DocAve 6 ediscovery. User Guide. Service Pack 6. Issued October DocAve 6: ediscovery

Transcription

1 DcAve 6 ediscvery User Guide Service Pack 6 Issued Octber

2 Table f Cntents What s New in this Guide... 4 Abut DcAve ediscvery... 5 Cmplementary Prducts... 5 Submitting Dcumentatin Feedback t AvePint... 6 Befre Yu Begin... 7 AvePint s Testing Plicy and Envirnment Supprt... 7 Supprted Hardware... 7 Supprted Backup and Recvery... 7 Cnfiguratin... 8 Agents... 8 Required Permissins... 8 Lcal System Permissins... 9 Health Analyzer... 9 Getting Started Launching ediscvery Navigating DcAve User Interface Overview Pre-eDiscvery Jb Cnfiguratins Cmpliance Cnfiguratin Cnfiguring a Cmpliance Database Cnfiguring a Lgical Device Lcatin Settings Cnfiguring Exprt Lcatin Cnfiguring Search Result Lcatin Dcument/Item Versin Crawling Enabling Search Service Applicatin Cnfiguring and Managing Cntent Surces Perfrming SharePint Search Perfrming a Real-Time SharePint Search Managing Search Results

3 Perfrming a Scheduled SharePint Search Hld and Exprt Actins Search Keywrd Expressins Advanced SharePint Search Cnditins Perfrming Archiver Search Perfrming a Real-Time Archiver Search Perfrming a Scheduled Archiver Search Advanced Archiver Search Cnditins Dwnlading Search Results Hld Manager Creating a New Hld Viewing Detailed Infrmatin f a Hld Applying a Legal Hld Releasing a Hld Exprting a Hld Synchrnizing Hlds t DcAve Synchrnizatin Type Plan Manager ediscvery Tl Appendix A: Examples f Filter Plicies in SharePint Advanced Search Appendix B: Examples f Filter Plicies in Archiver Advanced Search Appendix C: Accessing Ht Key Mde ediscvery Hme Page Versin Crawling Cmpliance Cnfiguratin Lcatin Settings Hld Manager Plan Manager Search Results Appendix D: Custmizatin Table Ntices and Cpyright Infrmatin

4 What s New in this Guide Minr edits and cver page update fr current release. 4

5 Abut DcAve ediscvery DcAve ediscvery allws rganizatins t respnd t discvery, cmpliance, and legal requests quickly and cmpletely. The prduct prvides full cntext search f all active and archived Micrsft SharePint cntent and acrss multiple site cllectins by keywrd, key phrase, r cmbinatin. It can als search and hld cntent and filter it by creatr r mdifier. DcAve ediscvery supprts data exprts in the standard frmat t prepare fr external reviews and prvides exprt capability t the dcument management tl (Cncrdance). ediscvery als implements legal hlds n SharePint items t freeze files and limit access/mdificatin rights t create immutable, full-fidelity cpies f held cntent. *Nte: In the current DcAve versin, ediscvery supprts SharePint 2010 and SharePint Cmplementary Prducts Many prducts and prduct suites n the DcAve 6 platfrm wrk in cnjunctin with ne anther. The fllwing prducts are recmmended fr use with DcAve ediscvery: DcAve Granular Backup and Restre t back up all farm cntent and restre cntent dwn t the item level DcAve Replicatr fr cpying SharePint cntent within the same SharePint farm r frm ne SharePint farm t anther DcAve Cntent Manager fr restructuring r mving SharePint cntent DcAve Reprt Center t examine pain pints in the SharePint infrastructure and reprt n SharePint user behavir and changes DcAve Data Prtectin t set backup and restre pints prir t adjusting SharePint gvernance plicies in this prduct 5

6 Submitting Dcumentatin Feedback t AvePint AvePint encurages custmers t prvide feedback regarding ur prduct dcumentatin. Yu can Submit Yur Feedback n ur website. 6

7 Befre Yu Begin Refer t the sectins fr system and farm requirements prir t installing and using ediscvery. AvePint s Testing Plicy and Envirnment Supprt Supprted Hardware AvePint is cmmitted t maintaining a hardware agnstic platfrm t ensure that DcAve perates n cmmn Windws file sharing and virtualizatin platfrms. T ensure that DcAve is hardware agnstic, AvePint tests hardware that is intended t supprt SharePint and DcAve infrastructure, strage targets, and hardware-based backup and recvery slutins, as supprted by AvePint s partnerships. AvePint directly integrates with the fllwing platfrms: any Net Share, IBM Strwize Family, FTP, Amazn S3, AT&T Synaptic, Drpbx, Bx, Caring Strage, Del DX Strage, EMC Centra, HDS Hitachi Cntent Platfrm, Rackspace Clud Files, TSM, Netwrk File System, and Windws Azure Strage. All ther hardware platfrms that supprt UNC addressable strage devices are supprted. *Nte: Mst f the hardware partnerships referenced in this guide are intended t make use f advanced functinality (such as snapsht mirrring, BLOB snapshts, indexing, lng-term strage, WORM strage, etc.), and are nt indicatins that any changes t the prduct are required fr basic supprt. In mst cases, hardware can be supprted with n change t the prduct. Supprted Backup and Recvery DcAve supprts BLOB backup strage accrding t the list f hardware platfrms abve. BLOB snapsht functinally, hwever, is currently nly supprted n OEM versins and NetApp hardware. DcAve supprts SQL cntent and Applicatin database backups via the SharePint Vlume Shadw Cpy Service (VSS) n all Windws and SQL server platfrms listed abve. DcAve als supprts snapsht-based SharePint VSS n all hardware listed abve where the hardware partner has certified supprt with Micrsft. DcAve supprts applicatin and cnfiguratin server backups fr all the supprted sftware envirnments listed abve. DcAve 6 SP5 supprts VM backup via Hyper-V/VMWare fr the fllwing perating systems: Windws Server 2008 R2, Windws Server 2012, Windws Server 2012 R2, and Micrsft Hyper V Server 2012 R2. 7

