MParchive Version 3. Administrator Guide. May 2012

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1 MParchive Version 3 Administrator Guide May 2012

2 Contents Preface About this guide Audience Conventions What's in this guide Finding product documentation Archiving Managing the Archive Archiving tabs Setup Information and Resources Creating and Managing Mail Sources Set Up Mail Source Connectivity Configure Mail Source Alerts Upgrade or Replace a Mail Server Archiving Historical Messages Set Up Your Mail Server for Archiving Historical Messages Set Up a Historical Mail Source Archive Messages from Multiple Historical Mail Sources Archive Historical Messages that include Different Format Types Searching the Archive Search Rules and Guidelines Archived Messages tab Results panel Message Expiration and Legal Hold Summary Using Simple Search Find s Using Simple Search Using Advanced Search Find s Using Advanced Search Rules for Special Characters in a Header Search

3 Using Archive ID Search Find s Using Archive ID Search Viewing an Archived View a Message Saving Searches for Reuse Save a Search Run a Saved Search Purging messages Purge messages Archive Compliance Officer role details Exporting Messages Zip file guidelines Viewing.eml files Export Messages Managing Legal Hold How Legal Hold works Enable Legal Hold Disable Legal Hold Generating Reports Run a Report Filter a Report View Report Details Download a Report Download the Archive Add-in Troubleshooting Troubleshooting connectivity errors Common Error Messages Issues with Exchange Server Journal Mailbox Issues with Historical Mail Sources A known limitation in Exchange 2003 affects Historical Data Frequently asked questions Glossary

4 Preface This guide provides the information you need to configure, use, and maintain your Manage Protect product. About this guide Finding product documentation About this guide This information describes the guide's target audience, the typographical conventions and icons used in this guide, and how the guide is organised. Preface Audience Conventions What's in this guide Audience Manage Protect documentation is carefully researched and written for the target audience. The information in this guide is intended primarily for: Administrators People who configure and manage specific features of a service, including: Customer Administrators Archiving Compliance Officers About this guide Conventions This guide uses the following typographical conventions and icons. Book title Title of a book, chapter, or topic. Code examples and screen text. Code and Screen text 4

5 Preface Finding product documentation User interface Hypertext blue File paths and urls NOTE: CAUTION: Words in the user interface including options, menus, buttons, and dialog boxes. A live link to a topic or to a website. The path of a folder or a hyperlink. Additional information, suggestions and recommendations. Valuable advice to protect your computer system, software installation, network, business, or data. About this guide What's in this guide This guide is organised to help you find the information you need. It's divided into chapters that group relevant information together by feature and associated tasks, so you can go directly to the topic you need to successfully accomplish your goals. About this guide 5

6 Managing the Archive Archiving is a cloud-based service that automatically archives your to a secure centralised location. Additionally, Archiving allows you to search your archived so you can quickly locate and retrieve your messages when you need them. Figure 1: Archiving architecture 6

7 Managing the Archive Customer Administrators are responsible for setting up users, configuring mail servers, and managing mail sources in the Control Console. Archiving tabs Setup Information and Resources Archiving tabs The Archiving tab includes subtabs for all of the functionality related to archiving and viewing messages. Table 1: Archiving Tabs Tab Overview Archived Messages Reports Setup Description Click to get an overview of the current status of Archiving including Mail Source Activity and the Archiving Summary. Click to search the archive as well as view and export messages. Click to view audit reports on all customer administrator activities. Click to manage mail sources as well enable or disable legal hold. Managing the Archive 7

8 Managing the Archive Setup Information and Resources Setup Information and Resources Customer administrators should consult all of the relevant documentation before performing tasks in Archiving. Table 2: Setup Documents Checklist Document Purpose Archiving Service Activation Guide Account Management Administrator Guide Provides an overview of the setup and activation process. Also includes customer-specific access and connectivity information. Describes the tasks needed to setup users and configure the Control Console as prerequisites to setting up Archiving. Review the following information: Managing Domains Managing Users and Other Administrators Archiving Quick Setup Guide for Microsoft Exchange Server Provides important information on configuring your servers in preparation to setting up mail connectivity in Archiving. Select the appropriate guide for your server: Exchange Server 2000 Exchange Server 2003 Exchange Server 2007 Exchange Server 2010 Managing the Archive 10

