HP Integrated Archive Platform User Manual

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HP Integrated Archive Platform User Guide

Version 2.0

Includes information about using the Integrated Archive Platform (IAP) Web UI.

For additional user information on Email Archiving software for Microsoft Exchange and IBM Domino, see the

Email Archiving software for Microsoft Exchange User Guide

contained in those products.

Guide

and

HP Email Archiving software for IBM Domino User

PDF

Par t number: PDF

econd edition: November 2008

Legal and notice information

Conﬁdential computer software. Valid license from HP required for possession, use or copying. Consistent with FAR 12.211 and

12.212, Commercial Computer Software, Computer Software Documentation, and Technical Data for Commercial Items are licensed to the U.S. Government under vendor’s standard commercial license.

The information contained herein is subject to change without notice. The only warranties for HP products and ser vices are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

Microsoft, Windows, Windows XP, and Windows NT are U.S. registered trademarks of Microsoft Corporation.

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Contents

Aboutthisguide .......................... 7

Intendedaudience...................................... 7

Prerequisites ........................................ 7

Relateddocumentation.................................... 7

Documentconventionsandsymbols .............................. 7

HPtechnicalsupport..................................... 8

Subscriptionservice ..................................... 8

Otherwebsites....................................... 8

1IAPoverview.......................... 11

Understandingdocumentarchiving.............................. 11

Understandingsearchinganddocumentindexing ....................... 12

Indexeddocumenttypes ................................ 12

MessageMIMEtypes(advancedusers).......................... 12

2IAPWebInterface........................ 17

Logginginandout..................................... 17

Understandingtheuserinterface............................... 17

Usingthetoolbar ................................... 17

Searchbasics..................................... 18

Common tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Completingsimplesearches............................... 19

Completingadvancedsearches ............................. 20

Displayingqueryorsearchresults ............................ 24

Savingqueryorsearchcriteria.............................. 26

Savingqueryorsearchresults.............................. 27

Sendingqueryorsearchresults ............................. 28

Exportingqueryorsearchresults............................. 29

Accessingsavedcriteria ................................ 29

Accessingsavedresults................................. 29

Copyingsavedresultstoaquarantinerepository...................... 30

Deletingquarantinerepositories ............................. 30

Searchingauditlogrepositories ............................. 31

Changingyourpassword................................ 34

Changingyourlanguage................................ 34

Troubleshooting...................................... 34

Unabletodisplaysavedresults ............................. 35

Problemsexportingresults................................ 35

3Queryexpressionsyntaxandmatching............... 37

Queryexpressions..................................... 37

Wordcharacters...................................... 37

Wordcharactersandseparators............................. 38

Regular expression deﬁnitionofEnglishwordcharacters................... 38

Lettersanddigitsindifferentcharactersets .......................... 38

Letters and digits deﬁned................................ 38

Letters and digits in ﬁles ................................ 38

Matchingwords...................................... 39

Matchingsimilarwords................................... 40

User Guide

Fuzzywords ..................................... 40

Measuringwordsimilarity................................ 40

Matchingwordsequences ................................. 40

Simplewordsequences................................. 40

Proximitywordsequences................................ 41

Matchingwordsequencesinattachments......................... 41

Booleanqueryexpressions ................................. 43

NestedBooleanqueryexpressions.............................. 44

Queryexpressionexamples................................. 44

Index .............................. 47

Figures

1 2

IAPWebInterfacetoolbar............................ 17

SimpleSearchpage .............................. 20

AdvancedSearchpage(emailcontenttype) .................... 21

Query Result

Queryresultsnavigationbar........................... 25

6 SaveCriteriapage ............................... 27

SaveResultspage ............................... 28

SavedCriteriaview,QueryManagerpage..................... 29

SavedResultsview,QueryManagerpage ..................... 30

Simple Sea

AdvancedSearchpage(documentcontenttype) .................. 32

Auditlogdetails ................................ 34

spage(emailcontenttype) ...................... 24

rchpage(documentcontenttype).................... 31

User Guide

Tables

1 Documentconventions............................... 7

EAs applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Ofﬁce 2007 supported ﬁleextensionsandMIMEtypes................ 13

Ofﬁce 2007 sup

Ofﬁce2007supportedproperties......................... 14

Toolbarbuttons,IAPWebInterface ........................ 18

IAPWebInterfacetasks............................. 19

Additional advanced search query ﬁelds...................... 22

Queryresultsnavigationbar........................... 26

Loggedactionsanddescriptions ......................... 33

Additional advanced search query ﬁelds (for audit log repository searches) . . . . . . . 33

Supportedcharactersets............................. 39

Excelspreadsheet................................ 42

Boolean

Queryexpressionexamples ........................... 45

queryexpressions............................ 43

portedfeatures.......................... 14

About this guide

This guide provides information about using the IAP Web Interface.

For additional information on using and conﬁguring Email Archiving software for Microsoft Exchange and IBM Domino, see the HP Email Archiving software for Microsoft Exchange User Guide and HP Email Archiving software for IBM Domino User Guide contained in those products.

Intended aud

This guide is intended for users of the IAP Web UI.

ience

Prerequisites

Prerequisitesforusingthisproductinclude:Knowledgeofusingwebbrowsers

Related docu

In addition to this guide, HP provides the following on the IAP documentation CD:

• HP Integrated Archive Platform Administrator Guide

• HP Integrat

In addition The IAP Web Interface online help is a subset of this guide. The IAP PCC online help is a subset of the HP Integrated Archive Platform Administrator Guide.

mentation

ed Archive Platform System Release Notes

, online help i s available for the IAP Platform Control Center (PCC) and IAP Web Interface.

Document conventions and symbols

Table 1 Document conventions

Conven

Blue text: Table 1

tion

Elemen

Cross-reference links and email addresses

Blue, underlined text: http://

www.hp.com

Bold text

Italic text Text emphasis

Monospace text

Monospace, italic text

Monospace, bold text

Web site addresses

• Keys t

• Text t

• GUI e

• File and directory names

• System output

• Code

• Commands, their arguments, and argument

• Code variables

• Command variables

Emphasized monospac e text

hat are pressed

yped into a GUI element, such as a box

lements that are clicked or selected,

as menu and list items, buttons, tabs,

such

heck boxes

and c

values

User Guide

WARNING!

Indicates that failure to follow directions could result in bodily harm or death.

CAUTION:

Indicates that failure to follow directions could result in damage to equipment or data.

IMPORTANT:

Provides clarifying information or speciﬁc instructions.

NOTE:

Provides additional information.

TIP:

Provides helpful hints and shortcuts.

HP technical support

Telephone numbers for worldwide technical support are listed on the HP support web site:

ttp://www.hp.com/support/.

Collect the following information before calling:

• Technical support registration number (if applicable)

• Product serial numbers

• Product model names and numbers

• Applicable error messages

• Operating system type and revision level

• Detailed, speciﬁcquestions

For continuous quality improvement, calls may be recorded or monitored.

Subscription service

HP strongly recommends that customers register online using the Subscriber’s choice web site:

ttp://www.hp.com/go/e-updates.

Subscribing to this service provides you with email updates on the latest product enhancem ents, newest driver versions, and ﬁrmware documentation updates as well as instant access to numerous other product resources.

After subscribing, locate your products by selecting Storage and then Storage Archiving under Product Category.

Other web sites

For other product information, see the following HP web sites:

About this guide

•http://www.hp.com

•http://www.hp.com/go/storage

•http://www.hp.com/service_locator

•http://www.hp.com/support/manuals

User Guide

About this guide

1IAPoverview

This section introduces HP Integ rated Archive Platform from a user perspective.

IAP is a fault-tolerant, secure system of hardware and software that archives ﬁles and email m essages for your organization, and lets you search for archived documents. IAP provides the following main functions:

• Automatic, active data archiving (email and speciﬁc types of documents) that helps your

organization m eet regulatory requirements.

• Interactive data querying to search for and retrieve archived data according to various criteria.

