HP StorageWorks Reference Information Storage System User Guide Product Version: 1.
© Copyright 2004-2005 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 and RIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Understanding document archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 Understanding searching and document indexing . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Indexed document types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Message MIME types (advanced users) .
Contents Common tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching for archived documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accessing exported query results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Displaying archived email message attachments . . . . . . . . . . . . . . . . . . . . . . 3-5 3-5 3-5 3-6 System administrator tasks . . . . . . . . . . . . . . . . . . . . . . . .
Contents Starting and stopping automatic archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . Archiving files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting the default archiving behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Displaying queued files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Examining the archiving status of a file . . . . . . . . . . . . . . . . . . . . . . .
Contents LO iv HP StorageWorks Reference Information Storage System User Guide, February 2005
CHAPTER 1 RISS overview This chapter introduces HP StorageWorks 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.
Chapter 1: RISS overview RISS and 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. • Automatic, active data archiving (email and specific types of documents) that helps your organization meet regulatory requirements. • Interactive data querying to search for and retrieve archived data according to various criteria. RIM is management software supplied with RISS.
Understanding document archiving Chapter 1: RISS overview Understanding document archiving RISS archives files and email messages associated with registered users. With RIM, you can find and retrieve archived documents to which you have access. Archiving involves physically storing copies of a document (file or email message), but also virtually storing it in one or more repositories.
Chapter 1: RISS overview Understanding searching and document indexing 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.
Understanding searching and document indexing Chapter 1: RISS overview 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. Message MIME types (advanced users) An email message can contain message parts of possibly different MIME (Multipurpose Internet Mail Extensions) Content-Types.
Chapter 1: RISS overview Understanding searching and document indexing LO 1-6 HP StorageWorks Reference Information Storage System User Guide, February 2005
CHAPTER 2 RISS Web Interface This chapter describes the RISS Web Interface to the system. It explains how to search for documents archived in the system, and how to save and reuse query criteria and results. This chapter contains the following topics: • Logging in and out, on page 2-2 • Understanding the user interface, on page 2-3 • Common tasks, on page 2-5 See Also • Chapter 1, RISS overview, for fundamental concepts.
Chapter 2: RISS Web Interface Logging in and out 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 and 6.x • Mozilla 1.x • Firefox 1.x To access the RISS Web Interface: 1. In the Address field of your web browser, enter the URL (web address) that was provided to you by your system administrator. The web browser displays a login screen. 2.
Understanding the user interface Chapter 2: RISS Web Interface Understanding the user interface Using the toolbar Each page of the RISS Web Interface has a toolbar at the top. Figure 2-1: RISS Web Interface toolbar The toolbar has the following buttons: Table 2-1: 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 2-5.
Chapter 2: RISS Web Interface Understanding the user interface The query syntax allowed is described in Chapter 6, Query syntax and matching. You can enter simple words, words with wildcards, or a more sophisticated query involving Boolean expressions or word sequences. Usage Note: To narrow the search to the documents you want to find, make your Search for text as specific as possible. In general, the more information provided in the Search for field, the narrower the search.
Chapter 2: RISS Web Interface Common tasks Common tasks Use the following table as a quick reference for performing common tasks.
Chapter 2: RISS Web Interface Common tasks Figure 2-2: Simple Search page 2. To complete an advanced search, click Advanced. See Completing advanced searches, on page 2-6. 3. Search using all of the following fields 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. – Where to Search: The repository to search.
Common tasks Chapter 2: RISS Web Interface To complete an advanced search: 1. Click New Search in the toolbar, and then click Advanced. The Advanced Search page is displayed. Figure 2-3: Advanced Search page (email content type) 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.
Chapter 2: RISS Web Interface Common tasks 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. – Where to Search: The repository to search. A repository is a virtual collection of documents (email messages and files). Only the repositories to which you have access are displayed.
