HP StorageWorks Reference Information Storage System User Guide Product Version: 1.
© Copyright 2004 Hewlett-Packard Development Company, L.P. Hewlett-Packard Company makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. HewlettPackard shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material.
Contents Chapter 1: RISS Overview RISS Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RISS Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Document Archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Searching and Document Indexing . . . . . . . . . . . . . . . . . . . . .
Contents RISS Outlook Account User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4 Archived Email Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 Active-Archive Outlook Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 Simple Search Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7 Look/Search For Field . . . . . . . . . . .
Contents Document Manager Clients and Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30 Accessing Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30 Advanced Client Configuration Settings Dialog Box . . . . . . . . . . . . . . . . . . .
Contents LO iv HP StorageWorks Reference Information Storage System User Guide, April 2004
CHAPTER 1 RISS Overview This chapter introduces HP StorageWorks Reference Information Storage System (RISS) from a user perspective. It introduces key concepts and provides an overview of the RISS applications.
Chapter 1: RISS Overview RISS Concepts RISS Concepts RISS Applications 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. You interact with the system using the RISS applications. Table 1-1: RISS Applications Application What You Can Do RISS Web Interface Search for files and email messages using a web browser.
RISS Concepts Chapter 1: RISS Overview Document Manager Application If your RISS configuration includes the Document Manager customer option, you can manually archive files, placing them in your repository along with your automatically archived email messages. See Also • Chapter 2, RISS Web Interface • Chapter 3, RISS Outlook Interface • Chapter 4, Document Manager Understanding Document Archiving The RISS software archives files and email messages associated with registered users.
Chapter 1: RISS Overview RISS Concepts 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. When you search for a document, your query is checked against an index of words that is updated each time a document is archived. You can use the Document Manager customer option to archive files manually.
RISS Concepts Chapter 1: RISS Overview The exact set of file types that are considered loose office documents (that is, whose contents are indexed) depends on the RISS configuration. Note: Email message formatting has no bearing on indexing. Only the words you see in your email client are indexing candidates. Invisible source-code words, such as HTML markup tags, are ignored.
Chapter 1: RISS Overview RISS Concepts LO 1-6 HP StorageWorks Reference Information Storage System User Guide, April 2004
CHAPTER 2 RISS Web Interface This chapter describes the web browser interface to Reference Information Storage System (RISS). It explains how to search for documents archived in RISS, and how to save and reuse search-query definitions and results.
Chapter 2: RISS Web Interface Logging In to the RISS Web Interface Logging In to the RISS Web Interface To access the RISS Web Interface, enter the URL (web address) in the Address field of your web browser. See your system administrator for the URL to use and to verify you have a supported web browser. The web browser displays a login screen, where you enter your RISS User Name and Password. These are typically the same as your Microsoft Exchange user name and password.
Chapter 2: RISS Web Interface Web Interface Toolbar Web Interface Toolbar Each page of the RISS Web Interface has this toolbar at the top: Figure 2-2: Web Interface toolbar The toolbar has the following features: Table 2-1: Toolbar Features, Web Interface Feature Description New Search Click to display the Simple Search page, where you can submit a query.
Chapter 2: RISS Web Interface Simple Search Page Simple Search Page The Simple Search page is displayed initially, after you log in to the RISS Web Interface. After you are logged in, you can access this page at any time by clicking New Search in the toolbar or Simple Search at the upper right.
Simple Search Page Chapter 2: RISS Web Interface You also choose all of the following on the Simple Search page: • Content Type – Whether to search for files (document) or email messages (email). • Timeframe – The time period to search. This includes the last-modified date of a file or the date an email message was sent. You can choose any of these time periods: – Last Week – Last Month – Last 3 Months – Last year – Last five years • Where to Search – The repository to search.
Chapter 2: RISS Web Interface Search For Field Search For Field The Search for query field is common to the Simple Search and Advanced Search pages. If you want to search for certain words, you can use this field to search the contents of a document. Using the Search For Field In the Search for text field, you enter the search words to look for. The query syntax allowed for any text field is described in Chapter 5, Query Syntax and Matching.
Search For Field Chapter 2: RISS Web Interface Loose office document files include the following: • Plain text files • HTML (HyperText Markup Language) files • End-user files used by the following Microsoft Office programs: Word, Excel, PowerPoint, and Access • PDF (Portable Document Format) files viewed with Adobe Acrobat Reader The exact set of file types that are considered loose office documents (that is, whose contents are indexed) depends on the RISS configuration.
Chapter 2: RISS Web Interface Advanced Search Page Advanced Search Page After you are logged in, you can access the Advanced Search page at any time by clicking Advanced Search at the upper right.
Advanced Search Page Chapter 2: RISS Web Interface All of the Simple Search fields are available on the Advanced Search page as well: • Content Type – Whether to search for files (document) or email messages (email). • Search for – What to search for in the document contents. • By TimeFrame – The time period to search. This includes the last-modified date of a file or the date an email message was sent.
Chapter 2: RISS Web Interface Advanced Search Page Table 2-2: 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.
