HP Reference Information Storage System User Guide Version 1.6 Includes information about using the RISS Web UI. Includes information about setting up and using the RIM for Exchange Outlook Interface. For additional user information on RIM for Domino, see the HP RIM for Domino User Guide contained in the RIM for Domino product.
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Contents About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . Intended audience . . . . . . . . Prerequisites . . . . . . . . . . Related documentation . . . . . . Document conventions and symbols HP technical support . . . . . . . Subscription service . . . . . . . Other web sites . . . . . . . . . Providing feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Matching words . . . . . . . . Matching similar words . . . . . Fuzzy words . . . . . . . Measuring word similarity . . Matching word sequences . . . Simple word sequences . . . Proximity word sequences . . Boolean query expressions . . . Nested Boolean query expressions Query expression examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Figures 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 ..RISS Web Interface toolbar . . . . . . . . . . . . . . . . . ..Simple Search page . . . . . . . . . . . . . . . . . . . . ..Advanced Search page (email content type) . . . . . . . . . . ..Query Results page (email content type) . . . . . . . . . . . . ..Query results navigation bar . . . . . . . . . . . . . . . . . ..Save Criteria page . . . . . . . . . . . . . . . . . . . . . ..Save Results page . . . . . . . . . . . . . . . . . . . . . ..
Tables 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 6 ..Document conventions . . . . . . . . . . ..RIM applications . . . . . . . . . . . . ..Toolbar buttons, RISS Web Interface . . . . ..RISS Web Interface tasks . . . . . . . . ..Additional advanced search query fields . . ..Query results navigation bar . . . . . . . ..Logged actions and descriptions . . . . . ..Additional advanced search query fields (for ..Supported character sets . . . . . . . . ..Boolean query expressions . . . . . . . . ..
About this guide This guide provides information about: • Using the RISS Web Interface • Setting up and using the RIM for Exchange Outlook Interface For additional information on using and configuring RIM for Domino programs and program settings, see the HP RIM for Domino User’s Guide included on the documentation CD in the RIM for Domino product.
Document conventions and symbols Table 1 Document conventions Convention Element Blue text: Table 1 Cross-reference links and email addresses Blue, underlined text: http:// www.hp.
• • • • • • Technical support registration number (if applicable) Product serial numbers Product model names and numbers Applicable error messages Operating system type and revision level Detailed, specific questions For continuous quality improvement, calls may be recorded or monitored. Subscription service HP strongly recommends that customers register online using the Subscriber’s choice web site: http://www.hp.com/go/e-updates.
About this guide
1 RISS overview This section introduces HP Reference Information Storage System (RISS) and Reference Information Manager (RIM) from a user perspective. It introduces RISS key concepts and provides an overview of RIM. RISS and RIM RISS is a fault-tolerant, secure system of hardware and software that archives files and email messages for your organization, and lets you search for archived documents.
company audit repository may be used to keep track of all company email. Some users have access to other repositories, besides their own. For example, your manager or supervisor may have access to your repository. Understanding searching and document indexing You can search for any documents archived in your repository (or any other repositories to which you have access), whether the documents are email messages or files.
• application/zip An email message that is entirely plain text, not MIME, is indexed. Also, if an email message has been attached to another email message, the attached email message is not indexed.
RISS overview
2 RISS Web Interface Use this web-based tool to search for documents archived in the system. You can also save and reuse query or search criteria and results. Major topics include: • • • • Logging in and out, page 15 Understanding the user interface, page 15 Common tasks, page 16 Troubleshooting, page 31 Logging in and out Before logging in for the first time, see your system administrator for the URL to use. Also, use one of the following supported web browsers: • Microsoft Internet Explorer 5.x, 6.
Figure 1 RISS Web Interface toolbar The following table describes each button: Table 3 Toolbar buttons, RISS Web Interface Button Description New Search Click to display the Simple Search page, where you can submit a query. See "Completing simple searches" on page 17. To display the Advanced Search page, point to this button and click Advanced search from the menu. See "Completing advanced searches" on page 18.
