This article describes the process of creating a new search in the Archiving management control panel.

Read the Knowledge Base article on How Do I Manage And Export Search Results? for more information.

Please note there can be up to a 24 hour lag between collection and view of objects in the archive.

To create new search:

  1. Log in to the Archiving management control panel. Read the Knowledge Base article on Email Archiving: Data Management for more information.
  2. Click Start new search button.
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  3. Select Simple, Wizard or Advanced type of search.

Every search requires a name. By default all admins have permission to access all searches. Non-admin users need to be granted specific permission to work with the search results. Permissions can be specified to allow access to a search, but to disallow the non-admin's ability to export or change the scope of the search.

Date range, tags, permissions, and a descriptive note are optional fields. Tags help you organize your system when you have many saved searches and the descriptive note will display in the list of all saved searches.

In all searches, there's an "AND" relation between the search terms and the start/end dates.

NOTE: If the terms or phrase you are searching for contains a ":" you need to include the search terms or phrase between quotation marks ("..."). For instance, if you are looking for the terms/phrase the broker did the following: then, you would have to write in the search terms field: "the broker did the following:". 

Wildcard operators for Wizard and Advanced searches:

Wildcards ('*' and/or '?') are required for partial addresses (ex. *doe@acme.*, johndoe* or *xyzcorp.com - minimum of 5 additional characters with wildcards). Separate multiple entries with a space.

You can use wildcard operators to locate messages and/or documents based on partial terms.  You can use the asterisk ( * ) operator to locate messages and/or documents that contain specified partial terms. 

For example:

  • contrac* - Denotes any term that begins with “contrac” (such as “contract”, “contractual”, or “contracted”).
  • *acme.com - Denotes any term that ends with “acme.com” (such as “jdoe@acme.com or sales@acme.com).
  • *43931* - Denotes any term that contains the sequence “43931” (such as “$43931.00” or 9543931226).
    You can use the question mark (?) operator to locate messages or files that contain a specified term, with a given character replaced. 

For example:

  • “???? ???? ???? ????”- Denotes any term that contains four sets consisting of four characters each with a single space between sets (4417 1234 5678 9012, a common format for credit/debit card numbers”).
  • “???\-??\-????” - Denotes any term that contains a set of three characters, followed by a dash, followed by two characters, followed by a dash, followed by three characters (i.e. 123-45-6789, a common format for U.S. social security numbers). 
  • ?inks - Denotes any term that contains any character proceeded by the string “inks” (such as “links” and “rinks”).
  • “well gra?e?” - Denotes any phrase beginning with the term “well” followed by a space and then a term that contains the string “gra”, followed by any character, followed by the letter ‘e’, followed by any character (such as “well graded” and “well grates”).

Wildcards can be used with any kind of words or number as long as they contain at least 5 characters or numbers. Using wildcards on words with less than 5 characters, or strings with less than 5 numbers, won't be effective. Leading wildcard query operators can only be used with the following fields: Sender, To/cc/bcc, Subject, Attachment Name and Any Address Field. Leading wildcard query operators cannot be used with the following fields: Body Text and Attachment Text.

Simple search

   
  1. Fill in search name and search terms. In a simple search, there is an implied "OR" between the terms in the "search terms" field.
  2. Optionally, you can fill in a date range, tags, a descriptive note, and modify permissions to this search (for users who have at least Search User permissions).
  3. Click Save and display results to view search results immediately, or Save and return to list.

Search phrases can include "wildcard" characters * and ?.

  • Use * to find any number of characters in a search phrase
  • Use ? to find any one character. For example: "f?nd" will return "find" and "fund". "regul*" will return "regulate, regulated, regulation, regulations", etc.

Wildcards can be used with any kind of words or numbers as long as they contain at least 5 characters or numbers. Using wildcards with words with less than 5 characters, or strings with less than 5 numbers, won't be effective. With the simple search, you cannot use leading wildcards (at the beginning of a search term). For example: "*irsty" would not return any results. "*17" would not return any results.

Wizard search

  1. Fill in search name and add search conditions.

    The first drop down box lets you choose between eight email and file components: Sender, To/CC/BCC, Person, Subject, Body Text, Attachment Text, Attachment Name, Any Address Field.

    The second drop down box allows you to choose between Does or Does not. You have the choice between True or False, if you pick Legal Hold as the first criteria.

    The third drop down allows you to choose between Contain or Contain items from a list. You might also choose Contain the phrase for the Body Text or Attachment Text fields.

    The fill-in white box, after the 3 first drop-down boxes, will allow you to either enter keywords for your search, (should you choose Contain), or to choose from a search list that you would have created previously, (should you choose Contain items from a list).

  2. Optionally, you can fill in a date range, tags, a descriptive note, and modify permissions to this search (for other users who have at least Search User permissions).

  3. Click Save and display results to view search results immediately or Save and return to list.

Wildcards ('*' and/or '?') are required for partial addresses (ex. *doe@acme.*, johndoe* or *xyzcorp.com - minimum of 5 additional characters with wildcards). Separate multiple entries with a space.

Advanced search

 
  1. Fill in search name and add search fields.
  2. Optionally, you can fill in a date range, tags, descriptive note and modify permissions to this search for other users who have at least Search User permissions.
  3. Click Save and display results to view search results immediately or Save and return to list.
  • Subject: Enter text (search terms) to find messages with specific terms in the subject line.
  • Sender: Enter a full or partial email address to find messages from a specific sending address.
    Some examples:
    Specific user: bob@acme.com All users at a specific organization: *@acme.com Some users with "smith" in the address: ?smith@acme.com
  • To/CC/BCC: Use full or partial email addresses separated by spaces to find messages sent to specific addresses.
  • Has words: Enter text to find messages with specific search terms. Apply the search to message body, attachment or both.
  • Doesn't have words: Use this field to limit search results to items that do not have specific terms. An example would be to keep a repeating message from appearing in the results list if the message contains a search hit but is not the desired result.
  • Attachment name: The index can find messages by attachment name. For example enter expense.xls to find all messages with the file expense.xls attached.

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