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| | + | See [http://support.gwava.com/kb/?View=entry&EntryID=2436 "Performing Searches in Retain 3.x"] for complete instructions on using the Retain search feature in the mailbox. This information will be obsolete with Retain 4.0. |
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| − | ==Level 1== | + | =How It Works= |
| − | One of the most important features of Retain is the ability to search for messages that have been archived and stored within the system. Within this module, we will go over the way to be able to perform searches within the interface.
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| − | ===Basic Questions for Searching Messages=== | + | ====Source of the Data==== |
| − | How do you search for messages within Retain?
| + | Unlike when in the Browse tab, which gets its data strictly from the Retain database, when in the Search tab, the data is coming from the Lucene indexes. If anything is missing or incorrect, it is the Lucene indexes you'll want to troubleshoot. |
| − | What specific categories are there to be able to search messages?
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| − | What is the difference between searching as an admin in comparison of searching as a regular user?
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| − | Please note that the search feature discussed will not go into detail in searching of the Publisher. The focus will be on the main Search interface in Retain.
| + | See KB, [http://support2.gwava.com/kb/?View=entry&EntryID=2425 "Where Data is Stored in Retain"] for more information. |
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| − | ===General Searching Explanation===
| + | See the [[Retain Indexing#How_It_Works|How It Works]] topic for a deeper discussion on indexes. |
| − | Customers need to have the ability to be able to search on the content of the messages that have been archived by the Retain system. When a message is archived, and thusly stored in Retain, the message goes through a process called indexing. Retain’s main indexer is Lucene, a powerful engine that indexes messages so that they can later be searched upon by the system. If a message does NOT get indexed, then the message cannot be searched. This does not mean the message has not been archived, as a matter of fact the message can still be viewed in the Browse section of Retain. What it does mean, is that when a message, or even a part of the message, does not get indexed, you will not be able to search for a message. The Advanced Training module will go over in more detail on Lucene and Indexing.
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| − | There are multiple methods in performing a search. The first method is what is called The QUICK Search.
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| − | ===Quick Find===
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| − | [[file:1._Quick_Find.png]]
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| − | The Quick Find is not actually found in the Search Tab within the Retain interface. Instead it is found in the Browse section for a user. This search is limited and can only be done on an individual mailbox. The Quick Find allows a way for a user to perform a search based on subject, content with a message or attachment, sender, recipient, etc… Simply input text in the field and press Enter or click the magnifying glass to search.
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| − | ===Main Search===
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| − | Within the Search Interface, an administrator, or user, can enter in a term that will return results. Remember that indexing is important for accurate results when searching. In the Search tab, it will display the type of e-mail, the Subject of the e-mail, who the message was from and the date, which happens to be the Delivered date, generated by the e-mail system (not Retain). There are multiple things that can be done with the messages that have returned results such as forwarding, litigation hold, exporting etc…, but those features are not covered in this section.
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| − | One tip in viewing search messages is to make sure the view is set to a date range to display the messages correctly. Click on the drop down menu and select the range (Last 24 hours, 1 year, Last 3 years), or click on the Calendar Button and input a custom ate range. If messages are not displaying after searching, check this first. It is vital that the view filter is set properly to display messages correctly.
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| − | [[File:2._Main_Search--Date_View.png]]
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| − | <b>So how do you perform a search? </b>
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| − | To perform a search simply select the term on which you wish to search for (Subject, Sender(email), attachment name etc…) Select, how you are going to search for it (contains (exact), contains(fuzzy) etc…) select the mailbox you wish to search on, or select all mailboxes, adjust the Scope, the types sources, sizes, Sort the search results, or select a date range to search on. Then click Search.
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| − | [[File:1.1_Search_Button.PNG]]
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| − | Each of these sections we will go over in more detail starting with core.
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| − | ===Core===
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| − | The core section of searching is what terms you are searching on, and who you are going to search in. By default the Advanced Search is Displayed. The difference between Advanced Search and Basic Search is, the Basic search doesn’t include the parameters to search. It acts primarily as a quick search. Type in the subject, text, sender, etc… in the field and that’s’ it. The Advanced search will allow you to search specifically within an area of the message or attachment. For example, entering in a term that is searching for a Subject that contains exact what you are entering in will only display messages that contain that specific Subject area and terms. If using a Basic Search, it could look in other areas as well, instead of the specific search.
