File Analysis Suite 3.8.2 Connect Help Center

# Exchange connection

If you will be creating repositories that process Exchange data, you must complete additional tasks to enable processing by the processing agent.

## Configure the O365 organization connection

NOTE: Applies only to use of Exchange repositories connecting to O365.

Microsoft is moving EWS (Exchange Web Services), used by the processing agent, from basic authorization access to an OAuth based model, refered to as modern authorization. For more information about these changes from Microsoft, see https://techcommunity.microsoft.com/t5/exchange-team-blog/upcoming-changes-to-exchange-web-services-ews-api-for-office-365/ba-p/608055.

NOTE: On-premises Exchange will continue to use basic authorization access.

Basic access to O365 EWS is currently available and is expected to be supported until mid- to late-2022. To ensure connection going forward, configure the O365 organization to allow the processing agent to use modern authentication.

To configure the O365 organization to use modern authentication

1. Open a browser and connect to the Azure Active Directory admin center for the organization as an account with appropriate privileges.

2. In the left pane, click Azure Active Directory.

   Under Manage, click App registrations.

3. Click New registration and complete the options as follows.

   Option | Description
   --- | ---
   Name | Type FAS-DD_Exchange_Collection as the application name.
   Support account types | Select Accounts in this organizational directory only.
   Redirect URI | Select Public client (mobile & desktop) and then type `urn:ietf:wg:oauth:2.0:oob` for the redirect URI.

4. Click Register. The overview page for the new application registration displays.

   Take note of the resulting Application (client) ID and Directory (tenant) ID values. These will be required when defining the source in the Connect UI.

5. In the left pane of the new application registration page, click API permissions.

   Click Add a permission.

6. In the Request API permissions dialog, click APIs my organization uses.

7. Type office 365 exchange online in the search box and then click Office 365 Exchange Online in the resulting list.

8. Click Application Permissions.

9. Search for and select full_access_as_app.

   Click Add permissions.

10. On the API permissions page, click Grant admin consent for organizationName.

    A confirmation message displays. Click Yes to confirm consent.

11. In the left pane of the new application registration page, under Manage, click Certificates & secrets.

12. Click New client secret.

    Type the desired description for the secret and select the desired expiration period.

    Click Add.

13. After the secret is created, make a copy and record the resulting value in a safe location. This will be required when defining the source in the Connect UI.

## Configure special processing for Exchange folders (Optional)

You can configure the processing agent to process hidden folders and to exclude specific folders within Exchange. By default, File Analysis Suite does not process hidden Exchange folders and excludes a pre-defined set of folders.

The following Exchange folders are excluded by default.

- `Calendar` and all subfolders

- `Contacts` and all subfolders

- `Suggested Contacts` and all subfolders

- `Draft` and all subfolders

- `Deleted Items` and all subfolders

- `Conflict` and all subfolders

- `Sync Issues` and all subfolders

- `Versions` and all subfolders

- `Purges` and all subfolders

- `MigratedMessages` and all subfolders

- `Conversation Action Settings` and all subfolders

- `Files` and all subfolders

- `Social Activity Notifications` and all subfolders

- `PersonMetadata` and all subfolders

- `Yammer Root` and all subfolders

- `Quick Step Settings` and folders that start with this name, such as `Quick Step Settings01`

- `ExternalContacts` and all subfolders

To configure the agent to process items in hidden Exchange folders

1. On the agent host server, open the Agent administration UI.

   From the Start menu, click Micro Focus FAS Agent > Agent Admin. The Advanced process settings page opens.

2. In the Category list, click Exchange.

3. Locate the ProcessHiddenFolders option and set the value to True.

4. Click Save.

To configure the agent to exclude items in specific Exchange folders from processing

1. On the agent host server, open the Agent administration UI.

   From the Start menu, click Micro Focus FAS Agent > Agent Admin. The Advanced process settings page opens.

2. In the Category list, click Exchange.

3. Locate the ExcludeFolderList option and modify as desired.

   NOTE: The following folders are defined to be excluded from processing by default: `Calendar\, Contacts\, Suggested Contacts\, Drafts\, Deleted Items\, Conflict\, Sync Issues\, Versions\, Purges\, MigratedMessages\, Conversation Action Settings\, Files\, Social Activity Notifications\, PersonMetadata\, Yammer Root\, Quick Step Settings, ExternalContacts\`

   - Separate each folder entry with a comma, with or without a trailing space.

     Example: `Calendar\, Contacts\, Suggested Contacts\` or `Calendar\,Contacts\,Suggested Contacts\`

   - Include a backslash (\) after the folder name to process all items in this folder and all items in all subfolders.

     Example: `Calendar\, Contacts\, Suggested Contacts\`

   - Do not include a backslash (\) after the folder name to process items from folders starting with the defined folder name.

     Example: `Quick Step Settings` excludes folders `Quick Step Settings` and `Quick Step Settings01` from processing.

