File Searches

During an audit, it may be helpful to perform a search on files in an archive. You can enter criteria, such as the filename, date range, and owner, as well as the file size range. Note that you do not need to fill in both tabs of information. Your search can be as simple as searching for documents tagged as Relevant.

When entering criteria, you can use symbols and Boolean operators—see Search Operators.

You can also perform a search using advanced search tools—see Advanced Search.

How to Search for Files

• In the Folder view, select the archive stores and people of interest to filter.
• In the Document view, click Search > Files.
• The Search dialog box displays.
• 
• Click Clear if there was a previous search, unless you would like this query to appear in Advanced Search.
• On the Documents tab, select any of the following options and fill out the associated fields:
  • Filename matches: Enter specific words contained in the filename.
  • Date range: Enter the date range for the search.
  • Owner matches: Enter the name of the person who created the document.
  • File size range: Enter the range for file size.
  • Body contains: Enter specific words that can be found in the document body. In this field, linguistic analysis is performed on your query—see About Natural Language Processing.
  • Phrase Match: Enter the sequence of words to search. This option is not case sensitive. It is useful when you have a clear idea of the results you are looking for, yet still want to see possible word forms. There may be stop words between the search words.
  • Example: Searching for employment contract will produce the following:

    'Employment Contract for 2019'. Instances such as 'my colleague's employment' or 'contracts for employment' would not appear in results because the word sequence is reversed.

  • See About Natural Language Processing.
  • Automatically escape reserved index characters (SOLR): Certain characters and words are reserved for indexing. By default, this option is selected so you can search for the following: \ + - && || ! ( ) { } [ ] ^ " ~ AND OR NOT
  • Include deleted messages: This option is available only if your NetGovern administrator has elected to keep stubs for deleted messages. This means there is still some record of deleted messages in the index which is displayed in IPRO Search with a strikethrough. Selecting this option allows you to search these deleted messages.
• Select the Tags tab.
• 
• Select any of the following:
  • Auditor contains and Comment contains: Enter specific words that can be found in the document body. In this field, linguistic analysis is performed on your query.
  • Tags: Select one or more tags to search for messages tagged as Relevant, Privileged, Flagged, or Work Product. The tags you see depends on the type of audit you are working on. You can also opt to Exclude Inherited Tags so that you do not search any messages with tags inherited from the parent or child item..
  • Classification Score: Select the relevant Classification Model (PCI, PHI, or PII) and set the desired Confidence Score in order to search only the messages in this range.
• Click Search.
• The Search dialog box closes and your results (if any) are displayed.
• If needed, run another search. Add criteria to the tabs to narrow the search.
• TIP
  If you want your current search criteria to be carried over into Advanced Search, avoid clearing the criteria after running a search. The criteria may be organized differently in Advanced Search than how you originally entered it.