This topic provides an overview of the Data Discovery and Search feature to inform
end-users and compliance officers about the types of searches that can be conducted
and the available search tools. Detailed information is also provided on search
criteria, wildcards and use cases for users to gain a better understanding of the
search capabilities offered by this feature. In addition, you have detailed information
on various operations that can be performed on the searched data.
The Data Discovery and Search capabilities allow end-users and compliance officers
to search for data across computers and supported applications to find the information
they need to perform their job functions. End-User Searches and Compliance Searches
are briefly described below.
End-users typically need to find information about something that they are working
on, such as a project or task, which often requires significant time to locate the
data. The average user may not know which computers or storage devices in the organization
contain the data that they are trying to locate, and they may not know which applications
created the data to be searched (for example: e-mail messages/items/attachments,
text files, rich text files, Word documents, Excel spreadsheets, PDFs, etc,.) The
End-User Search capability provides a solution to this business need by giving users
the proper tools to quickly and easily search for their data regardless of computer
or application.
The main concept behind End-User Searches is the ability for users to search
all data objects that were created by them, or that is accessible to them. End-User
Searches can be conducted from the web-based Search Console
or from the integrated Search Console available in
Outlook Add-In for Microsoft Exchange Server and Lotus Notes Add-In for Domino
Server, by entering the appropriate Search Criteria.
(Outlook Add-In is not supported by Domino Mailbox Archiver)
Compliance officers are often tasked with locating data in order to comply with
the legal discovery process or business regulations. Civil litigation requires that
data relevant to the case be provided for legal discovery. This can be a very time-consuming
task for compliance officers, since the data they need to provide to the courts
or attorneys may be spread across many different computers and storage devices throughout
the organization, and comprise different data types. The Compliance Search capability
allows compliance officers full access to all computers and supported applications
for searching, regardless of ownership/access attributes for the piece of data.
Regulatory compliance is another mission-critical business need that is addressed
by the Compliance Search capability. In certain geographic regions, publicly traded
corporations must comply with business regulations such as the Sarbanes-Oxley Act,
as well as other sector-based regulations governing Financial Services, Healthcare,
and Pharmaceutical industries. The Compliance Search capability is designed to address
this business need as well by giving compliance officers the tools to search across
computers, storage devices and applications to quickly and easily locate the information
needed to satisfy regulatory compliance requirements.
Compliance Searches can be conducted from the web-based
Search Console, or the integrated Search Console available
in Outlook Add-In for Microsoft Exchange Server, by
entering the appropriate Search Criteria.
End-users can only search for messages/attachments in their own
mailboxes as well as on the mailboxes on which they have been
assigned delegate rights through Outlook.
End-users can only search for files/documents which are owned or
accessible by them.
Compliance Officers can search all mailboxes, files and documents
regardless of ownership.
Advanced Options (Search Console)
The following advanced options are available
in the Search Console for end-users:
Search on multiple clients for both emails and files.
Search on inboxes on which the end-user has been assigned delegate rights
to through Outlook.
Search for emails, based on Subject, To, From, CC, attachment, or
email address.
Search for files based on folder containing the file, modified time,
file size, or file name.
Search based on keyword.
Search on different Content Indexing Engines.
Search for Synonyms
Ability to remove duplicates during search.
Include Lemmatized words for search.
Ability to select the language to be used for the search.
Ability to view the summary of the selected search options.
The following advanced option groups are available
in the Search Console for Compliance Searches only:
Search on multiple clients for both emails and files.
Search on inboxes on which the end-user has been assigned delegate rights
to through Outlook.
Search for emails, based on Subject, To, From, CC, attachment, or
email address.
Search for files based on folder containing the file, modified time,
file size, or file name.
Search based on keyword.
Search on different Content Indexing Engines.
Search for Synonyms
Ability to remove duplicates during search.
Include Lemmatized words for search.
Ability to select the language to be used for the search.
Ability to view the summary of the selected search options.
Search based on common options, such as tags, and content indexed
state
More options for Files/Emails, which includes the ability to search
for data objects across ownership and accessibility rights of users
and user groups.
Search by Job ID
Ability to build customized queries using the Query Builder
Compliance users can add or remove email groups.
Download the search items to "My Inbox"
Not Applicable
Legal Hold
Not Applicable
Compliance users can search data and preserve
a subset of the data in a Legal Hold for long-term retention for legal purposes.
Tagging
Not Applicable
Compliance users can create and assign tags
to selected search items and later perform a search based on the assigned
tags.
ERM Connectors
Not Applicable
Compliance users can search for data and submit
selected documents to an ERM server in a record management site.
You can perform end-user searches and compliance searches from the web-based
Search Console. The web-based Search Console provides powerful and unique capability to locate
data across computers and supported applications. The Outlook-Add In can also be
used as a search tool, and offers integrated Search Console capabilities as discussed
below.
The
web-based Search Console is the Web Search Client interface that works in
conjunction with the Web Search Server to perform data search across computers
and supported applications remotely using the Web browser. The Search Console
is a convenient way to perform offline and online searches without needing
access to a CommCell. A depiction of the Search Console is provided on the
right and description of various portions of the interface are given below:
Use the entry space at the center of the screen to
enter the text string or wildcard pattern that you wish to search for.
