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There are two ways to index e-mail content and attachments in GEODI.

  1. No action is required for *.PST or *.OST files as they are indexed automatically.

  2. This page is about indexing e-mail servers.

Indexing All Addresses (Exchange Server)

Actions to be Taken on Mail Management

Actions to be Taken on Mail Account

E-mail Display According to User Authorization

Troubleshooting

Tip

Conditions for Connection

  1. A valid email account and information

    1. If E-mail server is not listed, you can add an E-mail server that supports IMAP or POP3 with Other option.

  2. You can restrict emails to be discovered from fields such as date range and content. You must determine before you start.

  3. “EWS” service must be activated for On-Prem Exchange servers. Sample access: https://mail.company.com/ews/exchange.asmx

  4. Many accounts can be discovered simultaneously for Exchange (If that option is selected, it must be on a user with permissions.)

Select the necessary server (There may be extra questions according to selected server.) If the server is not in the list, you can can connect with IMAP or POP3 by selecting Other option.

GEODI also discovers mail attachments. Discovery scope can be restricted just to include mail attachments. Procedures like OCR and Face Recognition can be applied on mail attachments also.

Mails can be used for search also. In Enterprise Search Projects, users can select See only your own emails option in settings.

E-mail settings.pngExcahnge settings.png

Indexing All Addresses (Exchange Server)

In GEODI, you can index e-mails of all users with an authorized user that can access others' e-mail addresses.

Tip

Conditions for Connection

  1. “Include Shared Mailboxes“ option should be checked under E-mail Account Settings.

  2. Have an authorized Exchange e-mail address.

Actions to be Taken on Mail Management

Primarily, an authorized e-mail address must be defined and Discovery Management permissions should be assigned for that it will be done over a single e-mail address.

  1. Permissions must be assigned to the defined and authorized e-mail address through the following steps.

    1. Exchange Admin Center - Admin Roles - Discovery Management

      1. Assingned → Add the created e-mail address.

      2. Permissions

        1. Address Lists

        2. Application Impersonation

        3. Legal hold

        4. Mailbox Search

image-20250121-123012.png

  1. "Read and manage permissions” must be given to the authorized e-mail address that is defined in the e-mail addresses you want to be included in the scan.

image-20250121-123622.png

Actions to be taken in Mail Account

  1. You need to add a new person from the "Contacts" tab in your account.

  2. To add more than one person to your list, you can do this by selecting the “Import People” option from the Manage menu.

 

E-mail Display According to User Authorization

  • The user who logs in GEODI can see the email if From/To/CC/BCC is included in the indexed email.

  • Otherwise, only system administrator can see it.

  • You can get support from our technical team for implementation.

Troubleshooting

Expand
titleUnable to connect to Exchange server

Be sure that EWS service is defined for On-Prem.

Check GEODI server’s connection to the Exchange server.

Expand
titleIf GEODI server connects to E-mail server through proxy...

You can set manual proxy settings for e-mail connections. To use it, you must fill in the information below.

Info

  1. Proxy Server Address

  2. Proxy User

  3. Proxy Password

image-20241126-092017.png
Expand
titleHow can i connect to a mail server that is not included in the list (Zimbra, iRedMail, etc.)?

You can connect such servers by using Other option with IMAP or POP3.

Expand
title"Account information cannot be verified." error appear during mail definition.

  1. URL form for server address must be checked to see if it is correct.

  2. The specified user must log in via the defined address.

  3. Permissions that must have given to the user should be checked if this error is received at the authorized e-mail address that is defined for mass e-mail address scan. https://decesw.atlassian.net/wiki/spaces/geodien/pages/edit-v2/3973808372#Actions-to-be-Taken-on-Mail-Management

  4. If this error is not received with the Global Admin Account, the authorizations of the defined authorized account should be checked.

Expand
titleAccounts other than authorized mail account are not included in scan.

  1. It should be checked that the e-mail addresses to be scanned are registered in the address book of the authorized e-mail account. https://decesw.atlassian.net/wiki/spaces/geodien/pages/edit-v2/3973808372#Actions-to-be-taken-in-Mail-Account

  2. It should be checked that the authorized e-mail is defined in the e-mail addresses you want to be included in the scan is given "Read and manage permission”.

Expand
titleE-mail indexing is taking too long.

The issue is mostly related to the mail server and network. You can also restrict emails by date.