dmc2-mail v12 x user guide

8/19/2019 DMC2-Mail v12 x User Guide

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Copyright

This document and the software described in it are copyrighted with all rights reserved. Thisdocument and the software are subject to the terms of a license agreement. Under copyright laws,this document or the software may not be copied in whole or part, without the written consent of Blubaker Ltd.

© 2011 Blubaker Ltd

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Aberdeen

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The Data Management Console for OpenText Content Server

elease !otes

DMC2- MAIL (or )*+ ,ile -ontent .anageent

/ersion 12& User Guide

http://www.blubaker.com/http://www.blubaker.com/


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Introduction

"#C$%#ail allows data managers to discover, cleanse and migrate legacy #& 'utlook (&T filescontent to 'penTe)t Content &erver.

*ith "#C$%#ail you can+

)tract message file data from your (&T file to a C&- spreadsheet

Cleanse message file data and create a subset of messages for migration

)tract messages from your (&T to a drive of your choice

Bulk load mail message files to Content &erver

This user guide describes the use of this functionality within the "#C$ application.


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Contents

1 LAU-3G + D.-2.A3L .6DUL 4

2 .A3L DA+A +8A-+ 9)*+: ,U-+36 4

$.1 EXECUTING A MAIL DATA EXTRACTION 4$.$ DOWNLOADING A MAIL DATA EXTRACTION FILE 5

; .A3L 6B


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1 DMC2 Mail Process Overview

2 Launching the DMC2-Mail module

The "#C$%#ail module is available from the UL+ http+55servername5"#C$5"#C$.asp)

3 Mail Data Extract P!"# $unction

This function is re6uired when there is a re6uirement to view and cleanse the content of (&T filesprior to migration and is selected from the "#C$%#ail menu as shown below. /f there is nore6uirement to cleanse (&T content go to section 2.1 #ail 'bject )port 7(&T8.

3%1 e'uting a .ail Data tra'tion

The &Mail Data Extract P!"#' function e)tracts mail message metadata from an 'utlook (&T filesand out puts the results to a C&- 7Comma &eparated -alues8 file.

nter the network location of the (&T within the 9)traction (ath: field as shown below

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Use the 9)tract ;iles: and 9)tract ;olders: check bo)es to e)tract the data for only mail messages,only mail folders or both. The folder structure 7path8 within the (&T is e)tracted with both selections.

To begin the e)traction process, select the &Data Extract' button and the progress window will bedisplayed.

"his (rocess window is common during all (rocesses% The refresh rate can be changed and asthe process runs server side you can close this window and it will continue to run. n automatedemail notification will inform you of process completion. Closing this window "'& !'T stop the(rocess. To cancel the e)ecution of the function7s8, select the &)*ort $unction' button on the(rogress *indow.

3%2 Do%nloading a .ail Data tra'tion ,ile

n )traction ;ile can be downloaded from the following three places+

The "#C$%#ail )tract (rocess *indow

The !otification email

;rom the 9#y #ail "ata )tracts: log screen.

&elect the link on any of these option and, the 9;ile "ownload: dialog bo) is displayed.

Choose the &!ave' button. This will open the 9&ave s: dialog bo). !avigate to the folder where youwould like to save your file and select the &!ave' button.

To view the e)tracted data the C&- file can be imported into #& )cel or #& ccess. To import into#& )cel, select the &Data' menu, choose &Im(ort External Data' %< &Im(ort Data'. Then from the

9&elect "ata &ource: dialog bo) navigate to the folder where you saved your )traction C&- ;ile,select it, and then choose the &O(en' button which will display the import *i=ard.

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&tep 1 of 2 % &elect &Delimited' and then the &+ext' button.

&tep $ of 2 % /nsert the 9>: symbol in the &Other' bo). This is the symbol that is set in the "#C$9*eb.config: file and will act as the separated value. &elect &+ext'.

&tep 2 of 2 % &elect all of the columns in the &Data Preview' section and then choose &"ext' in the&Column data ,ormat' section. &elect &$inish'.

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&elect &O' on the 9/mport "ata: dialog bo) which presents the e)tracted data in tabular format.

