6.9 Google Apps Profile

This requires that the module be configured Google Apps Module.

To create a profile to archive email and data from Google Apps, select the add profiles button and name the profile then continue configuring as desired. The Google Apps profile must be configured and all settings saved before a job can be created and run.

6.9.1 Core Settings Tab

The profile will not become active and will not allow jobs to be run unless the profile is enabled. Enable the profile by placing a check mark in the ‘Enable Archiving’ checkbox.

6.9.2 Message Settings Tab

The Message Settings tab contains the source and status settings for the messages to be archived. Message types and sources which are checked will be archived in this profile.

Any item type or status which is not selected or specified will exclude qualifying items from being archived in Retain.

6.9.3 Scope Tab

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

Date Range to Scan

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New Items: All items that have not been archived by Retain since the last time the job ran.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

Advance Flags

Enabling "Don't Advance Timestamp" will not update the timestamp flag. Items that are dredged will still be considered new by Retain the next time the job runs.

This is useful when troubleshooting, but is generally not used for normal jobs.

6.9.4 Miscellaneous Tab

The miscellaneous tab allows the configuration to allow or deny archiving and indexing of attachments in Retain. If attachments are to be archived, they may also be indexed to provide searching capability in the browse messages interface.

6.9.5 Advanced Tab

The advanced tab allows the administrator to be even more specific in what to archive and what to exclude. The criteria added under the ‘advanced’ tab will limit associated jobs to only the items matching the criteria. Up to 6 lines of advanced criteria may be added to each profile. Each additional line will be logically AND-ed together. For example, the system will archive all items where the following is true: Criteria A AND Criteria B AND Criteria C AND etc.

You may select based on:

  • Subject

  • Sender

  • Recipient

  • Size

  • Attachment Name

Specify the criteria, whether it is: equal to or not equal to, whether they contain or do not contain the item.

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

6.9.6 Folder Scope

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

Your choices are:

  • Dredge everything

  • Dredge only these listed folders

  • Dredge everything except these listed folders

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

  1. Select to only get items from the list, or all except items from the list, as desired

  2. Select ‘Add’ to open a new selection

  3. Specify a System Folder (mandatory). Example: Calendar

  4. You may specify a subfolder of that folder (optional)

    Example: entering “old” would mean the folder “old” under “Calendar”

  5. You can have multiple hierarchies under that with the / delimiter

    Example “old/mail” would mean the subfolder “mail” under “old” under “Calendar”

  6. You specify if the option includes subfolder

    Example: If you select “old” and “includes subfolder” is unchecked, “Calendar/mail” is selected. If “includes subfolder” is checked, “Calendar/old/mail” would also be selected.

You may now configure a Job Google Apps Jobs.