Reviewing Search Results

How search results are displayed may vary depending on the settings configured by your administrator. Results generally contain basic information, such as title, file location, and file type. More detailed search results may include a brief description of documents, emails, email attachments, and file metadata. From the results page, previews are available and certain actions may be performed on the file. Enrichment tags can be viewed and edited with the Enrichment view enabled.

Viewing Search Results

Search results can include documents, emails, and email attachments. Depending on the search criteria, attachments without their respective email may be returned. For example, if you search for a keyword that appears in an email attachment, but not the email, only the attachment is returned.

Color-coded Result Tags

Discovery Search results are displayed with color-coded tags based on the metadata of the search result. For example, draft documents can be displayed with a blue tag, while spreadsheets can be displayed with a green tag. These tags can help quickly identify types of files within your Discovery Search results.

The colors and their associated tag values are configured by your Discovery Search administrator in Result tags.

Using the Enrichment View

If configured by your administrator, you have access to the Enrichment view. This view can be optionally enabled by you on the Search results page.

The Enrichment view displays the Enrichment tags column on the right side of the search results page. All tags that have been created and enabled by your administrator are available to add to or remove from files. Tags are useful for quickly searching for and identifying items in a search result list.

Enrichment tags are visible and searchable in Discovery Search, Cognitive Suite, and the Visualizer. These tags do not affect the original file.

Enabling the Enrichment View

To enable this feature, move the Enrichment view slider (located next to the user profile, top right corner) to the right.

Selecting Items

Select one, multiple or all items using the checkboxes on the left side of the item list.

Selecting All Items

Select all items by checking the checkbox in the header row of the item list. This will select all items that are loaded on the screen, up to a maximum count of 200.

Editing Tags

A record of any Tag updates is written to an audit index, including who updated, which document was updated, when was it updated, current tag(s), added tag(s), and removed tag(s).

1. On the search results page, select one or more items

2. At the top of the search results list, click Edit Tags

3. In the dropdown, select Add tags or Remove tags

4. In the right-side panel that opened, select tags to add or remove

5. Click Save changes

Opening Items

Opening a Document

Depending upon what has been configured by your administrator, Discovery Search supports various actions when clicking on a search result. These options are dependent upon whether the result is from a file share or an Enterprise Content Management (ECM) solution.

If a document returned in a search result is located in a file share, Discovery Search supports four types of actions when you click the filename link in a search result.

This setting is configured by your Discovery Search administrator in File system settings.

For the open-browser option, certain file types cannot be opened in modern browsers and may result in the file downloading instead.

The open-protocol option is available if the Shinydocs Protocol has been installed by your administrator.

ECM options

Discovery Search supports the default action of the ECM solution when users click the filename link of a search result. For example, with OpenText™ Content Server, clicking a search result that resides in Content Server takes you to that item in Content Server. 

Opening an Email

1. Click the email filename link in the Search result list

2. When prompted, log into Outlook

3. The email, with its attachment(s) if applicable, displays

Opening an Email Attachment

1. Click on the attachment filename link in the Search result list

2. When prompted, log into Outlook

3. The email with its attachment(s) displays

Previewing Items

Discovery Search includes a built-in Previewer that allows you to preview files and their respective metadata that is returned with a search result.

If enabled, turn off the Enrichment view to use the Previewer.

Previewing a Document

Click the result card (not the filename link) of the document returned from a search result to display the Previewer.

Supported Document file types in the Previewer

Previewing an Email or Email Attachment

Click the result card (not the filename link) of the email or attachment in the search result list to display the Previewer.

The email body content or attachment content is displayed in plain text in the Previewer.

Loading Email Conversations

You can have Discovery Search return only the results of a specific conversation. Access this feature from the Previewer.

1. Select the card of the email or attachment you want to narrow your focus down to

2. In the top-right corner of the Previewer, over the metadata panel, click Load Conversation

3. A new browser tab (or window) opens a new Search with the conversation ID number automatically populated in the Search field

4. Discovery Search returns items only belonging to the conversation ID

Navigating in the Previewer

You can change your view of the document or email you are previewing using the navigation buttons located at the top to do the following:

• Jump to a different, next, or previous page

• Rotate the view

• Zoom in or out

Viewing Metadata of Items

The Previewer displays metadata of documents, emails, and email attachments in the right side panel (for example, Location, Size, Created Date, and Modified Date). Typical metadata fields for emails include (but is not limited to) Subject, From, To, and Attachments. Metadata displayed for email attachments matches those of the email.

The displayed metadata fields can be customized by your Discovery Search administrator in Templates.

Removing sensitive items from search results

If configured by your administrator, you may report an item that should not be displayed in the future.

A record of the Report Document action is written to an audit index, including who reported, which document was reported, when was it reported, and the reason for reporting.

Reporting an Item

1. Access the Previewer for the item

2. In the right side panel, under the file metadata, click Report Document

3. Select the reason from the options list

4. Click Next

5. Confirm by clicking Report

Once reported, the item is hidden from future search results.