14 - Advanced Search Dashboard

What is Advanced Search?

Advanced search lets you search email content using multiple search criteria:  

You can search by using any one or more of the below attributes for emails and email accounts backed up or archived with us. 

• Email Accounts – search within one or more email account(s) 
• Department – search within a department
• Date Range – search within a date range
• To / CC / BCC – search in To / CC / BCC fields of an email o johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. For a faster search, please try to use a large search string
  • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @domain2.com
• TO – search in the To field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. For a faster search, please try to use a large search string
  • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
• CC – search in the CC field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do, or johndoe@yourdomain.com. For a faster search, please try to use a large search string
  • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
• BCC – search in BCC fields of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com
  • For a more efficient search, try to use a detailed search string. If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@yourdomain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
• From – search in from the field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@yourdomain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
• Keyword (Includes Subject, Header, Body, Attachment) – Basic keyword search.
  •  Any keyword before a comma is counted as one keyword
  • Ex: If the keyword is: the hills, high, very high mountain, then the keywords are "the hills," "high," and "very high mountain." 
• Subject – Search in the subject of the email 
• Email Header – search in email header 
• Body – search in the email body 
• Attachment – search within attachments – both content and file name
• Size (KB) – Search for emails greater than or less than a specific size 
• Tag – search for email tags 
• Legal hold -search emails with legal hold 
• Folder – search within a folder 
• Archive Message ID: Search for any message whose message ID is known

What can we do with the results of an advanced search? 

You can download, migrate, and restore emails from the search results of an advanced search.  

How To Set Search Criteria

1. Go to "Advanced Search"
2. If the needed criteria are not showing by default, click on "Add More Criteria(s)"
3. Select the criteria you want to search for
4. Fill out the desired search criteria and click “Search”
5. This will show all results based on the set criteria

How To Download, Restore, and Migrate from Advanced Search Results

1. Generate email search results based on the chosen criteria (see "How to Set Search Criteria" above)
2. Please select the emails you want to Download, Restore or Migrate
   1. You can select one message, all messages on the page, or all emails from the result
3. After selecting email(s), click the "Download, Restore, or Migrate" button

Tips to Optimize Free Text Search  

• Use comma to separate values: Use comma (,) to separate email or keywords, e.g.: john@example.com, emma@example.com, Robert, Steven
• Special Characters are not allowed, except the currency symbols (e.g., $) and ‘_”
• Any phrase before comma is counted as one keyword
  • For example, someone types phrases: the hills, high, very high mountain
    
    • Then, the keywords will be "the hills," "high," and "very high mountain"
• johndoe@yourdomain.com can be searched through these keywords: johndoe, john, joh, jo, j, do, or johndoe@yourdomain.com. For a faster search, please try to use a large search string
• If you want to search a group of emails, you can look for the keyword “@yourdomain.com”
• Do not use ‘@domain’ only as a keyword, considering emails with ‘@yourdomain.com’ & ‘@yourdomain2.com’ can be used.

Search Internal Emails

‘Internal Emails’ refer to emails distributed only within the company's internals. For example, the CEO sent an email to the sales team.

Search External Emails

‘External Emails’ refer to emails that are distributed outside the company. E.g., Quotation emails from your sales representative to the customers.

Inbound Emails

‘Inbound Emails’ refer to emails that the company receives.

Outbound emails

‘Outbound Emails’ refer to emails that the company employees send.

What is the AND / OR Operator Logic?

• When selecting more than one search criteria
  • Select the operator AND / OR for each criterion
  • We will resolve the search criteria from top to bottom 

For example, if you create a search using the following criteria: 

• Criteria C1 AND
• Criteria C2 OR
• Criteria C3 AND
• Criteria C4

The system will process it as 

(C1 AND C2) OR (C3 AND C4)

This is essentially two separate searches with the results merged

Attachment Content Search

Attachment Content Search is a search criterion that enables attachment content search through an indexing process. This process organizes and stores data in a structured format. Once indexed, the system can retrieve relevant results faster, as it no longer searches all content in real-time but instead uses the optimized index for efficient data retrieval.

How to Search Attachment Content?

1. Log in to the End-User Portal.
2. Navigate to the Advanced Search page.
3. Enter email, attachment content, and any other desired fields, then click Search.
4. The system will display the results.

Keyword Search Results

The system highlights keyword search results across all products (email, OneDrive, SharePoint), making it easier for users to locate what they need.

• Keyword search result highlighted - email
  
  
  
• Keyword search result highlighted - OneDrive
  
  
  
• Keyword search result highlighted - SharePoint
  
  
  

Advanced Search Capabilities by Plan

Feature	Backup Plan	Archiver Plan
Highlight keyword search result
Search attachment content

FAQs

Why didn’t I get results after entering criteria?

This may occur if you didn’t enter complete words. Our system supports full-word searches only, not partial matches.

Is the search case-sensitive?

No, the search is not case-sensitive.

Why is the attachment content field locked?

This could happen if the user is subscribed to the Backup plan. Attachment content search is available only on the Archiver plan. You may recommend that clients consider upgrading their subscription.

To upgrade, go to the Partner Portal > Organization menu, select the organization, and click on the Subscriptions tab. A confirmation pop-up will include additional indexing information.

A notification banner will also appear on the End-User portal to inform users of reindexing after upgrading.

What file formats are supported for attachment content search?

Most file formats are supported, except for audio, image, video, octet-stream, application/rar, application/zip, and application/x-7z-compressed.

What is the maximum document content size that can be reindexed?
The system supports reindexing documents with a total size of up to 10 MB per email.