8 Cnfiguratin In rder t use ediscvery, the DcAve 6 platfrm must be installed and cnfigured prperly n yur farm. ediscvery will nt functin withut DcAve 6 present n the farm. Agents DcAve Agents are respnsible fr running DcAve jbs and interacting with the SharePint bject mdel. Fr ediscvery, a DcAve Agent must be installed n the Search Service Applicatin server where it allws ediscvery t search SharePint dcuments/items. *Nte: The use f system resurces n a server increases when the installed agent is perfrming actins, s it may affect server perfrmance. Hwever, if the agent installed n a server is nt being used, the use f system resurces is very lw; therefre, the effect n server perfrmance is negligible. Fr instructins n installing the DcAve Platfrm, DcAve Manager, and DcAve Agents, refer t the DcAve 6 Installatin Guide. Required Permissins T install and use ediscvery prperly, the DcAve Agent accunt must have the fllwing permissins applied: 1. Lcal System Permissins: These permissins are autmatically cnfigured by DcAve during installatin. 2. If there are n strict limitatins within yur rganizatin n the permissins that can be applied, yu can simply add the DcAve Agent Accunt t the lcal Administratrs grup t apply all f the required permissins. 3. SharePint Permissins: These permissins must be manually cnfigured prir t using DcAve 6 ediscvery; they are nt autmatically cnfigured. Full Cntrl t all znes f all Web applicatins via User Plicy fr Web Applicatins Managed Metadata Service: Term Stre Administratr Search Service: Full Cntrl 4. SQL Permissins: These permissins must be manually cnfigured prir t using DcAve 6 ediscvery; they are nt autmatically cnfigured. Database Rle f db_wner fr all the databases related with SharePint, including cntent databases, SharePint cnfiguratin database, and Central Admin database. 8

9 Lcal System Permissins Sme lcal system permissins are autmatically cnfigured during DcAve 6 installatin. The user will be set up as a member f the fllwing lcal grups: IIS WPG (fr IIS 6.0) r IIS IUSRS (fr IIS 7.0) Perfrmance mnitr users DcAve users (this grup is created by DcAve autmatically with fllwing permissins): Full Cntrl t the registry f HKEY LOCAL MACHINE\SOFTWARE\AvePint\DcAve6 Full Cntrl t the registry f HKEY_LOCAL_MACHINE\System\CurrentCntrlSet\Services\eventlg Full Cntrl t the cmmunicatin certificate Permissin f Lg n as a batch jb (it can be fund within Cntrl Panel > Administrative Tls > Lcal Security Plicy > Security Settings > Lcal Plicies > User Rights Assignment) Health Analyzer Full Cntrl permissin fr DcAve Agent installatin directry AvePint recmmends using Health Analyzer t verify that yu meet the prerequisites necessary t use DcAve ediscvery. *Nte: Only users in the Administratrs grup can use Health Analyzer. Fr mre infrmatin abut Health Analyzer, refer t the DcAve 6 Installatin Guide. 9

10 Getting Started Refer t the sectins belw fr imprtant infrmatin n getting started with ediscvery. Launching ediscvery T launch ediscvery and access its functinality, cmplete the fllwing steps: 1. Lg in t DcAve. If yu are already in the sftware, click the DcAve tab. 2. Click Cmpliance n the left-hand navigatin menu t view the cmpliance mdules. 3. Click ediscvery t launch this mdule. Figure 1: DcAve mdule launch windw. 10

11 Navigating DcAve DcAve mimics the lk and feel f many Windws prducts, making fr an intuitive and familiar wrking envirnment. While there are many windws, pp-up displays, and messages within DcAve prducts, they share similar features and are navigated in the same ways. Belw is a sample windw in DcAve. It features a familiar, dynamic ribbn, and a searchable, cntent list view. Figure 2: Navigating DcAve. 1. Ribbn Tabs Allws users t navigate t the DcAve Welcme page and within the active mdule. 2. Ribbn Panes Allws users t access the functinality f the active DcAve mdule. 3. Manage clumns ( ) Allws users t manage which clumns are displayed in the list. Click the manage clumns ( ) buttn, and then select the checkbx next t the clumn name in the drp-dwn list. 4. Hide the clumn ( ) Allws users t hide the selected clumn. 5. Filter the clumn ( ) Allws users t filter the infrmatin in the List View. Click the filter the clumn ( ) buttn next t the clumn and then select the checkbx next t the clumn name. 6. Search Allws users t search the List View pane fr a keywrd r phrase. Yu can select Search all pages r Search current page t define the search scpe. *Nte: The search functin is nt case sensitive. 7. Management Pane Displays the actinable cntent f the DcAve mdule. 11

12 User Interface Overview The ediscvery user interface launches in the ediscvery landing page. This page allws fr quick access t a list f ediscvery features: 1. Ribbn Shws the available actins fr the selected ndes. This cntent is dynamic; it will ften change depending n what is selected in the SharePint tree. 2. What is ediscvery? Summarizes the main functins f ediscvery with a brief instructin and graphics. 3. What d yu want t d next? Guides yu t perfrm the specified actin directly by clicking the crrespnding link. 4. What can these settings d fr yu? Explains the functin f sme settings in ediscvery including Versin Crawling, Search Result Lcatin, and Cmpliance Cnfiguratin. Figure 3: ediscvery User Interface. 12

