Affected software version: 1.1.26 and up
Role: End User, Compliance Officer 

You can use Advanced Search to find any emails that are archived. If you know two or more bits of information about a specific email you’re looking for, Advanced Search allows you to find it among millions of other emails in a matter of seconds. This functionality contains various fields with lots of different conditions to choose from. Some fields, if similar, will share the same conditions, whereas others will have completely unique conditions. The following picture explains what constitutes a field, a field condition and a keyword.

Advanced Search Location

After logging in, you'll see the Simple Search section of the system (default view after login). Click on the Advanced Search tab.

After you’ve clicked on the Advanced Search tab, you’ll see the Advanced Search page with all its options:

  • Run Search
  • Save Search
  • From
  • To
  • AND/OR buttons
  • + Search Field
  • + Add Search Block
  •  Cancel X icon
  • Search Block Container


Using Advanced Search
 

  •  From/To

Allows you to filter the time period

  •  Block Container

By default, only one block container will be displayed with Message as pre-selected field and Contains All as the default condition. You can add more block containers by clicking on +Add Search Block. Alternatively, you can add more search filters/fields to an existing block container by clicking on +Search Field.

  •  Keyword

The third section in the block container is always the keyword field. Note that some fields are text boxes while some are drop-down menus with predefined values.

  • Save Search

This option is very useful once you have set up your search the way you want it and if you plan to use that same search in the future again. To avoid doing it all over again every time, just click on the Save Search button. A small pop-up will appear asking you to name your saved search. Click Save. Please note that the system does not allow saved searches with the same names.

  • Run Search

Once you have set up your search the way you want it, just click on this button and it will open the Search Results page/tab with emails/messages displayed in a list.

  • X icon next to a keyword

This icon will remove the field, condition and keyword entirely with all its data.

  • X icon next to a block container

This icon will remove the entire block container with all its data.

  •  AND/OR buttons

They will be grayed out by default, but once you add one more field to search within the same block container, they will become available for use.

AND means that search will display only emails that contain all of the specified requirements within a search block. Any emails/messages that lack one or more fields/conditions will not be displayed. For example, if you search: From>John To >Nikola, Body >Text, you’ll only see emails/messages that have John as the sender, Nikola as the recipient, with text in the email body.

OR means that search will display any emails containing at least one of the criteria specified in the block container. Even if the email contains all three fields, on the search results page you’ll see any emails that meet at least one of the search criteria: John as the sender, or Nikola as the recipient, or Text in body of email.

Search Fields

This is the list of all search fields. Under this list you’ll find detailed explanation of every field itself with its first default condition. Some fields can search for only one section of an email/message, while other fields may search for more.

  • From
  • To
  • Cc
  • Bcc
  • Hidden
  • Recipients
  • Recipients/Sender
  • Subject
  • Body
  • Message
  • Attachment
  • Conversation
  • Message Size (KB)
  • Attachment Size (KB)


From

This field will search for the Sender of email/messages and nowhere else. It can be a single word, first name or last name, an entire email address or domain or different combinations. Here you can see what was used as the keyword for From field and what will be displayed and highlighted on the search results page/tab.


To

This field will search only in Recipient(s) of emails/messages in To section and nowhere else. It can be a single word, first name or last name, an entire email address or domain, or different combinations. Here you can see what was used as the keyword for To field, and what will be displayed and highlighted on the search results page/tab.


Cc

This field will search only for Recipient(s) of emails/messages that was/were added in the Cc section and nowhere else. It can be a single word, first name or last name, an entire email address or domain or different combinations. Here you can see what was used as the keyword for Cc field, and what will be displayed and highlighted on the search results page/tab.


Bcc/Hidden

These fields will search only for Recipient(s) of emails/messages that was/were added in the Hidden/ Bcc section (Blind Carbon Copy) and nowhere else. It can be a single word, first name or last name, an entire email address or domain or different combinations. Here you can see what was used as the keyword for Hidden/Bcc fields and what will be displayed and highlighted on the search results page/tab. Depending on your email server setup/type and email types that are being processed, you can use the Hidden or Bcc option to search for hidden recipients.


Recipients

This field will search for all recipients of email/messages that were added in any of the following sections: To, Cc, Bcc or Hidden. Your query can be a single word, first name or last name, an entire email address or domain or different combinations. Here you can see what was used as the keyword for Hidden field, and what will be displayed and highlighted on the search results page/tab.


Recipients/Sender

This field will search for Sender and Recipient(s) of email/messages that were added in any of the following sections: From, To, Cc, Bcc and Hidden. Your query can be a single word, first name or last name, an entire email address or domain or different combinations. Here you can see what was used as the keyword for Recipients/Sender
field, and what will be displayed and highlighted on the search results page/tab.


Subject

This field will search only in the Subject section of emails/messages and nowhere else. Your query can be a single word or more words, first name or last name. It can also contain numbers, special characters or any combinations. Here you can see what was used as the keyword for Subject field, and what will be displayed and highlighted on the search results page/tab.


Body

This field will search only in the Body section of emails/messages and nowhere else. Your query can be a single word or more words, first name or last name. Here you can also use numbers, special characters or any combinations. Here you can see what was used as the keyword for Body field, and what will be displayed and highlighted on the search results page/tab.


