Topic Index

Wizard search

OVERVIEW

Every search requires a name, and a begin and end date range. 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-admins ability to export or change to 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.

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.


HOW SEARCH WORKS

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 Query Operators

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 “pay” (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). See the section below “Searching for Terms that Contain Reserved Characters” for the explanation of “/” use. 

            ?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”).

NOTE ON WILDCARDS (*): 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 will less than 5 characters or strings with less than 5 numbers won't be effective.

NOTE ON LEADING WILDCARDS (*): 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.


WIZARD SEARCH

A Wizard search provides predefined search fields that expand the Simple Search basic criteria, and the ability to add or remove new search conditions. Use Wizard searching when AND/OR conditions are required on subject, To/cc/bcc, Sender, Body Text, Attachment Text, File Content, File Name, File Extension or Attachment Name.

Add a Condition: Use the drop down boxes to define the email component you would like to search.

    1. The first drop down box lets you choose between six email and file components:
            * Sender
            * To/cc/bcc
            * Person
            * Subject
            * Body Text
            * Attachment Text
            * Attachment Name
            * Any Address Field
            * (Optional) File Path
            * (Optional) File Name
            * (Optional) File Content
            * (Optional) File Extension

    2. 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.

Screenshot - Search conditions



Screenshot - Person search



NOTE: Search Admins and Search Admin Plus have the ability to use the wizard search to retrieve messages based on a person's name or perform what is called a custodian-based search. This is a text look up for all email addresses associated with a person's first and last name that has email archived in your archive account. This search condition features the auto-fill capability for any person being an archive user. This is helpful for SU, SA, or SAPlus that do not know the custodian's full name.

    3. 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. 

    4. 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 before creating the search (should you choose Contain items from a list).

Once you are done populating the name, and one or more predefined search field(s), click on Save and display results to save your search and access your search results; or click on Save and return to list to save your search and return to the SAVED SEARCHES page with all the previously created searches.


Screenshot - Wizard search