Shortcut deletion not working

[total_noob]

Hey

Im currently testing how to delete shortcuts from the users mailbox, but it is not working at all!

The mailbox policy:

-Delete shortcuts based on 1 day

-Delete orphaned shortcuts

-Update moved items

-Archiving based on age is set to 99years

The provisioning group is ranked correct, ive synced the mailboxes, the EV server is working perfectly, vault cache is off and archive explorer is on.

EV server:

win 2k3 R2 

EV 9.1

[JesusWept3]

are you trying to do shortcut expiry or orphaned shortcut deletions?
For shortcut expiry, you have to have regular expiry enabled also

[total_noob]

Cant i do both shortcut expiry and deletion of orphaned shortcuts at the same time?

Expiry is based on archived date and is also scheduled (not on "never").

There are no error messages in the eventviewer.

[JesusWept3]

you can definitely do both
So i guess the question is, are the items pending items are full shortcuts?
Shortcut expiry will not work against pending items, and how long ago were these items archived?

[total_noob]

There are no pending items in the users mailboxes. All the mail were archived last week or so after i manually imported several PSTs full of mail into the test users mailboxes. 

I did a DTrace of the archivetask during a shortcut processing to find out what the cause.

For each shortcut in the mailbox the DTrace log gave me this:

4300 19:12:19.646 [1876] (ArchiveTask) <856> EV:H :CArchivingAgent::ProcessChunkOfShortcuts() |Entering routine |
4301 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - processing shortcut 'RE: Enterprise Vault - konsulentbistand', size 5727 bytes
4302 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - offline vault user F, shortcutexpiryperiod 1, deleteexpireditems T, orphanedshortcut F
4303 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - Using default ExpiryDateBasis: Archived Date
4304 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - Expiry Basis on Retention Category: [Archive Date]
4305 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - shortcut status flag has been set on the item with value 3
4306 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::IsAMovedItem - retention category matches [true]
4307 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::IsAMovedItem - archive folder id matches [true]
4308 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::IsAMovedItem - item has moved [false]
4309 19:12:19.646 [1876] (ArchiveTask) <856> EV:M CArchivingAgent::ProcessShortcutItem - 'RE: Enterprise Vault - konsulentbistand' has not moved so do checks to see if it is eligible for shortcut deletion
4310 19:12:19.646 [1876] (ArchiveTask) <856> EV:L :CArchivingAgent::ProcessChunkOfShortcuts() |The shortcut titled: RE: Enterprise Vault - konsulentbistand will not be deleted |
4311 19:12:19.646 [1876] (ArchiveTask) <856> EV:H :ProcessChunkOfShortcuts() |Exiting routine |

[JesusWept3]

Do these shorcuts belong to the same archive?

If you select that item "RE: Enterprise Vault - konsulentbistand"
Then go to Help -> About Enterprise Vault -> Tech Info
 

If you scroll down on the list , you should see your mailbox listed and undrneath it will have "Archive ID", make a note of this ID

Keep scrolling down to you see "Selected Item Properties" , look at the Archive ID here, is the Archive ID from your mailbox and the Archive ID set on this shortcut match?

If they are different then the item will not be deleted

[total_noob]

Yikes! No wonder the shortcuts did not get deleted! 

The archive ID doesnt match at all.

Any suggestion on how to fix this? 

[KarlW]

The archive ID on a shortcut is in most cases really an Archive Folder ID - this is probably the reason they don't appear to match and shouldn't be the reason why they are not deleted.

Please can you validate the Archived Date on the item using the same method you used above for Archive ID?

Also please can you check the policy is set to 1 day for shortcut deletion, unfortunately all the trace confirms is it's set to 1 something :(

Thanks

Karl

[JesusWept3]

Actually Karl is right that the Archive ID on the message is the folder ID
If you take the ID and then go to the Vault Admin Console and hold Ctrl-Shift and right click "Archives" and you should have an option that says Find Archives or Folders

Paste in that Archive ID from the shortcut message, if the shortcut does not belong to that mailbox it will not delete.

[KarlW]

Are you able to provide a cut&paste of the values for the selected item?

Thanks

Karl

[total_noob]

The archive date is set to a date higher than 1 day for the shortcuts.

The mailbox policy is also set to 1 day.

EDIT:

Ok, so i verified that the archive ID actually belongs to the correct mailbox in the ev admin console.

Guess the problems lies somewhere else then.

