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How to Do an Advanced Search

Advanced Search is a much more precise method of searching for content, although it requires a greater understanding of metadata and condition-based searching. It is a powerful tool, although its results tend to be less general and might completely miss what you are looking for, depending on how you have created your Advanced Search Query. 

Let's run through a simple example to explore Advanced Searches. 

There are two ways of getting to Advanced Search. The quickest way is to click the Advanced link next to the Search box when on the Dashboard. 

 

The other way is to click on the Menu button in the top left corner, then click on Search. 

 

Once you are on the Search home page, there will be an Advanced link. 

 

Advanced Search Queries must be built condition by condition. The first condition has already been added, it simply needs to be configured. Click the Select Property button to create your first condition. 

Depending on what Collabspace has crawled, you will be presented with a list of properties to choose from. These properties come from your Content Sources, whether that be Exchange or SharePoint. Properties align with metadata fields, or in Exchange, the field titles. For example, there is a Property called "Subject". This aligns to the Subject field of an email. 

 

 

 

Let's attempt to search for an email related to a Contract. We don't know much more about it, but we can make a guess that the Subject line should have some mention of the contract. 

Pick the Subject Property and click Next 

If you're having trouble finding the Subject Property, or any other property, you can search and filter on Property Type. 

Once the Property is selected, we now have to complete the Condition.  

 

What are you looking for in this field? A specific word or phrase? You know it begins with something? Or maybe you are positive it is equal to a single word. Either way, you will likely need to change the Operator 

For the search example, the Contains word or phrase is likely the best Operator to use. 

 

Once you have selected an appropriate operator and value to search for, the save button is at the bottom right. 

 

 

Your Advanced Search Query will be updated to contain your first condition. 

At this point, it is possible to simply click the Search button at the bottom right. If your search only requires one condition, then see what results you get. If you want to save this Search as a new Search Template, click that button. There is more information on Saved Search Templates in the following article.

However, let's explore another kind of condition that is possible with the Advanced Search: the date condition.  

Dates can be notoriously difficult to search on. However, using Advanced Search, there are many different ways of narrowing down your search scope using dates effectively. 

Click the Add Condition button 

 

Clicking the Add Condition button will immediately open the configuration panel, so select a Date field. Since we are searching for an email, using either the Received or the Sent Date is a good idea. 

 

Since this is a date field, the Operators will be completely different. In fact, date fields have both basic search operators and an advanced Calculated Date Value. 

  

The Calculated Date is useful for searching based on the current date, for example, search for any date that is older than Today minus 7 days, as in anything that is at least seven days in the past. 

The inverse of that would be newer than Today minus 7 days, as in anything that was received within the last seven days. Let's go with that. 

 

Once you've completed the condition, clicking Save will add it to the result of the Search Query. 

The default setting for Search Queries is to use the "All" Conditions flag, meaning that all conditions must pass for the search result to appear. 

However, if you want to use an "Any" style search, it would show search results that satisfy any of the conditions. These kinds of searches usually result in many more results. For this specific search, let's leave it on All. 

Once again, we click Search to execute this Search Query. 

Depending on your Search Criteria, you might get back some results. If you do have results, you might want to confirm that you have the correct result by updating the metadata columns that are displayed to see more information about this item. 

Click the Display and Sort button to modify the metadata columns. 

You can change the order of the metadata columns as well as add new ones. Keep in mind that it is possible to select columns that do not have any information to show. For example, "Name" is a default column, but Emails do not normally have names; their Subject line is under the Subject field. 

Click the Add Column button to add more metadata fields 

We are going to add the Body Column, because it will display the text of the email, so we can verify that this is the exact email we are looking for. 

 

Once the Column has been added, you can re-order the columns by dragging and dropping them where you want. 

Clicking the Apply button will save the display settings and update the search results. 

 

 

Advanced Search is a very powerful tool for finding content. If you have created a query that has long term use, the next thing to do is to create a Saved Search. 

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