officeGATE manual version 5.0

  1. Introduction to officeGATE
    1. Key features
    2. Software requirements
  2. Getting started
    1. Single installation of officeGATE
    2. Installation of officeGATE in a distributed company environment using Group Policy
    3. XML distribution with GPO in distributed company environment
  3. Launching officeGATE
    1. officeGATE pane’s overview
  4. Connection Settings
    1. Enabling/ disabling providers
    2. Connecting to providers
      1. Connecting to contentACCESS
      2. Connecting to third -party DMS providers (Datengut, Perceptive)
      3. Connecting to SharePoint site(s)
      4. Connecting to Dropbox
      5. Connecting to OneDrive
  5. General officeGATE settings
  6. Offline file access settings
    1. Enabling offline file access
    2. Selecting items for offline access
    3. Updating the offline items based on the online changes
    4. Disabling offline access
    5. Interrupted manual and automated synchronizations
  7. License key activation
  8. Handling with documents using officeGATE
    1. Setting favorites
    2. View selection: Tree view, List view, Collapse all
    3. Searching in officeGATE
      1. Search query language
    4. Working with nodes and files using the context menu
      1. Open contentWEB
      2. Online opening and editing of files directly from officeGATE
      3. Sending attachments/links to the file
      4. Sending ZIP file
      5. Saving document(s) locally
      6. Copying/pasting document(s)
      7. Deleting document(s)
      8. Renaming document(s)
      9. Creating folder(s)
      10. Uploading new file(s)
      11. Folder refresh/provider refresh
      12. Sharing files directly from MS Outlook
        1. Sharing with contentACCESS version 4.2 or older
        2. Sharing with contentACCESS version newer than 4.2
        3. Modifying sharing settings and checking sharing status
    5. Drag&Drop actions
      1. Attaching files to email message
      2. Uploading emails/attachments directly from the mailbox
      3. Manual email archiving using contentACCESS
    6. Handling emails – archive, restore, search
    7. SharePoint data handling
      1. Outlook calendar entry creation
    8. Teams data handling
  9. Troubleshooting

8.3.1.Search query language

The search query language is a computer language used to retrieve documents from the database regarding the specified properties. The search query language used in any user interface of contentACCESS can be divided into following categories:

Source specification
The searching user can specify where to search on different levels: tenant, model, entity
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)
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: file, fs, filesystem, archive
  • For EmailArchive: archive, email, mail, mailarchive, emailarchive


  • source:file
  • source:mail

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.

  • – search in ABAL’s mailbox
  • entity:c:temp – search in c:temp folder

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

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

  • date:(2016-12-05)

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

  • date:(now), date:(last week)

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


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

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”

  • 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

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)

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 if multiple property names and values can be used).

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

  • “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

Property Specificity Description
HasAttachment: true | false if true, finds emails having one or more attachments; if false, finds emails having no attachments
Importance: Low | Normal | High finds emails with the specified importance level
Sensitivity: Normal | Personal | Private | Confidential finds emails with the specified sensitivity level
Flag: true | false find emails having a flag set (true) or not set (false)
AttachmentCount: (number) finds emails with the specified attachment count
Bcc: (string) condition on addresses in BCC tag of the email
Category: (string) condition on category
Cc: (string) condition on addresses in CC tag of the email
Folder: (string) condition on folder path; possible to find emails only in the specified folder (backslash is used as path separator, e.g. InboxImportant)
ReceivedDate: (date) condition on receiving date
RetentionTime: (number) condition on retention time (in months)
Sender | From: (string) condition on email sender
Date | SentDate: (date) condition on email’s sent date
Size: (number) condition on email’s size in bytes
Title | Subject: (string) condition on email subject
To: (string) condition on email’s recipient
Body: (string) search in the mail’s body text
Attachment: (string) search in mail’s attachment text

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

Property Specificity Description
CreationDate: (date) condition on file’s creation date
Title | Filename: (string) condition on file’s name
Folder: (string) condition on file’s path ( is the path separator as in Windows, e.g. c:documentsrfa)
Date | ModifiedDate: (date) condition on file’s creation date
Size: (number) condition on file’s size in bytes

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

Property Specificity Description
CreatedBy: (string) condition on user who created the file
CreationDate: (date) condition on creation date
FileSize: (number) condition on file size
Date | ModificationDate: (date) condition on modification date
ModifiedBy: (string) condition on user who modified the document
Name: (string) condition on document name
Title: (string) condition on document title
VersionNum: (number) condition on document’s version number

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