Viewing Exported Conversations - Archive Management

The Exports icon in the Archive Management workspace displays a list of conversations that were exported. This helps you know the status of the export process. Enterprise Archive exports conversations as compressed XML format files in a .zip file.

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Completed exports can be viewed from each application by clicking the Exports option as explained as follows. You will be able to view only the exports that you performed, unless you have required permission to view all the exports performed by other users. For more information, see Creating a Role and Granting Permissions.

The progress of each export is displayed in the export listing pane and once the progress is complete, the export package can be downloaded. For long-running exports, particularly for exports larger than 4 GB, a notification message will indicate that a large export is in progress and may take longer to complete.

Note

Exported package are available for download for up to 31 days. That is, exports older than 31 days will not be downloadable from the UI. The Download and Summary icons are unavailable once the export expires. However, users can rerun the exports and download them.

The exports listing pane will list the exports with the following user actions that can be performed:

Refresh - Click Refresh to the refresh the export listing page.
Download as CSV - Select Download as CSV to download the details in the Exports listing page in a CSV format.

The Export panel displays the following information regarding conversations requested for exporting:

Field	Description
Name	The name of the conversation that is requested for export.
User	Name of the user who initiated the export.
Start	The start time of the export process.
End	The time when the export process completes.
Progress	The progress bar displays the progress of the export process such as the estimated number of files that will be created for an export and the current position in terms of exports during the packaging state (final state before the file is available for download). The packing packaging workflow for an export is Waiting for packaging followed by Packaging (0 out of 150 est.) and finally Completed. Note Attachment size calculation is currently not visible in the progress bar. Therefore, if the documents have attachments, the packaging state displays expected size count and not the exact size count.
Raw File Size	File size of the exported document including attachments.
# of Documents	The number of documents exported.
Documents Export Status	The current status of export. Export Status Descriptions are as follows: 1. Waiting In Queue The export request is waiting to be processed. This state indicates that the export request is pending and will start once resources become available. 2. Searching The system is searching for the data to be exported. This state indicates that the system is actively looking for the data to be exported. 3. Search Completed The system has finished searching for the data to be exported. This state indicates that the system has found the data to be exported. 4. In Progress The export process is actively running. Data is being processed and formatted for the target file format. This state indicates that the export is ongoing. 5. Packaging The system is packaging the exported data into selected containers (zip/PST). This state indicates that the system is preparing the exported data for download. 6. Completed The export process has finished successfully. The exported file is ready for download. This state signifies the successful completion of the export process. Note If the export destination is selected as SFTP, the export completion status will be indicated as Transport Completed. 7. Completed With Warning The export process has finished, but there were some issues during the process. The exported file may be incomplete or contain errors. This state indicates that the export process has completed with some warnings. Some files may not have been exported. For a detailed list of the files that failed to export and the reasons why, check the error.csv file in the export summary. Note If the export destination is selected as SFTP and the export process completed with a warning, the export status will be indicated as Transport Completed with Warning. 8. Failed/ transport halted (if export location is sftp) The export process has encountered an error and failed to complete. This state indicates that the export process has been unsuccessful. Note If the export destination is selected as SFTP and the export process failed, the export status will be indicated as Transport Halted. Failure States: Document Level Failures: Some documents failed to export, but others were successful. All Document/Batch Failures: All the documents or batches failed to export. Metadata Search Failures: The system was unable to find the necessary metadata for the export. Data Store Connection Issues: The system was unable to connect to the data store to retrieve the data. Note The count of skipped items is not displayed under the Document Export Status column when: Contents not in Archived_Raw format are exported in either PST or ZIP format. Contents in Archived_Raw format are exported in ZIP format. The count of skipped items in the summary.txt file matches the count displayed in the Document Export Status on the Exports page. The Disposed and Skipped counts will be displayed dynamically in the Document Export Status only when the exported file contains a disposed or skipped item. A re-run of exports does not include documents that were skipped in the original export. When the Progress column in Exports page states Completed and the Document Export Status column states Skipped, the Skipped Count field in the summary.txt file gives the number of Archived_raw content documents that bypassed the PST export. When the Progress column in Exports page states Skipped, the Skipped Count field in the summary.txt file reflects the snapshot count as the complete export skipped due to document guardrail limit. This condition is applicable only for scheduled exports.
Actions	The following actions can be performed on the exported data