Chapter 2: RISS Web Interface Common tasks Table 2-3: Additional Advanced Search Query Fields (Continued) Query Field Matches (in the Document) Document Path File path. Usage Note: As for any other text query field, separators such as slash ( / ), backslash ( \ ), and colon ( : ) are ignored, and the query words are searched in any order. For example, query text c:\abc\xyz will match path abc:\xyz\c, as well as path c:\abc\xyz.
Chapter 2: RISS Web Interface Common tasks Figure 2-4: Query Results page (email content type) 2. From the Query Results page, complete any of the following tasks: – To display a different group of 50 results, click the different symbols in the query results navigation bar. See Query results navigation bar, on page 2-11 for more information. – To select all displayed documents or clear all selected documents, click Check All or Uncheck All, respectively.
Chapter 2: RISS Web Interface Common tasks Query results navigation bar When the query results are retrieved, the most recent documents are displayed first. Note: Documents archived less than an hour ago may or may not appear in query 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.
Chapter 2: RISS Web Interface Common tasks Table 2-4: Query Results Navigation Bar (Continued) Item Description absolute scale: The horizontal bar represents all query results, whether 300 or 3,000,000. The pointer indicates which set of 100 results (maximum) is accessible using the navigation bars ( ). You can move the scale pointer to a position you click along the horizontal scale. status Text indicating the current status of results retrieval: • Query Still In Progress – Searching is in progress.
Common tasks Chapter 2: RISS Web Interface 2. From the Query Results page, click More Options, and then click Save Current Search Criteria. Or, right-click and click Save criteria. 3. Enter the name of the query criteria you are saving in the Save Query Criteria as field. To erase text entered in the Save Query Criteria as field, click Clear. 4. Click Save Now. 5. To access the saved search, see Accessing saved query criteria, on page 2-17.
Chapter 2: RISS Web Interface Common tasks Note: The results are not retrieved in order of age. They are sorted by age 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 results After you submit a search, you can send to your email account the results of the query from the Query Results page. You can also send results of saved query results from the Query Manager page.
Common tasks Chapter 2: RISS Web Interface To export your query results: 1. Submit a query or access previously saved query results. 2. From the Query Results page, select the check box next to each item you want to export. Skip this step if you are exporting all items. 3. Click More Options to open the menu. 4. To export the entire query results, click Export All Items. To export the selected items, click Export Checked Items.
Chapter 2: RISS Web Interface Common tasks Figure 2-7: Export Progress dialog box 7. If you are exporting the query results directly to Outlook, in the Default PST Folder field, enter the name of the Outlook folder where you want to save the result. The default folder name is Default. Any messages you previously exported to the Default folder are deleted unless you create a new folder. Non-existent PST folders are created automatically. 8.
Common tasks Chapter 2: RISS Web Interface limitation has not been reached yet. Outlook 2002 or 2003: The maximum number of messages is 64,000. 10. To begin the export process, click Download. Clicking Close will quit the export process. 11. A progress bar is displayed while you are downloading the query 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.
Chapter 2: RISS Web Interface Common tasks – To delete the saved query criteria, click Erase. You are not prompted to confirm the deletion. Accessing saved query results If you save the results of a query, you can access it from the Query Manager page. Each item listed shows the name of the query results, status of the query, and start and end dates of the query criteria. To access the results of a saved query: 1. Click Query Manager in the toolbar.
Common tasks Chapter 2: RISS Web Interface Note: You cannot delete saved query results. 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. This section applies to users who can change their password through the Web Interface. For security reasons, change your password periodically. Change your password immediately after you log in for the first time.
Chapter 2: RISS Web Interface Common tasks LO 2-20 HP StorageWorks Reference Information Storage System User Guide, February 2005
CHAPTER 3 RISS Outlook Interface This chapter describes the RISS Outlook Interface to the system. It explains how to view and work with archived email messages in Microsoft Outlook, and how to search from within Outlook for email messages archived in the system.
Chapter 3: RISS Outlook Interface Setting up the RISS Outlook Interface Setting up the RISS Outlook Interface Before you can use the RISS Outlook Interface, your system administrator must first install the Outlook plug-in, and then you must initialize your Outlook account.
