Creating requests for interactive archiving

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To be able to trigger archiving from a client application, you have to set up a request for interactive archiving. Such a request includes marking one or more email documents for archiving and sending a trigger mail to the job mailbox that is monitored for interactive archiving requests. The documents that were marked for archiving are then collected and processed according to the settings in the respective collector.

Before you begin

The documents that are to be archived are identified by the client application. To find out which email documents were not yet archived, check the document state of the email documents in the mailbox.

Procedure

To set up the request for interactive archiving:

  1. Mark one or more email documents for archiving.
    A document is marked for archiving by setting a specific property in the document. IBM® Content Collector uses this property to identify documents that are to be archived.

    For Lotus® Domino® , you can optionally set the $ContentIcon property, so that the status of documents is immediately reflected in the client application.

    You must set the following properties:
    • Message properties for Microsoft Exchange:
      PR.AFU.MESSAGE.STATE
      Sets the document state to MARKED_FOR_ARCHIVING.
      Type
      PT_STRING8
      Value
      MA
    • Notes® items for Lotus Domino :
      IBMAfuMessageState
      Sets the document state to MARKED_FOR_ARCHIVING.
      Type
      Text
      Value
      MA
      $ContentIcon
      Reflects the document status in the client application.
      Type
      Number or Text
      Value
      The internal number or the name of the Content Collector specific icon that is used to reflect the document state in the client application, for example, marked-for-archiving.gif. Note that these icons are available only if the mail template was enabled accordingly.
  2. Send a trigger mail.
    Marking documents for archiving does not cause Content Collector to collect documents for archiving. You have to trigger Content Collector explicitly to check a specific mailbox, to collect documents that were marked for archiving, and to archive them.

    To do so, send a so-called trigger mail to the job mailbox that is defined as the collection source for the collector for interactive archiving. The trigger mail contains all information that Content Collector requires to be able to find and archive the documents in questions. So, instead of checking each user mailbox for new archiving requests, the collector checks only this job mailbox (trigger mailbox).

    The trigger mail defines a number of properties, some of which are mandatory and some of which optional. The optional properties can be used to make the trigger mail more usable, for example, for an administrator who is monitoring the trigger mailbox. You can set the following properties in the trigger mail:
    • Message properties for Microsoft Exchange trigger mails
      PR_MESSAGE_CLASS
      Mandatory property.
      Type
      PT_STRING8
      Value
      IPM.Note.AFU.Trigger.Archive
      PR.AFU.MESSAGE.TARGET.MAILBOX.DN
      Mandatory property.
      Type
      PT_STRING8
      Value
      mailbox DN, which is the distinguished name of the mailbox containing documents that were marked for archiving. For example: 
      /o=EX/ou=First Administrative Group/cn=Recipients/cn=user
      PR.AFU.MESSAGE.TARGET.SERVER.DN
      Mandatory property.
      Type
      PT_STRING8
      Value
      server DN, which is the distinguished name of the server where the mailbox is located. For example: 
      /o=EX/ou=First Administrative Group/cn=Configuration/cn=Servers/cn=server
      PR.AFU.MESSAGE.TRIGGER.EXEC.TIME
      Mandatory property.
      Type
      PT_SYSTIME
      Value
      timestamp, which is the absolute time when the collector should consider this trigger mail. When users are working with their Microsoft Outlook client in cached mode, there will be a delay between when a email is marked for archiving and when this modification is synchronized to the Exchange server, while the trigger mail might be delivered immediately. To prevent Content Collector from checking the mailbox on the server too early when users are working in cached mode, specify a timestamp that defines the time when the trigger mail was created plus the synchronization interval, for example, current time plus 5 minutes.
      PR.AFU.MESSAGE.TRIGGER.VERSION
      Mandatory property.
      Type
      PT_I2
      Value
      2
      PR_SUBJECT
      Optional property.
      Type
      PT_STRING8
      Value
      subject_text, which is a value for the mail subject to enhance readability of a trigger mail. For example: Interactive archiving request for mailbox user on server server
    • Notes items for Lotus Domino trigger mails
      Form
      Mandatory property.
      Type
      Text
      Value
      IBMAfuArchiveTrigger
      IBMAfuRequestMailboxPath
      Mandatory property.
      Type
      Text
      Value
      DBPath, which is the relative path to the mailbox on the Lotus Domino server, for example,mail\user42.nsf
      IBMAfuRequestMailboxServer
      Mandatory property.
      Type
      Text
      Value
      DominoServer, which is the name of the server where the mailbox is located, specified in abbreviated or canonical format, for example,mySrv1/mail/foo
      IBMAfuTriggerExecutionDate
      Mandatory property.
      Type
      Date/Time
      Value
      timestamp, which is the absolute time when the collector should consider this trigger mail. When users are working from a local replica of their mailbox, there will be a delay between when email is marked for archiving and when this modification is replicated back to the Domino server, while the trigger mail might be delivered immediately. To prevent Content Collector from checking the mailbox on the server too early when users are working from a local replica, specify a timestamp that defines the time when the trigger mail was created plus the replication interval, for example, current time plus 5 minutes.
      Note: You can set the timestamp to the current time but only if the request is triggered on the server replica.
      IBMAfuTriggerVersion
      Mandatory property.
      Type
      Number
      Value
      2
      Subject
      Optional property.
      Type
      Text
      Value
      subject_text, which is a value for the mail subject to enhance readability of a trigger mail. For example: Interactive archiving request for mailbox DBPath on server DominoServer