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Saved Searches

The eDiscovery application allows you to save a search query for repeat runs. The steps to define, save and execute the saved search queries are as given below.

  1. Defining a Search Query

  2. Executing a Saved search

  3. Updating a saved search

  4. Deleting a saved search


To define a search criteria,

  1. Click the + icon.

  2. Provide the Sender id(s)

    1. Click the Edit link next to Sender to add one or more sender ids.

    2. Enter the complete id or the name of the sender and click the plus sign.

    3. Repeat to add more ids in the list of senders.

    4. Click the minus sign to remove any id from the list.

  3. Provide Recipient id(s)

    1. Click the Edit link next to Recipient to add one or more recipient ids.

    2. Choose the Query Builder tab to add recipient ids from the interface.

      • Enter the complete id or the name of the recipient and click the plus sign.

      • Repeat to add more ids in the list of recipients.

      • Choose the OR option to search mail whose recipient fields contain any of the ids mentioned in the list

        For Example:

        To locate a mail received either by john or meera,

        • Add their complete email ids or enter john and meera in the list.

        • Choose the OR option to combine the query.

      • Choose the AND option to locate a mail whose recipient field contains all the ids mentioned in the list

        For Example:

        To locate a mail received by john, meera and raj.

        • Add their complete ids or enter john, meera and raj to the list

        • Choose the AND option to combine the query.

      • Click the minus sign to remove any id from the list.

    3. Choose the Query Editor tab to enter and save the complex queries.

      For Example:

      Note:

      • Queries submitted from the Query Editor tab are not validated by the eDiscovery app.

      • Queries submitted from the Query Editor tab have to be updated from the same tab.

      • Recipient id or Recipient name should be enclosed in the double quotes.

      • Query combining operators should be written in capital letters

      • Special characters + – && || ! ( ) { } [ ] ^ ” ~ * ? : \ entered in the keyword are escaped by the tool

      • When a query contains a Stop words, the result will be generated by substituting the given Stop word with all other stop words.

        Example: If the query has “quick and free” phrase, then the Stop word “and” will be substituted with all the other Stop words during the search.
        So any text with phrases such as “quick or free”, “quick is free” etc will also appear in the search results.

        The list of English stop words are: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, with

    4. Verify and click yes to save the query

  4. Provide keywords to search in mail

    1. Click the Edit link next to the Keywords to specify keywords to search for.

    2. Choose the Query Builder tab to add keywords or phrases from the interface.

      • Enter a keyword or a phrase and click the plus sign

      • Repeat to add multiple keywords or phrases to be searched in mail.

      • Choose the OR option to locate mail with either of the keywords mentioned in the list.

        For Example:
        To locate a mail with a keyword or string live webinar or vaultastic webinar,
        Enter live webinar and vaultastic webinar in the list
        And choose the OR option
      • Choose the AND option to locate a mail with all the keywords mentioned in the list.

        For Example:

        To locate a mail with keywords webinar, demo, vaultastic
        Add all the keywords webinar, demo and vaultastic in the list
        And choose the AND as a combine operator

    3. Choose the Query Editor tab to enter and save the complex queries.

      For Example:

      • To locate mail having the keyword “license” and “expire” in combination with the keywords “7 days” or “15 days”, write a query as follows.
        “license” AND “expire” AND ( “7 days” OR “15 days”)

      • To locate mail with subject having string invite or invitation, write a query as follows
        “invite” OR “invitation”

      Note:

      1. Queries submitted from the Query Editor tab are not validated by the eDiscovery app.

      2. Special characters viz. + – && || ! ( ) { } [ ] ^ ” ~ * ? : \ entered are treated as the part of the query. This may lead to incorrect query result.

      3. Queries submitted from the Query Editor tab has to be updated from the same tab.

      4. Keywords enclosed in wrong/ without brackets displays different result.

  5. Verify and click yes to save the query

  6. Choose the Subject and/or Body for the keyword search

  7. Choose the Date range
    • The “All” option searches through all the mail

    • Chossing the “Last 3 / 7 / 15 / 30 days’ search, will limit the search to mails transacted in that period.

    • To look for mail transacted on a particular date, choose the exact date from calendar in On date box.

    • To look for mail in a particular time period, choose the from date and to date

  8. Give a short name to the search. This name will be displayed in the list of Saved Searches.

  9. Click the Save button.

  10. Use the Clear button to clear all the search criteria.


Executing a Saved search

The left pane of the eDiscovery app displays the list of the Saved Searches. To execute a saved search, simply click on the name. The query will be executed and the search results will be displayed in the middle pane.


Updating a saved search

To update a saved search query,

  1. Hover the mouse over a saved search name in the left pane. This displays the options menu next to the saved search.

  2. Hover the mouse over the options menu and choose the Update icon.

  3. Update the query.


Deleting a saved search

To delete a saved search query,

  1. Hover the mouse over a saved search. This displays the options menu next to the saved search.

  2. Hover the mouse over the options menu and choose the Delete icon.

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