Understanding the user interface Chapter 3: RISS Outlook Interface Understanding the user interface You can use Outlook to display and work with archived messages. You can also use the search tools to locate archived email messages. The following table describes the user interface objects available in Outlook after installing the Outlook plug-in and initializing your Outlook account.
Chapter 3: RISS Outlook Interface Understanding the user interface To display a message attachment, double-click the message and then open the attachment. You cannot view message attachments through the Outlook preview pane. RISS Search Results folder The RISS Search Results folder contains the query results you have exported from the RISS Web Interface if you chose the option to export directly to Outlook. Click to expand or collapse the RISS Search Results folder.
Chapter 3: RISS Outlook Interface Common tasks Common tasks Use the following table as a quick reference for performing common tasks.
Chapter 3: RISS Outlook Interface Common tasks 2. Navigate to the location where the exported file is located. 3. Select the file and click OK. Displaying archived email message 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.
System administrator tasks Chapter 3: RISS Outlook Interface System administrator tasks Changing user account settings Only system administrators should use the advanced features to configure an Outlook account for the needs of a specific user. To change user account settings: 1. Choose Options in the Tool menu, and then click the Archive Options tab. The Archive Options panel of the Options dialog box is displayed.
Chapter 3: RISS Outlook Interface System administrator tasks Use the Archive Options panel to change the settings and options described in the following table: Table 3-3: Archive Options Panel, Options Dialog Box Item 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. By default, this option is enabled.
Troubleshooting Chapter 3: RISS Outlook Interface Troubleshooting Problems logging in If you change your Windows password or mail servers, the RISS Outlook Interface prompts you to log in when you try to search your repository. Providing your current (new) password and mail server updates your account information (password and mail server). Note: The rest of this section provides background information, to help you understand why this new login information is needed.
Chapter 3: RISS Outlook Interface Troubleshooting LO 3-10 HP StorageWorks Reference Information Storage System User Guide, February 2005
CHAPTER 4 RISS Lotus Notes Interface This chapter describes the RISS Lotus Notes Interface to the system. It explains how to view and work with archived email messages in IBM Lotus Notes, and how to search for email messages archived in the system.
Chapter 4: RISS Lotus Notes Interface Setting up the RISS Lotus Notes Interface Setting up the RISS Lotus Notes Interface Before you can use the RISS Lotus Notes Interface, your system administrator must first install the Lotus Notes plug-in. Supported Lotus Notes versions Use one of the following supported versions of Lotus Notes when using the RISS Lotus Notes Interface: • Lotus Notes 5.x • Lotus Notes 6.
Understanding the user interface Chapter 4: RISS Lotus Notes Interface Understanding the user interface You can use Lotus Notes to display and work with archived messages. 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. For instance, you can reply to, forward, or delete an archived email message.
Chapter 4: RISS Lotus Notes Interface Searching for archived email messages Searching for archived email messages To search for archived documents, use the RISS Web Interface. You can create a link in the Lotus Notes navigation pane that takes you directly to the RISS Web Interface when clicked. For more information about using the RISS Web Interface, see Chapter 2, RISS Web Interface. To set up a link that directs you to the RISS Web Interface: 1. Open Lotus Domino Designer. 2.
CHAPTER 5 Document Manager This chapter explains how to use Document Manager to archive documents in your repository. For system administrators, it explains how to configure the Document Manager client.
Chapter 5: Document Manager Installing and uninstalling Document Manager Installing and uninstalling Document Manager Requirements Document Manager runs on the following versions of Microsoft Windows: • Windows 2000 • Windows XP Use one of the following versions of Outlook: • Outlook 2000 • Outlook 2002 (Outlook XP) with Service Pack 1 • Outlook 2003 with Service Pack 1 Installing Install Document Manager on your desktop computer using either the installation CD–ROM or installation program located on y
Installing and uninstalling Document Manager Chapter 5: Document Manager Uninstalling If necessary, you can uninstall Document Manager using the Add or Remove Programs feature in the Windows Control Panel. Choose HP RISS Document Manager in the list of installed programs, click Change/Remove, and then follow the displayed instructions to confirm removal. If you are unfamiliar with uninstalling programs, ask your system administrator for assistance.
