Farmers Agent eMail Archive (AEA) · o User’s alias email addresses, if any (Aliases:) o Total number of archived messages and dates of oldest and newest archived messages

Proprietary and Confidential

The information contained herein is for the sole use of USA.NET Inc. and its customers and contains confidential and/or proprietary information. Any unauthorized review, use, disclosure or distribution by the recipient is prohibited. If you are not the intended recipient as authorized by USA.NET Inc., please destroy all copies immediately. The names of actual companies and products mentioned herein are the trademarks of their respective owners.

Farmers Agent eMail Archive (AEA) Continuity Archiving User Guide (V1.4.3) Publication Date: July 16, 2010

ii Farmers Agent eMail Archive (AEA) - Continuity Archiving User Guide (V1.4.3) - Proprietary and Confidential - Copyright © 2010 USA.NET, Inc.

Table of Contents 1. Overview .......................................................................................................................................... 5

1.1. Introduction ...................................................................................................................................... 5

1.2. Prerequisites .................................................................................................................................... 5

1.3. Document Conventions ................................................................................................................... 5

2. Log In ............................................................................................................................................... 6

2.1. Primary Log In.................................................................................................................................. 6

2.2. Alternate Log In................................................................................................................................ 7

3. Web-Based Interface ....................................................................................................................... 7

4. Configure User Profile ..................................................................................................................... 8

5. Create a New Email Message ....................................................................................................... 10

6. View an Email Message from a Message List View ...................................................................... 13

6.1. Recover an Email Message from View Email Window .................................................................. 14

6.2. Recover an Email Message from a Message List View ................................................................ 15

6.3. Forward, Reply, or Reply All from View Email Window ................................................................. 16

6.4. Internal Message Links .................................................................................................................. 17

7. Change Message List View History Time Span ............................................................................ 18

8. Message List View - Hide - Filters ................................................................................................. 19

9. Message List View - Hide – Important/Sensitive ........................................................................... 19

10. Message List View - Message View Navigation Bar ..................................................................... 21

11. Sorting The Message List View ..................................................................................................... 21

12. Message Descriptor Columns ........................................................................................................ 21

13. Shared Mailboxes .......................................................................................................................... 22

14. Search ............................................................................................................................................ 24

14.1. Search ............................................................................................................................................ 24

14.1.1. Print Run Search Results ........................................................................................................... 26

14.1.2. Export Run Search Results ........................................................................................................ 27

14.2. Run and Save to Folder ................................................................................................................. 28

14.3. Save Search (run in background) .................................................................................................. 29

14.4. Advanced Search .......................................................................................................................... 31

15. Search Construction ...................................................................................................................... 35

15.1. Search Construction Overview ...................................................................................................... 35

15.2. Stop Words .................................................................................................................................... 35

15.3. Boolean Operators ......................................................................................................................... 36

15.3.1. All Keywords – AND or && ......................................................................................................... 36

15.3.2. Any Keyword – OR or || .............................................................................................................. 36

15.3.3. One Keyword – NOT or ! ............................................................................................................ 36

15.3.4. Grouping - ( ) .............................................................................................................................. 36

Farmers Agent eMail Archive (AEA) - Continuity Archiving User Guide (V1.4.3) - Proprietary and Confidential - Copyright © 2010 USA.NET, Inc. iii

15.3.5. Wild Cards - ? and * ................................................................................................................... 37

15.3.6. Single Character - ? .................................................................................................................... 37

15.3.7. Multiple Character - * .................................................................................................................. 37

15.3.8. Non-Searchable Characters ....................................................................................................... 38

15.3.9. Functional Characters ................................................................................................................ 38

15.3.10. && / AND .................................................................................................................................... 39

15.3.11. ! / NOT ........................................................................................................................................ 39

15.3.12. || / OR ......................................................................................................................................... 39

15.3.13. + / Require .................................................................................................................................. 39

15.3.14. - / Prohibit ................................................................................................................................... 39

15.3.15. " " / Multiple Term String ............................................................................................................. 40

15.3.16. ? / Wild Card (Single Character) ................................................................................................ 40

15.3.17. * / Wild Card (Multiple Character) ............................................................................................... 40

15.3.18. ( ) / Group ................................................................................................................................... 40

15.4. Search Help ................................................................................................................................... 40

15.4.1. Begin Date (*Mandatory) ............................................................................................................ 40

15.4.2. End Date (*Mandatory) ............................................................................................................... 40

15.4.3. Display (Optional) ....................................................................................................................... 41

15.4.4. From (Optional) and To (Optional) ............................................................................................. 41

15.4.5. Search For (Optional) ................................................................................................................. 41

15.4.6. Action (Mandatory – an Action must be selected) ...................................................................... 41

15.4.7. Action: Run Search ..................................................................................................................... 41

15.4.8. Action: Run and Save Results .................................................................................................... 41

15.4.9. Action: Save Search (Run In Background) ................................................................................. 41

15.4.10. Action: Update Saved Search .................................................................................................... 42

15.4.11. Apply (Mandatory) ...................................................................................................................... 42

16. Saved Searches ............................................................................................................................ 43

16.1. Saved Searches Display ................................................................................................................ 43

16.2. View a Saved Search .................................................................................................................... 44

16.3. Requery (Update) a Saved Search ............................................................................................... 44

16.4. Edit a Saved Search ...................................................................................................................... 46

16.5. Share a Saved Search ................................................................................................................... 46

16.6. Remove a Shared User from a Shared Saved Search.................................................................. 48

16.7. Delete/Undelete a Saved Search .................................................................................................. 49

16.8. Download Email Messages from a Saved Search ........................................................................ 49

16.9. Re-Download a Saved Search ...................................................................................................... 53

17. Folders ........................................................................................................................................... 54

17.1. Folders Display .............................................................................................................................. 54

iv Farmers Agent eMail Archive (AEA) - Continuity Archiving User Guide (V1.4.3) - Proprietary and Confidential - Copyright © 2010 USA.NET, Inc.

17.2. View a Folder ................................................................................................................................. 55

17.3. Edit a Folder ................................................................................................................................... 55

17.4. Share a Folder ............................................................................................................................... 56

17.5. Remove a Shared User from a Shared Folder .............................................................................. 58

17.6. Delete/Undelete a Folder ............................................................................................................... 59

17.7. Download Email Messages from a Folder ..................................................................................... 59

17.8. Re-Download a Folder ................................................................................................................... 63

17.9. Create a New Empty Folder .......................................................................................................... 64

17.10. Create a Folder from a Message List View ................................................................................... 65

17.11. Remove Messages from a Folder.................................................................................................. 66

18. Folders vs. Saved Searches – Comparison Matrix ....................................................................... 68

19. Files ............................................................................................................................................... 69

19.1. Files Display ................................................................................................................................... 69

19.2. Download Files .............................................................................................................................. 69

20. .eml File Naming Convention ......................................................................................................... 70

Farmers Agent eMail Archive (AEA) - Continuity Archiving User Guide (V1.4.3) - Proprietary and Confidential - Copyright © 2010 USA.NET, Inc. 5

1. Overview

1.1. Introduction This guide is written primarily for the end user.

The Messaging Continuity and Archiving Service is an advanced, message continuity and archiving system for e-mail that intercepts and makes copies of inbound, outbound, and internal e-mail messages. All message copies are stored in a secure, tamper-proof archive. Comprehensive message indexing allows stored messages to be searched by header, subject line, message contents, attachment file names, and attachment contents. E-mail messages can be stored from 1 to 7 years and cannot be deleted from the Messaging Continuity and Archiving service. Per company policy, Farmers messages are stored in the archive for 3 years.

