Search Alert are designed to automatically send email alerts
to archive user when needed, based on their previously saved
searches. Search Alerts are designed to bring visibility into
the archive without requiring archive users to login and
actively search for data. The proactive nature of this tool is
to offer a hands-off experience where users can be alerted on
based on any predefined condition: keywords, email addresses,
search lists, SSN, credit card number, etc.
Search Alerts can be created with any search type: simple,
advanced, wizard, and custom search. It is important to keep
in mind that once a Search Alert is enabled for a search, the
'change scope' option will not be available anymore for Search
Users from the 'Permissions' drop down. However, Search
Users will be able to be assigned 'access' and 'export'
Search Administrator (and Search Administrator Plus) now have the ability to create Search Alerts, which are based on saved searches and their result set. One search alert can be created for every saved search. The Search Admin only has to execute the following steps:
1. Enable 'Search
Alerting' for the desired search.
2. Select an interval for the notification: daily, weekly, or monthly.
3. Choose one or more recipient(s): himself, Search Admins, Search Admin Plus, or Search Users.
4. Save the
search and wait for the next email notification.
An email notification will be triggered and sent to the designated recipient(s) based on the defined interval. The Search Alert notification will only be sent if new results matching the search conditions have detected since the last alert. Once upon hitting the set interval, the email notification will contain the following information:
1. Search name.
2. Total number of search results.
3. Number of new results since the last search alert notification went out.
4. Direct link to search
results for review.
Is there a limit on the amount of Search Alerts I can
Yes. You can create only ONE alert per saved search. But you
can create Search Alerts for any search that has been saved.
Is there a limit on the number of search results I can be
Yes. A search can contain up to 1 million results for Search
Alerts to work. Above 1 million, the Search Alert will be
automatically disabled after the recipient(s) have been
notified by email. However, all the alert recipient(s) will
receive an initial notification when the result count reaches
950,000 messages. The Search Alert field will be greyed out if
you access a search that already contains over 1 million
Who can use it?
Search Administrators and Search Administrators Plus can
create, modify, or disable Search Alert. For individual searches, Administrators can assign Change Scope permission to a Search User. The Search User can then modify that search as needed.
Who can receive an email notification?
The creator of the alert, Search Admins, Search Admin Plus,
and Search Users can receive email notifications for specific
search alerts. This is tailored to each unique Search
Which email does the notification goes to?
Every Search Alert email notification will be sent to the
primary email address that is recorded for the archive user.
How can Search Alerts be turned off?
There are several ways that a Search Alert can be turned off. Here are all the options:
1. If a search is
deleted - and has an active Search Alert - the user deleting
the search will be notified through the user interface that
the Search Alert will be cancelled and no further email
notification will go out to previous recipient(s) with the
deletion of the search. It will be his responsibility to
inform the recipient(s) of the Search Alert.
2. The easiest way to
disable a search alert is to do from the search 'edit' page.
Only SAs and SAPlus can disable a Search Alert by clicking on
the "Disable Search Alerting on this search" button. This will
remove the Search Alert from the given search and no further
email notification will be sent to the alert recipient(s). It
is the SA/SAPlus responsibility to inform the former
recipients of the Search Alert.
3. When the search results count reaches 1 million messages. As explained
above in "Is there a limit on the number of search
results I can be alerted on?", this will automatically cancel
the Search Alert.
Is any of the activity going on around Search Alerts is
logged or audited?
Yes. Search Alerts activities are logged and made available
in two different places in the archiving account. The first
one being the 'Audit' log available for every saved search and
the second being the 'Reports' available to Search Admin Plus.
The following information is logged and available from the
audit log available from the 'Search' tab next to every saved
- Search alert creation (with details around recipient(s) and selected interval)
- Search alert modification (with details around recipient(s) and selected interval)
- Search alert deletion
- Search alert notification sent (with details around recipient(s) and total search result message count)
The following information is logged and available from
reports log available under the 'Reports' tab: