GridBank Web Access Administrator Manual 5.0

GridBank Web Access 5.
0
Administrator's Guide
GridBank Data Management Platform

GridBank Web Access 5.0 Administrator’s Guide
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Revision 5.0.1 January 2016 Created by: IP
ii
Preface
Overview
This manual provides all the information necessary for you as a GridBank administrator to use GridBank Web
Access. It includes comprehensive step-by-step instructions on important tasks, such as how to launch GridBank
Web Access, manage datasets, mailbox and PST archives, how to ingest files and search into GridBank
system.
Audience
This manual is intended for use by end users wishing to maintain and manage their important files and mail over
the Internet. It assumes some familiarity with Internet Explorer or other Web browsers.
Additional Documentation
See the following documentation for information about GridBank related subjects:
“GridBank Web Access 5.0 User Manual”

Provides brief information about the operations that GridBank regular users can perform with their mail and files
in GWA.
“GridBank E-Discovery 5.0 Getting Started Guide”

Provides information about the main e-discovery operations, which members of Administrators, E-Discovery and
Auditors Group can perform in GridBank Web Access.
3
Summary of Chapters
Chapter Summary
1. Quick Tour of GridBank Web Access Introduces the main features of GridBank
Web Access and its interface.
2. GWA Working Modes and Users Provides information about the main GWA
working modes.
Provides information about how to manage in

3. GWA Mail Management in
GridBank your archived mailbox and PST
Administrator’s Account
archives using GridBank Web Access.
4. GWA Mail Management in Added Provides information about how to manage in

User’s Account GridBank added user’s archived mailbox and
PST archives using GridBank Web Access.
5. GWA Files Management in Describes how to create datasets, upload

Administrator’s Account files into datasets and download datasets
content in your account.
6. GWA Files Management in Added Describes how to create datasets, upload

User’s Account files into datasets and download datasets
content in added user’s account.
7. GWA Search Management Describes how to run and manage search

operations in GWA.
8. GWA Briefcases Management Describes how to manage your briefcases in

GWA.
Appendix A: GWA Search Formats Provides information about file and email
search formats GridBank supports.
Appendix B: Search Symbols and Provides information about search symbols

Operators and operators GridBank supports.
Appendix C: Glossary Provides a glossary of terms and

abbreviations.
Index Provides an alphabetical list with specific

information and its location in the present
4
Conventions
Convention Description
Bold Names of applications, wizard screens, buttons, field names, menu

items, dialog boxes and highlighted phrases to note.
Italic Book, white paper and published vendor papers.
Bold italic Chapter or section name cross-reference.
Abbreviations
Abbreviation Description
GWA GridBank Web Access
5
Contents
PREFACE ........................................................................................................................................................................................ 3
OVERVIEW.............................................................................................................................................................................................. 3
AUDIENCE .............................................................................................................................................................................................. 3
ADDITIONAL DOCUMENTATION ................................................................................................................................................................. 3
SUMMARY OF CHAPTERS .......................................................................................................................................................................... 4
CONVENTIONS......................................................................................................................................................................................... 5
ABBREVIATIONS....................................................................................................................................................................................... 5
1. QUICK TOUR OF GRIDBANK WEB ACCESS .............................................................................................................................. 16
INTRODUCTION TO GRIDBANK WEB ACCESS .............................................................................................................................................. 17

GWA IMPORTANT REQUIREMENTS.......................................................................................................................................................... 17
Software Requirements ............................................................................................................................................................... 17
Download Accelerators................................................................................................................................................................ 18
LOG IN TO GRIDBANK WEB ACCESS.......................................................................................................................................................... 18
GRIDBANK WEB ACCESS USER INTERFACE................................................................................................................................................. 18
Main Header................................................................................................................................................................................. 19
Main Menu ................................................................................................................................................................................... 19
Secondary Menus......................................................................................................................................................................... 20
Central Section ............................................................................................................................................................................. 21
2. GWA WORKING MODES AND USERS ..................................................................................................................................... 25
INTRODUCTION TO GWA WORKING MODES AND USERS ............................................................................................................................ 26

GWA ADMINISTRATOR WORKING MODE................................................................................................................................................. 26
3. GWA MAIL MANAGEMENT IN ADMINISTRATOR’S ACCOUNT .............................................................................................. 29
INTRODUCTION TO GRIDBANK MAIL MANAGEMENT .................................................................................................................................. 31

MANAGE YOUR MAILBOX ARCHIVES IN GRIDBANK WEB ACCESS ................................................................................................................. 31
View the Mail Tab Options .......................................................................................................................................................... 31
View Your Mailbox Archives ........................................................................................................................................................ 32
View Folders of Your Mailbox Archive......................................................................................................................................... 32
View the Content of Your Mailbox Archive Folder...................................................................................................................... 32
Order the Content of Your Mailbox Archive Folder .................................................................................................................... 33
View the Content of Your Mailbox Archive Email ....................................................................................................................... 33
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Save Your Mailbox Archive Email ................................................................................................................................................ 34

Add an Email from Your Mailbox Archive to Your Briefcase ...................................................................................................... 34
Manage Tags of Your Mailbox Archive Emails ........................................................................................................................... 35
Add a Tag to Your Mailbox Archive Email ......................................................................................................................................................35
Edit a Tag of Your Mailbox Archive Email.......................................................................................................................................................36
Remove a Tag from Your Mailbox Archive Email ..........................................................................................................................................37
Export Your Mailbox Archive to a PST File .................................................................................................................................. 37
Search Your Mailbox Archive Emails ........................................................................................................................................... 38
Cancel Search in Your Mailbox Archive Folder............................................................................................................................ 41
Save Your Mailbox Archive Folder Search Results ...................................................................................................................... 41
MANAGE YOUR PST ARCHIVES................................................................................................................................................................ 42
View Your PST Archives ................................................................................................................................................................ 42
View the Folders of Your PST Archives ........................................................................................................................................ 43
View the Content of Your PST Archive Folder ............................................................................................................................. 43
Order the Content of Your PST Archive Folder ............................................................................................................................ 44
View the Content of Your PST Archive Email .............................................................................................................................. 45
Save Your PST Archive Email........................................................................................................................................................ 45
Add an Email from Your PST Archive to Your Briefcase.............................................................................................................. 46
Manage the Tags of Your PST Archive Emails ............................................................................................................................ 46
Add a Tag to Your PST Archive Email..............................................................................................................................................................47
Edit a Tag of Your PST Archive Email ..............................................................................................................................................................48
Remove a Tag of Your PST Archive Email .......................................................................................................................................................48
Search for Your PST Archive Emails ............................................................................................................................................. 48
Cancel Search in Your PST Archive Folder ................................................................................................................................... 51
Save Your PST Archive Folder Search Results.............................................................................................................................. 51
MANAGE JOURNALING VAULTS MAILBOXES .............................................................................................................................................. 52
View Journaling Vaults Mailboxes............................................................................................................................................... 52
View Folders of Journaling Vaults Mailboxes ............................................................................................................................. 53
View the Content of a Journaling Vaults Folder ......................................................................................................................... 53
Order the Content of a Journaling Vaults Folder ........................................................................................................................ 54
View the Content of a Journaling Vaults Email........................................................................................................................... 55
Save a Journaling Vaults Email .................................................................................................................................................... 55
Add an Email from a Journaling Vaults Mailbox to Your Briefcase ........................................................................................... 56
Manage the Tags of Journaling Vaults Emails............................................................................................................................ 56
Add a Tag to a Journaling Vaults Email...........................................................................................................................................................57
Edit a Tag of a Journaling Vaults Email ...........................................................................................................................................................58
Remove a Tag of a Journaling Vaults Email....................................................................................................................................................58
Perform Email Search in a Journaling Vaults Mailbox ............................................................................................................... 58
Save Journaling Vaults Search Results ........................................................................................................................................ 61
Export a Journaling Vault Mailbox to a PST File ......................................................................................................................... 62
ACCESS EMAILS OF OTHER GRIDBANK USERS............................................................................................................................................. 63
View the Emails of Other GridBank Users’ Mailbox Archives .................................................................................................... 63
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4. GWA MAIL MANAGEMENT IN ADDED USER’S ACCOUNT...................................................................................................... 64
ADD A USER ACCOUNT IN MAIL TREE VIEW............................................................................................................................................... 66

MANAGE THE MAILBOX ARCHIVES OF AN ADDED USER............................................................................................................................... 67
View the Mailbox Archives of an Added User............................................................................................................................. 67
View the Folders of a Mailbox Archive of an Added User .......................................................................................................... 67
View the Content of a Mailbox Archive Folder of an Added User.............................................................................................. 68
Order the Content of a Mailbox Archive Folder of an Added User ............................................................................................ 68
View the Content of an Email of an Added User ........................................................................................................................ 69
Save a Mailbox Archive Email of an Added User ........................................................................................................................ 69
Add an Email from a Mailbox Archive of an Added User to a Briefcase ................................................................................... 70
Manage the Tags of a Mailbox Archive Email of an Added User .............................................................................................. 70
Add a Tag to a Mailbox Archive Email of an Added User ..............................................................................................................................71
Edit a Tag of a Mailbox Archive Email of an Added User...............................................................................................................................72
Remove a Tag of a Mailbox Archive Email of an Added User .......................................................................................................................72
Export Mailbox Archive of an Added User to a PST File ............................................................................................................. 73
Search for Mailbox Archive Emails of an Added User ................................................................................................................ 73
Cancel Search in a Mailbox Archive Folder of an Added User.................................................................................................... 76
Save Search Results of a Mailbox Archive Folder of an Added User.......................................................................................... 76
MANAGE THE PST ARCHIVES OF AN ADDED USER ...................................................................................................................................... 77
View an Added User’s PST Archives ............................................................................................................................................ 77
View the Folders of a PST Archive of an Added User.................................................................................................................. 78
View the Content of a PST Archive Folder of an Added User ..................................................................................................... 78
Order the Content of a PST Archive Folder of an Added User.................................................................................................... 79
View the Content of a PST Archive Email of an Added User ...................................................................................................... 79
Save a PST Archive Email of an Added User................................................................................................................................ 80
Add an Email from a PST Archive of an Added User to a Briefcase ........................................................................................... 81
Manage Tags of PST Archive Emails of an Added User.............................................................................................................. 81
Add a Tag to a PST Archive Email of an Added User......................................................................................................................................81
Edit a Tag of a PST Archive Email of an Added User ......................................................................................................................................82
Remove a Tag of a PST Archive Email of an Added User...............................................................................................................................83
Search for PST Archive Emails of an Added User ........................................................................................................................ 83
Cancel a Search in a PST Archive Folder of an Added User ........................................................................................................ 86
Save Search Results of a PST Archive Folder of an Added User ................................................................................................. 86
5. GWA FILES MANAGEMENT IN ADMINISTRATOR’S ACCOUNT ............................................................................................... 88
INTRODUCTION TO GRIDBANK DATASET TYPES .......................................................................................................................................... 92

GRIDBANK DATASETS ACCESS CONTROL PERMISSIONS................................................................................................................................ 92
VIEW THE FILE TAB OPTIONS ................................................................................................................................................................... 94
MANAGE YOUR ARCHIVE DATASETS ......................................................................................................................................................... 95
View Your Archive Datasets......................................................................................................................................................... 95
View Your Archive Dataset Content ............................................................................................................................................ 95
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Create Your Archive Dataset........................................................................................................................................................ 96

Add (Upload) Files to Your Archive Dataset ................................................................................................................................ 96
Modify Your Archive Dataset Details .......................................................................................................................................... 97
Share Your Archive Dataset with Other GridBank Users and Groups ....................................................................................... 98
Declare as Records Your Archive Dataset ................................................................................................................................... 99
Delete Your Archive Dataset ........................................................................................................................................................ 99
Delete Your Archive Dataset Files................................................................................................................................................ 99
Download Files from Your Archive Dataset ................................................................................................................................ 99
Declare as a Record Your Archive Dataset File ......................................................................................................................... 100
Add Your Archive Dataset Files to Your Briefcase..................................................................................................................... 101
Manage Your Archive Datasets Folders .................................................................................................................................... 102
Add Folders to Your Archive Dataset............................................................................................................................................................102
View (Explore) Your Archive Folder ..............................................................................................................................................................103
Rename (Modify) Your Archive Folder .........................................................................................................................................................103
Copy Your Archive Folder..............................................................................................................................................................................104
Add Files to Your Archive Folder...................................................................................................................................................................104
MANAGE YOUR LIBRARY DATASETS........................................................................................................................................................ 105
View Your Library Datasets........................................................................................................................................................ 105
View Your Library Dataset Content ........................................................................................................................................... 106
Create Your Library Dataset ...................................................................................................................................................... 106
Modify Your Library Dataset Details ......................................................................................................................................... 107
Declare as a Record Your Library Dataset................................................................................................................................. 107
Share Your Library Dataset with Other GridBank Users and Groups ...................................................................................... 108
Delete Your Library Dataset....................................................................................................................................................... 109
Add (Upload) Files to Your Library Dataset............................................................................................................................... 110
Delete Your Library Dataset Files............................................................................................................................................... 110
Download Files from Your Library Dataset ............................................................................................................................... 111
Declare as a Record Your Library Dataset File .......................................................................................................................... 112
Add Your Library Dataset Files to Your Briefcase...................................................................................................................... 113
Manage Your Library Datasets Folders..................................................................................................................................... 113
Add Folders to Your Library Dataset.............................................................................................................................................................114
View (Explore) Your Library Folder ...............................................................................................................................................................114
Rename (Modify) Your Library Folder ..........................................................................................................................................................115
Copy Your Library Folder ...............................................................................................................................................................................115
Move Your Library Folder..............................................................................................................................................................................116
Add Files to Your Library Folder ....................................................................................................................................................................116
MANAGE YOUR REPOSITORY DATASETS .................................................................................................................................................. 117
View Your Repository Datasets ................................................................................................................................................. 118
View the Content of Your Repository Dataset .......................................................................................................................... 118
Create Your Repository Dataset ................................................................................................................................................ 118
Modify Your Repository Dataset ............................................................................................................................................... 119
Declare as a Record Your Repository Dataset .......................................................................................................................... 120
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Share Your Repository Dataset with Other GridBank Users and Groups ................................................................................ 121
Delete Your Repository Dataset ................................................................................................................................................ 122
Add (Upload) Files to Your Repository Dataset ........................................................................................................................ 122
Delete Your Repository Dataset Files ........................................................................................................................................ 123
Download Files from Your Repository Dataset ......................................................................................................................... 123
Declare as a Record Your Repository Dataset File.................................................................................................................... 124
Add Your Repository Dataset Files to a Briefcase ..................................................................................................................... 125
Manage Your Repository Datasets Folders .............................................................................................................................. 126
Add Folders to Your Repository Dataset ......................................................................................................................................................126
View (Explore) Your Repository Dataset Folder...........................................................................................................................................127
Rename (Modify) Your Repository Folder ...................................................................................................................................................127
Copy Your Repository Folder ........................................................................................................................................................................128
Move Your Repository Folder .......................................................................................................................................................................129
Add Files to Your Repository Folder .............................................................................................................................................................129
Delete Your Repository Folder......................................................................................................................................................................130
MANAGE THE FILE METADATA OF YOUR DATASET.................................................................................................................................... 131
View Your Dataset File Metadata ............................................................................................................................................. 131
Edit Your Dataset File Metadata (Only Description) ................................................................................................................ 132
Manage the Custom Metadata of Your Files............................................................................................................................ 132
Add Custom Metadata ..................................................................................................................................................................................132
Remove Custom Metadata...........................................................................................................................................................................132
Edit Custom Metadata ..................................................................................................................................................................................133
Manage the Tags of Your Dataset Files .................................................................................................................................... 133
Add a Tag to Your File....................................................................................................................................................................................133
Remove a Tag from Your File ........................................................................................................................................................................134
Edit a Tag of Your File ....................................................................................................................................................................................134
Manage Recursively Tags of Your Datasets.............................................................................................................................. 134
Add Recursively Tags to Your Dataset ..........................................................................................................................................................135
Remove Recursively Tags of Your Dataset ...................................................................................................................................................135
Edit Recursively Tags of Your Dataset ..........................................................................................................................................................135
FILE VERSIONING CONTROL ................................................................................................................................................................... 136
Version Management ................................................................................................................................................................ 136
Download a Previous File Version ............................................................................................................................................. 137
Conflict Resolution...................................................................................................................................................................... 137
No Versioning ............................................................................................................................................................................. 138
GLOBAL CATALOG................................................................................................................................................................................ 138
VIEW SHREDDED DATASETS .................................................................................................................................................................. 139
PERFORM A QUICK SEARCH IN THE FILES TAB ........................................................................................................................................... 139
VIEW ALL USERS DATASETS................................................................................................................................................................... 141
PERFORM A QUICK SEARCH IN ALL USERS................................................................................................................................................ 141
6. GWA FILE MANAGEMENT IN ADDED USER’S ACCOUNT ...................................................................................................... 143
ADD A USER ACCOUNT IN THE FILES TREE VIEW ....................................................................................................................................... 147
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MANAGE THE ARCHIVE DATASETS OF AN ADDED USER ............................................................................................................................. 148