13 Pre-eDiscvery Jb Cnfiguratins The fllwing cnfiguratins must be set prir t running an ediscvery jb. Fllw the instructins belw t set up the Cmpliance Cnfiguratin and cnfigure the lcatin settings and versin crawling settings. Cmpliance Cnfiguratin Prir t running an ediscvery jb, yu must set up Cmpliance Cnfiguratin, including the database and the lgical device. The cmpliance database is used t hld infrmatin and search jb-related data f ffline searches fr each farm. The lgical device is used t stre the cpies f the items and dcuments that are held. Cnfiguring a Cmpliance Database Yu need t cnfigure a cmpliance database in SQL fr every farm that will be using ediscvery. T cnfigure a cmpliance database, cmplete the fllwing steps: 1. On the Hme tab in the ediscvery user interface, click Cmpliance Cnfiguratin in the Settings grup n the ribbn. The Cmpliance Cnfiguratin interface pens in a new windw. 2. Select the farm displayed in the wrkspace where yu want t cnfigure a cmpliance database. The Cnfigure Database and Cnfigure Lgical Device buttns n the ribbn will nw be enabled. 3. Click Cnfigure Database n the ribbn. The Cmpliance Database Cnfiguratin interface appears. 4. Cnfigure the fllwing settings fr the cmpliance database: Cnfigure Cmpliance Database Enter a new server and name in the Database Server and Database Name fields. *Nte: If the specified database is used fr an Archiver search, ensure that it can be accessed by DcAve Manager and DcAve Media Service. If the specified database is used fr a SharePint search, ensure that it can be accessed by DcAve Manager and DcAve Agent. If the database is used fr bth Archiver and a SharePint search, it must be accessed by DcAve Manager, DcAve Agent, and DcAve Media Service. If the specified database yu entered des nt exist, a database with the specified name will be autmatically created. Authenticatin Select the Windws authenticatin r SQL authenticatin mde fr the database. *Nte: Enter the Accunt and Passwrd fr the selected authenticatin mde. Yu can als validate the accunt by clicking Validatin Test. 13

14 If the selected database cllapsed, ediscvery has an ptin t stre data in the cmpliance database by transferring t a standby database. Activate this ptin by checking the Failver Database Server checkbx. Advanced Settings If yu want t cnfigure a cmpliance database fr the selected farm by editing the cnnectin string directly, click Advanced, and then check the Edit Cnnectin String Directly checkbx t activate this feature. Enter the cnnectin string accrding t the Cnnectin String Example t the left. Fr mre infrmatin abut editing the cnnectin string, refer t the Micrsft SQL Server user guide. 5. Click OK t save the cnfiguratins. 6. Repeat the steps abve t cnfigure a cmpliance database fr anther farm. Cnfiguring a Lgical Device A lgical device string the cpies f the items and dcuments that have been held must be cnfigured fr each farm. T cnfigure a lgical device, cmplete the fllwing steps: 1. On the Hme tab in the ediscvery user interface, click Cmpliance Cnfiguratin in the Settings grup n the ribbn. The Cmpliance Cnfiguratin interface pens in a new windw. 2. Select the farm displayed in the wrkspace where yu want t cnfigure a lgical device. The Cnfigure Database and Cnfigure Lgical Device buttns n the ribbn will nw be enabled. 3. Click Cnfigure Lgical Device n the ribbn. The Lgical Device Cnfiguratin interface appears. 4. Select a previusly-created lgical device frm the Specify a lgical device drp-dwn list, r create a new ne fr the selected farm. Fr mre infrmatin abut creating a lgical device, please refer t the DcAve 6 Cntrl Panel Reference Guide. 5. Click OK t save yur cnfiguratins. Lcatin Settings In the Lcatin Settings in ediscvery, yu can cnfigure an exprt lcatin t stre the exprted data and a search result lcatin t stre the search results. If yu want t save an ediscvery search plan, an exprt lcatin and a search result lcatin must be cnfigured first. T enter the Lcatin Settings interface, click Lcatin Settings in the Settings grup n the ribbn f the Hme tab in the ediscvery user interface. Cnfiguring Exprt Lcatin An exprt lcatin must be cnfigured if yu want t exprt the search results r the hld items in a specified lcatin. When yu pen the Lcatins Settings interface, the Exprt Lcatin mde is selected by default, and all the previusly created exprt lcatins are displayed in the main panel. 14

15 T search the desired exprt lcatins and define which infrmatin is displayed in the Exprt Lcatin mde, cnfigure the fllwing settings: Search Enter the keywrd f an exprt lcatin name r the descriptin in the search textbx t search the desired exprt lcatins within the specified search scpe (Search all pages r Search current page). *Nte: The search functin is nt case sensitive. Manage which clumns are displayed in the list s that nly infrmatin yu want t see is shwn. Click, and then check the checkbx next t the clumn name t have that clumn shwn in the list. Click in the clumn name t hide the clumn. T manage yur exprt lcatin, use any f the fllwing tls: Create Click Create in the Manage grup n the ribbn. The Create Exprt Lcatin windw appears. Cnfigure the fllwing settings: Name and Descriptin Enter a Name fr the exprt lcatin that yu are creating. Then enter an ptinal Descriptin fr future reference. Path Enter the UNC path in the fllwing frmat: \\admin-pc\c$\data r \\admin-pc\shared flder. *Nte: If the specified flder des nt exist, a flder with the designated name will be created at the specified lcatin by default. Enter the Username and Passwrd in the crrespnding textbxes, and then click Validatin Test. DcAve will test the path and user infrmatin t make sure they are valid. View Details Select an existing exprt lcatin frm the Exprt Lcatin page by checking the checkbx next t the lcatin, and click View Details in the Manage grup n the ribbn. The View Details interface appears. If yu want t change the settings f this exprt lcatin, click Edit n the ribbn r n the bttm right f the windw. Edit Select an existing exprt lcatin frm the Exprt Lcatin page by checking the checkbx next t the lcatin, and click Edit in the Manage grup n the ribbn. Delete Select ne r mre existing exprt lcatins in the Exprt Lcatin page, and click Delete in the Manage grup n the ribbn. Cnfiguring Search Result Lcatin A search result lcatin must be cnfigured when yu run a SharePint search jb r an Archiver search jb n schedule. All f the search results will be stred in the specified search result lcatin. *Nte: The search results f a search jb will be deleted in the search result lcatin alng with the deletin f the jb in Jb Mnitr. 15