Chapter 5: Document Manager Understanding Document Manager Understanding Document Manager Document Manager is a desktop tool used 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 system administrators only. See Also • Understanding the user interface, on page 5-9, for a detailed description of the user interface.
Understanding Document Manager Chapter 5: Document Manager See Also • Chapter 1, RISS overview, for more information on the concepts of archiving and indexing, including fundamental definitions. • Chapter 6, Query syntax and matching, for details on which document contents are indexed. Queue files for archiving You interact with Document Manager mainly through the Active-Archive Bin located on your Windows desktop.
Chapter 5: Document Manager Understanding Document Manager – Be in the same location – Have the same last-modified date A copy of a file with a different name, with the same name in a different folder, or with a different date is not considered the same file. If you try to queue a file for archiving that does not meet these properties, a warning message is displayed.
Understanding Document Manager Chapter 5: Document Manager Only the email messages in a PST file are archived. All other documents in the file (such as Outlook contacts and Outlook tasks) are ignored by Document Manager. Note: Do not archive a PST file that you have archived previously. Otherwise, duplicate messages will be created in the archive.
Chapter 5: Document Manager Understanding Document Manager See Also • Examining the archiving status of a file, on page 5-22 • Removing a file from the Active-Archive Bin, on page 5-23 Search for documents From your Active-Archive Bin, you can search your repository (and any other repositories to which you have been given access). You can search either your Outlook email messages or the files you have archived using Document Manager.
Chapter 5: Document Manager Understanding the user interface Understanding the user interface When you install Document Manager, the following user interface items are added to your Windows environment: Table 5-1: Document Manager User Interface Objects What Where My Active-Archive desktop icon and folder Windows desktop. See My Active-Archive desktop icon and folder, on page 5-10. My Active-Archive menu Windows Explorer menu bar. See My ActiveArchive menu in Windows Explorer, on page 5-11.
Chapter 5: Document Manager Understanding the user interface My Active-Archive desktop icon and folder Your Active-Archive Bin is a special Windows folder, named My Active-Archive. The bin acts as a staging area for documents you queue for archiving. It functions much like your Windows Recycle Bin. When you drag and drop files and folders there, all dropped items are queued for archiving. The My Active-Archive folder is located on your Windows desktop and in your Windows Desktop folder.
Understanding the user interface Chapter 5: Document Manager My Active-Archive menu in Windows Explorer Whenever the My Active-Archive folder is open in Windows Explorer, the My Active-Archive menu is displayed the Explorer menu bar. Use this menu to search for documents or display the My Active-Archive Properties dialog box.
Chapter 5: Document Manager Understanding the user interface Help for My Active-Archive 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.
Understanding the user interface Chapter 5: Document Manager My Active-Archive Properties dialog box Use the My Active-Archive Properties dialog box to perform common tasks such as setting automatic archiving or generating reports, and to access system administrator features. To display the My Active-Archive Properties dialog box, see Displaying the archiving status and general settings, on page 5-24.
Chapter 5: Document Manager Understanding the user interface The My Active-Archive Properties dialog box has the following tabbed panels: Table 5-2: My Active-Archive Properties Dialog Box Panels Panel Description Import Status Displays configuration settings and archiving status. See Displaying the archiving status and general settings, on page 5-24. Reports Used to generate reports on the files you have queued for archiving since Document Manager was installed. See Running reports, on page 5-26.
Understanding the user interface Chapter 5: Document Manager Advanced Client Configuration Settings dialog box Use the Advanced Client Configuration Settings dialog box to perform the system administrator tasks such as configure user settings, processes, and log files. To display the Advanced Client Configuration Settings dialog box, see Accessing advanced features, on page 5-31.