By default, any of the words typed in entry space is searched. If you
need to search for an exact phrase, enter the text within quotes ("").
- Click this button to initiate the search.
Advanced Search- Click this link to view additional search
criteria that you can enter to further refine your search. For more
information, see Search Criteria.
Search - Return to the home view of the Search Console.
Recent Searches - List the keywords that were recently searched
for that session.
Refinements - Provides a refined list of the search result
based on the file type, modified time, size, and tags.
My Sets - Displays the following sets or containers:
Review Set - Contains the Review Sets created by the
specific user.
Legal Hold - Contains the Legal Holds created by the
specific user.
Query Set - Contains the query sets that groups all the
queries created by the user.
Export Set - Contains the export sets that groups all
the downloads/exports performed by the user.
Filters - Contains the list of filters created by the
specific user.
Tag Set - Contains the list of tag sets, which groups
the tags created by users who have edit rights on the tag set.
ERM Connectors - Contains the ERM connectors created
by the user.
Job Status - Lists the status of restore and export jobs.
For compliance users, it also displays the list of information management
jobs, such as Tagging, Legal Hold, and ERM Connector.
Browse - Enables you to browse offline data.
This feature is deprecated in this release. It is recommended to
use Laptop
Backup to browse offline data.
Settings - Enables you to configure the default for the following
preferences for the specific end-user/compliance user:
Query Language - Use this preference to set the default
query language to be used for the search operation.
Search Engine - Use this preference to set the default
Content Indexing Engine to be used for the search operation.
Default Search tab to show - Use this preference to specify
the default search tab to be displayed. You can choose one of the
following options;
The Outlook-Add In provides the following search capabilities:
Basic searches on message properties such as Subject, From and To can be
performed by end-users in their own mailboxes and does not require content indexing.
Advanced searches of content within the body of the message and attachments
can be performed by end-users in their own mailboxes for legacy content indexes
created by prior releases of this product. Compliance searches of messages in
the Journaling mailbox are also supported for legacy content indexes.
End-User Searches are supported through an integrated Search Console toolbar
button (when configured).
Compliance Searches are supported through an integrated Search Console toolbar
button (when configured).
Directory Share Name Pair must be configured on the Online Content
Indexing client for viewing online search results
Restore requires no special security permissions besides
End User Search or
Compliance Search
Objects are restored to the Job Results folder on the Web Search
Server.
Right-click selected offline search results and click Recover
User Mailbox-level search and restores are supported
Job Monitoring
None
None
Scheduling Support
None
None
Legal Hold
Compliance users can search data and retain a subset of the data
in a Legal Hold for long-term retention.
The Legal Hold data can be restored to a new or existing Review
Set.
Compliance users can search data and retain a subset of the data
in a Legal Hold for long-term retention.
The Legal Hold data can be restored to a new or existing Review
Set.
Tagging
Compliance users can create new tags, search
data based on tags associated with the search items, and also assign new
tags to the search result items interactively.
Compliance users can create new tags, search
data based on tags associated with the search items, and also assign new
tags to the search result items interactively.
ERM Connectors
Compliance users can submit content indexed documents to an ERM
server interactively using an existing or new ERM Connectors.
When creating a new ERM Connector, you can associate a new or existing
record enter to the ERM Connector.
Compliance users can submit content indexed documents to an ERm
server interactively using an existing or new ERM Connectors.
When creating a new ERM Connector, you can associate a new or existing
ERM server to the ERM Connector.
Delegated Search
End-users can search for Exchange emails on delegated mailboxes
assigned through Outlook.
In a parent/child folder setting the end-user can search Exchange
emails in the child folder if the delegated rights are set at the parent
level. End-user will not be able to search emails in the parent folder
if the delegated rights are set at the child folder level.
End-users can search for Exchange emails on delegated mailboxes
assigned through Outlook.
In a parent/child folder setting the end-user can search Exchange
emails in the child folder if the delegated rights are set at the parent
level. End-user will not be able to search emails in the parent folder
if the delegated rights are set at the child folder level.
Intra-operators
Provides the capability to use intra-operators
(AND, OR, NOT) within the advanced search options.
Provides the capability to use intra-operators
(AND, OR, NOT) within the advanced search options.
Export Sets
Users can export selected search result items
to an .cab, .nsf,
or .pst file. These export files as well
as their manifest details can later be downloaded to the local drive.
Users can export selected search result items
to an .cab, .nsf,
or .pst file. These export files as well
as their manifest details can later be downloaded to the local drive.
Miscellaneous
The following unique capabilities are supported:
My Sets
Multiple entries are allowed in the e-mail search criteria for
From, To, CC, and BCC message properties
Reading pane to preview the search result items.
Ability to set default values for the following preferences:
Query Language
Search Engine
Default search tab to show
The following unique capabilities are supported:
Search Console can be launched from an Outlook toolbar button for
End-User Searches and Compliance Searches.