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| − | You can search up to 6 items when running a search in Advanced Mode. Clicking on the expand button allows you to search for more than one entry at a time. This can help to increase exact specificity with what you are a looking for. When having more than one search term, it searches using AND Boolean expression. So the message MUST contain the terms you indicate exactly or nothing will be found. For example, if I search for a subject that contains(exact) the word: GWAVA, it will pull any and all results with the subject of GWAVA. If I add another search term, RETAIN for instance, then the subject MUST contain GWAVA and RETAIN. If it only contains one entry but not the other, the result will not display. Each additional AND search will be more specific and limited to the terms you are searching for.
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| − | [[File:3._Core.PNG]]
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| − | <b>BUT…how do you search OR? </b>
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| − | Many customers will want to do an OR search. If the message contains a subject of GWAVA or contains the subject RETAIN, then display the result. Can this be done?
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| − | The answer is YES. Instead of adding more search terms, however, you can do this in one field. When searching using OR simply put || (2 pipes) in between the terms you are searching. If I were to search for GWAVA or Retain I would put in the search parameters: GWAVA || RETAIN. Any subject that contain GWAVA or RETAIN will be displayed. The message may only contain one or the other value.
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| − | There is a drop down menu on what conditions you can search for. The search interface will remember the last item you search on until you clear the search. By default Subject is the first thing that will be shown. Here is a list and descriptions of each of the locations you can search for within a message: <br>
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| − | [[File:5._Conditions.png|]
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| − | <br>
| + | =====Back to [[Retain Mailbox]]===== |
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| − | ::* <b>Subject:</b> This searches for words, or characters that are only in the subject.
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| − | ::* Sender: (email): This searches for an e-mail address of the person who sent the e-mail ("From").
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| − | ::* <b>Sender (display):</b> This will search on the name that is displayed in the viewing pane for the message. This could be the e-mail address, but usually is the actual name of the sender.
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| − | ::* <b>Sender Domain:</b> This searches only for the domain (@domain.com). The @ symbol is implied and is not needed to perform the search.
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| − | ::* <b>Attachment name:</b> This will search for the attachment name. You can also include the type if you wish and it will bring up a list of all the types of the particular attachment (.pdf, .docx etc…).
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| − | ::* <b>Recipient:</b> This searches for the person who has received the message ("To"). This could be the name of the recipient or his/her e-mail address.
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| − | ::* <b>Recip. Domain:</b> This searches on the persons message for the domain only (@domain.com).
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| − | ::* <b>Mail Server:</b> This is the server name where the message was archived from. In other words, the name of the system that the message was archived from The Mail Server, or emailSystem, is found in the properties of the message under Additional Properties.
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| − | ::* <b>Messaging Domain:</b> This is the domain that the message was transferred through before reaching the post office level. The domain can be found in the properties of the message under Additional Properties.
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| − | ::* <b>Location:</b> This is the post office where the message was archived from.
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| − | ::* <b>Internet Header:</b> If the message was received from the internet, it will contain mime.822 attachment. This search feature can allow you to search within that internet header any content such as addresses, IP addresses, servers, domains, or any other content.
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| − | ::* <b>Category:</b> This is the type of message. If the message has a category , this can be searched. The Category can only be searched when archived with the routing properties (see <b>Profile | Miscellaneous</b> to enable that feature).
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| − | ::* <b>Message Contents:</b> Anything within he message, and attachment, can be searched via this term.
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| − | <br>The next section to specify your searches not where to search, but how you want to search. The selections are as follows:
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| − | ::* <b>Contains(exact):</b> Searching content with this parameter requires more definitive searching. You will have to type in exactly what you are searching for to receive accurate results. On the contrary, the contains (exact) will allow you to enter in partial words to be able to search the messages. However, the content must contain the terms you are searching for or it will not be able to find anything. This is the most accurate way to perform a search in Retain.
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| − | ::* <b>Contains(fuzzy):</b> Similar to exact, it will search a message that contains any terms you are searching for. The difference is, you don’t have to be as exact in your search. Anything that might resemble your keyword will be displayed. For example, I do a search for "GWAVA" that will pull anything and everything that looks like "GWAVA"; even if a text in a message reads: "GWAVARETAIN" (all run together) the fuzzy search will find it. The "Contains(exact)" will not find the "GWAVARETAIN", as it is not exact, but the fuzzy search will as it is more forgiving in its querying.
