W Venture, LLC MailView End User and Feature Documentation

Last Revision September 2012

Table of Contents
What is MailView ........................................................................................................................................... 3 The MailView Layout ..................................................................................................................................... 3 Search and Information Bar........................................................................................................................... 4 Client > Matter > Folder Breadcrumb ......................................................................................................... 4 Quick Search ............................................................................................................................................. 4 Include Full Text ........................................................................................................................................ 4 Clear All Searches and Filters.................................................................................................................... 5 Advanced Search ...................................................................................................................................... 5 Current Count / Total Count ........................................................................................................................ 5 Show Only My Items Filter ......................................................................................................................... 5 Expand Button ........................................................................................................................................... 5 Advanced Search .......................................................................................................................................... 6 Date Searching .......................................................................................................................................... 6 Date Join ................................................................................................................................................... 7 Metadata Searching ................................................................................................................................... 7 Metadata Join ............................................................................................................................................ 7 Full Text Searching .................................................................................................................................... 7 Full Text Join ............................................................................................................................................. 7 Search Terminology Syntax .......................................................................................................................... 8 Implied And................................................................................................................................................ 8 Explicit Or .................................................................................................................................................. 8 Quoted Phrase .......................................................................................................................................... 8 Automatic Wildcards .................................................................................................................................. 8 Results Grid .................................................................................................................................................. 9 Sorting Columns ........................................................................................................................................ 9 Resizing and Reordering Columns............................................................................................................. 9 Column Grouping....................................................................................................................................... 9 Filtering Documents ................................................................................................................................... 9 Paging ..................................................................................................................................................... 10 Selecting a Document .............................................................................................................................. 10 Tabbed Document Details Pane .................................................................................................................. 10 Preview .................................................................................................................................................... 10 Metadata................................................................................................................................................. 11 Full Text ................................................................................................................................................... 11 ARM Native Tabs..................................................................................................................................... 12 Tabbed Document Details Printing........................................................................................................... 12 Resizing the Tabbed Document Details Pane .......................................................................................... 12 Hold Functionality ........................................................................................................................................ 13 Viewing Holds .......................................................................................................................................... 13 Removing Documents From Hold ............................................................................................................ 13 Adding Documents to a New / Existing Hold ............................................................................................ 14 Page 2 of 14

What is MailView
MailView is a web application developed by W Venture that provides a rich user interface (UI) to the Autonomy Records Manager (ARM) system. One of the primary design goals for MailView is to provide an Outlook Like view of the documents in ARM. To that end, MailView shows lists of documents in a sortable, search-able grid with a quick responding preview pane.

The MailView Layout

MailView is split into three distinct sections. Search and Information Bar

Results Grid

Tabbed Document Details Pane Search and Information Bar Provides information about the collection of documents you are viewing as well as powerful search tools Results Grid A gird that presents sortable list of documents and their associated metadata. Clicking on a single document will select that document for more information in the lower panes, and double clicking will open the actual document. Tabbed Document Details Pane A set of tabbed views of the document data which are populated when you select a specific document in the Results Grid. Here you will see previews, detailed document profile data, full text search hits if they have been found, and even access to the ARM native web clients full functionality.

The functions of each of these sections are explained below:

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Search and Information Bar

Left Side

Client > Matter > Folder Breadcrumb

Advanced Search

Clear All Searches Client > Matter > Folder Breadcrumb And Filters The breadcrumb navigation shows what collection of information you are currently looking at. It is generally in the format: > > > > Client Number Client Name Matter Number Matter Name Redweld Name (if the folder is in a redweld) Folder Name

Quick Search

Include Full Text

Run Search

In the above example, you are viewing all of the documents in the Email folder of the Matter 00002 of Client 12344. MailView can show all of the documents in a folder, all the documents in a redweld and its child folders, as well as all documents in a matter regardless of the folder in which they reside. You will note that the Matter Number and Name above is a hyperlink, which means that when you click on it, you will be shown all of the documents for this matter regardless of the folder location in which they reside. This can be a very useful view of information if you have a very complex folder structure within a matter and you are not necessarily sure of which folder the document you are searching for has been placed. Note: MailView does not currently provide a view of all documents for a client.

