Search - Random
Posted by Rob Chidester on 02 July 2014 06:59 PM
Every search requires a name. By default all admins have permission to access all searches. Non-admin users need to be granted specific permission to work with the search results. Permissions can be specified to allow access to a search but to disallow the non-admins ability to export or change to scope of the search.
Date range, tags, Legal hold*, permissions and a descriptive note are optional fields. Tags help you organize your system when you have many saved searches and the descriptive note will display in the list of all saved searches.
*Legal hold - The legal hold option allows to choose whether to display 1) All results 2) Only results on legal hold 3) Exclude results on legal hold. Note that this optional field can be used as the sole search criteria/condition.
* Random Search, in its current configuration, can only randomize a data set of up to 5,000 messages. If a "red banner" error message appears at the top of the page when you create search, this means that you exceeded the 5,000 messages limit. In this case, we encourage you to use search terms, narrow down the sample size, or narrow down the date range to get rid of the error message and proceed with the random search.
In all searches, there's an "AND" relation between the search terms and the start/end dates.
NOTE: If the terms or phrase you are searching for contains a ":" you need to include the search terms or phrase between quotation marks ("..."). For instance, if you are looking for the terms/phrase the broker did the following: then, you would have to write in the search terms field: "the broker did the following:".
Wildcard Query Operators
You can use wildcard operators to locate messages and/or documents based on partial terms. You can use the asterisk ( * ) operator to locate messages and/or documents that contain specified partial terms. For example:
NOTE ON WILDCARDS (*): Wildcards can be used with any kind of words or number as long as they contain at least 5 characters or numbers. Using wildcards on words will less than 5 characters or strings with less than 5 numbers won't be effective.
NOTE ON LEADING WILDCARDS (*): Leading wildcard query operators can only be used with the following fields: Sender, To/cc/bcc, Subject, Attachment Name and Any Address Field. Leading wildcard query operators cannot be used with the following fields: Body Text and Attachment Text.
A random search is designed for compliance users who wish to provide with a randomly selected set of email messages without any discrimination on content. A random search provides predefined search fields that expand the Simple Search basic criteria, and the ability to add or remove new search conditions. You can use random searching when AND/OR conditions are required on subject, To/cc/bcc, Sender, Body Text, Attachment Text or Attachment Name.
Sample size: enter a percentage (%) as a whole number (example: 5 = 5%, 10 = 10%).
Add a Condition: Use the drop down box to define the email component you would like to search.
1. The first drop down box lets you choose between six email components:
2. The second drop down box allows you to define Does or Does not.
3. The third drop down allows you to define Contain or Contain items from a list. You might also choose Contain the phrase for the Body Text or Attachment Text fields.
4. The fill-in white box after the 3 first dop-down boxes will allow you to either enter keywords for your search (should you choose Contain) or to choose from a search list that you would have created before creating the search (should you choose Contain items from a list).
Once you are done populating the name, date range, sample size, and one or more predefined search field(s), click on Save and display results to save your search and access your search results; or click on Save and return to list to save your search and return to the SAVED SEARCHES page with all the previously created searches.
Screenshot - Random search