1. Home
  2. Tools
  3. Public Folder Exporter
  4. Public Folder Exporter Administration Guide
  1. Home
  2. Tools
  3. Public Folder Exporter Administration Guide

Public Folder Exporter Administration Guide

This guide shows how to configure, administer, and monitor Public Folder Exporter on an existing Enterprise Vault environment. It describes:

  • Configuration of Public Folder Exporter
  • Monitoring Public Folder Exporter

Prerequisites

It is essential to have a working knowledge of:

  • Microsoft Windows Operating Systems used in the deployment
  • Enterprise Vault
  • How Enterprise Vault is deployed in the environment
  • Where to restore or export data
  • The networking infrastructure between the systems in the environment, including connectivity between Exchange servers and Enterprise Vault servers and where Public Folder Exporter is installed
  • How Public Folder Exporter is installed in the environment
  • Where Public Folder data resides in terms of the Exchange servers involved

Launching Public Folder Exporter

Public Folder Exporter can be launched from the Windows Start Menu, the opening screen is shown below:

The opening screen is used for monitoring the progress of the data migration. This will be covered later in this guide.

Note: Public Folder Exporter needs to be launched with ‘Run as Administrator’ selected. This can be made permanent by changing the shortcut used to launch the utility.

Typical Workflows

Public Folder Exporter can perform restores or exports. This means that there are multiple options and paths available within the application. Typical workflows would be as shown below:

Exporting Data

This type of workflow is needed when you need to export data to a file system from a public folder and public folder archive. Here’s how:

  1. Configure Public Folder Exporter settings to perform an ‘Export’.
  2. Optionally configure Public Folder Exporter to export email, as well as archived content.
  3. Decide on, and configure, a schedule.
  4. Wait for the schedule to become active.
  5. Monitor the progress using the Public Folder Exporter console.

Restoring Data

This type of workflow is needed when you’re restoring public folder data back to public folders from an Enterprise Vault archive. Here’s how:

  1. Configure Public Folder Exporter settings to perform a ‘Replace’.
  2. Optionally configure Public Folder Exporter to replace deleted shortcuts.
  3. Decide on, and configure, a schedule.
  4. Wait for the schedule to become active.
  5. Monitor the progress using the Public Folder Exporter console.

Adding a Source

Public Folder Exporter needs to be given a source folder to export or restore. This is achieved by entering the name or path of the folder by clicking on the green + on the main screen. After you click on the icon, enter the folder name or folder path.

Note: Top level folders do not need a preceding backslash: \

Scanning of added folder(s) takes place soon after they’re listed, depending on the schedule and the run interval. These are described later in this guide.

Note: If scanning doesn’t begin shortly after it’s added, restart the Public Folder Exporter service using the Windows Service Control Manager.

Exporting or Restoring?

Public Folder Exporter has two separate options available. Items can be exported to the file system or they can be restored back to the original Public Folder structure. This is governed by the settings configured in Public Folder Exporter. These will be covered in a later section in this guide. It is also advised to review the earlier section titled Typical Workflows.

Monitoring Migration

Monitoring the progress of Public Folder Exporter is key to recording the progress of the exporter. Progress can be seen from the main Public Folder Exporter screen, as shown below:

When Public Folder Exporter begins running, progress can be seen in a number of panels, as outlined below:

Statistics

The statistics panel reports on a number of items relating to the export of restore being performed:

Statistic Reported Mails Shortcuts
New When Public Folder Exporter scans targeted public folders, the number of non-archived items increases. When Public Folder Exporter scans targeted public folders, the number of archived items increases.
Queued The number of items being queued for processing. The number of items being queued for processing.
Completed The number of completed items. The number of completed and processed shortcuts.
Failed The number of failed email exports. The number of failures to extract the archived item.
Retry The number of items being retried – to workaround any transient errors. The number of items being retried – to workaround any transient errors.

Here’s an example of the statistics panel with some sample data in it:

The data in this panel can be refreshed manually. It’s also refreshed periodically by the Public Folder Exporter console. By default this happens every 120 seconds.

Overall Progress

The Overall Progress panel is shown below:

This pie chart graph shows the overall progress of the migration.

This information is also presented in a line graph format near the top of the Public Folder Exporter console, as shown below:

Data in this panel can be refreshed manually. It’s also refreshed periodically by the Public Folder Exporter console. By default this happens every 120 seconds.

Current Throughput

The current throughput of the export or restore operation is a key piece of information to monitor. It’s shown in the form of two speedometer-type graphs at the bottom left corner of the Public Folder Exporter console, as shown below:

The data in this panel is refreshed periodically by the Public Folder Exporter console, by default this happens every 10 seconds.

Configuring Settings

There are several configuration settings that can be adjusted for Public Folder Exporter. These are explained in this section. Also, review the Typical Workflows section earlier in this guide.

Main Settings

Access the Main Settings by clicking on the Settings button located in the bottom right of the Public Folder Exporter console. The settings are shown below:

In the Operation panel, you can configure Public Folder Exporter to perform a Replace operation, which restores data back to the Public Folders in Exchange. Or, as shown above, you can export the Public Folder data to the file system.

