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Exchange System Discovery Tool - Collecting Data

Table of Contents

Prerequisites

Before using the Exchange System Discovery Tool, make sure that the computer you are using has:

  • Microsoft Outlook 2003, 2007, 2010, or 2013 installed.
  • Microsoft .NET Framework 3.5.1 and Microsoft .NET Framework 4.0 or later.

You must have a user account on the Cloud Services Web site. To create a user account, register your CommServe computer. If you already have a user account, you still might need to register your CommServe computer. For instructions, see Getting Access to the Cloud Services Website.

Downloading the Exchange System Discovery Tool for Archive Prediction

The version (32-bit or 64-bit) of the Exchange System Discovery Tool must match the Microsoft Outlook version that is installed.

The following table lists the supported operating system, Microsoft Exchange and Exchange System Discovery Tool combinations

Operating System Microsoft Exchange Email System Discovery Tool
x64-bit x64-bit Outlook x64-bit
x32-bit x32-bit Outlook x32-bit
x64-bit x32-bit Outlook x32-bit

To download the Exchange System Discovery Tool:

  1. In your Web browser, go to https://cloud.commvault.com/webconsole/applications/cloudApps.jsp.
  2. Log into Cloud Services.
  3. Click System Discovery and Archive Analyzer > Emails.
  4. Click the button for your operating system under Download the Tool.
  5. Save the file to a location on your local computer.

Running the Exchange System Discovery Tool for Archive Prediction

Note: The tool can be run on a proxy instead of the Exchange server, but the proxy must be on the same domain as the Exchange Server.

Best Practice: In a large environment, run multiple instances of the Exchange System Discovery Tool and use different mailbox inputs. This reduces the data collection time. The data is collected in parallel and you can upload the data to the CommVault site for analysis.

Example

The table below shows 4 instances of the Exchange System Discovery Tool and the mailbox inputs.

Instance Input
1 [a-g]*
2 [h-m]*
3 [n-t]*
4 [u-z]*

To run the Exchange System Discovery Tool, login to the client as service account which has all the permissions (See Getting Started - Exchange Mailbox iDataAgent for details on creating a service account). To verify service account see Troubleshooting - Exchange Mailbox iDataAgent.

  1. Navigate to the location in which you saved the tool, and then run CVExSysDiscoveryUI64.exe or CVExSysDiscoveryUI32.exe.
  2. Enter the following information on the Enter Service Account Details screen:
    • Profile Name - The profile for the service account.

      Note: If the Exchange System Discovery Tool fails when you use the default option of a dynamic profile, use the Static Profile option. Create a service account profile in Microsoft Outlook, and specify the profile name in the Profile Name box, and then select the Static Profile check box.

    • Mailbox Name - The mailbox that has service account permissions.
    • Exchange Server Name - Use one of the following options:
      • For Microsoft Exchange 2007, set this to the Exchange server that hosts the service account mailbox.
      • For Microsoft Exchange 2010 later, set this to the Exchange server that has the CAS role installed on it.
    • Exchange Server Version - The version of Microsoft Exchange - Exchange 2007, Exchange 2010, Exchange 2013. If you use Exchange 2016, specify Exchange 2013 as the version.
  3. Click Next.
  4. On the Exchange Server Details screen. Each server must be on a separate new line.
    1. Enter the Exchange server name in the box. When you specify multiple servers, have one server per line.
    2. In the Enter FQDN of AD's Server's to query box, enter the fully qualified domain name of the automatic discovery servers that run for system discovery.

      Separate each server name with a ";".

    3. In the Filter for AD Discovery box, enter the filers that you want to use for automatic discovery.
  5. Click Next.
  6. To examine a subset of mailboxes:
    1. Clear the Select all mailboxes for discovery check box.
    2. In the Please enter mailbox display name (one per line), enter individual mailbox name on a separate line.
    3. In the Number of mailboxes to process in a session box, enter the number of mailboxes.

      Best Practice: In configurations with a large number of mailboxes, set this to 20.

    4. If the Exchange System Discovery Tool did not exit gracefully, in the Start Processing from this mailbox box, enter the mailbox pattern to start with this instance.

      This can happen when a power outage happened while the tool ran, or the user shut the tool down to perform maintenance.

  7. Check the Include Archive Mailbox check box to have the tool examine archived mailboxes.
  8. Click Next.
  9. To examine a subset of folders:
    1. Clear the Select all folders for discovery check box.
    2. In the Please enter folder name (one per line), enter individual folder on a separate line.
  10. Click Next.
  11. On the Archiving Rules screen:
    • Select the age of the messages to examine. The Collect Message older than default is to look at messages older than 30 days.
    • Select the size of the messages to examine. The default is to look at ones larger than 1 Kb.
    • Check the box if you want the tool to look at only messages with attachments.
  12. A Summary screen detailing your selections is displayed. Click the Discover button.

The mailboxes are analyzed. The tool output is a set  of reports created from the statistics generated from a zip file uploaded to the CommVault Cloud where it is staged on a virtual machine using SnapProtect.

Note: If the message, "failed to discover mailboxes" appears on the Summary page in any other situation, then send an email to CloudEmailDiscovery@commvault.com for assistance.

What Message Data is Analyzed?

The tool collects the information detailed below from the uploaded zip file:

  • Message size
  • Message count
  • Attachment details
  • Recipient details
  • Modification time

Uploading the File

Once you have collected the data, you must upload the ZIP file to the cloud site.

Note: If there are multiple zip files to be uploaded and you want a consolidated report from these zip files, upload them as part of the same request through the Add Files option.

To upload the ZIP file:

  1. In your Web browser, navigate to http://cloud.commvault.com:8080/webconsole/edc/CVSystemDiscovery.jsp
  2. Log into the cloud site.
  3. Under System Discovery and Archive Analyzer, click the Emails tab.
  4. Under Upload Data for Analysis, click Upload Now.

    The Upload Files dialog box appears.

  5. In the Company box, enter the name of your organization, click Add Files, and then in the Choose file to upload box, enter the location of the ZIP file.
  6. Click Submit.

    The ZIP file is uploaded. You receive an email that includes reports about your system.