contentACCESS Portal documentation – version 5.3

The search query language is used to specify conditions on documents, which have to be returned as a result when searching the archive.

All search conditions can be negated using the NOT keyword. The keyword is case sensitive, so it must be always written in UPPERCASE. The exclamation mark “!” is a shorter version of the NOT keyword and has the exact same function. The syntax may look like as follows:
For freetext search:

• NOT value
• !value

For property search:

• Subject:(NOT test)
• Subject:(!test)

You can also combine the NOT operator with:

• phrase queries: NOT “this is a test”
• regex queries: filename:(NOT **[0-9]{3}.txt)
• wildcard queries: NOT test*
• range queries: Size:(NOT 1M,2M) OR Date:(NOT 2020-01-01,2020-12-31)

Samples for the most commonly used searches in the different models, tenants or search everywhere:

• From:(jake.peralta@tech-arrow.com) AND HasAttachment:(YES) AND SentDate:(last month) – the user can search for emails or messages which meet these criteria
• Attachment:(Computer.docx); Attachment:(pride*) – if the user uses the whole file name, the search results list will contain the items with the same name and extension, and if the user search for a phrase (pride*), then the search results list will show items where this word is part of the title or those documents which contain this phrase
• Source:(teams) AND price – search everywhere: the search results list will contain items from the Teams archive AND items with the phrase “price”
• Source:(sharepoint) AND price AND Size:(>1MB) – the search results will come from the SharePoint AND only those items which contains the phrase “price” AND bigger than 1MB

The search query language used in any user interface of contentACCESS can be divided into the following categories:

Source specification
The searching user can specify where to search on different levels: tenant, model (source), entity
Source:(string) – select a model by keyword; search in models having the specified string as a keyword (email, file, sharepoint). This is similar as the MTID mentioned, but accepts more free model specification. Possible values are:

• For FileSystemArchive: archive, file, fs, filesystem
• For EmailArchive: archive, email, mail, mailarchive, emailarchive
• For GDPR Application: application, db, database, gdpr
• For GDPR Excahange: exchange, gdpr, mail, email
• For GDPR FileSystem: file, fs, filesystem, gdpr
• For OneDriveArchive: onedrive, oneoriveorchive
• For SharePointArchive: archive, sharepoint, sharepointarchive, sp
• For Sharing: sharing, share, sharedfiles
• For TeamsArchive: archive, teams, teamsarchive, tea
• For TeamsChatArchive: archive, teams, chat, teamschat, teamschatarchive, tca

Examples:

• source:file
• source:mail

Tenant:(string) – select a tenant by name; search in tenants having the specified string in name
MTID:(string) – select a model by type identifier (EmailArchive, FileSystemArchive, SharePointArchive, TeamsArchive, TeamsChatArchive)
Entity:(string) – select one or more entities by name; search in entities having the specified string in name. Entity name is mailbox address in Email archive and Root folder path in File system archive.
Examples:

• entity:john.smith@tech-arrow.com – search in John Smith’s mailbox
• entity:c:temp – search in c:temp folder

It is also possible to exclude models from the search with the NOT or exclamation mark “!” keyword. For example, you search in everywhere (the NOT search with the Source and Entity makes sense only in Search everywhere) and don’t want to search in the Email archive => add condition Source:(NOT email), and the Email archive will be excluded from the search.

Examples:

• Source:(NOT email) – Email archive will be excluded from the search
• Source:(!file) “pride and prejudice” – the search result list will contain only those items, which meet the condition
• Source:(NOT teams) source:(!sharing) – Teams, Teams chat archive and Sharing models are excluded from the search
• Source:(!sharing) AND Title:(“The Picture of Dorian Gray.docx”) – only items with the title “The Picture of Dorian Gray.docx” will be displayed and the items from the Sharing model are excluded
• Source:(NOT sharing) Source:(!teams) AND FileName:(!”titanic.pptx”) – the selected models and item will be excluded from the search
• Source:(NOT chat) Source:(NOT file) Source:(NOT email) Source:(NOT sharing) Source:(!sharepoint) – these models will be excluded from the search results

In addition, the users can exclude entities from the search by using the NOT keyword. In this case – for example -, the user has access to multiple entities within the models (mailboxes or root folders), and during searching everywhere, the user wants to exclude one or more of these entities. Example: Source:(email) AND Entity:(NOT *@internal.com) => the user wants to search in the Email archive, but not in the specified mailboxes.