16 T cnfigure a search result lcatin, cmplete the fllwing steps: 1. On the Hme tab in the ediscvery user interface, click Lcatin Settings in the Settings grup n the ribbn. The Lcatin Settings interface appears. 2. Click Search Result Lcatin in the Mde grup n the ribbn. The Search Result Lcatin Cnfiguratin page appears. 3. Enter the UNC path in the fllwing frmat: \\admin-pc\c$\data r \\admin-pc\shared flder. *Nte: If the specified flder des nt exist, a flder with the designated name will be created at the specified lcatin 4. Enter the Username and Passwrd in the crrespnding textbxes, and then click Validatin Test. DcAve will test the path and user infrmatin t make sure they are valid. 5. Click Save t save yur cnfiguratins. Dcument/Item Versin Crawling If yu want t use the advanced SharePint search cnditins item versin and dcument versin t search fr specific items r dcuments, yu must crawl the item/dcument versin first. DcAve Versin Crawling extends frm SharePint Search Service Applicatins allwing yu t crawl the desired item/dcument versins. Befre crawling the item/dcument versins, a cntent surce cntaining the Web applicatin whse dcument and item versins will be crawled als must be created. The sectins belw details the steps t create a cntent surce and perfrm item/dcument versin crawling. Enabling Search Service Applicatin The crrespnding search service applicatin must be enabled befre creating a cntent surce. T activate the SharePint search service applicatin, cmplete the fllwing steps: 1. On the Hme tab in the ediscvery user interface, click Versin Crawling in the Settings grup n the ribbn. The Versin Crawling interface appears with all the available Search Service Applicatins fr all available farms displayed. 2. All f the available Search Service Applicatins fr all available farms are displayed. Select the Search Service Applicatin that yu want t use fr cnfiguring the cntent surce by checking the checkbx next t the applicatin. 3. Click Enable in the Actins grup n the ribbn t activate the selected Search Service Applicatin. 4. Prceed t the next sectin t cnfigure and manage yur cntent surces. 16

17 Cnfiguring and Managing Cntent Surces A cntent surce is a lcatin that stres the resurces that yu want t crawl. Yu can add ne r mre Web applicatins t a cntent surce and all the item/dcument versins will be crawled. Use the fllwing tls in the Cnfigure Cntent Surce interface t cnfigure and manage cntent surces: Create Click Create in the Manage Cntent Surce grup n the ribbn. The Create a Cntent Surce windw appears. Cmplete the fllwing steps t cnfigure settings: Cntent Surce Name Enter a Name fr the cntent surce yu are creating. Then enter an ptinal Descriptin fr this cntent surce fr future references. Cntent Surce Selectin Click n the farm name in the Cntent Surce Selectin field t expand the tree. Select the Web applicatins that yu want t add t this cntent surce. All f the dcuments and items under the selected Web applicatins will be crawled. Click OK t save this cntent surce, r click OK and Crawl Nw t save this cntent surce and start crawling at the same time. The Crawl Nw windw appears after clicking OK and Crawl Nw. Refer t Crawling Optins t select a crawl type. Click OK t finish and return t the Cnfigure Cntent Surce interface. View Details Select an existing cntent surce in the Cnfigure Cntent Surce page and click View Details in the Manage Cntent Surce grup. The View Details interface appears. If yu want t change the settings f this cntent surce, click Edit in the Manage grup n the ribbn. Edit Select an existing cntent surce and click Edit in the Manage Cntent Surce grup n the ribbn. Delete Select ne r mre existing cntent surces that yu want t delete, and click Delete in the Manage Cntent Surce grup n the ribbn. Crawling Schedule Click Crawling Schedule in the Crawl Settings grup n the ribbn t cnfigure a crawling schedule fr the existing cntent surces. Fr mre infrmatin abut cnfiguring a crawling schedule, refer t Cnfiguring a Crawling Schedule. Start Instead f crawling the existing cntent surces n schedule, yu can click Start in the Crawl Settings grup n the ribbn t start a full r an incremental crawl fr the selected cntent surces. Fr mre infrmatin abut full and incremental crawling, refer t Crawling Optins. Refresh Click Refresh in the Refresh grup n the ribbn t update the cntent surce infrmatin displayed in the interface. 17

18 Crawling Optins A Full Crawl crawls all f the item/dcument versins under the Web applicatins that are added t the selected cntent surce. Full Crawl takes mre time t cmplete than the incremental crawl. An Incremental Crawl crawls the item/dcument versin that is updated since the last versin crawling. If it is the first time t perfrm the Incremental Crawl, the Full Crawl will run. Cnfiguring a Crawling Schedule If yu want t crawl the item/dcument versin n a schedule, fllw the steps belw t cnfigure a crawling schedule: 1. Select ne r mre cntent surces that yu want t cnfigure a crawling schedule fr by checking the checkbxes next t the cntent surce names. 2. Click Crawling Schedule frm the Crawling Settings grup n the ribbn. The Crawling Settings interface appears. 3. Click the Cnfigure the schedule myself radi buttn. The Schedule Settings field appears. 4. Click Add Schedule t cnfigure a custm schedule. The Add Schedule interface pps up. 5. Cnfigure the fllwing settings fr the schedule yu are adding in the pp-up interface: Optins Select Full Crawl r Incremental Crawl by clicking the crrespnding radi buttn. Fr mre infrmatin abut the full crawl and incremental crawl, refer t Crawling Optins. Type Select the time interval fr this schedule. Yu can cnfigure the schedule by hur, by day, by week, r by mnth by clicking the crrespnding radi buttn. Schedule Settings Cnfigure the frequency f the time interval fr this schedule by entering a psitive integer in the textbx. If yu wish t set up a mre specific schedule, select the Advanced checkbx, and mre ptins will appear depending n the time unit yu have selected. Fr mre infrmatin abut the advanced schedule settings, refer t Advanced Schedule Settings. Range f Recurrence Specify the Start time fr crawling jbs. Select ne f the fllwing ptins fr the end time and cnfigure its settings: N end date The crawling jbs will run n the cnfigured schedule until yu manually end it. End after ccurrence(s) The crawling jbs will stp running after the number f times yu specify here. End by The crawling jbs will end n the date and time yu specify here. 6. Click OK t save yur cnfigured schedule, r click Cancel t clse the Add Schedule interface withut saving. 7. If yu want t add mre custm schedules, click Add Schedule again and repeat the steps abve. Click Calendar View t view the schedule in a calendar. 18