Message

This field will search in 4 sections of an email/message: Subject, Body, Attachment (File name and Data/Text inside of attachment file). Your query can be a single word or more words. Here you can also use numbers, special characters or any combinations. Here you can see what was used as the keyword for Message field, and what will be displayed and highlighted on the search results page/tab.


Attachment – Text/Data Inside of Attachments

This field can search in 2 sections of email/message: Attachment (File Name) and Text/data inside the attachment files, depending on the condition. Your query can be a single word or more words, letters, numbers or any combinations. In this example for Text/data inside attachments, you can see what was used as the key word for Attachment in combination with the condition, and what will be displayed and highlighted on the search results page/tab.


Attachment – File Name

In this example of search done by Attachment File Name, you can see what was used as the keyword for Attachment in combination with condition File Name Contains, and what will be displayed and highlighted on the search results page/tab.


Conversation

This field will search for both Sender and Recipient of email/messages, and it will display all data that have e.g. Scott as sender + Allen as recipient, or Allen as sender + Scott as recipient. Your query can be a single word, first name or last name, an entire email address or domain or any other combination.


Message Size

This field is self-explanatory. In this particular example, the system will display only emails that are larger than 72 KB because we used the condition Greater Than. You can set it up in reverse manner, using the other condition – Less Than. In this field, letters or special characters are forbidden. You can use only numbers.


Attachment Size

This field is self-explanatory. In this particular example, the system will display only attachments that are larger than 1300 KB because we used the condition Greater Than. You can set it up in reverse manner using the other condition – Less Than. In this field, letters or special characters are forbidden. You should use only numbers.


Field Conditions

This is the list of all conditions for all the fields. Under this list, you’ll find a detailed explanation of every listed condition. Most of the conditions are repeated for similar fields and they are exactly the same. Some fields, however, have unique conditions.

  • Contains All
  • Contains Any
  • Contains Phrase
  • Not Contains Any
  • Not Contains Phrase
  • Less Than
  • Greater Than
  • In Group
  • In OU
  • Not In OU
  • Not In Group
  • Has Keyword
  • Not Has Keyword
  • File Name Contains
  • File Name Not Contains
  • Is Between


Contains All

If there’s more than one keyword used, search will display only emails/messages that contain all of the specified keywords. If only one keyword is not found, that email/message will not be displayed.


Contains Any

If there’s more than one keyword used, search will display all emails/messages that contain at least one of the specified keywords.


Contains Phrase

If there’s more than one keyword used, search will display only emails/messages that have all the words in exactly the same order as specified in the query, not just anywhere in the email/message.


Does Not Contain Any

If there’s more than one keyword used, search will display only results that don't contain any of the specified keywords. If there’s only one keyword found, that email/message will not be displayed.

Does Not Contain Phrase

If there’s more than one keyword used, search will display only emails/messages that don't contain all the words used, but only if they are in exactly the same order as specified, not just anywhere in the email/message.


Less Than

With this option you have to use numbers only. If you use this option in combination with To, Cc, Hidden etc., search will display only emails that have a smaller number of recipients than specified by your keyword. The condition is just less, not equal or less. So if you’re looking for 3 recipients in To, Cc or Hidden, remember to use 4 as the keyword.


Greater Than

With this option you have to use numbers only. If you use this option in combination with To, Cc or Hidden, search will display only emails that have a higher number of recipients than specified by your keyword. The condition is just greater, not equal or greater. So if you’re looking for 3 recipients in To, Cc or Hidden, remember to use 2 as the keyword.


In Group

Group is a value that’s created in the Admin menu and allows you to assign users to specific groups. The In Group condition only appears when you search for recipients or senders of emails and messages. Searching for email address-related fields such as From, To, Cc etc. will let you use this condition. The displayed results will only include
emails/messages that contain users that belong to the specified group. You can find out which users belong to what groups in: Admin menu → User Management → Users



or in the Group section.


In OU

OU is a value that you can find in admin menu for imported users via LDAP option. This condition only appears for recipients or senders of emails/messages because they are used for users fields. For example, fields: From, To, CC etc. Search will only display email/messages that contains users with in searched OU.
You can find out what users got what OU in: Admin menu → User Management → Users.

Not in Group

Search will only display email/messages that don’t contain users within the searched group. You can find out what users belong to what groups in Admin menu → User management → Users, and in the screenshot above (regarding Groups).


Not in OU

Search will only display email/messages that don’t contain users within the searched OU. You can find out what users belong to which OU in Admin menu → User management → Users/OU, and in the screenshot above.


Has Keyword

Keyword is a value that must be previously created using a word list, and only then will it appear in Advanced Search as a proper field condition. You can find and create keywords in: Main Search Menu → Search → Keyword List. Search will display any email/messages that contain any of the words from the word lists for the specified Keyword.

Does Not Contain Keyword

Search will display email/messages that do not contain any of the words from the word lists for the specified Keyword.


File Name Contains

This option only appears for Attachment search criteria. Search will display only emails that have an attachment, but only with the specified file name.


File Name Does Not Contain

This option only appears for Attachment search criteria. Search will display only emails that have an attachment but not with the specified file name.


Is Between

This option only appears for Conversation search criteria. Search will display only emails that have the sender and recipients repeating in sender or recipients sections of email/messages. It will search into From and To fields.



Need more info? Watch this tutorial video on Advanced search :
 

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