DataCove Tutorial: How to Perform a Search

Transcription

1 Contents Introduction Searching: A Simple Example Searching: Date Sent Searches Searching: Sender/Receiver Searches Searching: Text Searches Searching: Multiple Search Fields Searching: Advanced Features You May Find Useful Saving Searches for reuse Changing the Default Search Format Introduction The DataCove Search page allows you to locate and view messages ( s and other electronic communications) which have been archived, based on criteria you choose. Your searches can be based on a single criteria field or a combination of multiple criteria fields including: Message Date Message Sender/Recipient Message Text Message Attachments This tutorial covers both basic use of the DataCove Search page as well as more advanced searches using multiple search fields in combination. It is intended to compliment DataCove Help information available via the icon (question mark) located near the top right corner of your DataCove page. The tutorial includes usage tips, located in highlighted boxes which point out principles and features which will help you be more productive right away. The results of your searches may be limited based on your DataCove account s permissions. Many organizations provide everyone access to the DataCove archiving solution, but without special permission, they are restricted to searching and viewing only their own communications. Administrators and other individuals may be able to perform searches covering a wider range of organization members.

2 Searching: A Simple Example The best way to get familiar with the DataCove Search page is to begin with a simple search based on two search fields, Date Sent and Text. From there, you can build on that knowledge to create additional, more specific searches. In this Search example, you are looking for an you received some time in the past about the Tangent Computer Conference. You can t remember when you received the , but you know it was within the past 6 months. Below is the DataCove Search page, with the four default search fields identified within a red box. Individual fields of the Search page will be explained where applicable throughout the tutorial, but for this first example, two search fields will be used as shown below in the Query Terms section of the Search Page (the top portion of the page): For the Date Sent search field, the search operator is left at its default value, relative and the operator value, past 6 months was selected from a dropdown list of frequently used time interval values. For the Text search field, the search operator is left at its default value, contains one or more of and the operator value Tangent Computer Conference was entered.

3 The From and To search fields were left set to their defaults, which will include all senders and recipients. When the Search button located below the Query Terms is pressed, a list of all messages matching these two criteria is returned in the results section of the Search page (the bottom portion of the page) as shown below: The left side of the Search results lists all of the messages which matched the Search criteria (1 message in this case). The right side indicates that no message has been selected to display, which is true, we have our list, but we have not clicked on an item to display it. Also note that the Query Terms section of the page has collapsed (indicated by the icon) to allow more room to display results. It can be expanded again by clicking on the icon. When we double click on the message (LinkedIn: Tangent Computer.), that message displays in the right side of the search results section.

4 The date of this message is indeed within the past 6 months and it contains BOTH the phrase Tangent Computer and the word conference. This is a very simple example, but it illustrates the basic process: Develop a set of Search fields using the Query Terms builder Execute the Search Select messages from the Search results View specific messages and perform functions* such as: o Tag the message with comments o Forward the message o Print the message o Print the message to a PDF file o View the header information associated with the message (these functions are covered in detail other in tutorials) Additional actions with lists of messages include: The list of messages can be sorted, using a drop down list of sort options located in the upper right corner of the results section of the Search page. The list of messages can also be: o o o o o Exported Forwarded Printed Printed to PDF Tagged/untagged When you have finished viewing the selected message, you can select another message from the list (if there are multiple messages in the results list) or click on the Query Terms icon to expand the Query Terms portion of the Search page and revise/enter criteria terms to locate a different set of messages.

5 To start over with a new search (which resets the Search Fields to their default state), select the Search button from the Searching options menu located along the left side of the Search page. TIPS: If any search field value is left blank, that search field value defaults to ALL. Search criteria can be saved using the Save Criteria option. Saved search criteria are assigned a name and can later be selected and reused. The set of saved search criteria is unique to each DataCove account. To start over with the default Search page values, click the Search button from the Searching options located in the top left of the page. Searching: Date Sent Searches The previous section presented a simple Search using Date Sent as one of the search fields. In this section we present additional options you may find useful if you plan to use Date Sent as a criteria for your searches. Date Sent is usually not used as the only Search field. More often, the message Date Sent is used in conjunction with other Search fields as shown in the first simple example of this tutorial or Date Sent is removed from the search criteria altogether. Date Sent can be helpful to limit the span of time to be searched. When you initially open the DataCove Search page, the Date Sent search field is included and it defaults to relative as its operator and past month as it value to let you find relatively recent messages. However, it is not appropriate for every search and it may need to be modified or removed.