This section provides information on the available search criteria that can be
used to further refine your search operation. Note that not all fields may be available
depending on the type of search you are performing, your access rights and/or other
configuration specifics particular to your environment.
The following options and option groups are available from the Advanced Search
window of the web-based Search Console:
Submit - Select this button to apply the selected search options.
Cancel - Select this button to close the advanced search options without
applying the search options.
Client
This option group specifies search criteria for file types on clients.
Confirm Selection - Select this option to confirm the selected
clients and file types.
You can also choose to search for only files or emails or both from the
drop-down menu.
Common
This
option group allows you to search based on backup job date. For compliance
users, this option also allows you to search based on tags, jobs, Content
Indexing state, and CI jobs.
Backup Job Date - Select this option to search based on backup
job date.
Tags - Select this option to search based on tags. Use the
space provided to enter the tag.
Jobs - Select this option to search based on the backup job
ID. Use the space provided to enter the job ID.
CI State - Select this option to search for failed files
or successfully content indexed files. Select the CI status from the
drop-down box.
CI Job - Select this option to search based on the CI job
ID. Use the space provided to enter the job ID.
You can use the intra-operators (AND, OR, NOT)
to choose all or any of the above selections. You can have intra-operators
for each search criterion or for different values of a specific criterion.
While searching for file server/desktop items using CI Job ID, the search
will display results based on the following conditions:
If there are multiple content indexing jobs for a sub client and
if the sub client content was not modified for all
these jobs, then the search will display results only for
the latest content indexing job.
If you modify the sub client content and again perform a content
indexing job, the search will display results for the latest content
indexing job as well as for the last job that was performed before modifying
the sub client content.
This option group allows you to select additional compliance search criteria
for Files and E-mails.
You can narrow the search to files and/or messages owned by the
specified user(s) and/or user group(s).
Domain Users - Use this space to narrow the search by
specifying one or more users who are owners of the data objects
to be searched (for example: Domain\User). If more than one User
is entered, use the semi-colon ';' to separate the additional entries.
Optionally, you can further refine searches for this field by selecting
a Condition from the corresponding list (AND, OR, NOT).
User Group(s) - Use this space to select one or more
User Groups in which to search (for example: Administrators). If
you are searching for members of a User Group, select the Expand
checkbox.If
more than one User Group is entered, use the semi-colon ';' to separate
the additional entries. Optionally, you can further refine searches
for this field by selecting a Condition from the corresponding
list (AND, OR, NOT).
Expand User Group - Use this space to expand the
selected user groups and search the files/emails of individual
members belonging to the group. See
Searching Emails/Files of Individual Users in a User Group for
step-by-step instructions.
Files Accessible By - Use this space to search for files
that are accessible/viewable by the specified users. The user name
should be specified along with the domain name. For eg.,
domain1/user1. See
Searching
on Files Accessible by Specific Users for step-by-step
instructions.
Delegate
This option allows end users to include the delegated mailboxes
assigned through Outlook on
which they want to perform a search. During search operation, each of
the delegated mailboxes are searched and will display the result if the
required data is found in any of the delegated mailboxes assigned
through Outlook.
End users can search for emails on delegated mailboxes using the
following steps:
This option group specifies search criteria for e-mail data types.
Email address - Use this space to narrow the search to the
specified e-mail addresses using an Alias Name, Display Name, or that
are in Simple Mail Transfer Protocol (SMTP) format (for example: user1@company.com;user2@company.com).
If more than one e-mail address is entered, use the semi-colon ';' to
separate the additional entries.
Subject - Use this space to narrow the search to e-mails
with a subject line containing the specified text string or wildcard
pattern. This field allows you to search partial words without the need
for wildcard characters at the beginning and/or end of the search string.
From - Use this space to narrow the search to e-mails that
were sent from the specified user(s).
To - Use this space to narrow the search to e-mails that
were sent to the specified user(s). If more than one user is entered,
use the semi-colon ';' to separate the additional entries. When searching
Public Folder data using this field, keep in mind that only e-mails
posted to mail-enabled Public Folders will be searchable. If you wish
to search posts made to a Public Folder, use the Subject or
From fields instead.
CC - Use this space to narrow the search to e-mails that
were sent to the specified Carbon Copy (CC) recipients. If more than
one user is entered, use the semi-colon ';' to separate the additional
entries.
Attachment Name - Use this space to narrow the search to
e-mails containing the specified attachment name. If more than one attachment
name is entered, use the semi-colon ';' to separate the additional entries.
Received Time- Use this space to narrow down the search to
emails that were received during the specified time range.
You can use the intra-operators (AND, OR, or AND NOT) to choose all or
any of the above selections. You can have intra-operators for each search
criterion or for different values of a specific criterion.
In addition, you can also use group operators (AND or OR) to further
refine the search for emails using a combination of search criteria.
Although the Search in mail criteria can all be used during the same
search operation, keep in mind that if your search criteria is too restrictive
then the search may not return any results.
NOTES
When performing searches on TO, FROM, CC, or
BCC fields, you can either specify the entire mailbox display
name/alias name or you can use wildcards to search for partial mailbox
display names/alias names.
