Skip to main content
My preferencesSign out
Proofpoint, Inc.

Importing data into the Essentials Email Archive

Situation You need to archive email messages, such as for auditing or regulatory purposes. When importing new data into the Proofpoint Essentials Archive, there are several steps that need to be followed.

This article contains information on:

  1. Requesting an Archive import through the Support Portal
  2. Preparing the data for import
  3. Uploading the data for import
    • Data Verification
  4. Import pre-processing
  5. Import processing
  6. Completion Confirmation


Requesting an Email Archive Import

  1. While logged into to click Submit an Archive Request.
  2. Select Archive Import Request.
  3. Click Next.
  4. Enter your organizations name (or, if you are a partner, the name of the Customer you are requesting the import for).
  5. Enter the primary domain name of your organization.
  6. Enter an estimate of the amount of data you wish to import.
  7. From the dropdown menu, select an appropriate date which will be used to apply the retention policy.
  8. Specify if the ZIP file will be encrypted or not.
  9. Enter the main contact for the import.
  10. Enter a subject (e.g., Archive Import Request for <CustomerName>).
  11. Enter additional message details.
  12. Click Submit.

Preparing the data for import

Be aware of the following pre-requisites when preparing your data.

  • Emails should be provided in EML format.
  • EML files must be compressed into either Zip or 7zip files.
  • The recommended Zip/7zip file size is 2GB per file (max. 8GB).
  • Multi-part Zip & 7zip files are not supported.

Uploading the data for import

  • Proofpoint will respond to the import ticket request with SFTP credentials of where your organizations data should be uploaded.
  • You will need to update Proofpoint once all the data has been uploaded.
  • Proofpoint will provide confirmation and output of all files uploaded (including size) before proceeding to the next step.

Data Verification During Import

  • Once a file has been uploaded to the SFTP site its file name will be re-written to indicate that it is undergoing verification:
    • e.g., (verifying...)
  • If verification fails the import job cannot proceed until verification passes.
  • Problem files will be suffixed with a verification failure reason:
    •  - The zip is encrypted but no password was supplied.
    • - The zip password is incorrect.
    • - The file is not supported.
    • - Multipart zips are not supported.
    • - File is corrupted.
    • - Unknown error.
  • Where verification is successful, the existing upload process continues and progress is reported:
    • (uploading 14%)
  • When fully uploaded the file finally displays as it's original filename:

 Import pre-processing

  • Once all data has been uploaded and verified, Proofpoint will unpack all data supplied and extract and verify all messages. 
  • This phase will produce a preliminary import report that will be shared. It includes individual message counts and will identify counts for duplicates, problem messages, etc.
  • Approval is required to proceed to the next step

Import Processing 

  • This phase will process and move the data to the customer's production archive.
  • There are no actions for customers during this phase.

Import Completion Confirmation 

  • A final import report is shared once import processing has completed. It will include final counts of all processed email.
  • Customers are given 10 days to verify the import (via search and reports). 
  • Import requests are closed 10 days after the import completion was indicated as or when confirmation has been provided.

Archiving Engineers suggest to wait to wait up to 24 hours to see all emails (internal and external) in the archiving admin dashboard.