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Metalogix Archive Manager for Files 8.3 - ArchiveWeb Manual

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 desired documents in the main pane. In the right upper corner of the preview pane click the More actions link (MENU).

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From the menu select Lock document. Locked documents will be displayed with a lock icon (ARCHIV~1_img45). The lock icon is yellow if you have locked the item and grey if it has been locked in a shared folder by another user.

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

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

·Search – allows you to search through archived emails if Archive Manager for Exchange is installed, or search through files if Archive Manager for Files is installed.

·History – logs all searches performed during one logon session

·Templates – contains saved search templates and search results

 

OPTIONAL FEATURES:

·OCR Search – 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 / Post Processing / 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 (accessible only if both components – Archive Manager for Exchange, Archive Manager for Files - installed), you can use the common full text search. It is accessible only if the Exchange and Files check boxes have been checked on the Criteria page. 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.

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 Configuration Tool \ Post Processing \ Post Processing Scopes \ Archive server for Exchange/Files.

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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 performed 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”).

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 link (MENU) 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.

Files Search

Under the Search node you can search in archived files (if only FILES checkbox has been checked on the Criteria page) with search criteria specific for file archive. To start the search, click on the Search option on the main bar. Search criteria can be defined on three tabs clickable from the left navigation pane:

·Criteria

·Servers

·Document tags

Servers

Click Servers in the left pane to select which servers you want to search through. At least one server MUST be checked to enable searching. The specified selection is preserved also after log-off (unless the option “Remember last mailbox / server selection” in Manage settings /Profile is not switched off).

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Specify your search criteria further:

Criteria

Enter the desired word, phrase, or combination of words with logical operators (AND, OR) or word with patterns into the Full text text box.

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NOTE: NOTE: The full text search is enabled only if Archive Manager Search is installed and the post processing plugin was configured.

The Full text text box also supports wildcard search as described in the table 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'

The Include section:

·If Search in active documents is selected, search is performed in regular archived files.

·If Search in documents marked for deletion is selected, items marked for deletion in the archive will be searched.

·If Search in versions. The match will be shown for each version separately is selected, all versions of the item will be searched.

 

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Documents tags

Under the Document tags tab you can specify which category of tagged documents should be searched through. If you click Marked with all tags radio button, the search result will contain only documents which are tagged with ALL selected tags. If you click Marked with any tags radio button, the search result will contain documents tagged with any of the selected tags.

Finally click Search. Search results will be displayed in the main pane.

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

For more information on saving, exporting etc. search results, see the „History“ and „Template“ sections.

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