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Creating a Mail Archive Mapping File

The File connector can use a mail archive mapping file to get detailed instructions on how to open and index the content of mail archive files. Using a mail archive mapping file is not mandatory, and if you do, having a mapping file entry for each mail archive is not mandatory.

Associating a mail archive mapping file to a File connector source provides the following advantages:

  • Allows indexing of password protected mail archive files.

  • Allows to associate a Microsoft Exchange mailbox with a mail archive file so that the items it contains are indexed with the permissions associated with the mailbox. This also sets the sysmailbox field for the mail archive items, allowing the items to appear in email search interfaces.

  • Can explicitly specify the permissions to the content of a mail archive file or to the content of a folder in a file by setting allowed users or groups.

To create a mail archive mapping file

  1. Connect to the Coveo Master server using an administrator account.

  2. Using a text editor, create an XML mapping file that respects the mail archive mapping file format and that describes the mail archive file that you want to index from a given source (see Mail archive mapping file format).

    Tip: You can start with the sample mail archive mapping file available in the [CES_Path]\Bin\Coveo.CES.CustomCrawlers.File.MailArchives.zip file on the Coveo server.

  3. Save the mapping file on the Coveo master server with a name of your choice (ex.: NetworkShareMailArchivesMappingFile.config). The recommended folder is [Index_Path]\Config.

Mail archive mapping file format

The mail archive mapping file can be divided into two sections:

CommonMapping

Settings that apply to all mail archives, whether they are defined in the mapping file or not.

Mapping

Settings for a specific mail archive. A specific mapping overrides a mapping defined in the CommonMapping section.

The following sample of a mail archive mapping file illustrates how it can be organized and how to use the various XML elements.

<?xml version="1.0" encoding="utf-8" ?>
<MailArchives>
  <CommonMapping>
    <AllowedUsers>
      <AllowedUser type="Windows" allowed="true">
        <Name>corp\administrators</Name>
        <Server></Server>
      </AllowedUser> 
      </AllowedUsers>
  </CommonMapping>
  <Mapping type="\\svr-archives\mail\employees\jsmith.pst">
    <Fields>
      <Password>12345</Password>
    </Fields>
    <Mailbox active="true">
      <LDAPSearchRoot>LDAP://OU=companynameOU, DC=corp, DC=companyname, DC=com</LDAPSearchRoot>
      <Name>jsmith@corp.com</Name>
    </Mailbox>
  </Mapping>
  <Mapping type="\\svr-archives\mail\employees\jdow.pst">
    <!-- Jane Dow mailbox does not exists anymore, set mailbox active attribute to false -->
    <Mailbox active="false">
      <Name>jdow@corp.com</Name>
    </Mailbox>
  </Mapping>
</MailArchives>  

In a mail archives mapping file, you can use the following elements:

Fields

The only field that you can specify for mail archives is the Password field. Since a mail archive can be password protected by a user when it is created, this field holds the password used when attempting to open protected archives. If the password of a protected archive is not defined in the mapping file, the archive will not be opened; hence, not indexed.

Important: Special care must be taken when specifying a mail archive password. When you specify a password in the mapping file for a mail archive file that has currently no password, the Microsoft MAPI component opens the mail archive and permanently sets the specified password to the mail archive file.

Mailbox

This is where a Microsoft Exchange mailbox can be associated to a mail archive. This association enables mail archive items to appear in the results of email search interfaces. Without a mailbox association, mail archives items can only appear in the results of generic search interfaces such as the All Content search interface.

The Mailbox element requires the following information:

Active

When this attribute is set to true, the security for the mailbox is resolved from Active Directory and is set on each item retrieved from the mail archive. When set to false, it blindly associates the mailbox to the archive items without retrieving its security or validating that the mailbox exists in Active Directory.

Name

Element used to specify the name of the mailbox and set the sysmailbox field.

Example: jsmith@corp.com

LDAPSearchRoot

This optional element specifies to the connector where to start looking in Active Directory. When this parameter is not specified, the connector looks at the root of Active Directory, which can be extremely large. By specifying a value, you can refine the search and speed up the mapping process.

Example: To search only within the organizational unit (OU) companynameOU within the domain corp.companyname.com, enter: LDAP://OU=companynameOU, DC=corp, DC=companyname, DC=com.

AllowedUsers

Use this element to grant or deny access to the mail archive content. These security settings complement existing ones retrieved from Active Directory when an active mailbox is specified for the archive.

The AllowedUser element requires the following information:

Type

Attribute used to set the type of users specified in the name element. The two possible values are Windows and WindowSid.

Name

Element used to specify the name of the Windows User or Group in the form domain\username (ex.: corp\administrators).

Server

Element used to specify the name of the local machine when referring to local users or groups. For domain users, you should leave this element empty.

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