Chapter 2: RISS Web Interface Advanced Search Page Table 2-2: Additional Advanced Search Query Fields (Continued) Query Field Matches (in the Document) Title Title of the document. Only some files have associated titles. For example, to see the title of a Microsoft Word document, choose File -> Properties (in Word). The Title field is shown on the Summary panel of the displayed Properties dialog box. Author Author of the document. Only some files have associated authors.
Chapter 2: RISS Web Interface Accessing Query Results Accessing Query Results Query Results Page The Query Results page is displayed as soon as you submit a (foreground) query. You can display the Query Results page for the saved results of a background query by clicking the corresponding Reload button on the Display Saved Results panel of the Query Manager page.
Chapter 2: RISS Web Interface Accessing Query Results The following table describes the features of the Query Results page: Table 2-3: Query Results Page Features Feature Description query results navigation bar Indicates which group of twenty results (maximum) is currently displayed. Click different symbols to display a different group of twenty results (maximum). See Query Results Navigation Bar, on page 2-15. • Check All button • Puts a check in the check box of each result document, selecting it.
Chapter 2: RISS Web Interface Accessing Query Results Table 2-3: Query Results Page Features (Continued) Feature Description For Each Found Email Document check box Click to toggle. A check mark means the email message is selected. An empty check box means the message is not selected. You can send a message to your mailbox by selecting it and then choosing Send Messages to Me in the More Options menu. From From field of the message. Subject Subject field of the message.
Chapter 2: RISS Web Interface Accessing Query Results Query Results Navigation Bar Query results are retrieved and displayed in order of increasing age; that is, the most recent documents are returned and displayed first. Note: Documents archived less than an hour ago may or may not appear in query results. Do not expect them to appear. Twenty results (maximum) are shown on the Query Results page. You can use the query results navigation bar to display different groups of twenty results.
Chapter 2: RISS Web Interface Accessing Query Results Table 2-4: Query Results Navigation Bar Features (Continued) Feature Description arrows: • Click an arrow to display a different page of results: • Move the results display forward by 20 ( ), 100 ( ), or 500 ( ) documents. • Move the results display back by 20 ( ), 100 ( ), or 500 ( ). For example, if the current page shows results 1-20, clicking the right double-arrow ( ) displays results 101-120.
Accessing Query Results Chapter 2: RISS Web Interface Background queries work differently. When you save query results, the query is resubmitted as a background process that retrieves all results, no matter how many. Use a background query when you need to retrieve a large number of documents.
Chapter 2: RISS Web Interface Exporting Query Results Exporting Query Results If you are using the Outlook Interface customer option and have installed the Outlook plug-in, you can use the Export All Items and Export Checked Items options in the More Options menu. You can export the selected or all query results, and then access them in the Outlook Interface. Note: Before you export query results for the first time, contact your system administrator to assist you.
Exporting Query Results Chapter 2: RISS Web Interface 5. Click the Always ask before opening this type of file check box to unselect it, and then click Open to start the export process. If you unselect the check box, you will no longer have to complete this step in the future. The Export Progress dialog box is displayed. Figure 2-8: Export Progress dialog box 6.
Chapter 2: RISS Web Interface Exporting Query Results Figure 2-9: Advanced Options dialog box 8. Have your system administrator replace HOSTNAME in the Host field with the host name or IP address for retrieving messages, and then click Close to return to the Export Progress dialog box. You should not modify the Retrieval URL field in the Advanced Options dialog box unless otherwise instructed by your system administrator. 9. To begin the export process, click Download.
Exporting Query Results Chapter 2: RISS Web Interface message removes it from your Outlook account, but does not delete it from RISS. Click to expand or collapse the Persist Search Results folder.
Chapter 2: RISS Web Interface Submitting Background Queries and Saving Results Submitting Background Queries and Saving Results If you need to retrieve a large number of documents, do the following: 1. Submit your query as usual (in the foreground), but do not bother to wait for any results. 2. Save the query results (regardless of how many results have been returned so far): a. Click Query Manager in the toolbar, and then click the Save Results tab.
Accessing Saved Results of Background Queries Chapter 2: RISS Web Interface Accessing Saved Results of Background Queries You access the saved results of all background queries on the Display Saved Results panel of the Query Manager page. To access the Display Saved Results panel, click Query Manager in the toolbar and then click the Display Saved Results tab.
Chapter 2: RISS Web Interface Accessing Saved Results of Background Queries Table 2-5: Display Saved Results Panel, Query Manager Page (Continued) Feature Description Ending Date The end date you specified when defining the query. Documents on or before this date will be sought. Reload Click Reload to display the Query Results page for the corresponding saved results.
Saving Query Definitions Chapter 2: RISS Web Interface Saving Query Definitions You use the Save Query Criteria panel of the Query Manager page to save the definition (search criteria) of the last query you submitted. You must submit the query before you can save its definition. To access the Save Query Criteria panel, click Query Manager in the toolbar and then click the Save Query Criteria tab. The Save Query Criteria panel displays the query definition (Status Information field).