The #ail "ata )tract produces the following information for each object+ %

$PSTF!"P#% & T%" '!" (#% )* %" PST ' !"+

$M#!F)!,"-(#% & T%" .#! *)!,"- /#." # )!, #(("#- / O!))3+

$M"#"ID & A /" ID ", ) ,6"-"/#" 7"""/ ."#"+

$F!"N#." & T%" /#." )* %" ."#" ' !"+$F!"S" & T%" ."#" '!" "+

$O7:";N#." & T%" /#." )* %" ."#" (-"'"!=? %" /#." )* %" .#! *)!,"- @% /) (-"'


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.%1 .ail 6be'ts "ort 9)*+:

/f you wish to e)port the entire contents of the (&T use the &Mail O*/ect Ex(ort P!"#' function.

The location of the (&T should be entered within the )traction (ath field. nter the location that youwant mail objects to be e)ported to within the 'bject )port path.

&elect )tract ;iles, )tract ;olders, or both to e)port only mail messages, only mail folders or bothto the file system.

.%2 .ail 6be'ts "ort 9-*/:

lternatively, the &Mail O*/ect Ex(ort C!0#' function allows you to narrow down which objects youwish to e)port by adding information within a C&- file. The C&- file must contain the followingcolumns in order to perform the e)port+

C&- Column Type "escription

A(&T;ile(ath # The file path of the (&T file

A#ail;older(ath # The mail folder name as it would appear in 'utlook

A#essage/" # uni6ue /" used to differentiate between messages

A&ubType # The &ubType of the object 7@3 for mail messages, @41 for mail folders8

M #andatory column re6uired for C&-

This information can be found within the results of a #ail "ata )traction and all of the columns fromthat e)traction can be included in the C&- as optional fields if needed.

Below is an e)ample of a #ail "ata )traction that could be used as the basis for an )port.

*hen the content is finali=ed and checked, the spreadsheet must be saved as a C&- file to a folder from which the &Mail O*/ect Ex(ort C!0#' function will select the file. 'n the #ail 'bject )port7C&-8 screen select the &rowse' button to choose the C&- file you wish to use for the e)port.

s with a full (&T e)port enter the location that you want mail objects to be e)ported to within the'bject )port path. &elect )tract ;iles, )tract ;olders, or both to e)port only mail messages, only

mail folders or both to the file system.

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.%3 e'uting a .ail 6be't "ort

To begin the )port process, select the &Ex(ort' button and the process window will be displayedwhile the e)port is running. The refresh rate can be selected from the drop%down menu to monitor progress. s these processes are performed server side you can close this window and it willcontinue to run. n automated email notification will inform you of process completion. Closing thiswindow "'& !'T stop the (rocess. To cancel the e)ecution of the function, select the &)*ortEx(ort' button on the (rogress *indow.

.%. Do%nloading a .ail 6be't "ort ,ile

"ownload and import as per section $.$

The #ail 'bject )port produces the following information for each object+ %

$PSTF!"P#% & T%" '!" (#% )* %" PST ' !"+

$M#!F)!,"-(#% & T%" .#! *)!,"- /#." # )!, #(("#- / O!))3+

$M"#"ID & A /" ID ", ) ,6 "-"/#" 7"""/ ."#"+

$F!"N#." & T%" /#." )* %" ."#" ' !"+

$F!"S" & T%" ."#" '!" "+

$O7:";N#." & T%" /#." )* %" ."#" (-"'"!=? %" /#." )* %" .#! *)!,"- @% /) (-"'


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%1 e'uting a .ail +ree re"ort

/n the &Enter Extraction Path' bo) type in a path to a server area, or mapped%drive area, that youwould like to create a report for. This area should contain the mail objects that have been e)tractedfrom the (&T. The path must be accessible by the "omain User account that is specified in the

"#C$ web.config file.

To include mail message information in the report you can check the &Extract $iles' bo) 7this is setby default8. To include mail folder information check the &Extract $olders' bo) 7this option willinclude an entry in the mail tree report for every folder within the hierarchy of the specified path8.

