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Proofpoint, Inc.

Managing Email Archive users

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Situation How to manage archiving in Essentials? What about if user leaves organization what happens with archived emails?
Solution All users defined in Proofpoint Essentials are also users within the Email Archive. User accounts are synced every 5 minutes. Removing a user from Proofpoint Essentials does not remove them from Email Archive, since they need to remain associated with archived messages. Such users are automatically marked as "inactive"

About Email Archive users

All users defined in Proofpoint Essentials are also users within the Email Archive. User accounts are synced every 5 minutes. Removing a user from Proofpoint Essentials does not remove them from Email Archive, since they need to remain associated with archived messages. Such users are automatically marked as "inactive".

All users are automatically "end users", who can search the Archive for messages they sent or received. In addition, users may be granted additional roles:

  • Administrators have the rights to manage the Email Archive configuration (e.g. add/edit/remove a connection, set retention, enable/disable legal hold).
  • Discovery Users have the rights to search the entire Archive for either specific users mailboxes or for all mailboxes depending on rights granted, not just their own.

Working with the Email Archive user list

To display and work with the list of users, click clipboard_e0a7d6140ea31f5bf69d2c8f9ec516419.png in the side navigation bar.

For each user, you see:

  • their username
  • user type
  • an icon indicating their status (active or inactive)
  • the date on which they were added to the Email Archive (that is, when their account was synced from Essentials)
  • the date on which they were removed from the Email Archive (that is, when their account was removed from Essentials)

Use the Search Users to locate users faster.

To change a user's role, click More Actions > Manage Permissions and add or remove the Administrator and/or Discovery User role, then click Save.

 

clipboard_e7452d8b4aa4efb6ee0ad447a61c4e0c8.png

If User Leaves the Organization:

  • All archived mail is retained until the default expiration for the entire archive is reached.
  • However, archives for users who are marked inactive or deleted will be disassociated from that users mailbox. So you will no longer be able to search for messages by that users mailbox.
  • Because the mail is still there, you can grant Discovery Rights to 'All Mailboxes' to the person doing the search.
  • They can then search separately by TO: and then From: addresses for the inactive address to find all related mail for that user.
  • You can also add additional search criteria for date, subject, attachments etc. to further filter down results.

 

It is important to make sure your Multi-function Printers and other devices that has a date/time are up to date. We pull the time from the device or machine. If there are not up to date, then often the date that these emails show are in the past. 

 

Last Reviewed: 07/23/2023

Last Reviewed by: Lee Conrad