Solar Archive Knowledge Base
  • 👋Welcome
    • Solar Archive's Structure
    • Contacting Support
    • Selling Email Archiving
    • White-label / Private Label
  • ⚡Quick Start
    • 1️⃣Creating a Tenant
    • 2️⃣Setting up Live Email Feed
    • 3️⃣Importing Old Email
    • 4️⃣Creating User Accounts
    • 5️⃣Checking Live Mail Receipts
    • ✅Finished Setup
    • 🆕Automated Onboarding
      • 1️⃣Admin Setup
      • 2️⃣Tenant Setup
      • 🔄Data Import
      • ☑️User Setup
  • 🧑‍🦲Managing Users
    • User Types
    • Creating Local User Accounts
    • Creating Basic User Accounts
    • Creating Data Guardian User Accounts
    • Creating Privileged User Accounts
    • Searching the User Directory
    • Adding a Delegation Link
    • Adding as Delegate
  • 🧙‍♂️Managing Tenants
    • Setting up a T1 Tenant
    • Setting up a T2 Tenant
    • Setting up a T3 Tenant
  • ⚙️Basic Configuration
    • Accessing Admin Options
    • Updating Company Information
    • Configuring Outbound Email Settings and Email Alerts
    • Configuring Global Account Settings
    • Managing Mail Server Connections
    • Configuring LDAP Settings
    • Managing Email Domains
    • Managing Email Addresses
    • Configuring Email Collector
    • Configuring SMTP Service Settings
    • Downloading / Emailing System Logs
    • Managing Exclusion Rules
  • ⚒️Advanced Configuration
    • Enabling Premium SSO
    • Configuring OAuth Connection Settings
    • Configuring Google Workspace OAuth and Service Account
    • Configuring Okta
      • Configuring Okta with SAML
      • Configuring Okta with SSO
    • Configuring Advance Company Settings
    • Setting Retention Period
    • Setting Search Date Limit
    • Setting Report Consolidation Period
    • Setting Case Folder Configuration Limits
    • Configuring Global Settings
    • Configuring SMTP Settings
    • Configuring Web Security Settings
    • Configuring System Alert Settings
    • Managing LDAP Search Filters
    • Viewing Company Summary
    • Managing Date Formats
    • Managing Headers
    • Configuring Error Email Respool Settings
    • Configuring De-Duplicated Email Respool Settings
    • Configuring Excluded Email Respool Settings
    • Configuring Windows File Share Settings
    • Tenant Deletion Procedure
    • Adding Custom Scripts to your Archive
    • Setting up Stubbing
    • OAuth Setup with Solar Archive
  • 🗃️Using the Archive
    • 🔎Search
      • Searching your Archive
      • Saving your Search
      • Sharing your Search
      • Filtering Search Results
      • Search (Classic Interface)
    • 📦Spaces
      • Creating a Space
      • Adding to a Space
      • Sharing a Space
    • 📄Results
      • Downloading a Single Result
      • Downloading Multiple Results
      • Printing Results
      • Result Headers
      • Forward Results
      • Restore Results
      • Saving to Space
      • My Archive
    • ⏳History
      • Saved Searches
      • Recent Search History
  • 🔐Legal Hold
    • Creating a Legal Hold Request
    • Managing Legal Hold Requests
  • 🗑️Authorised Delete
    • Requesting a Deletion
    • Managing Deletion Requests
  • 🏛️Archive Management
    • 🧲Importing Data
      • 📥Mailbox Reader
        • Creating a New Mailbox Reader Import
        • Monitoring Mailbox Reader Imports
      • 🗂️Configuring Folder Replication
        • Getting Started
        • Configuring a new Connection for Folder Replication
        • Monitoring Folder Replication
        • Completion of Folder Replication Process
        • Using Folder Replication
    • 🎨Branding
    • 💰Billing
      • Monitoring Usage
      • Submitting Reports
  • 🔌Outlook Add-in
    • Local Add-in Install
    • Centralised Add-in Install
    • Introduction to the Outlook Add-in
    • Searching via the Outlook Add-in
    • Pinning the Outlook Add-in
    • Continuing your Add-in Search on the Archive Interface
  • 🛰️Release Notes
    • 26-01-2024 (v9.4.4-b69-00)
    • 11-10-2023 (v9.4.4-b52-00)
    • 10-05-2023 (v9.4.4-b52)
    • 06-03-2023 (v9.4.4-b50)
    • 20-01-2023 (v9.4.4-b46)
    • 06-05-2022 (v9.4.4-b29)
    • 28-01-2022 (v9.4.4-b21)
    • 09-12-2021 (v9.4.4-b15)
    • 15-10-2021 (v9.4.4-b14)
    • 05-10-2021 (v9.4.4-b12-00)
    • 30-07-2021 (v9.4.3-b8)
    • 18-05-2021 (v9.4.3-b7)
    • 19-02-2021 (v9.4.3-b1)
    • 04-02-2021 (v9.4.2-b20)
    • 15-01-2021 (v9.4.2-b17)
  • OAuth setup with Office 365
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On this page
  • 🕵 What is a Privileged User?
  • 👮 What is a Data Guardian User?
  • Setting up a Privileged User
  • Setting up a Data Guardian User