Chapter 2: RISS Web Interface Accessing Saved Query Definitions Accessing Saved Query Definitions You access the saved definitions (search criteria) of queries on the Display Saved Queries panel of the Query Manager page. To access the Display Saved Queries panel, click Query Manager in the toolbar and then click the Display Saved Queries tab.
Preferences Page Chapter 2: RISS Web Interface Preferences Page You access the Preferences page of the RISS Web Interface by clicking Preferences in the toolbar. You can use the Preferences page to do either of the following: • Initialize your RISS Outlook account (if you have this customer option), so you can access RISS using Microsoft Outlook. Click the Outlook icon: . • Change your password for accessing the RISS Web Interface.
Chapter 2: RISS Web Interface Preferences Page LO 2-28 HP StorageWorks Reference Information Storage System User Guide, April 2004
CHAPTER 3 RISS Outlook Interface This chapter describes the Microsoft Outlook interface to HP StorageWorks Reference Information Storage System (RISS). It explains how to view and work with archived email messages in Outlook, and how to search from within Outlook for email messages archived in RISS.
Chapter 3: RISS Outlook Interface Initializing Your RISS Outlook Account Initializing Your RISS Outlook Account How to Initialize Your RISS Outlook Account Before you can use the RISS Outlook Interface, your system administrator must install the Outlook plug-in, and then you must initialize your RISS Outlook account. There are two ways to initialize your account: • Use the RISS Web Interface: 1. Log in to the RISS Web Interface.
Chapter 3: RISS Outlook Interface Initializing Your RISS Outlook Account What to Do If Initialization Fails If your security settings are not correct, initialization of your RISS Outlook account cannot succeed. In that case, change your security settings as follows: 1. Open the Internet Properties dialog box. If you use Microsoft Internet Explorer as your web browser, you can do this by choosing Internet Options in the browser Tools menu.
Chapter 3: RISS Outlook Interface RISS Outlook Account User Interface RISS Outlook Account User Interface You can use your RISS Outlook account to display and work with archived messages. You can also use the search tools to locate archived email messages on RISS. The following table describes the user interface objects in your Outlook account. Table 3-1: Outlook User Interface Objects Objects Description ) The stub icon represents an archived email message. See Archived Email Messages, on page 3-5.
Archived Email Messages Chapter 3: RISS Outlook Interface Archived Email Messages After your system administrator has installed the Outlook plug-in, email messages that are still in your Outlook mailbox that have been archived are represented with a special icon known as a Stub icon ( ). Your system administrator can archive email messages based on certain rules to reduce the size of your mailbox. You can work with archived email messages as you would any email message.
Chapter 3: RISS Outlook Interface Active-Archive Outlook Folder Active-Archive Outlook Folder When you initialize your RISS Outlook account, a special Outlook folder, Active Archive, is created.1 Whenever the Active Archive folder is open, a simple or advanced search form appears at the top of the folder contents pane. You can search for archived email messages with either search form.
Chapter 3: RISS Outlook Interface Simple Search Pane Simple Search Pane The Simple Search pane is displayed at the top of your Active Archive folder when the folder is open. If the Advanced Search pane appears there instead, you can click Simple Search mode to switch to the Simple Search pane.
Chapter 3: RISS Outlook Interface Look/Search For Field Look/Search For Field Using the Look/Search For Field The Look for field in the Simple Search pane and the Search for field in the Advanced Search pane function the same. You use these fields for nearly every query you enter, to search email message contents. In the Look/Search for text field, you enter the words to look for. The query syntax allowed for a text field is described in Chapter 5, Query Syntax and Matching.
Chapter 3: RISS Outlook Interface Advanced Search Pane Advanced Search Pane You can access the Advanced Search pane of the Active Archive folder at any time by clicking Advanced Find on the Simple Search pane. Enter search words Pick repository to search Name query Submit query Reset (empty) search form Switch to simple search Pick time period to search Figure 3-3: Advanced Search pane Similarly, to change to the Simple Search pane, click Simple Search mode.
Chapter 3: RISS Outlook Interface Advanced Search Pane Table 3-2: Additional Advanced Search Query Fields Query Field Matches (in the Email Message) Query Name Name you provide for the results subfolder of your Active Archive folder. If you leave this empty, the name Default is used. Slash characters (/) in the name represent a folder hierarchy change.
Advanced Search Pane Chapter 3: RISS Outlook Interface See Also • Simple Search Pane, on page 3-7 • Chapter 5, Query Syntax and Matching HP StorageWorks Reference Information Storage System User Guide, April 2004 3-11
Chapter 3: RISS Outlook Interface Query Results Query Results The results of a search are placed in a folder directly under your Active Archive folder. You can name this subfolder using the Query Name field of the Advanced Search pane. If you provide no name, the results folder is named Default.
Chapter 3: RISS Outlook Interface Query Results • Your Query Parameters – A special message that shows the search criteria you used, the name of your results folder (Query Name of Advanced Search), and the status of your query. This message is more recent than the others, so it appears at the top or bottom of the folder if you sort the found messages by date (by clicking the Received heading).
