Explanation message of peding items

[tvda]

When a mail item has been queued for archiving, but when it has not been fully archived yet, the EV client in Outlook show that the item is pending for archiving. When a user opens such item in outlook, he can see an explanation of the pending item and additionally the Outlook EV client shows following comment:

'Do not copy, move or delete this item'

Since the policy of our company is to cleanup as many messages as possible, this comment is confusing for the users. I don't expect that user would do anything harmful by copying, moving or deleting items that are pending for archiving. Is there a possibility to customize this message or don't display it anymore?

[TonySterling · Accepted solution]

tvda,

If you look in the Admin Guide or Vault Admin Help you should find the following explaination.  Basically, until the .dvs file is backed up the item is pending to make it easier to recover in the event of a hardware failure of the storage device.

Keeping safety copies

Safety copies are copies of the archived items. In a mailbox, they are identified by the pending archive icon. When you set up a vault store, you must specify when Enterprise Vault deletes safety copies. The options on vault store properties are:

• Never
• After vault store backup
• Immediately after archive

The type of environment in which you are running Enterprise Vault influences how you configure the process for safety copies.

If you are setting up a pilot system in a test environment, where there is no need to keep users' data, set up the vault store so that Enterprise Vault deletes the safety copies immediately after archiving.

If you are setting up a pilot system in a production environment, it may be necessary for users to get their data back again after testing Enterprise Vault. In this situation, set up the vault store so that Enterprise Vault never deletes the safety copies. All the safety copies will remain in the original locations.

In mailbox archiving, if you have set up Enterprise Vault so that it creates shortcuts for archived items and safety copies are not deleted, the icons in the mailbox for the archived items remain as pending archive and do not revert to the shortcut icon.

When you have completed your testing, you can set Enterprise Vault to delete the safety copies at the selected time.

[tvda]

Tony,

I wasn't looking for a description or explanation about pending items, but I was referring to the message that is given to the end-users about pending items. Since the message in Outlook that is given when you open a pending mail item, states that the message can't be deleted, copied or moved, this raises several support questions to the helpdesk of our customer. Most users are not familiar with archiving and are confused when they read that message. That company's policy is to cleanup as many mails as possible, but that message asks to user to leave the mail where it is (until the mail has realy been archived, but they don't know that).
The question of our customer was to verify whether it would be possible to change that message in Outlook. I'm not expecting that it is possible, but you never know!

[TonySterling]

Hey tvda,

Sorry mate, my mistake.  ;)

Ideally your users would not see a pending icon.  Typically archiving would occur in the off hours and then the back up of the dvs files would happy right after the archiving causing the pending items to be turned to shortcuts.

Regards,

Tony

[Michael_Bilsbor]

Hi,

You should be able to customise the archive pending form to do what you want.  Search Google on details of how to customise outlook forms.