As a business continuity tool, the Messaging Continuity and Archiving service can be accessed at all times by e-mail administrators and end users to recover messages that may have been lost or deleted from the operational e-mail environment.

If normal delivery of e-mail is blocked because the operational e-mail environment is down, the Messaging Continuity and Archiving service continues to copy messages into the archive. The original messages are queued, and are then delivered when the operational e-mail environment is restored.

The Messaging Continuity and Archiving Web-based interface provides a set of tools for searching and recovering messages, as well as tools for composing, reading, and replying to e-mail messages, ensuring continuous access to all e-mail functionality, even in the event that the operational e-mail environment is unavailable.

1.2. Prerequisites • Supported Web Browsers: Internet Explorer 7, Firefox 3, Safari 3.2, and newer versions of those

browsers.

• Non-Supported Web Browsers: Google Chrome and Opera

1.3. Document Conventions • User Input is text the user must enter into the computer, usually into some data entry field in an

on-screen form.

o When the user input text is formatted as follows, type the text in exactly as shown inside the gray, outlined box.

o When brackets < > surround the text, the brackets indicate that it is <variable text, type in the text that is appropriate to you>. DO NOT include (type in) the brackets.

6 Farmers Agent eMail Archive (AEA) - Continuity Archiving User Guide (V1.4.3) - Proprietary and Confidential - Copyright © 2010 USA.NET, Inc.

2. Log In 2.1. Primary Log In Step 1) Sign on to the Farmers Agency Dashboard at https://eagent.farmersinsurance.com/

Step 2) Click on the email icon to enter your Farmers eMail account

Step 3) Click on the Archive icon to enter your Continuity Archiving account

Step 4) You will automatically be logged into your Continuity Archiving account and the welcome

screen will be displayed

https://eagent.farmersinsurance.com/�


2.2. Alternate Log In Step 1) Open web browser, go to http://archive.usa.net to Log in:

a) Enter your <Farmers eMail address> in the Username: field

b) Enter you <Farmers eMail password> in the Password: field

c) Click on the Submit ( ) button

3. Web-Based Interface • The interface consists of 3 parts, a Header, Footer, and Active Window

• The Header and Footer are static. The Active Window changes to reflect your current primary activity

• Click on the different Navigation/Menu tabs to select different primary activities

• After login, the Active Window displays the Welcome Screen. Welcome Screen displays:

o Date and Time of the users last login o User’s Display Name (Name:) o User’s primary email address (Email Address:) o User’s alias email addresses, if any (Aliases:) o Total number of archived messages and dates of oldest and newest archived messages o Number of shared mailboxes you have access to

http://archive.usa.net/�


4. Configure User Profile Note: As a minimum, users should update their Time Zone: setting immediately after initial login

• Click on the Personal Settings link on the Welcome Screen

• The following Personal Settings fields can be updated, enter or select your desired value for the

field

o Password: Click on the Reset Password link [OPTIONAL]

Enter a <new password> in the Password: field. Enter that same <new password> again in the Confirmation: field, then click on the Update button. If you decide that you do not want to change your password, click on the Cancel button to be returned to the Profile screen

WARNING: Since the credentials are automatically synchronized with the Agent Email Service and access to the Agent Email Archive is automatic and integrated, there is no need for users to set or reset a password. The capability exists primarily for AEA administrators to use in a business continuity scenario when the email services might be unavailable and users may not recall their password.

o Session Timeout: The Session Timeout field governs the length of time your session will remain active after the last display of a new screen or screen refresh. The value is set in minutes. The minimum value is 5 minutes. The maximum value is 480 minutes. This field may not be left blank


o Rows Per Page: Enter the number of rows you would like to have displayed in the Mailbox

views screens (Received Messages, Sent Messages, IM Messages, All Messages, or Search). This can be overridden if desired on a page per page basis in each login session

o Time Zone: Select your Time Zone from the drop down list

o Automatically Adjust for DST (Daylight Saving Time): Select the checkbox if you want the system to automatically adjust for Daylight Saving Time

Note: The following Profile fields are populated from an external source (Exchange Active Directory, LDAP Directory, etc.) and CANNOT BE UPDATED from within the Archive. Contact your IT staff to have them update these fields if needed

o Name, ID 1, ID 2, ID 3, Email, Office, Street, City, State, Postal Code, Office Phone, or Cell Phone

• Click on the Save button to save your personal settings changes


5. Create a New Email Message Note: There is NO capability to save DRAFT messages. New email messages must be sent or discarded. Also, new email messages can only be composed one at a time.

Step 1) Click on the My Messages All Navigation Menu option

Note: You may also click on the Received, Sent, Search, & My Messages links or on a shared mailbox link. Create Email button shown in below is on the toolbar in every Message List View

Step 2) Click on the Create Email button

Step 3) Add Addresses to the Email

a) Type the email addresses in to the appropriate fields. Separate the email addresses with commas (,) or semi-colons (;)

b) Or click on one of the address field buttons to open the Company Address Book

window to search for an email address

Displays only incoming emails

Displays only outgoing emails

Displays both incoming and outgoing emails


Step 4) Enter a value into the appropriate search fields using the Search Users or Advanced Search tabs and click on the Find button

Notes:

• Distribution lists from the Company Address Book are searchable and can be used as message recipients

• Address Book search terms are not case sensitive

• Wildcard characters cannot be used in Address Book searches. However, a multiple character wildcard is automatically added on to the end of any search value entered into one of the Address Book search fields. For example, entering the search term <dav> will return results that include David, Davis, Dave, etc.

• The “ID” Fields are defined as follows:

o ID 1 - Agent Number

o ID 2 - Unique Producer Number (UPN)

o ID 3 - Central Registration Depository (CRD)

Step 5) Click on the link of the address field to add the person to. Click on the Search Users or

Advanced Search tabs to search for additional addressees. Repeat Steps 4 & 5 until you are done adding all addressees to your email. Close the Address Book window

Note: You can click on the column headings with the sort symbol ( ) to alternately sort the list in ascending or descending order according to that column’s contents


Step 6) Add a Subject to your email (Optional)

Step 7) Add an Attachment to your Email (Optional)

a) Click on the Choose File button

b) Select a file to attach to your email, double click on the file attachment or click on the Open button

Note: You can only attach 1 file to an email. If you have multiple files to attach, add them to a .ZIP file and then attach the single .zip file

Step 8) Write your email then click on the Send button

Step 9) Click on the Close button


6. View an Email Message from a Message List View Step 1) Click on the My Messages All Navigation Menu option

Step 2) To View an Email Message, Click on its View link (you can also open an email by double-

clicking anywhere on the line for that email)

Step 3) The email message will open in its own separate browser window, a View Email Window

Note: You can only view one message at a time.