Chapter 5: Document Manager Understanding the user interface The Advanced Client Configuration Settings dialog box has the following tabbed panels: Table 5-3: 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 Configuring user settings, on page 5-34 and Configuring clientserver connections, on page 5-35.
Chapter 5: Document Manager Common tasks Common tasks Use the following table as a quick reference for performing common tasks.
Chapter 5: Document Manager Common tasks Starting the Active-Archive Monitor Active-Archive Monitor is another name for the My Active-Archive Windows tray icon: . To start Active-Archive Monitor: • From the Start menu, choose Programs > Hewlett-Packard > HP RISS Document Manager > Active-Archive Monitor. The My Active-Archive icon is added to the Windows tray.
Common tasks Chapter 5: Document Manager • Use the My Active-Archive Properties dialog box: 1. Display the My Active-Archive Properties dialog box – see Displaying the archiving status and general settings, on page 5-24. 2. Click the Import Status tab to display the Import Status panel. 3. Check the current Status (Stopped or Running) of automatic archiving (Process Control). To change the Status, click Start or Stop, as appropriate. The Status will change accordingly.
Chapter 5: Document Manager Common tasks Archiving files The following files can be queued for automatic archiving: • Files contained in dropped folders • Email messages contained in dropped PST files (Outlook Personal Folder files) • Individual dropped files besides PST files For more information, see Files you can archive, on page 5-5. To archive a file: 1. Drag selected files and folders to the My Active-Archive folder (your ActiveArchive Bin), and drop them there. (The folder need not be open.) 2.
Chapter 5: Document Manager Common tasks Files in archiving queue My Active-Archive menu Mouse pointer during drag operation Archiving status values File dropped into folder (added to archiving queue) Figure 5-8: Dragging a file to your Active-Archive Bin (My Active-Archive) See Also • My Active-Archive desktop icon and folder, on page 5-10, for more information on the Active-Archive Bin. • Files you can archive, on page 5-5, for restrictions on the files that can be archived.
Chapter 5: Document Manager Common tasks Setting the default archiving behavior After you turn automatic archiving on or off, the status (Running or Stopped) of the Active-Archive monitor remains the same until you change it. If you log off or restart your computer, the most recent status is saved as your preferred setting and restored when you log on again. Thus, turning archiving on or off sets the default behavior of automatic archiving. Note: Many users prefer to leave archiving on at all times.
Chapter 5: Document Manager Common tasks Table 5-5: File Archive Status Values (Continued) Status Value Description Completed The file has been archived. The file remains listed, with Completed status, until the ActiveArchive Bin is refreshed. This is done automatically and usually takes only a few seconds for a given file. You can refresh the bin contents manually, if necessary, by closing and then reopening the bin in Windows Explorer.
Chapter 5: Document Manager Common tasks • Select the file and 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. Examining properties of a file in the Active-Archive Bin To examine the Windows file properties of a file in your Active-Archive Bin: • Right-click the file and choose Properties.
Chapter 5: Document Manager Common tasks Figure 5-9: Import Status panel, My Active-Archive Properties dialog box The Import Status panel of the My Active-Archive dialog box displays the following: Table 5-6: Import Status Panel, My Active-Archive Properties Dialog Box Item Description Process Control • Status – Current status of archiving: Stopped or Running. Same as tooltip displayed with mouse over My Active-Archive tray icon.
Chapter 5: Document Manager Common tasks Table 5-6: Import Status Panel, My Active-Archive Properties Dialog Box Item Description Processing Status • Processed – Number of files processed since Document Manager was installed. Processed files were treated as candidates for archiving. They were not necessarily archived. • Currently Processing – Number of files currently being processed for archiving.
Common tasks Chapter 5: Document Manager – Files Still in Queue: Files remaining to be archived. – Error Files: Files that Document Manager has tried to archive, but has not been able to archive successfully because of internal errors. – All Files: All files that you have queued for archiving. 3. Click Generate Report. The report is displayed in HTML format. Figure 5-10: Generated report example Each row in a report describes a file queued for archiving.
