01-28-2014 05:54 AM
I have created a new folder with EVPM to the users mailboxes with a “KeepForever” retention category. EV policy is set to update moved items with “All” and “Include items with Retention Category selected by the user, set by a custom filter, or set by PST migration” selected.
If I move a folder in the mailbox where some of the items has been archived then the archived folder location is also updated in the archive, that’s all good, but I noticed that the items that was archived before the move still got the old retention category and only new items archived to the folder are set with the new "KeepForever" retention category (have tried to sync the archive and refreshed the AE view).
It works when mailbox items are moved to the new “KeepForever” folder in the mailbox and then archived or if items in Virtual Vault are moved to the folder in the archive or even if it is a large subfolder structure as long as the corresponding folder does not exists in the mailbox.
Hope that someone had the same issue, is there a configuration that I am missing or is it a EV software function that are incomplete?, kind of destroys our solution to the users to get organized before enabling e-mail expiry.
EV server/client version is at 10.0.3 HF2 on Windows Server 2008 R2
Solved! Go to Solution.
01-28-2014 07:29 AM
"We don't use shortcuts in our EV setup so I don't think that update suits the issue, I have just open a case with support."
Thats may be your issue right there! EVPM applies filters to a Folder in a mailbox
that folder does not get created in the archive, if the folder exists, it does not update the settings in the archive UNTIL an item is archived manually or via regular archive
BUT if you drag drop items within Virtual Vault, that archive folder won't have a custom retention set until its been updated from the mailbox
So for instance if i have a folder
\My Folder\ created and it has a retention of a default 3 years
and then i apply EVPM to set to 7 years and then move an item in it, the retention will remain 3 years
However, if i manually archive an item in the mailbox, it will see the filter in that mailbox folder, see that the retention is 7 years and the item gets archived as 7 years, then it should have updated the ExchangeMbxArchiveFolder table with the new retention set via EVPM
Now if i drag another item to it, the item will be set with the new retention
But until something gets archived from the mailbox, the retention will remain the same
01-28-2014 06:31 AM
Hi Rune,
This behavior seems to be an issue that was found back in Enterprise Vault 8 but it was fixed in EV 9.0.1+ and EV 10.0+:
Unable to update retention on shortcuts moved to subfolders of EVPM managed folders
http://www.symantec.com/docs/TECH139761
However, since you are running Enterprise Vault 10.0.3 CHF2, I strongly suggest you to open a case with support to review this issue further.
I hope this helps.
01-28-2014 06:57 AM
It could just be that the items are actually just awaiting update from the index and could also be a caching issue in Archive explorer, you may just need to right click and hit refresh in AE
01-28-2014 07:00 AM
Hi GabeV
We don't use shortcuts in our EV setup so I don't think that update suits the issue, I have just open a case with support.
It seems like this move operation do not trigger the update retention feature on the server, all other senarioes works just fine with changing the retention.
01-28-2014 07:07 AM
Have tried to wait and refresh AE but no luck (should I try to rebuild the index for the archive? maybe overkill...), the other move operation works and sometimes AE refresh is need before it will display the new retention category :) AE is always an old view for me until refresh.
01-28-2014 07:25 AM
Probably the best thing you can do is first look at the SQL Server....
