3.4	Import emails from GFI MailArchiver 2

3.4.1

Introduction

Since GFI MailArchiver and GFI MailArchiver 2 have different database schema, GFI MailArchiver cannot directly use GFI MailArchiver 2 databases.

To archive emails from GFI MailArchiver 2 database, the GFI MailArchiver installation comes complete with a setup to extract emails from GFI MailArchiver 2.

NOTE: The GFI MailArchiver 2 Email Export wizard can only export emails from a Microsoft SQL Server database.

The process of adding email from a GFI MailArchiver 2 archive to GFI MailArchiver involves the following procedure: 1. The GFI MailArchiver 2 Email Export wizard extracts emails from a GFI MailArchiver 2 email database. 2. The GFI MailArchiver 2 Email Export tool converts the emails to ‘raw’ format. 3. The GFI MailArchiver Import Service processes the extracted emails based on the date of each email. 4. GFI MailArchiver stores emails in the appropriate archive store. 5. Failed emails are placed in a separate folder for review.

3.4.2

Step 1: Configure the GFI MailArchiver Import Service

The GFI MailArchiver Import Service is used to analyze extracted emails and stores these emails in the appropriate GFI MailArchiver archive store.

NOTE: Prior to adding data stores in the GFI MailArchiver Import Service, ensure that archive stores are first configured as described in the Setting up databases chapter in page 1 of this manual.

Adding a new store

1. Select Start ► Program ► GFI MailArchiver ► Import Tools ► GFI MailArchiver Import Service Configuration.

2. Click Change Settings to access the archive stores.

3. Click Add Store to launch the Add new store dialog.

Screenshot 62 - Selecting the archive store and configuring the date range

4. From the Name drop-down list select one of the archive stores. (Only archive stores created previously in GFI MailArchiver are shown)

5. Specify a date range for this archive store by setting the From and To calendars.

NOTE: Dates specified should not overlap with dates specified in other archive stores.

6. Click OK to add the new archive store.

7. To add other archive stores repeat steps 3 to 6.

Screenshot 63 - Archive stores added in the configuration

8. When all the archive stores are configured, click Apply Settings and Close to save settings.

Changing date range for an archive store

1. Select Start ► Programs ► GFI MailArchiver ► Import Tools ► GFI MailArchiver Import Service Configuration.

2. Click Change Settings to access the archive stores.

3. Select the archive store to configure and click Configure store.

4. Change the date range from the From: and To: calendars and click OK.

5. Repeat steps 3 and 4 for all archive stores that require modification.

6. Click Apply settings and Close to save and exit configuration.

Removing an Import Service Archive Store

1. Select Start ► Program ► GFI MailArchiver ► Import Tools ► GFI MailArchiver Import Service Configuration to load the GFI MailArchiver Import Service configuration.

2. Click Change Settings to access the archive stores.

3. Select the archive store to configure and click Remove store.

4. Click Apply settings and Close to save and exit configuration.

3.4.3

Importing emails from a remote computer

This section only applies when extracting emails from a remote machine. If importing emails from the same machine where GFI MailArchiver is installed then skip to Step 2: Run the GFI MailArchiver 2 Email Export wizard starting on page 1 in this manual.

GFI MailArchiver lets you extract GFI MailArchiver 2 databases located on remote machines. To do this:

1. From the GFI MailArchiver machine, navigate to <GFI MailArchiver installation path>\MAIS\

2. Share the folder Pickup to give full read and write permissions to the remote machine from where the GFI MailArchiver 2 Email Export wizard is going to be run. To share a folder:

In Windows Server 2003:

a. Right-click the Pickup folder and select Sharing and Security…

b. Select Share this folder and click Permissions button to enter the Permissions dialog.

d. Click Add.

e. Enter the username of the user where the wizard is going to be run and click Check Names to confirm the user.

f. Click OK to add the user in the Permissions dialog.

g. In the Permissions dialog select the username added and select the Allow checkbox for Full Control.

h. Click OK to save and exit the Permissions dialog.

i. Click OK to save and exit the folder properties sharing dialog.

In Windows Server 2008:

a. Right-click Pickup folder and select Share…

b. Specify the credentials under which the import/export wizard will run and click Add.

c. From the Permission Level drop-down list next to the added user, select Co-owner.

d. Select Share and click Done.

