POLICY PATROL ARCHIVER FOR USERS. Manual

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1 POLICY PATROL ARCHIVER FOR USERS Manual

2 MANUAL Policy Patrol Archiver For Users.0 This manual, and the software described in this manual, are copyrighted. No part of this manual or the described software may be copied, reproduced, translated or reduced to any electronic medium or machine-readable form without the prior written consent of Red Earth Software except that you may make one copy of the program solely for back-up purposes. Policy Patrol is a registered trademark of Red Earth Software. All product names referenced in this documentation belong to the respective companies. Copyright by Red Earth Software. All rights reserved.

3 Contents at a Glance 1 Introduction Policy Patrol web interface Searching s and files Stubbed messages iii

4 Table of Contents 1 Introduction Why should you archive your data? Conventions Policy Patrol web interface Policy Patrol web interface Viewing the web interface in Outlook Searching s and files Simple Search Search Operators Search fields All item types s Text documents Spreadsheets Presentations PDFs HTML files Compressed files Noise words Exporting items Restoring items Stubbed messages What is message stubbing? How to restore stubbed messages Restubbing of restored messages iv

5 Chapter 1 Introduction P olicy Patrol Archiver archives electronic records, including messages and attachments as well as files on client nodes, into one central database. Archived items are available through the Policy Patrol Archiver web interface. 1.1 Why should you archive your data? Your company is archiving your s and/or files with Policy Patrol Archiver in order to preserve electronic records and easily retrieve them from one central location when necessary. Archiving s also makes your company s mail server more efficient. By moving s to the archive, Policy Patrol Archiver reduces the storage space needed on the mail server and therefore helps relieve mailbox restrictions. Through the Policy Patrol Web interface you can still easily find your s, even if they have been archived. 1.2 Conventions Conventions used in this manual: Bold text is used to signify a selection or button, for instance the Deliver button, or the option Move to Folder. Courier font is used to signify text that must be entered in the program, for instance enter price list and click Search to search for the term. Paragraph and chapter names are listed in between parentheses, for instance for instructions on how to install Policy Patrol, consult chapter 2 Installation. Keys are displayed in capitals and in between brackets, such as [CAPS], [TAB] or [DELETE]. Throughout the manual there are Tips, Info and Notes that contain useful information: Note type: Tip Info Contains: Useful information to get the best out of Policy Patrol More in-depth, background information 5

6 1 INTRODUCTION Note Important notes that you should be aware of 6

7 Chapter 2 Policy Patrol web interface T his chapter describes how to access the web interface that is used to search and retrieve s and files from the Policy Patrol archive. 2.1 Policy Patrol web interface Archived s and files can be searched, restored and exported from the Policy Patrol Archiver web interface. Check with your IT Department for the URL for Policy Patrol Archiver. 2.2 Viewing the web interface in Outlook For easy access it is possible to view the Policy Patrol web interface straight from Outlook. To do this, follow the next steps: 1. In Outlook, select your Mailbox or Inbox, right-click and select New Folder. 2. Enter the name of the folder, for instance Archived s. 3. Right-click the newly created folder and select Properties. 7

8 2 WEB INTERFACE 4. Go to the Home Page tab. Enter the Policy Patrol Archiver web interface address, i.e. and check the option Show home page by default for this folder. Click OK. 5. Now select the folder Archived s. You will be able to search your archived s straight from Outlook. 8

9 Chapter 3 Searching s and files P olicy Patrol allows you to do simple and advanced searches in order to find and retrieve the required messages and files. This chapter explains how to perform simple and advanced searches. 3.1 Simple Search To do a simple search, enter the text you want to search on in the Search box and click Search. Optionally you can also select the Archive you want to search in, and the Item type. The search results will be displayed. To open up an or file, double-click on the item. If it is an , it will be opened in Outlook or Outlook Express (depending on which program you select). By default the search is inflectional, in other words it expands the search phrase to search on all conjugations and declensions of each word in the search phrase. For instance, if you enter pricing it will return search results with price, prices, and pricing. If you enter meeting, it will return search results with meet as well as meeting. You can use the wild card * to indicate any number of characters, for instance if you want to search for anything that starts with the word price, you can enter price*. This will find files and s that for instance contain the words price list or prices. If you want to search on an exact phrase, enter the phrase in between. For instance if you search on Policy Patrol (without quotation marks), the search results will return records with Policy, Police Patrol, Patrolling car etc. If you search on Policy Patrol, the search results will only return records that include the exact phrase. 9