Table 4 RISS Web Interface tasks Task Reference Search for archived documents "Completing simple searches" on page 17 and "Completing advanced searches" on page 18 Display or print the query or search results "Displaying query or search results" on page 20 Save query or search criteria "Saving query or search criteria" on page 22 Save the results of a search "Saving query or search results" on page 22 Send the results to your email account "Sending query or search results" on page 24 Export the
NOTE: To do a search for documents stored via FMA, select “document” instead of “email” in the dropdown box, choose the repository to search, and then use an empty search string. Completing advanced searches For more specific searches, use the Advanced Search page. In addition to the fields of the Simple Search page, the Advanced Search page provides additional query fields to help you refine your search. To complete an advanced search: 1.
• Content Type: Whether to search for files (document) or email messages (email). • Search For: Searches for words in the document or message body, but not in message fields such as Subject, From, or To. • By TimeFrame: The time period to search. This includes the last-modified date of a file or the date an email message was sent. As an alternative to the By TimeFrame field, you can define a time period to search by specifying the Start and end (To) dates.
4. When you have finished defining your query, click Find Now to start the search. The Query Results page is displayed. Displaying query or search results When you submit a query, the results are displayed on the Query Results page. From the Query Results page, you can save, send, or export searches and results by clicking More Options. To display the results: 1.
• To save the current results, see "Saving query or search results" on page 22. • To mail all or selected results to your mailbox, see "Sending query or search results" on page 24. • To export all or selected results, see "Exporting query or search results" on page 24. NOTE: Users that have been given "compliance" authorization (generally compliance officers) are able to view all recipients (including Bcc addresses).
Result retrieval batches When you submit a query or search, the first 500 results are retrieved. To see more results for a query ). When there are that returns more than 500 results, you must click the right triple-arrow symbol ( more than 500 results, the Query Results Complete status message means that the first batch of 500 results has been retrieved. It does not mean that all results have been retrieved.
NOTE: Any search results you saved using the RISS Web Interface are deleted after two weeks. The web interface also contains a button for manually deleting saved query results Deleting search results does not delete the items on the RISS. The actual items remain on the RISS according to the retention period set by your administrator. If you need to save the results longer than two weeks, consider copying the results to a quarantine repository.
5. To access the saved results, see "Accessing saved results" on page 26. NOTE: The results are not retrieved in chronological order, but are sorted chronologically after they have all been retrieved (query processing is Finished). If you access the saved results before the query is Finished, the results are not sorted. Sending query or search results You can send search results to your email account. This includes results that you have placed in a quarantine repository. To send results: 1.
Figure 8 File Download dialog box 5. If provided, select the Always ask before opening this type of file check box to clear it. If you clear the check box, you will no longer have to complete this step in the future. This option depends on the version of Windows you are running and the security level you have set. 6. Click Open to start the export process. The Export Progress dialog box is displayed.
• Specify where you want to save the results by entering a path in the Folder field or clicking Browse to select a location. • In the Prefix field, enter the name of the PST file that will be generated when you export the results. If the file size exceeds 1.7 GB, the PST file is automatically divided into more than one file and numbered sequentially (for example, XYZ_001.pst, XYZ_002.pst, and so forth).
1. Click Query Manager in the toolbar. The default Query Manager page displays all saved results. You can also access this view by clicking Saved Results on the Query Manager page. Figure 11 Saved Results view, Query Manager page 2. Complete any of the following tasks: • To display the results, click Reload. The Query Results page is displayed. • To copy the saved results to the quarantine repository, click Start. A completed message appears in the row when the contents is in the quarantine repository.
NOTE: Deleting a quarantine repository does not delete the items on the RISS. The actual items remain on the RISS according to the retention period set by your administrator. To delete a quarantine repository: 1. Click Query Manager in the toolbar to access the saved results. 2. Click Delete in the Quarantine column to remove access to that quarantine repository and delete its contents during the next retention cycle. Searching audit log repositories Audit log repositories are not available to all users.
