Description

There are instances when only the name or contents of any attachment is needed to be searched.  This article describes the steps needed to create such a search in Enterprise Vault (EV) Search (EVS) or Discovery Accelerator (DA).

Both EVS and DA search the data added to the Enterprise Vault index volume(s) of the archive(s) to be searched.  Two index attributes are used for attachments:

- a_subj     This is the title of the attachment for the indexed item.

- a_cont     This is the content of the attachment for the indexed item.

Either or both of these index attributes can be used to find desired content.

Note that the 'a_' prefix only works with atomic fields such as subject or content.  It cannot be used for composite fields such as both the subject and content.

Using Enterprise Vault Search:

1. Open EV search using any of the following methods:

1. Clicking the Search Vaults button in Outlook.
2. Within the Admin Console by right-clicking an archive and choosing Search Archive. Permissions must be set for the logged in user in order for this option to be available.
3. Browse to the URL: http://servername/enterprisevault/search/shell.aspx 

2. Once EV search is open, click on the username that is displayed in the top right corner of the window and choose Preferences.

3. In the window that opens, choose Advanced Search and enable the option Show custom fields.

4. Click Done.

5. Click the Advanced button at the top right corner of the window (under the username).

6. Click the drop-down menu for the first field and choose Custom Text Field.

7. In the blank field where it shows Enter Custom Text Field, enter a_subj or a_cont (all lowercase).

8. In the right hand blank field, enter the term or phrase to be found and click the magnifying glass.
 

Using Discovery Accelerator:

DA has 2 methods to use custom attributes that relate to index attributes.  One method is used within the default search criteria fields.  The other method adds the custom attribute to every new search. 

Method 1 - Within the default search criteria fields.

1. Launch the DA Client and select the Case in which the search is to be run.
2. Create a new search within a Case.
3. Populate the appropriate criteria fields such as the search name, type (Immediate or Scheduled), date range, subject or content.
4. Expand the Custom Attributes section.
5. In either Free form attribute line:

1. In the Attribute: field, enter either a_subj or a_cont.
2. In the Type: field, leave the selection set to String.
3. In the Operator: field, select the Any, All, Exact or Phrase option option as needed.
4. In the Value: field, enter the term or phrase to be used.

6. Click the Save button to save the criteria and begin the search if immediate or wait for the schedule if scheduled.

Method 2 - Create an Application wide Search Attribute.

1. Launch the DA Client using an account that has the Application level permission Manage Search Attributes. The Discovery System Admin role has this permission enabled by default.
2. Navigate to the Configuration tab.
3. Click the Search Attributes sub-tab.
4. Click the New button.
5. Populate the fields:
   1. Leave the Template: field selection of New Search Attribute.
   2. Enter the name to be used, either a_subj or a_cont.
   3. In the Display name: field, enter the name you want to see in the Custom Attributes section of any new search.  It is recommended including the attribute name in the display name.
   4. Optional: Enter into the Description: field a description of the attribute.
   5. In the Type: field, leave select the appropriate option.  The selections are Single line, Multiple lines, Checkboxes, Radio buttons, List box or Drop down list box.  For the attachment subject or content attribute, the Single line or Multiple lines options are appropriate.
   6. Leave the Data type: field selection of String.
   7. For the Mandatory: field, leave the check box empty if this is to be an optional search attribute in all new searches (recommended) or check it if all new searches will require this attribute to be populated.
   8. Leave the Default value: field as "" (two double straight quotes) to allow no criteria to be populated by default.
   9. In the Operators: field, select the appropriate operator(s).  The options are Any, All, Exact and Phrase.  Note that selecting 2 or more options will allow a drop down selection to appear so the operator needed at the time can be chosen.  Also, the first operator selected will be the default operator.
   10. Click the Save button.
   11. Select the Cases tab.
   12. Select the case in which a new search is to be created.
   13. Select the Searches sub-tab.
   14. Click the New search button.
   15. Scroll down to and expand the Custom Attributes section to see the New Search Attribute and its fields to be populated.