Set Up and Perform an Advanced Search

Main search bar in Project > Advanced > New...

Main search bar in Project > Advanced > Edit in Freeform... or Edit...

For eDiscovery users, Advanced Search provides a user-friendly interface that helps construct a search query. Advanced Search makes it easy for you to build a query with terms and phrases, based on which terms you want to require or omit. You can also focus on email Senders and Recipients, and you can use Date pickers to perform date range searches.

Note: To successfully search Project Data, you must have Project Data populated with documents associated with a Content or Analytic Index. If not, you will see an error indicating that the minimally required Index does not exist. (Only documents from a Content or Analytic Index can be added to Project Data.)

What You Need to Know

Before you run an Advanced Search, you should be aware of the following:

Your Search syntax is determined by a Project Search Setting. By default, a Project uses Standard for the Project Search Setting, which means that you must use the Standard Search Syntax to form your Searches. See Standard Search Query Syntax for information on how to build Standard syntax queries. You may want to become familiar with this syntax before performing a Search other than a simple term search.
In general, your current view serves as the default Target of your Search, but you can select a different Target.
Advanced Search enables you to control Search Settings that affect the results of your Search. See Search Settings You Can Control for more information.
If your search query turns out to be overly expansive and running it would match more terms than the current allocated memory can accommodate, you will see the error message: Search query [(<query>)] Query Expansion Exceeded Memory Limit of <value>. In this case, please review your search terms and modify your query to be less expansive. In general, it is best to avoid an overly broad use of wildcards.
If your Search query is the equivalent of having a standalone wildcard, the search will generate an error with a message that identifies the first occurrence of the error in a clause:

The provided query has a phrase containing a standalone wildcard, potentially due to characters treated as spaces. Please adjust and rerun the query (In Phrase: <phrase> At position <value>).

This error prevents your query from expanding to more terms than the system can reasonably accommodate based on resources. In general, it is best to avoid an overly broad use of wildcards.

If your search encounters an Out of Memory condition, the search will fail with the error message:

Your search could not be performed due to insufficient memory. Please contact your System Administrator.

Note: After you run an Advanced Search, the Advanced Search dialog reflects your selections for the search. You can modify these and rerun the search, if desired.

How to Set Up and Run an Advanced Search

An Advanced Search involves these steps:

To set up an Advanced Search, click Advanced from the main search bar and click New Query. This launches the Advanced Search in a popup window. You can click OK in this popup to retain your Advanced Search selections and return to the main window, or you can cancel the Advanced Search setup.
Use the relevant sections of the Advanced Search form to define what you want to Search. The Advanced Search form provides several sections. Review the main sections to see if they provide what you want in your query. The Freeform area is always visible to help you track your search criteria as you enter it. As you type in the Advanced Search form fields, note how the Freeform area's query box is populated with your query. You can also use this box to refine your query (which requires knowledge of the Standard search syntax). Note that while you are editing the query in this box, you cannot edit the form fields. The form fields are editable if you discard your changes.
Click OK to return to the main window (or click Cancel to cancel your Advanced Search setup).
Evaluate whether you want to use the default search settings for the query (that is, Include Families, Include Metadata, Expand Synonyms,and Generate Reports. See Search Settings You Can Control for more information.
Select where you want to search. See Select a Search Target or Search within Current Results for more information.
Click to run the search against your selected target or current view/results. (The target is shown in the target box.)

How to Edit an Advanced Search after Running It

Once you run an Advanced Search, you can edit the content of the search in one of two ways:

You can click the Edit... button to open the Advanced Search popup. You can then edit the various fields in the Advanced Search form, or you can edit the query directly in the Advanced Search query box shown at the bottom. Editing directly in the query box works well when you know the search syntax and want to adjust the query from the Advanced Search form.
You can click the Edit in Freeform button if you want to edit the overall query in Freeform mode. Editing the query in this mode works well when you know the search syntax and want to adjust the query without reopening the Advanced Search popup.

Search Settings You Can Control

Three of the search settings enable you to request that your search include email or document families, metadata field information for a subset of common fields, and/or synonyms or expansions of terms with wildcards. An additional option is available to generate reports when running the search versus when you click the Reports tab after the search has been run.

