Use the eDiscovery view to quickly locate mail or do a compliance check

 

Overview

The eDiscovery view is available to the users under the Tracer, Durability and Hold plans. For Continuity users, the eDiscovery view will not show up any mail. Unlike the search options of the Archive which search only in the account of the logged in user and within a single folder, the search options in eDiscovery view can be used to very quickly search for mail across user accounts and folders.  

Access the eDiscovery view

To access the eDiscovery view of the Self Service Portal, you have to be logged in to your Vaultastic account.

1. Clicking on the eDiscovery icon in the top left corner of the screen will launch the view

2. The leftmost section is for the list of saved searched

3. The top section of the middle pane shows the Quick keyword search

4. The middle pane shows the list of mail result of the query executed

5. The right pane shows the email content.

Use the Quick Keyword Search

Enter your keyword or search phrase in the Quick search box to search for mail across all the folders of all the accounts you have right to view. The system will search for the keywords or phrases in the sender, recipient, subject, body and attachments. 

For example, the image below shows the search results for the keyword mail.

To list all the mails in your account and other accounts you can view, enter an asterisk (*) and click on the magnifying glass icon or press enter. 

To list all the mails sent or received by a user, specify the email id.

Use Saved Searches

If you have to repeatedly look for certain patterns, such as mail received by a particular id or mail with a common subject, saving the search query allows re-use. This feature is also important in case of compliance checks where auditors need to look for certain patterns in mail sent or received.

Defining or updating a saved search

To define a new saved search query, click on the + icon at the top of the right pane. To edit an existing one, hover over the saved search and select the Edit icon from the Options menu (depicted by three vertical dots).

To define or edit a saved search, specify the sender(s), recipient(s), keyword(s) and the date range in the pop-up dialog box.

1. Sender & Recipients

Clicking on edit next to the sender or recipient will pop-up a dialog where you can specify one or more email ids.  To add email ids, type the email id and click on the + icon. To delete an email id, click on the - icon next to the id to be deleted. To search for ALL email id specified, select AND. To search for ANY email id specified, select OR. To clear all the fields, click Clear. To see the query formed, click on Show Query. Once the final list is ready, click Save.

2. Keywords

The list of keywords to be searched for can be built in the same way as the sender or recipient list as described above using the query builder. To define more custom queries for the keyword, use the Query editor. This pop up will have a single edit box, where you can paste your custom. Click Save when done.

Example of a custom query:

  • To locate a mail received by john or meera but not by mark, write a query as follows
    (“john@domain.com” OR “meera@domain.com”) NOT (“mark@domain.com”)
Note:

  • Queries submitted from the Query Editor tab are not validated by the eDiscovery app.
  • 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 a Stop words, the result will be generated by substituting the given Stop word with all other stop words.Example: If the query has “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

3. Subject or Body

To search for the keywords in the Subject, click on the check box next to it. To search in the body and attachments, click on the check box next to Body.

4. Date range

If you want to search on a single day, specify the date in the On field.

To specify the data range, you can

  1. Select one of the predefine date ranges in the drop down list OR
  2. Give the range in From Date and To Date fields.

5. Saving the changes

Give a name to your saved search and click Save.

Delete a saved search

To delete a save search, hover your mouse over the name in the left pane. In the Options menu (depicted by three vertical dots) click on the Delete icon.

Execute a saved search

To fire a search, simply click on the saved search in the list. The middle pane will now show you the results. Clicking on any mail will open the mail in the right pane.

Get the most out of the search results

Whether you use the quick search or a saved search, the list of mails found will be shown in the middle pane.

Clicking on any mail item will show the mail in the right most pane. If you search included keywords to be searched in the subject or body, they will be highlighted. To browse through the search results, click on each mail in the middle pane.

Download the search summary

Using the eDiscovery portal, you can download the summary of the results in a CSV.  Hover your mouse over the Options menu (depicted by three vertical dots) in the top right corner of the middle pane. Select the option to Download the search summary to csv.

Upload mail to Ideolve

To collaborate around the mail, you have an option to upload the mail to Ideolve. Each mail will will be added as an Ideolve note and can be shared with colleagues for further discussions and analysis.

Hover your mouse over the Options menu (depicted by three vertical dots) in the top right corner of the middle pane. Select the option to Upload all search results to Ideolve.

Export to PST or EML

You can export the search results to PST or EML files. 

To submit a job to export the search results, hover your mouse over the Options menu (depicted by three vertical dots) in the top right corner of the middle pane. Select the option to Export Search Results.

In the pop-up dialog box, select the Format. The two options are EML in a ZIP file or PST.

In Send link to specify your email id. The email with with the links to the ZIP or PST files will be sent to this email id. 

On submission of the job, the job will be processed in the background. You will receive a notification mail when the export job starts.

On successful completion, a mail will be sent to you with the links to download the ZIP (with EML) or PST files.

Note: You can export 5GB of mail at a time using this method.