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Shortcuts are not being deleted automatically

Created: 27 Aug 2013 | 23 comments

I've set my Enterprise Vault to delete shortcuts after 6 months, and to delete orphaned shortcuts too (check attached print). Storage Expiry are set to never.

What should I do so it can delete the shortcuts after 6 months automatically? This isn't working right now.

I'm running EV v10.0.0.1316.

Operating Systems:

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Suporte GP's picture

Got no errors from log, after syncing or running archive task.

BigPhil's picture

Shortcut deletion is performed by the archiving task so make sure that the archiving task is not set to "run in report mode". Also...any reason you're not running the latest service pack for Enterprise Vault? Lots of fixes from 10.0.

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Suporte GP's picture

We were running through a migration process and didn't want to do it. I will execute asap.

The archiving task is not running in report mode, it runs twice a day with no errors in log.

BigPhil's picture

this might be it. have a look at this article. http://www.symantec.com/business/support/index?page=content&id=TECH73137

Basically it states that it is a know issue. If storage expiry is not turned on, shortcut deletion will not occur.

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Suporte GP's picture

Hmm..Sorry, but I'm not understanding the usage of Storage Expiry - what is this for? Does it deletes completely the messages from Vault?

Suporte GP's picture

OK, but I've set on the Defaul Retention Category to retain forever and have applied it to the provisioning groups.

That didn't work for me too.

BigPhil's picture

So you're saying that you enabled storage expiry and restarted the EV Admin Service, have it scheduled and/or performed a "Run Now" on storage expiry, let it finish and THEN run the Archiving task and it is still not deleting shortcuts? Are you sure the shortcuts are eligable for deletion?

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Rob.Wilcox's picture

I would suggest posting *part* of an ArchiveTask Dtrace. You should see some stuff in it about shortcut expiry, and that might give a clue as to why shortcuts are not being deleted.

Suporte GP's picture

BigPhil,

Is there an easy way to discover if is elegible or not for it?

Rob.Wilcox,

How do I perform that? Just to clear up, I only want to delete shortcuts, but not the message itself.

Thanks!

BigPhil's picture

Like Rob eluded to, you can run a Dtrace on ArchiveTask and it should give you the relevant information. How to run a dtrace http://www.symantec.com/business/support/index?page=content&id=TECH38122

If the retention period for all items is set to "forever" the messages will not be deleted from the archives, only the shortcuts in the mailboxes will be deleted.

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Suporte GP's picture

I ran in report mode and this is what I get:

No of archivable items 2806

  Total size of archivable items 387048
No of archivable folders 54
No of items ready to archive 0
Size of items ready to archive 0
No of large items 0
Total size of large items 0
No of messages that would be archived 0
Size of messages that would be archived 0
Quota limit 2097152
Quota used 595807
% of Quota free 71.59
Space held by existing pending items Not Calculated
Average size of shortcut (kB) 3.361
No of Expired Shortcuts 0
No of Orphaned Shortcuts 0
No of Old Shortcuts 0
No of Folders containing moved items 0
No of moved items identified 0
Archiving policy applied Default Exchange Mailbox Policy
 
There aren't any elegible item for expired shortcuts.
But I do have on this test mailbox emails from 2012, the shortcut deletion period is 6 months.
I will check DTrace now.
BigPhil's picture

Did you follow the directions in the article I linked to in my second post?

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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BigPhil's picture

