#Search

The Search page is a place to search for every piece of your content that is managed by AvePoint Opus, and you can take certain actions on the search results.

The table below lists the content in each content source that will be synchronized to AvePoint Opus for search and management.

Content source	Content to be synced	Prerequisite
SharePoint Online	Items and documents within the lists/libraries where a classification column exists. Document sets and folders whose content types have the classification column.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Teams & Groups	Items and documents within the lists/libraries where a classification column exists. Document sets and folders whose content types have the classification column.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
OneDrive	Documents, document sets, and folders	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Exchange Online	Emails classified with a term	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
File System	Files and folders within the configured File System connections. Note that deactivated folders, together with the files within, will not be synced.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
SharePoint On-Premises	Items and documents within the lists/libraries where a classification column exists.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Azure File Share	Files and directories within the configured Azure File Share connections.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Box	Folders and files within the configured Box connections.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Google Drive	Folders and files. Note that though Google Drive allows up to 5 labels (terms) per file, AvePoint Opus will only synchronize one term per file: if any term has an associated rule, that specific term will be synchronized; if multiple terms have associated rules, among those terms, the most recently created term will be synchronized; if no terms have rules associated, the most recently created term will be synchronized.	You have run a Content synchronization for search job to ensure accurate and up-to-date search results within Opus.
Physical Records	Physical boxes, folders, records, and custom containers created or imported to Opus.	N/A
Connector	Records that have been submitted to AvePoint Opus via API.	You have submitted records to Opus via API.

#Search for Objects

There are two modes to search for objects: Simple search and Advanced search.

In a simple search, you can only use Name and Unique ID to search for objects. Enter a value in the text box and then click the Search button. Search results are displayed.

To set multiple search criteria, select Advanced search to access the Advanced search mode. You can choose up to 10 criteria to refine your object search, including metadata from physical records to locate physical content. Specify the logical relationship among your selected criteria by choosing either And or Or. Once your criteria are defined, click Search to view the results.

AvePoint Opus also supports using the wildcard * to search for objects. If the wildcard * is detected in your search conditions, AvePoint Opus will start an Offline search job to execute the search offline. You need to save your search conditions as a profile so that you can come back to view the search results once the Offline search job completes.

Additional Operations

You can click Manage columns to have the desired columns displayed in the table.

You can find the Sort () icon next to the column if the column supports sorting values.

Manage Profiles

You can save your search criteria as a profile so that you do not need to reset your search criteria each time. From the profile drop-down list, you can perform the following operations to manage a profile:

#Manage Search Results

After searching, you can manage the search results. Select one or more search results, and then the available actions will appear. Select an action to process the selected search results.

If you want to process all search results at one time, instead of scrolling through pages, you can click Select all search results below the table, and then click an action to bulk process the records. A Bulk action job will start.

*Note: To perform a bulk action on search results, the search results must be from the same content source and of the same type. You can use the Content source and Type search conditions to ensure this.

The table below lists the supported operations on the content within different content sources:

Operation	Supported Content Sources
View details	All
Export search results	All
Manage holds	All
Reclassify objects	All
Manage related records	SharePoint Online; Teams & Groups; Physical Records; SharePoint On-Premises
Move objects	SharePoint Online; Teams & Groups; OneDrive; Physical Records
Declare records	SharePoint Online; Teams & Groups; SharePoint On-Premises
Remove record declaration	SharePoint Online; Teams & Groups; SharePoint On-Premises
View activities of physical records	Physical Records
Manage access control of physical records	Physical Records
Edit properties of physical records	Physical Records
Delete physical records	Physical Records
Loan physical records	Physical Records
Return physical records	Physical Records

#View Details

To view details of an object, click the name link of the object to open the View details panel.

If the selected object has been archived, you can click Download to download the object to your local. If it is the first time you download an object since the archival, a download process will start after you click Download. You can go to Download center to view details and download the object. When the download process completes, you can also download the object by clicking Download here again.

#Export Search Results

To export search results, click Export search results. In the Export search results window, select the columns that you would like to include in the exported report, Only the displayed columns or All columns, and click Export.

An Export search results job will start, and you can navigate to Job monitor to view details. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download. A ZIP file will be downloaded to the default download location of your current browser. Extract the ZIP file to find the XLSX file in the name format of Search Results Report_Date.

#Manage Holds

You can create and manage holds for events such as ongoing litigation or investigation. The Hold feature enables you to prevent objects from being destroyed by Enforce rule actions jobs for a period of time.

Click Manage holds above the table to open the Manage holds window. All created holds are displayed. Click the title of a hold to view the objects where the hold has been placed and the hold release time of each object.

You can perform the following operations to manage holds.

Create a Hold

Complete the following steps to create a hold:

1. Click New. The Create hold window appears.

2. Hold title – Enter a name for the hold that you want to create. Generally, the title should identify information about the event.

3. Hold until – Configure a time frame when the hold will be released.

4. Comment – Enter an optional comment.

5. Click Save to save the configurations.

Edit a Hold

Complete the following steps to edit a hold:

1. Select a hold that you want to edit.

2. Click Edit.

3. Hold until – Modify the time frame to indicate when the hold will be released.

4. Comment – Modify the comment.

5. Click Save to save the configurations.

Extend a Hold

Complete the following steps to extend a hold:

1. Select a hold whose release date you want to extend.

2. Click Extend.

3. Configure a time frame to indicate how long the hold will be extended by.

4. Click Save to save the configurations.

Remove a Hold

To remove a hold, select the hold, and click Remove. The hold is removed from the objects where the hold has been placed.