The IAP Web Interface allows you to use your web browser to search for documents archived on the system, andsaveandreuseyoursearch-querydeﬁnitions and results. See “IAP Web Interface” on page 17 and “Query expression syntax and matching”onpage37.

To interact with the system, you can use the following EAs applications:

Table 2 EAs applications

Application What You Can Do

EAs for Microsoft Exchange (customer option)

EAs for Domino (customer option)

The IAP We custome to you.

b Interface is available to all users. EAs for Exchange and for Domino are independent

r options. Depending on the conﬁguration of your system, each may or may not be available

Search for email messages using Microsoft Outlook with an Exchange mail server. Viewandworkwitharchivedemailmessages. SeetheHP EAs for Microsoft Exchange User Guide which is included on the HP EAs for Exchange option documentation CD — it is also available on h

Search for andworkwitharchivedemailmessages. SeetheHP EAs for IBM Domino User Guide whi is also av

email messages using IBM Lotus Notes with a Domino mail server. View

ch is included on the HP EAs for Domino option documentation CD — it

ailable on h

ttp://www.hp.com.

Understanding document archiving

IAP archives ﬁles and email messages associated with registered users. With EAs, you can ﬁnd and retrieve archived documents to which you have ac cess.

Archiving involves physically storing copies of a document (ﬁle or email message ), but also virtually storing it in one or more repositories. A repository is an abstract data store, which is a virtual collection of documents associated with routing rules (for storing) and user access control lists (for retrieving):

• Documents associated with a given user are archived to a given set of repositories. User-repository

associations are deﬁned by routing rules.

• A user has quer y and retrieval access to a given set of repositories. This is controlled by access

control lists associated with each repository.

Most users have query and retrieval access to only their own documents, which are archived in their individual repositories. The system automatically archives, in your individual repository, all email messages associated with your email account; that is, all messages you send or receive.

In addition to being automatically routed to your individual repository, your email is probably also routed to one or more other repositories established by your company or organization. For example, a company audit repository may be used to keep track of all company email. Some users have access to other repositories, besides their own. For example, your manager or supervisor may have access to your repository .

ttp://www.hp.com.

User Guide

Understanding searching and document indexing

You can search for any documents archived in your repository (or any other repositories to which you have access), w your query is ch

hether the documents are email messages or ﬁles. When you search for a document, ecked against an index of words that is updated each time a document is archived.

Indexing the co searching. Separators (such as punctuation) between words are ignored during indexing. Note that there is a time delay from when ﬁles are archived to when they are indexed. Documents archived less than an hour ago may or may not appear in quer y or search results dep ending on the system’s conﬁguration.

You can search the contents of a document only if the contents h ave been indexed. You can search for other kinds o

ntents of a document involves cataloging the document words to prepare them for later

f ﬁles only by using external identifying information.

Indexed document types

In addition to email messages, the following ﬁles are indexed:

• Plain text ﬁles

• Rich text ﬁles (.rtf)

• HTML (HyperText Markup Language) ﬁles

• Files used by the following Microsoft Ofﬁce programs: Word, Excel, PowerPoint, and Access

• PDF (Portable Document Format) ﬁles viewed with Adobe Acrobat Reader

• Zip ﬁles

• Embedded messages (RFC 822 messages)

NOTE:

Email message formatting has no bearing on indexing. Only the words you see in your email client are indexing candidates. Invisible source-code words, such as HTML markup tags, are ignored.

NOTE:

For zip ﬁles and embedded messages, the content inside the ﬁles is expanded and indexed. We support indexing of MS Ofﬁce ﬁles for MS Ofﬁce 2007 and prior releases.

Message MIME types (advanced users)

An email message can contain message parts of possibly different MIME (Multipurpose Internet Mail Extensions) Content-Types. The following Content-Types are indexed and each corresponds to one of the indexed document types:

• text/xml

• text/plain

• text/html

• application/rtf

• application/msword

• application/vnd.ms-excel

• application/vnd.ms-powerpoint

• application/msaccess

• application/pdf

• application/zip

IAP overview

An email message that is entirely plain text, not MIME, is indexed. Also, if an email message has been attached to another email message, the attached email message is not indexed.

IAP 2.0 provides document indexing support for Microsoft Ofﬁce 2007. The supported MIME types and extensions are shown in Table 3. Support for features is shown in Table 4. Support for properties is showninTable5.

Ofﬁce 2007 documents archived prior to installing IAP 1.6.1 or 2.0 will not be indexed or content searchable.

Table 3 Ofﬁce 2007 sup ported ﬁle extensions and MIME types

File extension

.docx

.docm

.dotx

.dotm

.xlsx

.xlsm

.xltx Ofﬁce Excel 2007 template

.xltm

.xlam

.pptx

File type

Microsoft Ofﬁce Word 2007 document

Ofﬁce Word 20 document

Ofﬁce Word 2007 template

Ofﬁce Word 2007 macro-enabled document template

Microsoft O workbook

Ofﬁce Excel 2007 macro-enabled workbook

Ofﬁce Exce workbook t

Ofﬁce Excel 2007 add-in application/vnd.ms-excel.addin.macroEnabled.12

Microsoft Ofﬁce PowerPoint 2007 presentation

07 macro-enabled

fﬁce Excel 2007

l 2007 macro-enabled

emplate

MIME type

application/vnd.openxmlformats-ofﬁcedocument.wordprocessingml.document

application/vnd.ms-word.document.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocument.wordprocessingml.template

application/vnd.ms-word.template.macroEnabled.12

applicatio ment.sprea

application/vnd.ms-excel.sheet.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocu- ment.spreadsheetml.template

application/vnd.ms-excel.template.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocument.presentationml.presentation

n/vnd.openxmlformats-ofﬁcedocu-

dsheetml.sheet

.pptm

.ppsx

.ppsm

.potx

.potm

Ofﬁce Pow macro-en

Ofﬁce PowerPoint 2007 slide show

Ofﬁce PowerPoint 2007 macro-enabled slide show

Ofﬁce PowerPoint 2007 template

Ofﬁce PowerPoint 2007 macro-enabled presentation template

erPoint 2007

abled presentation

applicat abled.12

application/vnd.openxmlformats-ofﬁcedocument.presentationml.slideshow

application/vnd.ms-powerpoint.slideshow.macroEnabled.12

applica sentati

application/vnd.ms-powerpoint.template.macroEnabled.12

ion/vnd.ms-powerpoint.presentation.macroEn-

tion/vnd.openxmlformats-ofﬁcedocument.pre-

onml.template

User Guide

NOTE:

The following items are not yet supported:

• Notes within PowerPoint slides

• Spread sheet names within Excel

• Some embedded OLE objects

• Certain text within Excel charts

Also, some documents converted to Microsoft Of ﬁce version 2007 by the Ofﬁce File converter may not be properly indexed.

Table 4 Ofﬁce 2007 supported features

Feature

Contents

Table

Textbox

Header/Footer

Comment No No No

FootNote/EndNote

Signature

Chart

Object (Microsoft Ofﬁce,

WordPad …)

Embedded Objects

Notes

WordArt

SmartArt No No No

Sheet’s nam e

Microsoft Word Microsoft PowerPoint Microsoft Excel

Yes Yes Yes

Yes Yes

No No No

Yes

No No No

N/A

No No No

N/A N/A

Table 5 Ofﬁce 2007 suppor ted properties

N/A N/A

No No

N/A

Type Property

Document Properties

14 IAP overview

Author

Title

Subject

Keywords

Category

Keywords

Comments

Hyperlink base

Template

Created

Modiﬁed

Accessed

Printed

Yes

Advance

dProperties:Contents

Last save

Revision number

Document Contents

dby

Statistics No

Yes

User Guide

Type Property

Microsoft Word, PowerPoint,

and Excel

Advanced Properties: Custom

Checked by

Client

Date completed

Department Yes

Destination Yes

Disposition Yes

Division Yes

Document number

Editor

Forward to

Group

Language Yes

Mailstop

Ofﬁce

Owner

Project Yes

Publisher

Purpose Yes

Yes

Received from

Recorded by

Recorded date

Reference

Source

Status

Telephone number

Typist Yes

Yes

IAP overview

2 IAP Web Interface

Use this web-based tool to search for documents archived in the system. You can also save and reuse query or search criteria and results.

