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Start by opening the ViaWorks Management Console and go to "Connections" > "Exchange".  Start the Connection Wizard by clicking "Add New Connection". The setup Wizard requires the user account details during configuration.  Make sure that both the index user account and the access rights are working before running the Wizard.

Select "Exchange server hosted in the cloud (eg: Exchange Online)"

Step 1: Proxy Settings

You may enable usage of proxy server for this connection

  • Address: Enter the FQDN or IP address of the proxy server
  • Port: Enter the port number, the proxy server listens on
  • Login details
    Note: Please either leave all below fields empty (if proxy server doesn't require you to authenticate) or provide information in each of them
    • Username: Enter the user name
    • Password: Enter the password
    • Domain: Enter the domain name


Step 2: Hosted Exchange Options

  • Hosted Exchange Provider Type
    • Select Exchange Online if you are using an Exchange Online (Office 365)
      Note: This is currently the only Provider Type supported
  • Method Used to Access Hosted Exchange
    • Select Single sign-on to hosted Exchange via ADFS if you want to enable single sign-on (SSO)
    • Select Logon to hosted Exchange via cloud credentials if you want to authenticate using Azure AD
      Note: There needs to be the Azure AD connector installed to have that option available

Enter a name for the connection and click Next.


Step 3: On-premises Active Directory Domain Information

  • Fully qualified domain name: Enter the name of the on-premises Active Directory domain.
  • User account name: Enter the name of a user account within the on-premises Active Directory domain. (Any user account within the on-premises domain will   have access to  Active Directory information)
  • Password: Enter the password for the user account


Step 4: Enter the Windows Azure Active Directory Application ID and Key

You will need to provide the information you obtained earlier when you configured Windows Azure Active Directory and created your application ID and key. 

  • Organization Name: Enter your Office 365 organization fully qualified name.
  • Application Client ID: Enter the client ID you obtained and saved to a text file in step #11 when you followed the steps for "Setting up the Windows Azure Graph API for ViaWorks".
  • Application Secret Key: Enter the key you obtained and saved to a text file in step #17 when you followed the steps for "Setting up the Windows Azure Graph API for ViaWorks".


Step 5: Credentials for accessing Exchange Online via Exchange Web Service

  • User account name: Enter the index user account name for accessing Exchange Online
  • Password: Enter the password for the index user
  • Check whether the index user has the ApplicationImpersonation role
  • Click the Auto Discover button and an email address to use when performing auto-discovery of the Exchange Web Service location.
    Note: Auto Discovery of the Web Service URL is currently the only method supported.
  • Outlook Web Address server hosted in the cloud: This will be auto populated after auto discovering the Web Service URL


Connection Options: Advanced Settings

  • Enable Diagnostics Tracing: Enable only when trying to troubleshoot a problem
  • Web Service Timeout (Default 30 seconds): Adjust the timeout value if you are experiencing timeouts when communicating with the Exchange Web Service
  • Maximum Concurrent Connections (Default 4): Not applicable when the index user uses the Application Impersonation role. Increasing this setting when the        index user has “FullAccess” permissions could result in Exchange Online throttling.


Step 6: Select which repositories you want to be indexed

Then choose which Exchange elements to index:

  • Mailboxes
  • Public Folders
  • Global Address List
  • Archive Mailboxes

Clicking in the Display Name boxes allows you to customize the repository names.

Note: All users can search all Public Folders regardless of permissions. The index account must have at least "Reviewer" permissions on each Public Folder to be indexed.


Step 7: Indexing Options

Choose one of the following options to determine which Exchange mailboxes to index. The options include:

  • Make all mailboxes in the entire domain searchable
    In this case, all mailboxes will be indexed during the initial first time indexing
    The option is a one-click choice
  • Only ViaWorks users will have searchable mailboxes
    In this case, only mailboxes for users who have logged in to ViaWorks, and been granted a user license, will be indexed during the initial first time indexing
    The option is fully automated, and requires no further configuration
  • Selected mailboxes only
    In this case, you have to specify the mailboxes that are going to be indexed during the initial first time indexing by clicking the “Select Mailboxes” link.
    The option is described further below
  • Selected Active Directory groups only
    In this case, you can specify one or several Active Directory groups. Only mailboxes for users that are members of these groups will be indexed during the initial first time indexing
    Click “Select Groups” to choose from a list of AD groups.


Indexing selected mailboxes

When using the “Selected mailboxes only” option, you must identify the mailboxes you want to index:

  1. Click the link “Select Mailboxes” to open the window 
  2. Select the mailboxes on the left panel and use “>>” to move them to the right panel 
  3. After selecting all the mailboxes you want to index, click “OK.” 


After selecting the mailboxes to index, there are two more options: 

  1. "Select the mailboxes to be excluded" 
    • Define a set of mailboxes NOT to index 
  2. "Select which attachments should be included or excluded" 
    • Clicking this link opens a window presenting options for the file types to be indexed. The options include: 
      • Index all file types 
      • Index only the selected file types 
      • Exclude selected file types from index 


After selecting the file types for indexing, click the OK button to return to the wizard.


Important Note: Any edits to this dialog (adding or removing a file type) made after the connection has been indexed, will only affect attachments found with future indexing. For example, adding ".fax" as a new file type to be included, will only add files of that type for new or updated Exchange items that contain a ".fax" attachment.  ".fax" attachments in emails that have already been indexed, will not be added to the index.  Similarly, adding ".fax" as a new file type to be excluded will not cause existing ".fax files to be removed from the index, however, no new ".fax" file attachments will be added.  To add or remove ".fax" files from the existing index, the ViaWorks administrator needs to re-index the connection by running the Via.Repository utility, using the ReIndex command.


Step 8: Push and Disabled Folders

  • Enable Push
    • Selecting this option will keep the Exchange index updated at all times; i.e. as soon as a change within Exchange is made, it will be pushed into the index in near real-time
    • This box allows you to exclude common Exchange folders across all mailboxes (Deleted Items, Junk, Sent etc.)
  • Disabled Folders

        

Step 9: Smart Discovery

Choose whether you want to index data starting from the newest one in all folders of all mailboxes or you want to index data folder after folder, mailbox after mailbox.

You have two options available:

  • disabled
    Selecting this option will result in index retrieving all data from one folder before switching to the other one.
    This is the default behavior.
     
  • switch to other folder after specified number of batches
    The data (emails, appointments, etc) are retrieved from the server in batches (batch consists of 64 - 256 elements, size is calculated basing on internal logic of connector). You may specify how many batches should be run against particular folder before the indexing process switches to other folder.
    When this option is selected, the initial scan will consist of several runs.


Step 10: File Types to Index

Choose file extensions to skip or allow, if any.


Step 11: Summary

The Summary Page gives you a summary of the options selected. It’s a good idea to review this data to ensure you have selected the options that you want before completing the wizard and starting the initial index.

When the connection is initially indexing, the mode will show a value of "Discovery".  During the discovery phase, the document count will continue to increase, with each refresh of the page, until discovery has completed.  Once the initial discovery has completed, and all documents discovered have been indexed, the mode will change to show "Maintenance".  This indicates that ViaWorks has completed the initial indexing of all documents and that subsequent indexing, based on the schedule, will obtain documents that have been changed, added or deleted, since the previous time it ran. 


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