9 Creating and Managing Mail Sources Adding and maintaining mail sources allows Archiving to retrieve from your servers and store those messages in the archive. In Archiving, a Mail Source corresponds to a journal mailbox on an server. The journaling feature in Microsoft Exchange records a copy, or journal, of all sent and received messages processed by the Exchange server. Journaling ensures that blind carbon copy (BCC) and distribution list recipients are captured and archived. The Exchange Server sends this copied to a dedicated mailbox called the journal recipient mailbox, which also resides on the Exchange server. The service then retrieves the from this journal recipient mailbox and archives it. Each Exchange database can have its own journal mailbox. You may have more than one journal mailbox on a single server, and you may have multiple servers in your environment. Once activated, Archiving polls each mail source every 15 minutes to check for available messages. New messages are then pulled into redundant, offsite archives. Managing mail sources involves creating and maintaining mail sources for both active and historical sources. Set Up Mail Source Connectivity Configure Mail Source Alerts Upgrade or Replace a Mail Server Set Up Mail Source Connectivity In order to enable communication between Archiving and your mail server, you need to add a mail source and set its connection options. Mail sources are required for both active journal mailboxes as well as historical messages. Before you begin Follow these guidelines: You must login as a Customer Administrator or higher (Partner Admin, Support Admin, or Global Admin). Ensure that you have configured the mailbox on your mail server correctly. Task For option definitions, click Help in the interface. 1 Select Archiving > Setup > Mail Sources. 11

10 Creating and Managing Mail Sources 2 Click New. If this is your first Mail Source, an alert message appears: Be sure that you have provisioned all end user accounts in the Account Management section of the Control Console before activating a new mail source. Click the Cancel button if you have not completed this activity. Do one of the following: Click Cancel to exit the setup and go to Account Management to provision your end users. Click OK to continue. The New Mail Source window appears. 12

11 Creating and Managing Mail Sources 3 Configure the Connection options. These options allow Archiving to communicate with the mail server. a Enter the Nickname you will use to identify this mail source. 13

12 Creating and Managing Mail Sources Set Up Mail Source Connectivity b Select the Message Format. c Enter the Server Name. d Select the Protocol. e Select the Connection Security. f Enter the Port. g Enter the Mailbox Username. h Enter the Password. 4 Select whether the mail source will be used for Historical messages: NOTE: Additional storage for historical messages is required to select this option. a Select Historical. The following alert message appears: The Message Format setting for a historical mail source should set to 'Generic' unless your historical data was generated by Exchange Envelope Journaling. If this is the case, change the format setting to match the version of Exchange that generated the data. b Click OK. The Message Format has been reset to "Generic." c Update the Message Format field, if necessary. For example, if the messages were journaled on an Exchange 2000 server, select "Exchange Envelope Journal." 5 Select whether to activate the new mail source: a Select Active. Notice that the Save button is now inactive. 6 Select whether the mail source will use a quiet period. The quiet period should be at least 30 minutes but not longer than 10 hours. a Select Quiet Period. The following alert message appears: Use of the Quiet Period feature should be minimized so that Archiving has enough time to import all available messages. Systems with heavy volume or resource constraints should not utilize a quiet period to avoid journal queues. b Click OK. c Select the Server Timezone. d Select the Start Time. e Select the End Time. 7 Test the connection to the mail server, if necessary: a Click Test Connectivity. If you receive an error, you will need to verify that the server information you entered is correct, and that the server is online and ready to transfer . 14

13 Creating and Managing Mail Sources Set Up Mail Source Connectivity The Save button is now active. 8 Save the mail source: To save an inactive mail source requires that you complete at minimum the Server Name, Port, and Mailbox Username fields. To save an active mail source, you must complete all fields, select Active, and click Test Connectivity with a successful result. a Verify your selections. b Click Save. The New Mail Source window closes. The Mail source is now configured to transfer messages from your mail server to the archive. Creating and Managing Mail Sources Configure Mail Source Alerts Setting up mail source alerts allows you to automatically receive notifications when there are problems with your mail source's connectivity, authentication, ingest, or journal queue. Before you begin You must complete and save all required Mail Source settings on the Connection tab before configuring alerts. Task For option definitions, click Help in the interface. 1 Open a mail source and click the Alerts tab. 15

14 Creating and Managing Mail Sources Configure Mail Source Alerts 2 Select the Enable Alerts for this Mail Source checkbox. 3 Add recipients to the list. By default you add up to 10 recipients. For each: a Enter an address in the Send Alerts to field. b Click Add. 4 Enter a value for the Journal Queue Threshold. This sets the minimum number of messages that must be in the journal queue before an alert message is sent. 5 Select an option to Resend Persistent Alerts periodically. 6 Select a value to determine the number of Successive Failures Required for Alert. 7 Click Send Test Alert to verify your recipient list. 8 Click Save. Creating and Managing Mail Sources 16

