How to Check User Counts and Disable Inactive Mailboxes

How to Check User Counts and Disable Inactive Mailboxes

Article: 100042774
Last Published: 2018-04-18
Ratings: 6 3
Product(s): Enterprise Vault.cloud

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

Below is a list of "how-to" instructions and videos to assist with check user count and disabling inactive mailboxes:

For more detailed steps with explanations of the options, see Enterprise Vault.cloud Archive Administration Help

For more information on how to setup usage notifications, please refer to the following article 100043645, "Enterprise Vault.cloud Usage Notifications"


Check User Counts in Enterprise Vault.cloud

Follow these steps or watch the video to check the user counts for services being used in Enterprise Vault.cloud

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


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

 


Export User Details in Enterprise Vault.cloud

Follow these steps or watch the video to export archive account details in Enterprise Vault.cloud

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


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

Note: You can also use the Custom Filters or Distributions Lists 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 Enterprise Vault.cloud services

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


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

Note: New emails that are disabled for archiving will not be archived, and to have new emails archived to Unassigned Legacy account or to bulk disable accounts, please open a support case with Veritas


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 configuration to disable archiving on account when 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 method in Step 3, if the user exits in a current task to provision then they must be removed before running 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 Enterprise Vault.cloud

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


  1. Login to the Manage Console for the region that hosts the organization's data center
  2. Go to My Config --> User Management
    • Select Manage account provisioning remotely:
    • Select Using Mircosoft Office 365 then Save
  3. Go to My Config --> Office 365 Config
    • Enter Office 365 credentials under Powershell Credentials
    • Type in credentials for Exchange Web Services Credentials or check Use same credentials as Powershell
    • Select Test, when successful select Save
  4. Go to My Config --> Provisioning
    • Specify Domains to Provision
    • Specify Archive Provisioning
    • Select Manually or Automatically provision for SMTP Journal
    • Configure Personal Archive Deployment Options
    • Configure Notification Options
    • Click Save and Set Journaling
  5. Go to My Config --> Office 365 Config
    • Complete Office 365 Config sync options
    • Set Sync Scheduler if needed
    • Click Save
    • Wait for schedule time for sync to run or select Run Now

Note:

  • If a Microsoft Office 365 account is deleted or unlicensed, then during the next synchronization, Office 365 Sync will disable Personal.cloud access and suspends archiving for the account.
  • If an accounts sign-in status is set to blocked in Office 365, then during the next synchronization Office 365 Sync disables Personal.cloud access to the account.
  • If Office 365 Sync provisions a user through the Provision Distribution Lists option and the account is then removed from the distribution list in Office 365, subsequent synchronizations will not disable the archive account. If you want to stop archiving you must delete or unlicense the account in Office 365.
  • 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 you select to Synchronize Shared Mailboxes, 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.

Was this content helpful?