19 8. Click OK t save the schedule, r click OK and Crawl Nw t start the crawl nw. Advanced Schedule Settings The advanced schedule settings are cnfigured differently based n the schedule type yu have selected: If yu selected By hur, select ne f the fllwing ptins and cnfigure its settings: Specify prductin time: Frm t Specify the prductin time. DcAve will run the crawling jb in the specified prductin time frame. *Nte: All search jbs that started within this time frame will finish even if the end time is reached. Select time belw Specify the time yu want t run the search jb. T add several time pints, click Add. If yu selected By week, cnfigure the fllwing settings: Run every week(s) Enter the frequency in terms f weeks in the textbx. On Specify the days f the week t run the crawling jb n. If yu selected By mnth, select ne f the fllwing ptins and cnfigure its settings: On day f Select the day f the specific mnths t run the crawling jbs. Fr example, if yu select On day 3 f January and July, the crawling jbs will run n the third f January and July. Day f every mnth(s) Select the day f the mnth, and frequency in terms f mnths t run the crawling jbs n. Fr example, if yu select Day 3 f every 3 mnth(s), the crawling jbs will run every three mnths, n the third f the mnth. The f every mnth(s) Specify n which ccurrence f which days f the mnth, and the frequency in terms f mnths t run the crawling jbs. Fr example, if yu select The First Mnday f every 3 mnth(s), the crawling jbs will run every three mnths, n the first Mnday f the mnth. The f Specify n which ccurrence f which days f which mnth t run the crawling jbs. Fr example, if yu select The First Mnday f January and July, the crawling jbs will run n the first Mnday f January and July. 19

20 Perfrming SharePint Search SharePint Search allws yu t search any desired dcuments and items amng massive SharePint dcuments and items in real-time r n schedule. Yu can ptinally chse t exprt the search results r apply legal hld t the search results. The sectin belw instructs the steps t perfrm a SharePint Search. Perfrming a Real-Time SharePint Search Real-time SharePint Search is perfrmed immediately. Yu can apply legal hlds r exprt the desired search results. T perfrm a real-time SharePint Search, cmplete the fllwing steps: 1. On the Hme tab, ensure that the SharePint Search is enabled, and click n the farm name in the Scpe pane t expand the tree. 2. Select the tree ndes where yu want t perfrm the SharePint Search in the expanded tree. 3. Enter the keywrds in the search textbx t the right. Wildcards are supprted. Refer t Search Keywrd Expressins fr the detailed infrmatin abut the keywrd expressin. 4. If yu want t use the Advanced Search, click Advanced in the textbx and the Advanced Search field appears. Fr mre infrmatin abut the Advanced Search, refer t Advanced SharePint Search Cnditins. 5. Click Search in the Manage grup t search the dcuments and items accrding t the search keywrds yu entered. All f the dcuments and items meeting the search cnditins are displayed in the Search Result interface, under the Search Result tab. Fr mre infrmatin abut managing the search results, refer t Managing Search Results. 6. Yu can dwnlad the search results by clicking Dwnlad Search Results n the upper righthand crner f the Search Results area. Fr mre infrmatin, refer t Dwnlading Search Results. 7. On the Hme tab, click Start New Search t perfrm a new search by repeating the steps abve. Managing Search Results After perfrming a real-time search, all the searched dcuments and items are displayed under the Search Result tab. Yu can apply hlds n the desired search results r exprt the selected search result t a desired lcatin. T manage yur search results further, yu can d the fllwing actins: Apply Legal Hld Apply legal hlds t any desired search results. Once held, n ne can edit the item/dcument. Select the searched dcuments/items where yu want t apply legal hlds, and click Apply Legal Hld in the Actins grup. The Apply Legal Hld windw appears. 20

21 Exprt Exprt the searched results t an exprt lcatin fr further use. Select the searched dcuments/items that yu want t exprt and click Exprt in the Actins grup. The Exprt Settings windw appears. Select an exprt frmat fr the selected search results, Cncrdance Lad File r EDRM XML. Select a previusly-created exprt lcatin frm the drp-dwn list r click New Exprt Lcatin t create a new ne. Fr mre infrmatin abut creating a new exprt lcatin, refer t Cnfiguring Exprt Lcatin. *Nte: Integrated with Cncrdance System, the exprted cntent can be managed by the Cncrdance platfrm by default. Perfrming a Scheduled SharePint Search Yu can build a SharePint Search plan t search specific SharePint dcuments and items n schedule. It allws yu t exprt and apply legal hlds t all f the search results. As lng as there are new dcuments r items searched, it will be exprted r held accrding t the actin yu take in the plan. T build a SharePint Search plan, cmplete the fllwing steps: 1. On the Hme tab, ensure that SharePint Search is enabled n the ribbn, and click n the farm name in the Scpe pane t expand the tree. 2. Select the tree ndes where yu want t perfrm the SharePint Search in the expanded tree. 3. Enter the keywrds in the search textbx t the right. Wildcards are supprted. Refer t Search Keywrd Expressins fr the detailed infrmatin abut the keywrd expressin. 4. If yu want t use the Advanced Search, click Advanced in the textbx and the Advanced Search field appears. Fr mre infrmatin abut the Advanced Search, refer t Advanced SharePint Search Cnditins. 5. Click Save As a Plan in the Cmmit grup. The Save As a Plan interface appears. Cnfigure the fllwing settings: Plan Name Enter a Name fr the plan, and add an ptinal Descriptin. Hld and Exprt Actins Chse the actins yu want t perfrm n the search results by selecting the crrespnding (Hld r Exprt) checkbxes. Fr mre infrmatin, refer t Hld and Exprt Actins. Ntificatin Select a previusly-created ntificatin prfile frm the drp-dwn list t ntify the specified user f the jb status accrding t the prfile settings, r click New Ntificatin Prfile t create a new ne. Fr mre details, refer t DcAve 6 Cntrl Panel User Guide. Schedule Chse whether t cnfigure a schedule fr this plan by clicking the crrespnding radi buttn. N schedule means that the plan will nt run until yu manually start it. Cnfigure the schedule myself means that the plan will run accrding t the custmized schedule. 21