15 Creating and Managing Mail Sources Configure Mail Source Alerts Upgrade or Replace a Mail Server Upgrade the version of Exchange on your mail server or replace an existing mail server while ensuring that all mail properly archived. You will need to be able to perform tasks on both your mail server as well as modify mail sources in the Control Console. Task 1 Remove all ability to send mail to or from your server. 2 Monitor the journal mailbox until all mail has been picked up and removed by Archiving. 3 Open the Control Console and deselect the Active setting in each mail source that currently points to the old server. This will prevent Archiving from trying to import from your journal mailboxes during the upgrade. 4 Perform your upgrade and make sure no can be delivered to or from your server until journaling has been enabled. 5 Allow to flow to your server once your upgrade is complete and journaling is enabled. 6 Open the Control Console and edit your mail sources so that they use the correct address and mail format of the new server. 7 Activate, test, and save each mail source. a Select Active. b Click Test Connectivity to verify that Archiving can connect to the server. c Click Save. 8 Monitor your journal mailboxes to ensure that mail is being imported properly. Expect your mail source to be polled for new messages within approximately 15 minutes after it has been activated. Creating and Managing Mail Sources 17

16 Archiving Historical Messages The mail source process can also used for historical data storage. There are, however, important differences between the two processes. Historical message storage can be used for: messages that were saved prior to activating Archiving. messages that were saved outside of the Exchange journaling process. messages that were saved in.pst files. messages that still reside on the exchange server. What Makes Historical Data Storage Different? Historical messages are archived indefinitely while standard s are stored based on the retention period. Individual messages can be up to 25 MB in size. The total number of historical messages in the archive is limited to the storage space you purchased in your Service Agreement. The Historical Archiving Process When the historical mail source is active, the system ingests all of the messages that have been moved into the historical mailbox on the mail server. As each message is moved into the archive, it is also deleted from the mailbox. This process continues until the mailbox is empty, or the historical storage is full. Archiving automatically deactivates the historical mail source when the historical data storage limit is reached. If this happens, it may be necessary to purchase more storage and reactivate the historical mail source. Monitoring Historical Archiving Archiving uses the Mail Source alerts feature to automatically notify you when it is finished or when you've used up your available storage space. To receive notifications on the status of your historical storage space, you should be sure to enable alerts. Additionally, you can do the following: Check the historical mailbox on the mail server to see if messages are still waiting to be archived. View the Overview tab and look to see if the mail source is currently active. View the Overview tab and check the value of the Historical Data Storage Usage field. 17

17 Archiving Historical Messages Set Up Your Mail Server for Archiving Historical Messages Creating Multiple Historical Mail Sources Archiving limits you to one historical mail source at any given time. Additionally, once a mail source has been set up for historical messages, it cannot be changed or deselected. As a result, you must first delete the existing historical mail source in order to create a new one. In situations where you need to archive mail from multiple sources, you should import messages from each mail server one at a time. This is accomplished by adding a new historical mail source, importing all of the messages, deleting the mail source, and then doing the same for each server in series. Set Up Your Mail Server for Archiving Historical Messages Set Up a Historical Mail Source Archive Messages from Multiple Historical Mail Sources Archive Historical Messages that include Different Format Types Set Up Your Mail Server for Archiving Historical Messages Create a designated historical mailbox on your mail server as a prerequisite for archiving historical messages. Before you begin Follow these guidelines: All historical messages must have the same format. NOTE: If you have a mix of envelope-journaled and non-journaled messages, you may encounter archiving problems or unexpected search results within Archiving. The historical mailbox on the server should not be a journal mailbox. The historical mailbox should not belong to an active user since all of their messages will be deleted after they are archived Do not forward or send messages to the historical mailbox. Forwarding or sending messages changes the sender/recipient information, as well as other metadata about the messages. To retain a copy of historical messages in addition to the archived version, you must also copy those messages to a location outside of the historical message mailbox. Task 1 Create a mailbox for historical on your mail server. 2 Copy any messages that you want to archive into the historical mailbox. These messages can come from either user mailboxes or user.pst files. Once you have copied all of your messages, you are ready to log into Archiving and create a new historical mail source. 18