6.1. Recover an Email Message from View Email Window • Messages can be recovered from a View Email Window or from Mailbox (Message List) Views

Note: Messages can only be recovered one at a time. This is so the recovered messages can be properly addressed

Step 1) From the View Email Window, click on the Recover button

Step 2) Complete the following actions:

a) Select one or more addressees (mailboxes) to send the recovered message to. Standard Ctrl-Click and Shift-Ctrl-Click keyboard/mouse commands can be used to select one or more addressees from the available mailboxes. Additional email addresses can be typed into the Include: field. Separate multiple email addresses with a comma (,) or a semi-colon (;).

b) Click on the Recover Message button

Step 3) Click on the X to close the notification window


6.2. Recover an Email Message from a Message List View Step 1) Click almost anywhere on the email’s record in a Message List view to select the message

Note: DO NOT select the checkbox on the left end of the record. These checkboxes are used for the Collections functionality only

Step 2) Click on the Recover button in the Message List View toolbar

Step 3) Complete the following actions:

a) Select one or more addressees (mailboxes) to send the recovered message to. Standard Ctrl-Click and Shift-Ctrl-Click keyboard/mouse commands can be used to select one or more addressees from the available mailboxes.

b) Additional email addresses can be typed into the Include: field. Separate multiple email addresses with a comma (,) or a semi-colon (;).

c) Click on the Recover Message button

d) Click on the X to close the notification window


6.3. Forward, Reply, or Reply All from View Email Window Step 1) In the View Email Window, click on the Forward, Reply, or Reply All button to open a

Send Message Window

Step 2) Complete the following actions

a) Add additional addressees to the message as desired and edit new email message as desired

Forward: Creates new email to send. Original email included in-line and also automatically attached as an.eml formatted file. Deselect (uncheck) the Include original message as attachment checkbox if you do not want the original email sent as an attachment. All address fields are empty

Note: When a message is attached as an .eml file all of the message header information of the original message is contained in that .eml file. Original message header information is not included when a message is sent in-line.

Reply: Creates new email to send. Original email included in-line. Original email not automatically attached as an .eml formatted file. To: address field populated with original From/Sender’s email address


Reply All: Creates new email to send. Original email included in-line. Original email not automatically attached as an.eml formatted file. To: address field is populated with original From/Sender’s email address and also populated with email addresses of everyone the message was originally sent to.

Step 3) Click on the Send button to send your message

Step 4) After the message is sent you will be returned to the View Email Window

6.4. Internal Message Links • You can click on the Show All Headers, Hide All Headers, show other recipients, hide other

recipients, and various attachment links to view detailed email header information, view other message recipients, and open email attachments. The email attachments are opened in a separate viewing window


7. Change Message List View History Time Span • By default the Message List Views show messages for the Last 7 Days

• This default setting for all Message List Views can be changed in your profile

• To change the setting while you are in a Message List View click on the drop-down arrow ( ) to display the list box of options

o Select your preferred History Time Span and click on the Submit ( ) button (Does not override profile setting)

Note: Messages older than 120 days can only be viewed using the archive’s Search function


8. Message List View - Hide - Filters • Messages can be filtered to hide messages meeting certain criteria from being displayed in the

Message List View

• To apply a filter in a Message List View click the drop-down arrow ( ) to display list box of options

• Select the checkboxes of the filters you wish to apply. The options include: Hide Incoming, Hide Outgoing, Hide Internal, Hide Attachments, & Hide No Attachments

o Incoming is an email with a sender with a non-local email address

o Outgoing is an email with at least one recipient with a non-local email address

o Internal is an email where the sender and all recipients have local email addresses

• Click on the Submit ( ) button to apply the filters

• To remove the filters, deselect the check boxes and click on the Submit ( ) button

9. Message List View - Hide – Important/Sensitive • Messages can be filtered to hide those meeting certain criteria from being displayed

• To apply a filter in a Message List View click the drop-down arrow ( ) to display list box of options

• Select the checkboxes of the filters you wish to apply. The options include: Hide Low, Hide Normal, Hide Important, Hide Not Sensitive, Hide Personal, Hide Private, & Hide Confidential) Note: The Importance and Sensitivity message settings are those that can be applied to an email message using the Microsoft Outlook email client. Other email clients may or may not support all of those same settings

• Click on the Submit ( ) button to apply the filters

• To remove the filters, deselect the check boxes and click on the Submit ( ) button. You can also click on the Navigation Menu link for your current view and it will remove the filters as well


• Example 1. Hide Normal

Now only the messages with High ( ) or Low ( ) importance are displayed

• Example 2. Hide Not Sensitive

Now only the messages with a sensitivity setting ( ) are displayed


10. Message List View - Message View Navigation Bar • Navigate by Page Count

o Enter the number of the page to go to and click on the Go link

• Navigate by Page Icon (Bread Crumbs) o Click on < prev or next > links to move forward or backward a page at a time. If the link is

unavailable it will be grayed out

o Click on a specific page icon to go directly to that page

11. Sorting The Message List View • The Message List View can be sorted by the Date, From, Subject, and Size columns

• The Message List View CANNOT be sorted by the To column at this time (feature under construction)

• When you first view a Message List after logging in it is sorted by the Date column in descending order. The newest messages are at the top of the list

• To sort by a different column, click anywhere in the column heading button. The Message list will then be sorted in ascending order. Click on the same column button again to switch the sort order to descending order

12. Message Descriptor Columns • The Message List View contains 4 columns to indicate certain attributes of a message. That

status of these attributes is indicated by the presence or absence of a particular icon

o Attachment: Does the message have an attachment ( ) or not (no icon)

o Direction: Is the message Incoming ( ) or Outgoing ( )

o Importance: Does the message have an Importance Level, High ( ), Normal (no icon),

or Low ( ) associated with it


o Sensitivity: Does the message have a Sensitivity Level, Personal, Private, or

Confidential ( ),or Normal (no icon) associated with it

• You cannot sort the Message List View using these columns

13. Shared Mailboxes • The Navigation Menu contains a Shared section displaying the shared mailboxes that you have

access to. By default, only users that have Manage Mailbox Permissions assigned to them by other users via the Options Permissions capability in the Farmers Agent eMail system will have any shared mailboxes listed

Figure from Farmers Agent eMail system

• Click on the Shared menu option

• The View Shared screen will be displayed. The View Shared screen contains a drop down list of

the shared mailboxes that you have access to


• Click on the arrow control to the right of the drop down list to display all of the shared mailboxes you have access to. Select a shared mailbox to view. Click on the Submit button

• An All Messages List View of the shared mailbox will open in the Active Window portion of the

Archive display


14. Search Note: All of the Basic Search and Advanced Search fields except for the Begin Date: and End Date: fields are optional and can be combined as the user sees fit. If all of the search fields are left empty and a search is executed the default date range (7 days prior to the current date) will be entered automatically and the search executed

14.1. Search To execute a Search complete the following steps:

Step 1) Click on the My Messages Search

Step 2) Apply Filters from the Search tool bar. These filters can be applied before or after a search

to refine your search results.