Chapter 3: RISS Outlook Interface Email Message Attachments Email Message Attachments Attachments to email messages can be quite large. For performance reasons, whenever an archived message matching a query is retrieved, all its 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 query results folder has Attachments.html attached.
Problems Logging In Chapter 3: RISS Outlook Interface Problems Logging In If ever you change your Windows password or you change mail servers, the RISS Outlook Interface prompts you to log in when you try to search your repository. Do this by providing your current (new) password and mail server. This updates your account information (password and mail server) for RISS. Note: The rest of this section provides background, to help you understand why this new login information is needed.
Chapter 3: RISS Outlook Interface Advanced Use of the Outlook Interface Advanced Use of the Outlook Interface The Outlook Interface includes features for everyday use by everyone, as well as advanced configuration features for administrative users. Only administrative users should use the advanced features. The advanced features are used to configure a RISS Outlook account for the needs of a specific user.
Advanced Use of the Outlook Interface Chapter 3: RISS Outlook Interface Administrators should use this panel only when configuring a user’s Outlook account. The Active Options panel has the following features: Table 3-3: Active Options Panel Features, Options Dialog Box Feature Description Delete Temporary Files Click to delete local storage files. Store Archived Messages Locally If enabled, files are stored locally in the user’s cache and are available for quick access.
Chapter 3: RISS Outlook Interface Advanced Use of the Outlook Interface LO 3-18 HP StorageWorks Reference Information Storage System User Guide, April 2004
CHAPTER 4 Document Manager This chapter explains how to use Document Manager to archive documents in your repository. For system administrators, it explains how to configure Document Manager client. This chapter contains the following topics: • Getting Started With Document Manager, on page 4-2 • Understanding Document Manager, on page 4-8 • Document Manager User Interface, on page 4-16 • Advanced Use of Document Manager, on page 4-30 See Also • Chapter 1, RISS Overview, for fundamental concepts.
Chapter 4: Document Manager Getting Started With Document Manager Getting Started With Document Manager Document Manager is the desktop tool you use to archive documents in your repository, and to search for archived documents. This section explains how to perform common Document Manager tasks, and directs you to additional information on less common tasks. It is intended as a quick-reference summary.
Chapter 4: Document Manager Getting Started With Document Manager Table 4-1: Document Manager Tasks (Continued) Task Reference Remove a file from the archiving queue (Active-Archive Bin) Removing a File From the Active-Archive Bin, on page 4-22 Check Document Manager configuration settings and processing history My Active-Archive Properties Dialog Box, on page 4-24 Check Windows file properties of a file queued for archiving Examining Properties Of a File In the Active-Archive Bin, on page 4-22 Ho
Chapter 4: Document Manager Files in archiving queue Getting Started With Document Manager My Active-Archive menu Mouse pointer during drag operation Archiving status values File dropped into folder (added to archiving queue) Figure 4-1: Dragging a file to your Active-Archive Bin (My Active-Archive) See Also • My Active-Archive Desktop Icon and Folder, on page 4-17, for more information on the Active-Archive Bin.
Getting Started With Document Manager Chapter 4: Document Manager How To Turn On (Start) or Off (Stop) Automatic Archiving Do one of the following to start or stop the automatic archiving of files you drop in your Active-Archive Bin: • Use the Active-Archive Monitor: 1. Make sure the Active-Archive Monitor is running – see How To Start the Active-Archive Monitor, on page 4-7. 2. Position your mouse over the My Active-Archive icon in the Windows tray: .
Chapter 4: Document Manager Getting Started With Document Manager Current status of automatic archiving Start/Stop button Figure 4-2: Changing automatic archiving status with the Import Status panel See Also • My Active-Archive Tray Icon, on page 4-22 • My Active-Archive Properties Dialog Box, on page 4-24 How To Set the Default Archiving Behavior (On/Off) After you turn automatic archiving on or off, the status (Running or Stopped) of the Active-Archive monitor remains the same until you explicitly ch
Getting Started With Document Manager Chapter 4: Document Manager Note: Many users prefer to leave archiving on at all times. If you choose to do this, be aware that automatic archiving can use a significant amount of your computer resources. How To Start the Active-Archive Monitor Active-Archive Monitor is another name for the My Active-Archive Windows tray icon: . Below your Windows desktop, at the left, choose Start -> All Programs -> PERSIST -> Active-Archive Monitor.
Chapter 4: Document Manager Understanding Document Manager Understanding Document Manager Document Manager is the desktop tool you use to archive documents in your repository, and to search for archived documents. Document Manager includes features for everyday use by everyone, as well as advanced configuration features for administrative users only. This section provides an understanding of the features used by all users.
Understanding Document Manager Chapter 4: Document Manager The exact set of file types that are considered loose office documents (that is, whose contents are indexed) depends on the RISS configuration. If Document Manager does not recognize a file you queue for archiving as a loose office document, it warns you that the file contents might not be indexed. See Also • Chapter 1, RISS Overview, for more information on the concepts of archiving and indexing, including fundamental definitions.
