Overview
This article will cover the details on performing a search with specified criteria as an extension of the Quick Search available when viewing mail from the Archive tab.
There are 3 different ways to perform searches to find content within the databases storing the archived data from the Archive tab as well as available tools to search.
Diagnosis
The following search functions are available after navigating to the Archive web console and selecting the Archive tab. After storing the mail users may need to find a specific mail, requesting data for follow up, a legal request or other business needs.
Solution
Depending on where you are accessing the console from, there are a few different ways to navigate to it. Most commonly users will be accessing the WebUI from their workstation. As such, they will open a web browser and navigate to the Archiver URL.
GFI Archiver URL which is made up of the following URL structure:
http://<GFI Archiver host name>/<GFI Archiver UI virtual folder name>
For example:
New UI - http://mydomain.com/archiverspa
Legacy UI - http://mydomain.com/archiver
Quick Search
Note: The folder(s) being searched will change depending on the folder selected in mailbox.
Quick Search
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Use the text box in the toolbar to search all archived emails for the selected user across all Archive Stores. In the Quick Search text box, you can also use the following wildcards:
For example: To search for emails containing the word ‘Swiss’, key in ‘sw??s’ or ‘sw*s’. |
Simple Search
The Simple Search is an extension of the Quick Search feature that enables you to use additional search criteria when searching for emails, files, calendar items or Fax/SMS messages in all Archive Stores.
To use Simple Search:
1. From the Archive tab, click the drop down icon next to the Search text box.
2. In the Search for area, select Email, Files, Calendar or Fax to search for the specified item in all Archive Stores.
Use the following search features:
Option | Description |
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Contains | Enter a keyword to search for. You can also use the following wildcards:
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Subject | Search for emails having a specific subject. |
Sent date |
Defines the date when the email to search for was sent. |
From | Specify the email address or display name of the email sender for which to search emails. |
To |
Specify the email address or display name of the email recipient for which to search emails. |
Attachment | Search for emails that have some specific content anywhere in the attachment. |
Advanced options | Click link to advanced options for an extensive range of search options discussed below. |
Reset | Resets the search conditions and enables you to start all over again. |
Save |
Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. |
Search |
Starts the search for the archived emails. Results are returned as per the conditions selected. |
Advanced Search
The Advanced Search is an extension of the Simple Search feature that enables you to use a wide range of search criteria when searching for archived items.
To use Advanced Search:
1. From the Archive tab, click the drop down icon next to the Quick Search text box and select Advanced options.
Option | Description |
---|---|
Search emails for | Select the user from the available list. |
Archive Store |
Defines the Archive Store where the search will be performed. Select one or more Archive Stores from the available list of Archive Stores. |
Sent date |
Defines the date when the email to search for was sent. |
Includes all/any |
Defines whether to display items that match all conditions or items that match any of the conditions. From the drop-down list select:
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Click this button to add conditions. Available conditions are:
NOTE Click displayed next to a search condition to remove it. |
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Excludes any of these conditions |
Defines a list of conditions that the archived items will NOT have to meet to be returned as a search result. Click and select the conditions to apply. The conditions that can be selected are similar to the ones described above. NOTE Click displayed next to a search criteria to remove it from search. |
Back to basic options | Click to return to the Simple Search feature. |
Reset | Resets the search conditions and enables you to start all over again. |
Save |
Saves the search conditions as a saved search query that can be triggered at any time. Saved searches are displayed in the Classifications window under Archive tab. |
Search |
Starts the search for the archived items. Results are returned as per the conditions selected. |
From the GFI Archiver Outlook Connector
- Open Outlook
- Click the Search button
- In Microsoft Outlook 2010 and up, it is accessible in the GFI Archiver tab on the ribbon
- In previous version of Microsoft Outlook, it is located in the GFI Archiver Outlook Connector Status toolbar
- The search page will load in a separate window with the same search options as the GFI Archiver web interface Archive tab
GFI Archiver IMAP Client Access
Emails can be searched via the e-mail clients search options.
Note: Only emails cached locally can be searched.
From smart phones
From smart phone Internet browser, log in to GFI Archiver web interface. As shown above use the same URL method, or if accessing externally, use the external URL to access the Archive console.
Note: The following wildcards are supported for all searches:
- ? - Matches any single character
- * - Matches any string of characters
Quotes in Search
Regarding quotes in archiver searches, here's a rundown on how a search for the word "GFI archiver" would look like:
- No quotes
- Articles containing the word GFI without archiver, archiver without GFI, or a combination of both in whichever order will be returned.
- Single quotes
- Articles containing both GFI and archiver will be returned, but the words may be in random order and not necessarily in combination.
- Double quotes
- Only articles that contain an exact match for "GFI archiver" will be returned.
Testing
Using the tools and search variables users will be able to create a search that locates the individual mail they are looking for and being able to access it from the Archiver tools.