Figure 13 Advanced Search page (document content type) 2. From the Timeframe list, select the time period to search. This field searches the audit logs stored to the RISS during a specified time period. Advanced searches only: As an alternative to the By Timeframe field, you can define a time period to search by specifying the Start and end (To) dates. For example, to search for documents dated between March 8, 2003 and March 23, 2003, enter 03/08/2003 in the Start field and 03/23/2003 in the To field. 3.
Table 7 Logged actions and descriptions Logged Action Description Search Simple or advanced searches performed by the user. Query Result Information about the query results returned or displayed. Navigation Navigation through the query results. View Message Emails displayed from the query results. View Document Documents displayed from the query results. Download Email attachments downloaded by the user. Mail Emails or documents sent to the user.
Figure 14 Audit log details 8. From the Query Results page, you can also save the query or search criteria you entered. See "Saving query or search criteria" on page 22. Changing your password Depending on how your system is configured, your password is the same as your Windows password or you have the option to manage your password. The following information applies to users who can change their password through the Web Interface. For security reasons, change your password periodically.
If you receive an error while exporting results or opening exported results, verify that your Windows system has not associated the .dld file type with another application. To verify this: 1. Open My Computer. 2. Select Tools > Folder Options. 3. Click the File Types tab. Figure 15 Folder Options dialog box 4. The .dld file type should be associated with PTBatch. If .dld is associated with another application, remove this association. Refer to Microsoft’s documentation for more information.
3 Query expression syntax and matching Query expression syntax and matching describes the RISS Web Interface syntax to use to search and retrieve archived documents (files or email messages), and explains how queries are matched against documents.
Word characters and separators Word characters include all uppercase and lowercase letters, digits, and the following additional characters: • _ (underscore) • # (number/pound/hash sign) • & (ampersand) All other characters are separators (except in queries, wildcards ? and *, and special query characters ~, ", -, and !). However, && by itself is not a word. It is a Boolean operator. When combined with at least one more word character, && can be part of a word. For example, a&&b is a word.
Table 9 Supported character sets Supported character set Description ISO-8859-1 Western European, extended ASCII WINDOWS-1252 (Code pages supported by Windows) Latin 1 US-ASCII 7-bit American Standard Code for Information Interchange UTF-8 Universal (all languages) ISO-8859-2 Eastern European KOI8-R Cyrillic (Russian and Bulgarian) ISO-8859-5 Cyrillic (Bulgarian, Belarusian, Russian) WINDOWS-1254 (Code pages supported by Windows) Turkish GB18030 Chinese (Mainland) BIG5 Chinese (Taiwan)
Fuzzy words You can search for document words that are textually similar to a given literal query word (that is, one containing no wildcards). To do this, append a tilde (~) character to the word, creating a fuzzy word. For example, the fuzzy word define~ matches the similar words defined and definite, but does not match defining, definition, indefinite, or pine. It also matches define itself.
words of the sequence. A document matches a proximity word sequence if all words occur in the document in the same order, with at most N intervening words, where N is the proximity value. For example, the sequence "bird garden stone"~3 matches any document that has these three words in this order, with bird and garden separated by no more than three words, and garden and stone separated by no more than three words.
Nested Boolean query expressions You can nest Boolean query expressions using Boolean expressions as arguments of Boolean expressions. For example, the following query searches for documents containing bird, but not garden or stone: bird AND NOT (garden OR stone) Query expression examples The following are examples of query expressions. Table 11 Query expression examples Query expression Finds documents with ... peace OR quiet Either peace or quiet, or both, in either order.
4 RISS Outlook Interface Use the RISS Outlook Interface to view and work with archived email messages in Microsoft Outlook or Outlook Web Access (OWA).
The following table describes the user interface objects available after installing the Outlook plug-in. Table 12 RISS Outlook user interface objects Objects Description Stub (or Tombstone) Represents an archived email message. See "Archived email messages" on page 40. icon: RISS Search Results folder Contains the results you have exported from the RISS Web Interface if you exported directly to Outlook. See "RISS Search Results folder" on page 40.
