This article contains information on managing and viewing Mimecast's Search Logs and File Archives, detailing administrator permissions, search log access, and user file access through Mimecast Personal Portal and Outlook.
The Archive contains the email communications for your organization within Mimecast. It is important, therefore, that a full log be kept of individuals with Administrative permissions that have performed searches in the Archive. The Search Logs lists all searches performed by Administrators, including those that have not been saved.
Although administrators may have the ability to search the Archive, they may not be able to access the content of the messages. This is dependent on the permissions assigned to the Administrator.
The logs are immutable and will be available indefinitely for the Mimecast account, regardless of the Retention period.
To display a search log file:
- Log in to the Mimecast Administration Console.
- Navigate to Archive | Search Logs.
-
Click on a Log File to display the following
details:
Field / Option Description Run Time Time and date stamp of when the search was run. User The administrator that performed the search. Indicates that the archive search was saved. Shows that the search was linked to an eDiscovery case. Description The name of the saved search, or an audit of the page and depth viewed of the results. Search Filter Details the parameters of the search (e.g. Srch[search phrase]From[from address]To[]). From Date Indicates the starting date filter applied to the search. To Date Indicates the end date filter applied to the search.
When files are archived using the Mimecast Synchronization Engine, they can be viewed by Administrators and users that have relevant permissions.
Administrator View
When the File Archive Task is configured, a folder is automatically created in the Smart Tag folder structure, shown in the Services | File Archive | View Archives menu. For User Folder Archiving, a folder called User Files Archive is created and the email address of the user will be listed as a subfolder; for Shared Files Archiving a folder called Shared Files Archive is created respectively, and the Name field (of the Task definition) is listed as a subfolder.
To view the folders and perform searches across the archived files, navigate to Services | File Archive | View Archives:
| Shared Files Archive | User Files Archive |
|---|---|
|
|
|
The Administrator's Role and permissions will determine if they have access to view the files. Administrators with access to the Smart Tags menu will be able to see the archived emails, but only those Administrators with the protected permission Manage Smart Tags, can view the content of these file attachments.
By default, end users can access their files if User Folder Archiving is enabled. If Administrators would like end users to access the files within Shared Archived folders, they will need to assign these users permissions to the relevant Smart Tags.
Smart Tags cannot be renamed or deleted if associated with a File Archiving definition or Exchange Task.
End User View
Users are able to view the files they have access to when logged into Mimecast Personal Portal, or when using Mimecast for Outlook. When File Archiving is enabled, folders are created within the Smart Tag menu option.
The display and permissions for the different archiving types are detailed below:
| Archiving Type | Display Name | End User Permission |
|---|---|---|
| User Folder | The folder is listed as the user's email address. | User is automatically assigned permissions. |
| Shared Folder | The folder is displayed as per the Name field in the definition. | No permissions are automatically assigned. |
Mimecast Personal Portal
When a user logs in to Mimecast Personal Portal, their archived files will be accessible under the File Archive menu option. Folders called User Files Archive and Shared Files Archive are created under this menu option.
By default, users will be able to view any files in their User Files Archive. Specific permissions to the relevant Smart Tag are required to view the Shared Files Archives. By clicking on the relevant Smart Tag, the user is able to perform searches for files.
Mimecast for Outlook
To access their Mimecast Folder Archives, users should navigate to the Mimecast tab, and click on the Search button in the Archive Search group. The Search box opens and consists of three tabs: Searches, Editor and Results. One of the menu options in the Searches Tab is Tags (shown below). By clicking on the relevant Smart Tag, the user is able to perform a search across the files (click on the Run button), or Export the emails to their Outlook mail folders:
Allocating File Archive View Permissions
Administrators must be assigned to the correct Role to assign Smart Tag permissions, which will determine the User Groups that can access the files that have been archived within Mimecast Personal Portal and Mimecast for Outlook. To adjust permissions to the File Archive Smart Tags:
- Navigate to Services | File Archive | View Archives, and select the folder (or subfolder) in the list that the permissions must be managed for.
- Click on the Permissions menu, and select Group Access.
- Use the Lookup button to display a list of the available Groups.
- Select the Group that should have permissions to access the Smart Tag.
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The group selected is visible within the Current Group Permissions section:
Multiple groups can be assigned to the Smart Tag by repeating steps 3-5 above.
- Use the Go Back button to return to the Smart Tag.
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