10 3 SEARCHING S AND FILES! Note The search is only inflectional for words from the default full-text language. If the search word is in a different language than the database server full-text language, the search will not be inflectional and will return only exact matches. For instance, if your default database language is not English and you search for pricing, the search will only return results for pricing. More information about the default fulltext language can be found at: To start an Advanced search, click on the Advanced search link next to the Search box. Different search fields will be available, depending on the item type selected. To combine multiple search conditions, click on the green + sign. Another search row will appear. Start by selecting the AND, OR or NOT operator and then select the relevant search criteria. If AND is selected, both search conditions must be met. If OR is selected, either search conditions must be met. If NOT is selected, the condition will be excluded from the search results. To remove a row, click on the red cross. When you are done entering the Search criteria, click Search to start the search. 10

11 3 SEARCHING S AND FILES For example, if you want to search on s containing the word Data sheet in the subject with an attachment, you would select as the item type, and then select Subject contains Price. Then click on the plus sign and select AND and select the condition Attachment exists and yes. 3.2 Search Operators The Advanced Search includes a number of different operators. The available operators depend on the selected field. Below is a list of all available operators in Policy Patrol Archiver: Contains: By default the search is inflectional, in other words it expands the search phrase to search on all conjugations and declensions of each word in the search phrase. For instance, if you enter pricing it will return search results with price, prices, and pricing. If you enter meeting, it will return search results with meet as well as meeting. You can use the wild card * to indicate any number of characters, for instance if you want to search for anything that starts with the word price, you can enter price*. This will find files and s that for instance contain the words price list or prices. 11

12 3 SEARCHING S AND FILES If you want to search on an exact phrase, enter the phrase in between. For instance if you search on Policy Patrol (without quotation marks), the search results will return records with Policy, Police Patrol, Patrolling car etc. If you search on Policy Patrol, the search results will only return records that include the exact phrase. Does not contain: This operator is the reverse of the Contains field. For instance if you are searching for all s with the word quote in the subject but not 2008, you can select the condition Attachment name, contains and enter quote in the search field. Click on the + button to add another search condition. Select AND, Attachment name and does not contain and enter 2008 in the search field. Equals: This operator is used for a number of fields, including Date and Size fields. When selecting this operator, the date or size must exactly match the search entry. For example, if you are searching for files of 10 KB, select Size (KB), Equals and enter 10. If you are searching for s sent on January , select Date, Equals and select the date from the calendar. Starts with: This option will search for the term at the beginning of the field. For instance if you select Subject and Starts with and enter our meeting, Policy Patrol will find the with the subject Our meeting tomorrow, but not the with the subject Confirming our meeting on Friday. Does not start with: This is the reverse of the Starts with option. If you want to search for all files apart from those beginning with Pricing 2008, select Name, Does not start with and enter Pricing Ends with: This option will search for the term at the end of the field. For instance if you are looking for a file ending in.doc, you can select Name, Ends With and enter.doc. Policy Patrol will return all the files ending in.doc, but not the files ending in.docx. Does not end with: This is the reverse of the Ends with option. For instance if you are looking for all files apart from those ending in.docx, you can select Name, Does not end with and enter.docx. Policy Patrol will return all the files except those files ending in.docx. Is after: This option will search for dates after the selected date. So if you select Is after January 1 st 2009, the search will return data from January 2 nd 2009 and later. Is before: This option will search for dates before the selected date. So if you select Is before January 1 st 2009, the search will return data from December 31st 2008 and before. Greater than: This option will search for file sizes greater than the selected size. So if you select Greater than and 5 KB, the search will return files larger than 5 KB (not including 5 KB). Less than: This option will search for file sizes less than the selected size. So if you select Less than and 5 KB, the search will return files less than 5 KB (not including 5 KB). 3.1 Search fields Searches can be performed on a number of search fields. Different search fields are available depending on the item type selected. For instance you can search on all item types, only on 12

13 3 SEARCHING S AND FILES s or only on Text documents. Each item type and the available search fields are listed below All item types This search includes all item types in the archive, including s, text documents, presentations, PDF s, spreadsheets, HTML files, and compressed files. The following search fields are available: Content: This field searches the content of the or file. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select the relevant operator and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select the relevant operator and select the date from the calendar. Labels: This condition searches the labels that have been applied in Policy Patrol Archiver. Select the relevant operator and enter the search words. Name: Name of the file, or subject in the case of an . Select the relevant operator and enter the name of the file or subject of the . Owner: Name of the owner of the file (in case of s, name of the mailbox owner). Select the relevant operator and enter the name. Size (KB): Select the relevant operator and enter the size in KB of the or file s This search includes s and their attachments. The following search fields are available: Attachment exists: This field will search whether an includes an attachment. Select yes to find s with attachments, and no for s without attachments. Attachment name: This field searches for an attachment name that is attached to the . Select the relevant operator and enter the attachment name, e.g. price list. Attachment size (KB): This field searches the attachment size. Select the relevant operator and enter the size in KB. Body: This field searches the message body of the . Select the relevant operator and enter the words or phrases that should be present in the body of the . Cc: address: In this field you can search for the recipient address that should exist in the Cc: field of the message(s). You can either enter the complete address or only the domain, e.g. redearthsoftware.com. 13

