Topic
This article explains how to use the Advanced Search dashboard in NinjaOne SaaS Backup
Environment
NinjaOne SaaS Backup
Description
Advanced search allows you to search email, drives, or Microsoft SharePoint content using multiple search criteria. You can search using one or more attributes for backed-up or archived content.
Set Search Criteria
Setting search criteria tells NinjaOne SaaS Backup what information to look for and what NinjaOne SaaS Backup can ignore when performing the search.
To set search criteria, follow these steps:
- Log in to the end user portal.
- Navigate to the Advanced Search page.
- Select the products you'd like included in your search. The options include Email, Drives, or SharePoint. You can select more than one.
- Select the criteria you want to search by selecting the box next to it.
NinjaOne SaaS Backup offers a range of search criteria for you to choose from. If the necessary criteria are not displayed by default, click Add More Criteria(s) for additional options. - Fill in the desired search criteria and click Search.
- A new page will display the results of your search.
Advanced Search Criteria
There are several criteria you can use to maximize your search results. Each search type accesses different sources (Email, Drives, and SharePoint) and has its own default search criteria. Below are all the criteria available for use in Advanced Search:
| Name | Description |
|---|---|
| Email Account | Search for email addresses within your organization. |
| Date Range | The date range of emails, drives, or SharePoint content you want to search. The date is based on when the document was received by users, not when it was backed up. |
| From | Search for emails based on the sender. |
| To/Cc/Bcc | Search for emails based on recipients in the To, Cc, or Bcc fields. |
| Keywords | Perform a basic keyword search across email subject, header, body, and attachments. |
| Attachment | Search for emails that contain attachments. |
| Attachment Content |
Search for emails based on attachment content and/or file name. This search option is only available to users with the Archiver plan. |
| Archive Message ID | Search for emails based on the Archive Message ID. |
| Body | Search for emails based on the content of the email body. |
| Email Size (KB) |
Search for emails based on their size in kilobytes (KB). Enter numbers only. Do not include the KB unit. |
| Tag | Search for emails based on assigned tags. |
| Department | Search for data based on departments within your organization. |
| Email Folder | Search for emails based on the email folder. |
| Subject | Search for emails based on subject keywords. |
| File/Folder Name | Search for data based on file or folder names. |
| Modified By | Search for drive items based on the user who last modified them. |
| Domain Name | Search for data based on domain names owned by your organization |
| Site Name | Search for data based on site names owned by your organization. |
Advanced Search Conditions
Below are the conditions used in Advanced Search to define how values are matched or excluded based on the value you enter. Each condition helps refine search results based on specific criteria.
| Name | Description | Tips |
|---|---|---|
| CONTAINS | Returns results that include the specified keyword or value within the selected field. | Supports partial matches and is useful when you are unsure of the exact value. |
| DOES NOT CONTAIN | Returns results that exclude the specified keyword or value from the selected field. | Use this condition to filter out unwanted or irrelevant results. |
| IN | Returns results that match any value within the selected scope. | Useful when searching across multiple predefined values. |
| ONLY IN | Returns results that exist only within the selected scope. | Use this condition to strictly limit the search to a specific category or values. |
| NOT IN | Returns results that exclude values within the selected scope. | Helpful for excluding specific categories or values from your search results. |
Advanced Search Operators
Below are the operators you can use to enhance your search criteria in Advanced Search. These operators help make your searches clearer, more precise, and more detailed. The following explains each Advanced Search operator and how it works:
| Name | Description | Tips |
|---|---|---|
| AND | Combines multiple criteria and returns results that match all specified conditions. | Use AND to narrow down results and make the search more specific. |
| OR | Combines multiple criteria and returns results that match any of the specified conditions. | Use OR to broaden your search results. |
How to combine Criteria, Conditions, and Operators in Advanced Search
When a field allows you to enter values, use commas to separate them. NinjaOne SaaS Backup counts each phrase before a comma as one keyword. For example, if you enter the hills, high, very high mountain, the keywords will be "the hills", “high", and "very high mountain."