View the Archive Datasets of an Added User ........................................................................................................................... 148
View an Archive Dataset Content of an Added User ................................................................................................................ 148
Create an Archive Dataset for an Added User .......................................................................................................................... 149
Add (Upload) Files to an Archive Dataset of an Added User.................................................................................................... 150
Modify Archive Dataset Details of an Added User ................................................................................................................... 151
Share an Archive Dataset of an Added User with Other GridBank Users and Groups ........................................................... 151
Declare as a Record an Archive Dataset of an Added User ..................................................................................................... 152
Delete an Archive Dataset of an Added User............................................................................................................................ 153
Delete Archive Dataset Files of an Added User......................................................................................................................... 153
Download Files from an Archive Dataset of an Added User .................................................................................................... 153
Declare as a Record an Archive Dataset File of an Added User ............................................................................................... 154
Add Archive Dataset Files of an Added User to a Briefcase ..................................................................................................... 155
Manage Archive Datasets Folders of an Added User............................................................................................................... 156
Add Folders to an Archive Dataset of an Added User .................................................................................................................................156
View (Explore) Archive Folder of an Added User.........................................................................................................................................157
Rename (Modify) an Archive Folder of an Added User...............................................................................................................................157
Copy an Archive Folder of an Added User ...................................................................................................................................................158
Add Files to an Archive Folder of an Added User ........................................................................................................................................158
MANAGE LIBRARY DATASETS OF AN ADDED USER .................................................................................................................................... 159
View Library Datasets of an Added User .................................................................................................................................. 160
View the Content of a Library Dataset of an Added User ........................................................................................................ 160
Create a Library Dataset for an Added User ............................................................................................................................. 161
Modify Library Dataset Details of an Added User .................................................................................................................... 161
Declare as a Record a Library Dataset of an Added User ........................................................................................................ 162
Share a Library Dataset of an Added User with Other GridBank Users and Groups .............................................................. 163
Delete a Library Dataset of an Added User............................................................................................................................... 164
Add (Upload) Files to a Library Dataset of an Added User....................................................................................................... 165
Delete Library Dataset Files of an Added User ......................................................................................................................... 166
Download Files from a Library Dataset of an Added User ....................................................................................................... 166
Declare as a Record a Library Dataset File of an Added User .................................................................................................. 167
Add Library Dataset Files of an Added User to a Briefcase ...................................................................................................... 168
Manage Library Dataset Folders of an Added User ................................................................................................................. 169
Add Folders to a Library Dataset of an Added User ....................................................................................................................................169
View (Explore) a Library Folder of an Added User .......................................................................................................................................170
Rename (Modify) a Library Folder of an Added User ..................................................................................................................................170
Copy a Library Folder of an Added User.......................................................................................................................................................171
Move a Library Folder of an Added User .....................................................................................................................................................172
Add Files to Library Folder of an Added User...............................................................................................................................................172
MANAGE REPOSITORY DATASETS OF AN ADDED USER .............................................................................................................................. 173
View Repository Datasets of an Added User ............................................................................................................................ 173
View the Content of a Repository Dataset of an Added User .................................................................................................. 174
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Create a Repository Dataset for an Added User....................................................................................................................... 174

Modify a Repository Dataset of an Added User ....................................................................................................................... 175
Declare as a Record a Repository Dataset of an Added User .................................................................................................. 176
Share a Repository Dataset of an Added User with Other GridBank Users and Groups ........................................................ 177
Delete a Repository Dataset of an Added User ........................................................................................................................ 178
Add (Upload) Files to Repository Dataset of an Added User ................................................................................................... 179
Delete Repository Dataset Files of an Added User ................................................................................................................... 180
Download Files from a Repository Dataset of an Added User................................................................................................. 180
Declare as a Record a Repository Dataset File of an Added User............................................................................................ 181
Add Repository Dataset Files to a Briefcase of an Added User................................................................................................ 182
Manage Repository Datasets Folders of an Added User ......................................................................................................... 183
Add Folders to a Repository Dataset of an Added User ..............................................................................................................................183
View (Explore) a Repository Dataset Folder of an Added User ..................................................................................................................184
Rename (Modify) a Repository Folder of an Added User ...........................................................................................................................184
Copy a Repository Folder of an Added User ................................................................................................................................................185
Move a Repository Folder of an Added User ...............................................................................................................................................186
Add Files to a Repository Folder of an Added User .....................................................................................................................................186
Delete Repository Folder of an Added User ................................................................................................................................................187
MANAGE DATASET FILE METADATA ....................................................................................................................................................... 188
View Dataset File Metadata of an Added User ........................................................................................................................ 188
Edit Dataset File Metadata (Only Description) of an Added User ........................................................................................... 189
Manage Custom Metadata of Files of an Added User............................................................................................................. 189
Add Custom Metadata for an Added User ..................................................................................................................................................189
Remove Custom Metadata of an Added User .............................................................................................................................................190
Edit Custom Metadata of an Added User ....................................................................................................................................................190
Manage Tags of Dataset Files of an Added User ..................................................................................................................... 191
Add a Tag to a File of an Added User............................................................................................................................................................191
Remove a Tag from a File of an Added User ................................................................................................................................................191
Edit a Tag of a File of an Added User ............................................................................................................................................................192
Manage Recursively Tags of Datasets of an Added User ........................................................................................................ 192
Add Recursively Tags to a Dataset of an Added User ..................................................................................................................................193
Remove Recursively Tags of a Dataset of an Added User ...........................................................................................................................193
Edit Recursively Tags of a Dataset of an Added User ..................................................................................................................................194
VIEW THE GLOBAL CATALOG OF AN ADDED USER ..................................................................................................................................... 194
PERFORM A QUICK SEARCH IN AN ADDED USER ACCOUNT......................................................................................................................... 195
7. GWA SEARCH MANAGEMENT .............................................................................................................................................. 197
FILE SEARCH IN GWA .......................................................................................................................................................................... 199

Perform a Quick File Search ....................................................................................................................................................... 199
Perform an Advanced File Search.............................................................................................................................................. 200
Download a File Search Result .................................................................................................................................................. 202
Add a File Search Result to a Briefcase ..................................................................................................................................... 203
Save File Search Results in a Dataset ........................................................................................................................................ 203
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View Saved File Search Results Datasets .................................................................................................................................. 204

Rename a File Search Results Dataset ...................................................................................................................................... 204
Perform a Search in a File Search Results Dataset ................................................................................................................... 205
Apply or Remove Legal Hold of an File Search Results Dataset ............................................................................................... 207
Delete a File Search Results Dataset ......................................................................................................................................... 207
EMAIL SEARCH IN GWA ....................................................................................................................................................................... 208
Perform an Email Search ........................................................................................................................................................... 208
Save Email Search Results in a Dataset..................................................................................................................................... 210
View Saved Email Search Results Datasets............................................................................................................................... 211
Rename Email Search Results Dataset...................................................................................................................................... 212
Search in an Email Search Results Dataset ............................................................................................................................... 212
Apply or Remove Legal Hold from an Email Search Results Dataset ...................................................................................... 216
Delete an Email Search Results Dataset ................................................................................................................................... 216
Export Saved Email Search Result Dataset to PST .................................................................................................................... 216
COMBINED SEARCH (FILES AND EMAILS) ................................................................................................................................................. 217
Perform Combined Quick Search............................................................................................................................................... 217
Perform a Combined Advanced Search .................................................................................................................................... 219
Download a File or an Email from the Returned Combined Search Results............................................................................ 223
Add a File or an Email from Returned Combined Search Results to a Briefcase ..................................................................... 224
Create Combined Quick or Advanced Search Result Dataset .................................................................................................. 224
GLOBAL FILES SEARCH .......................................................................................................................................................................... 225
Perform a Global Quick File Search ........................................................................................................................................... 225
View File Audit Information ..........................................................................................................................................................................227
Perform a Global Advanced File Search .................................................................................................................................... 228
Save Global Files Search Results in a Dataset ........................................................................................................................... 230
GLOBAL EMAIL SEARCH ........................................................................................................................................................................ 231
Perform a Global Email Search.................................................................................................................................................. 231
Save Global Email Search Results in a Dataset ......................................................................................................................... 233
GLOBAL COMBINED SEARCH (FILES AND EMAILS) ..................................................................................................................................... 234
Perform a Global Combined Quick Search (Files and Emails) .................................................................................................. 234
Save Global Combined Quick Search Results in a Dataset ....................................................................................................... 236
Perform Global Combined Advanced Search (Files and Emails) .............................................................................................. 237
Save Global Combined Advanced Search Results in a Dataset................................................................................................ 241
SEARCH HISTORY ................................................................................................................................................................................. 242
View Your Search History ........................................................................................................................................................... 242
Edit a Search History Record...................................................................................................................................................... 242
Rename a Search History Record .............................................................................................................................................. 243
Re-run a Previous Search ........................................................................................................................................................... 243
Delete a Search History Record ................................................................................................................................................. 243
8. GWA BRIEFCASES MANAGEMENT ........................................................................................................................................ 245
13
INTRODUCTION TO GWA BRIEFCASES..................................................................................................................................................... 246

View Your Briefcases .................................................................................................................................................................. 246
View Briefcase Content .............................................................................................................................................................. 246
Create a Briefcase ...................................................................................................................................................................... 246
Add Files to Your Briefcase......................................................................................................................................................... 247
Create a Folder in Your Briefcase............................................................................................................................................... 248
Delete Your Briefcase File or an Email....................................................................................................................................... 248
Download Your Briefcase File or Email ..................................................................................................................................... 249
Set Your Briefcase as Default..................................................................................................................................................... 249
Modify Your Briefcase ................................................................................................................................................................ 250
Declare Your Briefcase as a Record ........................................................................................................................................... 250
Delete Your Briefcase ................................................................................................................................................................. 251
MANAGE YOUR BRIEFCASE FILE METADATA ............................................................................................................................................ 252
View Your Briefcase File Metadata ........................................................................................................................................... 252
Edit Your Briefcase File Metadata (Only Description) .............................................................................................................. 252
Manage the Customized Metadata of Your Briefcase File ...................................................................................................... 253
Add New Customized Metadata to a Briefcase File ....................................................................................................................................253
Remove Customized Metadata of Your Briefcase File ................................................................................................................................253
Edit Customized Metadata of Your Briefcase File........................................................................................................................................254
APPENDIX A: GWA SEARCH FORMATS ..................................................................................................................................... 255
EMAIL SEARCH FORMATS...................................................................................................................................................................... 255

FILE SEARCH FORMATS ......................................................................................................................................................................... 258
APPENDIX B: SEARCH SYMBOLS AND OPERATORS .................................................................................................................. 261
SEARCH SYMBOLS AND OPERATORS........................................................................................................................................................ 261
APPENDIX C: GLOSSARY ............................................................................................................................................................ 264
INDEX......................................................................................................................................................................................... 267
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15
1. Quick Tour of GridBank

Web Access
This chapter introduces GridBank Web Access interface and main functionalities.
Section Page
Introduction to GridBank Web Access 17
GWA Important Requirements 17
Log in to GridBank Web Access 18
GridBank Web Access User Interface 18
16
Introduction to GridBank Web Access

GridBank Web Access is a web-based application that enables you via the Internet to ingest data in GridBank
and to access and manage it from anywhere you are, just having an internet connection. GridBank Web Access
is essential part of the GridBank Management Platform and is installed together with it. To be able to use
GridBank Web Access, you have to be a GridBank user. To become a GridBank user your user account needs
to be imported into GridBank from the Active Directory of your organization.
By using GridBank Web Access, you access and manage your data (files and emails) and main operations you
can perform in GridBank Web Access include:
 Ingesting your important data into datasets and storing it;
 Retrieving and acquiring it (the data that is already archived and stored in the GridBank environment);
 Searching for it;
 Using briefcases to set together data from different datasets into one place.
Data ingested in GridBank is organized into the following three dataset types:
 Archives - These are datasets which are created once, are of fixed size, can be read many times and can
only be deleted by administrators or policies;
 Libraries – These are datasets with a dynamic structure, which size is forever changing, these can be
accessed many times and individual files within the library can be deleted but cannot be modified. Libraries
can be viewed as a snapshot of fixed content information for a particular time period, from a particular source.
These can be managed by users and applications;
 Repositories – These are working datasets, which size is forever changing, these can be accessed many
times and individual items within repositories can be modified or deleted.
GWA Important Requirements

This section provides information about the requirements for launching and working with GridBank Web Access.
Software Requirements
The following are the software requirements for using GridBank Web Access:
 Recommended Web Browsers: Internet Explorer 9, 10 or 11, Chrome 17.x or later version, Mozilla Firefox
10.x or later version, Apple Safari 5.x or later version, Opera 11.x or later version.
Note: Google Chrome may not render some Unicode characters in GridBank Web Access. To avoid
not seeing your search results properly, use any of the other supported web browsers.
 Recommended installation of Flash Player for multiple file uploads into GridBank datasets. Flash Player
needs to be installed on the client machine you will use to launch GWA.
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Download Accelerators
Download with GWA may not work if a download accelerator is installed on the client machine. If it happens the
download accelerator should be disabled.
Log in to GridBank Web Access

GridBank Web Access is a web-based application that enables you via the Internet to ingest data in GridBank
and to access, manage and retrieve it from anywhere you are, while having an internet connection. To be able to
use GridBank Web Access you have to be a GridBank user, which means – to be imported from Active Directory
into GridBank. GridBank Web Access can be launched in any of the supported web browsers. See for reference:
Software Requirements.
To launch GridBank Web Access:
1. Open a web browser of your choice. See for reference: Software Requirements.
2. In the address bar, enter the URL of the web server where GridBank Web Access has been deployed, e.g.
http://myorganization.com.
3. At the prompt, enter your credentials: user name, password and domain name.
4. Click the Sign In button to log in to the application. A progress bar appears indicating the process.
GridBank Web Access User Interface