Examples:

• Source:(filesystem) Entity:(NOT *foldersharing) – the search result list will contain only the File system model and will exclude the root connection fitting the condition
• Source:(email) AND Entity:(!*internal.com) – the search will exclude the internal.com mailboxes from the search
• Source:(email) AND Entity:(!emily) – Emily’s mailbox will be excluded from the search in the Email archive
• Entity:(NOT emily.bronte) – entities, which are displayed/used in this format will be excluded from the search (example: Sharing, Email archive)
• Entity:(NOT Emily Bronte) – entities, which are displayed in this format will be excluded from the search (example: Teams Chat archive, OneDrive)

Property value specification
The following properties can be used to specify conditions on documents to be returned as result when searching the archive:

Date
Applicable only for properties of “date” type. The exact date specification has to be in format YYYY-MM-DD (no hours, minutes, or seconds can be specified).
Example:

• date:(2016-12-05) (year-month-day; searches for items only from that specified day, in this case 5^th of December 2016)
• date:(2016-12) (year-month; searches only for items from that specified month, in this case December 2016)
• date:(2016) (year; searches for items from whole year 2016)

Date intervals can be specified too, for example:

• date:(>2016-12) (searches for items younger than from December 2016)
• date:(<2019-11-10) (searches from items older than from 10^th of November 2019)
• date:(2017-10, 2017-12) (searches for items created from October 2017 to December 2017)

Available placeholders: now – means this hour; today, yesterday, this week, last week, this month, last month, this year, last year
Example:

• date:(now), date:(last week)

Number
Numbers are written as usually (1, 2, 3…). For the size conditions also units can be specified:
K | KB – size in kilobytes
M | MB – size in megabytes
G | GB – size in gigabytes
T | TB – size in terabytes

Example:

• size:(>1K) – files or emails (depending on the archive) larger than 1 KB

Range
Two types of ranges can be specified: numerical and date ranges. Ranges can be upper bound, lower bound or an interval. A range can be specified as a value for all properties of type “date” and “number”.
Prop:(>value) – the value of property “Prop” is greater than “value”
Prop:(< value) – the value of property “Prop” is less than “value”
Prop:(value1, value2) – the value of property “Prop” is greater than “value1” and less than “value2”
Examples:

• size:(1K, 1M) – files/emails (depending on the archive) larger than 1KB and smaller than 1MB
• date:(2016-10, 2016-12) – files created/modified or emails sent (depending on the archive) in the last quarter of 2016

Filename
Finds items by attachment name (Email archive) or file name (File archive). Wildcard characters can be used for filename pattern specification (* or ?). They have the same meaning as when searching for files in Windows.
Filename:(*.txt) – this will find all attachments and files having the extension .txt
Filename:(file) – this will find attachments and files having the exact name “file”
Filename:(file.*) – this will find attachments and files named “file” of any type (extension)

Text
Properties with text values can be searched for a single term and phrase or multiple terms and phrases. Results of a single-term search will contain documents having the specified term in the text value of the specified property. Results of a multi-term search will contain documents having all of the specified terms in the text value of the specified property in any order.
Example:

• Subject:(lemon) – finds emails having the term “lemon” in their subject
• Subject:(lemon orange) – finds emails having the terms “lemon” and “orange” anywhere in their subject

Phrases must be enclosed in double quotes. A phrase search result will contain items with all of the specified terms in the text value of the specified property in the specified order.
Example:

• Subject:(“John Smith”) – finds emails having the name “John Smith” in their subject in the specified order

Character escaping
The following characters have special meaning in the query syntax:

• (   )   ”   :   

They cannot be used directly in search terms. They have to be escaped using a backslash ”, otherwise, the search query will be ambiguous and will produce unexpected results.
Example:

• Subject:(apple (pear)) – finds emails having the terms “apple” and “pear” in their subject
• 8:00 – finds documents containing the text 8:00

Boolean queries
The boolean query is a search type that allows you to combine desired keywords with operators like AND and OR to get more specific results.

Operator AND
This operator will narrow your search to items containing only the words separated by it. Every blank space has the same meaning as the AND operator.
Example (both will do the same):

• content AND access AND email AND archive
• content access email archive

Operator OR
This operator, on the other hand, expands your search by connecting multiple phrases. The OR operator works like “at least one phrase from the entered must be present”. It means that the search will return results containing one of the selected phrases, two, three…or even all.
Example:

• content OR access – finds all item containing “content” or “access” or “content access”

Grouping
Multiple terms or clauses can be grouped together by using parentheses “( )” to form sub-queries, for example:

• (email OR file) AND archive – the returned results must contain at least one of the following: email archive, file archive

Regular expressions
Regular expression (regexp) is a sequence of characters defining a search pattern. This pattern is then often use to “find” or to “find and replace” strings. Regular expressions can be specified in search query by using double asterisk prefix:
** < regular-expression-pattern >

Regular expressions can be used for property queries, but also free-text queries.

Standard operators
Anchoring
It is possible to define the start and end on a string for your regexp pattern, but it needs to be explicitly anchored. The symbol ^ indicates the beginning, while the $ symbol indicates the end.

