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Create A New Search

Summary

Start & save a new search against the cloud archive email repository using simple or advanced search parameters.


 Create & Save A New Archive Search

 

1. Login to the cloud archive service by navigating to the unique company  URL provided in the welcome email.  It should be in the format of https://companydomain.archive.getcloudservices.com.


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2. Just below the Recent Searches heading click on the Start new search button.

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3.  There are four options to explicitly define the search results, all of which use varying degrees of sophistication to parse through archive data. Select the option that best conforms to the level of precision desired. Each search type will be presented in the following designated sections, syntax for search operaters, logic and types will be included or linked to as necessary. As a basis for all searches note the following:

  • First time search users, and those unfamilar with the logical operators AND & OR may find the following snopysis helpful
    • In relationships using the logical operator OR, if any one input holds true a result is returned. Only in cases that no input/condition matches any email will no results be displayed. Search inputs containing the keywords, "Ruldoph," & , "Comet," &, "Cupid," will return any email that contains any of the three reindeer names.
    • The logical operator AND means that if all inputs are true, a result will be returned. A search against the title, "Rudolph," sent from dasher@thenorthpole.com with an AND relationship means that only emails containting the title Rudolph sent from dasher@thenorthpole.com will be displayed. Furthering this example emails that contained title, "Comet," sent from dasher@thenorthpole.com, or title, "Rudolph," sent
  • An, And, relationship exists between search terms & start/end dates
  • If the search term contains a colon : it must be included within q. For example, "Cookies left for Santa included: snickerdoodle, gingerbread, and chocolate chip", highlights correct syntax, whereas without it the colon indicates a character comparison to the search engine.
  • Search phrases or terms can include wildcard characters such as * and ?to broaden the scope of searches.
    • The asterick returns any number of characters in a search phrase. A search for "regul*" will return "regulate, regulated, regulation, regulations", etc.
      • Words or numbers must be at minimum five characters in length for the asterick wildcard to work.
      • Leading wildcards are not possible, ex "*anta", and "*76".
    • The question mark will find any one charcter.
    • Instering one into "f?nd" will return "find" and "fund".

 

Note that all steps marked with an * are mandatory steps that must be compelted before a search can be saved.

 

Simple

The Simple search, as implied, carries the lowest level of sophistication and utilizes by default the logical OR operator for any terms in the search. This means that terms entered return results on an either/or basis, for example if searching using the term, Santa, during the range 12-18 thru 12-25 the search will return results matching either the search term, the date range, or both.

 

1*.  In the Name field provide a unique, distinctive title for the search to facilitate later organization and reference.

 

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2*Provide search terms in the Search Terms box. Terms provided will search both against the email and any email attachments.

 

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3.  Optional search fields may be included to narrow results based on date, and restrict to certain users. Refer to the Optional section below to for further instruction.

 

4.  Click either Save and display results, or Save and return to list to save and view the results, or save and return to the search list respectively. Once saved the search will remain in the cloud archive system for future use individually, or for inclucision in advanced search filters.

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Wizard

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

 

1*.  In the Name field provide a unique, distinctive title for the search to facilitate later organization and reference.

 

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2*.  Add a condition to the search by selecting options for content teype, logical conditions, single or multiple items, and string entry. A single, or multple conditions can be added to the search by clicking Add Condition each subsequent requires that all correlating fields are specified.

  • Field 1(content type)
    • Sender
    • To/CC/BCC
    • Person
    • Subject
    • Body Text
    • Attachment Text
    • Attachment Name
    • Any Address Field
  • Field 2(logical operator)
    • Does
    • Does Not
  • Field 3(strings or strings)
    • Contains
    • Contains from a list (see how to create a search list)
  • Field 4(string entry)
    • Enter the key term.
    • wildcard operators can be used

Remember that each condition added to the search creates an AND relationship that requires all conditions hold true for results to be returned. In the event that multiple strings of the same type need to be searched against add a list rather than another condition.

 

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3.  Optional search fields may be included to narrow results based on date, and restrict to certain users. Refer to the Optional section below for further instruction.

 

4.  Click either Save and display results, or Save and return to list to save and view the results, or save and return to the search list respectively. Once saved the search will remain in the cloud archive system for on demand searching by individuals, or for inclucision in advanced search filters.

 

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Advanced Search

An Advanced search features additional fields and the ability to enter custom criteria separated by a comma delimiter that expands upon the Simple Search basic criteria. Use advanced searching to adjust the search scope by user, subject, size, and attachment name. 

 

1.  In the Name field provide a unique, distinctive title for the search to facilitate later organization and reference.

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2.  Enter the requisite Search Options fields as desired for the advanced search. Each field enteted creates an AND relationship with any other existing fields, in which the search must meet match all criteria entered.