22 Schedule Settings The Schedule Settings field appears after clicking Cnfigure the schedule myself. Cnfigure the fllwing settings t define yur wn schedule: Start time Specify a start time when the plan will run. Interval Define the running frequency f this plan by entering an integer in the textbx and select a time unit frm the drp-dwn list. End Time Specify an end time fr schedule by clicking the crrespnding radi buttn. With N end date selected, the jb will nt stp unless yu manually stp it; with Enter after {0} ccurrence(s) selected, the jb will stp when reaches the specified ccurrence; with End by {0} selected, the jb will stp at the specified time pint. 6. Click OK t save this plan r click OK and Run Nw t run this plan immediately. Hld and Exprt Actins T perfrm the hld and exprt actin while saving a search plan, chse ne f the fllwing ptins: Hld Actin If yu want t apply legal hlds t all the searched dcuments/items, select the Hld checkbx. The Apply Hld field appears. i. Click Brwse and then select the hlds yu want t apply in the pp-up Brwse Hld windw. ii. Click Add New Hld in the Actins grup t create a new hld fr applicatin. iii. Click OK in the Cmmit grup t apply the selected hlds t specified dcuments/items. Exprt Actin If yu want t exprt all the searched dcuments/items, select the Exprt checkbx and the Exprt Optins field appears. Select an exprt frmat fr the specified searched dcuments/items by selecting the Cncrdance Lad File r EDRM XML ptin. Select a previusly-created exprt lcatin frm the drp-dwn list r click New Exprt Lcatin t create a new ne. Fr mre infrmatin abut creating a new exprt lcatin, refer t Cnfiguring Exprt Lcatin. *Nte: Integrated with Cncrdance System, the exprted search result can be managed by the Cncrdance platfrm. Search Keywrd Expressins Refer t the fllwing rules when entering keywrd expressins int the search field: Multiple keywrds are allwed, separated by spaces, And, +, r Or. If yu use spaces, And, r + t separate the keywrds as shwn in the fllwing example, the lgical relatinship between the keywrds is And. The item/dcument name, hld name, r cntent meeting all the entered keywrds will be searched (fr example, A B, A and B, r A +B). The item/dcument 22

23 whse item/dcument name, hld name r cntent cntains bth A and B will be If yu use Or t separate the keywrds, the lgical relatinship between the keywrds is Or. When yu use OR tgether with spaces, And, r +, put parentheses arund the keywrds separated by spaces, And, and +. The dcuments and items meeting any f the keywrds will be searched (fr example, A r B, (A and B) r C). The item/dcument whse item/dcument name, hld name r cntent cntains either A r B will be searched; if yu enter the keywrds: (A and B) r C, the item/dcument whse item/dcument name, hld name, r cntent cntains bth A and B, r just cntains C will be Yu can enter an exact phrase t search the cntent f the item/dcument. The exact phrase must be enclsed in duble qutatin marks (fr example, test successful). As the example shws, the item/dcument whse cntent cntains test successful will be Advanced SharePint Search Cnditins The Advanced Search enriches the search functin by enabling users t select the search bject level, chse whether t include held items, and use the metadata filter plicy. T cnfigure the advanced SharePint Search settings, cmplete the fllwing steps: 1. On the Hme tab, click n the farm name in the Scpe pane t expand the tree. 2. Select the tree ndes where yu want t perfrm the SharePint Search in the expanded tree. 3. Enter the keywrds in the search textbx t the right. 4. Click Advanced in the search textbx. The Advanced Search field appears. Cnfigure the fllwing settings: SharePint Type Select the search bject level by checking the crrespnding checkbxes. DcAve will search in the keywrds in the selected bject levels. By default, Dcument and Item level are selected. If yu chse the Dcument Versin r Item Versin level, the item/dcument versin crawling must be perfrmed befre searching. Fr details abut item/dcument versin crawling, refer t Dcument/Item Versin Crawling. Hld Dcuments/Items Chse whether t include the held dcuments r items by clicking the crrespnding radi buttn. Metadata Filter Plicy Check the checkbx t enable the metadata filter plicy search and the metadata filter rule cnfiguratin field appears. Click Add a Criterin t add a new rule and click t delete the specified rule. 5. Rule Select the rule yu want in the drp-dwn list. 23

24 *Nte: If yu want t use the custmized metadata as the metadata rule, yu must map the clumn prperty first using ediscvery Mapping Tl. Fr mre details abut using this tl, refer t DcAve 6 Supplementary Tls User Guide. Cnditin Select the cnditin fr the rule. Value Enter a value yu want the rule t match in the textbx. 6. T add mre filters t the filter plicy, repeat the previus step. *Nte: Depending n the filters yu set up, yu can change the lgical relatinship between the filter rules. There are tw lgics currently: And and Or. By default, the lgic is set t And. If the lgic can be changed, it is dne by clicking n the lgic link. And The cntent which meets all the rules will be Or The cntent which meets any ne f the rules will be 24

25 Perfrming Archiver Search Archiver Search allws yu t search any desired archived dcuments, items, and Newsfeed (psts and replies) amng massive in real-time r n schedule. Yu can ptinally chse t exprt the search results r apply legal hld t the search results. The sectin belw instructs the steps t perfrm an Archiver Search. *Nte: Ensure that the archived item/dcument/newsfeed yu want t search has full text index generated befre perfrming an Archiver Search. Fr mre infrmatin abut Archiver full text index, refer t the DcAve 6 Archiver User Guide. Perfrming a Real-Time Archiver Search A Real-time Archiver Search is dne immediately after cnfiguratin. Yu can apply legal hlds r exprt the desired search results. T cnfigure a real-time Archiver Search, cmplete the fllwing steps: 1. On the Hme tab, Click Archiver Search in the View grup n the ribbn. 2. Click n the farm name in the Scpe pane t expand the tree. 3. Select the tree ndes where yu want t perfrm the Archiver search in the expanded tree. 4. Enter the keywrds in the search textbx t the right. Wildcards are supprted. Refer t Search Keywrd Expressins fr detailed infrmatin abut the keywrd expressin. 5. If yu want t use the Advanced Search, click Advanced in the textbx. The Advanced Search field appears. Fr mre infrmatin, refer t Advanced SharePint Search Cnditins. 6. Click Search in the Manage grup n the ribbn t search the dcuments and items accrding t the search keywrds yu entered. 7. All f the dcuments and items meeting the search cnditins are displayed in the Search Result interface, under the Search Result tab. Fr mre infrmatin, refer t Managing Search Results. 8. Yu can dwnlad the search results by clicking Dwnlad Search Results n the upper righthand crner f the Search Results area. Fr mre infrmatin, refer t Dwnlading Search Results. 9. T exprt the search results t an exprt lcatin fr further use, select the searched dcuments/items/newsfeed that yu want t exprt and click Exprt in the Actins grup. The Exprt Settings windw appears. 10. Select an exprt frmat fr the selected search results, Cncrdance Lad File r EDRM XML. 11. Select a previusly-created exprt lcatin frm the drp-dwn list, r click New Exprt Lcatin t create a new ne. Fr mre infrmatin abut creating a new exprt lcatin, refer t Cnfiguring Exprt Lcatin. *Nte: Integrated with Cncrdance System, the exprted cntent can be managed by the Cncrdance platfrm by default. 25

