Using customized shortcuts

The standard Enterprise Vault shortcuts do not work well with IMAP or POP3 clients. If you have users with such clients, you can choose to use custom shortcuts. You can view these using any client that can render HTML content, such as Outlook Express. Custom shortcuts should be used for Entourage clients on MAC computers.

In a new installation of Enterprise Vault, a default shortcut contains the following:

From and Subject information.
Recipient information: To, CC, BCC.
A banner containing a link to the complete archived item.
The first 1000 characters from the message body.
No list of attachments or links to attachments

You can change the settings so that shortcuts contain as much information as you require. If you have users with IMAP, POP3 or Entourage clients, you probably want to customize shortcuts so that they contain links to archived attachments. Users can click the link to open an attachment.

Note that the changes you can make apply to shortcuts that are generated in the future, not to shortcuts that have already been created.

Details of custom shortcut content are held in the file, ShortcutText.txt, in the Enterprise Vault folder (typically C:\Program Files\Enterprise Vault). On a new installation, an English version of this file is placed in the Enterprise Vault folder. Language versions of the file are available in the language folders under Enterprise Vault\Languages\ShortcutText.

Note that this file may also be used to process untitled attachments in standard shortcuts.

To define custom shortcut content

Locate the required language version of the ShortcutText.txt file (under Enterprise Vault\Languages\ShortcutText).
Open ShortcutText.txt with Windows Notepad. and make any required changes to the file.
Save the file as a Unicode file.
Copy the file to the Enterprise Vault program folder (normally C:\Program Files\Enterprise Vault).
Copy the file to the Enterprise Vault program folder on all other Enterprise Vault servers in the Enterprise Vault site.
Restart the Exchange Server archiving tasks (for mailboxes or public folders or both) to pick up the changes.

To apply the new content to new shortcuts

Start the Administration Console and go to the Shortcut Content tab in the Exchange Mailbox Policy properties.
Select Customize for the content of the shortcut body, and then specify which options you want. Click Help on the tab for more information.
Open the properties window for the Exchange mailbox archiving task and click the Synchronization tab.
Synchronize the Archiving settings for the required mailboxes.