Chapter 5: Document Manager Common tasks Table 5-7: Document Manager Report Contents 5-28 Column Description Percent Complete The percentage of documents contained in the 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 Outlook email messages can be archived.
Chapter 5: Document Manager Common tasks Table 5-7: 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).
Chapter 5: Document Manager System administrator tasks System administrator tasks Use the Advanced Client Configuration Settings dialog box to perform the following tasks: Table 5-8: Advanced Client Configuration Settings Dialog Box Tasks Task Reference Configure user settings Configuring user settings, on page 5-34 Configure or check client–server connections Configuring client-server connections, on page 5-35 Configure user warnings Enable or disable user warnings, on page 5-37 Configure treatme
System administrator tasks Chapter 5: Document Manager Accessing advanced features To access all advanced features: 1. Display the My Active-Archive Properties dialog box – see Displaying the archiving status and general settings, on page 5-24. 2. Turn off archiving – see Starting and stopping automatic archiving, on page 5-18. 3. Click Advanced on the Import Status panel. Advanced button Figure 5-11: Advanced button, My Active-Archive Properties dialog box 4.
Chapter 5: Document Manager System administrator tasks Figure 5-12: Connection Settings panel, Advanced Client Configuration Settings dialog box 5. To access user warning, PST import, or process settings, click the Application Settings tab – see Enable or disable user warnings, on page 5-37 and Configuring PST import and process settings, on page 5-37.
System administrator tasks Chapter 5: Document Manager Figure 5-13: Application Settings panel, Advanced Client Configuration Settings dialog box 6. To access the client database settings, click the Configure Data tab – see Modifying database entries, on page 5-39 and Compressing the database size, on page 5-42.
Chapter 5: Document Manager System administrator tasks Figure 5-14: Configure Data panel, Advanced Client Configuration Settings dialog box Configuring user settings Use the Connection Settings panel of the Advanced Client Configuration Settings dialog box to configure basic user settings. To configure user settings: 1. Display the Advanced Client Configuration Settings dialog box – see Accessing advanced features, on page 5-31. 2.
Chapter 5: Document Manager System administrator tasks Item 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. Send Mail If True (default), queued files (and the email messages contained in queued PST files) are sent to the system for archiving. If False, documents are not sent to the system.
Chapter 5: Document Manager System administrator tasks Item Description SMTP Host The IP address or host name of the part of RISS that receives documents to be archived. Port The port to use for communicating with the SMTP Host. Requires Secure Connection (SSL) If enabled, client–server connections must use secure (SSL) ports. If disabled, ordinary ports can be used. Important: Do not enable this option unless you are sure that your version of RISS supports SSL connections.
System administrator tasks Chapter 5: Document Manager Enable or disable user warnings Use the Application Settings panel of the Advanced Client Configuration Settings dialog box to enable or disable user warnings. To configure user warnings: 1. Display the Advanced Client Configuration Settings dialog box – see Accessing advanced features, on page 5-31. 2. Click the Application Settings tab. 3.
Chapter 5: Document Manager Item System administrator tasks Description PST Import Settings Process PST Files If True (default), the email messages contained in a queued PST file are archived (provided the client has Outlook 2000 or above). If False (or without Outlook 2000 or above), the queued PST file is itself archived, instead of the email messages it contains. Logon Profile The Outlook profile to use for the user when archiving email messages contained in a PST file.
Chapter 5: Document Manager System administrator tasks Item Description Log File Filename and path of the client log file. This file records client activity, including processing of queued files, both PST and non-PST. (See Log Path for additional PST log files.) If the path is relative, it is relative to the client Document Manager installation directory. The default value is PSTLog.txt in the installation directory.
Chapter 5: Document Manager System administrator tasks The client database includes, for each file, a record of the archiving process and the current archiving status. All of the information presented in the Active-Archive Bin and the My Active-Archive Properties dialog box (Import Status and Reports panels) is contained in the database.
Chapter 5: Document Manager System administrator tasks Action to perform Description Resume processing Resets the status of the selected files to Pending. Does not change the database history of what has already been processed so processing continues where it left off when archiving was last stopped. This ensures that multiple archiving (duplicates) of the same document does not occur.