GWA has a user-friendly, intuitive interface that allows you to communicate with the data easily and visually
clearly. GWA design arranges the window of the interface dividing it into 4 main sections:
1. Main Header
2. Secondary Menus (the tree views)
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3. Main Menu
4. Central Section (Display Panel, Header and Footer)
Main Header
The main header is the top main section, where on the left is the logo of the product and on the right are placed
helpful tabs, so called “Utility Tabs”, for performing some of the basic or be of frequent usage actions. The GWA
utility tabs are as follows: Log Out, Create Dataset, Upload, Search and About.
 Log Out - Enables you to log out from GridBank Web Access.
 Create Dataset - Enables you to create dataset. The tab is active only when one of the nodes - Archives,
Libraries or Repositories is selected from the tree view.
 Upload - Enables you to upload files. The tab is active only when an Archive, Library or repository dataset is
selected from the tree view or from the display panel.
 Search - Redirects you to the GWA Search tab.
 About - provides brief information about the GridBank Web Access.
Main Menu
The bottom left main section is the main menu, also known as the entry point of the GWA functionality. It has
four menu tabs and one check box:
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1. Mail -This tab enables you to access your mailbox archives and PST archives, to search for emails, to add
tags to emails, to save emails to a chosen location, to add emails to briefcases or to save a mailbox archive
as a PST file.
2. Files - This tab enables you to access and manage your datasets. Among the available operations are the
following ones: to create new datasets, to search for files and to save the search results, to save files to a
chosen location, to add tags to files or to send files to briefcases.
3. Search -This tab enables you to search for files or for emails using either quick or advanced search, to
perform a combined (file and email) search across all your datasets, mailbox archives and PST archives got
together. The search results can be saved for a subsequent access. During the saving, a legal hold policy to
prevent them from deletion can also be applied.
4. Briefcases -This tab enables you to store files and emails from different datasets into one briefcase. Among
the available operations are the following ones: to create new briefcases, to download data from the
briefcases, to delete data or to add tags to it.
5. Show only selected tab - When the check box is selected, you will view only the tab that have been
selected.
Secondary Menus
The top left main section dynamically displays the secondary menus as tree-structured views. Each tree view
has a number of hierarchical connected nodes offering specific operations for working with the data. The section
displays only that tree view, which menu tab is selected on the main menu. For example, when you click the
Files tab on the main menu, the Files tree view appears. See the picture below:
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There are four secondary menus, each corresponding to one control tab selected on the main menu. These are:
1. Files tree view -This tree view is loaded when the Files tab is selected. Here your datasets are displayed as
sub-nodes of Archives, Libraries and Repositories nodes. When you select a dataset from the tree view,
its content is loaded in the display panel on the right. Under the Global Catalog node are displayed all
datasets of GridBank users, sources and applications for which you have been granted with access
permissions (in the Management Console by a GridBank Administrator), shared with you (in GWA or other
GridBank application) or you have Win permissions over a network share that have been used as a source
for data migration in GridBank. Your Global Catalog does not include datasets created by you. When the
Quick Search node is selected, the search, either in the Global Catalog or in your datasets, is available.
2. Mail tree view - This tree view is loaded when the Mail tab is selected. Here all of your mailboxes and PST
files, archived in GridBank, are displayed as sub-nodes of Mailbox Archives and PST Archives nodes
respectively. From All Users node, you have an access to all the emails either from the Inbox or from the
Send Items folders of all the users, for which you have been granted with access permission. From here,
you also have an access to all the PST archives of the other users, for which you have been granted with
access permission.
3. Search tree view - This tree view is loaded when the Search tab is selected. Here the different options for
search are displayed as sub-nodes of Files, Emails and Combined nodes. When you select one of search
options from the tree view its functionality loads in the display panel and you can perform that search.
4. Briefcases tree view - This tree view is loaded when the Briefcases tab is selected. Here your briefcases
are displayed as sub-nodes of Briefcases node. When you select a briefcase from the tree view, its content
is loaded in the display panel on the right.
Central Section
The central section also has its own: 1. Navigation Header, 2. Display Panel, 3. Footer and 4. Metadata Panel.
Their content relates to the nodes in the tree view. Whichever node is selected, the respective content to it is
loaded within the header, the display panel and the footer as well.
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1. Navigation Header - The header dynamically shows the current position of the user navigating through the
GWA. The information about that current position is shown as a title (which is the name of the node, currently
selected) and as a breadcrumb trail (the GWA keeps track of your location within it). See the picture below:
2. Display Panel - It displays the content underneath the node selected in the tree view. See the picture below.
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3. Toolbar (Action Buttons) – In the footer dynamically is loaded a set of action buttons, related to the node
selected in the tree view. The buttons contain a GWA-defined text label and an icon, both indicating what
operation is performed when the button is clicked. The buttons have the following states:
 Active – The operation the button represents is available for the selected object.
 Inactive – The operation the button represents is not available for the selected object.
 Selected – The operation, the button represents, is selected to be performed for a selected object.
 Highlighted – Information (a tooltip) about the operation, the button represents, is displayed when you
point with the cursor on the button.
4. Metadata Panel (Module Tabs) - Within the central section, an additional window may open dynamically on
the right of the display panel. It happens when a dataset, dataset folder or file is selected in the display panel.
Then the button Metadata (below in the footer) becomes active and by clicking on it, the metadata of the
selected object is displayed in that additional window, named Metadata Panel. Three module tabs are used
to provide an easy way to show the metadata parted by categories. See the picture below:
The metadata categories are as follows:

 Standard Fields: General: Name, Description (only it can be modified), ID, Created, Owner; Length;
Dataset: Dataset Type, Availability, Quota and Used Space;
 Extended Fields: Ingestion: Date Ingested, Version, File URI, Original File Name and Processed Length;
Access: Attributes; Record: Is Record; Legal Hold: Is Legal Hold Enabled.
 Customized Fields: Metabase Fields, Tags.
The metadata panel has its own footer section. Within it, different sets of action buttons are dynamically
loaded and displayed depending on which Module tab is selected. See the picture below:
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 User Name Bar: At the very bottom of the GWA interface is the user name bar – it displays the first and last
names of the currently logged in user to the application.
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2. GWA Working Modes

and Users
This chapter describes the different working modes and user views in GridBank Web Access.
Section Page
Introduction to GWA Working Modes and Users 26
GWA Administrator Working Mode 26
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Introduction to GWA Working Modes and Users

There are 3 different levels of access to the GWA and they define the 3 different working modes of GWA. Each
access level has its own set of operation that could be performed within GWA. In each set the number of
operations and their type are based on the permissions, the access level possesses. Any user created in
GridBank platform is able to work with GWA. Depending on the level of access the user is granted, the GWA
works in the corresponding mode. The following are the three working modes in GWA:
1. Regular User Mode – This is the most restrictive level of access, the lowest one. At this level the users are
able to work with only their data.
2. E-Discovery and Auditors Group Mode – This is the less restrictive level of access, the middle one. At this
level the users are able to work with their data as well as to work with the other users’ data. The last is
possible after adding the accounts of chosen other users to their own account. For more information about
the operations performed by those users, see for reference: GridBank 5.0E-Discovery Getting Started Guide.
3. Administrators Mode – This is the most non-restrictive level of access, the highest one. At this level the
users are able to work with their data as well as to work with the all the other users’ data. The last is possible
even without having to add the other users’ accounts to their own admin account. The all other users’ all
datasets are listed by default in the admin account under the node All Users. Anyway the admin is able to
add the accounts of chosen other users to his/her admin account as well – this way working separately with
the datasets of a single user.
GWA Administrator Working Mode

In this mode, you as an Administrator will be able to work with your own data as well with the other GridBank
users’ data. The last is possible after adding the accounts of selected users to your own account. The main
operations that you are able to perform as an Administrator include:
 View and manage your mailbox archives and their content– under the Mail tab.
 Add tags recursively to your mailbox archives’ folders (Inbox, Sent, Drafts, etc.) – under the Mail tab.
 Export to PST files your mailbox archives - under the Mail tab.
 View and manage your PST archives and their content – under the Mail tab.
 Add tags recursively to your PST archives’ folders (Inbox, Sent, Drafts, etc.) – under the Mail tab.
 View and manage the imported in GridBank, Exchange Journaling Vaults - under the Mail tab.
 Add other GridBank users to your account in order to manage their mailbox and PST archives and the
mailbox and PST archives for which they have been granted with access control permissions– under the
Mail tab.
 View, create and manage your archive datasets – under the Files tab.
 Add tags recursively to your archive datasets – under the Files tab.
 View, create and manage your library datasets – under the Files tab.
 Add tags recursively to your library datasets – under the Files tab.
 View, create and manage your repository datasets – under the Files tab.
 Add tags recursively to your repository datasets – under the Files tab.
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 View and manage datasets in your Global Catalog – under the Files tab.
 Perform a quick search for files in your datasets or in datasets in your Global Catalog – under the Files tab.
 Add other GridBank users to your account in order to view and manage their datasets and files – under the
Files tab.
 Perform a quick search for files in your own datasets or in datasets in your Global Catalog – under the
Search tab.
 Perform an advanced search for files in your own datasets or in datasets in your Global Catalog – under the
Search tab.
 Perform an email search across all your mailbox archives and PST archives - – under the Search tab.
 Perform combined quick search either for files and emails in your datasets, mailbox and PST archives, or for
files in your Global Catalog and emails in mailbox and PST archives of other GridBank.
 Perform combined advanced search either for files and emails in your datasets, mailbox and PST archives, or
for files in your Global Catalog and emails in mailbox and PST archives of other GridBank s.
 Perform global file quick search within all datasets in GridBank, including yours as well.
 Perform global file advanced search either across all created datasets in GridBank, including yours as well,
either across the datasets from your Global Catalog or in your or other user dataset, across the datasets in
your or other user Global Catalog, or file search in dataset of source or application.
 Perform global email search across all mailbox and PST archives in the Grid Bank environment, including
yours as well.
 Perform global combined quick search for files and emails across all datasets and all mailboxes in GridBank,
including yours files and emails as well.
 Perform global combined advanced search either for files and emails across all mailboxes and datasets in
GridBank, including yours files and emails as well or search for files from your Global Catalog and search for
emails plus yours emails as well
 Save the file or email search results returned after you have performed any of the above types of searches.
 View, create and manage your briefcases – under the Briefcases tab.
 Add, manage and download emails and files from your briefcases – under the Briefcases tab.
After you login in as an Administrator, you will be presented with the following view of GridBank Web Access:
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GWA Display Panel shows detailed information about you as an Administrator. The information is divided into
two sections:
 General: Provides user’s Name, First name, Last name, Description, Email address, Mailbox alias, Default
archive name, Creation date, ID, Grid (with which this account is associated).
 Authentication: Provides user’s Logon name, Mechanism - authentication mechanism (Basic
Authentication, Active Directory or LDAP), AD user name and Master administrator – the status, if the user is
a master administrator or not.
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3. GWA Mail Management

in Administrator’s
Account
This chapter describes how you as a GridBank Administrator can manage your mailbox and
PST archives in GridBank Web Access.
Section Page
Introduction to GridBank Mail Management 31
Manage Your Mailbox Archives in GridBank Web Access 31
View the Mail Tab Options 31
View Your Mailbox Archives 32
View Folders of Your Mailbox Archive 32
View the Content of Your Mailbox Archive Folder 32
Order the Content of Your Mailbox Archive Folder 33
View the Content of Your Mailbox Archive Email 33
Save Your Mailbox Archive Email 34
Add an Email from Your Mailbox Archive to Your Briefcase 34
Manage Tags of Your Mailbox Archive Emails 35
Export Your Mailbox Archive to a PST File 37
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Search Your Mailbox Archive Emails 38
Cancel Search in Your Mailbox Archive Folder 41
Save Your Mailbox Archive Folder Search Results 41
Manage Your PST Archives 42
View Your PST Archives 42
View the Folders of Your PST Archives 43
View the Content of Your PST Archive Folder 43
Order the Content of Your PST Archive Folder 44
View the Content of a PST Archive Email 45
Save Your PST Archive Email 45
Add an Email from Your PST Archive to Your Briefcase 46
Manage the Tags of Your PST Archive Emails 46
Search for Your PST Archive Emails 48
Cancel Search in Your PST Archive Folder 51
Save Your PST Archive Folder Search Results 51
Manage Journaling Vaults Mailboxes 52
Access Emails of Other GridBank Users 63
View the Emails of Other GridBank Users’ Mailbox Archives 63
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Introduction to GridBank Mail Management

In today's dynamic business environment, the rate of email data growth is increasing exponentially and this is
having a negative impact on Exchange Server performance. Despite recent improvements in the capacity of
primary mailboxes, over time inboxes become overloaded and are either archived to PST files, effectively
removing them from centralized IT control, or are kept on the Exchange Server leading to performance
implications and increased risk of outages. GridBank enables automated migration of data to secondary storage,
reducing the load on the Exchange Server, whilst retaining the data assets under corporate IT management.
GridBank for Exchange provides an opportunity for ingesting users’ mailboxes from the Exchange Server to its
platform by executing a mailbox optimization policy. Ingested mailboxes in GridBank can be used as backup
copies if a data loss occurs on the Exchange host. Users’ mailboxes content can also be optimized on the
Exchange Server as archiving part of users’ emails e.g. attachments and body in GridBank. This can reduce
used storage on the Exchange Server and improve its performance. One of the options for accessing user’s
mailboxes and PST archives imported in GridBank is GridBank Web Access application.
Manage Your Mailbox Archives in GridBank

Web Access
GridBank Web Access displays your mailbox and PST archives stored in GridBank, after they have been
imported with a GridBank policy from an Exchange mail host. GridBank provides you with the opportunity to
access your important emails from everywhere you are and from any computer over the Internet. Your important
emails are protected in GridBank, and can only be deleted by you as a GridBank Administrators. You can
access them instantly and use them to acquire the information you need. GridBank Web Access helps you to
search for your emails, using one of the many search options it offers. After you find the emails you have
searched for, you can save them in an archive, which can be protected from deletion. This way you will be able
to access the most important for you information without an effort and be confident that it will not be deleted and
you can access it whenever you need it.
View the Mail Tab Options

Viewing the Mail tab options in the Mail tree view helps you easily to navigate through and perform all the
operations GWA allows you for mail management.
To view Mail tab options:
1. On the Main Menu, click the Mail tab. The Mail tab options are dynamically loaded in the Mail tree view.
There are four nodes in the tree:
• Mailbox Archives - This is your “entry point” for accessing, viewing and managing your archived
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mailboxes in GridBank.
• PST Archives - Displays all your PST files ingested in GridBank into PST archives.
• Journaling Vaults - Displays emails from the Journaling Vaults mailboxes created on an Exchange
Server.
• All Users – Shows all mailbox and PST archives of other GridBank users.
View Your Mailbox Archives

GWA allows you to view your mailboxes that have been archived in GridBank. You can explore and manage
their content that could be emails, contacts, tasks, etc. it depends on what mailbox folders have been archived in
GridBank.
To view your mailbox archives:
1. On the main menu, click the Mail tab.

2. On the Mail tree view, do one of the following:
 Click the Mailbox Archives node. All of your mailboxes that have been imported into GridBank load in
the display panel.
 Click the arrow of the Mailbox Archives node. The node expands and all of your mailboxes that have
been archived in GridBank load as sub-nodes.
View Folders of Your Mailbox Archive

Viewing archived folders of a mailbox helps you to find out which of the folders of the Mailbox have been
selected to be archived via the Mail Optimization Wizard in the Management Console and to explore them.
To view the folders of your mailbox archive in GWA:

2. In the Mail tree view, click the arrow in front of the Mailbox Archives node to expand it and view all mailbox
archives.
3. Click the arrow in front of a mailbox archive name. All of the archived mailbox data appear as sub-nodes
(those are the mailbox folders and items, selected to be archived).
View the Content of Your Mailbox Archive Folder

Viewing the folder’s content helps you to explore what that folder contains and to navigate through it to find out
what you are looking for – emails, contacts, tasks, notes, etc.
To view the folder content:
1. On the main menu, click Mail tab.
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2. On the Mail tree view, click the arrow of the Mailbox Archives node. The node expands and all of your
mailboxes that have been archived in GridBank load as sub-nodes.
3. Click the arrow of a mailbox archive name, which you wish to access. All of its folders load as sub-nodes.
4. Click on the folder, you wish to explore. Its content loads in the display panel.
Order the Content of Your Mailbox Archive Folder

Ordering folder content regarding different attributes helps you to easily find the item/items if you have more
information about the item/items you are looking for (as an email subject, or a name of a sender, etc.).
To order the content of your mailbox folder:

2. In the Mail tree view, do one of the following:
 Click the Mailbox Archives node. All your mailbox archives imported in GridBank are loaded as a list in
the display panel.
 Click the arrow in front of the Mailbox Archives node to expand it and view all mailbox archives, and
then click the node itself. All your mailbox archives imported in GridBank are displayed as sub-nodes in
the tree view and as a list in the display panel.
3. Click the arrow in front of a mailbox archive. All of the archived mailbox data appear as sub-nodes (those
are the mailbox folders and items, selected to be archived).
4. Click a folder to load its content in the display panel.
5. In the display panel, click on a column name to order the list of emails depending on the value presented by
this column. Your options include:
 Importance – By priority, from high to low.
 Icon – By type, e.g. mail message, meeting request, receipts and so on.
 Attachment – By attachment included, top to bottom.
 From – By name of the sender in alphabetical order, from A-Z.
 Subject – By text of the subject in alphabetical order, from A to Z or vice versa.
 Received – by date received, from earliest to latest.
 Size – By size of the message, from smallest to biggest.
 Categories – By category in alphabetical order, from A-Z.
 Flag Status – B flag status, top to bottom.
 Folder – By folder name in alphabetical order, from A-Z.
Note: Regarding each of the above options, you can arrange e-mails in reverse order as well.
View the Content of Your Mailbox Archive Email