Chapter 4: Document Manager Understanding Document Manager page 4-21, for information on checking the status of a queued file. See Also • How To Archive Files, on page 4-3 • My Active-Archive Desktop Icon and Folder, on page 4-17 Files You Can Archive You can queue for archiving only files that have all of the following properties: • The file is of an appropriate type, as defined by your particular RISS configuration. • The file is old enough, as defined by your particular RISS configuration.
Understanding Document Manager Chapter 4: Document Manager Figure 4-3: Warning dialog box: file is too young, of bad type, or already queued Archive All Email Messages In a PST File A PST file is a Microsoft Outlook Personal Folder file and has the extension .pst. A PST file can contain multiple Outlook documents of several types, including Outlook tasks, Outlook contacts, and email messages. Using Outlook, you can create a PST file by exporting an Outlook folder, such as a mailbox.
Chapter 4: Document Manager Understanding Document Manager Start or Stop Automatic Archiving Just as the Windows Recycle Bin acts as a staging area for files that will be deleted, the Active-Archive Bin acts as a staging area for files that will be archived. You can start and stop the automatic archiving of queued files. After you start (enable) archiving, the contents queued in the Active-Archive Bin are automatically archived.
Understanding Document Manager Chapter 4: Document Manager Installing and Uninstalling Document Manager Installing Document Manager runs on Microsoft Windows platforms. You install it on your desktop computer using either an installation CD–ROM or an installation program located on your network. See your system administrator for more information. In either case, an installation wizard guides you through the installation steps.
Chapter 4: Document Manager Understanding Document Manager What To Do In Case of Abnormal Termination This section contains information on what to do in case of an abnormal termination of the Document Manager application.
Understanding Document Manager Chapter 4: Document Manager the Name field of the Create Microsoft Personal Folders dialog box when you create a PST file, and you later queue this file for archiving, then the folder Project is opened in Outlook when the PST file is processed by Document Manager. Document Manager closes the temporary PST message folder after it processes all of the folder messages. However, if the application terminates abnormally this closure may not take place.
Chapter 4: Document Manager Document Manager User Interface Document Manager User Interface Document Manager includes features for everyday use by everyone, as well as advanced configuration features for administrative users only. This section describes the user interface features used by all users. See Also • Understanding Document Manager, on page 4-8, for background on Document Manager concepts and features.
Chapter 4: Document Manager Document Manager User Interface My Active-Archive Desktop Icon and Folder Your Active-Archive Bin is a special Microsoft Windows folder, named My ActiveArchive. The bin acts as a staging area for documents you queue for archiving. It functions much like your Windows Recycle Bin. You drag and drop files and folders there. The dropped files and the files in the dropped folders are queued for archiving.
Chapter 4: Document Manager Document Manager User Interface Right-click the My Active-Archive folder icon (on your desktop or in Windows Explorer) to display the following popup menu: Table 4-3: Popup Menu, My Active-Archive Folder Icon Menu Item Description Open, Explore Opens the My Active-Archive folder, so you can access the bin contents using Windows Explorer. See Operations On Files Queued For Archiving, on page 4-20.
Document Manager User Interface Chapter 4: Document Manager My Active-Archive Menu in Windows Explorer My Active-Archive menu Figure 4-5: My Active-Archive menu, Windows Explorer Whenever the My Active-Archive folder is open in Windows Explorer, the My Active-Archive menu is added to the Explorer menu bar, with the following menu items: Table 4-4: My Active-Archive Menu, Windows Explorer Menu Item Description Search Opens your web browser to the RISS Web Interface, where you can search for documents (em
Chapter 4: Document Manager Document Manager User Interface Help For My Active-Archive Menu Item in Windows Explorer Whenever the My Active-Archive folder (your Active-Archive Bin) is open in Windows Explorer, the Help For My Active-Archive menu item is added to the Explorer menu bar Help menu. This menu item displays online help for Document Manager.
Document Manager User Interface Chapter 4: Document Manager Examining the Archiving Status Of a File In Your Active-Archive Bin The archiving Status of a file is displayed next to the filename in your ActiveArchive Bin. These are the possible Status values: Table 4-5: File Archive Status Values Status Value Description Pending The file is queued to be archived. It has not yet been archived. Processing The file is currently being archived. Completed The file has been archived.
Chapter 4: Document Manager Document Manager User Interface Removing a File From the Active-Archive Bin You can remove a queued file with status Pending from the archiving queue by right-clicking it and choosing Remove in the popup menu. Alternatively, you can select it, and then press Delete. Note: When you choose the Remove menu item or press Delete, you are not asked to confirm removal. If you change your mind after removing a file, add it to the archiving queue again (by dragging).
Chapter 4: Document Manager Document Manager User Interface Right-click the My Active-Archive tray icon to display the following popup menu: Table 4-6: Popup Menu, My Active-Archive Tray Icon Menu Item Description Start Archiving Stop Archiving Starts or stops automatic archiving. After archiving has been started, files queued in your Active-Archive Bin are automatically processed for archiving. Properties Displays the My Active-Archive Properties dialog box.