Chapter 5: Document Manager System administrator tasks Select Data to perform action on Description Filename Choose a filename in the list to select it as the action target. The list contains the files referenced by All Records. All Error Records Selects all files with Error status as the action targets; that is, all files that were queued but were not successfully processed for archiving.
Troubleshooting Chapter 5: Document Manager Troubleshooting Resuming after quitting improperly This section contains information on what to do in case you were not able to quit Document Manager properly.
Chapter 5: Document Manager Troubleshooting 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, 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 quits improperly, this closure may not take place.
CHAPTER 6 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 6-2 • Query expression syntax and matching, on page 6-3 • Query expression examples, on page 6-12 See Also • Chapter 1, RISS overview, for fundamental concepts.
Chapter 6: Query syntax and matching Query fields and expressions Query fields and expressions The words query and search are used interchangeably in this guide. The act of querying consists of submitting a query. A query is a set of query fields that contain the search criteria you have entered. When you submit a query, the system matches the query against all documents of the type you specify (files or email messages) in the repository you are searching.
Query expression syntax and matching Chapter 6: 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 needed. The essential idea behind document retrieval is that query words are compared with document words to find a match.
Chapter 6: Query syntax and matching Query expression syntax and matching 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, the wildcards ? and *, and the special query characters ~, “, -, and !). However, the following rule also applies: • &&, by itself, is not a word. It is a Boolean operator.
Query expression syntax and matching Chapter 6: Query syntax and matching For the ISO 8859–1 (Latin–1) encoding, used for Western European languages, accented letters are included. Most ideographic characters, such as used in Asian languages, are also considered letters. Whatever the language and encoding used for a particular document (file or email message), the system maps encoded characters to the Unicode 2.0 standard. The Unicode 2.
Chapter 6: Query syntax and matching Query expression syntax and matching • SHIFT_JIS • ISO-8859-15 • GB18030 • Johab • EUC-TW This set covers western, central and eastern European languages, as well as Russian and Turkish. The great majority of text in Chinese, Japanese, and Korean is covered by these character sets as well. Matching words Matching of words is not case-sensitive: cat, Cat, cAt, and CAT all match each other.
Query expression syntax and matching Chapter 6: Query syntax and matching Matching similar words Fuzzy words You can search for document words that are textually similar to a given literal query word (that is, one that contains no wildcards) by appending a tilde (~) character to the word, creating a fuzzy word. For example, the fuzzy word define~ matches similar words such as defined and definite (but not defining, definition, indefinite, or pine). It will also match define itself.
Chapter 6: Query syntax and matching Words Compared Similarity Ratio Query expression syntax and matching Match? define, definite 3/min(6, 8) = 3/6 = 0.5 yes define, pine 3/min(6, 4) = 3/4 = 0.75 no (0.75 > 0.5) See Also • Query expression examples, on page 6-12, for examples of query expressions with fuzzy words. Matching word sequences You can use word sequences to find documents with words in a specified order that are separated a specified maximum distance.
Chapter 6: Query syntax and matching Query expression syntax and matching matches a proximity word sequence if all the 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 will match 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 likewise.
Chapter 6: Query syntax and matching Query expression syntax and matching Table 6-1: Boolean Query Expressions Syntax Matches exp1 AND exp2 alternative syntax: exp1 && exp2 alternative syntax: exp1 exp2 all documents that match both exp1 and exp2 Note: The second alternative syntax for AND indicates that AND is the default connective in query expressions. You do not need to supply AND explicitly. It is assumed if neither AND nor OR is used explicitly.
Query expression syntax and matching Chapter 6: Query syntax and matching The negation operators - and ! are exceptions to this rule. They must each be preceded by a separator, but they need not be followed by a separator. For example, carrot-a6 is a single query word, but carrot -a6, like carrot ( - a6 ), is equivalent to the Boolean expression carrot AND ( NOT a6 ).