So i would do the following
1. Run a SQL query to see if the folder and its custom retention category has been logged
SELECT A.ArchiveName, REPLACE(CAST(EMAF.FolderPath as varchar(max)), '?', '\') "Folder Path", RCE.RetentionCategoryName FROM ExchangeMbxArchiveFolderView EMAF, Archive A, Root R, RetentionCategoryEntry RCE WHERE EMAF.ArchiveVEID = R.VaultEntryId AND R.RootIdentity = A.RootIdentity AND EMAF.RetentionCategoryID = RCE.RetentionCategoryId AND A.ArchiveName = 'Your User' ORDER BY "Folder Path"
2. Query the Saveset table to see if the item itself has the correct retention
Open Internet Explorer and go to http://yourEVServer/EnterpriseVault/Search.asp
Enter in some criteria to find the email, like subject, sender etc and find the item on the result page
Right click the email and go to Copy Link
Go to Copy Shortcut and paste it in to a notepad
At the end there is a part of the URL that says something like
SaveSetID=201303203815437%7E201303202126020000%7EZ%7EE0953804A2352B8BD440B08F92809891
quickly do a replace of %7E to ~ just to make it easier to read
so now you have a string that looks like the following
SaveSetID=201303203815437~201303202126020000~Z~E0953804A2352B8BD440B08F92809891
The part we're interested in is the 32 characters after the ~Z~ part
E0953804A2352B8BD440B08F92809891
Format it by adding a dash ( - ) 8-4-4-4-12, so it becomes
E0953804-A235-2B8B-D440-B08F92809891
Now run a query like this in SQL
SELECT A.ArchiveName, REPLACE(CAST(AF.FolderPath as varchar(max)), '?', '\') "Folder Path", S.IdTransaction "Transaction ID", RCE.RetentionCategoryName FROM EnterpriseVaultDirectory.dbo.Archive A, EnterpriseVaultDirectory.dbo.Root R1, EnterpriseVaultDirectory.dbo.Root R2, EnterpriseVaultDirectory.dbo.ArchiveFolder AF, EnterpriseVaultDirectory.dbo.RetentionCategoryEntry RCE, EVVSYourVaultStore_1.dbo.ArchivePoint AP, EVVSYourVaultStore_1.dbo.Vault V, EVVSYourVaultStore_1.dbo.Saveset S WHERE S.ArchivePointIdentity = AP.ArchivePointIdentity AND S.VaultIdentity = V.VaultIdentity AND S.RetentionCategoryIdentity = RCE.RetentionCategoryIdentity AND AP.ArchivePointId = R1.VaultEntryId AND V.VaultId = R2.VaultEntryId AND R1.rootIdentity = A.RootIdentity AND R2.rootIdentity = AF.RootIdentity AND S.IdTransaction = 'E0953804-A235-2B8B-D440-B08F92809891'
01-28-2014 07:29 AM
"We don't use shortcuts in our EV setup so I don't think that update suits the issue, I have just open a case with support."
Thats may be your issue right there! EVPM applies filters to a Folder in a mailbox
that folder does not get created in the archive, if the folder exists, it does not update the settings in the archive UNTIL an item is archived manually or via regular archive
BUT if you drag drop items within Virtual Vault, that archive folder won't have a custom retention set until its been updated from the mailbox
So for instance if i have a folder
\My Folder\ created and it has a retention of a default 3 years
and then i apply EVPM to set to 7 years and then move an item in it, the retention will remain 3 years
However, if i manually archive an item in the mailbox, it will see the filter in that mailbox folder, see that the retention is 7 years and the item gets archived as 7 years, then it should have updated the ExchangeMbxArchiveFolder table with the new retention set via EVPM
Now if i drag another item to it, the item will be set with the new retention
But until something gets archived from the mailbox, the retention will remain the same
01-28-2014 07:41 AM
Rune,
If you are not using shortcuts, then this technote might apply to this issue:
Retention Category of moved items in an EVPM folders not updating
http://www.symantec.com/docs/TECH193319
Issue
When an item is archived, a retention category is applied to the item. If the Mailbox policy is set up properly, and the retention categories do not prevent deletion of archived items in the category, the item's retention category is expected to be updated, when the item is moved, but it is not.
Cause
The retention category updates in the mailbox are handled by Shortcut Processing. In the Virtual Vault (VV), it is handled by the synchronization process.
Shortcut processing will compare the retention category that is assigned to any given folder, and compare the retention category that is applied to the shortcuts within the folder. If they do not match, and the Mailbox policy is configured to update retention, the shortcuts will be treated as moved items and the retention will be updated.
VV synchronization will only update the retention category applied to the items in VV, if the item has been moved to a different folder.
This is by design.
Solution
To update the retention on an item, one of two things must be true.
For this reason, it may be advisable to maintain shortcuts in the mailbox, as moving items within VV may not be a viable option.
01-29-2014 02:13 AM
@JesusWept3 & GabeV thanks for your replies, that seems to be the issue with no shortcuts and updating the retention category for “Moved Items” even in version 10.0.3 (technote is for 9.0.2) hope it can be fix in newer versions.
All users have VV so no shortcuts is needed for our users and if we had shortcuts it will definitely be with automatic shortcut deletion, the EV environment is too large for shortcuts on all archived items.
JesusWept3, I performed the SQL queries on some items and can confirm that items in folder moved with VV are changed to the new retention category and items in folder moved in mailbox (that has been archived) are not changed.
This can be a hidden treat in many EV environments with email retention by folder and automatic shortcut deletion, which will course a mix of items that would be updated to the new retention category, some items can mistakenly be deleted.