Major topics include:

• Logging in and out,page17

• Understanding the user interface, page 17

•

Common tasks,page18

•

Troubleshooting, page 34

Logging in and out

Before logging in for the ﬁrsttime,seeyoursystemadministratorfortheURLtouseandforthelistof supported web browsers. (Microsoft 6.0 and 7.0 are recommended.)

The IAP Web I http protoc http by d ef logged in,

nterfacecanbeaccessedfromaclientdesktopusingregularhttpprotocolaswellassecure

ol (https), for better protection during the authentication. The IAP Web UI now suppor ts secure

ault. If you use regular http, you will be redirected automatically to secure https protocol. Once

you can used regular http if needed.

To access t

1. In the Address ﬁeld of your web browser, enter the URL (web address) that was provided to you by

2. Enter your user name and password (provided by your system administrator). Both ﬁelds are

3. To log out, click LogOut in the toolbar.

NOTE:

Foraccesstotheauditlogrepository,submitarequesttoyouradministrator.

he IAP Web Interface:

your system administrator. The web browser displays a login screen.

case-sen

sitive. Click Login. The Simple Search page is displayed.

Understanding the user interface

User interface topics include:

• Using the toolbar, page 17

•

Search basics, page 18

Using the toolbar

Each page of the IAP Web Interface has a toolbar at the top.

Figure 1 IAP Web Int erface t oolbar

Thefollowingtabledescribeseachbutton:

User Guide

Table 6 Toolbar but tons, IAP Web Interface

Button

New Search

Query Manager

Preferences

Help

LogOut

Search basics

Using the Search For ﬁeld

Description

Click to displa “Completing si

To display the A search fromthemenu.See“Completing advanced searches” on page 20.

ClicktodisplaytheQueryManagerpage,whereyoucandisplaysavedqueries (see “Accessing saved criteria” on page 29) and results (see “Accessing saved

results”onpage29).

Click to display the Prefer ences page, where certain users can change their password for accessing the IAP Web Interface. See “Changing your

password”onpage34.

You can also use the Preferences menu to change the language of the user interface. See “Changing your language” on page 34. Supported languages include English, French, German, Spanish, Portuguese, Chinese (traditional), Chinese (Taiwanese), Korean, and Japanese.

Click for online help about the IAP Web Interface.

Click to log out of the IAP Web Interface.

y the Simple Search page, where you can submit a query. See

mple searches” on page 19.

dvanced Search page, point to this button and click Advanced

The Search for ﬁeld is available when using the Simple Search and Advanced Search pages. Use this ﬁeld to search for speciﬁc words in a document (email messages or ﬁles).

The query syntax allowed is described in “Quer y expression syntax and matching” on page 37. You c an enter simple words, words with wildcards, or a more sophisticated query involving Boolean expressions or word sequences.

NOTE:

To narrow the search to the documents you want to ﬁnd, make your search text as speciﬁcaspossible.In general, the more information provided in the Search for ﬁeld, the narrower the search. If the ﬁeld is blank (empty), all documents within the speciﬁed date range of the query are returned.

Searching indexed contents

The Search for ﬁeld is checked for a match aga inst the indexed contents of documents.

• For email messages, the Search for ﬁeld for words in the message body, but not in other

message ﬁelds such as Subject, From, or To. In addition, the Search for ﬁeld applies to message attachments that are indexed document ﬁles.

• For ﬁles, the Search for ﬁeld applies only to indexed document ﬁles. Other types of ﬁles do not

have indexed contents so their contents cannot be searched.

Common tasks

Use the following table as a quick reference for performing common tasks.

IAP Web Interface

Table 7 IAP Web Interface tasks

Task

Search for archived documents

Display or print the query or search results “Displaying query or search results”onpage24

Save query or s

Save the results of a search

Send the results to your email account “Sending query or search results” on page 28

Export the re

Display or delete saved criteria of a search

Display the saved results of a search

Save archived documents to a quarantine repository

Delete a quarantine repository “Deleting quarantine repositories”onpage30

Search the audit log repository “Searching audit log repositories” on page 31

Change your

Change your language “Changing your language”onpage34

earch criteria

sults

password

Completing simple searches

Reference

“Completing simple searches” on page 19 and “Completing

advanced searches”onpage20

“Saving query

“Saving query or search results”onpage27

“Exporting q

“Accessing saved criteria” on page 29

“Accessing saved results” on page 29

“Copying sav

“Changing y

or search criteria” on page 26

uery or search results” on page 29

ed results to a quarantine repository”onpage30

our password” on page 34

The Simple Search page searches for documents (email messages or ﬁles) containing words you enter in the Search for ﬁeld. In the Search for ﬁeld, you can enter simple words, words with wildcards (*) , or a more sophisticated query involving Boolean expressions or word sequences. The Simple Search page is simpler than the Advanced Search page only because there are fewer ﬁelds you can search on.

To comple

te a simple search:

User Guide

1. Click New Search in the toolbar. The Simple Search page is displayed.

Figure 2 Simple S earch p age

2. Search using all of the following ﬁelds on the Simple Search page:

• Content Type: Use email to searc h for email message ﬁles. You would use document to search the AuditLog repository as described in Searching audit

log repositories,ortosearchforﬁles in a repository such as those migrated using the HP File

Archiving software (formerly known as FMA). To do a search for documents stored via HP File Archiving software, select “document” instead of “email” in the dropdown box, choose the repository to search, a n d then use an empty search string.

NOTE:

Using “document” does not search for email sent by Exchange or Domino.

• Timeframe: The time period to search. This includes the last-modiﬁed date of a ﬁle or the date an email message was sent.

• Where to Search: The repository to search. A repository is a virtual collection of documents (email messages and ﬁles). Only the repositories to which you have access are displayed. At a minimum, you have access to your own repository.

• Search for: Searches for words in the document or message body, but not in message ﬁelds such as Subject, From, or To.

3. When you have ﬁnished deﬁning your query, click Find Now to start the search. The Q uery

Resultspageisdisplayed.

Completing advanced searches

For more speciﬁc searches, use the Advanced Search page. In addition to the ﬁelds of the Simple Search page, the Advanced Search page provides additional query ﬁelds to help you reﬁne your search.

To complete an advanced search:

IAP Web Interface

1. Point to New Search in the toolbar and click Advanced search from the menu. The Advanced

Search page is displayed.

Figure 3 Advanced Search page (email content type)

NOTE: Figure 3 shows the Advanced Search page for the email content type. The document

content type form varies slightly. See Table 8 for an explanation of the differences.

User Guide

2. Search using the following ﬁelds on the Advanced Search page:

• Content Type: Use email to searc h for email message ﬁles. You would use document to search the AuditLog repository as described in Searching audit

log repositories,ortosearchforﬁles in a repository such as those migrated using the HP File

NOTE:

Using “document” does not search for email sent by Exchange or Domino.

• Search For: Searches for words in the document or message body, but not in message ﬁelds such as Subject, From, or To.

• By TimeFrame: The time period to search. This includes the last-modiﬁed date of a ﬁle or the date an email message was sent. As an alternative to the By TimeFrame ﬁeld, you can deﬁne a time period to search by specifying the Start and end (To) dates. For example, to search for documents dated between March 8, 2003 and March 23, 2003, enter 03/08/2003 in the Start ﬁeld and 03/23/2003 in the To ﬁeld.

3. To reﬁne the search, use the additional query ﬁelds (as shown in Table 8). The available ﬁelds

depend on the Content Type you select.

Table 8 Addition al advanced search query ﬁelds

Query Field Matches (in the Document)

Email Content Type Only

Subject

From

To / Cc

The Subject message ﬁeld.

The From message ﬁeld.