You can manage these settings from the main search bar. By default, you can see and control the Include Families checkbox setting on the Search bar, but clicking the ellipses ... next to this setting enables you to see and manage the additional settings for an Advanced Search. (Note that the list of settings changes based on your selected search type.) Advanced Search supports the following settings:

Include Families (enabled by default) — This checkbox option is enabled by default to ensure that all available family members of a Message Attachment Group (MAG) or Document Attachment Group (DAG) are included in the results of the Search operation. This includes a selected parent email, parent document, associated attachments, and embedded messages or documents. For example, with this option enabled, a search that returns a parent email in the results also includes that parent's attachments and any associated embedded files. Similarly, if a document attachment appears in the results, its other family members, such as its parent, also appear in the results. Disabling this option causes the results to include just the responsive documents, not the entire family (MAG or DAG).

Include Metadata (enabled by default) — This checkbox option is enabled by default to expand the search of each keyword in a query to include a set of metadata fields as well as content. You can select the Search Fields you want to have searched automatically. See Using the Include Metadata Option for a list of the default fields searched. When the Include Metadata option is enabled, all individual keywords as well as the keywords in phrases are subject to expansion. You can control the expansion on a per-term basis and limit a given clause keyword to content only by specifying content:: followed by the keyword, or content:: followed by a group of keywords separated by the appropriate Boolean (for example, content::memo or content::(brokerage OR memo). Note that for emails, a content:: search applies to both the email subject and the email body. Disable this option if you want to limit the entire search to content only (for example, if you are specifying language-specific terms, since Language Detection applies to content only).

Expand Synonyms (disabled by default) — Enable this checkbox option if you want to include synonyms for all specified individual search terms when you submit your query. If you use this option, you can check the Search Results to verify that the option was enabled. Note that Expand Synonyms works for information in the contents, title, subject, edocsubject, comment, or comments metadata fields. It will not work for terms accompanied by ~ or other syntax used for special Searches. Also, there is no metadata expansion performed on the synonyms that become part of the search, just on the user-provided terms.

Generate Reports (disabled by default) — Select this check box option to have reports generated at the time of the Search instead of waiting until the Reports tab is selected. This option is disabled (cleared) by default.

Select a Search Target or Search within Current Results

After you enter a Project, you can use the Navigation Tree to move to an available view based on your permissions, such as Project Data. In general, your current view serves as your default target and is shown in the target box. (If you do not have a view selected, Project Data is the default target.) If you do not want to use the current view as your search target, change to the view you want before performing the search, or use the main search bar to select a different target before you run the search. For example, you may want to search the entire Project Data, search within a current set of search results, or search the data associated with a given Custodian or a Folder you created to contain documents of interest.

To select where to search for a given view, you can use the Select Target split button from the main search bar to pick one of the following:

Choose Select Target... if you want to launch a popup that enables you to select from a list of available targets, such as Project Data, a Custodian, a MediaID, a Batch, a Folder, a Tag view, a search result, or a Workflow step. The list depends on your permissions. For example, if you have the appropriate Data Set permissions, you can use a Data Set under Imports as a search target. When you make your selection, click OK. (As an alternative, you can double-click a target, which selects the target and closes the dialog.You will see your selection in the box.
Use the down arrow shown in the button to choose Current Results if you want to search within a current set of search results. When you select this option, the target box changes to show the current results (with the query and its associated target) and enables you to enter a query as a Freeform Search. For example, if you search for the term legal in Custodian Bob, you can click Current Results and type a query such as court and then search the results view, (legal) in Bob, instead of searching the Custodian Bob view again. This option is not available for non-result views.

Use the Sections of the Advanced Search Form

The Advanced Search form consists of various sections, each of which is described below. As you type in the sections, you can watch your query being built in the Freeform section, which is located at the bottom of the form. For example, you will notice an AND separating each section of the query that you include.

Top Section: Any, All, or None of these Words and This exact phrase:

In this section, you can fill out the appropriate boxes with words (terms) you want to search. Each box enables you to dictate how you want these terms treated.

