Revisions

Revised by	Mike Migalbio
Nature of Update	Confirmed this is still active process
Date of Revision	13/10/2022

HOW TO:  

 How SMX Archiving works

CUSTOMER DESCRIPTION

In the customers words

ENVIRONMENT

 SMX

PROCESS

Archiving Access

All emails that have been filtered and classified as clean are stored in your archive and the meta-data for

each email is recorded and stored in our distributed database, along with the actual email message

(blob). To be able to access archived messages, a user needs to be granted the archiving role.

How to add the archiving role

The user who is logged into the portal will need to have the archiving role to be able perform archiving

functions.

How to add the Archiving product

1. To add the archiving product click on Customer → Products→ Add Product. Products→ Products→ Add Product. Add Product.

2. Choose Archiving as shown:

3. Fill out remaining fields according to the provisioning form and click on Add Product button.

4. Once that's done, refresh the portal page and the Archiving product will appear as shown

below:

Archiving Configuration

It is very important to make sure the archiving service is configured correctly to ensure all emails are

archived.

1. You can choose “Archive All” which will archive all records (including future records), or
   
2. Just archive some domains or IP addresses as per below:
   

1. Click on the Archiving product and then on Configuration tab. This will list out all domains and

trusted IPs for this customer.

Archive All Domains

a) Select Archive All (includes future records) option to apply this feature on all domains

and trusted IPs on account. The below image is an example:

Archive Some Domains

b) Select the domains that need to be archived

2. Once done, click Save button on right side corner.

Archiving Functionality

The archiving interface allows you to search for archived emails by matching the meta-data associated

with your archive and also allows you to download matched emails to your local machine.

Searching for Messages

1. Click on the “Archiving” Icon to search archived emails and to configure the archiving product.

2. Once you have clicked on archiving you will see a screen like this below:

3. You can type in the search string to search for messages and this will display all the results

related to your search string.

4. Once you have entered your search query press Enter or click the Search button. This will submit

your query to the search engine and all emails that match your query are displayed in the results

table.

Points to remember

• You can also specify the time-zone and date range to apply to your query on the right-hand

side.

1. The default date range is the previous calendar month.
   
2. To search for messages, you can enter the term you are looking for in the search box and the search engine will attempt to match the query string against all meta-data associated with your email archive.
3. Wildcarding is supported in the search box via the special characters "*" (asterisk) and "?" (question mark) for multi-character and single character globbing respectively.

For example, putting the word "bob*" in the search box will match emails sent to or from email addresses starting with bob (i.e. bob@example.com as well as bob.smith@any.domain.com), as well as any recipients, subject, Message-ID, and/or SID starting with "bob".

1. As you type in the search box your browser will attempt to auto-complete valid meta-data terms to search across. Note these are not search results but valid search terms.

The following table describes the meta-data that is indexed and searchable for all emails:

Advanced Search

You can confine your query to specific meta-data terms, and by combining terms you can refine your

search even further.

To search across specific meta-data fields:

1. Enter the search term followed by a colon then your search string (with no spaces between the

meta-data term, the colon and your search string).

1. If you include multiple search terms remember to use a space to separate each term. For example, the following query will search for all messages from any email address starting with "bob" and containing the word "meeting"

subject: meeting* sender:bob*

1. You can also use square brackets "[ ]" to match a range of characters in a glob. For example, the following search query will match all emails with a subject containing the word "meeting" sent from an email address starting with "bob" or "rob":

subject:meeting* sender:[br]ob*

Viewing Archived Emails

1. Tick on the box of a message then click on the View button

2. This will show the below screen. The user can then select if they are authorised to only preview

the current message or all messages:

3. After the user has chosen one of the above options, the message will then be previewed in the

bottom half of the screen:

Points to remember

1. If the user chooses “I’m authorised to preview this message” the bottom half of the screen will change to show the preview of the message; however, they will need to click this on each message they choose to preview.
2. The chosen option will remain until the user has logged out.
   
3. You can click on View Source button to see the headers of the message.
   
4. Clicking the Back button takes you back to the previous search results window.
   
5. Double-clicking emails listed in the results table allows you to view the complete set of information stored for that email.

Downloading Archived Emails

Download Individual Emails

The user can choose to download the messages they selected on the left-hand side check boxes.

1. From the detailed information view you can choose to download an individual message in .eml (RFC822 MIME) format by clicking the Download button.
2. The formatting that the email will be downloaded in is .eml.

Download Selected Emails

1. You can select either individual messages by putting a tick in the box on the left-hand side of the results table and then clicking the "Download selected" button.
2. If your search query returns multiple messages you can select one or more to download as a single archive in Zip format.
   
3. 
   

Download All Emails

1. To download all, download one page at a time. Wait until the download is complete before clicking the button again – the download may take some time to complete.
2. The emails will be downloaded in a zip file with “Manifest.txt” included which has the following information:

This .zip file contains archived messages for Company Name as requested by John Smith

(john.smith@companyname.com) on 3/01/2019 11:49:56 AM.

Contents:

* 5C2AE313-8BFC2FF0@mta1107-1.eml

1. The Zip file includes a manifest file describing all the files in the Zip file, which will be downloaded by your browser and saved to your local machine.
2. Individual emails, in .eml format, can then be extracted from the Zip archive as needed and opened in a standard mail client such as Outlook or Thunderbird.
3. .pst format is not supported.