Case Review App: Searching / Filtering Messages

Document created by user.oxriBaJeN4 Employee on Mar 13, 2017Last modified by user.oxriBaJeN4 Employee on Apr 24, 2017
Version 5Show Document
  • View in full screen mode

This guide covers the methods of searching for and filtering the messages in a discovery case.

 

Applies To...

 

  • Discovery officers and users who've been assigned as reviewers to specific review streams.

 

Walkthrough

 

Searching for Messages

 

The application's search allows you to type in search terms, and select whether to search on a specific part of a messages data. By default, all messages matching the search criteria are found, regardless of when they were received, or whether they have an attachment. However you can limit the search to messages:

  • Within a specific time span.
  • That have, or do not have, attachments.
  • That have a specific attachment type.

 

To search for messages:

  1. Click inside the Search field.
  2. Enter your Search Text. As you type, a drop down menu allows you to narrow the search to a specific part of a message's data.
  3. Either:
    • Press the Enter key.
    • Click on one of the menu items:

      Menu ItemDescription
      Find Emails ContainingThis looks for the search criteria anywhere in the message (e.g. subject, header, body).
      SubjectThis looks for the search criteria in the message's subject.
      From ContactThis looks for messages sent from a contact.
      To ContactThis looks for messages sent to a contact.
  4. Optionally click on the All Time button to limit the search to a specific time span.
    Search Date FilterThe currently selected time frame is indicated by the colored bar. See the "Search Time Frames" section below for further details.Selected Search Date Range
  5. Optionally click on the Optional button to limit the search to messages with / without an attachment, or a specific attachment type. 
    Search Attachment FilterThe currently selected attachment type is indicated by the colored bar. See the "Search Attachment Types" section below for further details.Selected Search Attachment Type
  6. If you want to add further criteria, click again in the Search field. A drop down menu is displayed.
  7. Select either:
    • And Contains Another Term to search for the additional term as well as the first (an AND statement).
    • Or Contains Another Term to search for either the first or additional term (an OR statement).
    • Excluding Another Term to exclude the additional term.
  8. Repeat steps 2 to 6 as required.
  9. Press the Enter key to run the seach.

 

Search Time Frames

 

When selecting a time frame for the search, the following options are available:

 

IconSearchDescription
Last Week Search IconLast WeekSearches for messages up to one week from today's date.
Last Month Search IconLast MonthSearches for messages up to one month from today's date.
Last Year Search IconLast YearSearches for messages up to one year from today's date.
Last 5 Years Search IconLast 5 YearsSearches for messages up to five years from today's date.
All Time Search IconAll TimeNo time frame filter is applied, so all messages that meet the search criteria are included. This is the default option.
Custom Search IconCustom

Search Custom Data RangeAllows you to specify your own time frame to filter the messages. This displays the Select Date Range dialog, from where you can:

  1. Select a Start Date on the left.
  2. Select an End Date on the right.
  3. Click on the Select button to use the custom time frame.

 

In the example shown, a start date of January 1st 2016 and an end date of September 30th 2016 is being used.

 

Search Attachment Types

 

The following attachment type options are available within a message search:

 

IconAttachmentsDescription
Optional Attachment Search IconOptionalNo filter is attached, meaning messages are found regardless of whether they have attachments or not.
Any Attachment Search IconAny AttachmentSearches for messages that contain one or more attachments. No filter is applied to search for a specific attachment type.
No Attachment Search IconNoneSearches for messages that contain no attachments.
Documents Attachment Search IconDocumentsSearches for messages containing .DOC, .DOT, .DOCX, .DOCM, .DOTX, .DOTM, .PDF, .RTF, or .HTML file attachments.
Spreadsheet Attachment Search IconSpreadsheetsSearches for messages containing .XLS, .XLT, .XLSX, .XLSM, .XLTX, .XLTM, .XLSB, .XLAM, or .CSV file attachments.
Presentation Attachment Search IconPresentationsSearches for messages containing .PPT, .PPTX, .PPTM, .POTX, .POTM, .PPAM, .PPSX, .PPSM, .SLDX, .SLDM, .THMS, or .PPS file attachments.
Text Attachment Search IconText FilesSearches for messages containing .TXT, .TEXT, .HTML, or .LOG file attachments.
Image Attachment Search IconImages and PhotosSearches for messages containing .JPG, .JPEG, .PNG, .BMP, .GIF, .PSD, .TIF, or .TIFF file attachments.
Sound and Video Attachment Search IconSound and VideoSearches for messages containing .MP3, .MP4, .M4A, .MPG, .MPEG, .AVI, .WAV, .AAC, .WMA, or .MOV file attachments.
Compressed File Attachment Search IconCompressed FilesSearches for messages containing .ZIP, .RAR, .CAB, .GZ, .GZIP, or .7z file attachments.

 

Filtering Messages by a Tag

 

To display all messages with a specific tag:

  1. Open the required Case Review in the hierarchy.
  2. Expand the Message Review | Tag folder in the hierarchy.
  3. Click on the required Tag.

 

Alternatively, you can click the tag in a message's preview pane. This find all messages with that tag, regardless of their status.

 

Message tags

 

Filtering Messages by a Status

 

To display all messages with a specific status:

  1. Open the required Case Review in the hierarchy.
  2. Expand the Message Review folder in the hierarchy.
  3. Click on the required Status folder in the hierarchy.

 

See Also...

 

Attachments

    Outcomes