Best Practice: Applying them before executing the search greatly speeds up the search process

Step 3) Enter your <search string> in the Search For: field

Note: When your search is executed all of the following fields will be examined for the occurrence of your search string: email subject, email body (content), email attachment file name, and email attachment body (contents)

Step 4) Select the date range for your search. The default date range is 7 days prior to the current date. You may type the dates directly in the Begin Date: and End Date: fields in MM/DD/YYYY format or select the dates from a pop-up calendar. Click on a calendar icon ( ) to display a pop-up calendar


Step 4) Select the Mailboxes to limit your search to. By default the user’s own mailbox is selected. The Limit To: field will display all of the mailboxes a user has access to. Select the checkboxes for any shared mailboxes you wish to include in your search

Step 5) Select the Action: for your search. You have 3 options, Run Search, Run and Save to

Folder, and Save Search (run in background)

• Run Search: Search results displayed in Search screen. Search results not saved. Search criteria not saved. Search NOT saved if navigate away from page

• Run and Save to Folder: Search results displayed in Search screen. Search results saved to a specified <folder> in Folders. Search criteria not saved. Search NOT saved if navigate away from page

• Save Search (run in background): Search is run in background. A notification can be sent via email when the search is complete. Search results and search criteria saved to Saved Searches. Search IS saved if navigate away from page.

Best Practice: Recommended method for searches involving large numbers of messages to be searched

Step 6) Click on the Submit ( ) button to start your search.


Step 7) Your search results will be displayed in the Search screen for the Run Search action. In the search results tool bar there are two icons ( ) & ( ) for printing or exporting (to an Excel .xls spreadsheet) a list view of the search results. Spreadsheet (.xls) export files are limited to 65,000 rows. To create an .xls export if your search returns more than 65,000 results you will have to break up and restructure your search into parts so that each part returns less the 65,000 results.

14.1.1. Print Run Search Results Step 1) After the Run Search results are displayed, click on the Printer icon ( )

Step 2) A Print Messages pop-up window will open containing the results formatted for printing

Step 3) A Print dialog box will also open. Click on the Print button ( )


Step 4) Click on the Close Window button ( ) to close the Print Messages pop-up window

14.1.2. Export Run Search Results Step 1) After the Run Search results are displayed, click on the Excel Spreadsheet icon ( )

Step 2) A File Download dialog box will open. Click on the Open button ( ) to open the exported spreadsheet file directly in Excel. Click on the Save button ( ) to save the file to your computer

Step 3) When the exported file is opened in Excel you will see the following alert message. The

spreadsheet export file is not corrupted. Click on the Yes button ( ) to continue


14.2. Run and Save to Folder • In Section 13.1, Step 5, you can select Run and Save to Folder as one of your Search actions.

When you click on the Submit button a Save Results: window will be displayed

• In the Save Results: window:

o Enter a <folder name> in the New Folder: field and enter a <description> in the Description: field to create a new Folder Note: All Folder and Saved Search names must be unique. You CANNOT have a Folder and a Saved Search with the same name

o OR, select an existing Folder to save the search results to. You could select an empty folder that you created by following the steps in section 17.9 below

o Click the Submit button

• Your search results will be displayed in the Search screen for the Run and Save to Folder action.

Your search results will also be saved to a Folder. In the search results tool bar there are two icons ( ) & ( ) for printing or exporting (to an Excel .xls spreadsheet) a list view of the search results. Spreadsheet (.xls) export files are limited to 65,000 rows. See section 14.1.1 above and section 14.1.2 above for detailed instructions for printing or exporting results.


14.3. Save Search (run in background) • In section 14.1 above, Step 5, you can select Save Search as one of your Search Actions. When

you click on the Submit button a Save Search Details and Results: window will be displayed

• In the Save Search Details and Results: window:

o Enter a <saved search name > in the Saved Search Name: field and enter a <description> in the Description: field to create a new Saved Search

All Folder and Saved Search names must be unique. You CANNOT have a Folder and a Saved Search with the same name

The following characters are allowed to be used when entering Saved Search Names and Descriptions

• A-Z, 0-9, ., ?, !, @, #, &, -, (, ), [, ], :, / o The Saved Search process will run in the background so you can go do other things. You

may select the Notify me by email when complete checkbox to receive an email letting you know the Saved Search process is finished and that you can view your results

o Click on the Submit button

• You will see a message letting you know your Saved Search has been submitted

• If you accidentally give your Saved Search a name that already exists, you will see a message

letting you know this. Your Saved Search will NOT be saved. You will have to submit it again and give it a unique name that does not already exist


• The Saved Search Notification Email will come from the [email protected] email address or an email address specified by your company. The subject of the email will contain the name you gave your Saved Search. The body of the email will contain the number of results returned as well as the search criteria used. If you search multiple mailboxes using the Advanced Search screen the notification email does not list all of the mailboxes searched, nor does it list the message size fields if they are used.

mailto:[email protected]�


14.4. Advanced Search To execute an Advanced Search complete the following steps:

Step 1) Click on the My Messages Search, then click on the Advanced tab

Step 2) Apply Filters from the Search tool bar. These filters can be applied before or after a search

to refine your search results. Applying them before executing the search greatly speeds up the search process

Step 3) Select the Mailboxes to limit your search to. By default the user’s own mailbox is selected.

The Limit To: field will display all of the mailboxes a user has access to. Select the checkboxes for any shared mailboxes you wish to include in your search


Step 4) Enter your <search strings> into one or more of the following search fields: Subject:, Message: field, and/or Attachment Name: field

• When values are entered into more than one field they are joined by the OR operator

Step 5) Use the From: and To: fields and the From/To and Between radio buttons ( ) to tailor

your searches based on email Senders and Recipients

• The From: and To: fields can be filled by typing <search strings> in directly or by using the Address Book

• The From: and To: field’s <search strings> can be text values, Boolean search operators (AND, OR, etc.), or email addresses. For example, you can search for:

dave

dave OR steve

[email protected]

[email protected] OR [email protected]

• When the From/To radio button is selected your search results will only include Incoming messages OR Outgoing messages depending on whether you searched using the From: field or the To: field

• When the Between radio button is selected your search results will include ALL messages sent to and received from all of the users entered in the From: and To: fields. This includes all Incoming and Outgoing messages as well as messages that have emails as attachments where those attached emails also meet the Between criteria


Step 6) Select the date range for your search. The default date range is 7 days prior to the current date. You may type the dates directly in the Begin Date: and End Date: fields in MM/DD/YYYY format or select the dates from a pop-up calendar. Click on a calendar icon ( ) to display a pop-up calendar

Step 7) Enter values (in megabytes) in the Min Size: and Max Size: fields to tailor your search

according to the size of an email message. You may enter a minimum size, a maximum size, or both sizes

• Min Size: Search will return emails that meet all of the other search criteria and that are greater in size than the Min Size value entered by the user

• Max Size: Search will return emails that meet all of the other search criteria and that are smaller in size than the Max Size value entered by the user

• Both Min Size: & Max Size: Search will return emails that meet all of the other search criteria and that fall in between the Min Size and Max Size values entered by the user

Step 7) Select the Action: for your search. You have 3 options, Run Search, Run and Save to Folder, and Save Search (run in background)



• Save Search (run in background): Search is run in background. A notification can be sent via email when the search is complete. Search results and search criteria saved to Saved Searches. Search IS saved if navigate away from page. Recommended method for searches involving large numbers of messages to be searched


Step 8) Start your search. Click on the Submit ( ) button to start your search.

