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How to Setup the Softalk Mail Server Archive facility

To maintain system performance with Softalk Mail Server (SMS), it is necessary to archive old messages, reduce database and folder sizes, particularly when using JET databases which have a limited size. This FAQ will guide you through setting up the archive facility to archive messages to an archive database.

1. From the folder tree, select ‘Archive’, then right-click and select ‘properties’
2. Under the ‘scope’ tab select ‘Archive Messages’, you can then also select whether you wish to keep email attachments or just those of a certain size, if you choose to keep attachments then the attachments will remain in the default ‘SoftalkMailServer\Data\Messages\’ folder.
3. Next go to the ‘Storage’ tab. By default the ‘Softalkcollaborativesuite’ data source will be listed (unless you are using SMS with SoftalkShareServer then it will be ‘SoftalkBusinessServer’). Now you can either archive into your current SMS database or archive to a seperate archive database. We would advise (especially if using a JET database with SMS) creating new database for archives as storing into the default location will eventually lead to size & performance issues, so click ‘Add’.

4. Select which type of Archive database you wish to create, whether JET (*.mdb) or SQL Server:-

If you select JET then:

– Type in a Datasource name (for example: SMSArchive)
– Under ‘Database’ select the ‘Create’ button
– Type in a name for your archive database (i.e. SMSArchive.mdb) and under ‘Directories’ use the folder tree to place the archive database in a relevant place on either the local drive or an accessible location. Once done click ‘OK’
– Now Click ‘Ok’ on the ‘ODBC Microsoft Access Setup’ form to implement changes

If you select SQL Server then:(you must have SQL Server setup with a Softalk product in order to use this option)

– Type in a Datasource name (for example: SMSArchive)
– Under ‘Server’ insert your SQLSERVER instance name (usually the server name followed by the SQL Server instance – i.e. MY-COMPUTER-NAME\SQLEXPRESS). When all details have been specified click ‘Next’
– Insert your SQL Server login details & click ‘Next’
– Then change the default database from the drop down to the database you wish to store the archive emails to (for example select ‘master’ to create the archive tables o the default SQL Server database), once selected click ‘Next’ and then ‘Finish’

5. Under the ‘lifetime’ tab you have 3 options:

– If you chose to ‘keep all messages’ then all archived messages will be kept at the data source selected under the ‘Storage’ tab
– You can select to delete archive messages after so many days. This option will delete archived messages completely from the database (Not recommended unless you are sure these messages will not be needed)
– The third option is the most suitable for JET database users with limited storage. This option moves archived messages into a *.dat file at the specified ‘file archive root folder’ location.

6. The ‘Permissions’ tab allows the administrator to specify user access rights over archived messages.

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