Advanced Search Feature

The GoldFynch Advanced Search feature is a powerful tool that makes use of logical operators like 'AND,' 'OR,' and 'NOT' to group together multiple search queries ("conditions") and produce refined search results. It gives you the to ability quickly search through the contents and metadata of files of numerous file formats. These complex queries can be saved for future reference and even shared with collaborators.

You can perform an advanced search from both the upper search bar or by clicking into the 'Advanced Search' view.

Using the 'Advanced Search' view

To access the Advanced Search view, click on the Advanced Search button from the left menu.

Advanced Search view

When you perform a search from the 'Advanced Search' view, you do so by building a search query using conditions, and linking the conditions together in groups using the query operators: "AND," "OR," and "NOT."

Each condition consists of:

  1. The parameter that you are searching by (e.g. by the "subject" line of emails, or the "type" of files)
  2. The corresponding value that you are looking for (e.g. the subject line "Revisions," or the file type "PDF".)
  3. Some conditions have connectors (e.g. "pages < 15"))

Groups determine the ways your conditions combine, and this will determine what your search query will look for as it searches through your files.

To build a search query, click on the dotted text box to add conditions and drag the query operators AND, OR, and NOT, which are found on the far right of the screen, into the query builder space to build your query. You can also:

Running an advanced search

Starting with the basics

A basic search can be performed using just a single Condition without using any other logical connectors.

To search for a word or term:

Step 1. Click the 'Advanced Search' view in the left pane

Step 2. Click on the Create New Search button to create a new search query. Notice that there is a warning symbol displayed alongside the default condition present in the query builder area. This is because we don't have a completed condition.

Creating a new search

Note: The warning message for the empty condition will be visible if you hover over the condition

Step 3. Click anywhere in the condition box. Alternatively, you can click on the 'edit' icon (the pencil, visible when you hover over the condition box) against the 'Body CONTAINS' text.

Step 4. Select the parameter, select the operator and then type a term to search for in the 'value' field

Creating a Condition

Step 5. Click the search execute button to run the query. In the example below, a query is run to find the word 'insurance'.

Run the search with your completed query.

2. Save Searches

GoldFynch allows you to name and save your search queries. Saving searches allows you to:

Here's how to save searches:

  1. After creating your search, click on the red text under the search bar and give it a name

    Name your search

  2. Click on the save or the save as... buttons to save the search

    Save your search

To load searches:

  1. Click on the open button to see a list of saved searches that you can choose from

    Open list of saved searches

  2. Click on a saved search to load it. Note that your current search will be discarded

    Load a search

Note: Saved searches can also be loaded in the 'Search' view. Click here to learn more about using saved searches in the 'Search' view

To delete saved searches:

  1. Load the saved search you wish to delete

  2. Click on the Delete button

    Delete a saved search

  3. Confirm the deletion in the overlay that appears

Alternatively, you can also delete a saved search directly from the list of saved searches. To do so:

  1. Click on the open button to view the list of saved searches

  2. Click on the delete icon (trashcan) against the saved search you wish to delete

    Delete from the list of saved searches

  3. Click on the Delete! button to confirm the deletion

    Confirm deletion

3. Undo and Redo

If you have made a change to your search query that you want to undo, you can use the undo button. Similarly, to revert to a change that you'd made before using undo, you can use the redo button.

Undo and Redo can save you a lot of time while building and editing complex queries

Undo and Redo functions

Advanced Functions

Searching against other parameters

To search against a particular parameter:

  1. Click anywhere on the empty condition box

  2. Click on "body" to open a drop-down list that will contain the different search parameters you can search against (by default this is "body")

  3. Based on the type of parameter, you will need to provide a value to search against by entering text, selecting a date, or picking an item from the drop-down menu.

Here is an example using the 'tags' parameter:

Select a tag

  1. Select 'tags' from the 'type' drop-down list
  2. The value field (on the right) will automatically populate with all available tags, out of which you will need to select one
  3. Start typing the name of the tag in the value field to filter the tags OR click on the name of the tag in the drop-down
  4. When the tag is selected, the query string is now created and the warning message disappears. In the image below we create a search query for files with the tag 'Documentation'. The tag query in the preview will be "tags = Documentation"

    Valid search query

  5. Click the search execute button to run the query

Making complex queries

You can also create compound searches with multiple search parameters by adding new conditions, connecting them with operators, and sorting them into groups:

Creating a new condition

Create a new condition

Inclusion of New Condition

Note: To edit any condition you can either click anywhere in the condition box or click on the edit icon (the pencil) that appears when you hover over the condition box

Creating a new group

Create a new group

Add condition to group

Add a group to a condition

Raise a group's level

Taking the earlier example of creating a new condition and building off of it, we can make a complex query like the one below:

Creating new groups and relocating conditions

1 - From the simple query "body CONTAINS Categorization" (Condition 1), a new condition (Condition 2) of "type = docx" was created by clicking on the + Click to add condition text in the query builder area (the parameter 'type' with a value of 'docx' was selected)

2 - A new group (Group 2) was created by dragging and dropping the "OR" logical operator around the "type = docx". Another condition was added to the new group by clicking on the + Click to add condition text in the new group. The parameter 'tags' and the value 'Documentation' were selected for this condition.

NOTE: Group 1 is not mentioned in the query preview or referred to in the example. It is the container group that is present for every query and represents the query as a whole.

