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 . . . . . . . Matching word sequences in attachments Boolean query expressions . . . . . . . . Nested Boolean query expressions . . . . . Query expression examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Figures 1 RISS Web Interface toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 2 Simple Search page 17 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Advanced Search page (email content type) . . . . . . . . . . . . . . . . . . . . 18 4 Query Results page (email content type) . . . . . . . . . . . . . . . . . . . . . . 21 5 Query results navigation bar . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 6 Save Criteria page . . . . . . . . . . . . . . . . . .
Tables 1 Document conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 RIM applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 3 Toolbar buttons, RISS Web Interface . . . . . . . . . . . . . . . . . . . . . . . . 16 4 RISS Web Interface tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 5 Additional advanced search query fields . . . . . . . . . . . . . . . . . . . . . . 20 6 Query results navigation bar . . . . . . . . . . . . . . .
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 33 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 23 Send the results to your email account “Sending query or search results” on page 25 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.
2. Search using the following fields on the Advanced Search page: • 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.
3. To refine the search, use the additional query fields (as shown in Table 5). The available fields depend on the Content Type you select. Table 5 Additional advanced search query fields Query Field Matches (in the Document) Email Content Type Only Subject The Subject message field. From The From message field. To All message recipients. This includes the To, Cc, Bcc, and Apparently-To message fields. Attachment The file name of a message attachment.
1. Display the Query Results page by completing one of the following tasks: • Submit a simple (see “Completing simple searches” on page 17) or advanced search (see “Completing advanced searches” on page 18). • Submit a search from previously saved criteria (see “Accessing saved criteria” on page 28). • Access previously saved results (see “Accessing saved results” on page 28). The Query Results page is displayed.
Query results navigation bar When the results are retrieved, the most recent documents are displayed first. NOTE: Documents archived less than an hour ago may or may not appear in results depending on the system’s configuration. Fifty results (maximum) are shown on the Query Results page. You can use the query results navigation bar to display different groups of 50 results.
To save criteria: 1. Display the Query Results page by completing one of the following tasks: • Submit a simple (see “Completing simple searches” on page 17) or advanced search (see “Completing advanced searches” on page 18). • Search the audit log repository (see “Searching audit log repositories” on page 30). • Access previously saved results (see “Accessing saved results” on page 28). 2. From the Query Results page, click More Options, and then click Save Current Search Criteria.
If the search locates a large number of documents, saving the results is useful. For example, if you are completing a large audit query, you can save the results while the query is still processing and then retrieve all the results at a later time. When you save query results of a large search, the query is resubmitted as a background process that retrieves all results, no matter how many.
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. Display the Query Results page by completing one of the following tasks: • Submit a simple (see “Completing simple searches” on page 17) or advanced search (see “Completing advanced searches” on page 18). • Submit a search from previously saved criteria (see “Accessing saved criteria” on page 28).
4. To export all results, click Export All Items. To export the selected items, click Export Checked Items. If this is the first time you have exported results, the File Download dialog box is displayed. 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.
6. Click Open to start the export process. The Export Progress dialog box is displayed. Or click Save to save the file, double-click the file in Windows Explorer to open it, and continue with this procedure. NOTE: The Export Process dialog box will only appear when Outlook plug-in is installed. (If the Outlook plug-in is not installed, the XML file can be opened by XML editors.) Figure 9 Export Progress dialog box 7.
10. A progress bar is displayed while you are downloading the results. When the export process is complete, click Close. If an error occurs, an error message is displayed. Click OK to display the error log. You can work with these messages as you would any email message. For instance, you can reply to, forward, or delete a message. NOTE: Deleting a message removes it from your Outlook account, but does not necessarily delete it from the RISS.
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.
1. Select the document content type from the simple or advanced search form: • For a simple search, click New Search in the toolbar. From the Content Type list, select document. The following form is displayed. Figure 12 Simple Search page (document content type) • For an advanced search, point to New Search in the toolbar and click Advanced search from the menu. From the Content Type list, select document. The following form is displayed. TIP: To search for multiple items, use the advanced search form.
4. In the Search for field, enter one of the following criterion to search for a specific user or action: • • • • User ID: Enter the login name of the user, such as jdoe. First Name: Enter the first name from the LDAP directory for the user, such as John. Last Name: Enter the last name from the LDAP directory for the user, such as Doe. Logged actions: Enter one or more of the actions listed in the following table. Or, leave this field blank to search for all logged actions.
6. Click Find Now to start the search. The Query Results page displays the following information: • User: User for which the audit log was created. • Session Start: Start time of the user session. • Session End: End time of the user session. • Size: Size of the session audit log file. • Server: Server (HTTP portal) on which the audit log session was captured. • Date: Date the audit log file was archived. 7. To display the contents of an audit log file in the viewing pane, click the item from the list.