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  1. Quick Start

Creating User Accounts

Creating our user accounts to access the archive.

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Last updated 2 years ago

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Solar Archive 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 section.

🕵 What is a Privileged User?

Privileged Users are also called e-Discovery Users, are users who are able to search across the archives and do their e-discovery investigations. This user can search across all emails in that Solar Archive system (or that Solar Archive company, when in multi-tenant mode) 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).

👮 What is a Data Guardian User?

A Data Guardian is, in Solar Archive, an email address 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.

Note: For versions 9.0.2 and above, different guardians for each of administrative or privilege usage audit transcripts can be specified.

Setting up a Privileged User

Let's proceed to setup a privileged user for our archive.

  1. Navigate to Basic Configuration > Local User Accounts.

  2. Click the Create New Account button.

  3. Enter / Select the required values in the fields. Refer to the table below for field names and descriptions.

  4. Review all the values that you have entered / selected and click Save Changes.

The user account will be created and the password for the account will be displayed on the screen.

Setting up a Data Guardian User

Now that we've setup a privileged user that can search the entire archive, let's setup a Data Guardian to police those actions.

  1. Navigate to Basic Configuration > Data Guardians.

  2. Look for the Data Guardians Section

  3. Enter / Select the required values in the fields. Refer to the below field descriptions.

  4. Click Add

  5. Review all the values and click Save.

The data guardian will be created and they will now have access to data guardian features.

Field
Description

Username

Refers to the unique username of the account. It is recommended that the name is different to a user’s network login id name and you append _admin / _priv / _basic to the username to ensure that it is different to a user’s standard login name, and it also indicates the type of user.

First Name

Refers to the first name of the user.

Last Name

Refers to the last name of the user.

Admin Level

Refers to the type of user being created.

Account Status

Specifies whether the account is active or not.

Last log-in date

Refers to the date on which the user last logged into the account.

Account creation date

Refers to the date on which the account was created.

Primary Email Address

Refers to the email address to which all emails, to the user, from Solar Archive will be sent. This will include reset Password and Forward-to-inbox emails. Once a new account is saved, a random password is assigned and emailed to the new user’s primary email address. If Solar Archive is unable to send this email, then the password will be displayed on this screen.

Authentication type

Refers to any of the 3 authentication types which the user will be required to fulfill to log into the account

Searchable Domains

Refers to the domains, to send and receive emails, to which you want to restrict the Privileged user(s).

Leave this field blank for un-restricted searches.

Exclude Addresses

Refers to the email addresses which you want to prevent from being included in search results. Leave this field blank for un-restricted searches.

Requires another Priv User/Data Guardian to authorise searches

Specifies whether the user account needs authorization for searches, from another privileged user or data guardian

Other Auditors

Refers to the email addresses, in addition to the data guardians, on which you want to receive summary search transcripts.

Field
Description

Transcript reference retain period

Number of days the details of each email viewed by a Privilege User, and summarised under a transcript reference, will be held in Solar Archive. The default is 0 (the transcript reference details will never be deleted). If a value other than 0 is used, then the Data Guardian will not be able to review a Privilege User search that was performed more than that number of days ago.

Data Guardians

Email address(es) that will be the data guardians. who will oversee the activities of Administrators and Privilege users. Recommended data guardians are:

  • HR Manager

  • Compliance Manager/Officer

  • IT Manager

  • CEO / senior staff

  • Union Leader

Priv Transcripts

Specifies whether or not the data guardian will receive privileged user transcripts.

Admin Transcripts

Specifies whether or not the data guardian will receive administrator transcripts.

Enable user identity switching

Specifies whether or not a data guardian is allowed to switch identity.

Require Password Re-entry

Specifies whether or not re-entering a password is required to switch identity. If a password re-entry is needed, then the password of the original login (usually your LDAP Network password) may be entered OR the password of the account you are switching to.

Auto Logout

Time, in minutes, after which the user ser will be logged out of their session. This can be set individually for each user type.

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4️⃣
Managing Users