Chapter 4: Document Manager Document Manager User Interface The PERSIST submenu has the following items: Table 4-7: Start -> All Programs -> PERSIST Menu Menu Item Description Active-Archive Monitor If the My Active-Archive icon is not present in the Windows tray, adds it to the tray. If the tray icon is present, displays the My Active-Archive Properties dialog box – see My Active-Archive Properties Dialog Box, on page 4-24.
Document Manager User Interface Chapter 4: Document Manager You can display the My Active-Archive Properties dialog box in any of the following ways: • Click the My Active-Archive icon in the Windows tray. • Choose Properties in the popup menu of the My Active-Archive tray icon or folder icon. • Choose Properties in the My Active-Archive menu of Windows Explorer. • Choose Start -> PERSIST -> Active-Archive Monitor (at the lower left of your desktop), provided automatic archiving is turned on.
Chapter 4: Document Manager Document Manager User Interface Reports On Files You Queued For Archiving Figure 4-8: Generated report example The contents of the reports generated using the Reports panel of the My ActiveArchive dialog box are described in Table 4-10, on page 4-27. Each row in a report describes an individual file that you queued for archiving. Unless mentioned otherwise, a given column described in the table is common to all report types.
Document Manager User Interface Chapter 4: Document Manager Table 4-10: Document Manager Report Contents Column Description Percent Complete The percentage of documents contained in the given PST file that were processed by Document Manager. All PST file component document types are included here: email messages, Outlook contacts, Outlook tasks, and so on. Note: Although this percentage refers to all documents in a PST file, only the email messages can be archived.
Chapter 4: Document Manager Document Manager User Interface Table 4-10: Document Manager Report Contents (Continued) Column Description Elapsed Time (seconds) Number of seconds Document Manager spent processing the file. Does not include time the file spent in the queue waiting to be processed. Relevant only if Status is not blank (empty).
Document Manager User Interface Chapter 4: Document Manager The Import Status panel of the My Active-Archive dialog box has the following features: Table 4-11: Import Status Panel Features, My Active-Archive Properties Dialog Box Feature Description Process Control • Status – Current status of archiving: Stopped or Running. Same as tooltip displayed with mouse over My Active-Archive tray icon.
Chapter 4: Document Manager Advanced Use of Document Manager Advanced Use of Document Manager Document Manager includes features for everyday use by everyone, as well as advanced configuration features for administrative users. This section describes the advanced features used by administrative users only. See Also • Understanding Document Manager, on page 4-8, for background on Document Manager concepts and features.
Advanced Use of Document Manager Chapter 4: Document Manager You access all advanced features by clicking Advanced on the Import Status panel of the My Active-Archive Properties dialog box – see Import Status Panel Features, My Active-Archive Properties Dialog Box, on page 4-29. Before clicking Advanced, you must turn off archiving – see How To Turn On (Start) or Off (Stop) Automatic Archiving, on page 4-5.
Chapter 4: Document Manager Advanced Use of Document Manager Advanced Client Configuration Settings Dialog Box You use the Advanced Client Configuration Settings dialog box to perform the following tasks: Table 4-12: Advanced Client Configuration Settings Dialog Box Tasks Task Reference Configure user settings Connection Settings Panel Features, Advanced Client Configuration Settings Dialog Box, on page 4-35 Configure or check client–server connections Connection Settings Panel Features, Advanced Cli
Advanced Use of Document Manager Chapter 4: Document Manager The Advanced Client Configuration Settings dialog box has the following tabbed panels: Table 4-13: Advanced Client Configuration Settings Dialog Box Panels Panel Description Connection Settings Client–server connections used by Document Manager: the client user address and the server connection points. See Connection Settings Panel Features, Advanced Client Configuration Settings Dialog Box, on page 4-35.
Chapter 4: Document Manager Advanced Use of Document Manager Connection Settings Panel, Advanced Client Configuration Settings Dialog Box Figure 4-11: Connection Settings panel, Advanced Client Configuration Settings dialog box You use the Connection Settings panel of the Advanced Client Configuration Settings dialog box to configure client–server connections used by Document Manager.
Advanced Use of Document Manager Chapter 4: Document Manager The Connection Settings panel has the following features: Table 4-14: Connection Settings Panel Features, Advanced Client Configuration Settings Dialog Box Feature Description Recipient Address Email address of the Document Manager client user. Messages to and from this address are archived in the corresponding user repository, as are all files the user archives with Document Manager.
Chapter 4: Document Manager Advanced Use of Document Manager Table 4-14: Connection Settings Panel Features, Advanced Client Configuration Settings Dialog Box (Continued) Feature Description Admin location The internet address of the Document Manager client initialization file on the server.
Advanced Use of Document Manager Chapter 4: Document Manager Application Settings Panel, Advanced Client Configuration Settings Dialog Box Figure 4-12: Application Settings panel, Advanced Client Configuration Settings dialog box You use the Application Settings panel of the Advanced Client Configuration Settings dialog box to configure client processing and debugging options for logging, internal files, user warnings, and treatment of PST files.