If the email repository belongs to a user with audit privileges (i.e. the user is a compliance user), this value will match message recipients in the Rcpt To, To, Bcc, Cc, and Apparently-To message ﬁelds. If the email repository belongs to a user without audit privileges, this value will only match message recipients in the To, Cc, and Apparently-To ﬁelds.

IAP Web Interface

Query Field Matches (in the Document)

The Outlook Exchange folder to which the email belongs. It supports wildcard search like other ﬁelds do. (Folder name will appear as a ﬁeld if it has been enabled by the system administrator in the domain.jcml ﬁle.)

Example queries: 2006 searches all leaf folders with the name “2006,” for example, \Inbox\2006

and \Inbox\test\2006, but not \Inbox.

\Inbox\2006 searches only folder 2006 in path \Inbox\2006. \Inbox\* searches Inbox and all its subfolders and nested folders. \2006 searches only the root folder \2006. \Inbox\2006\personal searches only the folder personal in the path

\Inbox\2006\personal. 2006\personal searches the folder 2006\personal, anywhere in the path. 2006\personal\* searches the folder 2006\personal and all its subfolders

andnestedfolders.

Folder Name

sent* searches all folders that start with “sent,” for example, SentItems and SentEmail. Search is not case sensitive.

bugs\20* searches all folders in “bugs” that start with “20,” for example

\bugs\2006 and \bugs\20data.

NOTE:

Core folders are Outlook hardcoded folders, like Inbox, Outbox, Sync

Issues\Conf

licts. If the core folder only has one level (like Inbox), thereisnolimitation. Ifthecorefolderhasmorethanonelevel(likeSync Issues\Conflicts) and you want to search the emails in the second level (Conf

Issues\Co for “Sync I

licts), type both levels or use wildcards. Searching for “Sync

nﬂicts” will ﬁnd email in Sync Issues\Conflicts. Searching

ssues\Con*” will ﬁnd email in Sync Issues\Conflicts.But,

searching for Conﬂicts will not ﬁnd email in Sync Issues\Conflicts.

NOTE:

To search any folder which has space inside, use quotes, for example: "my folder".

Attachment Name

Message

Document (File) Content Type Only

Document Name

Document Path

The ﬁle name of a message attachment. (The contents of indexed document attachments are searched using the Search for ﬁeld.)

The MessageID message ﬁeld from Outlook, a message identiﬁcation number (not all messa

To display the MessageID ﬁeld in Outlook:

1. Double-click to open the message in its own window.

2. Select View > Options. The Message Options dialog box is displayed.

3. If the me

File name, not including the ﬁle extension.

File path. Asforanyothertextqueryﬁeld, separators such as slash ( / ), backslash ( \ ),

and colon ( : ) are ignored, and the query words are searched in any order. For example, query text c:\abc\xyz will match path abc:\xyz\c,aswell as path c:\abc\xyz.

To ensure that path components are searched in order, enclose the ﬁeld text in double-quotes ( ” ) to use a word-sequence query. See “Query expression syntax

and matching” on page 37 for a complete deﬁnition of the Search Engine query

syntax.

ges have MessageIDs). Use this ﬁeld mainly for audit searches.

ssage has a MessageID, the ﬁeld is shown in the Internet headers ﬁeld of the Message Options dialog box. Example: Message-ID: <LISTMANAGER-115380-9228-2003.03.04-17 .34.24-user#hp.com@lists.FrameUsers.com>.

User Guide

Query Field Matches (in the Document)

4. When you have ﬁnished deﬁning your query, click Find Now to start the search. The Q uery

Resultspageisdisplayed.

Displaying q

When you submit a query, the results are displayed on the Query Results page. From the Query Results page, you can save, send, or export searches and results by clicking More Options.

To display t

1. Display the Quer y Results page by completing one of the following tasks:

•

The Query R

Extension

Title

Author

File extension. Example: doc for a Microsoft Word ﬁle.

Title of the document. Only some ﬁles have associated titles. For example, to see the title of a Word document, select File > Properties in Word. The Title ﬁ eld is shown on the Summary panel of the displayed Properties dialog box.

Author of the document. Only some ﬁles have associated authors. For example, to see the author of a Word document, select File > Properties in Word. The Author ﬁeld is shown on the Summar y panel of the displayed Properties dialog box.

uery or search results

he results:

Submit a sim “Completing advanced searches” on page 20) .

Submit a se Access previously saved results (see “Accessing saved results” on page 29).

ple(see“Completing simple searches” on page 19) or advanced search (see

arch from previously saved criteria (see “Accessing saved criteria”onpage29).

esults page is displayed.

Figure 4 Query Results page (email content type)

NOTE: Figure 4 shows the Query Results page for the email content type. The Query Results page

forthedocumentcontenttypevariesslightly,buthasthesamefunctionality.

IAP Web Interface

2. From the Query Results page, complete any of the following tasks:

• To display the contents of an email or document in the viewing pa n e, click the item from the list once. Clicking the item twice will instead open the preview pane as a new window.

• To display a different group of 50 results, click the different symbols in the query results navigation bar. See Query results navigation bar on page 25 for more information.

• To select all displayed documents or clear all selected documents, click Check All or Uncheck All, respectively.

• To print the Query Results page, use the browser print button. (The Print Current Table List printer icon has been removed.)

•

To save the current criteria, see “Saving query or search criteria”onpage26.

•

To save the current results, see “Saving query or search results” on page 27.

• To mail all or selected results to your m ailbox, see “Sending query or search results” on page 28.

•

To export all or selected results, see “Exporting query or search results” on page 29.

NOTE:

Users that have been given "compliance" authorization (generally compliance ofﬁcers) are able to view all recipients (including Bcc addresses).

Query results navigation bar

When the results are retrieved, the most recent d ocuments are displayed ﬁrst.

NOTE:

Documentsarchivedlessthananhouragomayormaynotappearinresultsdependingonthesystem’s conﬁguration.

Fifty results (maximum) are shown on the Query Results page. You can use the query results navigation bar to display different groups of 50 results.

Figure5Queryresultsnavigationbar

The query results navigation bar shows the following information:

User Guide

Table 9 Query results navigation bar

Item

bars:

arrows:

•

status

Description

From left to right, the ﬁve bars represent subsequent pages of 50 results (maxim bar represent documents a gi momentarily t

Click an arrow to display a different page of results:

• Move the results display forward by 50 (

(

• Move the res

(

For example, if the current page shows results 1-50, clicking the right double-arrow (

Text indic

• Query Sti

results have been found so far.

• Click Above: Searching is in progress. At least 50 results have

been fou todisplayasetof50resultswhilethesearchisinprogress.

• Query Results Complete: Searching is complete if the query

produc 500 re searc

triple-arrow symbol (

um). Click a bar to display its page of results. The dark

s the currently displayed results. Note: To see just which

ven bar represents, hold the mouse pointer over it

o display a t ooltip.

), 100 ( ), or 500

)document

ating the current status of results retrieval:

es no more than 500 query results. If there are more than sults, the search for the ﬁrst500resultsiscomplete. To

h for additional results with the same query, click the right

ultsdisplaybackby50(

) displays results 100-150.

ll In Progress: Searching is in progress. Less than 50

nd and displayed. You can click a navigation bar (

) to retrieve a ll possible results.

), 100 ( ), or 500

)

Result retrieval batches

When you submit a query or search, the ﬁrst 500 results are retrieved. To see more results for a query

returns more than 500 results, you must click the right triple-arrow symbol (

that

e than 500 results, the Query Results Complete status message means that the ﬁrst batch of 500

mor results has been retrieved. It does not mean that all results h ave been retrieved.

Saving query or search criteria

After you submit a search, you can save the query or search criteria.

To save criteria:

1. Display the Quer y Results page by completing one of the following tasks:

•

Submit a simple (see “Completing simple searches” on page 19) or advanced search (see “Completing advanced searches” on page 20) .

•

Search the audit log repository (see “Searching audit log repositories” on page 31).

•

Access previously saved results (see “Accessing saved results” on page 29).