ANY of these words: — At least one of the terms you specify in this area must be present in order to satisfy the overall query. If you specify multiple terms, each term is separated by an OR. (A term can be a word or a phrase.) To specify a phrase in this box, you must place the phrase within quotes (for example, specifying scared"material witness" searches for scared OR "material witness" as terms, where at least one of these terms must be present).
ALL of these words: — All of the terms you specify in this area MUST be present to satisfy the overall query. If you specify multiple terms, each word is separated by an AND. To specify a phrase in this box, you must place the phrase within quotes (for example, specifying meeting"opposing counsel" searches for meeting AND "opposing counsel" as required terms).
This exact phrase: — The phrase you specify in this box must be present to satisfy the overall query. The content of this box is assumed to be a phrase. Therefore, do not enclose the terms in quotes in this box. For this box, the software will add the quotes automatically to the phrase you specify, which you can see in the Freeform area.
NONE of these words: — Specify terms that must NOT be included in the results. If you specify multiple terms that must not be included, each term is separated by an OR. (A term can be a word or a phrase.) To specify a phrase in this box, you must place the phrase within quotes (for example, specifying valid"license agreement" searches for valid OR "license agreement" as terms that must NOT be present).
ANY of these words within <10> of ANY of these words: — Specify terms (words or quoted phrases) that are found with a certain word distance of other words or quoted phrases (by default, 10 words). This enables you to perform what is commonly known as a Proximity Search (unordered, which means the words can be in any order). For example, specifying yellow within 10 of blue may yield results where yellow is found first within 10 words of blue, or blue is found first within 10 words of yellow. Note that if you specify multiple words in these Proximity-related boxes (not quoted), the words are separated by an OR. To specify a phrase in these Proximity-related boxes, make sure that you place the phrase within quotes.

Note: For all except the This exact phrase box, make sure that any occurrences of and, or, not, or contains that you intend to search as words appear within quotes before you run the search. For example, you can add the quotes to the occurrences that you want treated as words when reviewing the overall query in the Freeform section. Unquoted occurrences of and, or, not are treated as Boolean operators and are colorized accordingly. Unquoted occurrences of contains, which uses the format <field>contains<text_or_value>, appear in boldface to indicate the special meaning.

Senders/Recipients

This section is aimed at limiting results to email information such as senders, recipients, and/or subjects. When specifying an email address, use either the full email address or the alias (e.g., jdough@someco.com or Jane Dough).

ANY of these senders: — Requests that the search be limited to email sent by the senders you specify). Specify a sender using an email address. This searches the from and sender field information.
{OR | AND} ANY of these recipients: — Requests that the search consider the recipients you specify, either in addition to the Sender criteria or instead of the Sender criteria. The default is OR . Specify a recipient using an email address. This searches the to, bcc, and cc field information.
With subject: — Requests that the search be limited to files with the specified subject, which is associated with the subject metadata field (for example, an email subject).

Date Range

This section enables you to search common date-related fields of documents based on selected date values. You must supply a date value in order to build the date range query based on your selected date range type and selected date field information.

The default settings in this section preselect a number of common fields for you (for the default All Doc Dates or Parent Dates). If you do not want to use these defaults, you can select Custom and select your own date fields. You can also decide whether to use the default Family scope or use Document scope instead.

Select the Date Range of Start and/or End Date Values

Use the Calendar icon to select one or both date values (Start Date and/ or End Date) and the Date Filter information. You must select at least one to include a date range in your Search query:

If you specify either a start or end date value, the Search will fill out the criteria appropriately to cover the range.
The query will accommodate different types of dates (for example, email sent/received dates and file accessed/created/modified dates), the software uses an OR operator between them. This enables a search for either emails OR files within a date range.

Specify the Start and End dates you want to use for the Date Range information:

Start — The selected date fields of documents must contain a date on or after the Start date specified in this box in the format YYYY-MM-DD Click a section of the date to make selections for that section of the date, or use the Calendar to select a Start date.

End — The selected date fields of documents must contain a date on or before the End date specified in this box in the format YYYY-MM-DD . Click a section of the date to make selections for that section of the date, or use the Calendar to select an End date.

Expand range by 1 day (cleared by default) — Enables you to expand the date range by a + or - a day to accommodate time zone offsets (that is, in general, decrease the start date by 1 day and increase the end date by 1 day).

Note: The Start and End dates you specify are validated to ensure that you provide a valid date range. A message informs you if you need to modify an End date to ensure that it is after the Start date.

