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Compliance Officers - Compliance Search

Overview Getting Started Compliance Search Review Set Export Set Tag Set Settings

After logging in to Compliance Search, the search page appears. You can perform basic searches by entering keywords into the search bar. You can also view search results, sort by files and emails, and download items from the Compliance Search results page.

Table of Contents

The Search Bar

Use the search bar to submit queries in Compliance Search.

Type keywords in the search bar and click Search. A new tab appears for the entered query with a list of results. See the Search Results page for more information.

Auto-Suggestion

When you start typing in the search bar, a list of suggested keywords appears. Click on a suggestion to perform a search of that keyword. A new tab appears for the selected query.

Click Advanced Search to view additional search options. For example, user Advanced Search to exclude non relevant messages and specify date ranges, file types, and keywords in your searches. See Advanced Search Options for more information.

Basic Email Search Options

Use these options to perform basic email searches from the Compliance Search bar.

Basic Search Options Description
Search by Keyword Type keywords into the search bar to search for message that contain any of the entered keywords anywhere in the email message.

Keyword searches are not case-sensitive. For example, searches that use the keywords monday or Monday will return the same results.

Search by Exact Phrase

To search using an exact phrase, place quotation marks before and after the phrase.

For example, enter "today's meeting notes" in the search bar to view results that contain this exact phrase.

Search by Sender To search for emails from a particular sender, type from: in lower-case, followed by the sender's name.

For example, enter from: John Doe to search for emails sent from this name. You can also add quotation marks around the name to search by exact phrase.

Search by Recipient To search for emails from a particular recipient, type to: in lower-case, followed by the recipient's name.

For example, enter to: John Doe to search for emails sent to this name. You can also add quotation marks around the name to search by exact phrase.

Search by Subject To search for emails with certain keywords in the subject line, type conv: in lower-case, followed by the keywords.

For example, enter conv: monday's meeting to search for emails that contain these words in the subject line. You can also add quotation marks around the keywords to search by exact phrase.

For more information on more advanced search options, refer to Custom Query.

When you search for emails for a specific recipient, search results will not include messages sent to a distribution group to which the user belongs. In such cases, you need to include the distribution group in your query. However, in the case of an end-user search, if you search based on the email subject, all the emails with the specified subject (including the emails sent to the distribution group to which the user belongs) will be returned. .

Basic File Search Options

Use these options to perform basic file searches from the Compliance Search bar.

Basic Search Options Description
Search by Keyword Type keywords into the search bar to search for files that contain any of the entered keywords anywhere in the text of the document.

Keyword searches are not case-sensitive. For example, searches that use the keywords monday or Monday will return the same results.

Search by Exact Phrase

To search using an exact phrase, place quotation marks before and after the phrase.

For example, enter "today's meeting notes" in the search bar to view results that contain this exact phrase.

Search by Location To search for files within a particular location, type url: in lower-case, followed by the path of the directory.

For example, enter url: C\:\\temp to search for files within the Temp folder on the C: drive.

Search by Title To search for files within a specific title, type conv: in lower-case, followed by the path of the title.

For example, enter conv: agenda to search for files with the title Agenda. You can also add quotation marks around the keywords to search by exact phrase

For more information on more advanced search options, refer to Custom Query.

Search Results

After you perform a search, the results appear for the keyword that you have searched for in the Compliance Search.

  • The keyword is highlighted in the search result.
  • The search results include both data that is visible in the file and data that is hidden in the file, such as the author of the file.
  • The search results are sorted by columns. If you click a column header, a new search is performed. The results are returned in either ascending or descending order of that column.
  • Sorting by the Folder column (in case of emails) and File Path (in case of files) are case insensitive. The Folder/File Path is converted into lowercase and then the column values are sorted.

  1. Advanced Search: You can use advanced search criteria. For more information, refer to Advanced Search.
  2. Summary: You can view the summary of the search criteria.
  3. Save Query: You can save the search query. For more information, refer to Saving a Search Query in Query Set.
  4. Search Within Results: Search for specific files within a set of search results. This is especially useful when the number of search results is very large, and you want to isolate only few files from the list. For more information, refer to Search Within Results.
  5. Full View: To preview a file/email in the search result, select the file/email, and then double-click the file/email or click Full View.
  6. Configuring the reading pane: You can reorganize the reading pane. You can place the reading pane either to the right of the search results or at the bottom of the search results page. You can also hide the reading pane if you do not want to preview the file/email.

The preview of hard link of a file is blank and the size of downloaded hard links is 0 bytes.

View Only Files or Only Emails

You can configure the view of the search result either in Preferences or in the search result Compliance Search.

To configure the view of the search result in the Compliance Search, perform the following operations:

  1. From the search result window, click the Files/Emails tab.
  2. Select Files/Emails if you want to view all the files and emails in the search result.
  3. Select Emails if you want to view all the emails in the in the search result.
  4. Select Files if you want to view all the files in the in the search result.

Download File and Email

You can download your search results as follows:

  1. From the search result window, select the files/emails to be downloaded.
  2. Click the Download tab.

    The file/email will be downloaded on your local disk at the destination folder specified by you.

    The downloaded file name is converted to a hyperlink

  • If multiple files/emails are selected for download, then the files/emails are downloaded as a zip file.
  • If file name contains Unicode characters, then the file name will change after download.