Step 9) Your search results will be displayed in the Search screen for the Run Search action

• See section 14.2 above and section 14.3 above for the detailed steps for submitting the Run and Save to Folder and Save Search (run in background) search types


15. Search Construction 15.1. Search Construction Overview • To perform effective searches, it is important to understand a few basic constructors; AND, OR,

NOT and “” (note that AND, OR and NOT must be in CAPS in order to be used as constructors)

• If a search is created without any constructors, the search will automatically assume you wish to use OR between each of the terms of a multi-term search string, so if you search for documents containing the search string Mickey Mouse the system will see it as Mickey OR Mouse and will return documents containing either term, but not necessarily both

• To return only documents that contain both terms, you must use Mickey AND Mouse

• If position is important and you only want the terms when they appear together as a phrase, then they must be quoted (surrounded by quotes) as in “Mickey Mouse”. This would return a document that contained the sentence “Mickey Mouse is a Disney character” but would not return a document that contains “Mickey is a Mouse”

• Phrases can also be put together. For example, you could search for “Mickey Mouse” AND “Minnie Mouse”

• Text can also be excluded by searching for “Mickey Mouse” AND NOT “Minnie Mouse”

Note: Many of the concepts described below for search construction can also be applied to creating Complex Keywords

15.2. Stop Words • Some words are used so frequently, that searching for messages that include them would not be

very useful, as they are used in almost every sentence. These words are called Stop Words

• Stop Words cannot be used for searches

• Compliance Archive Stop Words: and, but, or, & the

• If Stop Words are identified in the search criterion, the search will be stopped and cannot be submitted until the Stop Words are removed. This will ensure more efficient results for your searches

• However, there are times when eliminating Stop Words may not provide the desired results. In these cases, Boolean Operators are a helpful way to apply logic that is otherwise inferred by some Stop Words


15.3. Boolean Operators • Using Boolean Operators is very much like applying logic to a search. They can be used to

search for messages that contain:

o All Keywords from a list of multiple keywords

o Any Keyword from a list of multiple keywords

o One Keyword but not another

15.3.1. All Keywords – AND or && • Use AND or && between keywords to search for messages that include all keywords

• Example: Running an advanced search with "john doe" AND vacation will return all messages that include both 'john doe' and 'vacation' in the body of the message. They don't need to be in the same sentence, as long as both keywords are in the body of a message

15.3.2. Any Keyword – OR or || • Use OR or || between keywords to search for messages that include any keyword from a list of

multiple keywords

• Example: Running an advanced search with contract OR proposal will return all messages that include 'contract' or 'proposal' in the body of the message

NOTE: The search engine will default to the OR Boolean Operation if multiple keywords are entered into one field and no Boolean Operators are used

15.3.3. One Keyword – NOT or ! • Use NOT or ! between keywords to search for messages that include the first keyword but not the

other

• Example:

o Running an advanced search with warning NOT virus will return all messages that include 'warning' but not 'virus' in the body of the message

o The order of keywords is important. If the two keywords above were switched to virus NOT warning, the results would include all messages that include 'virus' but not 'warning'

o Multiple Boolean Operators can be used to build more complex and precise search criterion. This method is called Grouping

15.3.4. Grouping - ( ) • Grouping allows more than one Boolean Operator to be used in a single search field by

surrounding terms in parenthesis ( )

• Example:

o Running an advanced search with mike NOT (rick OR jane) will return all messages that include 'mike' but not 'rick' or 'jane' in the body of the message

o As with the NOT Boolean Operator, Grouping order is very important

o Searching for mike OR (rick NOT jane) would return messages that include 'mike' and messages that include 'rick' but not 'jane'

o Searching for mike OR rick NOT jane would return messages that include either 'mike' or 'rick' but not 'jane'


15.3.5. Wild Cards - ? and * • Some words have multiple spellings and some word frequently misspelled. This can make

searches for certain words difficult. Wild Cards allow searches for incomplete words by substituting a character or group of characters with a Wild Card character

• There are two types of Wild Cards, Single Character and Multiple Character

15.3.6. Single Character - ? • The question mark wild card ? stands for one letter or number

• Example: Searching for s?ng would return messages that include four letter words that begin with 's' and end in 'ng'; such as, sing, sang and sung

15.3.7. Multiple Character - * • The asterisk wild card * stands for one or more letters or numbers

• Example:

• Searching for e*ail would return messages that include words of any length that begin with 'e' and end in 'ail'; such as, e-mail, email, endtrail

• This is not limited to just words. Searching for 212* would return messages that include any string of characters that begins with '212'; such as phone numbers and IP addresses

CAUTION: Placing a ? or * in the front of a term can cause very slow performance!


15.3.8. Non-Searchable Characters Some characters cannot be used in a search. When a search is submitted which includes one of these special characters, the characters will be omitted but the search will continue processing

Compliance Archive Non-Searchable characters: ~ ` @ # $ % ^ { } [ ] \ : . < > / 15.3.9. Functional Characters • Other characters can be used as tools to build highly efficiency search queries. When used

correctly, Functional Characters will limit and refine search results

Compliance Archive Functional characters: ! & * ( ) - + | " " ? Listed below is a quick reference table followed by a detailed guide explaining how to use Functional Characters

Character Role Format Possible Results

&& AND term1 && term2 term1... term2 term2... term1

! NOT term1 ! term2 term1 but not term2

|| OR term1 ||term2 term1 term2 term1... term2 term2... term1

+ Require term1 +term2 term1... term2 term2... term1

- Prohibit -term1 messages that do not include term1

" " Multiple term string "term1 term2" term1 term2

? Wild Card: Single Character ?erm term

berm

* Wild Card: Multiple Character t*m

term tim tom trillium

( ) Group term1 NOT (term2 OR term3) term1 but not term2 or term 3

Group additional example term1 && (term2 NOT

term 3) term1... term2 but not term3


15.3.10. && / AND • Use AND or && between terms to search for messages where both terms exist anywhere in the

text of a single message, subject or attachment

• Example: Running an advanced search with "john doe" && vacation will return all messages that include both 'john doe' ¬and 'vacation' anywhere in the body of the message. They don't need to be in the same sentence, as long as both terms are in the body of a message

15.3.11. ! / NOT • Use NOT or an exclamation point ! between terms to search for messages that include the first

term but not the term following NOT or !

• Example: Running an advanced search with warning ! virus will return all messages that include 'warning' but not 'virus' in the body of the message. NOTE: NOT or ! cannot be used with just one term. For example, a search for ! virus will not return any results

15.3.12. || / OR • Use OR or || between terms to search for messages that include any of the terms separated by

OR or ||

• Example: Running an advanced search with contract || proposal will return all messages that include 'contract' or 'proposal' in the body of the message

NOTE: The search engine will default to the OR Boolean Operation if multiple keywords are entered into one field and no Boolean Operation is used

15.3.13. + / Require • Use the plus symbol + before a term to return messages that includes the term anywhere in the

text of a single message, subject or attachment.