3. Return to the path where GFI MailArchiver is installed and copy the folder MA2Export.

4. Paste the folder on the remote machine.

5. Run MA2Export.exe.

3.4.4

Step 2: Run the GFI MailArchiver 2 Email Export wizard

NOTE: The GFI MailArchiver 2 Email Export wizard does not modify the old GFI MailArchiver 2 database.

To extract emails from a GFI MailArchiver 2 Microsoft SQL Server database:

1. Load the GFI MailArchiver 2 Email Export wizard by navigating to Start ► Programs ► GFI MailArchiver ► Import Tools ► GFI MailArchiver 2 Email Export.

2. In the welcome screen click Next to continue.

Screenshot 64 - Specify SQL Server and authentication method to use

3. From the Server name/IP address specify the server details where the GFI MailArchiver 2 database is stored by:

•	Selecting the Microsoft SQL Server from the list, or

•	Typing the machine name, or

•	Typing the IP address.

4. Under Authenticate through, select the authentication method to connect to the Microsoft SQL Server.

•	Select Windows authentication using the currently logged on user, or

•	Select Microsoft SQL Server Authentication and specify a username and password in the Login ID box and Password box respectively.

Click Next to continue.

Screenshot 65 - Select the GFI MailArchiver 2 database from where to export emails

5. From the GFI MailArchiver 2 database list, select the database to export emails from. Click Next to continue.

Screenshot 66 - Select a destination for the exported emails

6. Select the location where GFI MailArchiver 2 Email Export wizard shall save the exported emails.

NOTE 1: To import the emails into the GFI MailArchiver archive store select the location of the GFI MailArchiver Import Service pickup folder: <GFI MailArchiver Installation Path>\MAIS\Pickup.

NOTE 2: If running the wizard on a remote machine and want to import the emails into the GFI MailArchiver archive store, specify the shared pickup folder on the GFI MailArchiver machine.

Click Next to start the export process.

7. When the export process completes, click Finish to close the GFI MailArchiver 2 Email Export wizard.

NOTE: The export process can take several hours to complete depending on the amount of emails stored in the GFI MailArchiver 2 database.

3.4.5

Adding imported emails to the GFI MailArchiver archive stores

After running the GFI MailArchiver 2 Email Export wizard, the exported emails are stored in ‘raw’ format in the destination folder specified when running the wizard. To import the exported emails into a GFI MailArchiver archive store, exported emails must be moved into the GFI MailArchiver Import Service pickup folder by:

•	Choosing the GFI MailArchiver Import Service pickup folder as the destination folder when running the wizard, or

•	If emails are already exported, manually move the emails to the pickup folder.

Emails in the GFI MailArchiver Import Service pickup folder are processed as follows:

•	Emails are placed in the queue folder so that they can be placed in the appropriate archive store.

•	If an email in the pickup folder has a date that does not fit the date range of the archive stores configured, or the email is corrupted, the import service will move the email to the Unclassified folder.

The default paths of these folders are:

Pickup folder: <GFI MailArchiver Installation Path>\MAIS\Pickup

Queue folder: <GFI MailArchiver Installation Path>\MAIS\Queue

Unclassified folder: <GFI MailArchiver Installation Path>\MAIS \Unclassified.

3.4.6

Unclassified emails

The GFI MailArchiver Import Service classifies email as unclassified when the date is not within a date range of an archive folder.

For each unclassified email, the GFI MailArchiver Import Service will create four files in the Unclassified folder, for example:

200903mchnname_112132568200036_[20061123173817].body

200903mchnname_112132568200036_[20061123173817].emc

200903mchnname_112132568200036_[20061123173817].eml

200903mchnname_112132568200036_[20061123173817].envelope

The first part of the file name in the Unclassified folder begins with the year and month in which the email was sent.

IMPORTANT NOTE: If there are 500 or more emails in the Unclassified folder, the import process is suspended. In this case, delete any unwanted emails or import the emails to an archive folder as follows:

1. Configure one or more archive folders to cover the dates of the emails that are required to be archived.

2. Stop the GFI MailArchiver Import Service by navigating to Start ► Control Panel ► Administrative Tools ► Services.

3. Right-click GFI MailArchiver Import Service and click Stop.

4. Navigate to Unclassified folder.

5. Move all four files of the emails to import to the Queue folder.

6. Return to the services management console, right-click GFI MailArchiver Import Service and select Start.