MailArchiva On-Premise licensing

 

This guide provides a detailed overview of MailArchiva's licensing model, mailbox counting mechanism, and related processes. It integrates both technical and business aspects to ensure users understand how to stay compliant while leveraging MailArchiva for their organizational needs.
 

Licensing overview

 

MailArchiva licenses are issued on a per-mailbox basis, where a mailbox is defined as a unique email account. Licensing applies to both archived and imported data, ensuring fair billing based on real system usage.

 

Key licensing features

 

MailArchiva’s licensing model includes perpetual licenses, allowing continued use of the software on eligible versions. Permanent licenses apply only to versions built during the paid maintenance contract period. Accessing versions built after the contract expires requires renewal and a new license. If the maintenance period is skipped, customers may need to repurchase the product to access newer versions.

 

Maintenance fees are fixed at 20% of the license price for all mailboxes, mandatory for the first year, and optional thereafter. These fees provide access to new versions (released within the maintenance period) and technical support via email, phone, and remote assistance. When extending licenses for additional mailboxes, the license fee is charged in full, while the maintenance fee is prorated to align with the existing maintenance period.

 

Maintenance contracts must be renewed consecutively. Any gap results in forfeiting rights to updates, and accessing new versions may require repurchasing the software.

Additional benefits include a free tier for the on-premises version, supporting up to nine mailboxes without support. A 30-day trial is included for evaluation, and licenses can be extended at any time to cover additional mailboxes. Note that the free tier is not available for MailArchiva Cloud.

 

Mailbox counting: how it works

 

MailArchiva’s mailbox counting mechanism ensures accurate licensing compliance by accommodating multiple scenarios. The system is designed to:
 

  1. Account for organizations using MailArchiva for active archiving of emails.
  2. Address scenarios where the system is used primarily for the import and analysis of historical data (e.g., PST file imports).
  3. Cater for scenarios where directory services are incomplete: The system ensures that mailbox counts include all relevant data, even when archiving involves multiple mail servers or when directory sources fail to account for all active mailboxes.
  4. Prevent licensing abuse: By verifying counts across multiple sources and eliminating duplicates, the system prevents manipulation or gaming of the licensing process.

Mailbox counts are determined using data from directory services, the search index, and imported data. The following sections explain this process in detail.

 

1. Directory-based counting

 

MailArchiva retrieves mailbox counts directly from connected directory services such as Active Directory (AD), LDAP, Azure, or Google Workspace. This is the primary method for determining mailbox counts when such services are configured.

 
Important configuration note

 

  • Directory-based counting is only possible if an Active Directory, Azure, or LDAP login is configured in Configuration > Logins.
  • Since it is not always possible to obtain an accurate count from the search index, it is preferable to obtain counts directly from the directory.
  • Recommendation: Be sure to configure the appropriate login to enable directory-based counting and ensure the most accurate results.
 
Active Directory / Azure counting

 

MailArchiva queries these services using an LDAP query to retrieve all enabled, mail-enabled accounts. The query targets user, linked and shared mailboxes.

 

Exact LDAP Query used for Active Directory / Azure

 

(&(SAMAccountName=*)(!(userAccountControl:1.2.840.113556.1.4.803:=2))(|(msExchRecipientDisplayType=1073741824)(msExchRecipientDisplayType=-2147483642))(|(msExchRecipientTypeDetails=1)(msExchRecipientTypeDetails=2)(msExchRecipientTypeDetails=8)))

 

Explanation of the query

 

  • Accounts with SAMAccountName: Ensures only valid accounts are included.
  • Excluding disabled accounts: Filters out accounts where the userAccountControl attribute indicates a disabled state.
  • Mail-enabled users and mail users: Targets accounts configured for email use.
  • Mailbox types: Includes user mailboxes, linked mailboxes, and shared mailboxes.

 

LDAP counting

 

When LDAP is used instead of AD/Azure, MailArchiva queries the LDAP directory to fetch mailbox data.

 

Google Workspace counting

 

If Google Workspace is configured, MailArchiva uses Google APIs to query user accounts and determine the mailbox count.

 

Verification of directory counts

 

To verify mailbox counts obtained from AD, LDAP, Azure, or Google Workspace:
 

  1. Ensure authentication for the respective service is correctly configured.
  2. Restart the MailArchiva server and allow 10 minutes for the license checks to occur.
  3. View the license_count.txt file in the Configuration > Logs section of the MailArchiva web console. This file lists all counted mailboxes.
     

2. Search index-based counting

 

If directory services are unavailable or do not provide reliable data, MailArchiva relies on the search index to calculate mailbox counts. The search index reflects actual email activity and includes both archived and imported data.

 
Mailbox definition

 

A mailbox is defined as a unique local address (excluding the domain part). For example, joe@company.com and joe@offshorecompany.com are considered the same mailbox.

 
Scope of the search

 

MailArchiva examines two primary scopes:

 

  1. Archived mail (last year): Reflects active mailbox usage within the past year.
  2. Imported data: Includes data from file formats such as PST, EML, and MBOX, or mail servers.
Priority rules

 

  • Archived mail is prioritized if its activity is significantly higher than imported data.
  • Otherwise, imported data is used.

3. Imported data

 

For users relying on MailArchiva for historical data analysis, imported data (e.g., from PST files or mail servers) is included in the count. This ensures accurate licensing even in environments without active archiving.
 

4. Deduplication and validation

 

To prevent inflated counts, MailArchiva:

 

  • Deduplicates mailboxes, ensuring each unique mailbox is counted once.
  • Excludes aliases and redundant entries.

