HDE Email Archive Admin Console Guide

This article consists of instructions on how to properly configure and use in Email Archive Admin Console in order to best suit the environment of your organisation.

This Admin Console Guide is consists of three components:

1) Archive Search
2) Console Settings
3) Logs

1) Archive Search

The Archive Search itself are consists of five components:

a) How to Search Archived Email
b) How to Search Archived Email (More Detail)
c) Download Email
d) Archive Statistics
e) Mail Forwarding

a) How to Search Archived Email

☆ 1Log in to Archive Console,  
https://console.hdems.com/


☆ 2 - After Logging in, the top page will be shown as below:


☆ 3 - Enter the "Search Period" and click "Search" button, you can search all emails that were archived on a specific period. You can also set date on the calendar.


*Noter - System may take a while to load if the search period is long. It is recommended to set the period shorter.

☆ 4 - Click on the "Condition", the new search bar will appear. And then, clicking "▼" button will show the different types of search condition allowing to filter and customize search results.


Condition Elements:
1) From : Filter by From address.
2) To/Cc/Bcc : Filter by To, Cc, Bcc address.
3) Envelope From : Filter by Envelope From address.
4) Envelope To : Filter by Envelope To address.
5) Subject : Filter by Subject.
6) Attachment : Filter emails having attached files or not.
7) Keyword : Filter by the keywords contained in the subject, body or attached files.


Condition Specifiers:
1) Contains : Search email that contains string. 
2) Does Not Contain : Search email that does NOT contain string. 
3) Matches : Search email that matches string CERTAINLY.
4) Does Not Matches : Search email that does NOT match string.
5) Contains Except : Search email except string.
6) Exist : Search email that exist string.
7) Does Not Exist : Search email that does NOT exist  

     

b) How to Search Archived Email (More Detail)

☆ 1 - There are two ways to use AND operator. 

1) Add search condition by clicking "Condition" button twice. 

2) Set search values like "keyword1 keyword2".


☆ 2 - To use OR complex condition, set search values like "keyword1 OR keyword2".


c) Download Email

☆ 1 - After searching for the emails, click an email and show the detail. Click "Download" and the message will be downloaded in eml format.


☆ 2 - After searching for the emails, click "Download" at top of search result list and the messages will be downloaded in mbox format.


*Note
- Maximum of 200 emails can be displayed on the search result list. If this exceeds, we recommend downloading the email per page.
- Maximum file size for downloading at one time is 500MB.
- User cannot download the files while the other user is downloading.

d) Archive Statistics

☆ - Click "Archive Statistics" in the left pane, you can check the size and number of emails stored and total space used in Archive Statistics.

e) Mail Forwarding

☆ 1 - Click "Archive Setting" in the left pane, and press "Edit" button in the "Allowed Mail Forwarding Domains" field.


☆ 2 - Specify email domains or sub domains which are allowed to receive forwarded archived mail message. (Specify one address per line.)


1) Domain : @example.com
2) Sub Domain : .example.com

☆ 3 - Click the selected email on the search result to show its detail. Click "Forward" and a dialog will be shown. Type in a forwarding address and click "Forward".


*Note - Although this mail's header To, Cc or Date are exactly same as original mail, only specified address receives the mail.

2) Console Settings

The Console Settings itself are consists of three components:

a) User Settings
b) Console Settings
c) Search Settings

a) User Settings

☆ 1 - Click "User Setting" in the left pane, and press "Add New User" button.


☆ 2 - Fill up the requirement and click "Add".


1) Username : Fill in the Username.
2) Password : Fill in the Password.
3) Password(Confirm) : Fill in the same Password again.
4) Access Policy : Apply following access policy to user.


  • Default : Allow user read-only access to "Email Archive" menu.
  • Domain Viewer : Allow user read-only access to "Email Archive" and "Console" menu.
  • Domain Admin : Allow user full access of this domain.

5) Search Policy : Apply search policy to the user. Search policy is defined in "Search Settings" view.


  • Default : Allow user to search all mails.

b) Console Settings

☆ 1 - Click "Console Setting".


☆ 2 - Click "Edit" in "Allow Access" Field, admin can set IP addresses to allow users accessing Archive Search Console.


1) Current Source IP Address : This IP Addresses is allowed to access.
2) Allowed Access : Specify IP address or CIDR format(e.g. 192.168.0.0/24) from which management console can be accessed.
*Note - If the access control is set improperly, you might not be able to access the management console after logging out.

☆ 3 - Click "Edit" in "Domain Time Zone" Field, admin can change the time zone.

 

c) Search Settings

☆ 1 - Click "Search Settings" in the left pane, and press "Add New Search Policy" button.


☆ 2 - In the Search setting interface, there are some configurations such as :


1) Search Policy Name : Enter Search Policy Name.
2) Allowed Search Period
Define the search period allowed for the user. Define the search period allowed for the user.
3) Allowed Search Address : Limit the search result by email address or mail domain. Only mails including the specified addresses, in the fields To, Cc, Bcc or Envelope from, will be displayed.
4) Extra Search Query : This is not included in the service.

3) Logs

The Logs itself are consists of two components:

a) Access Log
b) Archive Search Log

a) Access Log

☆ 1 - Click "Access Log" in the left pane.


☆ 2 - Enter the "Search Period" and select the user in the "Username" field and click "Search". 


☆ 3 - The search result will be shown as below:


☆ 4 - click an email and show the detail as below:


b) Archive Search Log

☆ 1 - Click "Archive Search Log" in the left pane.


☆ 2 - Enter the "Search Period" and select the User in the "Username" field and click "Search".


☆ 3 -  The search result will be shown as below:


☆ 4 - click an email and show the detail as below:

          
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