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Advanced Search - Refinements

Refinements Custom Query Search Options Legal Hold

You can further refine the search results by performing one or more search operation on the displayed search results. It is really useful when you have to narrow down your search in a large list of results.

Refinements are documents grouped together by metadata fields such as File Type, From, Modified Date etc. and are usually displayed with the number of results that can be found in each group. By default, All checkbox is selected for all the parameters.

The search results can be fine-tuned according to the following parameters:

Option Description
File Type View the search results of a specific file type like outlook archive, binary, excel, word document etc.
From View the emails from a specific sender.
Client View the data from a specific client computer.
Attachment View the emails depending whether they contain an attachment or not.
Data Type View the email or file type data or both.
Custodian View the emails from a specific owner
Email Folder View the emails in a specific folder.
Modified Date View the search results that were modified within the specified range.
Size View the data with size within the specified range.

The options in the refinements pane vary according to the search result. For example, if you are searching in Files/Emails display view, and there is no email in the search result then the From and Email Folder options will not be visible. Also, the number of search results in the refinements vary according to a selected parameter.

  • File Type: You can drill your search results on the basis of the type of file, for example PDF, Excel, Word Document etc.

  • You can either type in the box or select from the suggested list. The number in brackets () after each file type shows the number of that file type in the search result. If there are no files of a type in the search result, then the number is shown as 0.

  • From: If you are searching for emails in the search result, then you can narrow down your search by the name or the email address of the sender.
  • You can either type the name/email address of the sender in the box or select the sender from the auto-suggested list. The suggested list contains the top four names. The number in brackets () after each name shows the number of emails from that sender. If a sender does not have an email in the search result, the number is shown as 0.

  • Client: You can search for the documents on a specific client computer. You can either select the <client_name> checkbox or select it from the list.

  • The number in brackets () after each client shows the number of documents in that client. If a client does not have a document in the search result, the number is shown as 0.

  • Attachment: You can search for emails on the basis of whether an email contains an attachment or not.

  • Data Type: You can drill down the search result based on the type of data. You can search only files or only emails. The number in brackets () after each data type shows the number of corresponding number of data types in the search result. If the search result contains only a specific data type for e.g. either emails or files, then Data Type facet is not shown.

  • Custodian: You can search for emails by specifying the owner of the emails. You can either type the name/email address of the owner in the box or select it from the auto-suggested list. The suggested list contains the top four names. The number in brackets () after each name shows the number of emails from that owner. If an owner does not have an email in the search result, the number is shown as 0.

  • Email Folder: You can search for emails by their location i.e. whether the email is present in the Inbox or if the email is present in any other folder.

  • You can either select the checkbox from the default list or you can type the folder in the box. The number in brackets () after each folder shows the number of emails in the search result that are in that folder. If a folder does not have any email from the search result, then the number is shown as 0.

  • Modified Date: You can narrow down your search based on the modified date. You can either select the modified date checkbox from the default list or select the date from the calendar.

  • The search result will contain all the items in the modified date range (the dates are inclusive).

    •  If you select Past Week checkbox, then the search result will contain items modified between the current date and 7 days before the current date.

    •  If you select Past Month checkbox, then the search result will contain items modified between the current date and 30 days before the current date.

    •  If you select Past Year checkbox, then the search result will contain items modified between the current date and 365 days before the current date.

    • If you select Beyond 1 Year checkbox, then the search result will contain items modified beyond 365 days (1 year) from the current date.

  • Size: You can refine your search results on the basis of size of a document. You can either select the size range checkbox or type the range in the box. The range is inclusive.

  • The number in brackets () after each size range shows the number of documents in the search result that are in that size range. If a folder does not have any document from the search result matching the size range, then the number is shown as 0.