Select a Date Range Type

After you select your date values, select one of the following:

All Doc Dates (default) — Selects common dates for you and searches for these dates for all documents (parents or attachments). The fields are preselected; you cannot control the selections of the fields searched with this option.
Parent Dates — Selects common dates and searches for these dates for parent documents only. The fields are preselected; you cannot control the selections of the fields searched with this option.
Custom — Allows you to pick the dates you want, with no default selections.

Select Date Field Information

If you keep the default of All Doc Dates, or select Parent Dates, you will see Email Sent and Received preselected, as well as Appointment Started, and Created and Modified for Embedded and File System files.

If you select Custom, you can select one or more of the following dates, each of which represents date-related metadata fields, as follows:

Email:

Searches the following email-related metadata fields by default:

Sent — Finds all email sent on the selected date or within the selected date range. This searches sent field information by default for All Doc Dates or Parent Dates.

Received — Finds all email received on the selected date or within the selected date range. This searches received field information by default for All Doc Dates or Parent Dates.

Appointment:

Started — Finds all email appointments started on the selected date or within the selected date range. This searches datestarted field information by default for All Doc Dates or Parent Dates.

Ended — Finds all email appointments ended on the selected date or within the selected date range. This searches dateended field information if enabled with the Custom option.

Embedded:

Searches the appropriate embedded metadata fields, as follows:

Accessed — Finds all documents last accessed on the selected date or within the selected date range. This searches dateaccessed information if enabled with the Custom option.

Created — Finds all documents created on the selected date or within the selected date range. This searches datecreated field information by default for All Doc Dates or Parent Dates.

Modified — Finds all documents last modified on the selected date or within the selected date range. This searches datemodified field information by default for All Doc Dates or Parent Dates.

File System:

Searches the appropriate file system metadata fields, as follows:

Accessed — Finds all documents last accessed on the selected date or within the selected date range. This searches lastaccesstime field information if enabled with the Custom option.

Created — Finds all documents created on the selected date or within the selected date range. This searches createdtime field information by default for All Doc Dates or Parent Dates.

Modified — Finds all documents last modified on the selected date or within the selected date range. This searches lastmodifiedtime field information by default for All Doc Dates or Parent Dates.

Include Parent Emails w/o Sent/Received (cleared by default) — Enables you to search using parent emails that do not have a sent or received date, a date appointment start, or a msgclass field value of contact, distlist, journal, note, or todo. If you select this option, you can also select the following option to use the datecreated field for emails that lack the other date values:

Use Email Created Date — Adds the datecreated field when you search using parent emails that do not have a sent/received date, a date appointment start, or a msgclass field value of contact, distlist, journal, note, or todo.

You can also use the Date Range Scope option to determine the scope of the date range search:

Family — Ensures that search terms applied in the same search as the date range search, or subsequent searches of the date range results, run against the full families of any individual emails or documents that fall within the specified date range. This option adds the relationship operator family_of to the query. It runs the specified search terms against the entire family within the date range (uses a family scope and adds family_of to the date filter query). For example, if an email with attachments falls within the date range but its attachments do not, searches run against the date range results will examine the email and its attachments, regardless of the attachment dates. Note that the family_of operator functions within the scope of the current view being searched. This operator will not go beyond the scope of the current view serving as the search target.
Document — Causes search terms applied in the same search as the date range search, or subsequent searches of the date range results, to run only on the individual emails or documents that fall within the specified date range. For example, if an email with attachments falls within the date range but its attachments do not, searches run against the date range results will only examine the email.

Example for a Date Range and the default All Doc Dates with Family Scope:

(family_of((sent::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR received::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR datestarted::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR ((datemodified::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR (NOT datemodified::<exists> AND datecreated::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND lastmodifiedtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND NOT lastmodifiedtime::<exists> AND createdtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59])) AND (docclass::EDoc OR ((docclass::EDoc_OLE_Attachment OR docclass::Message_Attachment OR docclass::Message_OLE_Attachment) AND NOT filetype::email AND NOT filetype::MS Outlook AND NOT filetype::vCalendar)))))

Example for a Date Range and the default All Doc Dates with Document Scope:

((sent::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR received::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR datestarted::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR ((datemodified::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR (NOT datemodified::<exists> AND datecreated::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND lastmodifiedtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND NOT lastmodifiedtime::<exists> AND createdtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59])) AND (docclass::EDoc OR((docclass::EDoc_OLE_Attachment OR docclass::Message_Attachment OR docclass::Message_OLE_Attachment) AND NOT filetype::email AND NOT filetype::MS Outlook AND NOT filetype:: vCalendar))))

Example for a Date Range and Parent Dates Selection with Family Scope:

(family_of(((sent::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR received::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR datestarted::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) AND docclass::Message) OR ((datemodified::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR (NOT datemodified::<exists> AND datecreated::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND lastmodifiedtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND NOT lastmodifiedtime::<exists> AND createdtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59])) AND docclass::EDoc)))

Example for a Date Range and Parent Dates Selection with Document Scope:

(((sent::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR received::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR datestarted::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) AND docclass::Message) OR ((datemodified::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] OR (NOT datemodified::<exists> AND datecreated::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND lastmodifiedtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59]) OR (NOT datemodified::<exists> AND NOT datecreated::<exists> AND NOT lastmodifiedtime::<exists> AND createdtime::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59])) AND docclass::EDoc))

Example for Selection of Include Parent Email w/o Sent/Received and Document Scope:

((NOT sent::<exists> AND NOT received::<exists> AND NOT datestarted::<exists> AND NOT msgclass::contact AND NOT msgclass::distlist AND NOT msgclass::journal AND NOT msgclass::note AND NOT msgclass::todo) AND docclass::Message)

Example for Selection of Include Parent Email w/o Sent/Received with Use Email Created Date and Document Scope:

((NOT sent::<exists> AND NOT received::<exists> AND NOT datestarted::<exists> AND datecreated::[2001-01-01-00-00-00 ~~ 2001-12-31-23-59-59] AND NOT msgclass::contact AND NOT msgclass::distlist AND NOT msgclass::journal AND NOT msgclass::note AND NOT msgclass::todo) AND docclass::Message)

Examples for Custom Field Selection with Document Scope:

Selecting Custom, then File System: and Modified with a Start Date of 01/01/2001 (2001-01-01), without specifying an End Date, and Document for Apply Search Terms, generates the following query:

((lastmodifiedtime::[2001-01-01-00-00-00 ~~ 9999-12-31-23-59-59]))

Selecting Custom, then Embedded: and Modified with an End Date of 11/17/2010(2010-11-17), without specifying an Start Date, and Document for Apply Search Terms, generates the following query:

((datemodified::[0000-00-00-00-00-00 ~~ 2010-11-17-23-59-59]))

Note: For any of the text boxes for Tags, Domains, Custodians, and Folders, if you populate the boxes with more items than the box can display, you can use the left and right arrows to show more of the items, as well as the Home and End Keys.

Custodians

The Custodian Filters area helps Search for documents based on their assignment to Custodians. (The Search is basically a custodian_view::<custodian_name> search.)

You can either specify Custodian names directly into one of the appropriate Custodian boxes, or you can use the Selector (by clicking the icon) to select Custodians to add to the appropriate box. When specifying Custodians directly, limit the entry to Custodians (terms and other search criteria unrelated to Custodians are ignored, for example). The Custodian names are case-sensitive. If you type two or more Custodian names, be sure that each name is quoted (which ensures that the correct syntax is generated).

The Custodian Filters options are as follows:

ANY of these custodians: — Requests documents assigned to at least one of the Custodian views selected for this box. You can use the Selector (by clicking the ) to select Custodians and add them to the appropriate box. If you type in multiple Custodian names, place each name inside quotes to maintain the proper syntax.

NONE of these custodians: — Requests documents that are NOT assigned to any of the Custodian views selected for this box. You can use the Selector (by clicking the ) to select Custodians and add them to the appropriate box. If you type in multiple Custodian names, place each name inside quotes to maintain the proper syntax.

Custodian Selector

Click the icon. The Selector shows a popup with a list of all Custodians and a Count (in parentheses) representing the number of documents assigned to each Custodian in Project Data.

