There are several situations where a user may have access to multiple vaults. Sometimes a user will have access to another user's mailbox and vault by virtue of Exchange delegation. Other times, several users access a vault as a Shared Archive.
When Vault Cache and Virtual Vault are enabled in the environment, such users may notice that these secondary vaults are not shown in the Virtual Vault area in Outlook, and that they are not available offline in the Vault Cache.
By default, Enterprise Vault makes only a user's default archive (vault) available offline through the Vault Cache feature. Since the Virtual Vault feature, included in version 8.0 SP3 and later, works as an extension of the Vault Cache feature, then only a user's default archive is available to view as a Virtual Vault as well.
Here are the steps to make the additional vaults to which a user has access available in that user's Vault Cache and Virtual Vault. High-level operations are in bold, with detailed steps following.
1. Enable synchronization of additional archive types in the Desktop Policy.
a. In the Vault Administration Console, navigate to Policies > Exchange > Desktop.
b. View the properties of the policy that applies to the user.
c. On the "Advanced" tab, list the settings from Vault Cache.
d. Change the "Synchronize archive types" setting to either "All mailbox archives" or "All mailbox and shared archives," depending on what you would like to include.
e. Click OK. Read the warning about synchronizing the mailboxes and click OK.
2. Synchronize the mailboxes to effect the change in the Desktop Policy.
a. In the Vault Administration Console, navigate to Enterprise Vault Servers > ServerName > Tasks, where ServerName is the name of the Enterprise Vault server that runs the mailbox task for the Exchange Server
where the user's mailbox resides.
b. View the properties of the Mailbox Archiving Task for the Exchange Server where the user's mailbox resides.
c. On the "Synchronization" tab, check all three boxes and synchronize the affected mailboxes by clicking the "Synchronize" button.
d. Click OK.
3. On the client, synchronize the Vault Cache.
a. Close and reopen Outlook.
b. In Outlook, navigate to File > Enterprise Vault > Configure Vault Cache
c. On the "Details" tab, click the "Synchronize Now" button.
4. Enable the secondary vault for Vault Cache.
a. Once synchronization completes, navigate to the "Virtual Vault" tab, and you should see entries in the "Additional Vaults" section.
b. Check the additional vaults you wish to synchronize
c. Click OK.
d. If prompted, choose to synchronize now. If not, synchronize via the process in step 3.
e. Once synchronization is complete, you should see the second Virtual Vault in your Outlook Navigation Pane.
5. To control which vaults are visible in the Outlook Navigation Pane, use the Virtual Vault tab.
a. In Outlook, navigate to Tools > Enterprise Vault > Vault Cache properties.
b. On the Virtual Vault tab, select the vaults you wish to display as Virtual Vaults and deselect the ones you do not.
Step 2 and Step 3 can be performed manually as described, or you can simply wait until they run as scheduled. Step 4 must be performed manually by/for each user.
Note: The "Delegates" tab in Outlook's options menu does not directly affect permissions on the Exchange mailbox. Establishing delegation through Outlook alone will therefore not grant the delegate rights to the other user's Vault. They can still be granted explicit access using the Vault Administration Console.
Note: In Step 4, if you do not see the proper entries under "Additional Vaults," try a Vault Cache reset, as described in TechNote 326399 (Related Documents).