Unable to display saved results Search results are saved for two weeks and then deleted. If you save the results of a query, but the retention settings delete the files before the end of the two weeks, the results still appear in the application, but cannot be reloaded from the saved search results. Clicking the saved results displays an error because the application cannot find the saved results on RISS. Problems exporting results This section is specific to RIM for Exchange users.
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. NOTE: PTBatch file association can only be done if Outlook Plugin is installed.
RISS Web Interface
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.
represents the maximum number of other document words that can occur between any two successive 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 the spreadsheet above, assuming the cell text for names were entered in displayed order from top letf to bottom right (John Adams was entered first) and the title and dates were entered after all the names were entered, most versions of Excel store the text internally as follows: John Adams John Quincy John Fitzgerald Kennedy Tyler United States Presidents named John 1797–1801 1825–1829 1961–1963 1841–1845 Note the following features of the internal representation: • Text sharing: Where certain text app
Boolean query expressions You can combine words, fuzzy words, and word sequences using Boolean (logical) operators AND, OR, and NOT (these must be uppercase). The following table describes Boolean operators, where exp, exp1, and exp2 represents a word, fuzzy word, word sequence, or other Boolean query expression.
Query expression examples The following are examples of query expressions. Table 12 Query expression examples Query expression Finds documents with ... peace OR quiet Either peace or quiet, or both, in either order. peace quiet peace AND quiet peace && quiet Both peace and quiet, in either order. peace&&quiet The single word peace&&quiet. peace or quiet The three words peace, or, and quiet, in any order. or is a word. The OR operator must be uppercase. not quiet The words not and quiet.
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 13 RISS Outlook user interface objects Objects Description Stub (or Tombstone) Represents an archived email message. See “Archived email messages” on page 46. 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 46.
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 49.
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. Use the Offline Cache Options dialog box to change the settings and options described in the following table: Table 17 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.
Item Description Cache Location This read-only setting indicates where the offline cache is stored on the user’s system. Select Folders Click to select which folders in the user’s mailbox Cache Manager inspects for messages. 4. Click OK to apply the settings. 5. From Archive options panel of the Options dialog box , select the Enable Offline Cache check box. If you want to save the options, but not enable Cache Manager at this time, clear this check box. 6.
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. Setting host information If the host information is not configured or if you need to change the settings, complete the procedure described in this section. RISS Outlook Interface, Message Export Facility, and Cache Manager must have certain host information to function correctly. To configure the host information: 1.
Displaying the About options The About options displays the plug-in version, whether administrative mode is enabled, and where diagnostic information is stored. To display the About options: 1. Select Tools > Options > Archive Options. The Archive Options panel of the Options dialog box is displayed. 2. Click About. Figure 20 About dialog box The About dialog box displays the following information: • Version: Version of the installed plug-in.
An OWA installation may have a simple or a very complex network architecture. When logging in to an Exchange account through OWA, the account information must be passed through the various levels from the user to the Exchange server. For a simple network architecture, the login appears once similar to that of Outlook, but for a complex network, there may be multiple prompts for login information within the same session.
Index Symbols && in Boolean query expressions, 43 - character in Boolean expressions, 43 A access control list (ACL) definition, 11 accessing audit log repository, 15, 30 ACL See access control list AND queries, 43 archived attachments, 48 archived documents searching from RISS Outlook Interface, 47 archiving definition, 11 attachments proxy definition, 48 audience, 7 audit log repository accessing, 15, 30 audit queries, 23 B Boolean queries characters, 37 expressions, 43 nested, 43 C case sensitivit
expressions, query about, 37 Boolean, 43, 43 examples, 44 languages, 38, 38 letters and digits, 38 matching words, 39 separators, 37 sequences, matching, 40 word characters, 37 F folder RISS Search Results, 46 fuzzy words, 40 H help obtaining, 8 HP storage web site, 9 Subscriber’s choice web site, 9 technical support, 8 I implicit Boolean connective (AND), 43 indexed documents types, 12 indexing documents, 12 installing RISS Outlook Interface, 45 L languages, query expressions, 38, 38 letters, 38 Le
related documentation, 7 repository definition, 11 requirements RISS Outlook Interface, 45 RISS Web Interface, 15 results deleting, 29 displaying, 20 displaying saved results, 28 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, 49 clearing offline cache, 51 description, 11 displaying archived attachments, 48 displaying exported results, 47 enabling o
words Boolean queries, 43 characters and separators, 37 letters and digits, 38 matching, 39, 40 sequences, 40 58