18 Archiving Historical Messages Set Up a Historical Mail Source Archiving Historical Messages Set Up a Historical Mail Source Configure a mail source to archive your historical messages. Before you begin Ensure that you have configured the mailbox on your mail server correctly for archiving historical messages. Follow these guidelines when creating an historical mail source: Only one historical mail source can be configured at a time. Historical messages that have previously been journaled with envelope journaling should use the Message Format type corresponding to the version of Exchange that journaled the messages. Otherwise select Generic. Always select Historical. Task For option definitions, click Help in the interface. 1 Select Archiving > Setup > Mail Sources and click New. The New Mail Source window appears. 2 Select the Message Format as "Generic" unless you know the specific Envelope Journal version. 3 Enter the Server Name of the mail server where the historical mailbox resides. 4 Complete the Protocol, Connection Security, and Port fields as appropriate. 5 Enter the username and password in the Mailbox Username and Password fields to allow Archiving to access the historical mailbox. 6 Select Historical. 7 Select Active. 8 Click Test Connectivity and Save. Archiving Historical Messages Archive Messages from Multiple Historical Mail Sources Follow this strategy for archiving historical messages from more than one mail server. Before you begin Review the information for managing mail servers and setting up mail sources. 19

19 Archiving Historical Messages Archive Historical Messages that include Different Format Types Although you can only have one historical mail source at a time, it is still possible to archive mail from multiple historical mailboxes on your servers. Task 1 Create a historical mail source for the first historical mailbox and archive messages from that mailbox. 2 Delete the historical mail source from Archiving. 3 Create a new historical mail source for the next historical mailbox and archive messages from that mailbox. 4 Delete the historical mail source and repeat as necessary. Archiving Historical Messages Archive Historical Messages that include Different Format Types Follow this strategy for archiving historical messages with different message formats. Before you begin Review the information for managing mail servers and setting up mail sources. When archiving historical messages, all of the messages should be of the same type. If messages of different types are mixed together, they need to be separated before they are archived. Additionally, because you can only have one historical mail source at a time, you will need to follow the strategy for working with multiple historical mail sources. Task 1 Create a separate historical mailbox on your mail servers for each message format type. 2 Organise your messages into each of the corresponding historical mailboxes on your mail servers. 3 Create a mail source in Archiving that points to the first of the historical mailboxes. 4 Set the Message Format type to the appropriate format. 5 Activate the mail source and archive all of the messages in the associated mailbox. 6 Delete the mail source. 7 Repeat for each of the remaining message formats. Archiving Historical Messages 20

20 Searching the Archive Creating a search allows you to find, view, and export messages that are currently being stored in the archive. To create a search, type what you know about the message (or messages) into the criteria fields and click Search. Search Rules and Guidelines Archived Messages tab Message Expiration and Legal Hold Summary Search Rules and Guidelines An understanding of the way search works in Archiving will improve your ability to search for and find the messages you need. Basic Search Rules Complete at least one search field to begin a new search. The more fields you complete, the more specific your search, and therefore the more limited the number of results. Search fields are not case-sensitive. A search for "Control Console" is the same as "control console". Select your search terms carefully. Use words or phrases that are unique to the messages you want to find. Additional Rules for Complex Searches Most special characters (including +-&!><) are interpreted as plain text when used within a word or phrase. Search supports trailing * and? wild cards searches. A * search looks for one or more characters. A? looks for a single character. addresses can be searched using the entire address, just the domain, or any part of the address. Use Phrase, Any Word, or All Word searches to determine how you want to search with multiple terms. Guidelines for Special Characters Special characters cannot be searched by themselves. 21

21 Searching the Archive Search Rules and Guidelines Some special characters are allowed and can be interpreted as plain text when included as part of an alphanumeric string. Table 3: Special Characters Interpreted as Plain Text Special Character Name + Plus Sign - Dash & Ampersand Bar! Exclamation ) Right Parenthesis ( Left Parenthesis { Left Curly Brace } Right Curly Brace [ Left Bracket ] Right Bracket ^ Caret " Quotation Marks ~ Tilde : Colon Wild Card Searches Archive search supports two types wildcards, asterisk (*) and question mark(?), when placed within a string or at the end of a string. A wildcard character cannot be placed at the beginning of a text string. It is best to avoid placing a wildcard too early in a search term, or with too few characters. For example, a search using horse* will return better and faster results than h* or h*s. Wildcards cannot be used in a Phrase search. Asterisk (*) Wild Card Examples The asterisk (*) searches for one or more characters. Table 4: Asterisk (*) Wild Card Examples Search Term Returns.. greg* gre* gr*n *gre greg, gregg, gregory, gregorian greg, gregg, gregory, gregorian grey, green, greenhouse grin, green, grain, groan Is not permitted 22