When performing searches on Email Address, TO, FROM, CC, or
BCC fields, you have to specify SMTP address within quotes.
You can also search for Exchange emails based on the X header information.
This option group specifies search criteria for file or document data
types.
Folder - Use this space to narrow the search to the specified
folder or directory.
Modified Time - Select or specify a date range for narrowing
file searches.
File Namepart- Use this space to narrow the search
to the specified file name or wildcard pattern (for example:
*.doc, *.pdf,
etc.).
Size - Use this space to narrow the search by file size or
size range.
You can use the intra-operators (AND, OR, NOT)
to choose all or any of the above selections. You can have intra-operators
for each search criterion or for different values of a specific criterion.
Although the Search in Files criteria can all be used during the same
search operation, keep in mind that if your search criteria is too restrictive
then the search may not return any results.
Keyword
This option allows the user to enter the text string or wildcard pattern
that you wish to search for. The keyword text specified here overrides the
keyword text specified in the search result page.
Query Builder
This option group allows you to create your own customized query. Select
Enable Raw Query Search to enable the search based on the query.
This option group provides additional options to further refine your
search.
CI Server - Use this option to choose the content indexing
engine to be used for the search. Select the available content indexing
engines from the drop-down box.
Sort by - Use this option to sort the search data by relevance.
Synonym - Use this option to enable/disable searching the
synonyms of the given search keyword. Synonym search is applicable only
for English words.
Remove Duplicates - Enable this option to remove duplicate
items in the search result.
Lemmatization - Use this option to enable/disable lemmatization
for the given search keyword.
Lemmatization is the process of determining the various usages of
a specific word. For example, the word 'talk' can be used as 'talk',
'talked', 'talks', 'talking'.
Language - Select the language in which the search will be
performed.
Sort Order - Use this option to select the sort order for
the search.
You can use the AND intra-operator to choose all of the above selections.
The sorted results are not case sensitive and
therefore items starting with same alphabets but in different cases
will be displayed separately and not in a sequence.
When you upgrade the CommServe to the current version, it is recommended that
you upgrade all the clients and content index the data using the current version
and then perform the search operation on the content indexed data. If for some reason
you do not wish to upgrade your clients or re-content index the data, you can continue
to Search the data that was already content indexed. See
Upgrade Considerations for more information.
Note that, you can perform only a compliance search on SharePoint data that was
content indexed using a previous version.
You can view the list of file server/desktop items that were successfully content
indexed or failed to content index based on the following conditions:
If there are multiple content indexing jobs for a sub client and
if the sub client content was not modified for all these jobs, then you can
view the list of successfully content indexed items or failed items only for
the latest job.
If you modify the sub client content and once again perform an content
indexing job, you can view the list of successfully content indexed items or
failed items for the latest job as well as for the last job that was performed
before modifying the sub client content.
The following table lists the wildcards and operators that can be used along
with the search options:
Wildcards and Operators
Description
Usage
*
Denotes any number or text.
A* - This will search for
any text starting with A.
?
Denotes a single number or character.
A?B - Search for text starting
with A, ending with B and containing any character in between. For example,
AB, ACB, A2B.
""
Denotes a specific range of characters.
"Hello" - Search for the
text containing "Hello".
AND
Denotes the condition to include both the search
terms.
A AND B - Search for data
containing both A and B. This is also accomplished by just typing A B.
OR
Denotes the condition to include either of the
search terms.
A OR B - Search for data
containing either A or B.
()
Used along with a combination of AND and OR.
(A OR B) AND (C OR D) -
Search for data that contains either (A,C) or (A,D) or (B,C) or (B,D).
(A B) OR C - Search for data containing
A and B or C.
;
Used as a separator.
A;B - Search for both A
and B. This is generally used when multiple terms need to be searched.
A OR B;C - Search for A and C or B and C.
A OR B;C D - Search for A, C, and D or
B,C, and D.
The limitations on wildcard usage are as follows:
Words cannot contain any other special characters (only letters and numerals
are allowed).
Empty space before and after wildcard characters are not allowed.
Wildcards cannot match empty space or special characters. Although such
syntax may be accepted by a search query, it will not return the expected results.
When wildcards are used at the beginning and ending of a character string,
the string must have at least 3 characters between the wildcards. Wildcard characters
separated by only 1 or 2 characters are not allowed.
Search using wildcard characters without any text is not supported by the
software.
If you would like to search for text strings that contain
the literal character for asterisk ( * ) or question mark ( ? ), then you
will need to put each of these special characters in double-quotes, as in
"*" and "?". For example, if you are searching for a question that someone
asked, such as 'Where is my data?' then you would need to enter the search
string as: Where is my data"?"
Once you perform a search operation, discovered items are displayed in the search
result window. You can perform several actions on these search result items. You
can also sort the items in ascending, descending order or select to view only the
required columns. In addition, you can also initiate another search using the search
text box and advanced search options button in the search result window.
If your search results span across pages, you can navigate to the next, previous,
or to the required page number.
You can perform the following actions on the search items in the search result
page of the search console:
Reading pane
You can select this option to show or hide the reading pane.