Delete a Hold

To delete a hold, select the hold, and click Delete. If the hold has been placed on an object, the hold will be released from the object and then deleted from AvePoint Opus.

You can perform the following operations to perform hold actions on objects to prevent them from being destroyed by Enforce rule actions jobs for a period of time.

Place Object on Hold

To place an object on hold, refer to the following steps:

1. Select one or more objects from the table.

2. Click Place hold on the ribbon.

3. Choose to use an existing hold or create a new hold:

   • To use an existing hold, select a hold from the drop-down list. The settings of this hold are automatically displayed and cannot be modified.

   • To create a new hold, enter a hold title, configure a time frame to define when the hold will be released, and enter an optional comment.

4. Click Save to place the selected objects on hold.

Change Hold on Object

To change a hold that has been placed on an object, refer to the steps below:

1. Select the object where a hold has been placed.

2. Click Hold actions, and then select Change hold from the drop-down list. The Change hold window appears.

3. You can choose to create a new hold for the change or use an existing hold for the change.

4. After modifying the hold, click Save to change the hold.

Remove Hold from Object

To remove a hold from an object, refer to the steps below:

1. Select one or more objects where a hold has been placed.

2. Click Hold actions, and then select Remove hold from the drop-down list. The Remove hold window appears.

3. If multiple holds have been placed on the selected object, the holds are displayed with their release time. Select the holds that you want to remove from the selected object.

4. Click Save to remove the selected holds from the objects.

Extend Hold on Object

To extend a hold on an object, refer to the steps below:

1. Select one or more objects where a hold has been placed.

2. Click Hold actions, and then select Extend hold from the drop-down list.

3. Configure a time frame to indicate how long the hold will be extended by.

4. Click Save to extend the hold on the selected objects.

Add Hold to Object

To add a hold to an object, refer to the steps below:

1. Select one or more objects where a hold has been placed.

2. Click Hold actions, and then select Add hold from the drop-down list.

3. You can choose to create a new hold or use an existing hold.

4. Click Save to add the hold to the selected objects.

#Reclassify Objects

To reclassify objects using a new term, select the objects, and then click Reclassify above the table. In the Reclassify window, select a new term from the tree, enter a reason if needed, and then click Save to save the configuration.

If you select a folder (non-Google Drive content source), after selecting a new term and clicking Save, a window will pop up, where you can choose whether to Reclassify documents and folders within the folder and whether to Overwrite the existing term if an item has already been classified.

In Google Drive, each file can be assigned up to 5 labels (terms). If you select a folder of Google Drive, after selecting a new term and clicking Save, a window will pop up, where you can choose whether to Replace the existing term if an item has already been classified. This option will only replace the displayed term with the newly configured one, while keeping any other terms already applied to the file unchanged.

*Note: In Google Drive, reclassifying a folder applies a new classification only to the files insider the folder and its subfolders. The folder and subfolders themselves are not reclassified.

#Manage Related Records

To manage related records, select an object from the table, and then click Manage related records. In the Manage related records window, you can perform operations to manage related records for the object. To add related records, click Add related records. Search for the records that you want to add, select the records, and click Add. To view details of an added related record, click the name link. The View details panel appears on the right. To delete the added related records, select the records, and click Delete.

#Move Objects to a New Location

For detailed instructions on moving objects in different content sources, refer to Manage Rules.

#Declare Objects as Records

To declare SharePoint Online objects as SharePoint records, select the objects from the table, and click Declare as records above the table. Objects that have been declared as records are identified with a padlock symbol.

#Remove Record Declaration

After a SharePoint Online object is declared as a SharePoint record, you can click Remove record declaration above the table to remove the declaration from the record. The padlock symbol on the record will be removed.

#View Activities of Physical Records

To view the last 20 activities of a physical box, folder, or record, select the box, folder, or record, and click Activities to open the Activities panel.

#Manage Access Control of Physical Records

To manage access control for physical records, you can select the records, click the More actions () button and select Manage access control. In the prompted window, enter the names of users and groups that you want to allow to manage the records, and select one of the following options as the access control conflict resolution: Add the selected users or groups to the existing access control or Clear the existing access control and replace it with the updated settings.

#Edit Properties of Physical Records

To edit properties of physical records, you can select one or multiple objects of the same template, click the More actions () button and select Edit to edit properties of objects.

#Delete Physical Records

To delete physical records, select one or multiple objects of the same template, click the More actions () button, and then select Delete.

#Return Physical Records

As an end user in physical records management, if your records manager has granted you permission to return physical box/folder, you will be able to return the physical box or folder you have borrowed. If you do not have the permission to return physical box or folder, you can contact your records manager to help return it.

To return a physical box or folder, select the physical box or folder that needs to be returned, and click Return. The Currently held by column value is cleared.

#Loan Physical Records

As an end user in physical records management, if your records manager has granted you permission to submit loan request for physical box/folder, you can submit a loan request for one or multiple physical boxes and/or folders that you need.

To submit a loan request for physical box/folder, select the physical folder and/or physical box that you want to loan, and click Loan request. In the Loan request window, complete the following information and click Save to submit the loan request.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical box/folder will be available to you. The Currently held by column value indicates the user who is currently in possession of the physical box/folder.