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Netmail Archive 6.x


In Netmail Archive, each mailbox's data is contained within its own folder on disk.  These folders take the form of 'User@User.Server.Domain' and can be seen in the audit path of a Storage Location, for example.  When a user enters into Netmail Search to view his/her archives, the appropriate folder from the audit path is loaded and the data is presented (with the help of the index server).

Netmail Archive maintains the original folder even as the mailbox changes username or server.  Is does this via hidden attributes on the mailbox.  However, in certain circumstances this mechanism may experience transient issues and the result is that a new folder is created for the same mailbox.  In this situation the user experience may be to either (a) get presented the original folder with no new data, or (b) get presented the new folder with no historical data.  In either case the fix is the same:  merging of the two (duplicate) folders and their respective archive data.

It's worth mentioning that simply copying the files from one folder into the other will not resolve the issue, for two reasons:

  1. The indexes contain the file path.  Moving the files on disk will not update the indexes, which must match the file path exactly in order to appear in Netmail Search.
  2. The XML of the audit files contain the file path.  Moving the files on disk means replacing the relative paths contained in each audit file.

As such, Netmail has created a special type of job for handling this task.



Back up your data

Merging folders is a destructive operation (ie. the files are moved, not copied) and consequently incorrect application may result in data loss or results which are difficult to undo.  Therefore it is highly recommended that you have a backup of the data prior to proceeding.


1. When a user acquires duplicate folders, the system often ends up creating a usermap for the mailbox as well.  The presence of the usermap will obfuscate some of the steps later in the process, so it's best to delete it first.  Using an LDAP browser connect to the Open LDAP running on the master Arhive node.  Navigate to GWOpenServer > UserMaps and delete any objects pertaining to these user(s) with the duplicate folders. 

2. In the Netmail web console, navigate to Archiving > Agents > ILM and create a new job for the merge.  Give it a name that signifies that it is not a regular ILM job so it is not accidentally run for other purposes, as this can cause problems.  On the Criteria tab of the merge job provide the following information:
  • Action Type = Grooming
  • Data Source = select the location containing the source folder (the duplicate account that you don't want to keep).
  • Grooming Location = select the location containing the destination folder. This is the target location for the archived mail (often the same as the source)
  • Retention Criteria = check Apply Retention Flag and select the Maintain current retention value radio button.

Save the changes.

In the Job Settings tab, Users field, press the Select button and choose the source folder whose archives will be merged into the destination folder.  

 Save the changes.


3. In this step we will modify the parameters of the ILM job in LDAP such that it performs a merge instead.  To ensure there's no conflict with the web admin console, move away from the ILM job in the console (eg. go to the job monitor).  Next return to the LDAP browser and navigate to GWOpenNode > Jobs > name of your ILM job.  Edit the maParameters attribute and add <MergeAccount>True</MergeAccount> before the trailing </PRM> tag (see screenshot below).

Save the change.

NB:  This is a one-time change, so this step may be skipped for subsequent merges.

4. In the audit path of the location, find the source folder and rename the account_info.xml file to something else (eg. by appending .old).  Copy the account_info.xml file from the destination folder and paste it into the source audit folder.  Verify that the fields in this account_info.xml match the foldername of the destination (username, PO, domain).  If they don't, update this file with the corresponding information and save it.

5. In the Netmail web console select the ILM job created above and Run it.  As the job runs the number of files in the source should being to decrement and those of the destination should begin to increment.

6. When the job is complete.  The source folder should be empty (save for any errors on the job) and can be removed the folder from the audit path.


For installations of Archive against GroupWise, it is also prudent to use the hidden message tool to verify that the user's post office information is correct (for future archive jobs). See How to view or create the M+Archive hidden message.



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  1. Subsequent exports of this merged data to PST may not respect the folder structure.  Data from the source account might all default to the Inbox.

  2. It is important to select the right folder for the source and the destination.  For example, examine the modified date on the folders to determine which is used most recently by Netmail and use that as the destination.  Without taking this into account, the system may continue creating duplicate folders for this account on subsequent runs, requiring repeated merging.  Netmail Support can assist you in determining/avoiding this.