Save Query
This option allows you to save the search query for the displayed search
result items. On selecting this option, you will be prompted to enter the
query name and the query set to which the query will be saved.
Search Within Results
This option allows you to search for any specific keyword within the
search results.
Files/Emails
This option lists all the files and emails in the search items.
Emails
This option lists all the emails in the search items.
Files
This option lists all the files in the search items.
Search Criteria
This option displays the summary of the search options selected for
the search.
Restore
This option moves the selected search item to My Review Set and restores
the item to the job results directory in web search server.
Download Item
This option saves the selected search item to your local drive. You
can download only the restored search items.
Find Similar
This option finds items that are similar to the selected search item.
It uses the following sub-menus:
Refine - to find items exactly similar to the search item
Find - to find items similar to the search item
Exclude - to find items other than the ones similar to the search
item
Export To
This option allows you to download the selected search item as a .cab,
.pst, or .nsf file depending on the file type. For end user search,
you can also export the selected items to My Inbox.
Submit to ERM
This option allows you to submit the selected item to a Record Center
using the ERM Connector.
Add Items To
This option adds the selected search item to a Review Set or a Legal
Hold.
Add All Items To
This option adds all the search items to a Review Set or a Legal Hold.
You can perform the following actions on the search items in the Review Set page
of the search console:
Reading pane
You can select this option to show or hide the reading pane.
Files/Emails
This option lists all the files and emails in the Review Set.
Emails
This option lists all the emails in the Review Set.
Files
This option lists all the files in the Review Set.
Group By
This option groups and lists all the files in the Review Set based on
sender or folder path.
Filter
This option filters and lists all the files in the Review Set based
on sender or folder path.
Summary
This option displays the summary of the items in the Review Set.
Restore
This option restores the selected search item to the job results directory
in web search server.
Download Item
This option saves the selected search item to your local drive. Note
that, only restored items can be downloaded.
Export To
This option allows you to download the selected search item as a .cab,
.pst, or .nsf file depending on the file type. For end user search, you
can also export the selected items to My Inbox.
Submit to ERM
This option allows you to submit the selected item to the SharePoint
site using the ERM connector.
Add Items To
This option adds the selected search item to a Review Set or a Legal
Hold. You can also choose to create a new Review Set or Legal Hold.
Delete
This option deletes the selected search item in the Review Set.
Manage Tag
This option allows you to apply or remove tags to the selected search
item in the Review Set.
Comment
This option allows you to add/edit comments for the selected search
item in the Review Set.
In order to include comments, the user should
have the Annotation Management capability. For detailed information
on setting user capabilities, see
Capabilities and Permitted
Actions.
Refresh
This option refreshes the Review Set and displays the current status
(such as restored, legally held, submitted to ERM ) of each of the items
in the Review Set.
In addition to the above actions, you can also perform the following actions
on the Review Set under My Sets node in the left navigation pane.
New
Enables you to create a new Review Set.
Delete
This action deletes the selected Review Set.
Share
This action allows you to share the Review Set with other users/user
groups. You can assign any of the following permissions on the Review Set
for each user:
Add/Append
Delete
Restore/Download
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
Save to XML
This actions allows you to save the entire Review Set as an XML file
to your local drive.
Delete
This action deletes the entire Review Set.
Online Content Indexed data cannot be added to a Review Set.
It is recommended to click the Review Set link on the tool bar to
refresh the page or the previous action is resubmitted if the function
key is used.
You can perform the following actions on the Legal Holds under My Sets
node in the left navigation pane.
New
This action allows you to create a new Legal Hold.
Refresh
This action refreshes the status of all the Legal Holds under My
Sets node.
Group By
This action groups and lists all the files in the Legal Holds under
My Sets node based on sender or folder path.
Filter
This action filters and lists all the files in the Legal Holds under
My Sets node based on sender or folder path.
Search
This action allows you to search for a keyword, file, or email in the
selected Legal Hold under My Sets.
Share
This action allows you to share the Legal Hold with other users/user
groups. You can assign any of the following permissions on the Legal Hold
for each user:
Add/Append
Restore/Download
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
Summary
This option displays the summary of the items in the Legal Hold under
My Sets node.
Delete
This action allows you to delete a Legal Hold. For step-by-step instructions,
see Delete a Legal Hold.
Warning: When you delete a Legal Hold, all the data associated with
the Legal Hold will become non-restorable.
Edit
This action allows you to modify the description and extended retention
time for the specific Legal Hold. For step-by-step instructions, see
Modify a Legal hold.
Restore
This action allows you to restore all the items in the Legal hold to
a new or existing Review Set. On selecting this option, you will be prompted
to enter the Review Set name or select from the list of existing Review
Sets. For step-by-step instructions, see
Restore Legal Hold Data from Search Console.
Export To
This action exports the legally held items as a CAB file to the specified
export set. The items are also moved to the specified Review Set for retrieving.
View
This action allows you to view all the items or only the items that
failed to be legally held.
Move Failed Contents
This action allows you to move the failed items in a legal hold to a
new Review Set. On selecting this option, you will be prompted to enter
the Review Set name. Once the failed items are moved to a Review Set, they
can be re-submitted once again to a Legal Hold. For step by-step instructions,
see Re-submit Failed
Contents to a Legal Hold.