22 Searching the Archive Search Rules and Guidelines Question Mark (?) Wild Card Examples The question mark (?) searches for a single character. Table 5: Question Mark (?) Wild Card Examples Search Term Returns... greg? gre? gr?n gr??n?gre greg, gregg greg, grey grin green, grain, groan Is not permitted Addresses addresses can be searched using the entire address, just the domain, or any part of the address. Search addresses in the From and Recipient fields. You search for a full address or part of an address. You can search parts of an address that: Are separated by special characters. Switch between upper and lowercase. Switch between alphabetic and numeric characters. addresses should not include spaces. Full names with spaces are treated as two separate search terms. Address Search Examples Table 6: Address Search Examples Search Term Returns... greg Greg Brown Gregory Smith Greg Smith Greg Jones GregJones Joe Smith Joe Jones greg smith Greg Brown Gregory Smith Greg Smith Greg Jones GregJones Joe Smith Joe Jones Joe Smith John Smith FredS 23

23 Searching the Archive Search Rules and Guidelines Search Term Returns... Joe Brown company.com Greg Brown John Smith Joe Greg Brown John Smith Greg Brown gr* GregJones Gram Carter Joe Smith Bob Grey Joe Jones Monk Williams Searching with Phrase, Any word, or All words Archive search allows you to searching for specific words or phrases in an . To help with this you can apply rules to some text fields to filter your results. When entering multiple search terms into a text field you can have them treated as an exact phrase, individual terms, or a group of terms. Phrase search finds s that contain the exact phrase in the exact word order. Any word search finds s that contain one or more words regardless of order. All words search finds s that contain all words in any order. NOTE: You cannot use wild cards in a phrase search. Examples of Phrase, Any word, and All words Searching on the terms "phoenix memo" returns different result sets based on how you apply the rules. Table 7: Phrase, Any word, or All words search for "phoenix memo" Rule Returns text... But not... Phrase tuesday phoenix memo phoenix transportation memo phoenix memo feedback denver memo memo for phoenix transportation memo denver transportation Any word tuesday phoenix memo phoenix memo feedback phoenix transportation memo denver memo memo for phoenix denver transportation 24

24 Searching the Archive Archived Messages tab Rule Returns text... transportation memo But not... All words tuesday phoenix memo denver memo phoenix memo feedback denver transportation phoenix transportation memo memo for phoenix transportation memo Searching the Archive Archived Messages tab The Archived Messages tab allows you to search for and view messages in the archive. Subtabs Table 8: Subtab definitions Subtab Saved Searches tab named search tab (unsaved search) tab Definition Click to view, manage, and execute your previously saved searches. Click to view the Criteria and Results of a saved search. These tabs displays when you open a saved search. Click (x) to close the tab. Click to create a new search. This tab is selected by default. Select the Saved Searches tab and click New to open additional tabs. Click (x) to close the tab. Panels 25

25 Searching the Archive Archived Messages tab Table 9: Panel definitions Panel Criteria Results Description Displays the criteria options for searching the archive, including: Simple Search Advanced Search Archive ID Search Click the title bar or the (+) to use each of the options. Displays the list of s returned by the current search. Searching the Archive Results panel Results panel The Results panel displays the messages returned in a search, and provides you with the option to view and export the messages you select. Results toolbar The results toolbar allows you to export, purge and preview messages. Table 10: Results toolbar option definitions Option Export Definition Click the pull-down and select an option to export messages in a zip file. The displayed number indicates the number of messages you have selected. Export All Download all of messages in the search results. Export Selected Download the messages you have selected from the search results. 26

26 Searching the Archive Archived Messages tab Option Purge Definition Click the pull-down and select an option to purge messages from the archive. The Purge pull-down is inactive when Legal Hold is enabled. Purge All Purge all of the messages in the search results. Purge Selected Purge the messages you have selected from the search results. NOTE: You must be an Archive Compliance Officer to purge messages. Preview Click the pull-down and select an option to view or hide the selected message in a separate panel. Bottom Displays the preview panel at the bottom of the results panel. Right Displays the preview panel to the right of the results panel. Hide Closes the preview panel. Results grid The grid displays each and provides high level information about its content and status. Table 11: Results panel option definitions Option Definition Attachments (Paperclip icon) Message Expiration (Alert icon) From To Subject Date Size Displays a paper clip and a number when the message has one or more attachments. Displays an alert icon when there is something you should know about the message's retention status. Mouse over the icon for additional information. The address of the sender. The addresses of the recipients. The address determines the sort order. A search match can be located in the To:, Cc:, and Bcc: fields. Bcc recipients are not listed in the message header. The subject line. The date and time the message was sent. When date information is missing, the system displays the date and time that the message was archived instead. The total message size, including attachments, in KB or MB. 27