Chapter 4: Document Manager Advanced Use of Document Manager The Application Settings panel has the following features: Table 4-15: Application Settings Panel Features, Advanced Client Configuration Settings Dialog Box Feature Description User Interface Options Show warnings • If disabled, the user is not warned about possibly nonwhen files are indexable file contents.
Advanced Use of Document Manager Chapter 4: Document Manager Table 4-15: Application Settings Panel Features, Advanced Client Configuration Settings Dialog Box (Continued) Feature Description Write Mail To Disk If True, an additional file (with extension .txt) is written to the Log Path for each PST file. The file contains all of the email messages in the PST file. If False, no such message files are written. For normal processing of queued PST files, use False.
Chapter 4: Document Manager Advanced Use of Document Manager Table 4-15: Application Settings Panel Features, Advanced Client Configuration Settings Dialog Box (Continued) Feature Description Verbosity The • 1: • 2: • 3: • 4: amount of detail included in the Log File, as follows: alerts alerts and warnings alerts, warnings, and status messages alerts, warnings, and detailed status messages Configure Data Panel, Advanced Client Configuration Settings Dialog Box LO Figure 4-13: Configure Data panel, A
Advanced Use of Document Manager Chapter 4: Document Manager The Document Manager client has a local database that it uses to keep track of all files a user has ever queued for archiving (since client installation). This database is created (empty) when the client is installed. The client database includes, for each file, a record of the archiving process and the current archiving status.
Chapter 4: Document Manager Advanced Use of Document Manager Table 4-16: Configure Data Panel Features, Advanced Client Configuration Settings Dialog Box (Continued) Feature Description Perform Action Click to perform the selected action (Select action to perform) on the selected data (Select Data to perform action on). Select action to perform Resume processing Resets the status of the selected files to Pending.
Advanced Use of Document Manager Chapter 4: Document Manager Table 4-16: Configure Data Panel Features, Advanced Client Configuration Settings Dialog Box (Continued) Feature Description Select Data to perform action on Filename Choose a filename in the pulldown list to select it as the action target. The list contains the files referenced by All Records (see below).
Chapter 4: Document Manager Advanced Use of Document Manager LO 4-44 HP StorageWorks Reference Information Storage System User Guide, April 2004
CHAPTER 5 Query Syntax and Matching This chapter specifies the syntax you use when you submit a query to retrieve archived documents (files or email messages) and how queries are matched against documents. It contains the following topics: • Query Fields and Expressions, on page 5-2 • Query Expression Syntax and Matching, on page 5-3 • Query Expression Examples, on page 5-13 See Also • Chapter 1, RISS Overview, for fundamental concepts.
Chapter 5: Query Syntax and Matching Query Fields and Expressions Query Fields and Expressions The words query and search are used interchangeably here, as both verbs and nouns. The act of querying consists of submitting a query. A query is a set of query fields that you have filled out. When you submit a query, HP StorageWorks Reference Information Storage System (RISS) tries to match it against all documents of the type you specify (files or email messages) in the repository you are searching.
Query Expression Syntax and Matching Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching Query Expressions Are Composed of Words Query expressions can be as simple or as complex as you need. The essential idea behind document retrieval is that query words are compared with document words to find a match.
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching Learning the rules of creating query words thus means learning also the rules of document indexing and therefore just what words you can search for. For example, knowing that the apostrophe character ( ’ ) is a separator means knowing that you cannot search for the English word “won’t” using the query text won’t.
Query Expression Syntax and Matching Chapter 5: Query Syntax and Matching The following regular expression provides, in succinct form, a complete specification of English word characters (except for the treatment of && as a nonword): [ A-Za-z0-9_#& ]+ See Also • Stop Words, on page 5-7 • Matching Words, on page 5-7 • Boolean Query Expressions, on page 5-10 Letters and Digits in Different Character Sets Letters and Digits Defined All letters and digits are word characters.
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching For information on Unicode 2.0, refer to the following web site: • http://www.unicode.org For information on ISO 8859-1, refer to the following web sites: • http://wwwwbs.cs.tu-berlin.de/user/czyborra/charsets/ • http://www.iso.ch/ • http://www.microsoft.com/globaldev/reference/iso/28591.
Query Expression Syntax and Matching Chapter 5: Query Syntax and Matching Stop Words Some words, called stop words, are ignored altogether by the search engine and the document indexer, so there is no sense using them in query expressions. Stop words correspond to very common English words (or contraction endings: s, t).
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching You can use any number of wildcard characters (* or ?) in a query word, but you cannot use a wildcard at the beginning of a query word. (An error message will result.) For example, *ion is not a valid query. See Also • Query Expression Examples, on page 5-13, for examples of query expressions with literal words and words with wildcards.
Query Expression Syntax and Matching Chapter 5: Query Syntax and Matching So, why does the search engine consider define more similar to definite than to pine, even though the edit distances are the same (three)? Because the edit distance (number of character changes) is compared to the word length (of the shorter of the query and document words). Two words are closer, for purposes of querying, if it takes less to change one into the other, relative to their lengths.
