Legal hold – lock documents
For audit purposes documents can be locked by the user. When the document is locked, it remains in the state in which it was locked, i.e. it cannot be deleted, edited etc. simply it cannot be changed in the system.
To lock documents, select the documents in the main pane. In the right upper corner of the preview pane click the More actions link (MENU).
From the menu select Lock document. Locked documents will be displayed with a lock icon (
NOTE: Unlock documents by selecting Unlock document from the More actions menu.
NOTE: To display only locked items in the given folder, click the LOCKED tab above the list view.
Search
ArchiveWeb offers two types of search capabilities:
Keyword search - this type of search uses keywords to search through archived emails and files. If you have installed Archive Manager for Exchange and Archive Manager for Files on the same server, you can use the keyword search capability to search for archived items across both products at the same time.
Advanced Search - this type of search uses an expanded set of search criteria with product-specific search capabilities. If you have installed Archive Manager for Exchange and Archive Manager for Files on the same server, you can use the advanced search to search for archived items in one product at a time.
Requirements
1.Archive Manager Search must be installed. This is installed by default during an Express installation or you can choose to install it using Advanced installation. For more information see the Metalogix Archive Manager for Files Advanced Installation Guide.
2.Optical Character Recognition (OCR) search is an optional feature that can also be activated through the Archive Manager Configuration tool.
3.Requisite Roles and Permissions must be granted to users who can use the search feature.
In this chapter:
Keyword Search
Keyword search provides a fast and flexible search for keywords in the email body and attachments of messages in Metalogix Archive Manager for Exchange, and file content in for Metalogix Archive Manager for Files. When both products are installed, you can search for the same keyword across both products.
Prerequisites
·Archive Manager Search is installed
·The post-processing plugin is configured in the Archive Manager Configuration Tool > Post Processing > Post Processing Scopes for both Archive server for Exchange and Archive server for Files depending on the products that are installed.
Steps to use keyword search
The steps described below assume the following default settings on the Profile page of ArchiveWeb.
·Show search field in header is selected which displays the keyword field in the header.
·Keyword is set to Exact phrase. No wildcards are added. The user can add a wildcard manually if needed.
·Set default search scope is set for both Exchange and Files.
The steps are as follows:
1.Log in to ArchiveWeb.
2.Enter a word, phrase or combination of words with logical operators like AND and OR in the keyword field in the header.
3.Press the Enter key on your keyboard.
-or-
1.Log in to ArchiveWeb.
2.Click Search from the main menu. The Search view opens.
3.Click the Search tab and then click Criteria from the navigation pane.
4.For the Search Scope, select the Exchange checkbox.
5.Click the Search button at the bottom right-hand corner of the page. The search results are displayed on one or two tabs depending on whether one or both products are installed. See Search Results for more information.
·Exchange Search Results
·Files Search Results
Wildcards
Keyword search supports wildcards as described in the table below:
|
Wildcard |
Description |
Example |
SQL representation |
|---|---|---|---|
|
* |
A substitute for zero or more characters. You can insert wildcards before, after, or before and after a word. |
*.htm |
LIKE '%.htm' |
|
? |
A substitute for a single character to match |
Clas?ic film.mpg |
LIKE 'Clas_ic film.mpg' |
Document tags
The Document Tags page displays the tags that you can specify in a search. See Tags for more information about setting up document tags. To search for emails that are tagged, do the following:
1.Select one or more document tags.
2.Select a search option as described below:
a.Marked with all selected tags - select this option to search emails which are tagged with all the selected tags.
b.Marked with any selected tag - select this option to search emails which are tagged with any of the selected tags.
Advanced Search
Advanced search uses an expanded set of search criteria with product-specific search capabilities. Advanced search uses three parts to build the search: Criteria, Servers and Document Tags. When all search specifications have been set, click Search in the bottom right-hand corner of the search view.
Criteria
The Criteria page presents the scope, context and file properties of the search. The scope and context of the search are mandatory. If you have installed Archive Manager for Exchange and Archive Manager for Files on the same server, then advanced search can be used for only one product at a time.
Steps to create an advanced search criteria
1.Click Search from the main menu. The Search view opens.
2.Click the Search tab and then click Criteria from the navigation pane.
3.For the Search Scope, select the Files checkbox.
4.Ignore the Keyword field.
5.Include options allow you to specify the category of documents to search.
·No selection - only archived documents are searched. Previous versions of these documents are not included.
Select one of the following options:
·Search in archived and deleted documents - all documents will be searched. Previous versions of these documents are not included.
·Search in deleted documents - deleted documents and documents that are marked for deletion will be searched. All other archived documents will be ignored. Previous versions of these documents are not included.
Add an additional criteria:
·Search in versions - Previous versions will be included for the document category specified. The match will be shown for each version separately.
6.In the search Criteria pane, click Add new clause 
a.And/Or - select two or more checkboxes to create a nested search phrase with the 
b.Field - select a property for the file from the dropdown.
c.Operator - select an operator from the dropdown.
d.Value - enter a text value to search. For date fields, enter the date in the format m/d/yyyy.
7.You can remove a specific row by clicking the Delete 
Example of a nested search query
Consider the following search request: All files that were archived on the specified server(s) before 10th November 2020 and the file name contains either the words Wealth or Commerce.
Search criteria contains only file properties. Therefore the nested search criteria can be written as follows:
Archived Date < 11/10/2020 AND (File name contains Wealth OR File name contains Commerce)
The context of the search query is restricted to the servers selected in the Servers page.
To define a nested query in the search page, follow the steps described below:
2.Click Search from the main menu. The Search view opens.
3.Click the Search tab.
4.In the search Criteria pane, click Add new clause
a.Field: Archived Date
b.Operator: <
c.Value: 11/10/2020
5.Click Add new clause and enter the search criteria using the fields as described below:
a.And/Or: And
b.Field: File name
c.Operator: Contains
d.Value: Wealth
6.Click Add new clause and enter the search criteria using the fields as described below:
a.And/Or: Or
b.Field: File name
c.Operator: Contains
d.Value: Commerce
7.Since File name Contains Wealth Or File name Contains Commerce are nested criteria, select the two checkboxes where the Field value is File name. Then click the
Servers
Click Servers in the left pane to select which servers you want to search through. At least one server must be checked to allow searching. The specified selection is preserved across sessions unless the option Remember last mailbox / server selection in the Profile page is unchecked.
Document tags
The Document Tags page displays the tags that you can specify in a search. See Tags for more information about setting up document tags. To search for files that are tagged, do the following:
1.Select one or more document tags.
2.Select a search option as described below:
a.Marked with all selected tags - select this option to search files which are tagged with all the selected tags.
b.Marked with any selected tag - select this option to search files which are tagged with any of the selected tags.