Download - Download the exported chunks of interactions. Click on the icon to open the download pop-up window, that displays the following information regarding conversations requested for download: Name: D isplays the name of the exported chunk for download. Size: Indicates the size of the exported chunk for download. Checksum: Indicates the checksum of the exported chunk for download. Download Status: I ndicates the status of the exported chunk that was downloaded. The possible values for the download status are Download Not Started, <download progress%> Downloaded, 100% Downloaded. After the download is complete, the status changes to "100% Downloaded", and the file is automatically saved to your system's Downloads folder. Downloaded content will not be visible until the download process reaches 100% completion. You can either download individual packages by clicking the respective package or , to download all packages simultaneously, click the Download All button located within the Table Options tab. When you click the Download All button, the files download in pairs, with two files being downloaded simultaneously. As one download completes, the system automatically triggers the next download until all files are downloaded successfully. You can easily track the download progress in the same window, which displays real-time updates and the completion percentage for each file. The progress bar reflects the ongoing data transfer between the Enterprise Application (EA) and the user's browser. Upon completion (100% downloaded), the exported data fragment (chunk) becomes available in the user's designated download location. However: If the user's browser preferences require confirmation for downloads, they will be prompted to specify the location for saving the exported chunk. If the user's browser preferences automatically save all downloads to a pre-configured location, no further prompts will be displayed, and the downloaded chunks will be readily accessible upon completion. Contact Smarsh support to enable this feature. Note The Download All Export Packages privilege must be enabled for the user to download all packages at once. When exporting large number of snapshots, the system automatically distributes snapshots in each chunk across multiple folders. This is done to ensure efficient organization and prevent performance issues. Each folder is currently limited to 10,000 snapshots. The folder structure is not applicable for CSV exports. If one or more documents encounter issues during the export, the entire package will not fail. Instead, the export will complete with a warning message that details the failed document(s). Exported package are available for download for up to 31 days. That is, exports older than 31 days will not be downloadable from the UI. The Download and Summary icons are unavailable once the export expires. However, users can rerun the exports and download them. Exported files usually allow special characters in the filenames, but there are a few exceptions when downloading them: Some special characters are replaced with underscores (_) in the downloaded filenames. These characters include <, >, , ?, :, ", /, and \|. The currency symbol ₹ is replaced with underscores (_) in the downloaded file name. For CSV export, the system will automatically divide the export into smaller chunks. Each chunk will contain a maximum of 100 K documents. An EDRM file will be generated for each chunk of the export and included in the export summary. Summary* - The summary icon is displayed only when the export operation is successful. That is, only when the download icon is displayed Note Only when documents are exported as PDF, the summary icon is displayed even if the export operation fails. The Summary icon is unavailable once the export expires. The summary file exported will be named as `<export_file_name>_summary.zip` Downloads an < export_file_name>_summary.zip file that contains the following: summary.txt - Details the complete summary of the exported package. errors.csv - The error.csv file provides detailed information about failures encountered within the system. Each row represents a specific error, encompassing fields such as tenant ID, export request ID, snapshot ID, and a descriptive error message. These messages offer valuable insights into the root cause of the failure, including issues related to data transformation, storage operations, and network connectivity. Contact Smarsh support in case of such failures. dategap.csv - A report containing the total number of items found per day in a date range specified per conversation. dedup.csv - Summary of email messages that contain identical messages but with minor differences in the header or body along with the respective snapshot IDs. Currently, De-duplication is supported only for email data. De-duplication will be done based on the fields configured by the Operations team for a specific Enterprise Archive tenant. The dedup.csv summaries the email messages ingested containing identical messages but with minor differences in the header or body along with the respective snapshot IDs. Whenever the user selects Remove Duplicate Emails in an export request, multiple emails having the same Body, Attachments, and so on will be suppressed in the exports, as a result only one email having the same parameters will be included in the export. The typical fields that are configured include Subject, Body, Attachments, Sender/Recipients, and Date/Time stamp. Fields can be added or removed based on your requirement by configuring a server property. The permitted values for configuration are Body, Attachments, To, From, Sender, Subject, Cc, Bcc, Date, or any other subsets of these values. The summary.txt file will have the high level details of suppressed documents such as dedup count, whether dedup was enabled or not and the value of the property during the export. Rerun Export - Exports the document again. You can specify the desired export details before re-exporting the documents in the Rerun Export pop-up. For exports that display Completed With Warning in the Progress column, the Rerun Failed Only check box is enabled by default. This enables you to exports only the documents that failed during the export process. Note Rerun is disabled if the export contains only disposed documents. Delete - Delete the exported document from the Export panel. Cancel - Cancels the export or scheduled export that is in progress. Note Once you cancel a scheduled export, you can either cancel the current execution of the schedule export by clicking the Cancel button. Additionally, you can disable further runs of the scheduled export by enabling the Disable further schedule exports check-box from the Confirm Cancel pop-up window. Once a Scheduled Export is cancelled, you will not be able to re-run the scheduled export.

To see the latest export status, click Refresh in the Export panel.

Note

When non-email conversations that are exported in the PST format, are opened in email applications like MS Outlook, then an attachment icon appears, regardless of the conversation containing attachments, or not.
Conversation captured from MS Teams are represented as in-line threads or Contextual-Replies in the UI. Exporting such documents in HTML or EML format displays the conversations as in the UI (In-line threaded format).

Note

If the search includes Tier-2, the documents exported in CSV format from Archive Management contain the following fields:

subject
users_from
users_to_cc_bcc
snapshot_time
users_to
users_cc
users_bcc
key
message-id