6 The first step is to select the date operator (option) to be used. The options are presented in a drop down list as shown below. The button for removing Date Sent from the current query is also pointed out. The action and format of each of the Date Sent operators is explained in the remainder of this section. The relative date operator allows you to select an interval of time from the current date (relative to the current date). The interval is selected from a drop down list. Additional intervals cannot be manually entered, but if you need a different interval, you can accomplish that using one of the other Date Sent criteria options.

7 The on date operator allows you to limit the search to a specific date. The date field will default to the current date but you can manually select a date using the pop up calendar which is provided when you click on the date field. The before date operator allows you to limit the search to dates prior to a specific date. The date field will default to the current date but you can manually select a date using the pop up calendar which is provided when you click on the date field. The after date operator allows you to limit the search to dates after a specific date. The date field will default to one month after the current date but you can manually select a date using the pop up calendar which is provided when you click on the date field. The between date operator allows you to limit the search between two specific dates. The first date field will default to one month prior to the current date and the second date will default to the current date (a one month interval) but you can manually select either date using the pop up calendar which is provided when you click on the date field.

8 In the following example, we have set the search to locate and list all messages sent after January 1, When the Search button located below the Query Terms is pressed, a list of messages matching this criteria is returned in the results section of the Search page (the bottom portion of the page) as shown below: A total of 9 messages matched the search criteria of being sent since January 1, As explained earlier in the tutorial, any of these messages can be selected for viewing or other actions. One final point about the Date Sent search field should be mentioned. Unlike other search fields (From, To, Text, etc.) which allow additional search fields (multiple) to be added to the query using the Add Search Term button, only one Date Sent search field can be included in each search. This limitation

9 should affect you only if you expected to include multiple, noncontiguous Date Sent intervals in a search (a very rare requirement). There is an easy solution if this is a limitation. You can perform individual searches for each date interval, export each results list as a CSV file, and combine the CSV files. TIPS: Date Sent reflects the message s send date relative to the message s sender. Time Zone difference should be considered. Date Sent is usually not used as the only search criteria. Date Sent can be helpful to limit the span of time to be searched. Date Sent can be removed from the search criteria by clicking the icon to the right of the criteria. You are removing the field from the current search only. When you begin a new search, Date Sent will be included as a search field. If you remove Date Sent, but then want to use it in your search, you can add it back using the Add Search Term action. Searching: Sender/Receiver Searches Locating messages based on the person(s) identified in the From: or To: fields is a very common operation. The DataCove Search page provides an easy way to construct searches specifying one or more addresses. The From/To, From, and To search fields work the same way so in this section of the tutorial only the From search field will be explained. When you initially open the DataCove Search page, one From search field is included and it defaults to contains one or more of as its operator with the value left blank (the blank value is treated like All resulting in all senders messages included in the search results).

10 Other From operators can be selected from a drop down list as shown below: contains all of contains one or more of (default) contains none of The search will behave as if there was a Boolean AND between search operator values The search will behave as if there was a Boolean OR between search operator values Use this operator unless you know to do something else. The search will omit all messages that contain any of the listed senders The default value for each of the operators is blank (indicating that all senders should be included). You can narrow the search to specific senders by specifying one or more sender addresses. This can be done by manually entering the sender addresses separating individual values with a space, comma, or semicolon, or you can use the Look Up function. Click on the icon (magnifying glass) located to the right of the operator value field. The Address Look Up popup window will display. Using this you can locate sender addresses and add them to a set of selections which will be used in the search.

11 In the example which follows, the Search Term f (single letter) was entered. The Facebook address is returned, selected, and added to the list of Selected Addresses. When the OK button of the look up tool is clicked, the popup window closes and the Search page is updated showing the selected address.