Note: From the Selector, you can filter the list of discovered or added Custodians (but not the system-defined Unassigned Custodian). The default sort order is alphabetical by Custodian (ascending), but you can also sort in descending alphabetical order.

Select one or more Custodian checkboxes, then click OK when you are satisfied with the changes and want to apply them. Click Cancel to cancel the operation.

If you open the Selector right away without typing in the Custodian box, the checkboxes are initially cleared and Custodians you select are appended to the appropriate Custodian box. If you click the Custodian Selector after you have included Custodians in the appropriate box, the selector initially reflects those Custodians; if you change selected Custodians and click OK, the Custodian information is updated in the appropriate box.

If you populate the boxes with more Custodians than the box can display, you can use the Home and End Keys to go to the start or end of the list, or use the right arrow to show more of the items.

Folders

Note: The Tags, Custodians, and Folders sections apply only to Project Data-based search targets, which support Analytic Metadata Repository (AMR) clauses. They do not apply to Data Set or Imports-based search targets. If you populate any of these sections for a Project Data-based target, close the form, and then change to a Data Set or Imports-based target, and you will see an AMR clause error when you run the search. In general, do not add extraneous punctuation in the boxes for these sections. Also, do not add the appropriate Boolean (AND, OR, or NOT) for a given box, since that will be supplied for you in the built query.

The Folder Filters area helps Search for documents based on their membership to Folders. Folders (The Search is basically a group_view::<folder_name> search.

You can either specify Folder names directly into one of the appropriate Folder boxes, or you can use the Selector (by clicking the icon) to select Folders to add to the appropriate box. Also, limit the entry to Folders (terms and other search criteria unrelated to Folders are ignored, for example). The names are case-sensitive. If you type two or more Folder names, be sure that each name is quoted (which ensures that the correct syntax is generated).

The Folder Filters options are as follows:

ANY of these folders: — Requests documents assigned to at least one of the Folder views selected for this box. You can click the to open the Selector and select Folders to add to the appropriate box. If you type in multiple names, place each name inside quotes to maintain the proper syntax.

NONE of these folders: — Requests documents that are NOT assigned to any of the Folder views selected for this box. You can click the to open the Selector and select Folders to add to the appropriate box. If you type in multiple names, place each name inside quotes to maintain the proper syntax.

Folder Selector

Click the (Folder icon) to launch the Selector and select one or more Folders from the list of Folders. The Selector shows a popup with a list of all Folders without Active Rules applied and a Count field representing the number of documents assigned to each Folder and a Count (in parentheses) representing the number of documents assigned to each Folder in Project Data.

Note: From the Selector, you can filter the list of Folders. The default sort order is alphabetical by Folder (ascending), but you can also sort in descending alphabetical order.

Select one or more Folder checkboxes, then click OK when you are satisfied with the changes and want to apply them. Click Cancel to cancel the operation.

If you open the Selector right away without typing in the Folder box, the checkboxes are initially cleared and Folders you select are appended to the appropriate Folder box. If you click the Selector after you have included Folders in the appropriate box, the selector initially reflects those Folders; if you change selected Folders and click OK, the Folder information is updated in the appropriate box.

If you populate the boxes with more Folders than the box can display, you can use the Home and End Keys to go to the start or end of the list, or use the right arrow to show more of the items.

Domain Lists

This area enables you to Search a view based on common email Domains within one or more selected Domain Lists.

For the Sending and Receiving Domain filters, you can select from a Domain List, or provide a Domain List name or Domain name. (Terms and other search criteria are ignored.) You can also click the Domains icon to open the Selector and select Domain Lists as specified Senders or Recipients in the Search query. You can also use the Selector to preview and filter the Domains within a selected Domain List. (The Search query generated by either your selections or what you provide in the box then includes sentdomains::<domain_list_or_domain_name> or rcvddomains::<domain_list_or_domain_name>, depending on your selections/entries.) Placing a supplied name in quotes will search the sentdomains field for that actual name. If you have the appropriate permissions, you can define Domain Lists and Domains in the Domain List for the Project. See Manage Domain Lists in the Project for more information.

Note: When using these boxes, type or select Domain List names and/or Domain names, but do not add extraneous punctuation. Also, do not supply the appropriate Boolean (OR or NOT), since that is added for you based on your field selection.