[total_noob]

Like this? :)

VERSION INFORMATION
Operating System Microsoft Windows 7 (Build 7600)
Outlook Microsoft Outlook 2007
Internet Explorer 8.0.7600.16385
Enterprise Vault Outlook Add-in 9.0.1.1073
VBScript component (Outlvbs.dll) Available


USER DETAILS
User Mailbox Property unavailable in an offline store
Outlook connection state Cached connected full (8)
RPC over HTTP flags 0


TESTING CONNECTION
Skipping DCOM tests HTTP client is in use
HTTP connection failed http://ev.EVLAB.LOCAL/EnterpriseVault (Status: 0x12)


ORG LIBRARY FORMS
Could not open Org Library


PERSONAL LIBRARY FORMS
IPM.Note.EnterpriseVault.PendingArchive
Version 9.0.1-001
Description Displays information about the item that is waiting to be archived by Enterprise Vault.



IPM.Note.EnterpriseVault.PendingArchive.ArchiveMe
Version 9.0.1-001
Description Displays information about the item that is waiting to be archived by Enterprise Vault.



IPM.Note.EnterpriseVault.Shortcut.DeleteMe
Version 9.0.1-001
Description Displays information about the item that is waiting to be deleted by Enterprise Vault.



IPM.Note.EnterpriseVault.Shortcut.RestoreMe
Version 9.0.1-001
Description Displays information about the Enterprise Vault restore pending item.



IPM.Note.EnterpriseVault.Shortcut
Version 9.0.1-001
Description Displays information about the Enterprise Vault archived item.




VAULT CACHE DETAILS
Status Never enabled. Disabled by administrator

SELECTED STORE PROPERTIES
Name Postboks - Administrator

SELECTED FOLDER PROPERTIES
Name Innboks


SELECTED ITEM STORE PROPERTIES
Name Postboks - Administrator

SELECTED ITEM FOLDER PROPERTIES
Name Innboks

SELECTED ITEM PROPERTIES
IPM.Note.EnterpriseVault.Shortcut:
Subject RE: Enterprise Vault - konsulentbistand
Last modification time 08:48:58, 18.01.2011
@Attachments <?xml version="1.0" encoding="utf-8"?>
<aftermail xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
<attachment checksum="daa5c284-0002-5029-587a-100f886178fa" displayname="image002.gif" filename="image002.gif" pathname="" position="-1" type="1" flags="4" number="0" size="2534" hidden="true" />
<attachment checksum="4e9d0e5a-71e8-fe65-b461-0b437100bec4" displayname="image003.jpg" filename="image003.jpg" pathname="" position="-1" type="1" flags="4" number="1" size="20144" hidden="true" />
</aftermail>
@CheckSum 5e329d70-0f7c-7803-6e8c-8d63acf4d644
@Message <?xml version="1.0"?>
<aftermail xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
<message checksum="5e329d70-0f7c-7803-6e8c-8d63acf4d644" type="3" />
</aftermail>
@OriginalMessageClass IPM.Note
Archive ID 132376CEE8D6F2B40B5220C2538D5B5B81110000ev.EVLAB.LOCAL
Archived Date 08:49:02, 18.01.2011
Calculated Date 07:31:42, 25.05.2010
Create Shortcut true
Delete Original true
Original Message Class IPM.Note
Original Size 32398
Original folder source key EB8F4DCF75690544B5EF0E482E53999F000003364F2F
Original item source key EB8F4DCF75690544B5EF0E482E53999F00317EF3927B
Retention Category 1FC8EAF0FF61E3A4BA65D7211AFF95CB71b10000ev.EVLAB.LOCAL
Saveset ID 201101155099005~201005250731420000~Z~902099FFD2ABD3C7A4881DB681D76D01
Shortcut Status 3
acceptlanguage nb-NO
content-class urn:kvsplc-com:cc:vault:shortcut
originalcontentclass urn:content-classes:message
originalsmallicon /exchweb/img/icon-msg-read.gif
x-imss-scan-details No--16.747-4.5-31-1
x-ms-exchange-organization-authas Anonymous
x-ms-exchange-organization-authsource NOOSLHUB001.adno.local
x-tm-as-product-ver IMSS-7.1.0.1394-6.0.0.1038-17404.005
x-tm-as-result No--16.747-4.5-31-1
x-tm-as-user-approved-sender No
x-tm-as-user-blocked-sender No
x-tm-imss-message-id <58039d3300007954@smtp1.atea.no>


HIDDEN MESSAGES IN FOLDER Innboks
IPM.EnterpriseVault.Filter:
Last modification time 14:21:56, 18.01.2011
Archive ID 1AA158F67BE6E9242A75BD339EF8B158B1110000ev.EVLAB.LOCAL
ArchiveFolderId 132376CEE8D6F2B40B5220C2538D5B5B81110000ev.EVLAB.LOCAL