Quick Search
The quick search box provides a fast search of all of the metadata for the documents in the collection. Typing in a search term will find the terms for any of the columns of data that MailView contains. To; From/Author; CC/BCC; Document Description; Subject; Origin. Note: some of these columns may not be displayed in your grid view based on layout choices by your organization. Typing some terms in this box and pressing enter, or clicking the Run Search button will execute the search and present you with only the documents that meet your criteria.

Include Full Text

Ticking this checkbox means that any term you type in the Quick Search box will also be searched for in the text of the document collection you are viewing. This is an OR type of search, so any document with either a metadata hit or a full text hit will be displayed in the grid. Full text searching takes longer than a metadata search alone, so default installation often is set to null. To run the search, check the box and press the Run Search button.

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Clear All Searches and Filters

Pressing this button will clear all search fields, including advanced search, as well as any filters that may have been applied to columns in the grid, and return the original view of all of the documents in the Folder or Matter collection.

Advanced Search
Clicking on this button will show the advanced search options which provide more targeted searching. This will be covered in more detail later in this document. Current Count Total Count Expand Button

Show Only My Items Filter

Right Side
Current Count / Total Count
On the right side, you will find a document count. The Total Count shows the total number of documents in the collection you are viewing at all times. When you run a search and/or apply a column filter, the Current Count will show you the number of documents that meet your criteria. In the above example, a search has been run where only 9 documents of the total 97 meet the search criteria.

Show Only My Items Filter

The my items filter provides a quick method of filtering the documents to only those that the current user has declared to ARM. This filter only shows documents that the user themselves have put in to the records system. If for example a secretary has delegate privileges to an attorney's mailbox, and the secretary does the filing, the secretary will be recorded as the user that has filed the document. This means the attorney checking this box would NOT see any documents if they apply this filter. In some installations, the Show Only My Items checkbox can be set to be on automatically in an attempt to provide users' with their own view of the document collection by default. If this is the way your system is configured, the words Show Only My Items will appear in red, to provide a visual cue that there may be more documents than what is initially displayed.

Expand Button
The expand button only appears when MailView is seen from within the Microsoft Outlook window. Because there are constraints on the space available to MailView within Outlook, clicking the expand button will open MailView into a new full screen web browser.

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Single Day or Date Range Filter

Calendar Drop Down

Quick Range Buttons Multiple Column Metadata

Date Join

Single Column Metadata

Metadata Join Full Text

Full Text Join

Advanced Search
The advanced search window provides powerful, targeted searching capabilities for the document collection you are currently viewing. It allows users to finely tune a combination of date, metadata, and full text searching. To run a search after entering any criteria, click the Run Search button. To clear out any previously entered criteria, press the Clear button. To close the box and not make any changes to your search, press the Cancel button.

Date Searching
The date section allows you to restrict your results to specific dates or date ranges. Entering a value in the Single Day box, will just return results for that one day. Entering a value in the From box will return any documents from the day chosen and all days afterward. Entering a value in the To box will return any documents on that day or any days earlier. By entering a value in both the From and To boxes, you are specifying a date range of documents to return. You cannot enter a To date that occurs before a From date and vice versa.

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The Quick Range Buttons, can be used to quickly populate the From field the date from one week ago, one month ago, or 6 months ago.

Date Join
The date join specifies how the date search is applied in association with any other search you specify for metadata or full text. When set to And, it will return results that meet the Metadata and Full Text criteria, but only fall within the date filter specified. When set to Or, all documents in the specified date range will be shown, as well as the documents that meet the specified metadata or full text criteria even if they do NOT fall in the chosen date range.

Metadata Searching
The metadata search allows you to enter specific metadata criteria and narrow it with additional targeted criteria. You may enter different values in more than one of the metadata fields to get the closest match to what you are looking for. The Any Column field is effectively the same as typing a search in the Quick Search box on the main page, and in fact, if you entered a search in this box and then open the Advanced Search field, that value appears in the Any Column field. The Any Address field will search the To, From/Author, and CC/BCC columns for the value you type. This is a quick way to look for anything related to a specific person's name. After the multiple field lookups, each visible text column on the grid will have a specific box that will just search that one column for data.