12 We could have repeated the lookup and selection process using the letter r and added ronp@tangent.com to our list. That result would have been this: When the Search button located below the Query Terms is pressed, a list of messages matching this criteria is returned in the results section of the Search page. (Results not shown results were explained in earlier examples) Three additional points related to Sender/Receiver search terms you should recognize: In the example above, the From search field was used and the To search field was left in its default state. This did not interfere with the search because the default To operator and value did not exclude any senders. The To search field could have been removed and the same results would have been obtained. In some cases, the settings of one search term may interfere (limit) the results of another term. Be aware of this if you use or add more than one From or To search fields in the same search. The From/To search field term could have been added using the Add Search Term option. From/To finds messages with either sender or recipient address matching your criteria. Multiple, From, To, and From/To search terms can be included in the same search. TIPS: When using the address Look Up popup window, select all of the addresses you intend to include in the search. Each time you use the Look Up process, you replace (not add to) your previous list of addresses. Addresses can be manually added to the list of addresses to be used in the search. Searching: Text Searches Locating messages based on words or phrases in the subject or body is another very common operation. The DataCove Search page provides an easy way to construct searches specifying words or phrases which occur in messages you are seeking. When you initially open the DataCove Search page Text search field is included in the four default fields and it defaults to contains one or more of as its operator with the search operator value left blank (the blank value is treated like All resulting in all messages being included in the search results).

13 Text search field First, let s look at the Text search field (highlighted above), which searches the entire text of messages, including the body, the subject, and parsable attachments. The search operator for a Text search is selected from a drop down list as shown below: Contains none of contains all of contains one or more of (default) Contains exact phrase The search will omit all messages that contain any of the words entered in the search operator value Boolean operators with grouping, fuzzy searches, proximity searches, and wildcard searches, and the use of phrases in double-quotes still work. The search will behave as if there was a Boolean AND between each word in the search operator vale field. Boolean operators with grouping, fuzzy searches, proximity searches, and wildcard searches, and the use of phrases in double-quotes still work. The search will behave as if there was a Boolean OR between search values Boolean operators with grouping, fuzzy searches, proximity searches, and wildcard searches, and the use of phrases in double-quotes still work. Double-quotes will be placed around the entire entry before it is searched on so that a phrase search is performed. Only messages containing this exact phrase with all words in order will be returned.

14 Because of the entire entry being treated like a phrase, neither Boolean operators with grouping, nor fuzzy searches, nor proximity searches, nor wildcard searches, nor the use of phrases will work. Any text entered when the operator is exact phrase will be treated as part of the phrase rather than special search logic terms. The Text search value (highlighted below), is for entering text (words, phrases), along with their modifiers and Boolean operators.

15 TIPS Four useful Tips for using word/phrase searches is presented below. The Help information available via the icon (question mark) located near the top right corner of your DataCove Search page provides additional details and can be accessed at any time. 1. Case Searches are not case sensitive. Searching for battery and BatTery will return the same results 2. Wild Searches Two types of wild card term modifiers are available to help you find misspelled words or words similar to our search term: 1. Single-Character Wildcard. The question mark (?) Example: fre? Returns free, Fred, fret, etc. 2. Multi-Character Wildcard. The asterisk (*) Example: p*d returns pod, piled, poured, etc. 3. Proximity Searches Proximity searches are used to find single terms that are located a specified distance apart. To perform a proximity search, place the two single terms in double quotes followed by a tilde (~) and the number of words apart you wish to search. Example: "guaranteed return"~10 results in guaranteed return, guaranteed to give you a 50% return, etc. 4. Fuzzy Searches A fuzzy search will allow you to search for a single term that may have been misspelled and will result in terms with similar spelling and the same number of characters. Use the tilde (~) after your single term to perform a fuzzy search. Example: United~ returns United, Unlted, Vnited, Vnlted Subject, ID, Body search fields In additional to the Text search field, there are three additional search fields limiting the search to specific parts of the message. Subject Body ID Finds matching text in the message subject line (only) Finds matching text in the message body (only) Finds matching text in the message ID (only)

