Assigning Users to Archive Plans

Applicable to Administrators

You can archive the captured communication to a supported third-party storage destination. To archive the captured communication, inform the Smarsh onboarding team during onboarding.

Based on the third-party storage destination to which you choose to archive, Smarsh creates an Archiving Plan. An archiving plan includes the following entities:

• Source: Indicates the Capture Mobile application used to archive communications.

• Destination/Policy: Indicates the supported third-party storage destination where communications are archived. To configure archiving destinations such as Microsoft 365, SMTP, and SFTP, see Connectors.

• Archive Plan: Indicates the setting that maps a source to a destination.

As an admin, you can manage your assigned archive plans by assigning and unassigning users. For more information, see Managing Archive Plans.

Applicable to Administrators

As an admin, you can assign users to your designated archive plans either individually or by using a file. To assign users:

1. Log in to the admin portal as an administrator.

2. Click Archive Management.

3. In the Actions column of the archive plan to which you want to assign users, click Assign.

4. Assign users from a file or individually.

Note

Newly added users are automatically assigned to archive plans if:

• The archive source (Source Policy) of your archive plan is any network (mobile carrier such as AT&T, Verizon, Telus, and so on.)

• You have only one archive plan.

In all other scenarios, newly added users are not assigned to an archive plan. You must manually assign them.

Assign Users From a File

If you are assigning users for the first time, in the Assign users from file section:

1. Click Download sample file.
   
   A sample Excel file is generated with the Username column.

2. Enter the username of the users you want to assign to the archive plan in the Excel file.
   

3. Save the file.

4. Click Browse, select the saved Excel file, and click Open.

   Important

   • You can only add usernames of those users who are present in the system and assigned to you.

   • You can also use a CSV file to assign users.

5. Click Assign users.

To assign users from a file consecutively, you can update the existing file and then attach it.

Assign Users Individually

The Assign users section displays all users that are not currently assigned to the archive plan.

To assign user(s) individually, select the checkbox against the user(s) and click Assign user. The selected user(s) is assigned to the archive plan.

To assign all listed users, select the checkbox in the header column and click Assign user.

Video

Watch the video on assigning users here.

Applicable to Administrators

As an admin, you can unassign users from your designated archive plans either individually or by using a file. To unassign users:

1. Log in to the admin portal as an administrator.

2. Click Archive Management.

3. In the Actions column of the archive plan from which you want to unassign users, click Unassign.

4. Unassign users from a file or individually.

Unassign Users From a File

If you are unassigning users for the first time, in the Unassign users from file section:

1. Click Download sample file.
   A sample Excel file is generated with the Username column.

2. Enter the username of the users you want to unassign from the archive plan in the Excel file.
   

3. Save the file.

4. Click Browse, select the saved Excel file, and click Open.

   Important

   • In the Excel file, you can only add usernames of those users who are present in the system and assigned to you.

   • You can also use a CSV file to unassign users.

5. Click Unassign users.

To unassign users from a file consecutively, you can update the existing file and then attach it.

Unassign Users Individually

The Unassign users section displays all users that are currently assigned to the archive plan.

To unassign user(s) individually, select the checkbox against the user(s) and click Unassign user. The selected user(s) is unassigned from the archive plan.

To unassign all listed users, select the checkbox in the header column and click Unassign user.

Video

Watch the video on unassigning users here.