Metadata Join
The Metadata Join option specifies how the values you've entered into the metadata search section will be processed. If you specify And, then the document must meet all of the metadata search criteria you've specified. If you specify Or the document must meet at least one of the search criteria.

Full Text Searching

The criteria entered in the Full Text search box will return any document where the criteria entered is found in the text of a document in the collection. You can run a Full Text search only without specifying any other search criteria. You can run a Full Text search that has different terms from the metadata search fields specified. If you entered a search in the Quick Search field and clicked the checkbox to include Full Text, when you open the Advanced Search box, you will see the Full Text field is prefilled with the criteria from the Quick Search box.

Full Text Join

The Full Text specifies how the full search is applied in association with any other filters you specify for metadata or dates. When set to And, it will return results that return hits for Date And Metadata And Full Text searches. When set to Or it will return results that have Full Text hits or hits from the Metadata or Date sections.

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Search Terminology Syntax

Searching terminology with MailView is intended to be simple and intuitive. There are 4 basic concepts; Implied And, Explicit Or, Quoted Phrase, and Automatic Wildcards.

Implied And
If you type in several words into any text search box, it is assumed that there is an "AND" between them, but you are not necessarily looking for an exact phrase. What this means is that if type JOE SMITH into a quick search box, it's really searching for any field that matches JOE and SMITH. As a result, you will get a hit on the name SMITH, JOE as well as JOE SMITH. You may also explicitly type the and, but it is always implied.

Explicit Or
If you type in several words but separate them by typing the word OR between them, the text search will return any document that matches any of the words typed in. So if you type JOE OR SMITH, you will get a return on any document that has either of those words. So in addition to the SMITH, JOE and JOE SMITH results of the Implied And, you would also receive hits for JEFF SMITH and JOE ROGERS.

Quoted Phrase
Because of the implied and for searching, to find a specific phrase you surround it with quotation marks. So typing "JOE SMITH" will only return a hit for the exact phrase JOE SMITH. This is very similar to Google searching functionality. A quoted phrase can be combined to other phrases or words with an implied and or an explicit or. This means typing "JOE SMITH" or Rogers will return hits that contain JOE SMITH or ROGERS.

Automatic Wildcards
In order to make searching simple, MailView is generally configured to automatically place a wildcard character at the beginning and end of each searched word or quoted phrase for metadata searching. Any word that you search will be found even if it is in the middle of a word. For example searching for TIRE is searching for *TIRE* and will return a hit result for reTIREment. Searching for RETIRE will return hit result for RETIREment as well. Automatic Wildcarding for quoted phrases ensures that if the exact phrase is present in the middle of a longer string of text, that phrase will return a hit. So a search for JOE SMITH will return a hit in the subject line re: deposition meeting for JOE SMITH august 10th. Full Text searching automatic wildcarding can be configured separately from the metadata settings. Depending on the performance of your ARM full text search results, it may be configured to automatically wildcard both the start and end of each word or phrase (SLOWER) or just the end of each word or phrase (FASTER). Wildcarding only at the end of a phrase means that a search for TIRE will return a hit for TIREs, but not for reTIRE. You can always type your own wildcard values by typing an asterisk at the location you want to wildcard. Automatic Wildcarding is configurable by your system administrator, and in some cases, may be turned off in installations where the users are more familiar with advanced searching terminology.

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Results Grid
The results grid is the heart of MailView. The columns can be sorted, grouped, resized, reordered, and filtered. Clicking on a row in the grid selects the detailed information for that document, which will appear in the tabbed document details pane. Double clicking any document in the grid will open that document in its native format.

Sorting Columns
Clicking on the column title in the heading will sort the data in the grid in order by that column. Clicking again on that column title, will sort it again in the opposite direction. The column sort is indicated by a black triangle pointing down to indicate a descending order sort (Z to A, newest to oldest date) or pointing upward to indicate an ascending sort (A to Z, oldest to newest date). To sort by more than one column first click on the column title heading of the first column you wish to sort by, such as the From column. Then hold down the SHIFT key on the keyboard and click the column heading of the second column by which you wish to sort, such as Date.

