Best practice guide for archiving with EL mailarchive

Best practice guide for archiving with EL mailarchive

Problem: An instance with a yellow warning appears in the Control Panel. This warning is displayed:
  1. at the top right of the status,
  1. visualized in the Control Panel dashboard,

  1. and reported to the retail partner by e-mail.
Subject: Violation detected in EL mailarchive instance
Cause: The instance has profiles with unauthorized settings.

The instance contains archiving profiles with unauthorized settings. Such instances are initially provided with a warning and automatically restarted in safe mode after 72 hours. In safe mode
  1. no automatic archiving takes place,
  2. administrator access is retained.
A message appears in the dashboard if the profile is configured incorrectly.


Journaling


To avoid profile violations, configure journaling collective mailboxes according to best practice:

  1. Execution interval: 300 seconds (5 minutes),
  2. Archiving of unknown recipient addresses,
  3. Delete after successful archiving.

Execution interval 300 seconds (5 minutes)

  1. Open the “Archive emails” section in the EL mailarchive client
  2. Right-click on the profile → “Automatic”
  3. Enter interval: 300 seconds

💡 Tip: Activate “Show profiles of other users” at the bottom of the screen if no profiles are visible.

Archiving of unknown recipient addresses


  1. Open the "Archive emails" section in the EL mailarchive client
  2. Right-click on the profile → "Properties"
  3. Activate the "Archive emails in [select_path]" checkbox
  4. Optional: Customize target archive

💡 Tip: Activate “Show profiles of other users” at the bottom of the screen if no profiles are visible.

If the feature is not activated, there is a risk of data loss (e.g. in the case of employees who have left the company). You also have the option of selecting a different archive; CatchAll does not necessarily have to be used. Please note that, depending on the configuration, a further archive to be settled will be created if the target archive does not yet exist:

Delete after successful archiving.Mailbox archiving


If, in addition to journaling mailboxes, you also want to automatically archive the users' mailboxes including the folder structure (mailbox archiving), the following applies:

❗  Retrieval interval: max. every 86,400 seconds (every 24 hours/daily)

A shorter interval also leads to a violation and activates Safe Mode. Proceed as follows:

  1. Open the "Archive emails" section in the EL mailarchive client
  2. Right-click on the relevant profile → "Automatic"
  3. Enter the interval: 86,400 seconds

Completion: restart instance

After correcting all incorrect settings and the next sync of the instance to the backend, the warning is no longer displayed and you can restart the instance in the Control Panel in the Admin functions section.


With EL mailarchive, you can quickly ensure legally compliant archiving from the cloud - simply, without the need to purchase hardware and with full administration via our intuitive web interface.