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Metalogix Archive Manager for Files 8.1.1 - ArchiveWeb Manual

Legal hold – lock documents

 

For audit purposes found documents and emails can be locked by the user. When the item 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 emails: Locate the desired emails under the Exchange Archive node and select them. Click the Lock button on the upper bar to unfold the menu.

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From the drop-down menu select Lock document. Locked documents will be displayed with a lock icon (ARCHIV~1_img45):

·yellow lock icon – item locked by the logged on user

·grey lock icon – item locked by another user in shared folder

 

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.

 

 

Public Folders

 

Under the Exchange / Public Folders node one can find archived items from all accessible Public Folders. Unfold the node down to the desired public folder by clicking the arrow sign. Archived items of the selected public folder will be displayed in the main pane.

Managing and handling the Public folders items is the same as described for mailbox items (see the previous section).

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Search

 

To start searching with advanced search options, just click on the Search tab in main pane. The Search sub-bar contains the following nodes:

·Exchange – allows you to search in archived emails (accessible if Archive Manager for Exchange is installed in the environment)

·Files – allows you to search in archived files (accessible if Archive Manager for Files is installed in the environment)

·Common – allows you to search in all archived emails and files (accessible only if both components – Archive Manager for Exchange, Archive Manager for Files - installed)

·History – logs all searches executed during one logon session

·Templates – contains saves search templates and search results

 

NOTE: In the Common search query you can specify search criteria which are common both for Archive Manager for Files archive and Archive Manager for Exchange archive. Should you wish to apply more advanced criteria either for Archive Manager for Files or Archive Manager for Exchange, use the respective node.

OPTIONAL FEATURES:

·OCR Search – (since v6.1) it is possible to search also in text in pictures although this technology has some limitations, e.g. too small text may not be correctly recognized. This feature is optional and has to be enabled in Configuration tool / Search / OCR Engine

In the next sections we deal with different search types one by one. In the last section you can read about search templates.

NOTE: Not all Search tab functions may be available for the logged-on user. The functions must be allowed for the user. For more information see the Roles & Permissions section.

 

Common search

 

To search in both Archive Manager for Files as well as Archive Manager for Exchange archives, you can use the common search option. Common search runs on all accessible File servers plus on logged on user mailbox only or on all accessible mailboxes – these search settings are configured under Manage Settings / Profile / Settings. After clicking the Common node, you can enter your search criteria in the main pane.

 

IMPORTANT NOTE: Besides the standard search you may have a fulltext search activated. The Fulltext search is an advanced search feature. In addition to basic search (searching in subject, recipient, file name, folder etc.), fulltext searches for the given expression also in the email body, attachments and file content.

The fulltext is active for the Archive Manager for Files or Archive Manager for Exchange archive only when:

ØArchive Manager Search feature was installed during the product installation

Ørespective post processing plugin was configured in the Archive Manager for Exchange/Files Enterprise Manager

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To start fulltext searching, enter the desired word, phrase, or combination of words with logical operators (AND, OR) or word with patterns into the Fulltext text box. The search is executed in Archive Manager for Files archive and in logged on user’s archive OR in all accessible mailboxes (based on settings defined under “Manage Settings / Profile”).

Further you can specify your search criteria in more details by using the Name/subject and Folder text boxes. In that case files/emails with the given name/subject or residing in the specified folder will be searched for. These two fields support wildcard search as shown below:

Wildcard

Description

Example

SQL representation

*

A substitute for zero or more characters

*.htm

LIKE ‘%.htm’

?

A substitute for a single character to match

Clas?ic film.mpg

LIKE ‘Clas_ic film.mpg’

 

In the Size text boxes the minimal and maximal size limits can be entered. Do not forget to select the correct size units (B, KB, MB, GB).

Use the Created/Received on text boxes to look for mails received or files archived during a specific time period (date format is YYYY/Month/DD).

In the Retention row you can further refine your search by selecting retention settings of the items – search can be executed in items with Infinite or Indefinite. (indefinite retention time means that the items have been archived but the retention time has not been set for them yet).

On the Document tags tab (to be selected in the left pane) you can set search criteria regarding the tags. By checking the respective check box, select which tag category should be searched through. Further, if you click Mark with all tags radio button, the search result will contain only emails and documents which are tagged with ALL selected tags. If you click Mark with any tag radio button, the search result will contain emails and documents tagged with any of the selected tags.

Finally click Search in the bottom right corner of the window.

The search results are displayed on two tabs:

·Exchange Search Results

·Files Search Results

The search results list views offers the same functionality as Exchange/Files list views – sorting, grouping, filtering by filter/by tabs, preview and comments. Under the More actions icon (ARCHIV~1_img28) find the same actions as available (and described) on the main Exchange/Files tabs.

NOTE: The search results can be SAVED under the History tab.

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