Resizing and Reordering Columns

Rolling your cursor over the line between columns will change the cursor to a horizontal arrow, and if you click, you can drag the column edge to make it wider. Release the mouse button to finish setting the column width. To reorder columns, say to put the Date column between the To and From columns, click the column title heading and drag it to the left or right. You will see a shaded representation of the box move with your cursor. When you get to an area where you can drop the column, a vertical arrow will appear. Release the mouse button and the column will be repositioned.

Column Grouping
You can group the results by the discrete values in a column, rendering a tree of data. This is most useful when there are a number of similar values in one column. For example, when viewing a collection at the matter level, you can group by the folder to see the documents in their specific folders. To group by a specific folder, click on the column title heading, and drag it into the area that says, Drag column header here to group by that column, then release the mouse button. To expand a particular node, click the plus symbol. You can group up to two levels of columns, meaning, you can add one column then add a second group, within that column. Please note, that column grouping occurs on the web browser itself, and is very data intensive. It can take a long time for the web browser to process the grouping function on a large collection of documents.

Filtering Documents
Some columns can be filtered on the client side. Filtering is done to narrow down the collection of documents, even after performing a search. A filter can be applied by clicking on the funnel shaped icon in the column heading. When you do this, a discrete list of values Page 9 of 14

present in that column will appear. Selecting one of these values will immediately limit the list of documents in the results pane to only those that have that value. Filters are most effective on columns that have a large number of similar values in the column, such as folder or origin. When a column filter has been chosen, the funnel icon will appear as filled in with white in the column where the filter has been applied. You can apply filters on multiple columns. Column filters work with the data on the client side, so applying filters can take time. Often times, performing an advanced search will provide results faster.

Paging
Depending on the settings of MailView in your environment, you may see a paging bar at the bottom of the document grid. Paging will always be turned on if the document collection exceeds 20,000 documents in order to most efficiently display the collection of documents. The pager may appear as a collection of quick pages, where the pages appear as individual buttons: Or as Page buttons, with a drop down box allowing you to select a specific page:

If youve moved beyond the first page, and then choose an advanced search or apply a filter, it may appear that there are no documents returned. You should click on the First button to move back to the first page. At this time, MailView will not automatically move to the first page when you apply a new search, so the user will need to do so manually.

Selecting a Document
To select a document to see a preview or full text hit, or metadata information, click on a row in the grid. The row selected will highlight with a blue background.

Double clicking the row will cause a new web window to appear, and the download will begin from ARM.

Tabbed Document Details Pane

The tabbed document details pane gives you quick information about the document selected in the MailView Document Grid. The tabbed details include a web based preview, a metadata details tab, a full text highlight view if full text search hits are found, and also native ARM web views.

Preview
The preview tab is an html version of the original document in the repository. It view generator can and will create a preview of nearly any document type. These previews are Page 10 of 14

built the first time the document is selected in MailView, but are cached for a period of 1 to 3 months on the server once they preview has been generated. What this means is that for a large document, it may take 30 seconds to see the preview the first time, but every time you access the document after that, you should see the preview appear relatively quickly. Depending on the version of the viewer that is installed in your environment, you may see e-mail attachments as links in the preview pane. To view the attachment as a preview, simply click on the link. This functionality is available in ARM version 12.5 and beyond. Once you have followed a link, just right click in the frame and choose, Back to return to the previous page, or click off the selected document in the Grid, and click back onto the original document.

Metadata
The metadata tab shows the ocument details directly from the ARM native web client. You will be able to see any specific metadata details that have been configured by your ARM administrator.

Full Text
The full text tab is grayed out when the document selected has no full text hits present from a search. When a document does have full text hits from a search, the Full Text tab will show a view of the document and it's attachments that are generated by the dtSearch engine that is the basis of ARM full text searching. This Full Text preview will highlight the hits found in the document by coloring the hits in red, and putting a blue arrow before and after each found hit. Clicking on the blue arrow after the hit will jump you to the next hit within the document. Clicking on the blue arrow before the hit will jump you to the previous hit in the document. The preview that is generated for the full text preview is generated in memory by the server. What this means is that for very large documents, such as e-mails with many, many attachments, it is not possible to generate a full text preview without putting a serious strain on the server. However, for most reasonable sized documents, those generally 10MB and smaller, the preview will be generated by the dtSearch engine.

