Scheduled Reports

Archive Shuttle includes a number of pre-built reports can be scheduled to be delivered to different recipients. This is controlled on the Scheduled Reports screen in the Archive Shuttle User Interface.
The current reports which are available:

Report Name Description
Performance This report shows export and import performance in a bar graph both as a summary and per source link for:

  • The last day
  • The last week
  • The last 30 days
  • The last 3 months
  • The last 12 months
  • A custom time frame can also be chosen
Stage2Report This report shows information relating to Stage 2, including:

  • Containers that have finished Stage 2 in the last 24 hours
  • Containers still in Stage 2
  • Containers which are in Stage 2 and have errors
  • Containers in Stage 2 which may be stuck/hung
  • Containers in Stage 2 which have been paused.
FailedItemReport This report shows items which have failed migration. The report is divided up per link, and shows:

  • Items which have failed to export
  • Items which have failed to import

Note: The reports are in PDF format
Each report can be configured to email one or more recipients, and is controlled via separate schedules, or, optionally triggered immediately using the ‘Send Now’ button.
Note: In order to send out reports it is necessary to use the System Configuration page and enter information in the SMTP Settings page.

Stage 1 (Sync Data)

This page shows an overview of all containers enabled for migration, and their synchronization status. It also allows data to be exported to a variety of formats for reporting on the progress of the migration.
Note: Additional columns are available if the ‘Advanced view’ is enabled (under the ‘Views’ tab) though this makes the user interface slower if there are a large number of mappings.
The following basic information about each container is visible in the grid view:

  • Full Name
  • Group
  • Routed
  • Exported
  • Retryable Errors
  • Permanent Errors
  • Total Errors
  • Exported Percentage
  • Imported
  • Retryable Errors
  • Permanent Errors
  • Total Errors
  • Imported Percentage
  • Priority
  • Item Gathering Enabled
  • Migration Enabled
  • Stage 2 Enabled
  • Stage 2 Finished
  • Failed Item Threshold
  • Ignore Failed Item Threshold
  • Needs Provisioning

Actions to be performed on the Migration Status page

These actions can be performed on this page:

  • Set Threshold: Sets the failed item threshold for the selected mapping or mappings
  • Retry Failed Items: Retry any failed items

Note: A hanging export or import means that it has been running for more than 1 hour.
Retrying permanently failed items will reset the error count for those items and retry them.

  • Re-export Items: Items can be re-rexported. It is possible to re-export all items, just those that failed to export or just those that failed to import.
  • Enable Stage 2: Switch the selected container(s) to the target
  • Add to Group: One or more containers can be added to an existing or new group. This group membership can then be used for filtering and batching of users for migration.
  • Set Priority: Allow the migration priority to be set
  • View Mappings Health: Switches to a status page which can be used to check mappings.  See the section in this document called ‘Mappings Health’ for more information.
  • Comment: Set a comment of up to 256 characters on one or multiple mappings.
  • Refresh: Refreshes the tables data
  • Columns: Allows the selection of additional data columns, which might then be used to select groups of containers
  • Reset: Resets the grid to the default columns, and removes any filters
  • Load: Loads a saved filter/page-layout
  • Save: Saves the current filter/page-layout
  • Export to PDF, XLS, XLSX, CSV: Allow data to be exported to several formats

Actions to be performed on the Actions tab

These actions can be performed on this tab:

  • Enable Migration: Enables the selected mappings for migration
  • Disable Migration: Disables the selected mappings from migration
  • Enable Item Gathering: Enabled Item Gathering for the selected mapping
  • Disable Item Gathering: Disables Item Gathering for the selected mapping
  • Run Item Gathering: Queues a command to collect item level metadata for the selected mappings. You can chose between a Full Collection or a Delta Collection. A full collection will be triggered if a source does not support Delta Collection. (e.g. PST)
  • View Details: Shows the number of items collected, and when the collection status was last updated. It’s useful to view this on archives which contain a large number of items in order to see the progress of the collection process.
  • Run Shortcut Collection: Queues a command to collect shortcut metadata for the selected mappings

Stage 2 (Switch User)

This page shows an overview of all containers that have been switched to target and shows the status in the Stage 2 workflow.
Note: Additional columns are available if the ‘Advanced view’ is enabled (under the ‘Views’ tab) though this makes the user interface slower if there are a large number of mappings.
The following basic information about each container is visible in the grid view:

  • Source User Name
  • Group
  • Source Container Type
  • Link (for the source)
  • Target User Name
  • Group
  • Target Container Type
  • Link (for the target)
  • Command

The current command which is being executed by Archive Shuttle

  • Status: The status of the command
  • Error: Information relating to errors
  • Date/Time
  • Next Command: The next command to be executed by Archive Shuttle
  • Finished

Actions to be performed on the Workflow Status page

These actions can be performed on this page:

  • Refresh: Refreshes the tables data
  • Columns: Allows the selection of additional data columns, which might then be used to select groups of containers
  • Reset: Resets the grid to the default columns, and removes any filters
  • Load: Loads a saved filter/page-layout
  • Save: Saves the current filter/page-layout
  • Add to Group: One or more containers can be added to an existing or new group. This group membership can then be used for filtering and batching of users for migration.
  • Reset Workflow Status: Can be used to retry the current command
  • Skip: Skip the current command in the workflow
  • Pause: Pause the workflow
  • Resume: Continue from a paused workflow
  • Change Policy: Allows a new policy to be chosen and the workflow restarted with that policy
  • Export to PDF, XLS, XLSX, CSV: Allow data to be exported to several formats