Opening and viewing a particular email helps you to explore its content or email’s other attributes or parameters
you are looking for.
To view the content of your mailbox archive email:
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5. In the display panel, do one of the following:
 Select the email you wish to open and view. Its content loads on the right-hand side of the display panel.
 Double-click the email you wish to open and view. A pop-up window opens with the email’s content.
Save Your Mailbox Archive Email

Saving emails in locations, logically created, helps you to have the emails in those locations in a proper way not
wasting time to search for them again when you need to access them and use the information they contain.
To save (download) your mailbox archive email:

4. Click on the folder, where is the email you wish to save. The folder content loads in the display panel.
 Select the email you wish to save. Its content loads on the right-hand side of the display panel.
 Double-click the email you wish to save. A pop-up window opens with the email’s content.
 Click the email you wish to save and then right-click on it. A context menu appears.
6. Depending on your choice from the previous step, do the respective one:
 In the in the upper left corner of right-hand side panel, where the email content is loaded, click
Save/Open.
 In the upper left corner of the pop-up window, where the email content is loaded, click Save/Open.
 On the context menu that appears, click Save/Open.
7. On the pop-up window that appears below, click Save and the click Save as. A Save As window appears.
Note: Depending on the browser and the browser settings used, the pop-up window may have
different appearance.
8. Select the location where to save your email and then click Save.
Add an Email from Your Mailbox Archive to Your Briefcase

Adding email/emails to a briefcase is another way of helping you to organize your results from searching
archived mailboxes content into logically structured way – for example, in created briefcase, also called “June,
2000” could be placed emails, sent and received during that period of time, in another briefcase, created and
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called “William Taylor, sender” could be placed emails sent by William Taylor to anyone and so on.
To add your mailbox archive email to your briefcase:
1. After viewing the mailbox archive folder content, in the display panel, select an email and then right-click it.
2. On the context menu that appears, click Save to Briefcase.
3. In the Manage Briefcases window, do one of the following:
 Select the briefcase to which you want to save the email, and then click OK.
 Click Create to create a new briefcase where to save your email, select it, and then click OK.
4. At the bottom of the Select Briefcases window, click OK to submit your selection.
5. On the message dialog that appears, click OK. The email is saved to the selected briefcase.
Manage Tags of Your Mailbox Archive Emails

Tags are used for storing information about the content of the email. They are also used as a search criterion in
the advanced options for email search in GWA. The application allows adding, editing or removing tags of an
email.
Add a Tag to Your Mailbox Archive Email
Adding a new tag to an email helps you to store additional information about the content of that email. Tags can
also be used as a criterion when you perform an email search. They keep valuable information about the email’s
content that can help you to reduce the returned search results and only find particular information contained in
the tag.
To add a tag to your mailbox archive email:

4. Click on the folder, where is the email you wish to add tag to. The folder content loads in the display panel.
 Select the email you wish to add tag to. Its content loads on the right-hand side of the display panel.
 Double-click the email you wish to add tag to. A pop-up window opens with the email’s content.
 Click the email you wish to add tag to and then right-click on it. A context menu appears.
 Click Manage Tags in the upper left corner of right-hand side panel, where is the email content loaded.
The Manage Tags window opens.
 Click Manage Tags in the upper left corner of the pop-up window, where is the email content loaded. The
Manage Tags window opens.
 On the context menu that appears, click Manage Tags. The Manage Tags window opens.
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7. On the Manage Tags window that opens, click Add button. The New tag field and Apply button become
active.
8. In the New tag field, enter the tag content. It should be at least 3 symbols and the following symbols are not
allowed for the tag content: ., -, /, \, ,, ;, :, #, [, ], *, !, £, $, %, ^, &, (, ), +, =, {, }, @, “, ~, ?, <, >, |, '
9. Click Apply. The newly created tag loads in the Manage Tags window.
10. Click OK to submit your tag. The process of adding the tag starts.
11. On the message dialog that appears, click OK.
Edit a Tag of Your Mailbox Archive Email
Editing a tag helps you to keep up-to-date the information about the email, provided by that tag.
To edit tag of your mailbox archive email:
1. In the Manage Tags window, click the tag you wish to edit. See Add Tag to Email for reference on how to
open the Manage Tags window.
2. On the Manage Tags window, click the tag you wish to edit. The Edit button becomes active.
3. Click the Edit button. The Edit tag field and Update button become active.
4. In the Edit tag field, enter the new content of the tag. It should be at least 3 symbols and the following
symbols are not allowed: ., -, /, \, ,, ;, :, #, [, ], *, !, £, $, %, ^, &, (, ), +, =, {, }, @, “, ~, ?, <, >, |, '.
5. Click Update button. The edited tag loads in the Manage Tags window.
6. Click OK to submit the tag edit. The process of editing the tag starts.
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Remove a Tag from Your Mailbox Archive Email
Removing a tag helps you to delete unnecessary information about the email, provided by that tag.
To remove a tag from your mailbox archive email:
1. On the Manage Tags window, click a tag you wish to remove. See Add Tag to Email for reference on how
to open the Manage Tags window.
2. Click the Remove button.
3. Click OK to submit the tag removal. The process of removing the tag starts.
Export Your Mailbox Archive to a PST File

A PST file, or personal storage table (PST) file, is a Microsoft Outlook data file that stores as a backup a user's
Outlook data, including all mail folders and the items within the folders, such as emails, email attachments, to-do
items and appointments, contacts and more.
Exporting a mailbox archive to PST file helps you to have a backup copy of this mailbox archive. The PST file
then can be saved to any location and used whenever needed.
To export a mailbox archive to a PST:

2. On the Mail tree view, click the Mailbox Archives node. All of your mailboxes that have been archived in
GridBank load in the display panel.
3. In the display panel, click on the mailbox archive you wish to export and then right-click it.
4. On the context menu that appears, click the Export to PST.
5. On Select a dataset for PST export window that appears, do one of the following:
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 Select the dataset, where you wish to save the PST file.
 Click Create to create a new dataset where you wish to save the PST file.
A Create Dataset window appears. Specify the name, type and a description of the new dataset:
• Name - Enter a unique and meaningful name. The allowed number of characters is from 1 to 100
inclusive. The name cannot contain only numerical characters. The name cannot contain the following
characters: \, /, :, *, ?, ", <, >, | and cannot start with the following ones: \, /, :, *, ?, ", <,>, |, _. The field
is mandatory.
• Type – Select the type of the dataset. It could be Archive, Library or Repository.
• Description - Enter a meaningful description. The allowed number of characters is from 0 to 2500
inclusive. The field is optional.
• Click OK to create the dataset. The process of creating the dataset starts.
• On the message dialog that appears, click OK.
6. Back in the Select a dataset for PST export window where the dataset to which you wish to save the PST
file is selected and click OK. The exporting operation starts.
Search Your Mailbox Archive Emails

Email search within a folder of your mailbox archive in GWA, returns results that match the specified by you term
or criteria.
To search for emails in your mailbox archive:

2. On the Mail tree view, click the arrow of the Mailbox Archives node.
The node expands and all of your mailboxes that have been archived in GridBank load as sub-nodes.
3. Click the arrow of the name of the mailbox archive, you wish to access.
All of its folders load as sub-nodes.
4. Click the folder, where you wish to search for emails.
The folder content loads in the display panel.
5. To search for emails in the selected folder, do one of the following:
 To perform basic search, type the keyword(s) in the search field. See what Email Search Formats and
Search Symbols and Operators you may use.
In addition, you may use the option Perform wildcard search. Enable this option if you wish to perform a
search using a part of a term. If this option is enabled the search will return all results that contain the
entered partial search term. For example, if you enter in the search box the term micro and this option is
enabled, the search will return all emails that contain micron, Microsoft, microscope, etc. The second
option you may use is Search in subfolders. It allows you to search for emails in all sub-folders under
the folder in which you perform the search. See the picture below.
The meaning of the following example search is to find all emails from the Inbox folder that are:
- either archived in the pool with a name, starting with the word “default”;
- or the exact word “admin” is contained in the following fields of the emails: attachment bodies, from,
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from email, subject, to, to email, message body, attachment names;

If both criteria are true, then the search will return results for both of them.
Note: When “OR” connects two, three or more criteria in the search, then for any criterion that is
true, the search will return results.
Note: When you enter a keyword(s) in the search box, the GWA email search checks for a match
of the specified keyword(s) within the following fields of the mailbox archive’s emails: attachment
bodies, from, from email, subject, to, to email, message body, attachment names.
Note: GridBank Web Access Search does not satisfy search queries, containing any of the
following special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(",
")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
 Alternatively, perform the advanced email search, by clicking on next to the search box.
Note: The specified keywords in the advanced search fields of the advanced email search are
alternative to the specified keywords in the search box of the basic email search. This means that
either the specified keywords in the search box will be satisfied OR the specified keywords in the
advanced search fields. The specified keywords in all the advanced search fields are considered
together and the returned results must satisfy all of them.
The options are:

• Perform Wildcard Search – When selected wildcards are added automatically to each term in the
search field
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• Search in subfolders – Allows you to search for emails in all sub-folders under the folder in which
you perform the search.
The advanced search fields are:

• Attachment Contains - Allows you to search for emails by keywords which their attachments contain.
• From - Allows you to search for emails from their sender.
• Subject - Allows you to search for emails by their subject.
• To -Allows you to search for emails by their recipient.
• Attachment Name - Allows you to search for emails by attachment name.
• Attachments - Allows you to search for emails that contain or don’t contain attachments.
• Bcc - Allows you to search for emails by Bcc field.
• Body - Allows you to search for emails by keywords which are contained in their body.
• Categories - Allows you to search for emails by their category.
• CC - Allows you to search for emails by CC field.
• Due Date - Allows you to search for emails by due date.
• Flag Status - Allows you to search for emails by their flag status.
• Importance - Allows you to search for emails by their importance.
• Message Size - Allows you to search for emails by their message size.
• Modified - Allows you to search for emails by a time they were modified.
• Read - Allows you to search for emails by the time they were ready.
• Received - Allows you to search for emails by the time they were received.
• Received (Range) - Allows you to search for emails by the period they were received.
• Sensitivity - Allows you to search for emails by their sensitivity.
• Sent - Allows you to search for emails by the time they were sent.
• Sent (Range) - Allows you to search for emails by the period they were sent.
• Start Date - Allows you to search for emails by their start date.
• Tags - Allows you to search for emails by their tags.
6. Click the Search button to start searching. The search result is displayed shortly.
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Cancel Search in Your Mailbox Archive Folder

GridBank Web Access allows you to cancel your search and perform a new one.
To cancel a search and perform a new one:
1. Perform a mailbox archive folder content search.

2. Click the icon next to the search box. The last search parameters are deleted and a new search can be
performed.
Save Your Mailbox Archive Folder Search Results

Saving search results helps you not to waste your time searching again and again to check what was the result
of a certain search, but it also helps you to organize your searching in a proper way – so saving time and efforts
is a big help in finding necessary information especially when it comes to going through a huge amount of data.
To save search results:
1. After you perform a mailbox archive folder content search, click Save.
2. In the Dataset Name dialog that appears, do the following:
 Dataset name - Specify the name of the archive that is to be created from the emails search results.
Enter a meaningful name. The allowed number of characters for the name is from 1 to 100 inclusive. The
name cannot contain the following characters: \, /,:, *, ?, ", <, >, |. Also, it cannot start with the following
ones: \, /, *,?, ", <, >, |, _. The field is mandatory.
 Create search results archive managed by legal hold (optional) – Enable this option if you wish to
protect from deletion this search result archive and its content for an indefinite period in GridBank.
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3. Click OK to create the archive.

4. On the message dialog that appears, click OK. Wait until the GWA message dialog showing the progress
closes.
The saved search result appears listed under the Saved Search Results node in the tree view and in the
display panel as well.
Manage Your PST Archives

Outlook data, including all mail folders and the items within the folders, such as emails, email attachments, to do
items and appointments, contacts and more. But the use of PST files to manage messaging data can result in
the following issues:
 Unmanaged files. Generally, PST files are created by users and reside on their computers or network
shares. They aren't managed by your organization. As a result, users can create several PST files containing
the same or different messages and store them in different locations, with no organizational control.
 Increased discovery costs. Lawsuits and some business or regulatory requirements sometimes result in
discovery requests. Locating messaging data that resides in PST files on users' computers can be a costly
manual effort. Because tracking unmanaged PST files can be difficult, PST data may be undiscoverable in
many cases. This could possibly expose your organization to legal and financial risks.
 Inability to apply messaging retention policies. Messaging retention policies can't be applied to
messages located in PST files. As a result, depending on business or applicable regulations, your
organization may not be in compliance.
 The risk of data theft. Messaging data stored in PST files are vulnerable to data theft. For example, PST
files are often stored on portable devices such as laptops, removable hard drives, and portable media such
as USB drives, CDs, and DVDs.
 Fragmented view of messaging data. Users who store information in PST files don't get a uniform view of
their data. Messages stored in PST files are generally available only on the computer where the PST file
resides. As a result, if users access their mailboxes using Outlook Web App or Outlook on another computer,
the messages stored in their PST files are inaccessible.
How GridBank helps in resolving the above issues:

1. First by using PST Importer Policy, GridBank brings your PST files (spread all over) in one place, this way
allowing you to have all of them together.
2. Then by using GWA, GridBank allows you to view and manage your PST files and their content (messages,
calendar, contacts, etc.).
View Your PST Archives

Viewing your PST Archives in GridBank Web Access, helps you to explore and manage those of your mailboxes
that have been backed up into PST files, which (the last) in return have been stored into GridBank environment.
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To view your PST archives:

 Click the PST Archives node. All of your PST files that have been archived in GridBank load in the
display panel.
 Click the arrow of the PST Archives node. The node expands and all of your PST files that have been
archived in GridBank load as sub-nodes.
View the Folders of Your PST Archives

Viewing PST’s archived folders helps you to find out which of the folders of your mailboxes have been selected
to be backed up into PST files, which (the last) in turn have been imported into GridBank from a PST files
directory.
To view a PST archive folder of your mailbox archive:

2. In the Mail tree view, click the arrow in front of the PST Archives node.
3. Click the arrow in front of the name of a PST archive. All of the archived PST data appears as sub nodes
(those are the PST archive’s folders and items, selected to be archived).
View the Content of Your PST Archive Folder

To view folder content of your PST archive:
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2. On the Mail tree view, click the arrow of the PST Archives node. The node expands and all of your PST files
that have been archived in GridBank load as sub-nodes.
3. Click the arrow of a PST archive name, which you wish to access. All of its folders load as sub-nodes.
4. Click on the folder, you wish to explore. Its content loads in the display panel. See the picture below.
Order the Content of Your PST Archive Folder

Mailbox archived folder content could also be ordered in GWA. Ordering the content of a folder by different
attributes helps you to easily find the item(s) you are looking for (as an email subject, or a name of a sender,
etc.).
To order PST archive folder content:

 Click the PST Archives node. All your PST archives imported in GridBank are displayed as a list in the
display panel.
 Click the arrow in front of the PST Archives node to expand it and view all PST archives, and then click
the node itself. All your PST archives imported in GridBank are displayed as sub-nodes in the tree view
and as a list in the display panel.
3. Click the arrow in front of a mailbox archive. All of the archived PST data appear as sub-nodes (those are the
PST archive’s folders and items, selected to be archived).
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 Received – By date received, from earliest to latest.