%2 +ree ,iles 8e"ort Do%nload

"ownload and import as per section $.$

The #ail Tree report produces the following information for each object+ %

$O7:";L)#,P#% & T%" '!" (#% )* %" .#! )7:";+

$D"/#)/P#% & T%" >#!" / % ;)!./ ;#/ 7" #!"-", #/, #-" ", *)-

O7:"; L)#,/+

$M"#"ID & A /" ID ", ) ,6 "-"/#" 7"""/ ."#"+

$F!"N#." & T%" /#." )* %" ."#" ' !"+

$F!"S" & T%" ."#" ' !" "+

$O7:";N#." & T%" /#." )* %" ."#" (-"'"!=? %" /#." )* %" .#! *)!,"- @% /) (-"'


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$S7T=(" & 49 *)- .#! ."#"+

$M#!S7:"; & T%" 7:"; )* %" .#! ."#"+

$M#!F-). & T%" ("-)/ %) "/ %" .#!+

$M#!T) & T%" /"/,", -";("/ )* %" .#! ."#"+

$S"/D#" & T%" ,#" # %;% %" .#! # "/+

$R";">",D#" & T%" ,#" # %;% %" .#! # -";">",+

F These fields will be blank for a mail folder.

Mail O*/ect Load ,unction

Loading #ail 'bjects from a file server into Content &erver using the &DMC2-Mail'%


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*hen loading objects, you can check the &)((l5 lan4s' bo) if you want to apply any blank valuesin the C&- file to the #ail 'bject data in Content &erver.

Hou can also choose to &Load $olders Onl5' which is useful for testing5template purposes.

%3 Loading 6"tions

The Loading 'ptions provided are detailed below.

Disa*le Inheritance I 'bjects loaded will not inherit from the parent folder.

0alidate Livelin4 6ser IDs I nsures that any Content &erver User /"s in your C&- actually e)istwithin Content &erver.

!et Invalid7Missing ID8s to )dmin I &ets any invalid5missing User /"s to dmin.

!4i( 0alidation I &kip the validation of lookups and (icklists. /f there are invalid5missing /":s therecord will not be processed and the application will produce an error.csv with the records that havebeen omitted from the load.

)dd 0ersion ased on CreateDate I /f checked a file will only be loaded as a version if its createdate is earlier than the e)isting versions create date in Content &erver. /f checked the load C&-must contain the column ACreate"ate with the files create date specified.

'nce you have checked the relevant options select &O' and you will be presented with the (rocesswindow.

s with an e)port the (rogress *indow refresh rate can be selected from the drop%down to monitor progress.

s the (rocess is performed server side you can close this window and it will continue to run. nautomated email notification will inform you of process completion. Closing this window "'& !'Tstop the (rocess. To cancel the e)ecution of the function, select the &)*ort' button on the (rogress*indow.

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9 Logging

Log files are available from the 9Logs: menu for all "#C$%#ail functions.

&electing one of the options from the Logs menu will display a list of all the log files for that "#C$%

#ail function.

The log file and5or the relevant C&- file are available for download from the log screens by selecting

the &Download' link ne)t to a file.

The log files display all actions that have taken place during the e)ecution of that function.

/f you have any issues or 6ueries please contact supportJblubaker.com

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mailto:[email protected]:[email protected]:[email protected]


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: )((endix

The following table outlines the C&- columns that can be used when loading #ail 'bjects into Content &erver. ny loadtype marked 9#andatory: must be present in the C&- in order for the load to work.

C&- Column Load Type "escription

A"estination(ath #andatoryThe Content &erver location that the mail objects will be loaded to.This should be one level lower than the path selected in the 9LoadTo: field. /f a folder within the path does not e)ist it will be createdby "#C$. &ee !ote 1.

A'bjectLoad(ath #andatoryThe file server location of the mail objects to be loaded. The fullpath name should be specified.

A&ubType #andatoryThe &ubType of the mail object within Content &erver. 9@3: for e%mails. 9@41: for e%mail folders.

A;ile!ame #andatoryThe name of the e%mail in the format #essage/".msg % Thiscolumn will be blank when loading folders.

A'bject!ame 'ptional

The name of the mail object. %mails are pre%fi)ed with the

date5time. &ee !ote $.