5. Error handling

 

If the search index is damaged, the system logs an error and recommends reindexing the archive. This process restores accurate mailbox counts.

 

Selecting the final count

 

MailArchiva dynamically selects the most reliable source for determining the mailbox count. The system cross-validates counts from directory services, the search index, and imported data, using a flexible algorithm to reflect real usage.

 

Primary selection logic

 

  1. Directory services (AD/LDAP/Azure/Google Workspace):
    Counts retrieved from directory services are used when they are available and provide sufficient, consistent data about active mailboxes.
  2. Search index or imported data (fallback):
    • If the search index count (based on archived email activity) or the imported data count significantly exceeds the count obtained from directory services, the system selects the search index or imported data as the primary count.
    • This ensures that mailbox counts reflect actual email usage, particularly in environments where directory services do not accurately capture all active or relevant mailboxes.

Additional considerations

 

  • Activity ratios:
    If mailbox activity ratios (e.g., sent-to-received emails) reveal anomalies or inconsistencies, the system adjusts the final count to reflect real-world mailbox usage.
  • Deduplication:
    Duplicate mailboxes, aliases, and redundant entries are removed before finalizing the count.

 

When license checks occur

 

MailArchiva performs license checks periodically to verify the number of mailboxes in use. These checks are essential to ensure compliance with licensing terms and are triggered under specific conditions.

 

Timing of license checks
 

  • License checks typically occur about 10 minutes after the MailArchiva server starts or every 24 hours thereafter.
  • The delay allows the server to initialize and prepare for the verification process.

 

Resource consumption

 

Since the search indexes must be consulted to formulate the mailbox count, the license check process may temporarily consume significant CPU and I/O resources, especially in environments with large archives or multiple mail servers.

 

Exceeding the mailbox count

 

If the licensed mailbox count is exceeded:
 

  • The server enters restricted mode, disabling certain features (e.g., email export).
  • The license must be extended with additional mailboxes to restore full functionality.

Verification of counts

 

  • Use the license_count.txt file in Configuration > Logs to verify the counted mailboxes.
  • Counts should align closely with the mailboxes defined on your mail server.
     

Installing a new license file

 

The license file is tied to the maintenance contract period and governs access to specific versions of the software. Installing a permanent license file is required in the following scenarios:

 

  1. When first purchasing a license:
    A license file is necessary to activate the software.
  2. When renewing a maintenance contract:
    A new license file with an updated contract validity period will be emailed to you. This file must be installed to reflect the extended maintenance period.
  3. When installing a new version of MailArchiva:
    If the build date of the new version exceeds the installed license’s contract validity period, a new license file must be installed to continue using the software.

Steps to install a license file

 

  1. Log in to the Web Console:
    Use your administrator credentials to access the MailArchiva web console.

  2. Navigate to the License installation page:
    Go to Configuration > About and click the Install License button.

  3. Install the license file:

    • Select the license file sent to you by email.
    • Click Install to apply the license.

  4. Verify license status:
    After installation, the product will immediately report whether the signature on the license is valid and whether the build date of the software is within range.

 

Full license check and validation

 

When a new license file is installed, only the license file signature and build date are checked immediately to ensure the file is valid and compatible with the software version. However, the full license check, which includes verification of the mailbox count, does not occur at this point.

 

The full license check occurs in the following circumstances:

  • Approximately 10 minutes after the server starts.
  • Every 24 hours thereafter.

During a full license check, the system compares:

  • The mailbox count specified in the license file against the actual mailbox count obtained from directory services, imported data, or the search index.

 

Delayed result of license updates

 

Since the full license check occurs periodically, the actual result of a license update (e.g., whether the license remains valid after comparing mailbox counts) may not reflect until the next scheduled check. Administrators should monitor the license status after the next full check to confirm compliance. If the actual count exceeds the licensed count, the product will enter restricted mode until additional licenses are purchased and installed.

 

Recommendations for users

 

To ensure smooth deployment and compliance, it is important to order the correct number of MailArchiva licenses. Be sure to include all active mailboxes on your mail server in your calculation, and consider adding a 10% buffer to account for future growth. To place an order, visit the Stimulus Software Business Services site or email the sales team directly at sales at mailarchiva.com. Once payment is processed, permanent licenses will be issued and emailed to you. If needed, temporary licenses valid for one month can be provided while payment processing is completed.

 

Why does MailArchiva count this way?

 

MailArchiva’s mailbox counting approach ensures:

 

  • Fair billing: Licensing reflects actual usage, covering both active and historical mailboxes.
  • Flexibility: Adapts to various environments, including those without directory services.
  • Transparency: Verifiable counts using logs and query results.

 

Licensing Scope

 

MailArchiva licenses are based on the total number of mailboxes in the organization, as detected from directory services such as Azure, LDAP, and Google Workspace. This approach avoids the complexity and administrative overhead of managing an ever-changing list of mailboxes to include or exclude for licensing. Even if only certain accounts are configured for archival or granted access to the MailArchiva server, the license covers the total number of detected mailboxes, ensuring simplicity and consistency.

 

Additionally, MailArchiva’s pricing structure is designed to scale with your organization. The cost per mailbox decreases as the total number of mailboxes licensed increases, and the incremental cost of adding additional mailboxes becomes progressively lower. This makes licensing more cost-effective for larger deployments while reducing the effort required to adjust licensing as mailbox counts grow or change.

 

 

 

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