Netmail 5.x in GroupWise environments
To track whether messages were archived by Netmail Archive and to optimize subsequent archive jobs, Netmail Archive makes use of a flag (or field) associated with GroupWise messages, called the Published Flag. This flag stores the date and time on which a mail item was archived by Netmail Archive. The Published flag is often used to troubleshoot archiving operations in GroupWise systems to validate that items are being archived and correctly marked as such.
This article explains how the Published flag can be viewed in the GroupWise client by adding a Published column to the existing columns; the article also discusses how the published flag works.
NOTE: GroupWise 8 screenshots are provided to illustrate how to view the Published flag, but the process is the same for all versions of GroupWise later than 6.5.
Viewing the Published Flag in the GroupWise Client
By default, the Published column is not visible in the GroupWise client. To display the Published Flag in the GroupWise client, complete the following steps.
1. Log in to the GroupWise client and select a folder containing items believed to have been archived by Netmail Archive.
2. Add the Published flag column to the Message List window by right-clicking the column heading bar and selecting the More Columns option, as shown in the screenshot below:
3. The dialogue box indicated below will be generated. Select Published from the list of available columns and add it to the Selected columns list:
4. After clicking OK to return to the message list view, the Published column should be visible:
Understanding the Published Column
Any item successfully archived by Netmail Archive will have a date and time stamp associated with the Published column for that specific message, indicating when it was archived. A blank entry in the GroupWise Published column (as in the screenshot below) means that the item was not archived:
NOTE: In some cases the word True may appear in the published column, rather than the date and time. This tag was used by earlier versions of Netmail Archive, and also means the message was successfully archived. A value of False indicates that the message is broken in some way (often an attachment), and Netmail Archive is set, by default, to not archive broken items.
Finding Messages That Have Not Been Archived
If it is suspected that some messages that should have been archived were not, the simplest way to find such unpublished items is to search the GroupWise for items with a Published flag which is not set. This can be done as follows.
1. Open the GroupWise Client and click the Find button (magnifying glass icon) to activate the GroupWise Find dialogue box. By default, the Find By Example tab will be selected; instead, click on the Find tab:
2. Click on the Advanced Find button and select the All Fields... option:
3. From the All Fields dialogue box, select the Published field and click OK:
4. Back in the Advanced Find window, build a query to search for all entries that don't have the Published field populated. The query should be similar to this:
5. Click OK to return to the Find window which will summarizes the query:
6. Click OK to execute the query.
NOTE: It is possible to narrow the search scope further to only search for specific item types or search specific folders. The resulting item list will display all items that have not had the Published flag set by Netmail Archive.
Typical Reasons Why the Published Flag Was Not Set
The following lists various reasons why messages may not have been archived (items of concern with no obvious reason for being excluded from archiving should be escalated to Netmail Support):
1. The items do not match the archive policy criteria used to select items for archiving. Usually, items are not archived until their age exceeds a certain number of days to allow users time to open a message and save it to a folder before archiving. Other criteria include excluded message types (Appointments, Email, Notes, Tasks and Phone Messages).
2. The item exists in a shared folder which is not owned by the current user when the Netmail Archive archive job is set to only archive items in a shared folder for the folder owner.
3. The item may be a corrupt message. If the archive software cannot read the message or its attachments, it may not be able to archive the message. Open the message in GroupWise to see if its contents and attachments can be read without error. Refer to the ClusterConfig.xml file (default location is c:\Program Files (x86)\Messaging Architects\Config) for settings which can affect this behavior.
4. The item is a linked message. GroupWise has the ability to create a link to a message in another folder so that messages appear to be in two separate folders. Netmail Archive only archives the original message and the link may show up as not archived.
5. System failure or shutdown for an extended period of time created a gap in the system where a number of emails for a specific date range were not archived. A full scan archive of the system should be run to pick up these missed messages.
6. The item was archived but the Published flag could not be set. Netmail Archive only sets the Published flag on items after they have been successfully archived. This operation is done by first finding the successfully archived item in GroupWise using its Record ID. This lookup relies on GroupWise indexes, which if corrupt, can result in lookup failure. Although the item was successfully archived, the Published flag was not correctly written. This scenario can be validated for items that don’t have the Published flag set (but which should have been archived) by checking the archive store to see if the items exist despite not being flagged as Published.
Typical Reasons Why an Item is Shown as Published But Doesn’t Show Up in the Netmail Search
1. The item has not been indexed or there was an indexing error. Archived items will only be visible in Netmail Search once they have been indexed and those indexes committed. Confirm whether an item exists in the archive store by searching for its Record ID in the file structure of the archive store. Any items in the store which cannot be retrieved in Netmail Search may need a re-Index job for that account. Another possible scenario is that Netmail Archive may be set to index messages periodically as opposed to in real-time, and messages will not be displayed until they are indexed.
2. Netmail Archive displays all SENT MESSAGES under the SENT ITEMS folder regardless of what folder they were in within GroupWise. In GroupWise this is similar, but folder settings permit you to see both sent and received items in a GroupWise folder.
The ability of any third party software to copy messages from GroupWise is directly related to the ability of the tools and application programming interfaces to read the items properly. Since in some scenarios, GroupWise has been in use for several years, database corruption and message corruption can go unnoticed in a mailboxes due to the infrequency of accessing older messages. It is only when older messages are accessed by a tool such as Netmail Archive that these problems come to light. In some scenarios, running a GroupWise GWCheck can resolve such corruption, but in mailboxes containing large amounts of data, a certain amount of corruption is expected over time, leading to an inability to archive some items with Netmail Archive. Contact Netmail Support if a karge number of messages are missing or it is believed that the original messages are valid but simply missing from the archive system. Identifying those messages with the Date, Subject and Sender will be helpful in trying to resolve any issues.