ANY of these as senders: — Requests documents assigned to at least one of the Sending Domains selected. Use the Selector or type in the name of a sending Domain (sentdomains).

NONE of these as senders: — Requests documents that are NOT assigned to any of the Sending Domains selected. Use the Selector or type in the name of a sending Domain (sentdomains).

ANY of these as recipients: — Requests documents assigned to at least one of the Receiving Domains selected. Use the Selector or type in the name of a receiving Domain (rcvddomains).

NONE of these as recipients: — Requests documents that are NOT assigned to any of the Receiving Domains selected. Use the Selector or type in the name of a receiving Domain (rcvddomains).

Domain List Selector

Click the icon to open the Selector and select a Domain list to add to the appropriate box. The selector shows the known Domain lists.

Click OK when you make your selection. Click Cancel to cancel the operation.

Alias Lists

The Alias Filters area helps Search for documents based on their association with email Aliases in one or more selected Alias Lists (that is, email addresses of senders or recipients, depending upon your selections, within Alias Lists). Selecting a sender option for an Alias List searches the from, altfrom, sender, and altsender field information. Selecting a recipient option for an Alias List searches the to, altto, cc, altcc, bcc, and altbcc field information.

You can only specify Alias List names, either by typing the Alias List names (that is, names of existing Alias Lists) directly into one of the appropriate Alias List boxes, or by clicking the icon to open the Selector and select Alias Lists to add to the appropriate box. You can also use the Selector to preview and filter the Aliases within a selected Alias List. When specifying Alias Lists directly, limit the entry to existing Alias List names (other terms and other search criteria unrelated to Aliases are ignored, for example). The Alias List names are case-sensitive. If you type two or more Alias List names, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated).

Note: When you select an Alias List name for a sender- or recipient-related Alias List option, the query built and shown in the Freeform area will contain only the Alias List name in each of the appropriate metadata fields, without quotes, and the expansion to accommodate each Alias in the list is done for you automatically (but not displayed). For the two content-related options, the query will include contents::<aliaslistname> to search each selected Alias List for document text. It will not consider the metadata search fields associated with the Include Metadata option as long as the Alias List is sufficiently large.

The Alias List options are as follows:

ANY of these as senders: — Requests only those documents that have been sent by any of the Aliases on the specified Alias Lists. This searches the from, altfrom, sender, and altsender field information. Click the icon to use the Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this option, when you select an Alias List name, the query shown in the Freeform area contains only the Alias List name for the metadata fields, without quotes (and the expansion to accommodate each Alias in a list is done automatically but not displayed).

NONE of these as senders: — Requests only those documents that have NOT been sent by any of the Aliases on the specified Alias Lists. This searches the from, altfrom, sender, and altsender field information. Click the icon to use the Selector the Alias List Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this option, when you select an Alias List name, the query shown in the Freeform area contains only the Alias List name for the metadata fields, without quotes (and the expansion to accommodate each Alias in a list is done automatically but not displayed).

ANY of these as recipients: — Requests only those documents that have been sent to any of the Aliases on the specified Alias Lists (that is, the Aliases were recipients). This searches to, altto, cc, altcc, bcc, and altbcc information. Click the icon to use the Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this option, when you select an Alias List name, the query shown in the Freeform area contains only the Alias List name for the metadata fields, without quotes (and the expansion to accommodate each Alias in a list is done automatically but not displayed).

NONE of these as recipients: — Requests only those documents that have NOT been sent to any of the Aliases on the specified Alias Lists (that is, the Aliases were not recipients). This searches to, altto, cc, altcc, bcc, and altbcc information. Click the icon to use the Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this option, when you select an Alias List name, the query shown in the Freeform area contains only the Alias List name for the metadata fields, without quotes (and the expansion to accommodate each Alias in a list is done automatically but not displayed).

ANY of these as in document content: — Requests only those documents that contain any of the Aliases on the specified Alias Lists (that is, the document content includes one of more of the Aliases). Click the icon to use the Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this content-related option, the query built and shown in the Freeform area will have the format contents::<aliaslistname> for each selected Alias List name, to search for documents that have the Aliases in document text only, and the search does not include the metadata search fields.

