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Compliance Accelerator (CA) and Discovery Accelerator (DA) use the Enterprise Vault (EV) indexing search engine to run searches against index volumes of the archives selected for the search.  The EV indexing search engine does a pattern match and returns all items that contain matches to the pattern or patterns of the search criteria.  When this pattern matching is used in the To, From, To or From or All criteria fields, more items than expected can be returned if there is anything before or after the specified criteria.

For example, when the SMTP address smith@domain.com is used in the To or From field, messages that contain the following SMTP addresses could be included in the results:

• bob.smith@domain.com
• Andy_Pablo_smith@domain.com

The synchronization processing for CA's Monitored Employee(s) and Employee Group(s) along with DAs Custodian Manager's Custodians and Custodian Group(s) synchronize certain attributes such as, but not limited to, SMTP addresses and Display Names for users in the Active Directory domain(s) and / or Lotus Domino directory or directories into a resource accessible by CA or DA searches.  When a search selects one or more Monitored Employees, Employee Groups, Custodians or Custodian Groups, the search criteria sent to the EV search engine includes the SMTP address(es) and / or Display Name(s) of those selected.  These criteria are the same as criteria that can be manually typed into the To, From, To or From or All fields in DA or the Freeform email addresses / domains field in CA (available only with the other searchable departments message route is selected).  As a result, using Monitored Employees, Custodians or manually entered SMTP addresses can return more results than expected.

This is expected behavior due to the pattern matching processing used by the EV indexing search engine.  If the need exists to restrict the results to only include messages to or from a specific user (for example, Bob Smith), it may be necessary to utilize one or more criteria limiters along with the desired SMTP address to reach the desired results.

In the following example, the Boolean operator AND (+) is used to help target only the messages sent to or from Bob Smith based on his SMTP address and Display Name.  

"Smith@domain.com" +"Smith, Bob"

If the specific user is listed as a Custodian in DA's Custodian Manager, an option to using the Boolean operator AND (+) for DA Searches is to add the Custodian using the Targets and custodians picker, then select the Use Email Addresses and Display Names option under the Custodian Manager options drop-down menu.

In the following example, the Boolean operator EXCLUDE (-) is used to help target only the messages sent to or from Bob Smith based on his SMTP address and similar SMTP addresses.

"Smith@domain.com" -"John.Smith@domain.com"

Using the above examples, it is still possible for a search to return more results than expected, even with the additional limiter.  Undesired results can be returned if two or more users exist with the same SMTP address or display name whereas one has more names or designations than the other (for example, smith@domain.com and bob.smith@domain.com with Smith, Bob and Smith, Bob Jr.).  For this reason, more limiting criteria may need to be added to obtain the desired results.  For example, a search for bob.smith@domain.com that also returns email from joe.bob.smith@domain.com could be configured to exclude items from joe.bob.smith@domain.com by excluding that SMTP address in the search criteria (for example, manually enter -joe.bob.smith@domain.dom on the same or its own line depending on the use of the Any of or All of operation selector).

Even with more limiting criteria added, more results than expected are still possible.