16 These three search fields are not included in the Search page by default, but you can add them to your search by clicking the Add Search Term button located on the Search page. A pop up window containing all of the search fields available to use is presented as show below. Search Fields are added as you select them. The use of these three additional word/phrase search fields is identical to the basic Text search. Below is an example of a search using the Subject, Body, and Date Send Search fields. Suppose you want to locate all s sent yesterday containing the word warning in the Subject line and boss is in bad mood in the Body area. That Search could look like:

17 Fortunately, no results matching this search were returned. The boss was in a good mood yesterday! TIPS: Three important points to remember about adding/removing Search fields: 1. Every Search field except Date Sent can be included in the search criteria multiple times 2. Search fields can be removed from the search criteria by clicking the Remove icon located to the right of each Search field. 3. Some Search fields overlap Text and Subject for instance Searching: Multiple Search Fields The DataCove Search page provides an easy way to construct searches combining multiple search fields and terms. Some of the Combinations you will become familiar with include: 1. Combinations of Search field a. Combinations of different Search fields In the following case, the Subject, Body and Date Send fields are used in combination.

18 b. Combinations of the same Search field In the following case, the Body fields is used twice in the same Search criteria (note: a Boolean expression could have been used as well). 2. Combinations of search terms using quotes Combining search terms with quotes to specify phrases is simple and was shown in this tutorial. Single Terms are single words or numbers such as guaranteed or transaction. Phrases are a group of words surrounded by double quotes such as guaranteed return. 3. Combinations of words or phrases using Boolean operators A way to combine search terms with more flexibility is to use Boolean operators. The available Boolean operators are AND, +, OR, -, and NOT. Boolean operators must be typed in ALL CAPS. 1. OR OR is the default conjunction operator, meaning if there is no specified Boolean operator between two terms, the OR operator is used. OR links the two terms and returns a result if either is found. Example: To search a field for either the phrase report due or the single term price, use "report due" price -or- "report due" OR price. 2. AND The AND operator searches a field and returns a result if both terms exist. Example: To search for equity offering and ABC Securities, use "equity offering" AND "ABC Securities".

19 3. + The + or required operator requires that the term after the + symbol exist somewhere in the selected field of the message Example: To search a field for messages that must contain ABC and may contain Securities use: +ABC Securities o The - or prohibit operator excludes results that contain the term after the - symbol. Example: To search for documents that contain Free, but not true material use: -"true material" Free. o NOT is another way of excluding results when there are only two search terms. The term after the NOT will be excluded.

20 TIPS: Certain search criteria are not allowed to be used concurrently in the same search. To search for attachments, for example, all comment and tag search criteria must be removed (cleared). The order of Search fields in the Search page can be arranged by dragging the envelop icon up or down. This is useful with complex search criteria and if the Search criteria is to be saved. Boolean operators must be typed in ALL CAPS Boolean operators can also be used in other Search fields such as From and To addresses Example: Use parentheses to group clauses to form sub queries. This may be useful if you would like to control the order of Boolean logic for a search. Example: To search for either broker or hedge and website use: (broker OR hedge) AND website.

21 Searching: Advanced Features You May Find Useful Saving Searches for reuse You may find that you use the same search or similar patterns of searches frequently. You can avoid recreating the Search criteria each time by saving it for later reuse. The Save Criteria option highlighted below, takes the current search criteria and saves it for recall later. A unique name and description can be assigned to the search prior to it being saved. When you click on the Saved Searches option located on the left side of the Search page, a list of all of your saved searchs is presented. You can select the Run option to execute that search (exactly as it was

22 when it was lst saved) or you can choose the Edit option to view or modify the search criteria prior to executing the search. You may choose to save the modified search with a different name. Changing the Default Search Format You may find that the set of Search fields you utilize frequently is different than the default fields provided. You can avoid needing to add and remove Search fields each time by saving the format as your default. The Save Format option highlighted below, takes the current search fields and makes them your default search. Each time you start to construct a new search, this will be your starting point. You can change this default as often as you like. You are modifying ONLY your default settings.