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How to Check User Counts and Disable Inactive Mailboxes

Article: 100042774
Last Published: 2024-10-29
Ratings: 3 2
Product(s): Veritas Alta Archiving, Veritas Alta eDiscovery

Description

This article provides the steps to check user counts for services, and how to disable inactive mailboxes depending on the configuration.

In order to complete the steps below:

  • The login account for Admin Console must be an Administrator level account.
  • The method used to provision accounts must be known (manual, CloudLink, or O365 sync).
    • To find out the method used if unknown; log into Admin Console and select User Management to see provisioning method

Below is a list of "how-to" instructions and videos to assist with checking the user counts and disabling inactive mailboxes:

For more detailed steps with explanations of the options, see Veritas Alta Archiving Archive Administration Help

For more information on how to setup usage notifications, please refer to the following article 100043645, "Veritas Alta Archiving Usage Notifications"

Check User Counts in Veritas Alta Archiving

Follow these steps or watch the video to check the user counts for services being used in Veritas Alta Archiving

  • If the Actual # of Users is more than the Minimum # of Users, the organization will be invoiced for the overage
    • Minimum # of Users - contractual number of licenses being billed
    • Actual # of Users - current number of licenses being utilized


  1. Log into the Admin Console for the region that hosts the organization's data center
  2. User count for Alta Personal Archive and Veritas Alta eDiscovery (VAD) can be seen under Archive Overview
  3. For more detailed information on user counts go to Configuration > Services
    • Scroll down to Primary Services

 

Export User Details in Veritas Alta Archiving

Follow these steps or watch the video to export archive account details in Veritas Alta Archiving

  • Use this information to compare the active accounts against your organization's email account list.


  1. Log into the Admin Console for the region that hosts the organization's data center
  2. Go to Configuration > Account Management
  3. Select Export to Excel to export all account details OR
  4. Specify search criteria to limit the results, then click Search.
  5. Select Export to Excel to export the search results.

Note: Custom Filters or Distributions Lists can be used to filter the account results

Manually Disable Archive Accounts

Follow these steps or watch the video to manually disable archiving and\or login access for Veritas Alta Archiving services.

  • These steps should be followed if the organization's provisioning method is not to use CloudLink or O365 sync.


  1. Log into the Admin Console for the region that hosts the organization's data center
  2. Go to Configuration > Account Management
  3. To disable login access only for Alta Personal Archive and\or Veritas Alta eDiscovery (VAD)
    • Check mark all accounts to disable login access
    • Select Archives
    • Select Remove User
    • Select Disable DA Access and\or Disable PA Access
    • Click OK
  4. To disable login access and account archiving
    • Select account to disable
    • On the Accounts page, choose Edit
    • Toggle Account to Disabled under Status

Note: New emails for accounts that are disabled for archiving will not be archived. To have new emails archived into the Unassigned Legacy account or to bulk disable accounts, use Bulk Disable Users from Account Management page. 

Disable Archiving and Login Access Using CloudLink

Follow these steps or watch the video to disable archiving and login access using CloudLink

  • These steps should be followed only if the organization is using CloudLink to provision accounts.


  1. Log into the CloudLink application
  2. Edit the configuration to disable archiving on an account when the account is moved, deleted, or leaves an Organizational Unit in Active Directory by clicking Select Configuration Task(s)
    • Check Directory Synchronization Configuration
    • Select Additional AD Sync Options
      • Select Disable Enterprise Vault.cloud Archiving and Login for the option that the organization is using to provision accounts
      • Select Report Management
      • Select Finish
  3. To disable archiving accounts that do not change in Active Directory, complete Step 2, then
    • Go to Task Manager
    • Select Start Task Manager Wizard to create new task
    • Select Use a filter below to limit which user(s), group(s) and OU(s) will be synchronized.
    • Select users to disable archiving and login
    • Select Disable Archive
    • Confirm users to disable, then click Next
    • Select Finish to run task now OR select Enable Schedule to run at a specified time

Note: If using the method in Step 3, if the user exits within a current task to provision, then they must be removed before running the disable task, as they will be re-enabled when the provision task runs

Configure O365 Sync to Provision and Disable Accounts

Follow these steps or watch the video to configure O365 sync to provision and disable archive accounts for Veritas Alta Archiving

  • If the Exchange environment is in a hybrid configuration and CloudLink is used as well, follow the instructions here instead. 


  1. Login to the Admin Console for the region that hosts the organization's data center
  2. Go to Configuration > User Management
    • Select Manage account provisioning remotely:
    • Select Using Microsoft Office 365, then Save
  3. Go to Archive Collectors and use the procedures in these articles to configure O365 sync: 

Note: Azure AD registered app configuration should be used for Credential Type.  

Note:

  • If a Microsoft Office 365 account is deleted or unlicensed, then during the next synchronization, Office 365 Sync will disable Alta Personal Archive access and suspends archiving for the account. Disabled O365 accounts are not updated during the sync. 
  • If an account's sign-in status is set to blocked in Office 365, then during the next synchronization, Office 365 Sync disables Alta Personal Archive access to the account.
  • If Office 365 Sync provisions a user through the Provision Distribution Lists or Provision Dynamic Distribution Lists option, and the account is then removed from the list in Office 365, subsequent synchronizations will not disable the archive account. To stop archiving, the account must be deleted or unlicensed in the list and a sync performed. Then the user can be removed from the list.  If you are not able to delete or unlicense the account there is a feature called DisableUserLeavingDLDDL that will disable the user from archiving after they are removed from a DL or DDL and then synched. If you would like to have this feature enable open a case with support. 
  • If a Microsoft Office 365 account user mailbox is converted to a Shared mailbox, Office 365 Sync will not disable the archive account in any subsequent runs of the task.  A manual disable will need to be performed on these accounts.
  • If  Synchronize Shared Mailboxes is selected, every shared mailbox is targeted for synchronization in all of your Microsoft Office 365 domains. The shared mailboxes are synchronized and billed in the same way as user mailboxes.  In order to ensure only the shared mailboxes that are needed have an EV.cloud account created, provision O365 sync to use Distribution Lists and add the shared mailbox into the Distribution Group.

 

If a customer requests  “DisableUserLeavingDLDDL”  then perform the following: 

FL TSE: Raise and RFA to backline

BL TSE: Raise a jira to operations to enable this feature for the customer. See EVCSRE-78999 as an example. 

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