IPM.Note.EnterpriseVault.Settings:
Last modification time 14:21:56, 18.01.2011
;SERVER; EXCH01
ADDALLEVSERVERS 0
ALLOWSCRIPTPUBLICFOLDERS 1
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EVSERVERS ev.EVLAB.LOCAL;EV;
INACTIVITYPERIOD 2
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LOCALISEDRESOURCES C:\Program Files (x86)\Enterprise Vault\EVClient\Valkyrie.dll
MAILBOXDN /o=exch01-evlab/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=Administrator
MAILBOXSERVER EXCH01
MAILBOXSTATE 1
MAILBOXTYPE PrimaryUser
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OWA2003CANCELFROMTOOLBAR 0
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OWAWEBAPPURL http://ev.EVLAB.LOCAL/EnterpriseVault
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SERVERVERSION 9.01
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SYSTEMMAILBOX SMTP:ev_sysmailbox@evlab.local
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Updated desktop settings
Last modification time 14:21:56, 18.01.2011
;SERVER; EXCH01
ADDALLEVSERVERS 0
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EVSERVERS ev.EVLAB.LOCAL;EV;
INACTIVITYPERIOD 2
INACTIVITYPERIODUNITS 1
LARGEITEMSSIZEKB 10240
LOCALISEDRESOURCES C:\Program Files (x86)\Enterprise Vault\EVClient\Valkyrie.dll
MAILBOXDN /o=exch01-evlab/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=Administrator
MAILBOXSERVER EXCH01
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IPM.EnterpriseVault.OfflineVault:
Last modification time 14:21:56, 18.01.2011
Offline Vault Enabled true
Store Id A8A3D5E8AF7C1541B9C95F3DE3FC72F6
Using Archive Explorer true

[KarlW]

The archived date of the item is 'Archived Date 08:49:02, 18.01.2011' - that's today so it's not yet 1 day old so therefore not eligible for deletion as your policy for deletion(/expiry) is based on the items archived date.

-Karl

[total_noob]

Yeah i know. I think its because i screwed around a bit with the mailbox (exporting/importing a bit)

The other mailboxes have shortcuts which dates back to 15.01.2011 though and their shortcuts still doesnt get deleted.

[KarlW]

So what happens today for this item if you run the archiving task (perhaps Dtrace and capture the corresponding trace for the item highlighted above)?

Thanks

Karl

[total_noob]

Well actually it did work, but not after last nights archiving schedule.

I did a couple of manual shortcut processing runs just now and then it finally deleted the shortcuts.

Here is a excerpt from the DTrace log on the successful run::

2801 20:47:02.824 [5248] (ArchiveTask) <5840> EV:H :CArchivingAgent::ProcessChunkOfShortcuts() |Entering routine |
2802 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - processing shortcut 'Brocade', size 3128 bytes
2803 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - offline vault user F, shortcutexpiryperiod 1, deleteexpireditems T, orphanedshortcut T
2804 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - Using default ExpiryDateBasis: Archived Date
2805 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - Expiry Basis on Retention Category: [INHERIT FROM SITE]
2806 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - Expiry Basis on Site: [Archive Date]
2807 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - shortcut status flag has been set on the item with value 3
2808 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::IsAMovedItem - retention category matches [true]
2809 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::IsAMovedItem - archive folder id matches [true]
2810 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::IsAMovedItem - item has moved [false]
2811 20:47:02.824 [5248] (ArchiveTask) <5840> EV:M CArchivingAgent::ProcessShortcutItem - 'Brocade' has not moved so do checks to see if it is eligible for shortcut deletion
2812 20:47:02.824 [5248] (ArchiveTask) <5840> EV:L :CArchivingAgent::ProcessChunkOfShortcuts() |The shortcut titled: Brocade will be deleted due to its inactivity period expiring |
2813 20:47:02.824 [5248] (ArchiveTask) <5840> EV:H :ProcessChunkOfShortcuts() |Exiting routine |

So what does this mean? Is that the correct message for when a shortcut is viable for deletion based on the archived date? 

[KarlW · Accepted solution]

Yes - that's what you can expect in trace when a shortcut is going to be deleted based on deletion by age (sometimes referred to as blanket deletion).  Without the trace from the nightly run I can't say why it didn't delete it first time.

Most likely it's that the archived date isn't quite 24 hrs old yet and therefore doesn't match the 1 day deletion period.

Basically it might take three nightly runs for an item to be archived and then deleted.

1st run archives the item (say archived date = 18/1/2011 0:00:00am)

2nd run - finds shortcut compares archived date with current time (current time = 18/1/2011 11:59:00pm).  Shortcut not eligible for deletion.

3rd run - finds shortcut compares archived date with current time (current time = 19/1/2011 11:59:00pm).  Shortcut is deleted.

What I'm trying to point out is that depending on when during the archiving window the mailbox and shortcut is processed will have an affect on the outcome of the shortcut deletion expiry test.

Thanks

Karl