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When a preview includes attachments to e-mails, the document attachment portion is broken apart by a large grey line, and the document attachment name will appear in bold blue letters before showing the actual text of the attachment.

ARM Native Tabs

Another configuration option that is available in MailView is to present the user with one or more views of the ARM native web interface. The one that is most often presented is the ARM Folder View, which is the display of the ARM folder search for the matter to which the selected MailView collection belongs. The advantage of presenting this ARM view to the end user is that this ARM web interface is still completely functional. So if your organization has implemented the request for delivery of physical files via the ARM web application, that request functionality will continue to work. Likewise, users with rights to edit descriptions, or apply security can also access this native functionality, all without having to leave the original MailView container.

Tabbed Document Details Printing

A print button is present on the right side of the Tabbed Details Pane. Pressing this button will send the currently selected tab to the printer for printing.

Resizing the Tabbed Document Details Pane

Between the Results Grid and the Tabbed Document Details Pane, there is a blue bar which can be moved up and down in order to make the Document Details Pane larger or smaller, depending on which direction you drag it. In the middle of the blue bar is a grey button with a downward pointing arrow. Clicking on this button will collapse the Tabbed Document Details Pane completely, leaving only the Results Grid showing. When the Tabbed Document Details Pane is collapsed, there will be a grey button with an upward pointing arrow that will expand the Tabbed Document Details pane again.

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Hold Functionality
When enabled by the administrator, MailView allows the user to work with the native hold functionality of ARM. Creating new holds, adding documents to holds, removing documents from holds, and viewing hold document contents.

Viewing Holds
Upon accessing the MailView home page, if the administrator has given the user rights, the user will see a list of active holds in the center section of the page. Clicking the Open button will open the MailView grid view of the documents within the selected hold. Note that MailView will only show the documents that have been specifically added to the hold. If the containing folder was added to a hold, but not the individual documents, then the documents will not appear in grid view of the Hold. You are able to tell that you are viewing a hold collection by looking at the breadcrumb in the upper left of the screen. It will say HOLD {hold name}. All of the search functionality from the other views of MailView continue to work in this hold view, including full text searching. The hold view also honors all security restrictions set in ARM.

Removing Documents From Hold

When the user is viewing the contents of a hold, if the administrator has given the user rights, the user will have the ability to remove documents from the hold. This is done by first selecting the checkbox next to the document(s) to remove. The user can perform this action by first executing a search and then clicking the Select(All) header in the checkbox column. Once the user has selected the documents they wish to remove, they then click the Hold button near the top middle of the page. (Note the button does not appear if the user does not have rights to Add or Remove documents from Hold). The hold menu appears. To remove the documents, just click the Remove From Hold button. When the removal is complete, a confirmation window is shown informing the user of the number of documents that have been removed from the hold.

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Adding Documents to a New / Existing Hold

If a user has been given by rights by the administrator to Add Documents to a Hold or Create a New Hold, on any grid view of MailView, the user will see the Hold button appear at the top of the page in MailView. Likewise, the user will also be able to view the Select Column in the MailView grid. The Hold button works in conjunction with the Select checkbox column. Any document selected by checking the checkbox in this column will be added to the hold. Once documents have been selected to add to a hold (generally after a search has been performed), the user presses the Hold button in the top section to reveal the Hold Function Menu. If a user has just Add To Existing Hold rights, their Hold Menu will look like the picture to the right: To add an item to an existing hold, the user will select the hold the wish to use from the drop down menu and then press the Add To Hold button. They will be given a confirmation of the count of the documents added to the hold they selected. If the user has Create New Hold Rights in addition to Add To Existing Hold Rights, their Hold Menu will look like the following:

If the user wishes to add the selected documents to an existing hold, the choose the Add To Existing radio button and select the correct hold, just as above. Then they press the Add To Hold button. They will be given a confirmation of the count of the documents added to the hold they selected. If the user wishes to create a new hold for these documents, they must select the Create New Hold radio button. Then they must specify a Hold Number (Does not have to be a number, generally is a date code). A Hold Name, which is the name that will appear in the drop down menus. They must also select a Hold Type from the drop down menu. Any of these values can later be modified in the ARM full client. Once these fields are filled in, the user presses the Add Add To Hold button. The new hold will be created and the user notified of the count of documents and the hold id.

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