Creating a New Mailbox Reader Import

How to create a new Mailbox Reader Import

While initiating a new Import, T1 and T2 level administrators can choose a tenant for which they want to initiate import whereas for T3 level administrators clicking on New Import button takes them directly to the configuration page.

The above is only applicable to T1 and T2 level administrators, where they can select the tenant from the dropdown available. The dropdown will only contain the tenants the user has permission to administrate. So a T2 will only see the T3 tenants beneath them.

Creating a Mailbox Reader Import

On clicking the New Import button (& selecting tenant for T1 and T2 level), administrator is taken to the configuration page for the connection.

1. Choose Import Type

Each new import has two key import type options:

  1. Mailbox Reader

  2. Custom Import (visible when Custom is selected as Import Type)

Here, the administrator has an option to select either Mailbox reader or raise a request for Custom Import.

Using a mailbox reader is the default option present here, which will use the connection details provided by the administrator for connecting to mailboxes and importing the data.

Whereas for Custom Import, a request will be raised and forwarded to the support team.

2. Add Connection Details

This section allows Administrators to configure the settings to setup a Mailbox Reader Connection. The protocol you wish to use for accessing and reading from the mailboxes will depend on the mail server. Some recommendations for protocol are:

  • For Exchange 2007 onwards, use EWS (Exchange Web Services). This is a powerful facility and is becoming more efficient and effective with later Exchange releases.

  • For most other mail sources, use IMAP (Exchange 2003 / Gmail / Hotmail / etc.)

  • Use POP3 as a last resort.

  • MSGraph

Then you will need to discover the server from which to access the mailboxes. For Exchange, the CAS server is usually preferred – as this offers the IMAP (if enabled) and EWS web services. For EWS you MUST enter the correct server host name – it must match the services’ certificate and standard URL. Please note: If this is not correct, EWS will not authorise the connection and errors.

For IMAP/POP3, you will generally use the service names that are well documented by the various mail vendors

EWS is the recommended method for mail extraction from an on-premises Exchange system.

MSGraph is the recommended method for mail extraction from Microsoft Exchange online (Office365).

Connection via Multiple Protocols

Prerequisite: Server Address, OAuth Connection, Tenant ID.

Administrator must enter the prerequisites mentioned above and click save & test connection button. This protocol is mostly used for Office 365 accounts.

OAuth connection used here must be already created for the tenant.

3. Select Import Settings

In this section, administrators can alter the import settings based on the requirement.

Multiple options are present for configuration here like

  1. Include folders

  2. Exclude folders

  3. Selection range (Date period based)

  4. Idle alert period (time since last mail downloaded)

  5. Archive and Public folder download

4. Choose Mailboxes

This section provides configuration to add mailboxes for the connection. There are 3 ways provided here for the import of mailboxes.

Import Mailboxes via Office 365: This option automatically fetches the mailboxes from OAuth connection that is provided in the connection details above. After successful fetch operation, it displays a message stating the number of email addresses found and added.

5. Confirm & Start

This last section is for acquiring consent from the administrator to try and connect to mailboxes configured above. On clicking the Start Mailbox Reader button, the Import process will be started.

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