27 Searching the Archive Message Expiration and Legal Hold Summary Message Expiration Alert Icons Each of the alert icons describes the expiration and legal hold status of each message. Table 12: Message Expiration alert icons Icon Type Description Mousing over displays... Within 90 days of expiration The message is within 90 days of its expiration date and Legal hold is disabled. The icon also displays the number of days remaining before the message expires. The expiration date. Past Expiration Legal Hold The message is past its expiration date and will be deleted during the next purge cycle. The message has not yet expired and legal hold is enabled. The expiration date. Legal Hold is enabled. Legal Hold and Past Expiration [Blank] The message is past its expiration date and on legal hold. The message will remain on legal hold indefinitely. The message is not within 90 days of its expiration and legal hold is disabled. Legal Hold is enabled. The date on which it will expire. Archived Messages tab Message Expiration and Legal Hold Summary The rules that determine retention and legal hold status apply to the expiration messages you will see for each in the archive. Understanding Message Expiration Icons The Message Expiration icons can help you understand several things about the status of your messages: Whether or not Legal Hold is currently enabled. Which messages are past their expiration dates. Which active messages are within 90 days of expiration. 28

28 Searching the Archive Message Expiration and Legal Hold Summary Message Expiration in the Results grid The results grid displays an icon and when you mouse-over the icon it also displays additional information. Table 13: Message Expiration icon and text in results grid Time to Expiration Legal Hold Disabled Legal Hold Enabled >90 Days (No icon) Expires on date < or = 90 days Yellow Pause icon Legal Hold Yellow icon with # of days to expiration Expires on date Yellow Pause icon Legal hold enabled Past Expiration Red X icon Expired on date Red pause icon Legal hold enabled Message Expiration in the Detail view The message detail view displays label text to the right of the expiration date. Table 14: Message Expiration labels in the message detail view Time to Expiration Legal Hold Disabled Legal Hold Enabled >90 Days (No Label) Legal Hold enabled < or = 90 days x days to expiration Legal Hold enabled Past Expiration Past Expiration Legal Hold enabled Past Expiration Searching the Archive 29

29 Using Simple Search Find s Using Simple Search The simple search options allow users to quickly search for messages in the archive. You can search based on one or more criteria, including the sender of the , the recipient of the , when the message was sent, and words or phrases that were included in the message. Find s Using Simple Search Find s Using Simple Search Use the search form to find s based on an address, a date range, or text. Follow these guidelines: Complete one field to find messages that match a single value. Complete multiple fields to find messages that match all of the values. Combine additional fields with a Message Text search to filter the results in a Phrase, Any word, or All words search. You cannot use wildcards when selecting Phrase. Task For option definitions, click Help in the interface. 1 Select Archiving > Archived Messages. Search is displayed by default. 2 Complete one or more of the following fields: From Recipient Date Range Message Text 3 Click Search. s that match your search criteria are displayed in the Results panel. 30

30 Using Simple Search Find s Using Simple Search Search Examples The following examples compare the results of two similar searches, one using Phrase and the other using Any word in a Message Text search. Table 15: Search Example Criteria Returns... Not... Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with Phrase : phoenix memo Recipient: Date Range: 7/1/2009 to 11/1/2009 Mail sent to Joe between July and October, 2009 that contain the phrase phoenix memo. Mail sent to Joe between July and October, 2009 that contain the words phoenix or memo, including: Mail sent to Joe in June, 2009 that contain the phrase phoenix memo. Mail sent to Joe in August 2009 that contain the phrase memo for phoenix. Mail sent to Steve between July and October, 2009 that contain the phrase phoenix memo. Mail sent to Joe in June, 2009 that contain the words phoenix or memo, including: phoenix memo, trip to phoenix, denver memo. Message Text with Any phoenix memo Mail sent to Steve between July and October, 2009 that contain the words word : phoenix memo trip to phoenix phoenix or memo, including: denver memo phoenix memo, trip to phoenix, denver memo. Recipient: Mail sent to Joe between July and October, 2009 that Mail sent to Joe in June, 2009 that contain both the words phoenix or Date Range: 7/1/2009 contain the words phoenix memo in the subject line, including: to 11/1/2009 or memo, in the subject line, including: phoenix memo and memo to phoenix office. Message Text with All words : phoenix memo phoenix memo Mail sent to Joe between July and memo to phoenix office memo regarding phoenix software October, 2009 that contain just one of the words phoenix or memo in the subject line, including: phoenix convention, trip to phoenix, denver memo. Mail sent to Steve between July and October, 2009 that contain both words in the subject line, including phoenix memo, memo to phoenix office, and memo regarding phoenix software. Mail sent to Joe between July and October, 2009 that contain the word phoenix in the subject line and memo in the message body. Using Simple Search 31

