First administrative steps following the creation of an EL mailarchive instance

First administrative steps following the creation of an EL mailarchive instance

First, download the EL mailarchive client installation file via the Control Panel. You will find the setup file in the instance properties under the "Clients & Integration" section.

Once you have run and installed the client, you can connect to the instance and conveniently set up the necessary configuration for the end customer and, consequently, the email archiving.

In the Control Panel, select the end customer and the EL mailarchive instance, then click on "Open instance".

Alternatively, you can use the EL mailarchive client and log in manually using the instance URL and the "admin" username, which was displayed when the instance was created.

The next steps are the same as those described in the MailStore Help.

Depending on your system environment, it may be advisable to synchronise users with a directory service rather than creating them manually. In addition to on-premises Active Directory, Azure Active Directory for M365 and generic LDAP support, MailStore Server also offers the option to synchronise users from MDaemon, Kerio Connect and IceWarp email servers. Using the generic Application Integration feature, users can also be synchronised with your own backend. 

In EL mailarchive, the archiving of emails is controlled via so-called archiving profiles. The following information is stored in an archiving profile:
  1. What is to be archived (e.g. a specific email server)
  2. The scope of the archiving (e.g. specific mailboxes or a specific folder within a mailbox)
  3. Additional settings such as deletion rules (these are disabled by default; EL mailarchive can be tested safely in production environments)
You can find tips on choosing the right archiving strategy here.

IMPORTANT: When retrieving mailboxes of any kind, this may only take place at intervals of only 86,400 seconds (once per day only!). Exceptions to this are Exchange journal retrieval and any type of retrieval where the mailbox is subsequently emptied automatically every 300 seconds. Instances with incorrectly configured profiles will initially be flagged with a warning and automatically restarted in safe mode after 72 hours. Safe Mode means that automatic archiving no longer takes place. An administrator can still access the instance and adjust the settings. Further information can be found here.

When setting up automation, we recommend that you do not select the option ‘Do not run between <start time> and <end time>’, as this is not necessary in a hosted environment and may, in some cases, lead to problems when running the profiles. 

So, if, in addition to collective mailboxes (archiving all emails immediately upon receipt and dispatch), you also wish to automatically archive users’ entire mailboxes, including their folder structure (mailbox archiving), simply use the job function to run the profile automatically once a day at night or once a week.

In the EL mailarchive client’s administration interface, the admin user can set up scheduled jobs. These jobs allow archiving to be carried out at night, for example, enabling the instance to operate more efficiently in terms of resource usage. This means that multiple archiving profiles can be run automatically – and at different times if required – without compromising performance or consuming excessive resources.

Via the Management API folder and then the Jobs section, you can use the top three drop-down menus to select Profiles and then Archive emails. Here, you can enter a name for the new job and select the archiving profile. Under Schedule, you can specify the intervals at which and the times when the archiving is to take place.



IMPORTANT: Next, under ‘Archive emails’, right-click on ‘Manual’ to set the profile for mailbox archiving.






Under Administration > Compliance > General Compliance, EL mailarchive provides a range of functions that enable organisations to meet operational and legal compliance requirements.

To send emails, the EL mailarchive server requires SMTP login details. Copies of emails can also be sent via SMTP from EL mailarchive Web Access for recovery purposes.

A status report is a summary of the key information relating to the email archive, which can be sent by email at regular intervals to a defined group of people.

Users can be granted access to their user archives in various ways. Under the ‘Clients & Integration’ section, you will find the installation files for the EL mailarchive client and the EL mailarchive Outlook add-in in the properties of the EL mailarchive instance in the Control Panel. In this article, you will learn how to roll out the MSI package via Group Policy.

Further information can be found in the MailStore online help.

Please also feel free to take a look at our other tech tips on the following topics:

With EL mailarchive, you can quickly set up legally compliant archiving from the cloud – it’s simple, requires no hardware investment and is fully managed via our intuitive web interface.