain.

Calendar Items should not be stubbed unless necessary, as this can cause erratic behavior if archived items are rescheduled. If you wish to only stub large items in your Post Office, you may set a size threshold. Any item larger than the specified size will be stubbed. If this option is not set, all messages will be stubbed, regardless of size.

Some users may opt to use the Archive Mark in GroupWise for messages that have been archived by Retain. The archive mark is a custom flag and may be modified, therefore is not secure and should not be used for compliance. Archive Mark slightly degrades job performance. Check the check box to enable Archive Mark for the selected profile.

When the Archive Mark is active, Retain creates a custom column for mail, called “RetainArchived” which users and administrators may add to their GroupWise clients to view mail which has been archived. The “RetainArchived” column indicates an archived mail item by displaying a ‘1’ in the message row, while remaining blank when the message is not archived.

To add the column, in the client: highlight desired mailbox or folder, right-click on columns header, select More Columns, select RetainArchived, and select Add.

Message Settings

The message settings tabs allows you to restrict the types of messages to be archived.

• Mailbox type: You can restrict the type of mailbox users, resources, or both

• Message Item: Select what type of items within these mailboxes to dredge

• Message Source: Select whether incoming, outgoing, draft, or posted items get dredged

• Message Status: You can decide whether to dredge an item based on its GroupWise flags

The default settings dredge all items, regardless of flag status.

By default, all items are selected for collection.

This is the most critical tab to fill out as it sets the limits on how much to archive.

The Date Range determines which message items are collected, depending on the date of the message.

New Items: All items that have not been archived by Retain since the last time the job ran.

All Items in Mailbox: All items in the mailbox starting from 1/1/1970, duplicates will be processed but not stored if they already exist in the Retain archive.

Number of day before job start date and newer: Only items from the relative number of days from the time the job began will be archived. E.g. messages that came into the email system 7 days ago or less.

Number of days from job start date and older: Only items previous to the relative number of days from the time the job began will be archived. E.g. messages that came into the email system 7 days ago or more.

Specify custom date range: Only items between two absolute dates will be dredged.

Specify custom date range relative to job start: Only items between two relative dates will be dredged. E.g. messages that came into the email system between 7 and 5 days ago.

The Purge, and Retention flags perform similar functions. The Purge and Retention flags are stored internally in the GroupWise post office on a per-mailbox basis. The Retain Server also keeps its own timestamp flag internally in the Retain configuration database.

Each can be thought of as simply a “time stamp” indicating the last time data was retrieved by a third-party application. There are a few subtle differences between the three flags, which are discussed below.

The Purge flag was introduced by Novell in GroupWise version 6.0.

With Purge enabled in GroupWise:

Because makers of retention and compliance software wanted a flag of their own, one that wasn't shared with the backup software Purge flag, the Retention flag was introduced by Novell in GroupWise 6.5.1.

In almost all respects, the Retention flag is identical in purpose and function to the Purge flag. Like the Purge flag, it is stored internally, and is primarily used to prevent premature deletion, and to skip previously stored messages. In fact, these are so identical in purpose, in theory virtually all backup software could switch to using the Retention flag, and all Retention software to the Purge flag, and you'd notice almost no difference. The primary difference is simply it's a different value, used by different vendors.

There are some small distinctions:

Most customers using Retain will want to use the Retention flag. It's logical and consistent to do so, and avoids conflict with backup software. It is recommended that you use this flag unless there is a compelling reason not to. A few possibilities are discussed below.

Retain can use the Purge and Retention flags.

It is highly recommended that Message Retention Service is enabled, so users cannot delete items before the item is archived.

In GroupWise Administration, go to the Domain or Post Office you wish to enable Retention on.

In GroupWise 8 through 2012 enable by highlighting the GroupWise system, domain, post office, or user object and selecting Tools | GroupWise System Operations | Retention Services.

Miscellaneous: What to do with attachments? Most of the time, you will want to store all attachments. That is the default setting.

But if you don’t want to store attachments, you can control this here. Note that the attachment names and sizes will still be listed when viewing the message, but the attachments will be clearly marked as unavailable.

Retain can stores the Index or Internet Headers and the Routing properties of messages. This information is stored in a XML attached to the message document and is searchable.

The Advanced tab allows you to limit what is stored by Retain. This must be used with caution as this opens holes for data to be lost through. It is recommended to store everything since storage space is inexpensive.

Advanced Criteria

If you want to be more specific as to what to dredge or not to dredge, add the criteria here. Each line will be logically AND-ed together. Think “Dredge all items where the following is true:” Criteria A AND Criteria B AND Criteria C AND etc.

You may select based on:

And whether they are equal to, not equal to, contain or do not contain the item you specify.

This gives you great flexibility and granularity. It allows you to customize dredges and retention for many different groups, or even individuals.

By default, we dredge items from all folders. You can specify one or more inclusions or exclusions.

Your choices are:

How to specify the list of folders to dredge/exclude:

You may now configure Schedules, Workers and Jobs.