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching Proximity Word Sequences Simple word sequences let you search for words that are separated by separators but not by other words (except stop words). To search for document words that are in an ordered sequence, but that may be separated by other words, use a proximity word sequence.
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching represents a word, fuzzy word, word sequence, or another Boolean query expression (nested in parentheses – see Nested Boolean Query Expressions, on page 5-12).
Chapter 5: Query Syntax and Matching Query Expression Syntax and Matching You must provide the proper number of arguments for a Boolean operator, or an error message will result: one argument for NOT ( -, ! ), two arguments for each of AND ( && ) and OR. For example, these queries will each result in an error message: • alpha NOT – missing argument for NOT • AND alpha – missing argument for AND Boolean operators must be surrounded by one or more separators, typically whitespace.
Chapter 5: Query Syntax and Matching Query Expression Examples Query Expression Examples Here are some examples of query expressions, with references to the pertinent syntax documentation. Table 5-2: Query Expression Examples Query Expression Finds Documents With . . . Reference(s) peace OR quiet Either peace or quiet, or both, in either order. Boolean Query Expressions, on page 5-10 peace quiet peace AND quiet peace && quiet Both peace and quiet, in either order.
Chapter 5: Query Syntax and Matching Query Expression Examples Table 5-2: Query Expression Examples (Continued) 5-14 Query Expression Finds Documents With . . . Reference(s) peace | quiet Both peace and quiet. | is a separator. The AND operator is implied. Word Characters, on page 5-3 and Boolean Query Expressions, on page 5-10 peace AND ( NOT quiet ) peace && -quiet -quiet && peace The word peace but not quiet. Boolean Query Expressions, on page 5-10 peace AND quiet OR silence Avoid using.
INDEX Symbols && in Boolean query expressions 5-11 in words 5-4 * wildcard character, definition 5-7 - character in Boolean expressions 5-11 ? wildcard character, definition 5-7 ~ character fuzzy words 5-8 proximity word sequences 5-10 A About panel, My Active-Archive Properties dialog box 4-25 access control list (ACL), definition 1-3 account, Outlook, initializing 2-27 ACL See access control list Active Archive folder, Outlook, definition 3-6 Active Options panel, Options dialog box 3-16 Active-Archive
Index B background query, definition 2-22 Boolean query expressions 5-10 bounded query, definition 2-22 C character matching 5-7 character sets, supported 5-5 characters separator, definition 5-4 wildcard, definition 5-7 word 5-3 Configuration Check menu item, PERSIST menu 4-23, 4-24 Configure Data panel, Advanced Client Configuration Settings dialog box 4-40 conjunctive queries 5-10 Connection Settings panel, Advanced Client Configuration Settings dialog box 4-34 contents, indexing, definition 1-4 Conten
Index word 5-3 word character 5-4 Delete keyboard key 4-22 deleting file queued for archiving 4-3 query definitions 2-26 query results (impossibility) 2-24 dequeuing file from Active-Archive Bin 4-22 digit, definition 5-5 digits 5-5 disjunctive queries 5-10 Display Saved Queries panel, Query Manager page 2-26 Display Saved Results panel, Query Manager page 2-23 document field, definition 5-2 Document Manager 4-1 definition 4-8 installing and uninstalling 4-13 document, definition 1-3 dragging files from th
Index installing Document Manager 4-13 L languages supported 5-7 letter, definition 5-5 letters 5-5 Levenshtein distance between two words 5-8 list, access control, definition 1-3 literal query word, definition 5-7 logging in problems using Outlook Interface 3-15 to the Search Engine 2-2 logging out of the Web Interface 2-3 logical query expressions 5-10 loose office document, definition 1-4 My Active-Archive Properties dialog box 4-24 N nearness between searched words 5-10 negative queries 5-10 nesting
Index P R parentheses, for nesting Boolean query expressions 5-12 parsing query expressions 5-3 password, changing 2-27 PERSIST submenu, Start -> All Programs menu 4-23 Personal Folder file, definition 4-11 preference, setting Active-Archive monitor status 4-6 preview pane, Outlook, showing and hiding 3-13 Properties dialog box (Windows) 4-22 menu item My Active-Archive Bin popup menu 4-18 My Active-Archive menu 4-19 My Active-Archive tray icon popup menu 4-23 queued file popup menu 4-22 proximity word s
Index simple Outlook Interface 3-7 Web Interface 2-4 Send All Items menu item, More Options menu 2-13 Send Checked Items menu item, More Options menu 2-13 separator character, definition 5-4 similarity between two words 5-8 simple searches Outlook Interface 3-7 Web Interface 2-4 simple word sequence, definition 5-9 Start Archiving menu item, My ActiveArchive tray icon popup menu 4-23 Start menu, Windows 4-23 starting archiving 4-12 Stop Archiving menu item, My Active-Archive tray icon popup menu 4-23 stop