Figure 16 RISS Search Results folder in Outlook window Common tasks Use the following table as a quick reference for performing common tasks. For information on user account settings and archiving options, see "User account settings" on page 43.
Displaying archived email attachments Attachments to email messages can be quite large. For performance reasons, whenever an archived message matching a query is retrieved, all attachments are replaced with a single attachment, called Attachments.html, which serves as a proxy for the original attachments. The original message is unaffected. The message copy in the results folder has Attachments.html attached.
1. Double-click the Cache Manager icon in the system tray. 2. The RISS Offline Cache Status window displays information in the Last Status Reported area. Scroll to view the report. 3. To stop Cache Manager from processing, click Stop. To resume Cache Manager, close and reopen Outlook. 4. To close the window, click Close. User account settings Use the following table as a quick reference for performing administrator tasks.
Figure 17 Offline Cache Options dialog box 3.
Table 16 Archive Options panel, Options dialog box Item Description Cache messages received within the last x days Selects tombstoned messages received within the specified number of days. Enter 0 to retrieve all tombstoned messages regardless of the received date. Cache Manager deletes previously cached messages that fall outside of this range. Note that this option is based on the date the message was received, not the date it was tombstoned.
Figure 18 Enabling offline cache (Archive Options panel, Options dialog box) 2. To enable offline cache, select the Enable Offline Cache check box. To disable offline cache, clear this check box. 3. Click OK to save your changes and close the Options dialog box. Clearing offline cache To delete all messages stored in the offline cache: 1. Select Tools > Options > Archive Options. The Archive Options panel of the Options dialog box is displayed. 2. Click Cache Options. 3. Click Empty Cache.
Figure 19 RISS Information dialog box 3. To add a new host (a RISS used to access archived messages), click Add. To edit a host, select the host and click Edit. Complete the following steps: a. Enter or edit the host name or IP address in the dialog box that appears. b. If the host is using a secure https connection, select the Use Secure Connection check box. c. Click OK. 4. To remove a host, select the host and click Remove. 5.
Figure 20 About dialog box The About dialog box displays the following information: • Version: Version of the installed plug-in. • Admin Mode: Indicates whether this client is running in administrative mode and is set externally by system administrators. If set to True, the client is locked and users cannot change most configuration settings on the client. If set to False, the client is unlocked and users are able to change many configuration settings.
Index Symbols && in Boolean query expressions, 37 - character in Boolean expressions, 37 A access control list (ACL) definition, 11 accessing audit log repository, 15, 28 ACL See access control list AND queries, 37 archived attachments, 42 archived documents searching from RISS Outlook Interface, 41 archiving definition, 11 attachments proxy definition, 42 audience, 7 audit log repository accessing, 15, 28 audit queries, 23 B Boolean queries characters, 33 expressions, 37 nested, 38 C case sensitivit
expressions, query about, 33 Boolean, 37, 38 examples, 38 languages, 34, 34 letters and digits, 34 matching words, 35 separators, 33 sequences, matching, 36 word characters, 33 F folder RISS Search Results, 40 fuzzy words, 36 H help obtaining, 8 HP storage web site, 9 Subscriber’s choice web site, 9 technical support, 8 I implicit Boolean connective (AND), 37 indexed documents types, 12 indexing documents, 12 installing RISS Outlook Interface, 39 L languages, query expressions, 34, 34 letters, 34 Le
related documentation, 7 repository definition, 11 requirements RISS Outlook Interface, 39 RISS Web Interface, 15 results deleting, 27 displaying, 20 displaying saved results, 26 retrieving a large number of documents, 23 RIM application programs for users, 11 RISS applications, 11 definition, 11 RISS Lotus Notes Interface description, 11 RISS Outlook Interface changing user settings, 43 clearing offline cache, 46 description, 11 displaying archived attachments, 42 displaying exported results, 41 enabling o
words Boolean queries, 37 characters and separators, 33 letters and digits, 34 matching, 35, 36 sequences, 36 52