31 Using Advanced Search Find s Using Advanced Search The advanced search options allow Customer Administrators to define search criteria for a wider range of archived message elements than the simple search allows. As a result, you can be more precise in your searches. Using these options you can search messages by the following Message header Subject line Message body Attachment body In addition, you can search message metadata for information including: Names of attachments Message sizes Find s Using Advanced Search Rules for Special Characters in a Header Search Find s Using Advanced Search Use the advanced search options to create more complex searches and refine your search terms. Follow these guidelines: Apply Phrase, Any word, and All words to specify the matching rules for each of the content fields: Header, Subject, Body, Attachment Content. Apply All or Any to set the rules for all four fields in a content search. Combining All with a Phrase search is the most restrictive. Combining Any with Any word is the least restrictive. Wildcards cannot be used in a Phrase search. Task For option definitions, click Help in the interface. 1 Select Archiving > Archived Messages. 2 Select Advanced Search in the Criteria panel. 3 Complete any of the following fields to search by address or date: From 32

32 Using Advanced Search Find s Using Advanced Search Recipient Date Range 4 Complete any of the message fields including Header, Subject, Body, or Attachment content to search for message content. a Select All or Any to restrict the search terms relative to each other. b Enter your search words in each field, as necessary. c Select Phrase, Any word, or All words to refine each of your search criteria. 5 Enter an Attachment Name to find messages with a specific file attachment. 6 Select the Message Size (KB) option and type the size value or size range in KB. 7 Click Search. s that match your search criteria are displayed in the Results panel. Advanced Search Examples The following examples compare the results of four similar searches, using All and Any, and Phrase and Any word in a content search. These examples demonstrate how different combinations create more or less restrictive searches. Table 16: Search Example Criteria Match: All Subject with Phrase : phoenix memo Body with Phrase : sales totals Match: All Subject with Any word : phoenix memo Body with Phrase : sales totals Returns Mail that includes... phoenix memo in the subject line. and sales totals in the the body text. Any combination of phoenix and memo in the subject line: phoenix memo phoenix transportation denver memo and sales totals in the the body text. Match: Any Subject with Phrase : phoenix memo Body with Phrase : sales totals Match: Any Subject with Any word : phoenix memo Body with Phrase : sales totals phoenix memo in the subject line. or sales totals in the the body text. Any combination of phoenix and memo in the subject line: phoenix memo phoenix transportation denver memo or sales totals in the the body text. Using Advanced Search 33

33 Using Advanced Search Rules for Special Characters in a Header Search Rules for Special Characters in a Header Search The message header includes a large amount of searchable information. However, certain restrictions apply when using special characters in your search terms. Use these guidelines when searching in the Header or Message Text fields: You cannot search for a special character by itself. You can search for text that includes special characters when they are part of an alphanumeric string. When you include the period (.) and "at" sign in a search term they are interpreted as white space. Most special characters are ignored if they are typed at the beginning or the end of a string. Table 17: Special Characters Special Character Name Start of String End of String ( Left Parenthesis Ignored { Left Curly Brace Ignored [ Left Bracket Ignored < Right Angle Bracket Ignored " Quotation Marks Ignored Ignored ) Right Parenthesis Ignored } Right Curly Brace Ignored ] Right Bracket Ignored : Colon Ignored > Left Angle Bracket Ignored, Comma Ignored ; Semi-colon Ignored. Period Ignored Using Advanced Search 34

