Active Store Advance Search

The New Search or Edit Search interface

• Each Saved search has the following sections
  • Search name
  • Email ID Selector
  • Keyword Selector
  • Date Selector
• The Selector sections allow you to specify your search criteria as explained in the sections below.
• When you specify the conditions in the Email ID, Keyword and Date selectors, for the final result, ALL the conditions in the Email ID, Keyword and Date section have to match. 
• With the release of Vaultastic Version 4.11.7.18 in Apr 2025, any new saved searches added will allow you greater flexibility in defining the search criteria. All searches defined prior to the release are marked as V1. All new searches defined after the release are V2. The behavior and the definition of the V1 and V2 searches is as defined below. 

Email ID selector

• There are two options for searching for emails using the email ids as the selector.
• You can either specify email ids without specifying whether they are senders or recipients OR you can give a set of senders and recipients to be searched for.
• Using the Email ID field:
  • You can either specify one or more email ids in the Email ID field.
  • When searching for mail, the system will select all mail which contain ANY of the email ids specified in ANY of the email headers
• For a more specific search, use the Sender(s) and Recipient(s) fields.
  • If you specify one or more email ids in the Sender(s) field, then all mails sent by ANY of the sender ids specified will be selected
  • For the Recipient(s) field, you can specify one or more id and also select the operator to be used when searching for mails with those ids. For example, if you enter "john" and "smith" and select the "OR" operator, all mails which have "john" OR "smith" in any of the recipient fields will be selected. If you enter "john" and "smith" and select the "AND" operator, all mails which have "john" AND "smith" in any of the recipient fields will be selected.
  • For more complex conditions such as "john" and not "smith", you can use the query editor accessible from the pencil icon next to the control.
  • Version 1 (V1)
    • If you specify search criteria in the Sender(s) as well as the Recipient(s) field, then all mails which match the sender OR the recipient criteria will be selected
  • Version 2 (V2)
    • The search criteria in the Sender(s) and the Recipient(s) fields can be combined using the AND or the OR operator.

Keyword selector

• Version 1 (V1)
  • You can perform keyword search in the subject, body and attachment name. Select the fields in which you want to perform the search.
  • You can specify one or more phrases or keywords to search.  
  • You can also select the operator to be used when combining the keywords. For example, if you have specified "hello" and "world" as the keywords and selected the OR operator, then the system will select all mails which have ANY of the keywords in the fields selected. But if you have specified "hello" and "world" as the keywords and selected the AND operator, then the system will select all mails which have BOTH of the keywords in the fields selected.  
  • For more complex conditions such as "Hello" and not "World", you can use the query editor accessible from the pencil icon next to the control.
• Version 2 (V2)
  • In this version, you can define separate search criteria when searching for keywords in the Subject, Mail Body or Attachment names.
  • You can search for one or more keywords in the subject.
  • You can also select the operator to be used to combine the keywords. For example,  if you have specified "hello" and "world" as the keywords and selected the OR operator, then the system will select all mails which have ANY of the keywords in the subject. But if you have specified "hello" and "world" as the keywords and selected the AND operator, then the system will select all mails which have BOTH of the keywords in the subject.  For more complex conditions such as "Hello" and not "World", you can use the query editor.

  • Similarly, you can look for keywords in the Body or attachment names

  • When you have given search criteria for more than one field, you can use the operator between the fields to combine the keyword search.

  
  

Date Selector

• If you want to search for mail transacted on a single day, specify the date in the On field.
• To specify the date range, you can
  • Select one of the predefined date ranges in the drop-down list OR
  • Give the range in From Date and To Date fields.

Query Editor

Samples for the Query Editor 

Important considerations when using the Query Editor

• The application does not validate queries submitted from the Query Editor tab.
• Queries submitted from the Query Editor tab have to be updated from the same tab.
• Recipient id or Recipient name should be enclosed in the double-quotes.
• Query combining operators should be written in capital letters
• Special characters + – && || ! ( ) { } [ ] ^ ” ~ * ? : \ entered in the keyword are escaped by the tool
• When a query contains Stop words, the result will be generated by substituting the given Stop word with all other stop words. Example: If the query has a “quick and free” phrase, then the Stop word “and” will be substituted with all the other Stop words during the search.
• So any text with phrases such as “quick or free”, “quick is free” etc will also appear in the search results.
• The list of English stop words are: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, with