). When there are

IAP Web Interface

2. From the Query Results page, click More Options, and then click Save Current S ea rch Criteria.Or

right-click and select Save criteria. The Save Criteria page is displayed.

Figure 6 Sa

3. Enter the name of the criteria you are saving in the Save Query Criteria as ﬁeld. To erase text

entered in the Save Quer y Criteria as ﬁeld, click Clear.

NOTE:

Specialcharacters@$%^&*#()[]/\{+}‘~=|arenotallowe

4. Click Save Now.

To access the saved criteria, see “ Accessing saved criteria” on page 29.

ve Criteria page

Saving query or search results

After you submit a search, you can save the results. The search results are saved for two weeks and then deleted.

NOTE:

Any search results you saved using the IAP Web Interface are deleted after t wo weeks. The web interface also contains a button for manually deleting saved query results

Deleting search results does not delete the items on the IAP. The actual items remain on the IAP according to the retention period set by your administrator.

If you need to save the results longer than two weeks, consider copying the results to a quarantine repository. A quarantine repository allows you to save search results for an inﬁnite retention period. For more information, see “Copying saved results to a quarantine repository” on page 30.

If the search locates a large number of documents, saving the results is useful. For example, if you are completing a large audit query, you can save the res retrieve all the results at a later time.

When you save query results of a large search, the query is resubmitted as a background process that retrieves all results, no ma tter how many. Because use the IAP Web Interface (for example, by submitt

ults while the query is still processing and then

the query runs in the background, you can continue to

ing other queries).

User Guide

To save results:

1. Display the Quer y Results page by completing one of the following tasks:

•

Submit a simple (see “Completing simple searches” on page 19) or advanced search (see “Completing advanced searches” on page 20) .

•

Submit a search from previously saved criteria (see “Accessing saved criteria”onpage29).

2. From the Query Results page, click More Options, and then click Save Current Results.Orright-click

and select Save results.TheSaveResultspageisdisplayed.

Figure 7 Save Results page

3. Enter the name of the results you a re saving in the Save Search Results as ﬁeld. To erase text entered

intheSaveSearchResultsasﬁeld, click Clear.

NOTE:

Specialcharacters@$%^&*#()[]/\{+}‘~=|arenotallowed.

4. Click Save Now.

To access the saved results, see “Accessing saved results”onpage29.

NOTE:

The results are not retrieved in chronological order, but are sorted chronologically after they have all been retrieved (query processing is Finished). If you access the saved results before the query is Finished, theresultsarenotsorted.

Sending query or search results

You can send search results to your email account. This includes results that you have placed in a quarantine repository.

To send results:

IAP Web Interface

1. Display the Query Results page by completing one of the following tasks:

•

Submitasimple(see“Completing simple searches” on page 19) or advanced search (see “Completing advanced searches” on page 20).

•

Submit a search from previously saved criteria (see “Accessing saved criteria” on page 29).

•

Access previously saved results (see “Accessing saved results” on page 29).

2. From the Query Results page, select the check box next to each item you want to send. Skip this step

if you are sending all items.

3. Click More Options to open the menu.

4. To send all results, click Send All Items. To send the selected items, click Send Chec ked Items.A

conﬁrmation message is displayed when the items are sent.

Exporting query or search results

For information on exporting query or search results, see your HP EAs for Micosoft Exchange User’s Guide or HP EAs for IBM D omino User’s Guide as appropriate. Those user guides are included on the documentation CD in those products.

Accessing saved criteria

If you save the criteria of a query or search, you can access it from the Query Manager page. Each item listed shows the name of the saved criteria and date of when you saved the criteria.

To access a saved criteria:

1. Click Query Manager in the toolbar. The Query Manager page displays.

2. Click Saved Criteria to display all previously saved searches.

Figure 8 Saved Criteria view, Query Manager page

3. Complete any of the following tasks:

•Toresubmitthequery,clickReload. The Advanced Search page with the saved criteria already entered is displayed. You can then resubmit the query by clicking Find Now.

• To delete the saved criteria, click Delete. You are not prompted to conﬁrm the deletion.

• ToswitchtotheSavedResultsview,clickSaved Results.Orright-clickandselectSaved Query Results.

Accessing saved results

You can access saved results from the Query Manager page. This includes results that you have placed in a quarantine repository. Each item listed shows the name of the results, its status (if unﬁnished), and start and end dates of the search.

cess saved results:

To ac

User Guide

1. Click Query Manager in the toolbar. The default Query Manager page displays all saved results.

Y ou can also access this view by clicking Saved Results on the Query Manager page.

Figure 9 Saved

2. Complete any

• To display the results, click Reload. The Quer y Results page is displayed.

• To copy the saved results to the quarantine repository, click Start.Acompletedmessage

appears in t

• To delete the save results, click Delete.

• ToswitchtotheSavedCriteriaview,clickSaved Criteria. Or right-click and select Saved

Query Crite

NOTE:

Results are automatically deleted after two weeks. If you need to save the results longer than two weeks, consider copying the results to a quarantine repository. See “Copying s

aved results to a quarantine repository” on page 30.

Results view, Query Manager page

of the following tasks:

he row when the contents is in the quarantine repository.

ria.

Copying saved results to a quarantine repository

You can copy items listed in the saved query results to another destination repository called a quarantine repository. If the results are quarantined, the search results are not deleted from the database and have an inﬁnite retention period. This feature is useful for compliance purposes or if you need to save your results for more than two weeks.

NOTE:

Any search results you saved using the IAP Web Interface are deleted after two weeks. Deleting search results does not delete the items on the IAP. The actual items remain on the IAP according to the retention period set by your administrator.

You have access to your quarantine repositories automatically and work with qua rantine repositories as you woul repository from the Where to Search list.

To copy the saved results to the quarantine repository:

1. Click Qu

2. Click Start intheQuarantinecolumntocopythosesavedresultstothequarantinerepository.A

d any repository, such as search within the repository. For instance, you can select a quarantine

ery M anag er in the toolbar to access the saved results.

completed message appears in the row when the contents is in the quarantine repository. You can not see

the quarantine repository until the user logs in again.

Deleting quarantine repositories

If needed, you can delete the contents from a quarantine repository. If a quarantine repository is marked for deletion, the repository contents are removed during the next retention cycle, and either the references to the data are removed or the data itself is removed.

IAP Web Interface

NOTE:

Deleting a quarantine repository does not delete the items on the IAP. The actual items remain on the IAP according to the retention period set by your administrator.

To delete a quarantine repository:

1. Click Query M anag er in the toolbar to access the saved results.

2. Click Delete intheQuarantinecolumntoremoveaccesstothatquarantinerepositoryanddeleteits

contents during the next retention cycle.

Searching audit log repositories

Audit log repositories are not available to a ll users. Users with access to an audit log repository can choose the audit log repository when they select a repository to search. If the audit log repository does not appear in the Where to Search list when you specify search criteria, you do not have access. For access to the audit log repository, submit a request to your administrator.

The audit log repository provides a method for creating a surveillance system log. This is useful for demonstrating your company is adhering to surveillance processes. You can complete either a simple or advanced search when searching the repository. If you need to search for multiple criteria, complete an advanced search.

NOTE:

An email search from an audit log repository will produce no results; you need to do a document search.

To search the audit log repository:

1. Select the document content type from the simple or advanced search form:

•Forasimplesearch,clickNew Search in the toolbar. From the Content Type list, select document. The following form is displayed.

Figure 10 Simple Search page (document content type)

• For an advanced search, point to New Search in the toolbar and click Advanced search from the menu. From the Content Type list, select document. The following form is displayed.

TIP:

To search for multiple items, use the advanced search form.

User Guide

Figure 11 Advanced Search page (document conte nt type)

2. From the Timeframe list, select the time period to search. This ﬁeld searches the audit logs stored to

the IAP during a speciﬁed time period.

Advanced searches only: A s an alternative to the By Timeframe ﬁeld, you can deﬁne a time period to search by specifying the Start and end (To) dates. For example, to search for documents dated between March 8, 2003 and March 23, 2003, enter 03/08/2003 in the Start ﬁeld a nd

03/23/

2003 in the To ﬁeld.