34 Using Archive ID Search You can search for a specific message using its unique Archive ID. This kind of search is useful when you have a lot of messages with similar characteristics and the other search options are returning too many results. Archiving assigns each it archives a unique Archive ID. This is the easiest way to find and retrieve a specific message. Find s Using Archive ID Search Find s Using Archive ID Search Use the Archive ID search option to find a specific using its unique ID. Task For option definitions, click Help in the interface. 1 Select Archiving > Archived Messages. 2 Select Archive ID Search in the Criteria panel. 3 Enter an ID. 4 Click Search. The that matches your search is displayed in the Results panel. Using Archive ID Search 35

35 Viewing an Archived You can open and view any that is stored in the archive directly from the search results panel. Both the message preview and message window allow you to view the content of the message, message headers, any attachments associated with the message, and archive specific information including ID and expiration date. View a Message View a Message Open and view messages to read content, retrieve attachments, and review header information and metadata. Before you begin You must first run a search and then sort your results to find the you want to view. Task For option definitions, click Help in the interface. Open the message from the results panel by doing one of the following: Double-click the message to view the message in the Message window. Select an option from the Preview menu to open the message in the Message pane. If you selected Preview, the message displays in the Message pane. Otherwise the message appears in a separate window. Viewing an Archived 36

36 Saving Searches for Reuse Archive searches that you run on a regular basis can be saved for later reuse. Your search criteria is saved under the name you give it and can be used to generate new results whenever there are updates to the archive. Save a Search Run a Saved Search Save a Search Use the save option to store search criteria. Before you begin You should know how to run searches in the Criteria panel. Task For option definitions, click Help in the interface. 1 Run a search in the Archived Messages Criteria panel. 2 Click Save. The Save Search window appears. 3 Enter a name in the Search Name field. The filename must be 1-60 charcters in length. 4 Click Save. A message confirms that your search was saved. You can access your saved searches in the Saved Searches tab. Saving Searches for Reuse Run a Saved Search Use saved searches to reuse your previously stored search criteria. Before you begin You will need to have previously saved searches in the Archived Messages tab. 37

37 Saving Searches for Reuse Run a Saved Search Task For option definitions, click Help in the interface. 1 Select Archiving > Archived Messages > Saved Searches The Saved Searches tab displays the list of previously saved searches. 2 In the list, do one of the following: Double-click the name of the search you want to run. Select the checkbox of the search and then click Edit. The search criteria display in a new tab with the name of the search. 3 Review the saved search criteria and make any changes if necessary. 4 Click Search. Messages returned by the search are displayed in the Results panel. From here, you can run additional saved searches, save any changes you made, or save the search with a new name. Saving Searches for Reuse 38

38 Purging messages An Archive Compliance Officer can delete one or more messages from the archive, including Historical messages. This ability ensures that your company is compliant with local privacy laws. Purge messages Archive Compliance Officer role details Purge messages As an Archive Compliance Officer, you can delete messages from the archive using the Purge options in the Archived Messages search results panel. Before you begin You must be assigned the Archive Compliance Officer role by your Customer Administrator. You must disable Legal Hold. The Purge menu is inactive when Legal Hold is enabled. Limit your searches to fewer than 10,000 messages. Task For option definitions, click Help in the interface. 1 Select Archiving > Archived Messages. Search is displayed by default. 2 Run a search in the Criteria panel. 3 Do one of the following to select messages for deletion: To... Purge All Do this... Select Purge > Purge All to delete all of the messages in your search results. 39

39 Purging messages Archive Compliance Officer role details To... Purge Selected Do this... Select the checkbox for each message and click Purge > Purge Selected to delete your selected search results. A dialog box appears in your browser: The selected message(s) will be permanently, and irreversibly purged from your archive and your action will be logged. The purge process can take up to 15 minutes to complete and cannot be interrupted once initiated. By proceeding, you assume all responsibility, legal and otherwise, for your actions. Are you sure you want to proceed? 4 Click OK. Your messages are now queued for deletion and the Purge menu is temporarily inactive. The purge process takes 15 minutes to complete. After that time, the messages you selected for purge will no longer appear in the search results and the Purge menu becomes active. NOTE: A message appears notifying you that the purge process has completed. Purging messages Archive Compliance Officer role details The Archive Compliance Officer role is a specific role assigned to a user for the express purpose of purging messages from the archive. Users with this role are responsible for ensuring that their company is in compliance with local privacy laws. Follow these guidelines: Must be assigned to a user by a Customer Administrator Is the only user role that can access and use the selective purge feature Cannot manage mail sources Can access all other Customer Administrator features within Archiving NOTE: When using the Archive Add-In, Archive Compliance Officers are restricted to just their own account. The same is true for Customer Administrators and all other user roles. Purging messages 40

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