14 3 SEARCHING S AND FILES Contains delivery receipt request: Select yes if you want to include s that contain a delivery receipt request or no to exclude s that contain a delivery receipt request. Contains read receipt request: Select yes if you want to include s that contain a read receipt request or no to exclude s that contain a read receipt request. Date: This field contains the date that the was created. If you wish to search for s of a specific date, select equals, is after or is before and select the date from the calendar. Date sent: This field contains the date that the was sent. If you wish to search for s sent on a specific date, select equals, is after or is before and select the date from the calendar. Digitally signed: Select yes if you want to include s that are digitally signed or no to exclude s that are digitally signed. Encrypted: Select yes if you want to include s that are encrypted or no to exclude s that are encrypted. Format: This field searches the message format of the , i.e. HTML, Plain Text or Rich Text. Select equals or does not equal and select the format HTML, Plain Text or Rich Text. For instance if you only want to search for HTML mails, select equals and HTML. If you want to search for all s apart from Plain Text s, you can select does not equal and Plain Text. From: address: In this field you can enter the sender address that you wish to find s for. This will search for s with the address in the From: field as well as the X-Sender field. You can either enter the complete address or only the domain, e.g. redearthsoftware.com. Headers: This field searches the headers of the . Select the relevant operator and enter the header name and/or value that you are searching for. Labels: This field searches the labels that have been applied to the item in Policy Patrol Archiver. Select the relevant operator and enter the label that you are searching for. Number of attachments: This field will search for the number of attachments to the . Select equals, is greater than or is less than and enter the number of attachments. Owner: This field contains the name of the mailbox owner of the item, i.e. the user s mailbox in which the item is located. Priority: This field searches for the priority that has been assigned to the . Select equals or does not equal and select high, low, or normal priority. Size (KB): This field searches for the message size (including attachments). Select the relevant operator and enter the size in KB of the . Subject: Enter the words or phrases that should be in the subject of the . Select the relevant operator and enter the search word or phrase. 14

15 3 SEARCHING S AND FILES To: address: In this field you can enter the recipient address that should exist in the To: field or in the X-Receiver field (this includes cc and bcc fields as well) of the message. You can either enter the complete address or only the domain, e.g. redearthsoftware.com Text documents This search includes all text documents including.txt files,.doc and.docx files. The following search fields are available: Author: The creator of the document as specified in Document Properties. Select the relevant operator and enter the name to search on. Category: Searches the category that has been assigned to the document in Document Properties. Select the relevant operator and enter the search words. Comments: Searches the comments that have been entered in the Document Properties. Select the relevant operator and enter the search words. Company: Searches the company field in the document properties. Select the relevant operator and enter the company name. Content: This field will search the content of the Text document. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Keywords: This field searches the keywords that have been listed in Document Properties. Select the relevant operator and enter the search words. Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Manager: This field contains the manager that has been assigned to the document. Select the relevant operator and enter the name to search on. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. 15

16 3 SEARCHING S AND FILES Subject: Searches the subject that has been entered in the Document Properties. Select the relevant operator and enter the search words. Title: Searches the title that has been specified in the Document Properties. Select the relevant operator and enter the search words Spreadsheets This search includes all spreadsheet documents including.xls files and.xlsx files. The following search fields are available: Author: The creator of the document as specified in Document Properties. Select the relevant operator and enter the name to search on. Category: Searches the category that has been assigned to the document in Document Properties. Select the relevant operator and enter the search words. Comments: Searches the comments that have been entered in the Document Properties. Select the relevant operator and enter the search words. Company: Searches the company field in the document properties. Select the relevant operator and enter the company name. 16

17 3 SEARCHING S AND FILES Content: This field will search the content of the Spreadsheet. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Keywords: This field searches the keywords that have been listed in Document Properties. Select the relevant operator and enter the search words. Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Manager: This field contains the manager that has been assigned to the document. Select the relevant operator and enter the name to search on. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. Subject: Searches the subject that has been entered in the Document Properties. Select the relevant operator and enter the search words. Title: Searches the title that has been specified in the Document Properties. Select the relevant operator and enter the search words Presentations This search includes all presentation documents including.ppt files and.pptx files. The following search fields are available: Author: The creator of the document as specified in Document Properties. Select the relevant operator and enter the name to search on. Category: Searches the category that has been assigned to the document in Document Properties. Select the relevant operator and enter the search words. Comments: Searches the comments that have been entered in the Document Properties. Select the relevant operator and enter the search words. Company: Searches the company field in the document properties. Select the relevant operator and enter the company name. 17

