Knowledgebase: Sonian Archiving
Search - simple
Posted by Rob Chidester on 02 July 2014 06:59 PM


Simple search


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 fieldsTags 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.


In all searches, there's an "AND" relation between the search terms and the start/end dates.

In a simple search, there is an implied "OR" between the terms in the "search terms" field, as well as between the "E-mail" and "Files" checkboxes, if both are checked (for file-enabled companies).

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:"


A Simple search is the easiest method to run a search with basic criteria.

        1. Enter a name for the search
        2. (Only if file archiving enabled) Define the search scope by choosing to search for email (and attachments), files, or for a combination of both.
        3. Enter the search terms in the Search terms text box.

Search phrases can include "wildcard" characters * and ?.
    - Use * to find any number of characters in a search phrase
    - Use ? to find any one character.

For example:
"f?nd" will return "find" and "fund".
"regul*" will return "regulate, regulated, regulation, regulations", etc.

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 (*): with the simple search you cannot use leading wildcards (at the beginning of a search term).
For example:
"*irsty" would not return any result.
"*17" would not return any result.

Simple search for files:

Search administrators and search users are able to search for files based on any available metadata including:
    * File name.
    * Type (pdf, doc, docx, xls, xlsx, ppt, avi, etc).
    * Extension.
    * Tags (from your archive system).
    * Folder path (based on the folder structure at the import).
    * Document date.

All the supported file types and versions are enumerated here.

Once you are done populating the name, and search terms fields (which are mandatory), 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 - Simple search

Screenshot - Simple search with file archiving enabled


 search - simple.docx (111.72 KB)

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