18:47:42.858  [13248] (ArchiveTask) <15428> EV:M :CArchivingAgent::ProcessChunkOfShortcuts() |Entering routine |
326893 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - processing shortcut 'RE: Carimbo  - Telefonia Fixa', size 3045 bytes
326894 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - shortcutexpiryperiod 6, deleteexpireditems T, orphanedshortcut T
326895 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - updatemoveditems T, udpateretcat 1, updateretcatuser T
326896 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - Using default ExpiryDateBasis: Archived Date
326897 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - Expiry Basis on Retention Category: [INHERIT FROM SITE]
326898 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - Expiry Basis on Site: [Archive Date]
326899 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M {CArchivingAgent::IsAMovedItem:#12931} retention category matches [True]
326900 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M {CArchivingAgent::IsAMovedItem:#12953} archive folder id matches [True]
326901 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M {CArchivingAgent::IsAMovedItem:#12979} item has moved [False]
326902 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M CArchivingAgent::ProcessShortcutItem - 'RE: Carimbo  - Telefonia Fixa' has not moved so do checks to see if it is eligible for shortcut deletion
326903 18:47:42.858  [13248] (ArchiveTask) <15428> EV:M {CArchivingAgent::ThinOrphanedShortcutCheck:#13232} Entry
326904 18:47:42.858  [13248] (ArchiveTask) <15428> EV:L :CArchivingAgent::ProcessChunkOfShortcuts() |The shortcut titled: RE: Carimbo  - Telefonia Fixa will not be deleted |
326905 18:47:42.858  [13248] (ArchiveTask) <15428> EV:H :ProcessChunkOfShortcuts() |Exiting routine |

A snip from your dtrace shows that they are definitely not getting deleted.

I have a feeling that you're not allow storage expiry to run long enough or because your site setting is to expire based on archived date, maybe the items haven't been archived for 6 months yet and you might want to consider basing expiry on modifed date instead. Can you post a screen shot of the site settings/storage expiry tab? You can also do a manual run of storage expiry and wait for it to complete and then run the archiving task again to target a single mailbox and only run shortcut processing.

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Suporte GP's picture

Hi,

Yes, it is based on archive date. Just changed the option to modified date and still no success.

Ben Watts's picture

Hi Suporte GP,

Did you follow the technote BigPhil supplied you with as it is a known issue with EV at the moment  -  http://www.symantec.com/docs/TECH73137

You need to setup Storage Expiry to run but do not set any times for the Storage Expiry to actually run, if you understand our meanings, as below:-

Can you confirm if you have done this yet?

Capture_3.PNG

Suporte GP's picture

Ben, BigPhil,

Any other ideas? Do you think updating to 10.0.4 can help with this?

BigPhil's picture

I dont see how it could hurt. I would update to 10.0.4 as soon as you can. I still think there is something else going on here though, like the items aren't older than 6 months. If you have a test mailbox, could you setup a new provisioning group and Exchange mailbox policy applied to it that deletes shortcuts after a day or two?

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

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Ben Watts's picture

Are you using Archive Explorer at all?

I know we used to stop shortcut deletion from mailboxes if Archive Explorer wasnt enabled for end users as if the shortcuts were deleted, and they couldnt access their Archives via Archive Explorer, it would stop them accessing the archived mails completely.

Not sure if this has been changed or not in newer releases as it was by design, and for good reason in my eyes.

With regards to upgrading to 10.0.4, it wont hurt (in the big picture) as Phil says but it wont help this 'issue' that you are seeing here as I believe we arent hitting an problem, as Phils says in the post above I also believe that it is something to do with settings somewhere for the affected users/shortcuts.

BigPhil's picture

It would also be a good idea (if you indeed changed the site setting to base expiry on modified date) to verify the modified date of the shortcuts items. You might also want to double check where your expiry settings are coming from. It will either be in the site settings, or the rentention categories could also override the storage expiry settings too, so check your retention categories. To see the last modified time in Outlook 2007, click Help/About Symantec Enterprise Vault/Tech Info/ and then you can scroll to find "selected item properties" In Outlook 2010/2013 click File/Enterprise Vault/Addition Support Information link/ scroll to "selected item properties."

Philip Nunn EV 11 CH2 on Windows 2012, Exchange 2013 CU6 DAG on Windows 2012, ESXi 5.5, Mircosoft TMG, NetApp/EqualLogic storage

If this response answers your question, please mark it as solution

TypoProne's picture

Per my read you have nothing eligable :

No of Expired Shortcuts 0
No of Orphaned Shortcuts 0
No of Old Shortcuts 0
 
BigPhil has been a BigHelp so far in this thread and his last posting is what I would do nex to see if your opinion of what should happen matches the data in these properties.