18 3 SEARCHING S AND FILES Content: This field will search the content of the Presentation. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Keywords: This field searches the keywords that have been listed in Document Properties. Select the relevant operator and enter the search words. Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Manager: This field contains the manager that has been assigned to the document. Select the relevant operator and enter the name to search on. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. Subject: Searches the subject that has been entered in the Document Properties. Select the relevant operator and enter the search words. Title: Searches the title that has been specified in the Document Properties. Select the relevant operator and enter the search words PDFs This search includes all PDF files. The following search fields are available: Author: The creator of the document as specified in Document Properties. Select the relevant operator and enter the name to search on. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Keywords: This field searches the keywords that have been listed in Document Properties. Select the relevant operator and enter the search words. 18

19 3 SEARCHING S AND FILES Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Manager: This field contains the manager that has been assigned to the document. Select the relevant operator and enter the name to search on. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. Subject: Searches the subject that has been entered in the Document Properties. Select the relevant operator and enter the search words. Title: Searches the title that has been specified in the Document Properties. Select the relevant operator and enter the search words HTML files This search includes all html files including.htm files and.html files. The following search fields are available: Content: This field will search the content of the HTML file. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. 19

20 3 SEARCHING S AND FILES Compressed files This search includes all compressed files including.zip files and.rar files. The following search fields are available: Comment: Searches the comment that has been entered for the compressed file. Select the relevant operator and enter the search words. Content: This field will search the content of the compressed file. Select the relevant operator and enter the search word or phrase. Note that Policy Patrol Archiver can only search the content of files for which an IFilter has been installed on the Policy Patrol Archiver Server. Date: This field contains the date that the item was created. Select equals, is after, or is before and select the date from the calendar. Date modified: This field contains the date that the item was last modified. Select equals, is after, or is before and select the date from the calendar. Labels: This field searches the labels that have been assigned to the item in Policy Patrol Archiver. Select the relevant operator and enter the search words. Name: This field searches on the name of the file. Select the relevant operator and enter the file name. Owner: This field searches on the name of the owner of the file. Select the relevant operator and enter the name. Size (KB): This field searches the size of the document. Select equals, greater than or less than and enter the size in KB of the document. 3.2 Noise words There are some words that Policy Patrol ignores in the search since they are too general. These words are called noise words. If you include a noise word in your search, the search will still be completed but the noise words will be ignored, after showing a warning message. If your search only contains noise words, the search cannot be completed and you will be asked to enter a new search. The following words are considered noise words: A-Z, 1-10, about, after, all, also, an, and, another, any, are, as, at, be, $, because, been, before, being, between, both, but, by, came, can, come, could, did, do, does, each, else, for, from, get, got, has, had, he, have, her, here, him, himself, his, how, if, in, into, is, it, its, just, like, make, many, me, might, more, most, much, must, my, never, no, now, of, on, only, or, 20

21 3 SEARCHING S AND FILES other, our, out, over, re, said, same, see, should, since, so, some, still, such, take, than, that, the, their, them, then, there, these, they, this, those, through, to, too, under, up, use, very, want, was, way, we, well, were, what, when, where, which, while, who, will, with, would, you, your. 3.3 Exporting items If you wish to export messages or files to save them on disc or WORM, you can select the items and click on the Export button. Enter the file name and click Export. 3.4 Restoring items If messages have been archived and removed from the information store, you can select the message and restore it by clicking on the Restore button. The message will be restored to the location where it was archived from. 21

22 Chapter 4 Stubbed messages P olicy Patrol can be configured to replace the message body in Outlook with a stub that provides a link to the original message to conserve mailbox space. This chapter explains what message stubbing is, and how stubbed messages can be restored from the archive. 4.1 What is message stubbing? According to your company s policy, messages may be stubbed after a specific number of days or years. When this happens, the message body and attachments are removed from the . The message body is replaced with a link that allows you to restore the in Outlook. The advantage of message stubbing is that you are still able to see (part of) your archived message in Outlook, while still conserving mailbox space. 4.2 How to restore stubbed messages When a message has been stubbed by Policy Patrol, the subject will be prepended with [Archived]. When you open up the , the message body will be replaced with the following message: This has been archived by Policy Patrol Archiver. Click here to restore the message. When you click on the link, the stubbed message body will be replaced with the original body. 4.3 Restubbing of restored messages When you restore a stubbed message, the message will be stubbed again once the new message stubbing period has been reached. For instance, if all s older than 90 days are configured to be stubbed and you restore a stubbed message, the message will be stubbed again 90 days after you restored it. 22

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