Patterns are always anchored by default. The provided pattern must match the entire string. For example, for string “abcde”:

• ab.* = match
• abcd = no match

Allowed characters
Any Unicode character may be used in the pattern, but there are some exceptions that are reserved and must be escaped. The standard reserved characters are:

• . ? + * | { } [ ] ( ) ”

If you enable optional features (described in this section), then the following characters may also be reserved:

• # @ & < > ~

Any character (except double quotes) is interpreted literally when bounded by double quotes:

• john”@smith.com”

Match any character
The period symbol “.” can be used to represent any character. The string “abcde” can be found like this:

• ab… = match
• a.c.e = match

Once or more
The plus symbol “+” can be used to repeat the preceding pattern once or multiple times. The string “aaabbb” can be found like this:

• a+b+ = match
• aa+bb+ = match
• a+.+ = match
• aa+bbb+ = match

Zero or more times
The asterisk symbol “*” can be used to match the preceding pattern zero or more times. The string “aaabbb” can be found like this:

• a*b* = match
• a*b*c* = match
• .*bbb.* = match
• aaa*bbb* = match

Zero times or once
The question mark “?” makes the preceding pattern optional, so it can matches zero times or once. The string “aaabbb” can be found like this:

• aaa?bbb? = match
• aaaa?bbbb? = match
• …..?.? = match
• aa?bb? = no match

Minimum to maximum
Curly brackets “{}” can be used to specify a minimum and also maximum number of times the preceding shortest pattern can be repeated. The allowed forms are:

• {5} – the pattern repeats exactly 5 times
• {2,5} – the pattern repeats 2 to 5 times
• {2,} – the pattern repeats at least twice

For string “aaabbb”, the following applies:

• a{3}b{3} = match
• a{2,4}b{2,4} = match
• a{2,}b{2,} = match
• .{3}.{3} = match
• a{4}b{4} = no match
• a{4,6}b{4,6} = no match
• a{4,}b{4,} = no match

Grouping
By using parentheses “()”, it is possible to form sub-patterns. The quantity operators listed above operate on the shortest previous pattern, which can also be a group. For string “ababab”, the following applies:

• (ab)+ = match
• ab(ab)+ = match
• (..)+ = match
• (…)+ = no match
• (ab)* = match
• abab(ab)? = match
• ab(ab)? = no match
• (ab){3} = match
• (ab){1,2} = no match

Alternation
The pipe symbol “|” works the same as the OR operator mentioned above in this section. The match will be successful if the pattern on either the left side OR the right side matches. Alternation applies to the longest pattern. For string “aabb”, the following applies:

• aabb|bbaa = match
• aacc|bb = no match
• aa(cc|bb) = match
• a+|b+ = no match
• a+b+|b+a+ = match
• a+(b|c)+ = match

Character classes
Ranges of characters may be specified as character classes, by being enclosed in square brackets “[]”. A leading ^ symbol negates the character class. The following forms are allowed:

• [abc] = ‘a’ or ‘b’ or ‘c’
• [a-c] = ‘a’ or ‘b’ or ‘c’
• [-abc] = ‘-‘ or ‘a’ or ‘b’ or ‘c’
• [abc-] = ‘-‘ or ‘a’ or ‘b’ or ‘c’
• [^abc] = any character except ‘a’ or ‘b’ or ‘c’
• [^a-c] = any character except ‘a’ or ‘b’ or ‘c’
• [^-abc] = any character except ‘-‘ or ‘a’ or ‘b’ or ‘c’
• [^abc-] = any character except ‘-‘ or ‘a’ or ‘b’ or ‘c’

For string “abcd”, the following applies:

• ab[cd]+ = match
• [a-d]+ = match
• [^a-d]+ = no match

Optional operators
Complement
Complement is probably the most used and helpful option. The shortest pattern that comes after a tilde symbol “~” is negated. For example, `”ab~cd” means:

• Starts with a
• a is followed by b
• b is followed by a string of any length that is anything, except c
• Ends with d

For the string “abcdef”, the following applies:

• ab~df = match
• ab~cf = match
• ab~cdef = no match
• a~(cb)def = match
• a~(bc)def = no match

Interval
The interval option enables the use of numeric ranges. The ranges have to be always enclosed by angle brackets “< >“. For string “access90”, the following applies:

• access<1-100> = match
• access<01-100> = match
• access<001-100> = no match

Intersection
The ampersand symbol “&” joins two patterns. They both of them have to match the string. For string “aaabbb”, the following applies:

• aaa.+&.+bbb = match
• aaa&bbb = no match

Any string
The at sign “@” matches any string in its entire length. This can be combined with intersection and complement (mentioned above) in cases when you want to search for “everything except something”. For example:

• @&~(content.+) finds everything, except strings beginning with “content”

Properties in different archives
When specifying a boolean value for a property in query, the following notations can be used:

• true | yes | y stand for True
• false | no | n stand for False

Property names and values are not case-sensitive. Wildcard characters (* and ?) can be used everywhere.

The character ‘|’ means an option or alternative (in cases where multiple property names and values can be used).

If the value is specified in quotes (e.g. “value”), it is considered as a phrase.
Example:

• “brown fox” will find all documents that contains the words “brown” followed by word “fox”

Email properties
The properties below are applicable when searching in Email archive

File properties
The properties below are applicable when searching in File archive

SharePoint document properties
The properties below are applicable when searching in SharePoint archive

Teams archive properties
The properties below are applicable when searching in Teams archive

Teams chat archive properties
The properties below are applicable when searching in Teams chat archive