Logical Operators

Using the 'tags' parameter, in the following example, we create a compound tag query for all items in the case that have tags 'Documentation', are word documents (by setting the 'type' parameter to 'docx') and the number of pages is greater than 5.

Compound query with 3 conditions

Choosing NOT as the logical operator allows you to search for items that do not have the entered tag attached to them. In the example below, when the search is executed, all items that do not have the tag "Confidential-Attorneys Eyes Only" attached to them will be returned in the search results. This is particularly useful when you want to search only through documents that do not contain tags for documents marked "confidential" or "privileged".

An inverted tag search that returns all items that do not have the tag 'Confidential-Attorneys Eyes Only'

Using complex operators

The advanced search lets you include multiple values against a single parameter without having to create a new condition for each one. This is done through complex operators, and in effect works just like a group of conditions connected with "OR" and "AND" operators.

For example, if you would like the search to retrieve all documents that have any one of the following tags Documentation, From Zips, or Important. You can do so with a single condition using the "IS ANY OF" operator rather than framing three conditions for each tag type that will be connected with the "OR" operator.

Retrieve multiple tags with 'IS-ANY-OF'

Constructing a condition using the 'IS ANY OF' complex operator

Using the example given above, the steps for constructing the condition are:

  1. Select 'tags' from the parameter drop-down list
  2. Select 'IS ANY OF' from the operator drop-down list
  3. Click on the +Add Value button and then select the tag type, repeat this till all the values have been included
  4. Execute the search

Create Search with IS-ANY-OF

In the case of searching for entered text (like finding the words in the content of files), the +Add Value box will give you a text box to enter the word(s) into. This is much faster than having to make multiple conditions, setting them to the "body" parameter, entering the values into each condition's value box, and combining them with the "OR" operator*

For example, if you would like the search to retrieve all files that contain any one of the following values 'email data', 'open file' or 'create case'. Instead of constructing three conditions for each value and then connecting them with the "OR" operator, you can do this with a single condition using the "CONTAINS ANY OF" operator.

Constructing a condition using the 'CONTAINS-ANY-OF' complex operator

The steps for constructing a search using the 'CONTAINS-ANY-OF' operator are very similar to the 'IS-ANY-OF', the only difference being that there are two ways you can enter the multiple values to be searched against.

Method 1 - Using the +Add Value button

  1. Click on the '+Add Value' button and enter the value, repeat this till all the values are entered.

    Using the Contains-Any-Of Operator

Method 2 - Using the Bulk Edit Values button

  1. Click on the Bulk Edit Values button

    Select Bulk Edit Values

  2. Enter all the values into the Bulk Edit screen overlay. The values should either separated by a comma or in a new line.

    Enter multiple values

    Note: The values do not need to be enclosed in quotes while entering them in the Bulk edit overlay

  3. Click on the Save button in the bulk edit screen overlay.

    Save Bulk Edit Values

The following are the list of complex operators that can be found in the advanced search function:

Note: The complex operators with the 'Contains' keyword will be applicable for the parameters 'body' and 'subject'. Those with the 'IS' keyword will be applicable for all other parameters excluding 'child-count', 'attachment-depth', and all the date-based parameters.

Click here to learn more about Complex Operators

Using the slop search function

Adding a slop value to a phrase search using the 'body', 'subject' or 'name' parameters increases the flexibility of the search: GoldFynch finds documents that contain all the words in your phrase query, and then check how many times a word will need to be moved to get an exact match with the queried phrase. If the distance is less than or equal to the slop value, those documents are then included in the results of the search.

To use the slop function:

  1. Select the 'body', 'subject' or 'name' parameter in the 'Advanced Search' view
  2. Enter the phrase you wish to perform the search for in the 'value' field
  3. Enter the slop value you wish to search with, in the box on the right of the 'value' field
  4. Click the search execute button to run the query

Enter your slop value along with the phrase to be queried against 'body' or 'search'

At a slop value of 0, words will need to match your search query exactly. There are no exact matches in this case:

Slop value of 0 in this case yields no results

Searching with a slop value of 1, in this case, produces 1 result, with the queried phrase's words separated by 1 word:

Searching with slop value of 1 gives 1 result here

Raising the slop value to 3 sets a broader search range:

Slop value of 3 allows for 3 words between the queried phrase's words

Learn more about how to use the slop search function here.

Performing an advanced search directly from the search bar can make searching for files much faster than using the Advanced Search view. Here, you need to type out the query into the search bar at the top of the screen. The queries will be identical to the queries generated from the 'query preview' section of the Advanced Search view.

  1. Begin typing in the search bar at the top of the screen

Select Advanced Search tab

  1. Select the 'Advanced Search' tab in the drop-down menu that appears under the search bar
  2. Continue typing your query in the search bar till it is complete
  3. Hit the return key to perform the search

As you type out your search query, GoldFynch tracks whether your query up till that point is valid, and provides you with the available options to complete the query.

The information contained by the Advanced Search tab can be broken into:

Advanced search bar prompts

1. Error information

Identifying syntax errors

2. Expected text

Add a slop value in a search bar advanced search

Location of parse error

Parse error after operators and before search values

Load a search

Search Parameters List

General parameters

Email-specific metadata parameters

Correct usage for email metadata parameters - full email address Correct usage
Wrong usage for email metadata parameters - incomplete email (.com is missing) Incomplete email address - not '.com'

Wrong usage for email metadata parameters - incomplete email (no name before @) Incomplete email address - no name