3. From the Where to Search list, select the audit log repository.

IAP Web Interface

4. In the Search for ﬁeld, enter one of the following criterion to search for a speciﬁcuseroraction:

• User ID: Enter the login name of the user, such as jdoe.

• First Name: Enter the ﬁrstnamefromtheLDAPdirectoryfortheuser,suchasJohn.

• Last Name: Enter the last name from the LDAP directory for the user, such as Doe.

• Logged actions: Enter one or m ore of the actions listed in the following table. Or, leave this ﬁeld blank to search for all logged actions.

Table10Loggedactionsanddescriptions

Logged Action

Query Result Information about the query results returned or displayed.

Navigation

View Message

View Document

Download Email attachments downloaded by the user.

Mail Emails or documents sent to the user.

Export

Save Query

Save Query Result Query results saved by the user.

Start Quarantine

Delete Quarantine Quarantined query results deleted by the user.

Description

Simple or advanced searches performed by the user.

Navigation t

Emails displayed from the query results.

Documents displayed from the query results.

Emails or documents exported by the user.

Queries sav

Saved query results quarantined by the user.

hrough the query results.

ed by the user.

TIP:

You can use boolean expressions AND, OR,andNOT when entering search criteria.

5. Advanced searches only:Toreﬁne the search, use the additional query ﬁelds as shown in the

following table.

Table 11 Additional advanced search query ﬁelds (for audit log repository searches)

Query Field Matches

Documen

Document Path

Extension

Title Not used because it is not applicable to audit log ﬁles.

Author

t Name

Name of the component generating the audit log. For example: IAP Web Interface. This is the only option available at this time.

Host or IP address of the host where the audit log was generated. For example: hp-s0-1-93.hp.com.

File extension. Not used because the audit log is always an XML ﬁle.

Used to search for a speciﬁc user. Enter one of the following criterion:

• User ID: Enter the login name of the user, such as jdoe.

• First Name: Enter the ﬁrst name from the LDAP directory for the user,

such as John.

• Last Name: Enter the last name from the LDAP directory for the user,

such as Doe.

User Guide

6. Click Find Now to start the search. The Quer y Results page displays the following information:

• User: User for which the audit log was created.

• Session Start: Start time of the user session.

• Session End: End time of the user session.

• Size: Size of the session audit log ﬁle.

• Server: Server (HTTP portal) on which the audit log session was captured.

•Date:Datetheauditlogﬁle was archived.

7. To display the contents of an audit log ﬁle in the viewing pane, click the item from the list. If needed,

click New Window to display the audit log content in a new window.

Figure 12 A

8. From the Query Results pag e, you can also save the query or search criteria you entered. See

“Saving query or search criteria”onpage26.

udit log details

Changing your password

Depending on how your system is conﬁgured, your password is the same as your Windows or your Lotus Notes password or you have the option to manage your password. The following information applies to users who can change their password through the Web Interface.

For security reasons, change your password periodically. Change your password immediately after you log in for the ﬁrst time.

To change your password for accessing the IAP Web Interface:

1. Click Preferences in the toolbar.

2. Enter your current password (Old Password), enter the New Password twice, and then click Change.

Chang

ing your language

nge the language of the user interface:

To cha

1. Clic

2. Enter the language you prefer. Suppor ted languages are English, French, German, Spanish,

k Preferences in the toolbar.

Portuguese, Chinese (traditional), Chinese (Taiwanese), Korean, and Japanese.

Troubleshooting

Troubleshooting topics include:

•

Unable to display saved results, page 35

•

Problems exporting results, page 35

IAP Web Interface

Unable to displa

Search results are saved for t wo weeks and then deleted. If you save the results of a query, but the retention s application, b error because

ysavedresults

ettings delete the ﬁles before the end of the two weeks, the results still appear in the ut cannot be reloaded from the saved search results. Clicking the saved results displays an

the application cannot ﬁnd the saved results on IAP.

Problems exporting results

For information on problems exporting query or search results, see your HP EAs for Microsoft Exchange User’s Guide or HP EAs for IBM Domino User’s Guide as appropriate. Those user guides are included on the documentation CD in those products.

User Guide

IAP Web Interface

3 Query exp res sion syntax and matching

Query expression syntax and matching describes the IAP Web Interface syntax to use to search and

retrieve archived documents (ﬁlesoremailmessages),andexplainshowqueriesarematchedagainst documents.

Major topics include:

•

Query expressions, page 37

•

Word characters, page 37

•

Letters and digits in different character sets, page 38

•

Matching words, page 39

•

Matching similar words,page40

•

Matching word sequences, page 40

•

Boolean query expressions, page 43

• Nested Boolean query expressions,page44

• Query expression examples,page44

Query expressions

Query ex retrieval is that query words are compared with document words to ﬁnd a match. You can also:

• Look for document words that are textually similar, but not necessarily identical, to query words.

• Look for word sequences in a document: words that are near each other, and in a particular

• Combin

Together, these query constructs provide considerable power to ﬁnd what you need, provided you learn to use them well.

The wa Text is parsed (broken down) into words. Remaining characters are considered separators and ignored. Query expressions are fundamentally composed of words, no matter how complex the expression.

For indexing and searching, a word need not belong to a natural language, such as English. For examp such as in f??t.

pressions can be as simple or as complex as needed. The essential idea behind document

See “Mat

order. See “Matching word sequences”onpage40.

“Boolean query expressions”onpage43.

ching similar words” on page 40.

e query words using logical (Boolean) operators (AND, OR, NOT). See

y query expressions are interpreted is similar to the way documents are indexed when archived.

le, wt6_ht3 is a valid document word or query word. Query words can contain wildcards,

Word characters

When the system examines a query expression to determine its words, some characters are not included in query words, but are treated as word separators. When a document is archived, indexing d etermines which document words are available for searching in the same way.

Learning the rules of creating query words means also learning the rules of document indexing and, therefore, what words you can search for.

User Guide

Word characters and separators

Word characters include all uppercase and lowercase letters, digits, and the following additional characters:

• _(underscore)

• # (number/pound/hash sign)

• & (ampersand)

All other chara ~, ", -,and!).

However, && by itself is no t a word. It is a Boolean operator. When combined with at least one more word characte

Query analysis and document indexing are not case-sensitive. Uppercase and lowercase letters are treated the same.

cters are separators (except i n queries, wildcards ? and *, and special query characters

r, && canbepartofaword. Forexample,a&&b is a word.

Regular expression deﬁnition of English word characters

The following regular expression provides, in succinct form, a complete speciﬁcation of English word characters (except for treatment of && as a non-word):

[ A-Za-z0-9_#& ]+

Letters and digits in different character sets

Topics include:

•

Letters and digits deﬁned, page 38

•

Letters and

digits in ﬁles, page 38

Letters and digits deﬁned

All letters and digits are word characters. What IAP considers a letter or digit depends on the character set encoding used. For US ASCII encoding, letters are uppercase and lowercase English letters (A-Z, a-z). For ISO 8859-1 (Latin-1) encoding, used for Western European languages, accented letters are included. Most ideographic characters, such as those used in Asian languages, are also c onsidered letters.

Whatever the langu age and encoding used for a particular document (ﬁle or email message), IAP maps encoded characters to the Unicode 2.0 standard. The Unicode 2.0 standard is then used to determine if a given character is a letter or a digit (or neither):

• A letter is any Unicode character in one of the following Unicode categories: Ll (lowercase letter),

Lu(uppercaseletter),Lt(titlecaseletter),Lm(modiﬁer letter), or Lo (other letter).

• A digit is any Unicode character whose Unicode name contains the word DIGIT, provided it is not

in the range \u2000 (en quad = en space) through \u2FFF (ideographic description - future).

