VIPRE Email Archive: Guided Setup of Email Archiving

Our guided setup will walk you through everything you need for your initial configuration of VIPRE Email Archiving. So, let's get started!

Step 1: Log in to VIPRE Email Archiving

1. Navigate to the VIPRE Email Archiving portal and log in
   • To find the portal link for your region, click here
2. When you log in, you will be in one of the following user-type modes:
   • Administrators can create new user accounts and are the only user type that can reset passwords; they have no access to search 
   • Privileged Users can search across archives and all emails in your VIPRE Email Archiving site unless one or more searchable domains are added
     • Any searches performed by Privileged Users create an audit transcript that is sent to the Data Guardian(s)
   • Data Guardians are email addresses where transcripts of administrator access and privileged user searches are sent
     • A minimum of 1 Data Guardian must be created before any basic user accounts can be created
   • Basic Users are users who have access to one or more email addresses/inboxes for their account and are not typically audited

You'll learn more about these user types and how to create them in Step 3.

Step 2: Journaling Setup

Prerequisite to Enable Journaling

Before you enable journaling, you must select a mailbox to receive non-delivery reports. 

Note: The mailbox should be an Office 365 account and it is recommended that you use a separate account for this. Emails to and from this email address will not be journaled and hence it is recommended that not to use a user’s email address.

Select Mail server you are working with to get detailed steps on creating your Journal Rule and Connector: 

Microsoft 365
Google Workspace

On-premises Server

Step 3: Create User Accounts

VIPRE Email Archiving has multiple level of user accounts, in this guide we'll setup two different level's of users - Privileged and Data Guardian user types. We'll briefly go into these user types below, if you'd like to dig into more detail please see the Managing Users section.

Administrators have no access to the search interfaces, and only administrators can reset passwords or access the Forgotten your Password? login facility. If an administrator uses the Forgotten your Password? feature, a new password will be emailed to the Administrator’s primary email address. There is a single default Administrator, which is used to set up the initial archiving system. Change the email address of this account in the Outbound Email & Alerts section. We recommend having more than one administrator account. Data Guardian transcripts will show which admin accounts have logged in.

1. Navigate to Basic Configuration > Local User Accounts
2. Click Create New Account 
3. Enter the required values in the fields
   • Admin Level is where you will be able to determine the type of account you are creating - select Administrator
4. Click Save

Data Guardians are email addresses to which transcripts of administrator access and privileged user searches will be sent. At least one data guardian must be added before adding any local user accounts.

1. Navigate to Basic Configuration > Data Guardians
2. In the Data Guardians section, enter the required information in the provided fields
3. Click Add
4. Click Save

Privileged Users can search across the archives and all emails in their organization's system unless one or more searchable domains are added. Any searches made by Privileged users will raise an audit transcript that is sent to the Data Guardian(s).

1. Navigate to Basic Configuration > Local User Accounts
2. Click Create New Account 
3. Enter the required information in the provided fields
   • Admin Level is where you will be able to determine the type of account you are creating - select Privileged User
4. Click Save Changes; the user account will be created and the password for the account will be displayed on the screen

Basic Users have access to one or more email addresses/inboxes specified for their account. A basic user is not normally audited, but basic accounts can be set up to view any number of different user mailboxes, by entering several secondary email addresses that relate to other mailboxes. In this mode, the basic account should be audited. It is recommended to ensure that the auditing options are used when creating such an account.

1. Navigate to Basic Configuration > Local User Accounts
2. Click Create New Account 
3. Enter the required values in the fields
   • Admin Level is where you will be able to determine the type of account you are creating - select Basic User 
4. Click Save

   Click here to configure LDAP

Step 4: Configure Outbound Email and Alerts

The Outbound Email & Alerts section allows you to configure settings for emails going out of the VIPRE Email Archiving server as well as setting alerts for outbound emails with details such as:

• Time after which alerts should be sent
• Email addresses to and from which alerts should be sent
• Audit email addresses and more

Outbound emails typically are emails forwarded by users to their inbox, privilege & admin user’s session transcripts sent to the Data Guardians, system status and alert emails – for both regular daily health checks and ad-hoc error alerts.

1. Navigate to Basic Configuration > Outbound Email & Alerts
2. Make sure Use System-wide SMTP Service box is checked
3. Click Test SMTP Connection
4. Select the required options for Send Mail to fields: 
   1. Alert Address will Alert the Contact Email address found under Basic Configuration >> Company Settings
   2. Specified email Address - enter an email address you have access to so the system can send you a quick test email notification 
5. Click Test Connection
6. Navigate to the VIPRE Email Archiving application window and enter the required values in the fields (hover your mouse over, the field names for additional information and/or example values)
7. Click Save

Step 5: Verify your Setup

Checking email's are being sent and securely stored in the archive. After you have configured the email collector, you will be able to view the incoming mails on the Monitor page, in VIPRE - Email Archive. To view the incoming mails:

• Log into VIPRE - Email Archive as an Administrator and navigate to Monitoring.

The Monitoring page will be displayed. The numbers in the below screenshot correspond to the list number below:

• New mail items waiting to be processed appear in the Spool Queue.
• A spool agent starts to process these items.

 The numbers in the above screenshot correspond to the list number below:

• Every time you refresh this page you will notice that the Processed count will increase.
• Some agents, among 0 to 5, will show a small-time indication that there have been new incoming emails or there are new emails still coming into the mailbox.

Emails being Processed. 

Once you confirm that mail is being processed, then click the Let Recent Mail Become Searchable button. The search cache will be refreshed to enable users to search emails that were processed within the last 30 minutes. Unless you use this action recent emails will not be found immediately when searching. By default, indexes will be refreshed approximately every 30 minutes, or as defined in the admin area. To optimise the system, the user is expected not to immediately search for an email they have just sent/received, and hence the refresh functionality is provided.

• To view the search results, log out of the Admin area and log in as a local user (one that you added earlier in the Solar Archive admin area, or if LDAP is configured, use the LDAP credentials.)
• Click the Search button.

 The search results including the recent emails will be displayed.

Congratulations! VIPRE Email Archiving has been successfully set up!