The system returns only exact matches found within email content and subjects, or in file names. For example, searching for "Investor Meeting" will return results like "updates on Q2 investor meeting" but not partial matches such as "Meeting notes for investor."
When you have selected more than one search criteria, NinjaOne SaaS Backup will resolve the search criteria from top to bottom. For example, if you create a search using the following criteria:
| Criteria | Condition | Value | Operator |
|---|---|---|---|
| Email Account | IN |
johndoe@yourdomain.com dummy@yourdomain.com |
AND |
| Date Range | 2025/11/06 - 2025/12/16 | OR | |
| Keywords | Contains | Invoice, Bill | AND |
| Attachment | With Attachment | AND |
NinjaOne SaaS Backup will process it as (Email Account AND Date Range) OR (Keywords AND Attachment). This search is essentially two separate searches with the results merged
Tips to Optimize Searches
The following sections provide examples of search parameters that you can use to obtain more targeted results.
Search Internal Emails
Internal Emails refer to emails that are distributed only within the company. For example, the CEO sent an email to the sales team.
| Criteria | Condition | Value | Operator |
|---|---|---|---|
| TO / CCC / BCC | Not In | @yourdomain.com | AND |
| From | Not In | @yourdomain.com |
Search External Emails
External Emails refer to emails that are distributed outside the company—for example, quotation emails from your sales representative to the customers.
| Criteria | Condition | Value | Operator |
|---|---|---|---|
| TO / CCC / BCC | Not IN | @yourdomain.com | OR |
| From | Not IN | @yourdomain.com |
Inbound Emails
Inbound Emails refer to emails that the company receives.
| Criteria | Condition | Value |
|---|---|---|
| Folder | Not IN | Sent Items |
Outbound Emails
Outbound Emails refer to emails that the company employees send.
| Criteria | Condition | Value |
|---|---|---|
| Folder | IN | Sent Items |
Search Attachment Content
You can use the Attachment Content search criteria to 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.
Attachment Content search criteria is available only to users with the Archiver plan.
With attachment content search, you can search for files based on their content. For example, if your presentation contains the phrase "growth projection," NinjaOne SaaS Backup will return matching results when this exact phrase appears in the presentation.
How to search content within attachments
To search for content within attachments, follow these steps:
- Select Attachment Content as the search criterion
- Type any keyword or phrase found within the attachment content, for example, "growth projection"
NinjaOne SaaS Backup will return emails with attachments containing the exact phrase.
Content search works for common file types, including PDF, DOCX, PPTX, XLSX, and TXT files
Advanced Search Results
You can add tags, remove tags, download, migrate, and restore emails or files directly from the Advanced Search results.
When the search results are displayed, the system highlights matching keywords. You can select one or more items to manage.
Click the Tag, Download, Restore, or Migrate button to add or remove tags, download, restore, or migrate the selected items.
To view detailed information, click any list in the search results.
Frequently-Asked Questions (FAQ)
Why didn't I get results after entering the criteria?
This result may occur if you didn't enter complete words. Our system supports full-word searches only; it does not perform partial matches.
Is the search case-sensitive?
No, the search is not case-sensitive.
Why is the attachment content field locked?
This situation will happen when the user is subscribed to the Backup plan. Attachment content search is only available on the Archiver plan. You may recommend that clients upgrade their subscription.
To upgrade, navigate to the Organization menu in the partner portal, select the organization, and click the Subscriptions tab. A confirmation pop-up with additional indexing information will display.
A notification banner will also appear in the end-user portal to inform users of reindexing after upgrading.
What file formats does NinjaOne SaaS Backup support for attachment content search?
Most file formats are supported, except for the following:
audio, image, video, octet-stream, application/rar, application/zip, and application/x-7z-compressed.
What is the maximum document content size that NinjaOne SaaS Backup can reindex?
The system supports reindexing documents with a total size of up to 10 MB per email.