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Advanced Search - Search Options

Table of Contents

Advanced Search

Advanced search provides you the ability to construct advanced searches based on numerous metadata and derived fields. You can refine your search by performing an advanced search. You can specify advanced search criteria and search the data based on that criteria. You can use this option to exclude non relevant messages, date ranges, file types and keywords.

  • To access the advanced search options, click Advanced Search from the main search page.

Email

You can perform advanced email searches by setting the following criteria:

Option Description
Email Address You can search the data for one or more email addresses that appear in the To, From, or CC fields of an email. If the email address is part of a distribution group email alias, the search will include emails with the email alias in the To, From, or CC fields.

To search for multiple email addresses, separate each email address with a semi-colon and select a logical operator (AND, OR, or NOT) according to your requirements.

Subject You can search data by the subject of the email. You can provide multiple subjects separated by a semi-colon ';' and assign a logical operator like AND, OR and NOT to the group of subjects.
From You can search data by providing the name of the sender. You can provide name of multiple senders separated by a semi-colon ';' and assign a logical operator like  OR and NOT to the group of senders.
To You can search the data by providing the name of the receiver. You can provide name of multiple receivers separated by a semi-colon ';' and assign a logical operator like AND, OR and NOT to the group of receivers.
CC You can search the data by providing the name/email address of the person in the CC list. You can provide multiple names/email addresses separated by a semi-colon ';' and assign a logical operator like AND, OR and NOT to the group.
BCC You can search the data by providing the name/email address of the person in the BCC list. You can provide multiple names/email addresses separated by a semi-colon ';' and assign a logical operator like AND, OR and NOT to the group.
Attachment Name You can search the data by based on the name of the attachment in the email. You can provide multiple names separated by a semi-colon ';' and assign a logical operator like OR and NOT to the group.
Received Time You can search the data by based on the time at which the email was received. Logical operator cannot be applied on this field as you can provide the received time for only one email.

  • By default, the logical operator for all the fields is AND. You can select the operator for the fields from the Inter Field Operator list.
  • You can add another group by clicking Add Group and select the logical operator from the Group Operator list. You can add at most 3 groups.
  • You can remove a group by clicking Remove Group.
  • By default, the separator in each field is semi-colon ";" but you can use comma "',"  also as a separator.
  • If you want to search only emails, then select Emails in Preferences- Default view for displaying search results. Refer to Preferences for more information.

File

You can perform advanced file searches by setting the following criteria:

Option Description
Folder You can provide the path of the folder. You can provide multiple folder names or paths separated by a comma ',' and assign a logical operator like AND, OR and NOT to the group.
Modified Date You can provide the modification date for the file. You can either type the date in the box or select it from the calendar. Logical operator cannot be applied on this field as you can provide the modification date for only one file.
File name part You can search data by specifying file name or wildcard pattern (for example: *.doc, *.pdf, etc.).  You can provide multiple file names or patterns separated by a comma ',' and assign a logical operator like AND, OR and NOT to the group.
Size (in KB) You can provide the approximate size of the file. Logical operator cannot be applied on this field as you can provide the range of the size.

  • To search for files in a specific drive of a machine, search using the keyword <drive>:\* in the Folder field.
  • By default, the logical operator for all the fields is AND. You can select the operator for the fields from the Inter Field Operator list.
  • You can add another group by clicking Add Group and select the logical operator from the Group Operator list.
  • You can remove a group by clicking Remove Group.

Discovery

Search within a Specific Domain

You can search for data within a domain.

If you are searching for a file, then the search result is displayed for the files for which the domain users is the owner.

If you are searching an email, then the search result contains emails for which the email address is in To/Cc/Bcc fields or the user is the owner of the mailbox which means that emails are present in his mailbox.

Use the following steps to search for files/emails within a domain:

  1. In the right pane of the Compliance Search, click Advanced Search.
  2. Click Discovery.
  3. In the right pane select Domain users.
  4. Type any of the following in the box:
    • Email address of the user
    • Name of the user
    • Domain\username

    You can type multiple values separated by comma ',' and group them by a logical operator selected from the list.

  5. Click Submit.

    By default, the logical operator for all the fields is OR. You can select the operator for the fields from the Inter Field Operator list.

Search within Specific User Groups

You can search for data for a user group.

If you are searching for a file, then the search result is only displayed for the files for which the user group is the owner.

If you are searching an email, then the search results contains the emails for which the email address is in To/CC/Bcc fields or is in the mailbox.

Type the user group in the form domain\admin in the  User Groups box.

Use the following steps to search for files/emails for a user group

  1. In the right pane of the Compliance Search, click Advanced Search.
  2. Click Discovery.
  3. In the right pane select User Groups.
  4. Type the user group in the form domain\admin in the box.
  5. Select Files/Emails, Files or Emails from the list.

    You can type multiple values separated by comma ',' and group them by a logical operator selected from the list

  6. Optionally, select the Expand checkbox.

    When selected, the search results displayed contains the files/emails from all the users who are members of the user group.

    When cleared, the search result displayed contains the files/emails from the user group.

  7. Click Submit.

    By default, the logical operator for all the fields is OR. You can select the operator for the fields from the Inter Field Operator list.

Search Files Accessed by Specific Users

You can search for users who have access to the files and for which the user group is the owner. The search result is displayed for the files for which the user has permissions.

Use the following steps to search for files accessible by a user:

  1. In the right pane of the Compliance Search, click Advanced Search.
  2. Click Discovery.
  3. In the right pane select Files Accessible by.
  4. Type the name of the user in the box. You can type multiple user names separated by comma ',' and group them by a logical operator selected from the list
  5. Click Submit.

    By default, the logical operator for all the fields is OR. You can select the operator for the fields from the Inter Field Operator list.

Client

You can search the data on a specific client.

Use the following steps to search data:

  1. In the right pane of the Compliance Search, click Advanced Search.
  2. Click Client.
  3. In the right pane, select the <Client_Name> checkbox.
  4. If you want to search only files or only emails on that client, perform one of the following:
    • Select Search Files or Search Emails in the list
    • Select the Files or Exchange Emails/Exchange Journaled Email checkbox.
  5. Click Submit.

Common

You can search the data based on:

  • Jobs: Backup Job Id. You can provide multiple backup job id separated by a comma ",".

  • CI Job: Content Index job id. You can provide multiple content index job id separated by a comma ",".

  • Backup Job Date: Backups taken within a specific date and time range.

  • CI State: Content Indexing status as Success, Failed, Skipped or All.

By default, the logical operator for all the fields is AND. You can select the operator for the fields from the Inter Field Operator list.

Search Options

You can search the data based on:

  • Sampling Rate: Select a sampling rate to use to select a sample of total results to show in the search results list.

    Note: When the Sampling Rate filter is selected, only a portion of the total matching results (a sample) will appear in the search results list. Given a specified sampling rate value (r), and the total possible results of a search (t), then the calculation used to determine the sample size (s) is:

    r2 ÷ 10,000 x t = s

    For example, if you entered a sampling rate value of 70, and the total number of possible results for a search is 50,000, then the sample size would be:

    702 ÷ 10,000 x 50,000 = 24,500

    So 24,500 search results out of a total of 50,000 possible results would appear.

  • Search Engine: You can select the search engine on which you want to search the data from the list.
  • Language: You can select the language of the data you want to return in the search results list.

Summary

You can view the summary of the search criteria using the following steps:

  1. In the right pane of the Compliance Search, click Summary.
  2. The user preferences for the search are displayed in a new tab.