26 Perfrming a Scheduled Archiver Search Yu can build an Archiver Search plan t search specific archived dcuments, items, and Newsfeed n a schedule. It allws yu t exprt and apply legal hlds t all f the search results in bulk. As lng as there is a new dcument, item, r Newsfeed searched, it wuld be exprted r held accrding t the actin yu take in the plan. T build an Archiver search plan, cmplete the fllwing steps: 1. On the Hme tab, Click Archiver Search in the View grup. 2. Click n the farm name in the Scpe pane t expand the tree. 3. Select the tree ndes where yu want t perfrm the Archiver Search in the expanded tree. 4. Enter the keywrds in the search textbx t the right. Wildcards are supprted. Refer t Search Keywrd Expressins fr the detailed infrmatin abut the keywrd expressin. 5. If yu want t use the Advanced Search, click Advanced in the textbx. The Advanced Search field appears. Fr mre infrmatin, refer t Advanced Archiver Search Cnditins. 6. Refer t step 3 in the Perfrming a Scheduled SharePint Search t build an Archiver search plan. Advanced Archiver Search Cnditins The Advanced Search enriches the search functin by enabling users t select the search bject level, chse whether t include held items, and use the metadata filter plicy. T cnfigure the advanced SharePint Search settings, cmplete the fllwing steps: 1. On the Hme tab, Click Archiver Search in the View grup n the ribbn. 2. Click n the farm name in the Scpe pane t expand the tree. 3. Select the tree ndes where yu want t perfrm the SharePint Search in the expanded tree. 4. Enter the keywrds in the search textbx t the right. 5. Click Advanced in the search textbx. The Advanced Search field appears. Cnfigure the fllwing settings: Click Add a Filter Level Grup t add a filter rule. The File Filter Rule cnfiguratin field appears. Select a filter rule yu want t use frm the Rule drp-dwn list. The fllwing fur rules are available: Dcument, Dcument Versin, Item, and Item Versin. Click next t the Rule drp-dwn list t expand the filter rule. Click Add a criterin t add a criteria fr the specified filter rule, and click t delete the specified rule. 26

27 *Nte: Depending n the filters yu set up, yu can change the lgical relatinship between the filter rules. There are tw lgics currently: And and Or. By default, the lgic is set t And. If the lgic can be changed, it is dne by clicking n the lgic link. And The cntent which meets all the rules will be Or The cntent which meets any ne f the rules will be 27

28 Dwnlading Search Results The search results f bth SharePint Search and Archiver Search can be dwnladed. T dwnlad the search results, cmplete the fllwing steps: 1. In the Search Results tab, select the searched dcuments/items that yu want t dwnlad. *Nte: Fr the scheduled search jbs, g t the Jb Mnitr. Select a scheduled search jb, and then click Search Result n the ribbn. The Search Results tab f the scheduled search jb appears. 2. Click Dwnlad Search Results. The Dwnlad Search Results pp-up windw appears. 3. Cnfigure the fllwing settings: Frmat Selectin Select the frmat fr the search result that will be dwnladed. Yu currently have the ptin t set the frmat as CSV currently. Clumn Selectin Select the clumns fr the search results. 4. Click OK t start the dwnlad jb. 5. Click Jb Mnitr. Current clumns The current clumns listed n the Search Results area will be dwnladed. All clumns All f the available clumns fr the search results will be dwnladed. 6. Select the dwnlad jb, and then click Dwnlad Search Results n the ribbn. 7. Select a strage lcatin fr the search results and click Save. The search results are lcated in the specified lcatin. The default name fr the dwnladed search results is ediscverysearchresults_datetime.zip. 28

29 Hld Manager Hld Manager in ediscvery prvides the capability t apply hlds r release hlds in batch. Thrugh Hld Manager yu can als synchrnize the hlds that are applied in SharePint t DcAve fr further management. The sectin belw details hw t create a new hld withut leaving the DcAve interface and synchrnize hlds in SharePint t DcAve. On the Hld Manager tab, select a farm under the Hld Manager ribbn. All the hlds and the general infrmatin under the selected farm are listed in the table. It is recmmended that yu synchrnize the hlds f the selected farm t DcAve befre managing hlds. Fr mre infrmatin, refer t Synchrnizing Hlds t DcAve. If the hld is synchrnized frm SharePint t DcAve, the lcatin f the hld in SharePint is displayed under the Lcatin clumn. A is added ahead f the checkbx next t the hld name t indicate that this hld is synchrnized frm SharePint. Click t expand the hld. Yu will see the crrespnding lcatin f the item/dcument that is held by this hld. T further manage hlds, use the fllwing tls in the Hld Manager interface: Add a New Hld Add a new hld fr the selected farm. Click Add New Hld in the Manage grup n the ribbn. View Details Select an existing hld and click View Details in the Manage grup n the ribbn t view the detailed infrmatin abut the hld. Fr mre details, refer t Viewing Detailed Infrmatin f a Hld. Edit Select an existing hld and click Edit in the Manage grup n the ribbn. *Nte: If the hld that is synchrnized frm SharePint is applied t an item/dcument, this kind f hld is nt editable. Delete Select ne r mre existing hlds, and click Delete in the Manage grup n the ribbn t delete the selected hlds. *Nte: If the hld that yu want t delete currently hlds ne r mre item/dcument, it cannt be deleted unless yu release the hld frm the all the held items/dcuments. Synchrnize Synchrnize the hlds that are applied in SharePint t DcAve. Fr mre infrmatin, refer t Synchrnizing Hlds t DcAve. Creating a New Hld T create a new hld, cmplete the fllwing steps: 1. On the Hme tab, click the Hld Manager tab t reach the Hld Manager interface. 29