NONE of these in document content: — Requests only those documents that do NOT contain any of the Aliases on the specified Alias List. Click the icon to use the Selector or type in the name of an Alias List. If you type two or more Alias Lists, be sure that each name is quoted in the appropriate box (which ensures that the correct syntax is generated). For this content-related option, the query built and shown in the Freeform area will have the format NOT contents::<aliaslistname> for each selected Alias List, to search for documents that do not have the Aliases in document text, and the search does not include the metadata search fields.

Alias List Selector

Click the icon to launch the Selector and select one or more Alias List names from the list. The Selector shows a popup with a list of all Alias Lists.

Additional Metadata Filters

This area helps you supply additional metadata filters in your Advanced Search query for one or more of the Digital Reef Metadata fields.

This section is divided into three areas:

ANY of these: Criteria from at least one of these specified metadata filter entries must be present in order to satisfy the overall query.
AND ALL of these: Criteria from all of these specified metadata filter entries must be present in order to satisfy the overall query.
AND NONE of these: Criteria from these specified metadata filter entries must NOT be included in the results.

Each area provides a starting entry containing Type to filter... You can use the special combination drop-down menu to select a valid metadata field, or you can type characters in a metadata field name, which enables you to filter for fields containing the characters you specify and then make the appropriate selection.

If you enter a metadata field name that is not valid and attempt to proceed, you will see an error message and the field will be highlighted in red:

Please enter a valid metadata field name.

In this case, you can close the error message and correct the issue by supplying a valid field name. For your convenience, you can click the DR Metadata Reference link at the far right to launch the View and Learn about Metadata for a Document help topic, which provides a list of the metadata fields and their descriptions.

Each metadata field will fall into one of three types:

Date (value or range) — Enables you to use a Calendar date picker to select a single date (in the format YYYY-MM-DD) or a date range. Use the Calendar to select one or both date values (Start Date and/ or End Date). You must select at least one to include a date range in your Search query. If you specify either a start or end date value, the Search will fill out the criteria appropriately to cover the range.
Text (name or string) — Enables you to specify text, such as a name or string for a file type name.
Numeric (value or range) — Enables you to specify a single value or different values within a range (inclusive of the values specified). If you only specify a single value, the same value is used for the other part of the range.

Once you provide information for an entry in a given area, clicking return provides a new entry, and your metadata field criteria is added to the overall query (in the Freeform area). To clear a date, text, or value for an entry, click the that appears at the far right of the box with the date, text, or value.

To delete a field entry within one of the three areas (for example, ANY of these:), click the icon to the right of the entry. (You can delete a valid or invalid field entry.) This removes the entry and removes the metadata field criteria from the overall query, if it was previously added. To delete multiple entries from one of the areas, you can also click the top icon for the given area.

Freeform Area

You can use the Freeform query text box at the bottom of the Advanced Search form to either view the query you have built so far or modify the query. You can also use the that appears at the far right of the box to clear the current Freeform query text. (As of 5.1, you do not have to switch to edit in the Freeform tab to modify the query.) You can remain on the Advanced Search form and make your changes directly in the query box. Using this box assumes that you are familiar with the Standard search syntax and know how to specify Boolean operators, wildcards, terms and phrases, metadata fields, and special syntax such as proximity searches.

Once you start to type in the query box, you can no longer edit the form fields (that is, the form fields retain their values but become disabled while you are making changes in the query box). Colorization and capitalization of query elements such as Boolean operators will occur as you type. If you want to discard your changes to the Freeform query box, click Discard Freeform Changes. This restores the query to its state prior to your editing and enables the form fields again.

Options to OK or Cancel Changes

OK – Retains your Advanced Search selections and returns you to the main window so you can select your settings, select a target, and run the search.
Cancel – Discards your Advanced Search selections.

The Metadata List shows the metadata fields supported by Digital Reef and identifies fields that treat terms individually, which allows you to search by specifying only a part of the matching content. For example, you can find all of the documents that have James Joyce in the Author field by searching for joyce instead of searching for james joyce. (Note that any joyce will be a match, not just james joyce.) When searching metadata fields that treat terms collectively, you have to match all of the field content; because, you cannot search for individual terms in the field, you must use wildcards or a phrase that includes the exact contents of the field.

You can also select another primary Digital Reef search method: