enaio® mail-archive-service

enaio® mail-archive-service manages e-mails sent to enaio® via an external e-mail provider. This legally compliant storage of e-mails is based on international privacy and data protection regulations.

The focus of enaio® mail-archive-service is the journaling of e-mails in Exchange Online.

Depending on the configuration, enaio® mail-archive-service can receive journal reports or normal e-mails based on an integrated SMTP server. They are stored in enaio® as single objects with corresponding index data and are full-text indexed.

Information about successful processing or an error message is returned to the sender as part of the SMTP communication. In the event of an error, the e-mail provider is responsible for repeating the process or using an alternative (backup) mailbox.

The service is primarily designed to work with Microsoft Exchange Online. Since SMTP is used as the communication protocol, it is also possible to connect other e-mail providers.

However, this documentation describes a journaling solution for connecting Microsoft Exchange Online.

Retrieving Reports from a Mailbox

Using an Alternative Mailbox

The alternative mailbox must be an online mailbox.

To create a more fault-tolerant journal report system, an alternate (backup) mailbox can be configured to receive journal reports that could not be sent to the intended recipient. If a journal report cannot be sent, it will be attached to a non-delivery report and sent to the alternate mailbox.

enaio® mail-archive-service can read the non-delivery report from this alternate mailbox, extract the attached journal report, process it, and store it in enaio®.

Using a Normal Mailbox

If a mailbox contains normal e-mails, then enaio® mail-archive-service can be configured to receive this type of e-mails.

enaio® mail-archive-service queries the configured mailbox for unread messages every 20 seconds. Up to 999 unread messages can be processed in a single iteration. If a message has been successfully processed and stored in enaio®, then it will be deleted from the mailbox.

If an error occurs during processing, then it is classified:

• If the error is temporary, for example due to the connection to enaio® being interrupted, the corresponding e-mails remain marked as unread in the mailbox and will be processed again the next time.

• If the error is related to a specific e-mail (not a journal report), then the e-mail will be moved to the mailbox error folder and will not be processed.

It is therefore important that administrators regularly check the error folder of their mailbox.

Requirements for enaio® mail-archive-service

enaio® Components

enaio® requires the following components and configurations:

• enaio® version 10.10

• The 'dms' service as part of enaio® version 10.10

• enaio® appconnector as part of enaio® version 10.10

• The object definition for journaling. We offer an object definition file for download.

• The 'MAS' license. The license is included via enaio® enterprise-manager.

• enaio® server must be accessible via the Internet using the SMTP port (default 25) to receive e-mails from Microsoft Exchange Online.

• Snapshot Transaction Isolation Level must be enabled for the database.

E-mail Providers

enaio® mail-archive-service supports the following e-mail providers:

• Microsoft Exchange Online

• E-mail providers that use the SMTP protocol

Other Requirements

The following third-party software is required for certain use cases:

• If the mailbox is retrieved from Microsoft Exchange Online: Graph API

• If Premium Journaling for Microsoft Exchange 2016/2019 is used: CAL Enterprise license

Recommended Third-party Software

For scraping and graphical visualization of operational data: Prometheus

For a more detailed visualization of operational data: Grafana