Collabspace is first and foremost a tool for finding information, wherever it happens to be stored in your company. Collabspace makes an archive of all your Exchange and SharePoint Online content, and allows you to get access to it with some powerful search tools.
Let's start with a basic search, using keywords as you would with SharePoint Search or Google.
When you first login to Collabspace, you are taken to the Dashboard. There are many helpful tools on the Dashboard, but we will not cover them in this guide. What we are really interested in on this page is getting to Search.
You can get to Search in two different ways; either by typing your keyword into the search bar at the top, or click on the Menu button in the left corner.
If going through the menu, Search will be one of the main application choices.
If you navigate through the menu, the Search Home page will be displayed. We will return to this page later when we go over saved search templates.
For now, we just want to do a basic search. Type in a search term and press the Enter key.
Remember that getting back search results requires that your organization has properly connected to the content you are searching for. If you do not see what you are looking for, it is possible that the content has not yet been crawled by Collabspace. Be sure to check with your Administrator before attempting to search for content that may not be archived by Collabspace.
Results that are returned will be automatically displayed by some default properties, normally including the Title, Modified Date, and perhaps the last user involved.
If you want to change what information you can see about the search results, click the Display and Sort button
The default display columns will be shown, and you can always rearrange or remove them.
If you want to see more information, click the Add Column button
This list of Properties is derived from whatever Content Sources your organization has set up to be archived. Depending on the Content Source, you may have a huge list of Properties. The organizations SharePoint Online Content Types might be varied and complex, leaving you with hundreds of different metadata fields to select from.
If this is the case, the Filter by name and Type drop-down will help, allowing you to cut down on how many different Properties are displayed.
If you can't find the Property you are looking for or you have put in the wrong filter, click the Clear Filter icon on the far right.
If you try to add a Property that is already on the list, Collabspace will stop you
Beyond this, you will always be allowed to add more Properties. This is mostly good, but keep in mind that not all Properties will have information in them. If the item you've searched for doesn't have any 'cc' recipients, that field will be blank.
To demonstrate this, we will add the CcRecipients Property to our search results. First, the Property is selected and added to the Display settings.
Next, after rearranging the order of the columns, we have applied the changes.
Once the changes have been applied, the Search Results will automatically refresh, showing the updated Display Settings. In this case, we have a fairly useless new Column, because the results do not have any "cc" recipients.
Since this is a keyword search, there are also a few special tricks that can be used to narrow down on your results. These are called Search Tokens.
AND – search for files containing both search terms
OR – search for files containing either one or the other search term
" " - search for a specific phrase
* - wildcard, useful for capturing minor variances, like contracts vs. contract
(minus) - essentially, a NOT statement ; "do not show results that contain this value"
Once you locate the file you are looking for, you can either Download the items individually or Export the select results, or if you have nothing selected, you could export the entire search results. There is whole guide dedicated to Export here.
If you've updated your results display and you still cannot find the information you are looking for, then it might be time to do an Advanced Search, where there are far more tools to narrow down your search scope and find what you are looking for.