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| − | ::* <b>Word starts with:</b> For phrases, or even words that begin with certain characters can be searched. This can be a quick way to type in a few letters to come up with multiple entries that something starts with. This is different from Contains (fuzzy) and (exact) in that, it will only show messages that begin with those letters, while the others might show messages that contain those letters anywhere within the word.
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| − | ::* <b>Ends with:</b> Similar to "Word starts with" except at the end - it works the same way.
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| − | ::* <b>Does not contain:</b> This is any phrase that does not contain the phrase or term you are looking for. This is helpful to only see messages that do contain content that are not important to what you are searching for.
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| − | <br>If you have trouble searching in one category, or location, try another. When searching, a query is sent to the SQL database to look for the message that fits the query. If it matches what is in the query, then it will display. More details on this and indexing in the advanced Search module.
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| − | ===Special Characters=== | + | |
| − | Special characters are optional when doing a search in Retain. But they can still be used. One special character has already been used in this module, the double pipe: "<b>||</b>". This is an <b>OR</b> expression to search for content that can contain any of the terms you are searching for. Here are other special characters that can be used in Retain (remember, they are optional):
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| − | ::* <b>* (asterisk):</b> Also known as the <b>wildcard</b>. Although you can just leave the search field blank and search to get the same result as the asterisk, Retain still recognizes this as a wildcard. Can be helpful to search on everything within an particular value. *.pdf, or *.domain.com
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| − | ::* <b>&&:</b> Another Boolean expression, and means the same thing as AND. You can simply use this, or expand to another search box and it will do the same thing. If you want to search on more than 7 items, you can use the && to separate search terms.
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| − | ===Mailboxes===
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| − | The 2nd part of the Core section is the what Mailboxes you wish to search in. There are only 2 options: "All Mailboxes" and "Currently Selected". "All Mailboxes" will obviously search the content in all mailboxes. To select individual mailboxes, click the Select button and select which mailboxes you wish to search on. Make sure to select the appropriate radio button on the left in what you need.
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| − | 6. Select Mailbox.png
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| − | ===Scope=== | + | |
| − | The scope section of the searching consists of 3 ways to search for messages. Item Type, Item Source, and the Attachment Size. Check the boxes on exactly what you want to search on. For Attachment Size, select in the drop down what size of attachment you are looking for. By default everything is unchecked, which means that Retain will search on everything.
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| − | 7. scope.png
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| − | ===Sort===
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| − | The sort will display the results based on the Sort Results. You can Sort it by the creation date, delivered date, subject, domain, sender etc… This is how it will display when after Retain finds results. You can sort it 3 times to help you view the messages how you want.
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| − | 8. Sort.png
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| − | ===Misc===
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| − | The Miscellaneous section is searching on message, appointments, and tasks, within a date range. You can specify an exact date, or you can provide it a range. Notice there is a range for Start Date and End/Complete Date. Don’t let this confuse you. This just allows you to search for messages that fall within a certain range for the start date, and for end date. Both Start Date and End date need to be specified to find exact dates. The final part of hit is looking for messages that have a particular status. If a message has been opened, read, private, or other this is where you can specify. GroupWise sets the opened read and private statuses, and they cannot be changed in Retain. By default it is set on doesn’t matter. Also by default, the Misc. section for date ranges is set to any date.
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| − | If you ever encounter an issue with Retain not displaying all of the message that are searched, check the dates here or reset them. Don’t forget to check the calendar view as well and do these first before digging deeper into an indexing problem or searching bugs.
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| − | 9. Misc.png
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| − | ===Reset===
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| − | The rest button is as it states, resetting all of the fields, and search items back to default. Click that to start over with default values.
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| − | 10.Reset.png
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| − | ===Viewing Results===
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| − | 15. SearchView.png
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| − | After performing a search, the messages will be displayed in the right Window pane. There you can select them, print, them forward, them, export them, or read them (covered in other modules). To view messages on a different page, click on Next. Click on previous to go back to the previous page.