  • Subject: Enter text (search terms) to find messages with specific terms in the subject line.
  • Sender: Enter a full or partial email address to find messages from a specific sending address.
    Some examples:
    Specific user: wilee@acme.com
    All users at a specific organization: *@acme.com
    Some users with "coyote" in the address: ?coyote@acme.com
  • To/cc/bcc: Use full or partial email addresses separated by spaces to find messages sent to specific addresses. When used in conjunction with has/doesn't have words emails from specific addresses can be filtered based on content.
  • Has words: Enter text to find messages with specific search terms. Apply the search to message body, attachment or both.
  • Doesn't have words: Use this field to limit search results to items that do not have specific terms. An example would be to keep a repeating message from appearing in the results list if the message contains a search hit but is not the desired result.
  • Attachment name: The index can find messages by attachment name. For example enter expense.xls to find all messages with the file expense.xls attached.

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3.  Optional search fields may be inlcuded to narrow results based on date, and restrict to certain users. See the Optional section below to see the implementation of these fields.

 

4. Click either Save and display results, or Save and return to list to save and view the results, or save and return to the search list respectively. Once saved the search will remain in the cloud archive system for future use individually, or for inclucision in advanced search filters

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Custom Search

The custom search feature is intended to provide advanced users with the flexibility to create searches that are more complex than those that are available via the Simple, Wizard, or Advanced-based search features.  Examples of capabilities that are accessible via Custom Search include:

  • Advanced Boolean Queries - Combining Boolean logic (i.e. AND, OR, NOT) with grouping to locate messages or documents based on a combination of nested conditions.
  • Fuzzy Queries - Including common misspellings and alternate spellings of search terms in results.
  • Proximity Queries - Searching for terms that exist within a certain number of terms of one another in a document or attachment.
  • Advanced Date/Time Queries - Combining date/time ranges with Boolean logic and/or wildcard capabilities to search for messages based on a variety of time-related criteria.

1. In the Name field provide a unique, distinctive title for the search to faciliate later organization and reference.

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2.  Create a custom search query within the Query dialog field. Please review the following article for the pertinent syntax, and expressional structure. View: Custom Seach Syntax

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3.  Optional search fields may be included to narrow results based on date, and restrict to certain users. See the Optional section below to see the implementation of these fields.

 

4. Click either Save and display results, or Save and return to list to save and view the results, or save and return to the search list respectively. Once saved the search will remain in the cloud archive system for future use individually, or for inclucision in advanced search filters

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Random Search

Compliance users that wish to produce a randomly selected set of email messages without any discrimination on content can utilize a random search. A random search provides predefined search fields that expand the Simple Search basic criteria, and the ability to add or remove new search conditions. This search type can be used when AND/OR conditions are required on subject, To/cc/bcc, Sender, Body Text, Attachment Text or Attachment Name. 

1. In the Name field provide a unique, distinctive title for the search to facilitate later organization and reference.

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2.  Select a sample size (as a whole number) ranging between one and thirty percent. The size selected directly influences the volume of archive content returned.

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3.  Add a condition to the search by specifying the designated search options below. Each subsequent condition added narrows the results returned, and multiple conditions create an AND relationship between conditionals.

  • Field 1(content type)
    • Sender
    • To/CC/BCC
    • Person
    • Subject
    • Body Text
    • Attachment Text
    • Attachment Name
    • Any Address Field
  • Field 2(logical operator)
    • Does
    • Does Not
  • Field 3(strings or strings)
    • Contains
    • Contains from a list (see how to create a search list)
  • Field 4(string entry)
    • Enter the key term.
    • wildcard operators can be used

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4. Click  Save and return to list to save  the search  for future use individually, or for inclusion in advanced search filters.

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Optional Fields

All searches can include the optional search fields as detailed below. Only the fields desired need to be included. Once added with the mandatory search fields, save the search.

  • Dates: A period of results can either be specified by a predefined range, or a custom range. For the former select the period from the drop down Range menu, and for the later select
  • Custom, and then specify the start date within the Begins On field, and the end date in the Ends On field.
  • Tags: Add keywords (subjects) to help categorize and better index searches.
  • Permissions: Searches can be restricted to specific users, in addition to the level of access those users have. There are three layers of access, Access which allows the archive user search privledges, Change Scope allowing editing permissions, and Export which provides the ability to export results from the search.
  • Note: A description of the search to distinguish

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What Is Next?

Analyze Search & Optimize Results via Filters,

Create A Smart Folder,

Edit Searches & Saving Edits As New Searches,

Search The Cloud Archive With Filters.

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