Letter

sanddigitsinﬁles

gh all letters and digits are word characters, their treatment in ﬁles (including email message

Althou

hments) depends on the character encoding used. You can search for any words in email message

attac

s and headers, regardless of the encoding.

bodie

You ca prov

nsearchforwordsinﬁles (including email body, header, attachments, and indexed documents)

ided the character encoding is one the following:

Query expression syntax a nd matching

Table 12 Supported character sets

Supported character set

ISO-8859-1

WINDOWS-1252

US-ASCII

UTF-8

ISO-8859-2

KOI8-R

ISO-8859-5

WINDOWS-1251

WINDOWS-1254

ISO-8859–9

GB18030

BIG5

GB2312

EUC-KR

KS_C-5601-1987

ISO-2022-JP

EUC-JP

SHIFT-JIS

Description

Western European, extended ASCII

(Code pages supported by Windows) Latin 1

7-bit American Standard Code for Information Interchange

Universal (all languages)

Eastern Europ

Cyrillic (Russian and Bulgarian)

Cyrillic (Bulgarian, Belarusian, Russian)

Cyrillic

(Code pages supported by Windows) Turkish

Turkish

Chinese (Mainland)

Chinese (Taiwan)

Chinese (Mainland)

Korean

Japanese

ean

Matching words

Matching words is not case-sensitive: cat, Cat, cAt,andCAT all match. Corresponding uppercase and lowercase letters, such as A and a, are treated the same in all respects.

There are two kinds of query words: words that contain occurrences of one or both of the wildcard characters * and ?, and literal words that do not contain wildcards.

• Literal words that do not contain wildcards

• Words containing o ccurrences of one or both wildcard characters * and ?

A literal word in a quer y expression matches the same word, character for character (case ignored), in an archived document. A word with wildcard characters (* or ?) ma tches a document word in the same way, character by character, except for the following:

• A ? matches any single character in a document word. For example, b??t matches beat, beet,

boat, blot, best, bust, bout,andsoon.

• An * matches any sequence of characters in a document word, including a sequence of no

characters. For example, f*t matches the document words foot, feet, ﬁt, fault,andft;andf* matches any document word beginning with f.

You can use any number of wildcard characters (* or ?) in a query word, but you cannot use a wildcard at the beginning of a query word. An error message results. For example, *ion is not a valid query.

User Guide

Matching simila

Topics include:

•

Fuzzy words,page40

•

Measuring wor

Fuzzy words

You can search for document words that are textually similar to a given literal query word (that is, one containing no wildcards). To do this, append a tilde (~) character to the word, creating a fuzzy word. For example, the fuzzy word define~ matches the similar words deﬁned and deﬁnite,butdoesnot match deﬁning, deﬁnition, indeﬁnite,orpine.Italsomatchesdeﬁne itself.

rwords

d similarity, page 40

Measuring w

Theeditdis operations (deletion, replacement, or insertion) required to change one word into the other word.

For example, the edit distance between deﬁne and pine is three: two deletions (d and e)andone replacement ( f by p). The distance between deﬁne and deﬁnite is also three (e replaced by i; te inserted).

The search are the sam length (o it takes less to change one word into the other word relative to their lengths.

The similarity ratio used by the search engine is d/min(query, doc), where d is the edit distance, min is a function that returns the lesser of its arguments, and query and doc are the lengths of the quer y word and document word, respectively. A fuzzy word matches a document word if this ratio is no more than 0.5.

Examples:

ord similarity

tance (also called Levenshtein distance) between two words is the number of single-character

engine considers deﬁne more similar to deﬁnite than to pine,eventhoughtheeditdistances

e (three), because the edit distance (number of character changes) is compared to the word

f the shorter of the query and document words). Two words are closer, for querying purposes, if

Words Compared Similarity Ratio Match ?

deﬁne, d

deﬁne,pine 3/min(6,4)=3/4=0.75

eﬁnite

3/min(6

Matching word sequences

You can use word sequences to ﬁnd documents with words that occur in a speciﬁed order and are separated by a speciﬁed maximum distance.

Topics include:

•

Simple word sequences, page 40

• Proximity word sequences, page 41

• Matching word sequences in attachments,page41

,8)=3/6=0.5

yes

no(0.75>0.5)

Simpl

ewordsequences

To search for an ordered sequence of words, use a simple word sequence, which is a list of literal

y words (no wildcards) separated by spaces (or other separators) and enclosed in quotes ("). A

quer document matches a simple word sequence if all words occur in the document in the same order, with no intervening words.

xample, the sequence "like a rolling stone" does not match a document with the text like a

For e large rolling stone because of the intervening word large.

Query expression syntax a nd matching

Proximity word s

You can use simple word sequences to search for words separated by separators but not by other words. To searc words, use a proximity word sequence.

To write a proximity word sequence, use the same syntax as a simple word sequence, but append a tilde (~)charactert represents the maximum number of other document words that can occur between any two successive words of the sequence. A document matches a proximity word sequence if all words occur in the document in th

For example, the sequence "bird garden stone"~3 matches any document that has these three wordsinthisorder,withbird and garden separated by no more than three words, and garden and stone separated by n rose garden is near a stone because there are at most three words between successive sequence words. This sequence also matches abirdgardenwithastonefor the same reason.

Simple word sequences are a special case of proximity word sequences: "..."isthesameas". . ."~0.Anydocumentsfoundby". . ."~N are also found by ". . ."~M,whenM>N.

equences

h for document words that are in an ordered sequence, but might be separated by other

o the second quote, and follow that with a numeric proximity value. The proximity value

e same order, with at most N intervening words, where N is the proximity value.

o mo re than three words. This sequence matches a document with the text abirdinthe

Matching word sequences in attachments

This section discusses word matching in attachments. Like other documents, IAP renders attachment documents (like spreadsheets and PDF ﬁles) into text words. When IAP renders a document, it follows the

document application’s internal representation of the ﬁle.

Certain ﬁle types, for example spreadsheets, look very different internally than they do externally. This means that word sequence in the external application representation which the end user sees may differ from the internal application representation. IAP query matching uses the internal application representation. Below are a couple of examples to illustrate .

Example 1. Separators are ignored

IAP renders text into words. Remaining characters such as periods, commas, spaces, and newlines are considered separators and are ignored. Phrase queries ignore all formatting elements and non-word characters. The following original plain text of:

“This was news to Mr. Smith.

Johnson, however, knew b et ter.”

matches the phrase query of:

“Smith Johnson”

This is because internally, the two plain text sentences are represented as one long string of continuous words: “This was news to Mr Smith Johnson however knew better”.

Example 2. Sequence is not intuitive

Internally in a n attachment’s original application, a large multi-page document or a single page spreadsheet equates to a long text sequence. Text may not appear in the same sequence internally as

it appears externally. Also, multiple instances of the same text in cer tain ﬁle types are represented as a single instance.

Spreadsheets

Look at the external representation of the following example spreadsheet.

User Guide

Table 13 Excel spreadsheet

United States Presidents named John

John Adams

John Quincy Adams

John Fitzgerald Kennedy

John Tyler

1797-1801

1825-1829

1961-1963

1841-1845

The speciﬁc order in which the text in the cells is stored internally depends on:

• The version of the product, for example Excel or Quattro Pro, used to generate the spreadsheet

• The insertion order for the spreadsheet text

For the spreadsheet above, assuming the cell text for names were entered in displayed order from top left to bottom right (John Adams was entered ﬁrst) and the title and dates were entered after all the names were entered, most versions of spreadsheets store the text internally as follows:

John Adams John Quincy John Fitzgerald Kennedy Tyler United States Presidents na m ed John 1797–1801 1825–1829 1961–1963 1841–1845

Note the following features of the internal representation:

• Text sharing: Where certain text appears in more than one cell in the spreadsheet, the text may

appear only once in the internal representation. In this example, this is the case with the text “John” and “Adams”. (Note that not all versions of Excel consistently share text in exactly this way.)

• This text sharing only occurs at the level of the entire text of a cell, and never occurs within cells. Thus,

“John Quincy” and “John Fitzgerald” remain whole and independent.

• Even accounting for text sharing, the speciﬁc ordering of various cell text in the internal representation

does not necessarily follow presentation order, and instead often follows insertion order.