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| − | The headers at the top of the pane tell you details of the message. These headers are hardcoded, and cannot be changed, added, or edited. At this time they also cannot be sorted by clicking on them (but that feature is coming). If you wish to sort a different way, go to the Sort section and then search again, or go to Miscellaneous in Options to sort, or change the view. Clicking on any of the blue wording on From, Subject, or Recipients will allow you to view the message.
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| − | ::* <b>Type:</b> This is the type of message that is being displayed. It displays in the form of an icon. The Envelope Icon is a simple Mail message. It can be opened or closed, depending on if it was read on the E-mail server or not prior to being archived. A message with a paperclip symbol next to it means the message contains an attachment.
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| − | ::* <b>QuickView:</b> A feature that is only included in the Type part of the message is what is called the Quick View. Click on the icon to display a brief summary of what is in the message. This can make it easy to see what type of message it is, the subject, and simple text within the body of the message. It will not display full content however, such as attachment and to and from information.
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| − | 16. Quickview.png
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| − | ::* <b>From:</b> This display is who the message was from (the sender).
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| − | ::* <b>Subject:</b> This is the exact subject that is displayed for the message archived from the e-mail system.
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| − | ::* <b>Recipients:</b> This is a list of users that the message was sent to, and received. If it is in blue and has a + sign next to it that means there were multiple users that it was sent to, including CC and BCC. Hover mouse over the plus sign to view the other recipients of the message.
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| − | ::* <b>Date:</b> This is the creation date of the message. For appointments, the date will actually be the stored date in Retain.
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| − | ::* <b>Mailbox:</b> This category is the mailbox the message was archived from. Don’t get confused with the sender (from) or recipient (to). This is where the message was originally located in the e-mail system when it was archived by Retain.
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| − | ::* <b>Folder:</b> This is the folder that the message was originally located in the e-mail system, and will match exactly the same folder in the Retain system.
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| − | ===Saving/Editing/Deleting Queries===
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| − | 12. LoadSaveEditQueries.png
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| − | After you have run a query you have the ability to save that query in case you need to run it again. After filling in the filters for which you are searching, in the top left hand corner of the search icons to load, save, share, and delete queries. To save a query, click the Save Icon, give it a name and comment. Click Save. At a later time you can load this query by simply clicking on Load Query, highlighted the query and click Load Selected Query. The query will only be saved for the user that is logged in. However, it can be shared to other users by clicking on Share Query, clicking on the icon to the left, and then adding members into the Group Membership. The saved queries will also show up in the Retain Publisher, making it easy to integrate and use the queries in that program. Finally, you can delete queries by clicking on the Delete query icon, selecting the Query and clicking on Delete.
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| − | 13. SaveQuery.png
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| − | 14. LoadQuery.png
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| − | ===Searching as a User===
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| − | The administrator will have full access to all mailboxes and be able to search across the entire post office or domain. However, users by default have restricted access just to themselves to be able to search or browse for messages. They also will have the ability to forward messages, and print messages. Exporting, restoring, or searching in other peoples mailboxes cannot be done. The administrator can give access to the users to be able to export, search on others mailboxes and so forth to what is needed. This can be done by going to the Users or Groups, and adjusting the settings.
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| − | ===Summary===
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| − | The searching mechanism in Retain is a great way to be able to search for messages that have been archived. It can be used to help identify which messages have been archived, filter for specific messages, litigation cases, and an overall preview of what is being stored in the Retain System. Using the Lucene Indexing engine, the messages get indexed as they are archived, leaving not much worry to customers to have to manually or check up on the indexer. Being able to search using Quick Searches, or more Advanced specific searches, can help customers to locate the messages they are searching for. The View Pane is simple, concise and easy to use, making the searching in Retain an important part of the Retain system.
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| − | ==Level 2==
| + | Technical background on indexing |
| | + | Solr [https://wiki.apache.org/solr/SolrRelevancyFAQ] |
| | + | lucene [https://lucene.apache.org/core/4_0_0/core/org/apache/lucene/search/similarities/TFIDFSimilarity.html] |
Unlike when in the Browse tab, which gets its data strictly from the Retain database, when in the Search tab, the data is coming from the Lucene indexes. If anything is missing or incorrect, it is the Lucene indexes you'll want to troubleshoot.