• For Example: Running an advanced search with +Exchange Server will return all messages that 'exchange' in the subject. To require messages also include 'server' in the subject the search criterion should be +Exchange +Server or +"Exchange Server"

15.3.14. - / Prohibit • Use the minus (or dash) symbol - before a term to return messages that do not include the term

anywhere in the text of a single message, subject or attachment

• Example: Running an advanced search with system -error will return all messages that 'system' but not 'error' in the message body

Note: Unlike using ! or NOT, " " can be used with just one term. For example, a search for -error will only return results that do not include 'error'


15.3.15. " " / Multiple Term String • Use double quotation marks " " around a phase or a string of terms to search for that string as a

single term

• For Example:

o Running an advanced search with archive manager will return all messages that include 'archive' or 'manager' in the body of the message

o Running an advanced search with "archive manager" (note the quotes) will return all messages that include 'archive manager' in the body of the message

15.3.16. ? / Wild Card (Single Character) • Use the question mark ? within a term to search for variations of the term where the ? is replaced

with a single character

• For Example: Searching for s?ng would return messages that include four letter words that begin with 's' and end in 'ng'; such as, sing, sang and sung

15.3.17. * / Wild Card (Multiple Character) • Use the asterisk * within a term to search for variations of the term where the * is replaced with

multiple characters

• For Example: Searching for e*ail would return messages that include words of any length that begin with 'e' and end in 'ail'; such as, e-mail, email, endtrail

15.3.18. ( ) / Group • Use parentheses ( ) to group multiple Boolean Operators (search terms) in a single search field

• For Example:

o Running an advanced search with mike NOT (rick OR jane) will return all messages that include 'mike' but not 'rick' or 'jane' in the body of the message

o As with the NOT Boolean Operator, Grouping order is very important

o Searching for mike OR (rick NOT jane) would return messages that include 'mike' and messages that include 'rick' but not 'jane'

o Searching for mike OR rick NOT jane would return messages that include either 'mike' or 'rick' but not 'jane'

15.4. Search Help 15.4.1. Begin Date (*Mandatory) • Marks the start date of the search date range. This field is mandatory (*except when the Message

ID checkbox is selected), every search must have a date range

• Enter the desired date by clicking on the calendar icon and selecting the date or by typing the date (using MM/DD/YYYY format)

15.4.2. End Date (*Mandatory) • Marks the end date of the search date range. This field is mandatory (*except when the Message

ID checkbox is selected), every search must have a date range

• Enter the desired date by clicking on the calendar icon and selecting the date or by typing the date (using MM/DD/YYYY format)


15.4.3. Display (Optional) • Works in conjunction with the Limit To: field to limit breadth of search to a specific Group, OU, or

Mailbox

15.4.4. From (Optional) and To (Optional) • Can be used to restrict search to specific senders and recipients

• All messages received From a specific sender

• All messages sent To a specific recipient

• All messages sent and received Between a specific sender and recipient

15.4.5. Search For (Optional) • Searches message subject, message body (content), attachment name, and, for some formats,

attachment content

• Enter phrase or Keyword to search for

• Keyword can also be selected from list, click on the Select Keywords link to display list of Keywords, 20 Keywords at a time

15.4.6. Action (Mandatory – an Action must be selected) • There are 4 different types of searches, select the search type from the following options

15.4.7. Action: Run Search • Perform a search and display results on the search screen

• If navigate away search screen before search completed search is aborted

• Search Results NOT saved to a Collection

15.4.8. Action: Run and Save Results • Perform a search and display results on the search screen

• If navigate away search screen before search completed search is aborted

• Search results saved to a Collection

• Search criterion NOT saved as part of Collection

15.4.9. Action: Save Search (Run In Background) • Perform a search, search results NOT displayed on the search screen

• Can navigate away search screen before search completed – search runs in background

• Can select a checkbox to be notified by email when search is complete and results are ready for review

• Search results saved to a Collection

• Search criterion ARE saved as part of Collection

• Search can be requeried – run again with the ability to update search criterion


15.4.10. Action: Update Saved Search • Action will appear only when requerying a Saved Search

• Perform a search and overwrite all results and criterion of the Saved Search being requeried

• The requery will be run in the background

15.4.11. Apply (Mandatory) Starts the search process, Click on the Apply button to executer your search


16. Saved Searches The Saved Searches section displays all of the Saved Searches created using the Save Search (run in background) Action (see section 14.3 above)

16.1. Saved Searches Display

• The list of Saved Searches includes columns for the Saved Search Name and Description you

entered when creating the Saved Search. The list also includes columns for the Owner of the Saved Search, the number of Messages contained in the Saved Search, the Shared status of the Saved Search (the number of users the Saved Search is shared with), the date the Saved Search was Created, and, finally, the date the Saved Search was last Updated

• You can click on the column headings with the sort symbol ( ) to alternately sort the list in ascending or descending order according to that column’s contents

• A Saved Search that is still processing (is not yet compete) will be displayed with a status of “queued”

• You can click on the Refresh link to update the status of a Saved Search when the Saved Search is complete or when a download file is ready. The Saved Search screen does not auto-update while it is being displayed. The Refresh link also resorts the display. After a “refresh” the Saved Searches are displayed in ascending alphabetical order according to the Saved Search Name

• The basic options for using a Saved Search are: view, requery, edit, delete, and download.

These options appear to the right of the Saved Search when the Saved Search is complete

• A download file that has been requested and is still processing (is not yet complete) will be displayed with a status of “download requested”


• The download ready and re-download options are displayed after a download file has been created

16.2. View a Saved Search Step 1) Click on the Saved Search’s view option

Step 2) The results of the Saved Search are displayed in a Message List View. The name of the

Saved Search you are viewing is located in the upper left corner of the Message List View

16.3. Requery (Update) a Saved Search Step 1) Click on the Saved Search’s requery option

Step 2) The search screen (Search or Advanced Search) for that Saved Search is opened and

populated with that Saved Search’s search criteria. You may edit the search criteria as you wish and run the search again with one of the basic search actions, Run Search, Run and Save to Folder, or Save Search (run in background) or with the additional Update Saved Search action



• Save Search (run in background): Search is run in background. A notification can be sent via email when the search is complete. Search results and search criteria saved to Saved Searches. Search IS saved if navigate away from page. Recommended method for searches involving large numbers of messages to be searched. When used as part of a requery actually allows you to create a new Saved Search


• Update Saved Search: Search is run in background. The original Saved Search results are overridden by the updated search. A notification email IS NOT sent when the updated search is complete. Search results and search criteria saved to Saved Searches. Search IS saved if navigate away from page

Step 3) Click on the OK button

Step 4) Your existing Saved Search will be listed as “queued” while it is being updated and the

Updated Date will reflect the date and time the updated search was submitted

Step 5) When the update is complete clicking on the Refresh link will display the standard Saved

Search options associated with that Saved Search


16.4. Edit a Saved Search The Edit option allows you to edit the Name and Description of a Saved Search.

Step 1) Click on the Saved Search’s edit option

Step 2) Edit the Saved Search’s Name and Description and click on the Update button to save

the changes

Step 3) When changes are saved a “Saved Search Updated” message will flash on the screen

16.5. Share a Saved Search The Edit option also allows you to add a Shared User to your Saved Search.

Step 1) Click on the Saved Search’s edit option


Step 2) Enter an email address, email address prefix, first name or last name in the Add Shared User field, click on the Find button

Step 3) Click on the drop-down arrow ( ) to display all of the search results. Select the user to

share the Saved Search with then click on the Share button


Step 4) That user is now added to the list of Shared Users for that Saved Search. Repeat Steps 2-3 for every Shared User you wish to add to the Saved Search

Step 5) The shared Saved Search will now appear on the shared user’s Saved Searches screen.