 Flag Status – By flag status, top to bottom.
View the Content of Your PST Archive Email

To view a PST archive email from your mailbox archive:

4. Click on the folder, you wish to explore. Its content loads in the display panel and do one of the following:
Save Your PST Archive Email

To save (download) your PST archive email:
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 Click the email you wish to save. Its content loads on the right-hand side of the display panel.
 In the upper left corner, where the email content is loaded, click Save/Open.
 In the upper left corner of the pop-up window, click Save/Open.
6. In the pop-up window that appears below, click Save and then click Save as. A Save As window appears.
7. Select the location where to save your email and then click the Save button.
Add an Email from Your PST Archive to Your Briefcase

Saving item/items to a briefcase is another way of helping you to organize your results from searching archived
mailbox content into logically structured way – for example, in created briefcase, also called “June, 2000” could
be placed items from that period of time, in another briefcase, created and called “William Taylor, sender” could
be placed items related to William Taylor and so on.
To add your PST archive email to your briefcase:
1. After viewing PST archive folder content in the display panel, select an email and then right-click it.
3. In the Manage Briefcases window that pops up, do one of the following:
Manage the Tags of Your PST Archive Emails

advanced options for email search. GWA allows adding, editing or removing tags of an email.
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Add a Tag to Your PST Archive Email
the tag.
To add a tag to your PST archive email:

 Click the email you wish to add tag to and right-click on it. A context menu appears.
 In the upper left corner, where the email content loads, click Manage Tags.
 In the upper left corner of the pop-up window, click the Manage Tags.
 On the context menu that appears, click Manage Tags.
active.
allowed for the tag content: ., -, /, \, ,, ;, :, #, [, ], *, !, £, $, %, ^, &, (, ), +, =, {, }, @, “, ~, ?, <, >, |, '.
8. Click Apply button. The newly created tag loads in the Manage Tags window.
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9. Click OK to submit the new tag. Wait until the process completes.
Edit a Tag of Your PST Archive Email
To edit a tag of your PST archive email:
1. On the Manage Tags window, click the tag you wish to edit. See the Add Tag to Email for reference on
how to open the Manage Tags window.
2. Click Edit. The Edit tag field and Update button become active.
5. Click OK to submit the edit. Wait until the process completes.
Remove a Tag of Your PST Archive Email
To remove a tag from your PST archive email:
1. On the Manage Tags window, click a tag you wish to remove. The Remove button becomes active. See
Add Tag to Email for reference on how to open the Manage Tags window.
2. Click the Remove button. The tag is removed from the Manage Tags window.
3. Click OK to submit the tag removal.
Search for Your PST Archive Emails

Email search within a folder of your PST archive in GWA, returns results that match the specified by you term or
criteria.
To search for emails in your PST archive:

3. Click the name of the PST archive, you wish to access. All of its folders load as sub-nodes.
4. Click the folder, where you wish to search for emails. The folder content loads in the display panel.
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5. To search for emails in selected folder, do any of the following:

To perform basic search, type the keyword(s) in the search field. See what Email Search Formats and
Search Symbols and Operators you may use. In addition, you may use the option Perform wildcard
search. Enable this option if you wish to perform a search using a part of a term. If this option is enabled
the search will return all results that contain the entered partial search term. For example, if you enter in
the search box the term micro and this option is enabled, the search will return all emails that contain
micron, Microsoft, microscope, etc. The second option you may use is Search in subfolders. It allows
you to search for emails in all sub-folders under the folder in which you perform the search. See the
picture below.
bodies, from, from email, subject, to, to email, message body, attachment names..
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field

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Cancel Search in Your PST Archive Folder

GridBank Web Access allows you to clear your previous search and perform a new one, specifying different
search parameters.
To cancel a search in your PST archive folder and perform a new one:
1. Perform a PST archive folder content search.
performed.
Save Your PST Archive Folder Search Results

Saving your email search results, helps you not to waste time searching again and again to check what was the
result of a certain search, but it also helps you to organize your searching in a proper way – so saving time and
efforts is a big help in finding necessary information especially when it comes to going through a huge amount of
data.
To save your PST archive search results:
1. After you perform a PST archive folder content search, click Save.
2. In the Dataset Name window that appears, do the following:
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 Name - Enter the name of the archive that will be created for the emails search results. The allowed
number of characters for the name is from 1 to 100 inclusive. The name cannot contain the following
characters: \, /,:, *, ?, ", <, >, |. Also, it cannot start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field
is mandatory.
 Create search results archive managed by legal hold (optional) – Enable this option if you wish
your email search results to be protected from deletion in GridBank for indefinite period.
4. Click OK on the message dialog. Wait until the GWA message dialog showing the progress closes.
The saved search result dataset appears in the Mail tree view, under the Saved Search Results node and in
the display panel as well.
Manage Journaling Vaults Mailboxes

Journaling Vaults in GridBank contain emails from the Journaling Vaults mailboxes created on an Exchange
Server. These emails are shown in GridBank Web Access after an executed Journaling Vault policy in GridBank
Management Console. Within Journaling Vaults mailboxes in GWA can be performed: search for emails, saving
search results, applying “legal hold” policy on search results during the saving, saving emails to a desired
directory and adding tags to emails. The content of Journaling Vaults mailboxes is accessible to you as a
GridBank Administrator.
View Journaling Vaults Mailboxes

Viewing Journaling Vaults mailboxes in GridBank Web Access helps you to explore and manage them.
To view Journaling Vaults mailboxes:

 Click the Journaling Vaults node. All of Journaling Vaults mailboxes load in the display panel.
 Click the arrow of the Journaling Vaults node. The node expands and all of Journaling Vaults mailboxes
load as sub-nodes.
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View Folders of Journaling Vaults Mailboxes

Viewing Journaling Vaults mailboxes folders helps you to explore them.
To view a Journaling Vaults mailbox folder:

2. In the Mail tree view, click the arrow in front of the Journaling Vaults node.
3. Click the arrow in front of the name of a Journaling Vaults mailbox. All of the folders appear as sub nodes
(those are the Journaling Vaults mailbox folders and items, selected to be archived).
View the Content of a Journaling Vaults Folder

To view the folder content:

2. On the Mail tree view, click the arrow of the Journaling Vaults node. The node expands and all of
Journaling Vaults mailboxes load as sub-nodes.
3. Click the arrow of a Journaling Vaults mailbox name, which you wish to access. All of its folders load as sub-
nodes.
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Order the Content of a Journaling Vaults Folder

The Journaling Vaults mailbox folder content could also be ordered. Ordering the content of a folder by different
attributes helps you to easily find the item/items if you have more information about the item/items you are
looking for (as an email subject, or a name of a sender, etc.).
To order Journaling Vaults mailbox folder content:

 Click the Journaling Vaults node. All Journaling Vaults mailboxes are displayed as a list in the display
panel.
 Click the arrow in front of the Journaling Vaults node to expand it and view all Journaling Vaults
mailboxes, and then click the node itself. All Journaling Vaults mailboxes are displayed as sub-nodes in
the tree view and as a list in the display panel.
3. Click the arrow in front of a Journaling Vaults mailbox name. All of the folders of Journaling Vaults mailbox
appear as sub-nodes.
 Importance – By priority, from high to low.
 Icon – By type, e.g. mail message, meeting request, receipts and so on.
 Attachment – By attachment included, top to bottom.
 From – By name of the sender in alphabetical order, from A-Z.
 Subject – By text of the subject in alphabetical order, from A to Z or vice versa.
 Received – By date received, from earliest to latest.
 Size – By size of the message, from smallest to biggest.
 Categories – By category in alphabetical order, from A-Z.
 Flag Status – By flag status, top to bottom.
 Folder – by folder name in alphabetical order, from A-Z.
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View the Content of a Journaling Vaults Email

To view a Journaling Vaults email:

2. On the Mail tree view, click the arrow of the Journaling Vaults node. The node expands and all Journaling
Vaults mailboxes load as sub-nodes.
nodes.
Save a Journaling Vaults Email

To save (download) a journaling vaults email:

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nodes.
7. Select the location where to save your email and then click the Save button.
Add an Email from a Journaling Vaults Mailbox to Your Briefcase

Saving item/items to a briefcase is another way of helping you to organize your results from searching archived
To add a journaling vaults email to your briefcase:
1. After viewing Journaling Vault mailbox folder content, in the display panel, select an email and then right-click
it.
Manage the Tags of Journaling Vaults Emails

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Add a Tag to a Journaling Vaults Email
the tag.
To add tag to a journaling vaults email:

nodes.
active.
allowed for the tag content: ., -, /, \, ,, ;, :, #, [, ], *, !, £, $, %, ^, &, (, ), +, =, {, }, @, “, ~, ?, <, >, |, './/The picture
shows a tag with not supported symbol.
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Edit a Tag of a Journaling Vaults Email
To edit a tag of a journaling vaults email:
4.
Remove a Tag of a Journaling Vaults Email
To remove a tag of a journaling vaults email:
Perform Email Search in a Journaling Vaults Mailbox

The email search in the Journaling Vaults mailboxes enables you to find emails fast and easy simply by typing a
keyword(s) in the search box.
To search for emails in a Journaling Vaults mailbox:
1. On the Main menu, click the Mail tab.

2. In the Mail tree view, within your account, click the arrow in front of the Journaling Vaults sub node.
3. Click then the arrow in front of the Journaling Vaults name you wish to access.
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4. In the selected Journaling Vaults mailbox, choose a folder you wish to search in, e.g. Inbox. The folder
content loads in the display panel.
picture below.
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field

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Save Journaling Vaults Search Results

Saving search results help you not to waste time searching again and again to check what was the result of a
certain search, but also helps you to organize your searching in a proper way – so saving time and efforts is a
big help in finding necessary information especially when it comes to going through a huge amount of data.
To save your journaling vaults search results:
1. On the Main menu, click the Mail tab.

2. In the Mail tree view, within your account, click the arrow in front of the Journaling Vaults sub node, and
then click the arrow in front of the Journaling Vaults name you wish to access.
3. In the selected Journaling Vaults mailbox, choose a folder you wish to search in, e.g. Inbox.
4. In the selected Journaling Vault folder, perform a search. See for reference: Perform Email Search in
Journaling Vaults.
5. After your search results are displayed, click Save next to the search box.
6. On Dataset Name window that appears, do the following:
 Name – Use the proposed one or enter new name for the dataset, where the search result will be saved.
If you enter a new name for the archive that will be created for the emails search results, the allowed
number of characters for the name is from 1 to 100 inclusive. The name cannot contain only numerical
characters. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, | and cannot start with the
following ones: \, /, :, *, ?, ", <,>, |, _. The field is mandatory.
apply forever retention policy to the files in the files search result dataset.
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7. Click OK to create your search result dataset.

To view the saved email search results, click the Search tab, in the Search tree view, expand the node with
your user name and then expand the Emails and Saved Search Results nodes. See the picture below:
Export a Journaling Vault Mailbox to a PST File

Exporting the journaling vaults to PST helps you to have a backup of it, saved to the destination selected by you.
Note: The destinations for exporting the mailbox archive are only the datasets which belong to the user,
which journaling vault you are exporting.
To export a journaling vault mailbox to PST:

2. In the Mail tree view, within your account, click the arrow in front of the node with your user name to expand it
and view the Journaling Vaults node.
3. In the Mail tree view, click the Journaling Vaults node. All the journaling vaults are shown in the display
panel.
4. In the display panel, select the journaling vault you wish to export and then right-click it.
5. On the context menu that appears, click the Export to PST option. A Select Dataset pop-up window
appears, allowing you to select where you wish to export the journaling vault.
6. Select the dataset to which you wish to export the journaling vault, and click OK. The exporting operation
starts.
7. On the message dialog, click OK to close the window and complete the PST export process.
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Access Emails of Other GridBank Users

Via GridBank Web Access you can access and manage the mailbox and PST archives of all the other GridBank
users. In GridBank Web Access the other GridBank users’ mailbox and PST archives loads separately from
yours.
View the Emails of Other GridBank Users’ Mailbox Archives

GWA allows you to view the emails from the mailbox archives and PST archives of the other GridBank users.
Thus, you can search and find information that is containing in their emails and that you need– for example for
legal or business purposes.
To view the emails of other GridBank users:

2. On the Mail tree view, click the arrow of the All Users node. The node expands and the following sub-nodes
appear: Consolidated Inbox, Consolidated Sent Items and PST Archives.
3. To view shared with you emails, do one of the following:
 Click the Consolidated Inbox node. The emails from the Inbox folders of all the users for which you
have been granted with access permissions load in the display panel.
 Click the Consolidated Sent Items node. The emails from the Sent Items folders of all the users for
which you have been granted with access permissions load in the display panel.
 Click the PST Archives node. Your PST archives plus all the PST archives of the other users, for which
you have been granted with access permissions load in the display panel.
Note: Under the node All Users>PST Archives your PST archives are listed as well, not only the other
users‘ PST archives that have been shared with you.
Note: If you wish PST archive, listed in the display panel, to be listed in the tree view as well, click on the
PST archive and then right-click it. On the context menu that appears click Add to Tree View and then
OK.
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4. GWA Mail Management

in Added User’s Account
This chapter describes how you as a GridBank Administrator can manage added user’s
mailbox and PST archives in GridBank Web Access.
Section Page
Add a User Account in Mail Tree View 66
Manage Your Mailbox Archives in GridBank Web Access 67
View the Folders of a Mailbox Archive of an Added User 67
View the Content of a Mailbox Archive Folder of an Added User 68
Order the Content of a Mailbox Archive Folder of an Added User 68
View the Content of an Email of an Added User 69
Save a Mailbox Archive Email of an Added User 69
Add an Email from a Mailbox Archive of an Added User to a Briefcase 70
Manage the Tags of a Mailbox Archive Email of an Added User 70
Export Mailbox Archive of an Added User to a PST File 73
Search for Mailbox Archive Emails of an Added User 73
Cancel Search in a Mailbox Archive Folder 76
Save Search Results of a Mailbox Archive Folder of an Added User 76
Manage the PST Archives of an Added User 77
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View an Added User’s PST Archives 77
View Folders of a PST Archive of an Added User 78
View the Content of a PST Archive Folder of an Added User 78
Order the Content of a PST Archive Folder of an Added User 79
View the Content of a PST Archive Email of an Added User 79
Save a PST Archive Email of an Added User 80
Add an Email from a PST Archive of an Added User to a Briefcase 81
Manage Tags of PST Archive Emails of an Added User 81
Search for PST Archive Emails of an Added User 83
Cancel a Search in a PST Archive Folder of an Added User 86
Save Search Results of a PST Archive Folder of an Added User 86
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Add a User Account in Mail Tree View

As a GridBank Administrator, you can access the GridBank users’ mailbox and PST archives and manage
emails in their accounts. This can be done by adding the selected users to your account.
Adding other user’s account is a convenient way for you to work with the other users’ data, instead of looking for
their credentials and logging in to their accounts in case you need to view and manage their files and emails.
You can add users to your account under the Fail or Mail tab.
To add a user’s account to your account:

2. In the Mail tree view, click Add at the top left corner.
3. In the Select Users window that appears, do one of the following:

 Select the name of the user to be added to your account.
 In the Search box, enter a name, click Search next to it, and then click the name found.
Note: You can use the Clear button to reset current search and to perform a new one.
Note: GridBank Web Access Search does not satisfy search queries including any of the following
characters: “-”, “/”, "\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{",
"}", "@", "'", "~", "?", "<", ">", "|", "`".
4. With the user name selected, click Add. The user is placed in the bottom panel (waiting list).
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Note: You can use the Remove button to remove a user from the bottom panel if needed.
5. Click OK. Now you are able to view added user’s mailbox and PST archives.
Manage the Mailbox Archives of an Added User

GridBank for Exchange provides opportunity for ingesting mailboxes from the Exchange Server to its platform by
executing a mailbox optimization policy. Ingested mailboxes in GridBank can be used as backup copies if a data
loss occurs on the Exchange Server. The mailboxes content can also be optimized on the Exchange Server as
archiving part of the emails e.g. attachments and body in GridBank. One of the options for accessing and
working with the mailboxes and PST files, archived in GridBank is GridBank Web Access application.
View the Mailbox Archives of an Added User

GWA allows you to view the user mailboxes that have been ingested into GridBank. You can explore and
manage their content that could be emails, contacts, tasks, etc. it depends on what mailbox folders have been
archived in GridBank.
To view added user’s mailbox archives:

2. In the Mail tree view, select the user which mailbox archives you wish to examine. This user needs to be
added to your account. See for reference: Add User Account in Mail tree view.
 Click the Mailbox Archives node. All of the user mailboxes that have been imported into GridBank load
in the display panel.
 Click the arrow of the Mailbox Archives node. The node expands and all of the user mailboxes that have
View the Folders of a Mailbox Archive of an Added User

Viewing folders of a mailbox archive helps you to find out which of the folders of the mailbox have been selected
to be ingested into GridBank and to explore them.
To view the folders of a mailbox archive of an added user:

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3. In the Mail tree view, click the arrow in front of the Mailbox Archives node to expand it and view all mailbox
archives.
4. Click the arrow in front of a mailbox archive name. All of the archived mailbox data appear as sub-nodes
(those are the mailbox folders and items, selected to be archived).
View the Content of a Mailbox Archive Folder of an Added User

To view the folder content of an added user mailbox:

3. On the Mail tree view, click the arrow of the Mailbox Archives node. The node expands and all of the user
Order the Content of a Mailbox Archive Folder of an Added User

Ordering folder content regarding different attributes helps you to easily find the item/items if you have more
information about the item/items you are looking for (as an email subject, or a name of a sender, etc.).
To order the content of a selected mailbox folder of an added user:

 Click the Mailbox Archives node. All of the user mailbox archives that are imported in GridBank are
displayed as a list in the display panel.
 Click the arrow in front of the Mailbox Archives node to expand it and view all mailbox archives, and then
click the node itself. All of the user mailbox archives that are imported in GridBank are displayed as sub-
nodes in the tree view and as a list in the display panel.
4. Click the arrow in front of a mailbox archive. All of the archived mailbox data appear as sub-nodes (those are
the mailbox folders and emails, selected to be archived).
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 Attachment – by attachment included, top to bottom.