The Paths shown at the bottom of this page show where Public Folder Exporter will write data. Care should be taken when entering these paths to ensure that there is adequate free disk space for export data (if an export to the file system is being performed). The Temp Path folder should also have sufficient working space. It is used to stream data as it performs operations against Exchange and Enterprise Vault.

The suggested minimum size for this temp folder is 1 GB.

Advanced Settings

Access the Advanced Settings by clicking the Settings button located at the bottom right of the Public Folder Exporter console, and then selecting the Advanced tab. The settings are shown below. These are for reference only:

Note: Don’t change these settings without help from Quadrotech Support.

Export Settings

Access the Export Settings by clicking on the Settings button at the lower right corner of the Public Folder Exporter console, and then selecting the Export tab.  The settings are shown below:

The Export Settings show configuration options available if an Export operation is being performed. The settings are described below.

Setting Description
Export as EML Normally items are exported as .MSG files. Selecting the option here exports the items as .EML files instead.
Use Folder ID instead of folder path Folder paths can be extremely long within the Public Folder hierarchy. If you expect the folder structure will be more than 256 characters, then select the option to export using a Folder ID instead of the path.

This option is selected by default.

Number of threads This indicates the number of export/replace-threads that will process the data.

The default number of threads is 5. Increasing this value with careful planning only, and monitor to determine the impact on the environment.

Days to Timeout Retries are performed by Public Folder Exporter, this setting governs how long Public Folder Exporter waits before deciding that it is not going to be able to access the export data.
Number of retries This setting governs the number of retries that Public Folder Exporter performs before marking an item as failed.

The default number of retries is 3.

Schedule Settings

The Schedule Settings can be accessed by clicking the Settings button in the lower right corner of the Public Folder Exporter console, and then selecting the Schedule tab.

Scheduling within Public Folder Exporter is split into three separate sections, as described below:

Scan Exchange Settings

These settings govern when Public Folder Exporter scans the Exchange server public folders. The schedule can be set to always, as shown below:

If the schedule is set to always, then the interval at which the scan takes place is shown by the interval setting in this panel. Once a scan is complete, the next scan will take place 15 minutes after. If the entire scan takes less than 15 minutes, then the scan takes place every 15 minutes.

Public Folder Exporter can be configured to scan Exchange on a particular schedule. This is usually to carefully balance load on the Exchange environment. Here’s an example:

Scan Enterprise Vault Settings

These settings govern when Public Folder Exporter scans Enterprise Vault. The schedule can be set to always, as shown below:

If the schedule is set to always, then the interval at which the scan takes place is shown by the interval setting in this panel. Once a scan is complete, the next scan takes place 60 minutes after. If the entire scan takes less than 60 minutes, then the scan occurs every 60 minutes.

Public Folder Exporter can be configured to scan Enterprise Vault to a particular schedule. This is usually to carefully balance load on the Enterprise Vault environments. An example is shown below.

Export Settings

These settings govern when Public Folder Exporter performs the export, or the replace operation, depending which option was chosen. The schedule can be set to always, as shown below:

If the schedule is set to always, then the interval at which the export/replace takes place is shown by the interval setting in this panel. Once an export/replace is complete, the next export/replace takes place 15 minutes after. If the entire export takes less than 15 minutes, then the export/replace occurs every 15 minutes.

Public Folder Exporter can be configured to only export/replace items to a particular schedule. An example is shown below.

Recommendations for Scheduling

Keep the schedules for each of the scan operations and the export/restore operation separate. Make sure they don’t overlap.

First, set the Scan Exchange to the appropriate schedule, and set Scan Enterprise Vault and Export/Restore to Never. Allow the scanning to complete.

Next, set Scan Exchange to Never, and set Scan Enterprise Vault to the appropriate schedule, and set Export/Restore to Never.  Allow this scanning to complete.

Finally, set Scan Exchange and Scan Enterprise Vault to Never, and set Export/Restore to the appropriate schedule. This operation will then proceed.

Note: Don’t overlap the schedules since each sub-task works at a different rate and relies on the previous sub-task being complete.

Going in and out of schedule

In normal operation, Public Folder Exporter performs actions like restoring items to a public folder during the scheduled windows of operation. At the end of the window of operation, the action finishes. When the operation window re-opens, the action continues where it left off.

For example if the Export/Restore action is configured to run all day Saturday, but there is more data to restore than can be done Saturday, at the end of that day, the export stops. It resumes the following Saturday. This process repeats until the operation is completely finished.

Retry in case of issues

Public Folder Exporter has a built in retry mechanism, in case issues are encountered when data is exported. The default is shown below.

If more retries are needed, then perform the following steps:

  1. Increment the retry counter shown above, and click OK.
  2. Reduce the number of threads to 1.
  3. Restart the Public Folder Exporter Service

This triggers the failed items be retried immediately, and it may then proceed without issues. If there are still issues, contact Quadrotech Support for assistance in determining the cause.

Stopping and Starting the Public Folder Exporter Service

Public Folder Exporter has a service running the migration, as shown:

This service can be restarted from Server Manager or the Windows Service Control Manager.

Print Friendly, PDF & Email
Updated on April 26, 2019

Was this article helpful?

Related Articles