In this short article I will explain how to enable and configure Vault Cache for some users in your organisation. There are a number of steps to follow, and I will try to cover as many of the nuances as possible as I go along.
Decide on test user or test user-group
You might decide to roll Vault Cache and/or Virtual Vault out to all your user population in one go, but it is more likely that you will identify a selection of pilot users. If you haven't got any pilot users, roll it out just to yourself! If it is a group of people then one way to target them with an appropriately configured Enterprise Vault policy (which we will come on to in a minute) is to add them to a group in Active Directory. If it's just a small number of people then just knowing their usernames will be enough and Enterprise Vault can target them.
The best way to do this rather than creating a policy from scratch is to copy an existing policy. The policy to copy is the DESKTOP policy. The Mailbox policy can remain as-is. The changes that we need to make to enable Vault Cache and/or Virtual Vault are all in that desktop policy section.
To copy the policy simply locate it in the VAC, and then right click on it and choose Copy Policy. Follow the prompts and you'll have a direct duplicate of the policy you have selected, with a new name.
Once you've got the new policy, copied form an existing one, you can then edit it and change any of the options you see fit. The main ones to look out for are on the Vault Cache tab. Here is what that looks like:
The first radio button dictates whether or not users will be prompted to setup Vault Cache the next time they restart Outlook, or whether users will have to manually launch the wizard to setup Vault Cache.
The next section governs how big things will end up on the users workstation. You can specify the maximum size (which will be the size of content and header cache). The content strategy of 'Store All Items' will mean that pretty much (until you reach any size limits) the user will end up with a copy of their entire archive. You can opt to store nothing, or you can opt to store things which have been opened.
The final section indicates the options which will be available on the toolbar, and on the menu. The main thing to remember here is to check the box saying 'Make Virtual Vault available to users'. If that's not set, then people won't see Virtual Vault in Outlook.
There are some advanced options on the Advanced tab for Virtual Vault and for Vault Cache. These are covered in depth in a whitepaper (see the end of the article for the reference)
Setup provisioning for these people
I would suggest creating a new provisioning group:
When you create it you specify the policies to apply, and the targets to apply them to.
Afterwards, by far the best thing to do is make sure that the new provisioning group is highest in the list. Like this:
The way to do that is to go 'Properties' on the Provisioning Group node in the VAC. That will show you the screen shown below where you can click on a policy, and then click on 'Move Down', or 'Move Up' to get them in the right order:
By actually running the provisioning task you tie that policies to the users. To run the provisioning task you can just wait until it's next scheduled to run, but you can also run it manually:
- Navigate to the Enterprise Vault Servers container in the Vault Admin Console.
- Expand Tasks
- In the right hand window right click on the provisioning task and choose 'Run Now'.
- Normally this will take just a minute or so to run.
Check that the policy is shown correctly
After running the provisioning task it is always a good idea to check that correct 'new' policy has been applied to the user. To do this expand the EV Site, then Targets, and click on 'Exchange'. Now right click on that node and choose 'Display Policies Assigned to Mailboxes':
You should then be able to search for some of your test users and see that the policy is marked correctly for them.
The desktop policy won't really take affect until the policy has been synchronised down to the mailbox itself. Right click on the Mailbox Archiving Task, and go to the Properties of it. Now go to the Synchronization tab, and click 'Synchronize'. Again this will run on a schedule, but it's okay to run it one-off like this too.
Finally we can switch to a client based machine, your own, or one of your pilot group. Restart Outlook, so that the new settings that you have configured will be setup, and hopefully you are almost done.
Walk through wizard
Depending on the options you have selected in the policy you are likely to see the Vault Cache setup wizard the first time you launch Outlook. Here is what it looks like:
That is it!
Once you've started the Wizard you're on the final stretch, and soon after walking through it you'll see activity on the client, and on the server whilst Vault Cache is setup for the user (I'll cover that another time though!)