View Contents
This action allows you to view the list of legally held items in a Legal
Hold. This action is available from the failed contents page of the Legal
Hold.
You can perform the following actions on the Query Sets under My Sets
node in the left navigation pane.
New
This action creates a new query set.
Remove
This action removes the selected query. When selected from the query
set level, it removed the entire query set.
Share
This action allows you to share the query with other users/user groups.
You can assign any of the following permissions on the Query Set for each
user:
Add/Append
Delete
Execute
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
Search
This action executes the selected query in the query set.
Delete
This action deletes the entire Query Set when applied from the Query
Set level. If applied on a selected query, it deletes only the query.
You can perform the following actions on the exported items in the Export
Set page:
Download
This action saves the export file (cab,
.nsf, or .pst
) to the local drive.
When downloading the export file, the manifest details (meta data information
related to the exported items within the export file) are also saved to
the local drive as an XML file.
Internet Explorer has a maximum download file
size limit of 2GB with version 6 and 4GB with version 7. For higher
versions, there is no download limit. However, in order to download
larger CAB, PST, or NSF files, it is recommended to use a newer
version of Internet Explorer as an alternative web browser,
or have an administrator restore the file directly from the cache
directory.
Download Manifest
This action saves the manifest details of the exported items as an XML
file to the local drive.
View Manifest
This action displays the manifest details of the exported items.
Refresh
This action refreshes the status of the selected export file.
Delete
This action deletes the export file.
Apart from the above actions, you can also perform following actions on the
Export Sets under My Sets node in the left navigation pane.
New
This action creates a new Export Set.
Refresh
This action refreshes the status of all the Export Sets.
Share
This action allows you to share the Export Set with other users/user
groups. You can assign any of the following permissions on the Export Set
for each user:
Add/Append
Delete
Restore/Download
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
You can use the Filters tab under My Sets node in the left navigation
pane to filter the search items within a Review Set. You can set the following criteria
when creating a new filter:
Tags
Search for items with the specified tag names.
Tagged
Search for items with/without tags.
File Name
Search for items with the specified file names.
ReviewSets
Specifies the Review Sets on which the filter can be applied. This option
is available only when you create a new filter.
Modified Time
Search for items that were modified between the specified time range.
Item Added
Search for items that were added between the specified time range.
Annotated
Search for items that have comments.
Legally Held
Search for items that were legally held.
Content Type
Search for items of the specified file types.
Once you have created a filter, you can perform following actions on the filter:
New
This action allows you to create a new filter.
Delete
This action allows you to delete the selected filter.
Execute
This action executes the filter on the Review Set.
Refresh
This action refreshes the status of all the filters.
You can perform the following actions on the Tag Sets under the My
Sets node in the left navigation pane.
New
This action creates a new Tag Set.
Refresh
This action refreshes the status of all the Tag Sets.
Share
This action allows you to share the Tag Set with other users/user groups.
You can assign any of the following permissions on the Tag Set for each
user:
Add/Append
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
Add Tag
This action allows you to create a new Tag within a Tag Set.
You can perform the following actions on the ERM Connectors under the My Sets
node in the left navigation pane.
New
This action creates a ERM Connector.
Refresh
This action refreshes the status of all the ERM Connectors.
Share
This action allows you to share the ERM Connector with other users/user
groups. You can assign any of the following permissions on the ERM Connector
for each user:
Add/Append
Delete
View
When sharing with individual users, note that you can share only to users who have previously logged in to the
Search Console or CommCell Console at least once. However, this condition is not
required when you share with a user group.
Delete
This action allows you to delete the ERM Connector.
Prior to retrieving a search result item or a Review Set item, you might want
to preview the contents of the file. The Reading pane allows you to preview
the selected search item on the same window. Alternatively, you can also double-click
and preview the selected search result item in a new window.
In addition to Search and Restore operations, users can also browse backup data
data on different client computers from the Search Console. Desktop Browse, allows
the users to browse for their data without the need to access the CommCell Console.
For detailed information, see Desktop Browse for data backed up by the following
agents:
Consider the following prior to performing Data Discovery and Search operations:
Clicking on a searchable column header in the search results display pane
of the Search Console will execute a new search to display the data in the newly
requested sort order. This also implies that if the search results were sampled,
a new sampling will be applied using the latest sort order and the results may
differ from the previously sampled search results.
If you change the path of the URLs in the Client Properties (Search Server
Urls) tab, which are used for accessing the end-user or compliance user Search
Console and/or the User Administration page, then you must manually update the
corresponding virtual directory path in the IIS Server. Likewise, if you change
the path of the URLs in the IIS Server which are used for accessing the end-user
or compliance user Search Console and/or the User Administration page, then
you must manually update the corresponding paths in the Client Properties (Search
Server URLs) tab.
When you search for emails sent to a specific user using the Search Console,
note that the search operation does not return the emails that was sent to the
distribution group to which the user belongs. In such cases, you need to search
for emails sent to the user as well as emails sent to the distribution group
to which the user belongs. 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.