 Categories – by category in alphabetical order, from A-Z.
 Flag Status – by flag status, top to bottom.
 Folder – by folder name in alphabetical order, from A-Z.
View the Content of an Email of an Added User

To view an email of an added user:

Save a Mailbox Archive Email of an Added User

To save (download) a mailbox archive email of an added user:

mailboxes that have been ingested into GridBank load as sub-nodes.
5. Click on the folder, where is the email you wish to save. The folder content loads in the display panel.
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 Select the email you wish to save. Its content loads on the right-hand side of the display panel.
 In the in the upper left corner of right-hand side panel, where the email content is loaded, click
Save/Open.
 In the upper left corner of the pop-up window, where the email content is loaded, click Save/Open.
8. On the pop-up window that appears below, click Save and the click Save as. A Save As window appears.
9. Select the location where to save the email and then click Save.
Add an Email from a Mailbox Archive of an Added User to a

Briefcase
Adding email/emails to a briefcase is another way of helping you to organize the results from searching archived
mailboxes content into logically structured way – for example, in created briefcase, also called “June, 2000”
could be placed emails, sent and received during that period of time, in another briefcase, created and called
“William Taylor, sender” could be placed emails sent by William Taylor to anyone and so on.
To add an email of an added user to a briefcase:

3. After viewing the content of the mailbox archive folder of the added user, in the display panel, select an email
and then right-click it.
5. In the Manage Briefcases window, do one of the following:
Manage the Tags of a Mailbox Archive Email of an Added User

the advanced options for email search in GWA. The application allows adding, editing or removing tags of an
email.
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Add a Tag to a Mailbox Archive Email of an Added User
the tag.
To add a tag to a mailbox archive email:

5. Click on the folder, where is the email you wish to add tag to. The folder content loads in the display panel.
 Click the email you wish to add tag to and then right-click on it. A context menu appears.
 Click Manage Tags in the upper left corner of right-hand side panel, where is the email content loaded.
The Manage Tags window opens.
 Click Manage Tags in the upper left corner of the pop-up window, where is the email content loaded. The
Manage Tags window opens.
 On the context menu that appears, click Manage Tags. The Manage Tags window opens.
active.
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10. Click Apply. The newly created tag loads in the Manage Tags window.
11. Click OK to submit your tag. The process of adding the tag starts.
Edit a Tag of a Mailbox Archive Email of an Added User
To edit a tag of a mailbox archive email:
1. In the Manage Tags window, click the tag you wish to edit. See Add Tag to Email for reference on how to
open the Manage Tags window.
2. On the Manage Tags window, click the tag you wish to edit. The Edit button becomes active.
3. Click the Edit button. The Edit tag field and Update button become active.
6. Click OK to submit the tag edit. The process of editing the tag starts.
Remove a Tag of a Mailbox Archive Email of an Added User
Removing a tag helps you to delete unnecessary or obsolete information, provided by that tag.
To remove a tag of a mailbox archive email:
1. On the Manage Tags window, click a tag you wish to remove. See Add Tag to Email for reference on how
to open the Manage Tags window.
2. Click the Remove button.
3. Click OK to submit the tag removal. The process of removing the tag starts.
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Export Mailbox Archive of an Added User to a PST File

Outlook data, including all mail folders and the items within the folders, such as emails, email attachments, to-do
Exporting a mailbox archive to PST file helps you to have a backup copy of this mailbox archive. The PST file
then can be saved to any location and used whenever needed.
To export a mailbox archive to a PST file:

3. On the Mail tree view, click the Mailbox Archives node. All of the user mailboxes that have been archived in
GridBank load in the display panel.
4. In the display panel, click on the mailbox archive you wish to export and then right-click it.
5. On the context menu that appears, click the Export to PST.
6. On Select a dataset for PST export window that appears, do one of the following:
A Create Dataset window appears. Specify the name, type and a description of the new dataset:
is mandatory.
7. Back in the Select a dataset for PST export window where the dataset to which you wish to save the PST
file is selected and click OK. The exporting operation starts.
Search for Mailbox Archive Emails of an Added User

Email search within a folder of the added user mailbox archive in GWA, returns results that match the specified
by you term or criteria.
To search for emails in a mailbox archive:
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4. Click the arrow of the name of the mailbox archive, you wish to access. All of its folders load as sub-nodes.
picture below.
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field

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Cancel Search in a Mailbox Archive Folder of an Added User

GridBank Web Access allows you to cancel your search at any time and perform a new one.
To cancel a search in a mailbox archive folder and perform a new one:

3. Perform a search for emails in a mailbox archive folder.
performed.
Save Search Results of a Mailbox Archive Folder of an Added User

Saving Search Results option helps you not to waste your time searching again and again to check what was
the result of a certain search, but it also helps you to organize your searching in a proper way – so saving time
and efforts is a big help in finding necessary information especially when it comes to going through a huge
amount of data.
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To save search results returned from search in a mailbox archive folder of an added user:

3. After you perform a search for emails in the added user mailbox archive folder, click Save.
4. In the Dataset Name dialog that appears, do the following:
 Dataset name - Specify the name of the archive that is to be created from the emails search results.
Enter a meaningful name. The allowed number of characters for the name is from 1 to 100 inclusive. The
name cannot contain the following characters: \, /, :, *, ?, ", <, >, |. Also, it cannot start with the following
ones: \, /, :, *, ?, ", <, >, |, _. The field is mandatory.
protect from deletion this search result archive and its content for an indefinite period in GridBank.
6. On the message dialog that appears, click OK. Wait until the GWA dialog showing the progress closes.
The saved search result appears listed under the Saved Search Results node in the tree view and in the
display panel as well.
Manage the PST Archives of an Added User

The PST archives of an added user can be: browsed, searched, tagged and individual items within them can be
downloaded.
View an Added User’s PST Archives

Viewing the added user’s PST Archives in GridBank Web Access, helps you to explore and manage those of the
mailboxes that have been backed up into PST files, which (the last) in return have been stored into GridBank
environment.
To view added user’s PST Archives:

 Click the PST Archives node. All of the user PST files that have been archived in GridBank load in the
display panel.
 Click the arrow of the PST Archives node. The node expands and all of the user PST files that have
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View the Folders of a PST Archive of an Added User

Viewing PST’s Archived Folders helps you to find out which of the folders of the added user’s mailboxes have
been selected to be backed up into PST files, which (the last) in turn have been imported into GridBank
environment via the Mail Optimization Wizard of the Management Console and to explore them.
To view the PST archive folders of an added user:

3. In the Mail tree view, click the arrow in front of the PST Archives node.
4. Click the arrow in front of the name of a PST archive. All of the archived PST data appears as sub nodes
(those are the PST archive’s folders and items, selected to be archived).
View the Content of a PST Archive Folder of an Added User

To view the folder content of a PST archive of an added user:

3. On the Mail tree view, click the arrow of the PST Archives node. The node expands and all of the user PST
files that have been archived in GridBank load as sub-nodes.
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Order the Content of a PST Archive Folder of an Added User

The mailbox archived folder content could also be ordered. Ordering the content of a folder by different attributes
helps you to easily find the item/items if you have more information about the item/items you are looking for (as
an email subject, or a name of a sender, etc.).
To order the content of a PST archive folder of an added user:

added to your account.
 Click the PST Archives node. All of the user PST archives imported in GridBank are displayed as a list in
the display panel.
 Click the arrow in front of the PST Archives node to expand it and view all PST archives, and then click
the node itself. All of the user PST archives imported in GridBank are displayed as sub-nodes in the tree
view and as a list in the display panel.
 Flag Status – By flag status, top to bottom.
View the Content of a PST Archive Email of an Added User

To view a PST archive email of an added user:

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Save a PST Archive Email of an Added User

To save (download) a PST archive email of an added user:

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8. Select the location where to save the email and then click the Save button.
Add an Email from a PST Archive of an Added User to a Briefcase

Saving item/items to a briefcase is another way of helping you to organize the results from searching archived
To add an email of a PST archive of an added user to a briefcase:

3. After viewing the PST archive folder content in the display panel, select an email and then right-click it.
Manage Tags of PST Archive Emails of an Added User

Add a Tag to a PST Archive Email of an Added User
the tag.
To add a tag to a PST archive email:
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active.
Edit a Tag of a PST Archive Email of an Added User
To edit tag of email:
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Remove a Tag of a PST Archive Email of an Added User
To remove a tag of a PST archive email:

Search for PST Archive Emails of an Added User

Email search within a folder of the added user’s PST archive in GWA, returns results that match the specified by
you term or criteria.
To search for emails in a PST archive folder:

4. Click the name of the PST archive, you wish to access. All of its folders load as sub-nodes.
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6. To search for emails in selected folder, do any of the following:
you to search for emails in all sub-folders under the folder in which you perform the search.
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field

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Cancel a Search in a PST Archive Folder of an Added User

GridBank Web Access allows you to clear your previous search and perform a new one, specifying different
search parameters.
To cancel a search and perform a new one:

3. Perform a search for emails in a mailbox archive folder.
performed.
Save Search Results of a PST Archive Folder of an Added User

Saving your email search results, helps you not to waste time searching again and again to check what was the
result of a certain search, but it also helps you to organize your searching in a proper way – so saving time and
efforts is a big help in finding necessary information especially when it comes to going through a huge amount of
data.
To save your PST archive search results:
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3. After you perform a folder content search, click Save.
4. In the Dataset Name window that appears, do the following:
 Name - Enter the name of the archive that will be created for the emails search results. The allowed
characters: \, /, :, *, ?, ", <, >, |. Also, it cannot start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field
is mandatory.
 Create search results archive managed by legal hold (optional) – Enable this option if you wish
your email search results to be protected from deletion in GridBank for indefinite period.
6. Click OK on the message dialog. Wait until the GWA dialog showing the progress closes.
The saved search result dataset appears in the Mail tree view, under the Saved Search Results node and in
the display panel as well.
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5. GWA Files
Management in
Administrator’s Account
This section provides information about the operations that can be performed with files and
datasets within the Files control tab.
Section Page
Introduction to GridBank Dataset Types 92
GridBank Datasets Access Control Permissions 92
View the File Tab Options 94
View Your Archive Datasets 95
Create Your Archive Dataset 96
Add (Upload) Files to Your Archive Dataset 96
Modify Your Archive Dataset Details 97
Share an Archive Dataset with Other GridBank Users and 98

Groups
Declare as Records Your Archive Dataset 99
Delete Your Archive Dataset 99
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Delete Your Archive Dataset Files 99
Download Files from Your Archive Dataset 99
Declare as a Record Your Archive Dataset File 100
Add Your Archive Dataset Files to Your Briefcase 101
Add Folders to Your Archive Dataset 102
View (Explore) Your Archive Folder 103
Rename (Modify) Your Archive Folder 103
Copy Your Archive Folder 104
Add Files to Your Archive Folder 104
Manage Your Library Datasets 105
View Your Library Datasets 105
View Your Library Dataset Content 106
Create Your Library Dataset 106
Modify Your Library Dataset Details 107
Declare as a Record Your Library Dataset 107
Share Your Library Dataset with Other GridBank Users and 108
Groups
Delete Your Library Dataset 109
Add (Upload) Files to Your Library Dataset 110
Delete Your Library Dataset Files 110
Download Files from Your Library Dataset 111
Declare as a Record Your Library Dataset File 112
Add Your Library Dataset Files to Your Briefcase 113
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Add Folders to Your Library Dataset 114
View (Explore) Your Library Folder 114
Rename (Modify) Your Library Folder 115
Copy Your Library Folder 115
Move Your Library Folder 116
Add Files to Your Library Folder 116
Manage Your Repository Datasets 117
View Your Repository Datasets 118
View the Content of Your Repository Dataset 118
Create Your Repository Dataset 118
Modify Your Repository Dataset 119
Declare as a Record Your Repository Dataset 120
Share Your Repository Dataset with Other GridBank Users and 121
Groups
Delete Your Repository Dataset 122
Add (Upload) Files to Your Repository Dataset 122
Delete Your Repository Dataset Files 123
Download Files from Your Repository Dataset 123
Declare as a Record Your Repository Dataset File 124
Add Your Repository Dataset Files to a Briefcase 125
Add Folders to Your Repository Dataset 126
View (Explore) Your Repository Dataset Folder 127
Rename (Modify) Your Repository Folder 127
Copy Your Repository Folder 128
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Move Your Repository Folder 129
Add Files to Your Repository Folder 129
Delete Your Repository Folder 130
View Your Dataset File Metadata 131
Edit Your Dataset File Metadata (Only Description) 132
Manage the Custom Metadata of Your Files 132
Manage the Tags of Your Dataset Files 133
Manage Recursively Tags of Your Datasets 134
File Versioning Control 136
Global Catalog 138
View Shredded Datasets 139
Perform a Quick Search in the Files Tab 139
View All Users Datasets 141
Perform a Quick Search in All Users 141
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Introduction to GridBank Dataset Types

In GridBank your files are saved in objects called datasets .The types of datasets supported by GridBank are:
Dataset Type Description
Archives Archives are datasets which are created once, are of a fixed
size, can be read from many times and can only be deleted by
administrators or policies.
Libraries Libraries are datasets with a dynamic structure, these can be

accessed many times and individual items within them can be
deleted but cannot be modified. Libraries can be viewed as a
snapshot of fixed content information for a particular time
period, from a particular source. They can be managed by
users and applications.
Repositories Repositories are working datasets, whose size is forever

changing, these can be accessed many times and individual
items within repositories can be deleted and modified.
The dataset type you choose to create for ingesting files in it, depend on how often you will ingest files in it or
access and modify them.
GridBank Datasets Access Control

Permissions
Each GridBank dataset has its default global access permissions assigned to it upon its creation. The global
access control permissions define what GridBank users can do with the datasets in GridBank and are valid for all
GridBank users. Depending on the type of dataset (archive, library or repository) the relevant access control
permissions are assigned to the dataset. They could also be changed - individually for a selected dataset and for
a selected user as well. Individual access control permissions are configured only by the GridBank Master
Administrator or by the dataset owner.
Refer to the table below about the types of operations you can to perform on your datasets.
Table 1: Datasets Global Content Access Control Permissions
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Global Access Policy Archive Repository Library
Read Content Yes Yes Yes
Write Content Yes Yes Yes
Modify Content No Yes No
Download Content Yes Yes Yes
Delete Content No Yes Yes
Search Content Yes Yes Yes
Modify Metadata Tags No Yes Yes
Add Metadata Tags Yes Yes Yes
Share Content Yes Yes Yes
Rename Folders No Yes Yes
Rename Dataset No Yes Yes
The following are the brief descriptions of the default content access control permissions:
 Read Content - When this permission is enabled for a dataset type (it is enabled by default for archives,
libraries and repositories), the users who have access to the datasets of that type, will be able to view their
content (files and folders).
 Write Content - When this permission is enabled for a dataset type (it is enabled by default for archives,
libraries and repositories), the users who have access to the datasets of that type, will be able to add files to
them and create folders to place those files or some of them under the folders for better organizing the files.
GridBank users can also rename dataset files when this access control permission is enabled for a dataset
type.
 Modify Content - When this permission is enabled for a dataset type (it is enabled by default for libraries and
repositories), the users who have access to the datasets of that type, will be able to modify the content of the
files contained in them.
 Download Content - When this permission is enabled for a dataset type (it is enabled by default for
archives, libraries and repositories), the users who have access to the datasets of that type, will be able to
download the files contained in them to a chosen directory.
 Delete Content - When this permission is enabled for a dataset type (it is enabled by default for libraries and
repositories only), the users who have access to the datasets of that type, will be able to delete the files and
the folders in them.
 Search Content - When this permission is enabled for a dataset type (it is enabled by default for archives,
libraries and repositories), the users who have access to the datasets of that type, will be able to perform file
search in them.
 Modify Metadata Tags - When this permission is enabled for a dataset type (it is enabled by default for
modify the tags of the files in those datasets.
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 Add Metadata Tags - When this permission is enabled for a dataset type (it is enabled by default for
add tags to the files in those datasets.
 Share Content - When this permission is enabled for a dataset type (it is enabled by default for archives,
libraries and repositories), the users who have access to the datasets of that type, will be able to share them
and their content (files and folders) as well.
 Rename Folders - When this permission is enabled for a dataset type (it is enabled by default for libraries
and repositories only), the users who have access to the datasets of that type, will be able to rename those
datasets folders.
 Rename Dataset - When this permission is enabled for a dataset type (it is enabled by default for libraries
and repositories only), the users who have access to the datasets of that type, will be able to rename those
datasets.
View the File Tab Options

