Data Discovery & Risk Insights 25.1.0 Help Center

# Search builder

Use the advanced search builder to build targeted searches using available metadata and keywords. The search builder criteria includes all criteria available in the filter search, as well as additional criteria. With the search builder, you can control whether to include any, all, or none of the criteria you define.

If you had any search criteria set from a previous filtered search, using the search builder clears the filter criteria and uses only the criteria defined in the search builder.

TIP: For information on keyword syntax, see Keyword search syntax.

To build a search

1. At the top of the content list, click > New Search.

   The Search Builder dialog opens.

2. Define your search criteria.

   To add criteria to the desired section, click the add icon () and complete the details as applicable.

   Field | Description | Search examples
   --- | --- | ---
   Text Keywords | Type the desired keywords. TIP: Click the add icon to add an additional keyword field. Matches all indexed text fields and content. The keyword search supports Boolean syntax, wildcards, phrases and proximity searches. NOTE: The text keyword search is ANDed with any additional options selected in the search builder. | (“company declared bankruptcy” AND "Smith and Jones") OR "ric?ard smith*"
   ANY of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level. | Create Date > By date range From <date> to <date> OR File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date>
   ALL of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level. | Create Date > By date range From <date> to <date> AND File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date> AND File types TXT, XLS.
   For multiple-value fields, items of each metadata type in the list are combined with the OR operator, then combined with any other metadata fields with the AND operator. | (Create Date > By date range From <date> to <date>) AND (File types TXT OR XLS) AND (Holds "myHold1" OR "Hold2") (Create Date > By date range From <date> to <date>) AND (Tags "tag01" OR "tag02") In this example, "tag01" and "tag02" are defined in a single Tags field. (Create Date > By date range From <date> to <date>) AND (Tags "tag01") AND (Tags "tag02") In this example, "tag01" and "tag02" are defined in separate Tags fields.
   NONE of the following | Add one or more criterion and define the specific values that, if matched, are excluded from the results. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level. Selecting NONE of the following excludes the criteria from the search results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

3. Click Search.

   The content list displays the results matching the search criteria. The VIEWING box above the filter panel displays the first defined criteria of search query.

   Hover over the VIEWING box to display a tooltip of the entire search query.

Search builder field behavior

- Date Range fields. To enter dates in the Date Range items, enter the dates or select the dates from the calendar.

  From and To. Define the start (From) and end (To) dates.

  The following criteria applies when defining start and end dates:

  - Start date only. When only the start date is defined, new items are accepted as long as their start date is on or after the specified date.

  - End date only. When only the end date is defined, new items are accepted as long as their end date is on or before the specified date.

  - No start or end dates. When no dates are defined, there is no filter applied to the data. All current and future data is included.

- Multiple-value fields.

  For fields that allow multiple values, for example, Holds, as you enter a string in the field, the interface displays values matching the string. The interface matches with values occurring anywhere within the string.

  - Press Enter to add a value to the list of values in the field.

  - Click X to remove a value from the field.

  For fields that do not automatically provide suggestions as you type, values you enter are treated as an exact match (combined with AND) unless you use the OR operator.

- Boolean fields. For fields that specify whether an item is included or not, select the appropriate response.

  For example, for the Are Items in Workbook? field, select the appropriate response.

- Metadata fields that accept full text searches. For metadata fields that accept full text searches, enter the search expressions.

  Each separate metadata field type that you select is added to the initial criteria as an AND clause.

  For example:

  Subject title: ("Project x" OR "Project y") AND "do not forward"

  From: aaaronson@myCompany.com OR aaronson*@* OR aaron* NEAR3 aaronson

  To: *@myCompany.com

  Body: (Classified OR "top secret") AND (country OR government)

To edit the current search builder criteria

1. At the top of the content list, click Search > Edit Criteria.

   The Search Builder dialog opens.

2. Edit the criteria as desired.

3. When completed, click SEARCH.

   The content list updates to reflect the new search criteria.

To clear all of the search builder criteria

1. In the VIEWING box, click the remove icon ().

2. In the confirmation dialog, click YES to confirm the action.

   The search criteria is cleared and the content list is reset to show all data.

Copyright 2019-2025 Open Text
Version 25.1.0 | Last updated February 2025
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