30 2. On the Hld Manager tab, select a farm frm the drp-dwn list under the Hld Manager ribbn where yu want t create the hld. The Add New Hld feature is activated after selecting a farm. 3. On the Hld Manager tab, click Add New Hld. The Add New Hld interface appears. Cnfigure the fllwing settings: Hld Name Enter a name fr the hld yu are creating and add an ptinal descriptin fr this hld. Managed By Enter the name f the users r grups wh can manage this hld. Click t verify whether the username r grup name yu entered is valid. Alternatively, yu can click t search fr the desired user. In the pp-up windw, enter the value in the Find textbx, and click t search the users. Select the desired users, and then click Add. Click OK t add the users, r click Cancel t clse the windw withut adding the users. Click OK in the Cmmit grup n the ribbn t save yur cnfiguratins. Viewing Detailed Infrmatin f a Hld T view the detailed infrmatin f an existing hld, cmplete the fllwing steps: 1. Select an existing hld frm the table in the wrkspace under the Hld Manager page. 2. Click View Details in the Manage grup. The View Details interface appears with the fllwing tw fields: Hld Details Displays the hld detailed infrmatin including the Hld Name, Descriptin, Managed By, and Last Mdified Time. If the hld is nt synchrnized t DcAve, the Edit Hld is activated in the Manage Grup. Click Edit Hld t edit it. Dcuments/Items Held By {0} Displays all the dcuments and items that are held by the selected hld and the general infrmatin abut the item/dcument including the Dcument/Item Name, Type, Versin, etc. 30

31 Applying a Legal Hld Yu can apply ne r mre legal hlds fr the selected dcuments/items. T apply a legal hld, cmplete the fllwing steps: 1. Select ne r mre dcuments/items in the Dcuments/Items Held By {0} field where yu want t apply the legal hlds. 2. Click Apply Legal Hld in the Hld Actins grup. The Apply Legal Hld windw appears. 3. Select ne r mre exiting hlds under the Apply Legal Hld tab, r create a new hld fr applying by clicking Add New Hld in the Actin grup n the ribbn. The Add New Hld interface appears. Fr mre infrmatin, refer t Creating a New Hld. 4. Click Apply in the Cmmit grup n the ribbn t apply the selected hlds t the specified dcuments/items. Releasing a Hld T release the applied hld fr the selected dcuments/items, cmplete the fllwing steps: 1. Select ne r mre dcuments/items in the Dcuments/Items Held By {0} field where yu want t release the legal hlds. 2. Click Release Hld in the Hld Actins grup n the ribbn. The Release Hld windw appears. 3. All the hlds that are applied t the selected dcuments/items are displayed. Select ne r mre hld that yu want t release. 4. Click Release in the Cmmit grup t release the selected hlds frm the specified dcuments r items. Exprting a Hld T exprt the selected held dcuments/items t an exprt lcatin, cmplete the fllwing steps: *Nte: Integrated with Cncrdance System, the exprted cntent can be managed by the Cncrdance platfrm by default. 1. Select ne r mre held dcuments/items that yu want t exprt. 2. Click Exprt in the Manage grup n the ribbn. The Exprt Settings windw appears. 3. Select a previusly-created exprt lcatin frm the drp-dwn list in the pp-up windw, r click New Exprt Lcatin t create a new ne. Fr mre infrmatin, refer t Cnfiguring Exprt Lcatin. 31

32 Synchrnizing Hlds t DcAve T synchrnize hlds in SharePint t DcAve fr further management, cmplete the fllwing steps: 1. On the Hme tab, click the Hld Manager tab t enter the Hld Manager interface. 2. Click Sync Cnfiguratin n the Hld Manager tab. The Sync Cnfiguratin interface appears. All the available farms are listed in the wrkspace under the Sync Cnfiguratin tab. Select ne r mre existing farms. The hlds in the selected farms will be synchrnized t DcAve. 3. Chse ne f the fllwing ptins in the Schedule Cnfiguratin grup: Click Sync t synchrnize the hlds in the specified farms t DcAve. A windw appears after clicking Sync Nw. Select a synchrnizatin type in the windw. Fr mre details, refer t Synchrnizatin Type. Click Cnfigure Schedule t synchrnize the hlds in the specified farm n a custmized schedule. Cnfigure the fllwing settings in the pp-up windw: Sync Type Select a synchrnizatin type. Fr mre details, refer t Synchrnizatin Type. Schedule Select a schedule type. N schedule means that the synchrnizatin jb will nt run until yu manually start it. Cnfigure the schedule myself means that the synchrnizatin jb will run accrding t the custmized schedule. Schedule Settings The Schedule Settings field appears after clicking Cnfigure the schedule myself. Cnfigure the fllwing settings t define yur wn schedule: Start time Specify a start time when the synchrnizatin jb will run. Interval Define the running frequency f this plan by entering an integer in the textbx and select a time unite frm the drp-dwn list. End Time Specify an end time fr schedule by clicking the crrespnding radi buttn. With N end date selected, the synchrnizatin jb will nt stp unless yu manually stp it; with Enter after {0} ccurrence(s) selected, the synchrnizatin jb will stp when reaches the specified ccurrence; with End by {0} selected, the sync jb will stp at the specified time pint. 4. Click OK t save the synchrnizatin schedule, r click OK and Run Nw t run the synchrnizatin jb immediately. 5. Yu can click Refresh in the Refresh grup n the ribbn t update the synchrnizatin infrmatin fr the listed farms. 32

33 Synchrnizatin Type The Full synchrnizatin type synchrnizes all the hlds under the specified farms t DcAve. The Incremental synchrnizatin type nly synchrnizes the newly added hlds, including the hlds that have been changed since the last synchrnizatin jb t DcAve. *Nte: If it is the first time t run an incremental hld synchrnizatin jb fr the selected farms, a full synchrnizatin jb will run by default. 33