Link Statistics

This page shows an overview of activity taking place on the links involved in the migration project.
The following basic information about the link progress is logged in the upper grid:

  • Link Name
  • Archive Count
  • Total Mappings
  • Progress Users
  • Progress Stage 1 (Synced)
  • Progress Stage 2 (Switch)

The following basic information about the item-level progress is logged in the lower grid:

  • Link Name
  • Archive Items
  • Mapped Items
  • Collected Items
  • Collected Items Percentage
  • Routed Items
  • Exported Items
  • Exported Items Percentage
  • Imported Items
  • Imported Items Percentage

Performance

The Performance Dashboard provides information about the migrations being performed on an hour by hour basis. The screen allows an administrator to select information relating to:

  • The last day
  • The last week
  • The last month
  • A custom time frame

Information about the migration is then displayed in a tabular format as follows:

Item Description
Hour Date/Time
Exported Count Number of items exported
Exported Size Size of all data exported
Imported Count Number of items imported
Imported Size Size of all data imported

It is also possible to view the information on a per-link basis, and each set of data is also displayed as a graph at the right hand side of the page.
Optionally, you can configure the page’s widgets to display compressed sizes.

Failed Items

This page shows an overview of any per-item failures that Archive Shuttle has encountered during the migration. When the screen is first entered a particular link should be chosen from the drop down list. This will filter the Failed Items screen to show only items relating to that link.
The following basic information about each failure is logged in the grid view:

  • Container Mapping ID: The Archive Shuttle ID for the container mapping – reference only
  • Item Routing ID: The Archive Shuttle ID for the item which has failed – reference only
  • Is Exported Failed?: An indicator field to show whether it is an export failure
  • Is Import Failed?: An indicator field to show whether it is an import failure
  • Is Failed Permanently?: An indicator field to show whether it is concerned that the error is permanent (e.g., file not found on exporting an item)
  • Item Routing Error Count: The current error count for the item
  • Error Text: The error which was reported to Archive Shuttle from the underlying module, or from Exchange/Enterprise Vault
  • Last Date Time UTC: The last date/time where this was reported by Archive Shuttle
  • In FTP: An indicator to show whether the item was uploaded to the Quadrotech FTP Server.
  • Download Link: A hyperlink to the failed item.

The Failed Items page also allows an administrator to submit failed items for reprocessing. This is achieved by selecting one or more items and selecting the button on the Actions Bar. It is also possible to reprocess all failed items. When reprocessing is selected, this will have the effect of resubmitting the item to the appropriate module. For example, if the issue is that the item could not be exported, then that item will be resubmitted to the export module. Likewise, if the issue is that the item could not be ingested into Office 365, then the item will be resubmitted to the Office 365 module.
Note: Reprocessing failed items will reset the Item Routing Error Count for those items.
Note: As of Archive Shuttle 9.5, FTP settings (URL, username, password) are no longer hardcoded for the ExportFailedItemsToFTP command and use the settings from System Configuration.
This action of reprocessing failed items can take a few minutes before the appropriate modules receive the command, perform the action, and feedback the results.
An additional option on the Failed Items screen is to ‘Move Selected Items’. This is specifically for the situations where items have failed to be imported to the target, and never can be. By selecting one of more of these items, they can be moved from the Staging Area to a different area specified on the target link (via an option on the Links Page).
Note: Permanently failed items might include items which are too large to be ingested into the target (e.g., in an EV to Exchange migration where message size limits are in place)

Index Fragmentation

Archive Shuttle has a reliance on a performant SQL Server in order to achieve high throughput of items during migration. If SQL is struggling to handle the load, performance will drop. The Index Fragmentation page shows some key metrics about the SQL Indices associated with each link database. These can get fragmented over time during the Enterprise Vault Collection and export/import processes. The information on the index fragmentation page is updated hourly.
The screen highlights tables/indices that are of particular concern according to this:

Row Highlighting Reason
No highlighting Fragmentation is not significant, or the number of pages in the index is not over 1000.
Yellow Fragmentation is between 10 and 30 % and the page count in the index is more than 1000.
Red Fragmentation is over 30 % and the page count in the index is more than 1000. Accessing data associated with this table/index will not be performant.

The recommended actions to take are as follows:

Row Highlighting Action
No highlighting No action required
Yellow Perform an “Index Reorganization”
Red Perform an “Index Rebuild”

More information specific to SQL Server and management of the Archive Shuttle databases can be found in the SQL Best Practices Guide.

License

The License page in the Admin Interface gives an overview of the usage to-date of Archive Shuttle against the purchased amount of licenses and license volume. It also shows key information about when the license will expire.

If required, a license can be extended and then added to the system. See the section titled Adding a new License to Archive Shuttle in this guide.

Data on this page is refreshed hourly and shows exported data quantities at that time. User licenses are used when a user enters Stage 2.

A new license can be uploaded, if required.
License expiry notifications may be seen from time to time as the migration progresses. The notifications will appear as follows:

Notification Description
Date When there is 7 days left before the license expires
Volume When there is 3% left of the volume license
Users When there is 5% of the user license count remaining
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