Configuring Records Retention for SMTP, XML, and Actiance Vantage

When configuring Records Retention, you can set it to deliver information via SMTP or as an XML file to the Jive server binstore or to Actiance Vantage.

Related

Setting up Records Retention

Enabling Records Retention for SMTP

When configuring Records Retention for SMTP, you enable the Records Retention plugin and set the parameters to deliver the gathered information in an email.

Fastpath

Admin Console: System > Management > System Properties

Fastpath

Admin Console: Records Retention

To enable Records Retention for SMTP:

1. In the Admin Console, select System > Management > System Properties.

2. To enable the Records Retention plugin, set the jive.module.records retention.enabled property to true.

   The Records Retention tab appears in the top menu.

   

3. To select email (SMTP) as the destination, set the __retention.delivery.task.bean.name parameter to retentionSmtpTask.

4. Go to the Records Retention tab.

5. Set the following required parameters:

   • retention.smtp.message.inbox.address: The inbox email address where all retention messages are sent.
   • retention.smtp.reply.to.address: The "reply to" address.
   • retention.smtp.envelope.sent.from.address: The "sent from" address.
   • retention.smtp.guest.email.to.use: The replacement email address for content created by anonymous users.
   • retention.smtp.systemuser.email.to.use: The replacement email address for activity performed by the Jive system.

6. If necessary, set the additional parameters.

   For more information about the available parameters, see Configuring Records Retention for SMTP.

7. Click Save Settings.

Records Retention properties for SMTP

When configuring Records Retention for SMTP, you must set at least the required properties.

Required properties

The following properties must be changed to set up Records Retention for SMTP:

• retention.smtp.message.inbox.address: The inbox email address where all retention messages are sent. This is typically an inbox that your archival systems scan. It can be a single email or a comma-delimited list of emails.
• retention.smtp.reply.to.address: The "reply to" address. You can use the same value as retention.smtp.message.inbox.address for this address. Bounced messages also go to this address.
• retention.smtp.envelope.sent.from.address: The "sent from" address. The value of retention.smtp.message.inbox.address may also be used for this address. If your gateway rejects retention messages, you need to set this property to an address that your gateway accepts.
• retention.smtp.guest.email.to.use: The replacement email address for content created by anonymous users. Not used for systems where guest access is disabled.
• retention.smtp.systemuser.email.to.use: The replacement email address for activity performed by the Jive system.

Enabling Records Retention for XML

When configuring Records Retention for XML, you enable the Records Retention plugin and set the parameters to deliver the gathered information into the Jive server binstore.

Fastpath

Admin Console: System > Management > System Properties

Fastpath

Admin Console: Records Retention

To enable Records Retention for XML:

1. In the Admin Console, select System > Management > System Properties.

2. To enable the Records Retention plugin, set the jive.module.records retention.enabled property to true.

   The Records Retention tab appears in the top menu.

3. To select XML as the destination, set the __retention.delivery.task.bean.name parameter to actianceTask.

4. Go to the Records Retention tab.

5. Set the following required parameters:

   • retention.xml.output.file.directory.name: The directory where the retention files are saved.
   • retention.xml.directory.to.put.final.file: The directory where completed retention files are copied.
   • retention.xml.output.file.filename.prefix: The filename prefix for the retention files. The remainder of the filename includes a timestamp to uniquely identify it.

6. If necessary, set the additional parameters.

   For more information about the available parameters, see Configuring Records Retention for SMTP.

7. Click Save Settings.

Enabling Records Retention for Actiance Vantage

You can configure Records Retention for Actiance Vantage (via REST) from the Admin Console.

To enable Records Retention for Actiance Vantage:

1. In the Admin Console, select System > Management > System Properties.

2. To enable the Records Retention plugin, set the jive.module.records retention.enabled property to true.

   The Records Retention tab appears in the top menu.

3. To select Actiance Vantage as the destination, set the __retention.delivery.task.bean.name parameter to actianceTask.

4. Go to the Records Retention tab.

5. Set the following required parameters:

   • retention.actiance.vantage.authkey: The consumer key for the network.
   • retention.actiance.vantage.authsecret: The consumer secret for the network.
   • retention.actiance.vantage.hosts: The domain name of the Actiance Vantage server to send messages to. This value should not include a protocol or port.
   • retention.actiance.vantage.networkid: The Network ID assigned to the collaboration network registered in Actiance Vantage.
   • retention.actiance.vantage.company.id: The Company ID provided by Actiance Vantage.

6. If necessary, set the additional parameters.

7. Click Save Settings.

Records Retention properties for XML, Actiance Vantage, and SMTP

When configuring Records Retention for XML, Actiance Vantage, or SMTP, you must set at least the required properties.

Required properties for XML

The following properties must be changed to set up Records Retention for XML:

• retention.xml.output.file.directory.name: The directory where the retention files are saved.
• retention.xml.directory.to.put.final.file: The directory where completed retention files are copied.
• retention.xml.output.file.filename.prefix: The filename prefix for the retention files. The remainder of the filename includes a timestamp to uniquely identify it.

Required properties for Actiance Vantage

The following properties must be changed to set up Records Retention for Actiance Vantage:

• retention.actiance.vantage.authkey: The consumer key for the network.
• retention.actiance.vantage.authsecret: The consumer secret for the network.
• retention.actiance.vantage.hosts: The domain name of the Actiance Vantage server to send messages to. This value should not include a protocol or port.
• retention.actiance.vantage.networkid: The Network ID assigned to the collaboration network registered in Actiance Vantage.
• retention.actiance.vantage.company.id: The Company ID provided by Actiance Vantage.

Additional useful properties

The following properties are optional and can be changed as desired for all configurations:

• jive.retention.email.subject.format: How the email subject is formatted. The default is {regardsTo}[JIVE JOURNAL] - {subject}. However, this value may be replaced with any hard-coded strings, along with specific replacement keys.
• retention.actiance.vantage.logresponses: Whether to log Records Retention activity. Defaults to true. If true, the plugin outputs additional debugging information in the logs (provided the com.jivesoftware.retention.task.restapi.impl logger is set to INFO or lower).
• retention.comma.separated.emails.for.error.reporting: A list of comma-delimited email addresses used for error reporting. If the XML creation fails (and is recoverable), an email is sent to each address listed in this setting.
• retention.deletes.processing.on: Whether to capture or delete events. Defaults to false. Note that delete records have very little information about the content that was deleted.
• retention.include.author.details: Whether to include author details in the header. Defaults to false. Set this property to true to add an X-AuthorUsername header with the author's username as the value.
• retention.reaper.messagearchive.number.of.days.to.keep: The number of days for which records are retained after they are sent. Defaults to 30.
• retention.max.number.of.cclist.addresses: CC list threshold for when to send separate emails.
• retention.resolve.and.store.cclists.for.spaces: Whether to send activity to emails specified in the settings for a given space. Defaults to true. This feature can be turned off to improve performance.
• retention.xml.directory.to.put.final.file: The directory where completed retention files are copied.

Following these guidelines allows effective configuration of Records Retention according to your environment needs.