When you access the Advanced Search options in the Search Console from a
Firefox browser, you will notice that the cursor indication is not displayed
for any of the textbox selections.
A Review Set can contain a maximum of 50000 search items.
When downloading search items as CAB files, sometimes the file names containing
unicode characters may not get displayed correctly. However, the content of
the file will be correct.
In the case of Domino users, if the user name is modified after a content
indexing operation, when you perform the search, the search result will display
the emails of both the user names.
When you search for Documentum data, the document search results will display
the logical name of the files rather than the physical name.
The following example scenarios illustrate how End-User Search and Compliance
Search capabilities can be used by companies and their employees to meet their mission-critical
objectives.
A development manager was in the planning phase for a new feature called
Project Codename and needed to locate all e-mails and files relating to the
project that are within her rights to access. She used the Search for the word
Codename. The End-User Search returned the results
she was looking for (pertinent e-mails, project plan items, design documents,
etc.) that she saved for later reference during planning meetings.
The SubPrime Corporation was involved in an ethics probe and a district
court placed the company under a legal duty to preserve and produce all relevant
documentation pertaining to the investigation. During testimony before the court,
a witness stated that he received an e-mail from the one of their subsidiary
lenders requesting a kickback (which is a type of bribe) for providing service
on high-risk loans. SubPrime's legal department met with the recovery administrator
to determine what steps they needed to take to comply with the court order.
The decision was made to retain all backup tapes from the past year, when the
bribe allegedly occurred, by taking these tapes out of the normal rotation cycle
which would otherwise cause them to be overwritten. The storage policies which
maintain the relevant media were re-configured for infinite retention, so that
the tapes would be preserved for the court.
Next, the legal department appointed a compliance officer to search through
e-mails from the past year to locate the particular e-mail where the kickback
was requested. Also, all files that were owned or accessible by the employee
accused of taking the bribe needed to be discovered and provided to the courts
for their review. Of particular interest were any spreadsheets listing amounts
paid to the subsidiary OffShore Lending Corporation. To prepare for the search,
the recovery administrator ran an offline content indexing operation on all
the backup tapes from the past year to generate the necessary content indexes
so that the data could be searched. An online content indexing operation of
the employee's desktop workstation was also performed so that any data not yet
backed up could be searched as well.
Once the online and offline content indexes were generated and made available
for searching, the compliance officer conducted the following searches to produce
the documentation requested by the court.
Using the Search Console, the compliance officer entered the keyword
kickback in the search box, then narrowed
the search by specifying the following search criteria: FROM=Accounting@OffShoreLending.com,
TO=joeemployee@SubPrime.com, and
RECEIVE DATE=Between (From Time:
Jan 1, 2006 and To Time:
Dec 31, 2006). The initial search returned
no results. A second search was performed using a different keyword
kick back (which is a misspelled variation
of the original keyword), and this time the search results produced the
e-mail containing the alleged bribe request that the court was interested
in. The e-mail in the Search Results was saved to a Review Set, prepared
for viewing, then printed out for the court.
Using the Search Console, the compliance officer entered the keyword
OffShore in the search box to find all e-mails
and files containing the name of the subsidiary. Additional search criteria
was entered to narrow the search for data objects within the specified time
range, which were owned or accessible by the accused employee. The search
returned hundreds of data objects (including e-mails, memos, and spreadsheets)
containing that keyword. The results were saved into a Review Set for later
review by the court. Additionally, the same exact search of the protected/archived
data was performed from the Search Console which yielded the identical set
of protected/archived data objects allowing SubPrime to prove to the court
that the results were repeatable and that all the documentation in question
had been provided.
Thanks to the Compliance Search feature, the SubPrime Corporation averted
a legal disaster by quickly providing evidence to the court that vindicated
their case. The search results indicated that an e-mail had been sent from the
OffShore subsidiary to an employee in SubPrime requesting a kickback, but that
it was never acted upon as validated through the financial data in the spreadsheets.
As a result, SubPrime and Joe Employee were acquitted of any wrongdoing and
the company's reputation was saved.
Example Search Operation Scenarios
The table below discusses few sample use case scenarios for search and shows
how these search operations are performed in the Search Console.
Use Case
Search Console
Find all emails received by user1 in the past
x days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
To <user1>
Date <After>
Specify Date
Find all emails received by user1 between x
and y days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
To <user1>
Date <Between>
Specify From date
Specify To date
Find all emails received by user1 before y
days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
To <user1>
Date <Before>
Specify Date
Find all emails received by user1 in the past
x days containing a specific word
Specify the word in the Search text box.