A#essage/" 'ptionalThe uni6ue #essage/" of the e%mail. This will be blank whenloading folders.

A;ile&i=e 'ptional The si=e on disk of the e%mail.

A;ileType 'ptional 9msg: for e%mails, blank for folders.

A#ail&ubject 'ptional The subject of the email. Blank for folders.

A#ail;rom 'ptional The person who sent the mail. Blank for folders.

A#ailTo 'ptional The intended recipient of the mail. Blank for folders.

A&ent"ate 'ptional The date the mail was sent. Blank for folders.

Aeceived"ate 'ptional The date the mail was received. Blank for folders.

A'wner 'ptionalThe owner of this object. #ust be a valid Content &erver username.

ACreatedBy 'ptional The user who created this object

ACreate"ate 'ptional The date this object was created

A#odify"ate 'ptional The date this object was modified

A'wner/" 'ptional The 'wner/" of the object

Category!ame+ttribute!ame'ptional

The values that will be applied to the attribute7s8 during loading.;or e)ample, Legal+'riginator

A#+ecord"ate 'ptional The # ecord "ate attribute of the object7s8

A#+ecordType 'ptional The # ecord Type Code attribute of the object7s8

A#+&tatus 'ptional The # &tatus Code attribute of the object7s8

A#+&tatus"ate 'ptional The # &tatus "ate attribute of the object7s8

A#+eceived"ate 'ptional The # eceived "ate attribute of the object7s8

A#+ssential 'ptional The # ssential Code attribute of the object7s8

A#+'fficial 'ptional The # 'fficial attribute of the object7s8

A#+&torage#edium 'ptional The # &torage #edium Code attribute of the object7s8

A#+ccession 'ptional The # ccession Code attribute of the object7s8


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A#+&ubject 'ptional The # &ubject attribute of the object7s8

A#+'riginator 'ptional The # uthor or 'riginator attribute of the object7s8

A#+ddressees 'ptional The # ddressee7s8 attribute of the object7s8

A#+'therddressees 'ptional The # 'ther ddressee7s8 attribute of the object7s8

A#+'riginating'rgani=ation'ptional The # 'riginating 'rgani=ation attribute of the object7s8

A#+UpdateCycle(eriod 'ptional The # Update Cycle (eriod attribute of the object7s8

A#+!e)teview"ate 'ptional The # !e)t eview "ate attribute of the object7s8

A#+Lasteview"ate 'ptional The # Last eview "ate attribute of the object7s8

A#+&/ 'ptional The # &/ Code attribute of the object7s8

A#+;ile!umber

'ptional

The # ;ile !umber attribute representing the # Classificationof the object7s8K if the file number of an object is changed, then theremaining # attributes will be updated by "#C$%# to use thevalues from the new # ;ile !umber5Classification

AClassify+Class (ath n

e.g. AClassify+Class (ath 1'ptional

the non%# Classification7s8K the value of the column7s8 should bethe e)act classification path 7e.g. ;acets+sset+Block8

!'T&+%

/n order to load e%mails 7&ubType @38 and e%mail ;olders 7&ubType @418 correctly the prefi) 9#;: mustbe added to the A"estination(ath field. By default the #ail Tree function will report an objects:"estination (ath in the following format+

Top of 'utlook data file+#;#ail ;older !ame

;or e)ample+ Top of 'utlook data file+#;/nbo)

*hen loading this would create a normal folder in Content &erver called 9Top of 'utlook data file: with ane%mail folder called 9/nbo): underneath it. The destination path can be configured to suit your needs.

!ote $

#ail messages are loaded into Content &erver with a date5time pre%fi) before the name. This is to ensurethat they are regarded as uni6ue items.

!ote 2

To update an attribute with multiple values, each value must be separated with the pipe 9M: symbol.

!ote 3

*hen creating a C&- with multiple types of attributes then the order of the columns must be &ystem ttributes, Custom Category ttributes, # classifications, !on%# Classifications.

!ote 4

nsure that you use the code in the appropriate # columns, not the description of the code. ;or e)ample, the A#+ecordType column should include a code, not a description.

dmc2-mail v12 x user guide

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