Extract Office 365 Data

Drill-through search of an entry in Imports or a Data Set Report > Extract Office 365 Data...

Requires Imports - Add/Edit Permissions and Connector Access Permission for selecting an Office 365 Connector

Office 365 Data includes Modern Attachments, which are email attachments stored in Microsoft OneDrive or SharePoint.

Parent emails use links to reference their Modern Attachments. When you import a Data Set, the software's email processing will try to extract the Modern Attachments to their parent emails using the links identified in a metadata field called modernattachmentlinks.

Note: In the current implementation, the software will obtain the most current (newest) version of a Modern Attachment, not the version that existed at the time of the email.

If the Modern Attachments cannot be extracted during initial processing, a user with the appropriate permissions can still try to extract the Modern Attachments to address the following situations:

  • The Data Set was imported from a non-Office 365 Connector.

  • The files at the links are not retrievable with the in-use Connector's credentials.

In these situations, the modernattachmentlinks field will still contain the links to the files, but the associated parent email will also contain a modern_attachment_retrieve_warning in an auxparsingstatus metadata field, and a Modern Attachment Retrieve Warning entry will appear in the Warnings and Errors report for a Data Set or all Imports.

To extract the additional information from the Microsoft 365 account for those documents, you can do the following:

  1. Double-click the Modern Attachment Retrieve Warning entry in the Warnings and Errors report, which performs a drill-through search.

  2. From this search result, you can then use the right-click Extract Office 365 Data option from the following, as long as there is at least one Office 365 Connector available to select for the operation:

    • from the Navigation Tree (for the whole results view)

    • from the Document drop-down menu of a document list in the results (for one or more selected documents)

  3. When you set up the Extract Office 365 Data operation, you select the Office 365 Connector you want to use and a Document Processing Timeout value (the default is 5 minutes, but you can specify a value in the range 3 to 180 minutes).

If there are no Office 365 Connectors available, the option will be grayed out and a tooltip will state No available Office 365 Connectors.

Document Processing Timeout Option

The following option generally applies to extracting Office 365 data including Modern Attachments:

  • Document Processing Timeout: <value> — This document timeout value applies to any individual document selected for extraction of Office 365 data. When a given document (for example, a loose document) reaches the limit, processing of the document stops at that point. You can use the default document timeout value of 5 minutes, or you can specify a timeout value in the range 3 to 180 minutes (3 hours). This option will not allow you to use a value less than 3 or greater than 180 minutes. Specifying a value less than 3 will display a popup message indicating that the value used will be 3. Likewise, specifying a value greater than 180 will display a popup message indicating that the value used will be 180.

Office 365 Connector Selection

You must select an available Office 365 Connector for the Extract Office 365 Data operation, as follows:

  • Office 365 Connector (requires Connector Access permission) — Using the drop-down list, select an available Office 365 Connector. This can be either an MS Exchange Connector or MS SharePoint Connector configured for Office 365. The Connector must be active to be considered available, not deactivated. For information on how to create a Connector, see Create or Edit a Connector.

Submit or Cancel the Operation

  • OK — Click this to start the operation. You can monitor the Extracting Office 365 Data task in the Work Basket and use View Details to view information about the operation. If the task completes but with exceptions, you can right-click the task in the Work Basket and download the generated WarningDetails.csv file, which will identify each error encountered (one per line).
  • Cancel — Click this to cancel the operation.

About the CSV Warnings File for Extracting Modern Attachments as Office 365 Data

If the Extract Office 365 Data operation encounters exceptions, the Extracting Office 365 Data Work Basket task displays a Warning icon (), and you can right-click and use the Download option to download a CSV (WARNING_DETAILS_REPORT.csv) that contains the following column information:

  • Document (with the Document Handle value)
  • Reason

The following information can appear in the Reason column, which provides information about why Office 365 data (such as a given Modern Attachment) could not be extracted:

  • File not retrievable — Reported for Office 365 data (for example, a Modern Attachment) that could not be retrieved.