Because of these factors, text sequence matches in an Excel spreadsheet (for example) are only consistent with the spreadsheet as viewed in Excel if the matched text appears wholly within a cell. However, it is possible for sequences to match in inconsistent ways across cell text depend ing on the precise version and editing history of that spreadsheet.

For the spreadsheet and order of insertion shown above, the following queries would match: "John Adams"

"Adams John" "Quincy John"

"John Fitzgerald Kennedy" "Presidents named John"

And, the following queries would not match: "John Tyler"

"Quincy Adams" "John Quincy Adams" "John Adams 1797–1801"

Query expression syntax a nd matching

PDF documents

PDF documents are another case where the internal text representation can vary widely from the visible presentation in PDF readers. Some issues that can arise:

• Text sequences can appear out of order on the same page depending on how the page was

composed.

• Text can appear doubled or can have spacing inserted into or removed from the internal

representation to assist some speciﬁcvisualpresentation.

In general, PDF documents generated via print drivers are far more susceptible to these issues than PDF documents generated directly using Acrobat and other such composing tools. However, because of the nature of PDF itself, even they are not immune.

Boolean query expressions

You can combine words, fuzzy words, and word sequences using Boolean (logical) operators AND, OR, and NOT (these must be uppercase). The following table describes Boolean operators, where exp, exp1, and exp2 represents a word, fuzzy word, word sequence, or other Boolean quer y expression.

Table 14 Boo

lean query expressions

Syntax

NOT exp alternative syntax: - exp alternative syntax: ! exp

exp1 OR exp

exp1 AND exp2

alternative syntax: exp1 && exp2 alternative syntax: exp1exp2

Matches

all documents that do not match exp

all documents that match either exp1 or exp2

all documents that match both exp1 and exp2

NOTE:

ThesecondalternativesyntaxforANDindicatesthatANDisthedefaultconnectiveinqueryexpressions. You do not need to supply AND explicitly. It is assumed if neither AND nor OR is used explicitly. For example, the query peace quiet is equivalent to the query peace AND qu iet.

A NOT expression must be combined, using AND or OR, with another expression other than NOT.A query cannot consist solely of negative criteria.

NOT quie

(NOT quiet) AND (NOT blue) illegal

NOTquietANDblue legal

illegal

NOT quiet OR nois*

legal

You must provide the proper number of arguments for a Boolean operator or an error message results: oneargumentforNOT (- or !), two arguments for AND (&& )andOR. For example, the following queries result in an error message.

• alpha NOT:MissingargumentforNOT

• AND alpha: Missing a rgument for AND

User Guide

Boolean operators must be surrounded by one or more separators, typically white space. For example, the query peas&&carrots is not equivalent to the query peas && carrots; peas&&carrots is a single word (& isawordcharacter).

Negation operators (- and !) are exceptions to this rule. They must be preceded by a separator, but they need not b e followed by a separator. For example, carrot-a6 is a single query word, but carrot

-a6,likecarrot (- a6), is equivalent to the Boolean expression carrot AND (NOTa6).

Nested Boolean query expressions

You can nest Boolean quer y expressions using Boolean expressions as arguments of Boole an expressions. For example, the following query searches for documents containing bird,butnotgarden or stone:

bird AND NOT (garden OR stone)

Query expression examples

The following are examples of quer y expressions.

Query expression syntax a nd matching

Table 15 Query expression examples

Query expression

peace OR quiet peace quiet

peace AND quiet peace && quiet

peace&&quiet

peace or quiet

not quiet

NOT quiet

peace & quiet

peace | quiet peace AND NOT quiet

peace && -quiet

-quiet && peace peace AND quiet OR

silence quiet OR silence AND

peace pea* pea*c*

Finds documents with ...

Either peace or

Both peace and quiet,ineitherorder.

Thesinglewordpeace&&quiet.

The three words peace, or,andquiet, in any order. or is a word. The OR operator must be uppercase.

The words not and quiet. The NOT operator must be uppercase.

Illegal. A query cannot be purely negative and must have some positive expression.

The three wo character.

Both peace and quiet. | is a separator. The AND operator is implied.

The word peace but not quiet.

Avoid using. Parentheses are needed: peace AND (quiet OR silence).

Avoid using. Parentheses are needed: quiet OR (silence AND peace).

Any word starting with pea such as: pea, peas, peace,orpeach.

Words suc

quiet,orboth,ineitherorder.

rds peace, &,andquiet,inanyorder. & is a word

The AND operator is implied.

has: peace, peach,orpeaches.

"peace quiet"

"peace quiet"~1

peace~ (peace quiet)

AND NOT "peace quiet"

Both peace and quiet, in that order, with no intervening words. Examples: peace quiet or peace $^%+{} quiet.

Both peace and quiet, in that order, separated by at most one word. Examples: peace and quiet; peace, now;%^$ quiet; peace quiet;or peace george quiet.

Words similar to peace such as: peaches, piece, place,orplate.

Both peace and quiet,butnotpeace followed immediately by quiet. Examples: quiet peace; quiet blue peace;orpeace, water, land, quiet.

User Guide

Query expression syntax and matching

Index

Symbols

in Boolean query expressions,43

- character in Boolean expressions,43

access control list (ACL)

deﬁnition,11

accessing

audit log repository, 17, 31

ACL

See access control list AND queries,43 archiving

deﬁnition,11 audience,7 audit log repository

accessing,17,31 audit queries,27

Boolean queries

characters,37

expressions,43

nested,44

deﬁnition

access control list (ACL),11 archiving,11 document,11 IAP,11 indexing documents,12 matching, Boolean query expression ,43 repository,11 routing rule,11 rule, routing,11

deleting

quarantine repositories,30 query or search results,30

saved criteria,29 digits,38 displaying

Message ID,23

results,24

saved criteria,29

saved results,29 document

conventions,7

deﬁnition,11

prerequisites,7

related documentation,7 document archiving

explanation,11

case sensitivity

Boolean queries,43 matching words,39 word characters,37

changing

IAP Web Interface password,34 characters,37 Content-Type indexing,12 contents

indexing, deﬁnition,12 control list

deﬁnition,11 conventions

document,7

text symbols,8 copying

results to a quarantine repository,30

default Boolean connective (AND),43

EAs

application programs for users,11

EAs for Domino

description,11

EAs for Exchange

description,11 edit distance, word matching,40 exporting

query or search results,29 expressions, query

about,37

Boolean, 43, 44

examples,44

languages,38,38

letters and digits,38

matching words,39

separators,37

sequences, matching,40

word characters,37

fuzzy words,40

User Guide

help

obtaining,8

storage web site ,8 Subscriber’s choice web site,8 technical support,8

IAP

deﬁnition,11

IAP Web Inter face

advanced searching,20 passwords,34 Query Results page,24 requirements,17 searching,19 toolbar,17

troubleshooting,34 implicit Boolean connective (AND),43 indexed documents

types,12 indexing documents,12 Integrated Archive Platform

See IAP

languages, quer y expressions,38,38 letters,38 Levenshtein distance,40 list

access control, deﬁnition,11 literal words,39 logging in and out

IAP Web Interface,17

passwords

IAP Web Interface,34 PDF ﬁles,41 Preferences button

IAP Web Interface,18 prerequisites,7 proximity word sequences,41

quarantine repositories,27

deleting,30 quarantine repository

copying to,30 query criteria

deleting,29

displaying saved criteria,29

saving,26 query expressions

about,37

Boolean,43,44

examples,44

languages,38,38

letters and digits,38

matching words,39

separators,37

sequences, matching,40

word characters,37 Query Manager button,18 query results

deleting,30

displaying,24

displaying saved results,29

exporting,29

saving,27

sending,28 Query Results page,24

matching

deﬁnition, Boolean query expression,43 sequences,40 words,39

Message ID

displaying,23 MIME Content-Type indexing; ,12 Multipurpose Internet Mail Extensions

See MIME

nested Boolean queries,44 New Search but ton

IAP Web Interface,18 NOT queries,43

OR queries,43

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