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[DOC:Netmail Documentation]

Documentation for Netmail Archive 5.4.
Documentation for [Netmail Archive 5.3] and [earlier versions of Netmail] is also available.

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The Index Agent allows system administrators to create separate Index Jobs for their archived data to facilitate index maintenance.

On this page:

 

Inheriting an Archive Job

Index Jobs do not require a Policy filter, as they do not act on the mail system or archives, but rather on the indexes. As such, you do not assign a Policy to an Index Job. Instead, you need to specify the archive data to be indexed. There are two methods of doing so: You can either specify the archived data manually by selecting a storage location on the Criteria tab and then selecting archive accounts in that location using the Users list, or the Index Job can inherit location and account information from an Archive Job (via the Job Settings tab).

Selecting Index Job Criteria

After creating your Index Job and specifying appropriate Job Settings as described in Job Creation and Distribution, you are ready to select advanced Index Job criteria. To begin, click the name of the job you created earlier. By default, the Job Settings tab is displayed. The Job Settings tab allows you to configure basic settings for any of your jobs. The Job Settings tab is available on each Job Agent and is displayed by default when you click on the name of the job you created.

Click the Criteria tab. The Criteria tab allows you to specify what kind of indexing you would like to create and the archive storage location for which you want to manage the indexes.

Choosing an Indexing Job Type

Under Indexer, choose the type of indexing you wish to perform from the available options:

  • Incremental Indexing: This option indexes any new archive data in the chosen location.
  • Re-create Indexes: This option re-indexes all of the data in the chosen location as if they were all newly archived items.

Important: Re-creating indexes can be a time consuming task if you have large amounts of archived data in the specified location. During the re-indexing process, no archived data will be accessible or searchable by end users or auditors. As such, this type of re-indexing should be carried out only if absolutely necessary.

  • Failure list indexing: A type of incremental indexing, this option indexes archived items that were not successfully indexed by previous jobs, typically Archive Jobs with real-time indexing enabled that encountered problems. Such items are tracked in the audit folders of the storage locations in a ToIndex.xml file. This type of Index Job will attempt to index the items specified in such files and should therefore be used only when necessary.
  • Delete check points: A type of incremental indexing, this option resets the checkpoints that are created when a set of archived items is fully indexed without any errors; the next time an Index Job is run, only data from after the checkpoint will be indexed.

 

Note: Netmail recommends that you use real-time indexing on your Archive Jobs to keep your indexes up to date and avoid the need to run these dedicated Index Jobs.

Choosing a Source Location

Specify the location of the previously created archive data that you want to Index, and additional criteria under Data Source.

Choose Archive Location

Use the dropdown menu to select an existing archive storage location where this Index Job can find the archives for which you want to create indexes.

Note: If no locations appear in the list, you must configure a location as described in Specifying Locations.

Items to be indexed

From the two available options, select which items in the specified location are to be indexed:

  • Messages
  • Attachments

Important: After specifying your options, click Save to save your settings. If you do not click Save, your settings will not be saved.

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