User (mailbox) archives

To define and schedule a user archive

System > Backup/Restore

1. In the Select a task list, click Review and schedule backups.

2. Click the Add Backup... button.

3. Follow these steps, clicking the Next button as necessary:

1. In the Backup devices list, click a predefined backup destination device.
   If the destination device you need is not listed, add it to the Device Name list.

2. In the Backup Type list, select User Archive.

3. Find the mailboxes or administrators you want to select.
   You can perform multiple searches in case you need to specify different search criteria. If you need to generate an additional search to list more mailboxes, click the Add button and define a new search.

4. Select from the generated list.  

5. Select the Backup Frequency (One time only, Daily, Weekly, or Monthly). Then add any scheduling information that is requested.

6. Select the Specific Date and Time, using the 24-hour clock.

7. Add the Description that you want to show in the Backup Browser list.

4. Confirm the archive definition and click the Finish button.

User archives

Most customers define a single user archive for all mailbox information and schedule the archive to run daily, during a period of light system traffic. See Recommended number of mailboxes to archive in an eight-hour period. Most customers experience no noticeable impact on system performance. If you notice an impact on system performance, see the Troubleshooting topic Backing up information to a mailbox (user) archive slows down the system.

You can use archived mailbox information to import mailboxes from another CallPilot server.

You can define each user archive to back up only the mailboxes and administrators that you select.

Dynamic archive capability

When you add or delete mailboxes, administrators, or directory entries, you do not have to manually redefine the archive to reflect the changes before you back up mailbox information to the archive. This is because the user archive backup process uses CallPilot Manager search functions to automatically update the archive as you back up information.

Limitations

• Archives do not save switch-related setup, operational measurement data, event logs, alarms, system security settings, the networking setup, or queues of undelivered and time-delayed messages.

• If you restore one or more messages from a user archive, they are added to the messages that are currently in the destination mailbox. The mailbox owner may complain that deleted messages re-appear in the mailbox.

Guidelines for defining a set of user archives

You must restore all mailbox information from any user archive. When you define a set of user archives, consider the circumstances under which the contents would be restored.

You can define a user archive around any of the user search criteria. For example, you can

• define a separate archive for administrators

• define a different archive for each department or location

• archive mailboxes in numeric segments by using an asterisk (for example, mailboxes 7*, 8*, and so forth)

• archive mailbox owners by last name in alphabetic segments (for example, a*, b*, . . ., z*)
  To define a broader alphabetic or numeric segment (for example, A –K), use the Advanced Search.

You cannot define an archive by listing a series of items such as mailbox numbers. Use the Advanced Search to define the search range.