The user WILL NOT be able to edit or delete the shared Saved Search

16.6. Remove a Shared User from a Shared Saved Search Step 1) Click on the Saved Search’s edit option

Step 2) Click on the remove link for the user you wish to remove from the Shared Saved Search


16.7. Delete/Undelete a Saved Search Step 1) Click on the Saved Search’s delete option

Step 2) Click on the Yes button

Step 3) Your Saved Search will be marked for deletion and will be deleted as part of a nightly

batch process. You can undelete the Saved Search by clicking on the undelete option anytime before the Saved Search is actually deleted

16.8. Download Email Messages from a Saved Search You can create a download file to download all of the email messages returned by your Saved Search Step 1) Click on the Saved Search’s download option

Step 2) Complete the following in the Request Download Folder screen:

a) Enter a <file name > in the File Name: field

b) Enter a <description> in the Description: field

c) Select your desired message format for your downloaded emails

• Standard format (EML): Every message returned by your Saved Search is saved as an individual .eml file. .eml files can be viewed using many email clients. These clients include, but are not limited to, Outlook Express, Windows Mail, Windows Live Mail, Thunderbird, and Mac Mail. Section 19 explains the file naming convention for the .eml files that are created using this option


• Outlook Data File (PST): Every message returned by your Saved Search is saved in a single Outlook .pst file. .pst files can be viewed using the Outlook email client

Select your desired compressed file format for your download file

• Every download file is created as a compressed 7-Zip file to minimize the download file size. This is done to conserve on the storage space required for the files on the system servers and on the user’s computer after the file is downloaded. The smaller, compressed files also take less time to download than uncompressed files

• The compressed files are created using the 7-Zip (http://www.7-zip.org), open source, open architecture file compression format. 7-Zip files have a file extension of .7z.

7-Zip Format: Your message file(s), whether they are 300 individual .eml files or 1 .pst file, are compressed into a single file with a .7z file extension. The file name you provided in Step 2a) is used to name the file. You must have file decompression software compatible with the 7-Zip format installed on your computer to open the file. Compatible software can be found at http://www.7-zip.org/download.html. Known compatible software includes the following programs:

7-Zip iArchiver Squeez WinRAR ALZip IZArc StuffIt WinZip Ark PeaZip The Unarchiver Xarchiver File Roller PowerArchiver TUGZip ZipGenius

• Self-Extracting 7-Zip Format (Windows Only): Your message file(s), whether they are 300 individual .eml files or 1 .pst file, are compressed into a single file with a .exe file extension. The file name you provided in Step 2a) is used to name the file. You do not have to install any special decompression software on your computer to open the file. After saving the file on your computer double-click on the file and it will decompress itself. The .exe files will only work (self-extract) on Windows computers. They will not work on Mac or Linux computers

d) Click on the Request Download button

http://www.7-zip.org/�

http://www.7-zip.org/download.html�

http://www.7-zip.org/download.html�


Step 3) A “download requested” status will be displayed while the download file is being created

Step 4) When the file is created and the screen refreshed, the download ready and re-download

options will be available. Click on the download ready option

Step 5) The pop-up window will display some information about the download file and a download

link. Click on the download link

Step 6) Click on the Save button

Step 7) Select a location on your computer to save the download file to. Click on the Save button


Step 8) To view the contents of the download file double click on the download file to open it in your default software application that handles .7z files.

Step 9) If you downloaded a self-extracting 7-Zip file (.exe files) it will extract itself when you

double click on it. Click on the Run button after double clicking on the self-extracting file. Then select what folder/directory to extract the file to and click on the Extract button

Step 10) If you selected the Standard format (EML) option, the download file contains every

message returned by your Saved Search saved as an individual .eml file. If you selected the Outlook Data File (PST) option, the download file will contain a single .pst file. Open that file using Outlook to see the individual email messages

Step 11) The compressed download file also contains a readme.txt file


16.9. Re-Download a Saved Search The re-download option allows you to create a another copy of the Saved Search download file with a different Name and Description

Step 1) Click on the Saved Search’s re-download option





• Standard format (EML)

• Outlook Data File (PST) d) Select your desired compressed file format for your download file

• 7-Zip Format

• Self-Extracting 7-Zip Format (Windows Only) e) Click on the Request Download button

Step 3) Repeat Steps 3-11 from section 16.8 above to download & view contents of the download

file


17. Folders • The Folders section displays all of the Folders created using the Run and Save to Folder Action

(see section 14.2 above)

• The Folders section also displays Folders created manually from the Message List View Folder

button (see section 17.10 below)

• Finally, the Folders section also displays Folders created using the Create New Folder button located in the Folders section (see section 17.9 below)

17.1. Folders Display

• The list of Folders includes columns for the Folder Name and Description you entered when

creating the Folder. The list also includes the date the Folder was Created and the date the Folder was last Updated



• You can click on the Refresh link to update the status and menu options of a Folder. The Folder screen does not auto-update while it is being displayed. The Refresh link also resorts the display. After a “refresh” Folders are displayed in ascending alphabetical order according to Folder Name

• The basic options for using a Folder are: view, edit, delete, and download. These options appear to the right of the Folder

• A download file that has been requested and is still processing (is not yet complete) will be displayed with a status of “download requested”

• The download ready and re-download options are displayed after a download file has been created

17.2. View a Folder Step 1) Click on the Folder’s view option

Step 2) The contents of the Folder are displayed in a Message List View. The name of the Folder

you are viewing is located in the upper left corner of the Message List View display

17.3. Edit a Folder The Edit option allows you to edit the Name and Description of a Folder.

Step 1) Click on the Folder’s edit option


Step 2) Edit the Folder’s Name and Description and click on the Update button to save the changes

Step 3) When the changes are saved you will see a “Folder Updated” message

17.4. Share a Folder The Edit option also allows you to add a Shared User to a Folder. A Shared User may be given Update or View permissions to a shared folder.