Chapter 6: 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 6-2: Query Expression Examples 6-12 Query Expression Finds Documents With . . . Reference(s) peace OR quiet Either peace or quiet, or both, in either order. Boolean query expressions, on page 6-9 peace quiet peace AND quiet peace && quiet Both peace and quiet, in either order.
Query expression examples Chapter 6: Query syntax and matching Table 6-2: Query Expression Examples (Continued) Query Expression Finds Documents With . . . Reference(s) peace AND ( NOT quiet ) peace && -quiet -quiet && peace The word peace but not quiet. Boolean query expressions, on page 6-9 peace AND quiet OR silence Avoid using. Parentheses are needed: peace AND ( quiet OR silence ). Boolean query expressions, on page 6-9 quiet OR silence AND peace Avoid using.
Chapter 6: Query syntax and matching Query expression examples LO 6-14 HP StorageWorks Reference Information Storage System User Guide, February 2005
INDEX Symbols A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Symbols && in Boolean query expressions 6-10 in words 6-4 * wildcard character, definition 6-6 - character in Boolean expressions 6-9 ? wildcard character, definition 6-6 ~ character fuzzy words 6-7 proximity word sequences 6-8 A About panel, My Active-Archive Properties dialog box 5-14 access control list (ACL), definition 1-3 ACL See access control list Active-Archive Bin, definition 5-10 Active-Archive Monitor, starting 5-18 adding files
Index character matching 6-6 character sets, supported 6-4 characters separator, definition 6-4 wildcard, definition 6-6 word 6-3 client-server connections, Document Manager 5-35 compressing database 5-42 Configure Data panel, Advanced Client Configuration Settings dialog box 5-16, 5-34 configuring client-server connections 5-35 Document Manager user settings 5-34 PST import and process settings 5-37 conjunctive queries 6-9 Connection Settings panel, Advanced Client Configuration Settings dialog box 5-16,
Index installed Document Manager version 5-29 Message ID 2-8 query results 2-9 queued files 5-22 saved query criteria 2-17 saved query results 2-18 document archiving, explanation 1-3 document field, definition 6-2 Document Manager accessing advanced features 5-31 archiving 5-20 compressing database 5-42 configuring client-server connections 5-35 PST import and process settings 5-37 user settings 5-34 definition 5-4 description 1-2 displaying archiving status 5-22, 5-24 file properties 5-24 general setting
Index installing Document Manager 5-2 RISS Lotus Notes Interface 4-2 RISS Outlook Interface 3-2 L letter, definition 6-5 Levenshtein distance between two words 6-7 list, access control, definition 1-3 literal query word, definition 6-6 logging in and out, RISS Web Interface 2-2 logical query expressions 6-9 M matching definition Boolean query expression 6-9 fuzzy word 6-7 literal word 6-6 proximity word sequence 6-9 query 6-2 simple word sequence 6-8 wildcards 6-6 word 6-6 similar words 6-7 Message ID, d
Index Q query definition 6-2 query criteria deleting 2-18 displaying saved criteria 2-17 saving 2-12 query expression definition 6-2 parsing 6-3 query field, definition 6-2 Query Manager button 2-3 query results displaying 2-9 displaying saved results 2-18 exporting 2-14 saving 2-13 sending 2-14 Query Results page 2-9 query results, deleting 2-19 queued files displaying 5-22 queuing files for archiving 5-8 R Reference Information Manager See RIM Reference Information Storage System See RISS refreshing Act
Index reports 5-26 toolbar, RISS Web Interface 2-3 troubleshooting Document Manager 5-43 RISS Outlook Interface 3-9 S saving email attachments in RISS Outlook Interface 3-6 query criteria 2-12 query results 2-13 Search Archive button, RISS Outlook Interface 3-3 Search for field, RISS Web Interface 2-3 search, definition 6-2 searching RISS Lotus Notes Interface 4-4 RISS Web Interface 2-5, 2-6 sending, query results 2-14 separator character, definition 6-4 setting up RISS Lotus Notes Interface 4-2 RISS Out