4. Click Save.

## Configure users and groups for Exchange repositories

Exchange processing is based on File Analysis Suite repositories and their associated groups or data subjects associated with a workspace. Before creating Exchange repositories, you will create one or more File Analysis Suite groups. You will also create a File Analysis Suite user for each Exchange mailbox to be processed and assign those File Analysis Suite users to File Analysis Suite groups.

When creating repositories, you will choose to base the processing action on File Analysis Suite groups or on individual users (data subjects) associated with a workspace.

- Process Exchange items for a File Analysis Suite group associated with a repository. All Exchange items for all users within the group and associated with a specific repository are processed in the same manner. Complete the following tasks.

  1. To create File Analysis Suite groups and users

  2. To process Exchange items based on a repository

- Process Exchange items for File Analysis Suite user (data subject) associated with a workspace. All Exchange items for users associated with a specific workspace are processed in the same manner. Complete the following tasks.

  1. To create File Analysis Suite groups and users

  2. To process Exchange items based on a workspace

To create File Analysis Suite groups and users

1. In Administration, create a new group.

   For full details about creating groups, see "Groups" in the Administration Help Center.

   1. On the Details tab, type a Name for the group. The name should allow you to differentiate this group for any others you may create. For example, "Exchange NA01".

   2. On the Roles tab, do not select any roles.

   3. Click CREATE.

   4. Repeat for any additional groups.

2. In Administration, create a new user for each Exchange mailbox you want to process.

   For full details about creating users, see "Users" in the Administration Help Center.

   1. On the Details tab for the new user, define the options as follows.

      Option | Selection to define
      --- | ---
      Email | Type the primary email address for the Exchange user mail account to be processed.
      User name | Defaults to the Email entry; ensure this is accurate.
      First Name | Type the first name of the user.
      Last Name | Type the last name of the user.
      Groups | Select the group you created for Exchange processing.

   2. On the Roles tab, do not select any roles.

   3. Click CREATE.

   4. Repeat for each Exchange user account mailbox you will process.

To process Exchange items based on a repository

1. In Connect, create a new Exchange source that defines the data platform type with the following options.

   For full details on creating sources, see To create a source.

   1. From the Sources > Manage Sources page, click NEW SOURCE.

   2. On the General page of the New Source wizard, select Exchange as the source type and complete the remaining options as appropriate.

2. In Connect, create a new repository that defines the following options.

   For full details on creating repositories, see To create a repository.

   1. From the Sources > Manage Repositories page, click NEW REPOSITORY.

   2. Complete the General options as desired, being sure to select the new source just created.

   3. In the Default action will be taken on mailboxes from the following group list on the Primary Capture Rules page, select the desired action to take when processing documents from this repository and then select the name of the new File Analysis Suite group you created.

   4. Complete the rest of the new repository options as necessary.

   5. Click FINISH.

      The selected action or forced collection will take place for the new group you created.

3. From the list of repositories in Connect, update () the new repository to trigger processing.

To process Exchange items based on a workspace

1. In Connect, create a new Exchange source that defines the data platform type with the following options.

   For full details on creating sources, see To create a source.

   1. From the Sources > Manage Sources page, click NEW SOURCE.

   2. On the General page of the New Source wizard, select Exchange as the source type and complete the remaining options as appropriate.

2. In Connect, create a new repository.

   For full details on creating repositories, see Sources and repositories.

   1. From the Sources > Manage Repositories page, click NEW REPOSITORY.

   2. Complete the General options as desired, being sure to select the new Exchange source just created.

   3. On the Primary Capture Rules page, complete the following.

      Select the desired action to take from the Action on content from workspace data subjects in related data sources list.

      Do not make any other action selections or define groups.

      NOTE: You will create the new data subject and related data source in another step.

   4. Complete the rest of the new repository options as necessary.

   5. Click FINISH.

3. In Manage, create a workspace and give yourself full control.

   For full details about creating workspaces, see "Workspaces" in the Manage Help Center.

4. In Manage, create a data subject in the new workspace.

   For Full details about creating a data subject, see "Workspaces > Data Subjects" in the Manage Help Center.

   1. On the General page for the new data subject, select Internal as the user type and then type the user name or primary email address of the new File Analysis Suite user you created.

   2. On the Identifiers page, the required information is pre-selected and pre-populated. Ensure the Active toggle is selected ().

   3. On the Optional criteria page, the necessary information is pre-populated.

      To take action on all items for the data subject, do not add additional criteria. To further limit the data that action is taken on, add the desired criteria.

   4. Click FINISH.

   5. Repeat for additional users to add as data subjects.

5. In Manage, create a new data source in the new workspace and associate the new data subject.

   1. On the General page, select Single Data Source and complete the remaining options.

   2. On the Select Repositories page, select the new repository you created that specified to take action on data subjects.

   3. On the Common criteria page, select Match all data related to workspace data subjects and define the time frame if desired.

   4. Click FINISH.

6. From the list of repositories in Connect, update () the new repository to trigger processing.

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Version 3.8.2 | Last updated January 2023
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Product: File Analysis Suite 3.8.2

Topic Title: Exchange connection

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