Step 1) Click on the Folder’s edit option

Step 2) Enter an email address, email address prefix, first name or last name in the Add

Shared User field, click on the Find button


Step 3) Click on the drop-down arrow ( ) to display all of the search results. Select the user to share the Saved Search with. Select (check) the Update Permission (Can add/delete Messages and Share) checkbox if you want to give the Shared User those permissions, then click on the Share button

Step 4) That user is now added to the list of Shared Users for that Folder. Repeat Steps 2-3 for

every Shared User you wish to add to the Folder


Step 5) The shared Folder will now appear on the shared user’s Folders screen. In this example, the shared user was given Update permissions and WILL be able to edit and delete the shared Folder

Note: In the example below, the shared user was NOT GIVEN Update permissions. They were given View permissions only. This shared user WILL NOT be able to edit or delete the shared Folder

17.5. Remove a Shared User from a Shared Folder Step 1) Click on the Folder’s edit option

Step 2) Click on the remove link for the user you wish to remove from the shared Folder


17.6. Delete/Undelete a Folder Step 1) Click on the Folder’s delete option

Step 2) Click on the Yes button

Step 3) Your Folder will be marked for deletion and will be deleted as part of a nightly batch

process. You can undelete the Folder by clicking on the undelete option anytime before the Folder is actually deleted

17.7. Download Email Messages from a Folder You can create a download file to download all of the email messages contained in one of your Folders

Step 1) Click on the Folder’s download option








• 7-Zip Format


Step 3) A “download requested” status will be displayed while the download file is being created

Step 4) When the file is created and the screen refreshed, the download ready and re-download

options will be available. Click on the download ready option


Step 5) The pop-up window will display some information about the download file and a download link. Click on the download link



Step 8) To view the contents of the download file double click on the download file to open it in

your default software application that handles .7z files.


Step 9) If you downloaded a self-extracting 7-Zip file (.exe files) it will extract itself when you double click on it. Click on the Run button after double clicking on the self-extracting file. Then select what folder/directory to extract the file to and click on the Extract button

Step 10) If you selected the Standard format (EML) option, the download file contains every

message returned by your Saved Search saved as an individual .eml file. If you selected the Outlook Data File (PST) option, the download file will contain a single .pst file. Open that file using Outlook to see the individual email messages

Step 11) The download file also contains a readme.txt file


17.8. Re-Download a Folder The re-download option allows you to create a another copy of the Folder download file with a different Name and Description

Step 1) Click on the Folder’s re-download option







• 7-Zip Format


Step 3) Repeat Steps 3-11 from section 17.7 above to download and view the contents of the download file


17.9. Create a New Empty Folder Step 1) Click on the My Messages Folders menu option

Step 2) Click on the Create New Folder button

Step 3) Enter a <folder name > in the New Folder: field and enter a <description> in the

Description: field to create a new, empty Folder. Click on the Submit button

Step 4) The Folders pop-up window will still be displayed. It will contain a message indicating that

the new Folder was created. You can create additional new folders from here or click on the X to close the pop-up window


Step 5) You can fill the empty folder when you execute the Run and Save to Folder action when running a search (section 14.2 above, Run and Save to Folder). You can also add messages to an empty folder by following the steps in section 17.10 below, Create a Folder from a Message List View.

17.10. Create a Folder from a Message List View Step 1) Click on the My Messages All Navigation Menu option

Notes:

• You can create folders from any Message List View: Received, Sent, All, from the results of a search, and from a shared mailbox

• Whenever the toolbar contains the Add to Folder menu button ( ) you can create and add messages to a folder

Step 2) Select (check) the checkboxes for the messages you want to add to a Folder then click on the Add to Folder menu button

Step 3) You can select from an existing folder. Click on the drop-down arrow ( ) to display all of

the available folders. Or you can enter a <folder name > in the New Folder: field and enter a <description> in the Description: field to create a new Folder. Click on the Add Messages button

Note: If you select an existing folder and then enter text in the New Folder field also, the existing file will override the creation of a new file


OR

Step 4) The Folders pop-up window will still be displayed. It will contain a message indicating that the new Folder was created. You can create additional new folders from here or click on the X to close the pop-up window

17.11. Remove Messages from a Folder Step 1) Click on My Messages Folders Navigation Menu option

Step 2) Click on the view option for the Folder you want to remove the messages from


Step 3) Select (check) the checkboxes for the messages you want to remove from the Folder then click on the Remove From Folder ( ) menu button.

Note: In the sample picture below you can see this Folder contains 5 messages and that we have marked 2 messages for removal

Step 4) After removing the 2 messages from the Folder you can see that Folder now only contains

3 messages


18. Folders vs. Saved Searches – Comparison Matrix

Function Folder Saved Search

Create from any message list? Yes No

Add individual messages from any message list? Yes No

Remove individual messages? Yes No

Save search results? Yes Yes

Automatically save search results? No Yes

Save search criterion? No Yes

Submit a search and automatically save results? No Yes

Re-query a search and automatically populate search criterion? No Yes

Ability to navigate away from search window while a query is being run? No Yes

Share with other users? Yes Yes

Give other users read/write access? Yes No

Download email messages in a .eml format Yes Yes

Download email messages in a .pst format Yes Yes

Download files in a 7z (.7z) file? Yes Yes

Download files in a Self-Extracting 7z (.exe) file (Windows Only) Yes Yes


19. Files The Files section contains download files created from the Saved Searches and Folders sections.

19.1. Files Display

• The list of Files includes columns for the File Name and Description you entered when creating

the File. The list also includes columns for the date the File was Created, the date the File will expire (Expiration), the Folder (Saved Search Name or Folder Name) that was the source for the download file, and the File size (in megabytes)

• Every download file has an Expiration Date. The Expiration date is set to be 1 month after the Creation Date. At this date and time the download file will automatically be deleted from the system and cannot be recovered


• The basic option for using a File is the download ready option. This option appears to the right of the File listing

19.2. Download Files Step 1) Click on the download ready option for the file you want to download




20. .eml File Naming Convention The .eml files created for the download zip files are given a 17 digit filename that is a GMT date-time stamp coupled with a counter. Every .eml file is a separate email message. The date and time the message was received by the customer’s mail server is converted to its Greenwich Mean Time (GMT) value. Then a counter is appended to the end of that value to differentiate between messages with duplicate date-time stamp values.

20090326152627002.eml

Digit Number

Value Notes

D1-D4 Year Greenwich Mean Time (GMT)

D5-D6 Month Greenwich Mean Time (GMT)

D7-D8 Day Greenwich Mean Time (GMT)

D9-D10 Hours 24 hour time value, Greenwich Mean Time (GMT)

D11-D12 Minutes Greenwich Mean Time (GMT)

D13-D14 Seconds Greenwich Mean Time (GMT)

D15-D17 Counter Increments from 000-999 to deal with duplicate date-time stamps

Year

Month

Day

Hour

Counter

Second

Min


THIS PAGE INTENTIONALLY LEFT BLANK

USANET, Inc., 1155 Kelly Johnson Blvd, Suite 305, Colorado Springs, CO 80920

Proprietary and Confidential

The information contained herein is for the sole use of USA.NET Inc. and its customers and contains confidential and/or proprietary information. Any unauthorized review, use, disclosure or distribution by the recipient is prohibited. If you are not the intended recipient as authorized by USA.NET Inc., please destroy all copies immediately. The names of actual companies and products mentioned herein are the trademarks of their respective owners.

Documents

Farmers Agent eMail Archive (AEA) · o User’s alias email addresses, if any (Aliases:) o Total number of archived messages and dates of oldest and newest archived messages