Enable the Search in Emails section in the Advanced Search
page, and use the following options:
To <user1>
Date <After>
Specify Date
Find all documents belonging to User1
Go to the More options for Files/Emails
section in the Advanced Search page, and use the following options:
Enable Search for Files owned by
Enable Search for Emails owned by
Users <domain\user>
Find all communications between user1 and user2
in the past x days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1 or user2>
To <user1 or user2>
Date <After>
Specify Date
Find all communications between user1 and user2
before y days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1 or user2>
To <user1 or user2>
Date <Before>
Specify Date
Find all communications between user1 and user2
between x and y days days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1 or user2>
To <user1 or user2>
Date <Between>
Specify From date
Specify To date
Find all emails received from user1 in the
past x days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1>
Date <After>
Specify Date
Find all emails received from user1 between
x and y days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1>
Date <Between>
Specify From date
Specify To date
Find all emails received from user1 before
y days.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1>
Date <Before>
Specify Date
Find all emails received between user1@outsidedomain.com
and user2@insidedomain.com
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1@outsidedomain.com or user2@insidedomain.com>
To <user1@outsidedomain.com or user2@insidedomain.com>
You can further filter the search based on the Date.
Find all communications between outsidedomain.com
and insidedomain.com.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <outsidedomain.com or insidedomain.com>
To <outsidedomain.com or insidedomain.com>
You can further filter the search based on the Date.
Find all communications from user1 to user2.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
From <user1>
To <user2>
You can further filter the search based on the Date.
Find all communications sent to a distribution
list.
Enable the Search in Emails section
in the Advanced Search page, and use the following options:
To <distribution list>
You can further filter the search based on the Date.
You can filter emails and view them by sender's name. Follow the steps given
below to filter emails from a specific sender.
From the Web Browser, click My Sets on the left pane.
Double-click Review Set, and then click the desired <Review
Set Name>/<Legal Hold Set Name>.
On the Filter menu, click Sender.
On the right pane, select the name of the sender.
Click Apply.
You can click the Clear button on the right pane to clear all the selected
senders. To clear a specific selected sender, click the cross-mark symbol corresponding
to the selected sender on the right pane.
Files can be filtered by folder path. Follow the steps given below to filter
the files existing in a specific folder.
From the Web Browser, click My Sets on the left pane.
Double-click Review Set, and then click the desired <Review
Set Name>/<Legal Hold Set Name>
On the Filter menu, click Folder Path.
On the right pane, select the folder path.
Click Apply.
You can click the Clear button on the right pane to clear all the selected
folder paths. To clear a specific selected folder path, click the cross-mark symbol
corresponding to the selected folder path on the right pane.
Filtered items from as specific sender can be added to a Legal Hold Set.Use the
following steps to add emails from a specific sender to a Legal Hold Set.
From the Web Browser, click My Sets on the left pane.
Double-click Review Set, and then click the desired <Review
Set Name>/<Legal Hold Set Name>.
On the Group By menu, click Sender.
On the right pane, select the name of the sender.
Click Apply.
On the Actions menu, point to Add Items To, point
to Legal Holds, and then click the desired<Legal Hold
Name>.
All the Items of the selected sender will be added to the specified Legal
Hold Set.
Search operation can be refined based on the type of a file, modified time, size,
and the tag of the item.
Use the following steps to refine the search results based on a file type.
From the Web Browser, type the keyword in the search box, and then
click the search button.
On the left pane, expand File Type under Refinements, and
select the type of the file you want to search
The selected refinements will be listed under Applied Refinements
on the left pane. To clear the refinements, click the cross-mark symbol
corresponding to the applied refinement under Applied Refinements.
From a Web Browser, you can perform a search operation on the data associated
with a specific Legal Hold Set. The entire Legal Hold should be content indexed
from the CommCell Console in order to view the search results. Use the following
procedure to search for data within a Legal Hold Set.
From the Web Browser, Click My Sets
On the left pane, double-click Legal Hold.
Right-click the desired <Legal Hold name>,and then
click Search.
On the Advanced Search dialog box, type the keyword, and
then click Submit.
In order to download multiple files, you can export the selected File(s)/Email(s)
to a PST, CAB, or NSF file formats and then download them to your computer. Use
the following steps to export the items in a Review Set to Compressed File Format
(CAB).
From the Web Browser, click My Sets on the left pane.
Double-click Review Set, and then click the desired <Review
Set Name>.
Select the desired File(s)/Email(s).
On the Actions menu, point to Export To, and then
click CAB.
On the Select Set dialog box, type the download name in the
Download name box, and then select Export Set from the Select
Export Set drop-down list.
To create a new Export Set, click Create on the Select
Set dialog box
On the New Export Set dialog box, type the name of the
Export Set in the Export Set Name text box, type the description
in the Description box, and then click OK.
The new Export Set will be added to the Export Set.
Click OK.
The selected File(s)/Email(s) are moved to the
selected Export Set with the given name.
End users can search for emails on delegated mailboxes assigned through
Outlook using the following
steps. Prior to search, make sure that the CommServe is enabled for delegated
search. See Enabling Delegated
Search for step-by-step instructions.
From the End User Search Web Browser, click Advanced Search.
Click Emails tab and select the criteria for the search.
Click Delegate tab and select the mailbox to be searched.
The
web-based Search Console is the Web Search Client interface that works in
conjunction with the Web Search Server to perform data search across computers
and supported applications remotely using the Web browser. The Search Console
is a convenient way to perform offline and online searches without needing
access to a CommCell. A depiction of the Search Console is provided on the
right and description of various portions of the interface are given below:
- Click this button to initiate the search.