Viewing the Files tab options in the tree view helps you easily to navigate through and perform all the operations
GWA allows you as a GridBank Administrator.
To view Files tab options:
1. On the main menu, click the Files tab. In the section above the secondary menu in the form of a tree view
loads the content, related to the Files tab.
Under the root node, having the name of the currently logged you as a GridBank Administrator, there are
sub-nodes as follows:
 Archives – This is an “entry point” for accessing, viewing and managing your datasets (either created via
the New Dataset action from the Management Console or via GWA here).
 Libraries – This is an “entry point” for accessing, viewing and managing your datasets (either created via
the New Dataset action from the Management Console or via GWA here).
 Repositories – This is an “entry point” for accessing, viewing and managing your datasets (either created
via the New Dataset action from the Management Console or via GWA here).
 Global Catalog – This is an “entry point” for accessing, viewing and managing all datasets and their
content of users, sources and applications, except yours.
 Shredded Datasets – Lists all the shredded datasets.
 Quick Search – Allows you to perform quick file search.
 All Users – Allows you to view all created users, applications and sources datasets in GridBank, plus
your own as a GridBank Administrator.
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Manage Your Archive Datasets

Archives are datasets that cannot be deleted except by you as an administrators and policy management.
Archive use cases include retention for governance and regulatory requirements, reference Information stores,
legal hold, e-discovery and records management.
View Your Archive Datasets

Viewing Archives datasets helps you to explore and manage your datasets and their content (files) that have
been created either via Management Console’s New Dataset Wizard or via Create action (button) here in GWA.
To view your archive datasets:
1. On the main menu, click the Files tab.

2. In the Files tree view, do one of the following:
 Click the Archives node. All created archive datasets are displayed as a list in the display panel.
 Click the arrow in front of the Archives node to expand it and view all archives datasets, and then click
the node itself. All created archive datasets appear as sub-nodes in the tree view and as a list in the
display panel.
View Your Archive Dataset Content

Viewing the content of an archive helps you to explore its files and find the information you are looking for by
opening the file or saving it.
To view the content of your archive dataset:

2. In the File tree view, do one of the following:
display panel.
3. To proceed viewing, do one of the following:
 In the File tree view, click an archive dataset name. All of the stored data in that dataset appear within
the display panel.
 In the display panel, double-click an archive dataset name. All of the stored data in that dataset
appear within the display panel.
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Create Your Archive Dataset

Creating archive datasets helps you to store data into that type of datasets if this is the convenient and desired
type of dataset for keeping your data.
Archive use cases include retention for governance and regulatory requirements, reference, information stores,
To create your archive:
1. On the main menu, click Files tab.

2. In the Files tree view, select the Archives node.
3. Invoke the Create Archive window by doing one of the following:
 In the footer of the display panel, click Create.
 In the main header, click Create Dataset.
 In the display panel, right-click, and from the contest menu that appears, click Create Dataset.
4. In the Create Archive window, do the following:
 Name - Enter a unique and meaningful name. The allowed number of characters for the name is from 1 to
100 inclusive. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, |. Also, it cannot start
with the following ones: \, /, :, *, ?, ", <, >, |, _. The field is mandatory.
 Type – View the type of the dataset, which is automatically set upon creation. Click OK at the bottom of
the window to create a new archive. A dialog indicating the progress appears. Wait until it closes.
 Description - Enter a meaningful description. The allowed number of characters for the description is
from 0 to 2500 inclusive. The field is optional.
5. Click OK on the message dialog.
The newly created archive can be viewed in the Files tree view under the Archives node and in the display
panel as well.
Add (Upload) Files to Your Archive Dataset

Adding files to archive dataset helps you to place files which content is related to the content’s theme of that
dataset. For example, a spreadsheet file could be added to archive dataset that contains explicitly only reports.
File upload in GridBank datasets is also possible in GridBank Web Access. Every GridBank user can use
GridBank Web Access to import his important data in GridBank, and access it from any location or computer.
To add (upload) a file to your archive:

 Click the Archives node to show a list of all archived datasets in the display panel.
 Click the arrow in front of the Archives node to show all of the archived datasets in the Files tree view.
3. In the display panel or in the Files tree view, depending on the procedure you choose in step 2, select the
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Archive dataset you wish to add a file to.

4. Invoke the Upload Files dialog box by doing one of the following:
 In the Main Header, click Upload.
 In the display panel, right-click the selected dataset and in the context menu that appears, click Add
Files.
 With a dataset selected in the Files tree view, in the footer of the display panel, click Add, and then click
Add Files.
5. In the Upload Files dialog, click Choose Files to select the files you wish to add (upload).
6. In the Upload Files dialog box, click Add to select your files for upload.
7. Choose the files you wish to upload and click Open to add them to the upload window.
The added files are shown in the Upload Files list. At this point if you wish to remove a file from your
selection, select this file and click Remove.
8. Click OK to start uploading selected files. A window indicating the upload progress appears. Wait until it
closes.
Added files now appear in the main Upload Files window. At this point, if you wish to remove a file from your
selection, click the button next to the file you wish to remove.
9. Click Start Upload to start uploading the files. The Upload Files window closes once your files are
uploaded. Your added (uploaded) files can be seen in the display panel for the selected dataset.
Modify Your Archive Dataset Details

Modification of archive dataset details helps you arrange the dataset according to your recent needs, thus having
up-to-date information about the dataset.
To modify an archive dataset details:

2. In the Files tree view, click the Archives node. A list of stored archive datasets loads in the display panel.
3. In the display panel, click the archive dataset you wish to modify, and do one of the following:
 On the toolbar, click Modify.
 In the display panel, right-click the selected archive dataset and on the context menu that appears, click
Modify Dataset.
4. In the Modify Archive window that appears, modify the following field:
 Name - Change the dataset name if needed. The allowed number of characters for the name is from 1 to
 Description - Change the description of the dataset if needed. The allowed number of characters for the
description is from 0 to 2500 inclusive.
5. Click OK at the bottom of the window. Wait until the process completes.
6. On the message dialog that appears, click OK. The modified archive dataset appears updated in the display
panel.
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Share Your Archive Dataset with Other GridBank Users and Groups
Sharing your datasets and folders with other GridBank users and groups helps you to collaborate and exchange
information easily. GridBank Web Access sharing option helps you to access data produced and owned by other
users, but which you need to perform an action, make a decision, etc. On the other hand, you can also share
your data with other GridBank users, so as to help them to perform their duties. Data shared is protected and
can only be accessed and managed by authorized people – the data owner and the people with whom it will be
shared.
To share an archive:
Note: The process of sharing folders or files with other GridBank users or groups is virtually the same
as sharing dataset.

3. In the display panel, select the Archive dataset which you wish to share and then right-click it.
4. On the context menu that appears, click Security.
5. On the Security window that appears, click Add to add a user or a group with which to share the selected
archive. This window shows the users who have access control permissions for the selected dataset. Here,
in case you decide to remove a user or group from the list, select it and click Remove.
6. In the Select Users window that appears, select a user or a group which to add to the list of users and
groups which will be able to access this dataset and perform operations on it and its content. To select a user
or a group, click on the respective radio button (Users or Groups), indicating what king of list will be
displayed for selection. Alternatively to browsing and selecting a user or a group from the list, specify the
name of the user or group in the search box. Then click the Search button to find the user or group you want
to share your dataset with. If you want to cancel your search and perform another one, click Clear to reset the
search.
7. After you have found the user or group you wish to share your dataset with, select this user or group from the
list and click Add right below the list. That user or group will be added to the lower part of the window which
contains a list of users/groups ready to be granted with content access control permissions for the selected
dataset. At this point if you wish to remove a user or group from this still not a final list, select it and click
Remove.
8. When you are ready with your selection of users and groups, click OK to submit your selection. The selected
users in the Select Users window will be now added to the Security window, where you can grant access
control permissions for each user or group with which you wish to share your dataset.
9. In the Security window, select the just added user or group for which you wish to grant access control
permissions for your dataset.
10. In the lower part of the Security window, check or uncheck the access control permissions you want to
enable or disable for the selected user. The thick in front of an access control permission means that it is
allowed for the selected user.
11. Click Share to share your dataset with the selected users and submit the access control permissions you
have granted them. Wait until the process completes.
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Declare as Records Your Archive Dataset

Declaring as record means that the selected item becomes a permanent and cannot be deleted, nor can it be
shredded. This option enables you to protect your datasets and files from deletion. When you select a dataset or
a file and apply this option, this dataset or file will be treated as permanent and you cannot delete them
afterwards. Although archives cannot be deleted by default access control permissions by users, they can be
deleted by a policy or by you as a GridBank administrator. Thus declaring them as records will prevent them
from deletion even by you as a GridBank administrator and policies.
To declare an archive and its content as a record:

2. In the Files tree view, click the Archives node. A list of all stored archive datasets loads in the display panel.
3. In the display panel, right click the archive dataset, which you wish to declare as a record.
4. On the context menu, click Declare as Record.
5. On the Declare as Record window, click OK to submit your selection and start the declaring.
Wait until the process of declaring the selected item as a record completes.
6. Click OK on the appeared message dialog, informing you that your request was submitted successfully.
Later, if you try to delete this item, you will receive a message that this item cannot be deleted.
Delete Your Archive Dataset

Archive datasets cannot be deleted in GWA by default global content access permissions. They can only be
deleted by you as a GridBank Administrator in GridBank Management Console.
Delete Your Archive Dataset Files

Archive dataset files cannot be deleted in GridBank Web Access. They can only be deleted by you as a
GridBank Administrators in GridBank Management Console.
Download Files from Your Archive Dataset
Saving files in locations, logically created (for example folders named after the themes of searching for them),
helps you to organize your results (files) of investigation in a proper way not wasting time to search for them
again when you need to read them or something else related.
To download a file from your archive dataset:

 Click the Archives node. A list of all archives is presented in the display panel.
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3. To proceed, do one of the following:

 In the Files tree view, click an archive dataset name. All of the stored data in that dataset appear
within the display panel.
 In the display panel, double-click on an archive dataset. All of the stored data in that dataset appear
4. In the display panel., select the file you wish to download and do one of the following:
 In the display panel toolbar, click Download.
 In the display panel, right-click the file you wish to download and on the context menu that appears, click
Download.
5. Choose Save as from the dialog that appears to save your files to a desired location. Other options that are
available when you click on the arrow next to Save in the download window are:
 Open - allows you to open your selected file with its native application.
 Save - allows you to save the selected file to the default download location.
 Save and Open - allows you to save your selected file to the default location and open it.
Note: Depending on the browser and the browser settings used, the window may have different
appearance.
6. Click Save again to save the selected email to the selected location.
Declare as a Record Your Archive Dataset File

afterwards. Although archives cannot be deleted by default access control permissions by users, they can be
To declare as a record an archive dataset file:

 Click the Archives node. All your archives are displayed as a list in the display panel.
 Click the arrow in front of the Archives node to expand it and view all archives, and then click the node
itself. All your archives are displayed as sub-nodes in the tree view and as a list in the display panel.
3. In the display panel, click an archive name.
4. In the archive content, select a file you wish to declare as records and right-click on it.
5. On the context menu that appears, click Declare as Records.
6. In the Declare as Record window that appears, click OK.
The following are the actions allowed or not on datasets, folders and files declared as records:
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Action Dataset Declared as Folder Declared as File Declared as

Record Record Record
Modify Details No No No
(Name and
Description)
Write Content (Add Yes Yes -

files and create
folders)
Upload Files with No No No

the Same Name
Delete Content No No No
(Delete files and
folders)
Modify Folders No No -
Details (Name and
Description)
Modify Tags Yes Yes Yes
Share with Other Yes Yes Yes

GridBank users
Add Your Archive Dataset Files to Your Briefcase

Saving file/files of an archive dataset in a briefcase is another way of helping you to organize your results from
searching for those files into logically structured way – for example, in created briefcase, also called “June, 2000”
could be placed files from that period of time, in another briefcase, created and called “William Taylor” could be
placed files related to William Taylor only and so on.
To add a file from your archive to your briefcase:

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4. In the display panel, select the file you wish to add to a briefcase and do one of the following:
 In the display panel, right-click the file you wish to add to a briefcase and on the context menu that
appears, point to Add, and then click Add to Briefcase.
 In the display panel toolbar, click Add, and then select Add to Briefcase.
5. In the Select Briefcase window that appears, do any of the following:
 Select a briefcase where to add your file.
 Create a new briefcase, where to save your file, by clicking Create.
6. Click OK. The file is saved to the selected briefcase. Wait until the process completes.
Manage Your Archive Datasets Folders
Folders are containers that you can use to store files in. If you had thousands of files on your computer, it would
be nearly impossible to find any particular file when you needed it. That is why people store files in folders. You
can create, view, modify and delete folders so as to better organize your file storage.
Add Folders to Your Archive Dataset
For better organizing the archive dataset’s space there is an option for adding folders. Folders can also store
other folders. A folder within a folder is usually called a sub-folder. You can create any number of sub-folders,
and each can hold any number of files and additional sub-folders.
To add a folder to an archive dataset:

 Click the arrow in front of the Archives node to show all archives in the Files tree view.
 In the display panel double-click an archive dataset name. All of the stored data in that dataset
4. In the display panel toolbar, click New Folder in the toolbar.
5. In the Create Folder window that appears, do the following:
 Name (mandatory) - Enter a unique and meaningful name. The allowed number of characters for the
name is from 1 to 100 inclusive. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, |.
Also, it cannot start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field is mandatory.
 Description (optional) - Enter a meaningful description. The allowed number of characters for the
6. Click OK at the bottom of the Create Folder window. Wait until the process completes.
7. Click OK on the message dialog that appears. The newly created folder appears listed in the display panel,
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as well as a sub-node of the archive dataset on the tree view.
View (Explore) Your Archive Folder
Viewing archive Dataset’s folder helps you to explore the files in terms of what type of files, files’ names, their
content, etc.
To view the content of your archive folder:

 Click the arrow in front of the Archives node to show as sub-nodes all archives in the Files tree view.
 In the Files tree view, click an archive dataset. All of the stored data in that dataset appear within the
display panel.
 In the display panel, double-click an archive dataset. All of the stored data in that dataset appear within
the display panel.
 Click the arrow in front of a dataset to show as sub-nodes all folders in the Files tree view.
4. To open a folder, do one of the following:
 In the display panel, double-click a folder.
 In the display panel, right-click a folder and on the context menu that appears, click Explore.
 In the Files tree view, click a folder.
Rename (Modify) Your Archive Folder
By default GridBank settings, archive folders cannot be renamed. However, you as a GridBank Administrators
may allow selected archives’ to have their folders renamed.
To rename your archive folder:

2. In the Files tree view, do one of the following
3. To proceed renaming, do one of the following:
display panel.
 In the display panel, double-click an archive dataset. All of the stored data in that dataset appear within
the display panel.
4. In the display panel, select a folder.
5. To invoke the Modify Folder window, do one of the following:
 In the display panel toolbar, click Rename.
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 In the display panel, right-click the folder and on the context menu that appears, click Rename.
7. In the Modify Folder window, modify the Name and/or Description of the folder, and click OK.
The newly modified folder appears listed in the display panel, as well as a sub-node of the archive dataset in
the tree view.
Copy Your Archive Folder
Folder copying helps you to better organize and re-arrange space of the archive datasets. You can copy and
distribute folders into different datasets and their folders to better organize your work.
To copy your archive folder:

 In the display panel, double-click an archive dataset name. All of the stored data in that dataset appear
 In the Files tree view, click an archive dataset name. All of the stored data in that dataset appear within
the display panel.
5. To invoke the Select Dataset for Copy window, do one of the following:
 In the display panel toolbar, click Copy.
 In the display panel, right-click the folder and on the context menu that appears, click Copy.
6. In the Select Dataset for Copy window, within the Destination area, click Select.
7. In the Browse Datasets and Folders window that appears, select destination dataset or folder, and then
click OK.
8. Back to the Select Dataset for Copy window, click OK.
Add Files to Your Archive Folder
Adding files to the folder helps you instead of having all files into one place to distribute them into different folders
for better organizing your work in terms of placing files into appropriate folders, which saves time and efforts
when later you decide to find them.
To add a file to your archive folder:

 In the Files tree view, click an archive dataset .All of the stored data in that dataset appear within the
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display panel.
 In the display panel double-click an archive dataset. All of the stored data in that dataset appear within the
display panel.
4. In the display panel, select a folder to add a file to and do one of the following:
 In the toolbar, click Add, and then click Add Files.
 Right-click on the folder and from on context menu that appears, click the arrow of Add and then click
Add Files.
5. In the Upload Files window, click Choose Files to select the file(s) to upload.
6. In the Upload window, click Add to select your files for upload.
All added files are shown in the Upload Files list. At this point if you wish to remove a file from your selection,
select this file and click Remove.
closes.
9. Click Start Upload to start uploading the files. The Upload Files window will close when your files are
uploaded. The newly added files can be seen in the display panel for the selected folder.
Manage Your Library Datasets

A library dataset contains files that user has saved to GridBank. Libraries are the equivalent of snapshots and
are static datasets that can be dynamically managed by users and applications. Library use cases include
snapshots of host data, application data in time such as video surveillance, document management system
snapshots, CMS (content management portals) and departmental intranets. Individual data items can be
deleted. Libraries are viewed as a dataset, which is a snapshot in time from a source.
View Your Library Datasets
Viewing library datasets in GridBank Web Access helps you to explore and manage your datasets and their
content (files) created in GridBank.
To view a library dataset:

 Click the Libraries node. All created library datasets are displayed as a list in the display panel.
 Click the arrow in front of the Libraries node to expand it and view all library datasets, and then click the
node itself. All created library datasets appear as sub-nodes in the tree view and as a list in the display
panel.
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View Your Library Dataset Content
Viewing the content of a library helps you to explore its files and find out the information you are looking for by
opening or saving selected files.
To view the content of a library:

 Click the arrow in front of the Libraries node to expand it and view all Libraries datasets, and then click
the node itself. All created library datasets appear as sub-nodes in the tree view and as a list in the display
panel.
 In the File tree view, click a library dataset. All of the stored data in that dataset appear within the display
panel.
 In the display panel, double-click on a library dataset name. All of the stored data in that dataset appear
Create Your Library Dataset
Creating library datasets helps you to store data into that type of datasets if this is the convenient and desired
type of dataset for keeping your data. Libraries are datasets with a dynamic structure, which size is forever
increasing, these can be accessed many times and individual files within the library can be deleted.
To create your library:

2. In the Files tree view, click the Libraries node.
3. Invoke the Create Library window by doing one of the following:
4. In the Create Library window, specify a dataset name, availability and a description.
 Name (mandatory) - Enter a meaningful name. The allowed number of characters for the name is from 1
to 100 inclusive. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, |. Also, it cannot
start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field is mandatory.
the window to create a new library.
6. Click OK on the message dialog. The newly created library can be viewed in the Files tree view, under the
Libraries node and in the display panel as well.
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Modify Your Library Dataset Details
Modifying a library dataset includes updating dataset’s name, availability and/or its description, which helps you
to update the dataset according to your recent needs for having up-to-date information about the dataset.
To modify your library dataset details:

2. In the Files tree view, click the Libraries node. A list of stored library datasets loads in the display panel.
3. In the display panel, click the library dataset you wish to modify, and do one of the following:
 In the display panel, right-click the selected library dataset and on the context menu that appears, click
Modify Dataset.
4. In the Modify Library window, modify the following fields:
 Type – View the type of the dataset, which is automatically set upon creation.
6. Click OK on the message dialog. The modified library dataset appears updated in the display panel.
Declare as a Record Your Library Dataset
afterwards. Libraries can be deleted by default access control permissions by users; they can also be deleted by
a policy or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion
even by you as a GridBank administrator and policies.
To declare as records your library dataset and its content:

 Click the Libraries node. All your libraries are displayed as a list in the display panel.
 Click the arrow in front of the Libraries node to expand it and view all libraries, and then click the node
itself. All your libraries are displayed as sub-nodes in the tree view and as a list in the display panel.
3. In the display panel, select the library dataset you wish to declare as records and then right-click it.
5. On the Declare as Records window, click OK.
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(Name and
Description)
Write Content Yes Yes -

(Add files and
create folders)
Upload Files No No No
with the Same
(Delete files and
folders)
Details (Name
and
Share with Yes Yes Yes

Other GridBank
users
Share Your Library Dataset with Other GridBank Users and Groups
shared.
To share your library:
Note: The process of sharing a dataset is identical to sharing a folder within a dataset.
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3. In the display panel, select the library dataset which you wish to share and then right-click it.
4. On the context menu that appears, select Security. The Security window appears.
5. In the Security window, click Add to add a user or a group with which to share the selected library. This
window shows the users who have access control permissions for the selected dataset. Here, in case you
decide to remove a user or group from the list, select it and click Remove.
6. After clicking Add, the Select Users window appears. From this window, select a user or a group which to
add to the list of users and groups which will be able to access this dataset and perform an operation on it
and its content. To select a user or a group, click Users or Groups respectively, indicating what kind of list
will be displayed for selection. Alternatively to browsing and selecting a user or a group from the list, specify
the name of the user or group in the search box. Then click Search to find the user or group you want to
share your dataset with. If you want to cancel your search and perform another one, click Clear to reset the
search.
Remove.
9. In the Security main window, select the just added user or group for which you wish to grant access control
10. In the lower part of the Security window, check or uncheck the access control permissions you will to enable
or disable for the selected user or group. The thick in front of an access control permission means that it is
allowed for the selected user or group.
11. Click Share to share your dataset with the selected users or groups and submit the access control
permissions you have granted them. Wait until the process completes.
Delete Your Library Dataset
Deleting library dataset is possible and helps you to remove permanently unnecessary library datasets from the
storage space you are allowed to work within.
To delete your library dataset:

3. In the display panel, click the library dataset you wish to delete.
4. On the toolbar, click Delete. Wait until the process completes.
5. On the dialog window that appears, click Yes to delete selected library.
6. On the last message dialog that appears, click OK. The selected for deletion library dataset is removed
from the display panel, as well as a sub-node in the tree view.
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Add (Upload) Files to Your Library Dataset
Adding files to library dataset helps you to place files which content is related to the content’s theme of that
dataset. For example a file with reports could go (being added) to library dataset that contains explicitly only
reports.
To add (upload) a file to your library dataset:

 Click the Libraries node to show a list of all library datasets in the display panel.
 Click the arrow in front of the Libraries node to show all of the library datasets in the Files tree view.
library dataset you wish to add a file to.
 On the main header, click Upload.
 In the display panel, right-click the selected dataset and on the context menu that appears, click Add
Files.
 With a dataset selected in the Files tree view, in the footer of the display panel, click Add.
Note: If you wish to select multiple files for upload, Flash Player needs to be installed on the machine
you will use to load GridBank Web Access. Otherwise, files to be uploaded need to be added one by
one in the main Upload Files window. Each file for upload must not exceed the maximum size set in
the Management Console.
5. On the Upload Files window, click Choose Files to select the files you wish to add (upload).
6. On the Upload Files window, click Add to select your files for upload.
closes.
Delete Your Library Dataset Files
Deleting files from library dataset is possible and helps you to remove permanently unnecessary files from the
storage space you are allowed to work within.
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To delete a file from your library:

 Click the Libraries node. A list of all libraries is presented in the display panel.
 In the Files tree view, click a library dataset name. All of the stored data in that dataset appear within
the display panel.
 In the display panel, double-click on a library dataset name. All of the stored data in that dataset
4. In the display panel, select the file you wish to delete and do one of the following:
 On the display panel toolbar, click Delete.
 On the display panel, right-click the file you wish to delete and on the context menu that appears, click
Delete Dataset.
5. On the window that appears, click Yes to confirm the deletion.
Download Files from Your Library Dataset
To download a file from your library:

the display panel.
4. In the display panel, select the file you wish to download and do one of the following:
 In the toolbar of the display panel, click Download.
Download.
5. Choose Save as from the appeared download window, to save your files to a desired location. Other options
that are available when you click the arrow next to Save in the download window are:
111
appearance.
Declare as a Record Your Library Dataset File
afterwards. Libraries can be deleted by default access control permissions by users; they can also be deleted by
a policy or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion
To declare as records your library dataset file:

 Click the Libraries node. All your libraries are displayed as a list in the display panel.
itself. All your libraries are displayed as sub-nodes in the tree view and as a list in the display panel.
3. In the display panel, click a library name.
4. In the library content, select a file you wish to declare as records and right-click it.
6. In the Declare as Record window, click OK.

(Name and
Description)

files and create
folders)

the Same Name
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(Delete files and

folders)
Details (Name and
Description)

GridBank Users
Add Your Library Dataset Files to Your Briefcase
Saving file/files of a library dataset in a briefcase is another way of helping you to organize your results from
searching for those files into logically structured way – for example, in created briefcase, also called “June, 2000”
could be placed files from that period of time, in another briefcase, created and called “William Taylor” could be
placed files related to William Taylor only and so on.
To add your library dataset file to a briefcase:

 In the Files tree view, click a library dataset. All of the stored data in that dataset appear within the display
panel.
 In the display panel, double-click a library dataset. All of the stored data in that dataset appear within
the display panel.
 Right-click the file you wish to add to a briefcase and on the context menu that appears, click Add and
then click Add to Briefcase.
 In the toolbar, click Add, and then click Add to Briefcase.
 Create a new briefcase, where to save your file, by clicking on Create.
6. Click OK. The file is added to the selected briefcase. Wait until the process completes.
Manage Your Library Datasets Folders
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can create, view, modify and delete folders so as to better organize your file storage.
Add Folders to Your Library Dataset
For better organizing the library dataset’s space there is an option for adding folders. Folders can also store
To add a folder to your library dataset:

 Click the arrow in front of the Libraries node to show all libraries in the Files tree view.
panel.
the display panel.
 On the toolbar, click New Folder.
 Right-click anywhere within, and on the context menu that appears, click New Folder.
5. On the Create Folder window, do the following:
 Name (mandatory) - enter a unique and meaningful name. The allowed number of characters for the
 Description (optional) - Enter a meaningful description. The allowed number of characters for
the description is from 0 to 2500 inclusive.
as well as a sub-node of the library dataset on the tree view.
View (Explore) Your Library Folder
Viewing library Dataset’s folder helps you to explore the files in terms of what type of files, files’ names, their
content, etc.
To view the content of your library folder:

 Click the arrow in front of the Libraries node to show as sub-nodes all libraries in the Files tree view.
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the display panel.
 In the display panel, double-click a library dataset name. All of the stored data in that dataset
 In the display panel, right click a folder and on the context menu that appears, click Explore.
Rename (Modify) Your Library Folder
Renaming a library folder helps you to keep up-to-date the folder’s name.
To rename your library folder:

panel.
appear within the display panel
5. To invoke the Modify Folder dialog, do one of the following:
 In the display panel right-click the folder and on the context menu that appears, click Rename.
The newly modified folder appears listed in the display panel, as well as a sub-node of the library dataset on
the tree view.
Copy Your Library Folder
Folder copying helps you to better organize and re-arrange space of the library datasets. You can copy and
To copy your library folder:

115
3. To proceed copying, do one of the following:

 In the display panel, double-click a library dataset name. All of the stored data in that dataset appear
the display panel.
 On the display panel toolbar, click Copy.
 On the display panel, right-click the folder and on the context menu that appears, click Copy.
6. On the Select Dataset for Copy window, within the Destination area, click Select.
7. In the Browse Datasets and Folders window, select a destination dataset or folder, and then click OK.
Move Your Library Folder
Folder moving adds more options to organize and re-arrange space of the library datasets. You can move
folders into different datasets and their folders without leaving a trace into the source folder. For example, if you
want to copy a folder without leaving it into the source directory, instead of copying and deleting from the source
directory, you can simply use the Move option.
To move your library folder:

3. To proceed moving, do one of the following:
the display panel.
5. To invoke the Select Dataset for Move window, do one of the following:
 On the display panel toolbar, click Move.
 On the display panel, right-click the folder and on the context menu that appears, click Move.
7. In the Browse Datasets and Folders window that appears, select destination dataset or folder, and click
OK.
8. Back to the Select Dataset for Move window, click OK.
Add Files to Your Library Folder
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To add a file to your library folder:

panel.
 In the display panel, double-click a library dataset. All of the stored data in that dataset appear within the
display panel.
 On the toolbar, click Add.
 Right-click on the folder and on the context menu that appears, click the arrow of Add and then click Add
Files.
5. On the Upload Files window, click Choose Files to select the file(s) to upload.
6. On the Upload window, click Add to select your files for upload.
closes.
Manage Your Repository Datasets

Repositories are working datasets that can be deleted and managed by users and applications. Individual items
can be deleted in repositories. The size of a repository changes over time. Repositories can be accessed many
117
View Your Repository Datasets

Viewing repository datasets in GridBank Web Access helps you to explore and manage your datasets and their
content (files) created in GridBank.
To view your repository dataset:

 Click the Repositories node. All created repository datasets are displayed as a list in the display panel.
 Click the arrow in front of the Repositories node to expand it and view all repository datasets, and then
click the node itself. All created repository datasets appear as sub-nodes in the tree view and as a list in
the display panel.
View the Content of Your Repository Dataset

Viewing the content of a repository helps you to explore its files and find the information you are looking for by
opening or saving the selected file.
To view your repository content:

the display panel.
 In the File tree view, click a repository dataset. All of the stored data in that dataset appear within
the display panel.
 In the display panel, double-click on a repository dataset. All of the stored data in that dataset appear
 In the display panel, right-click on a repository dataset and on the context menu, click Explore.
Create Your Repository Dataset

Creating repository datasets helps you to store data into that type of datasets if this is the convenient and
desired type of dataset for keeping your data. Repositories are working datasets, which size is forever changing,
these can be accessed many times and individual items within repositories can be both moved and deleted.
To create your repository:
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2. In the Files tree view, click the Repositories node.

3. Invoke the Create Repository window by doing one of the following:
 On the footer of the repository dataset, click Create.
 On the main header, click Create Dataset.
4. In the Create Repository window, do the following:
 Description (optional) - enter a meaningful description. The allowed number of characters for the
description is from 0 to 2500 inclusive. .
5. At the bottom of the Create Repository window, click OK.
The repository that has been just created appears immediately in the display panel, as well as a sub-node in
the tree view.
Modify Your Repository Dataset

Modifying a repository dataset include updating dataset’s name, availability and/or its description, which helps
you to update the dataset according to your recent needs for having up-to date information about the dataset.
To modify your repository:

the display panel.
3. In the display panel, select the repository dataset you wish to modify, and do one of the following:
 In the display panel, right-click the selected repository dataset and on the context menu that appears, click
Modify Dataset.
4. In the Modify Repository window that appears, modify any of the following fields:
5. Click OK at the bottom of the Modify Repository to submit your changes.
6. Click OK on the message dialog, informing you that the repository has been successfully modified. The
modified repository dataset appears updated in the display panel, as well as a sub-node in the tree view.
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Declare as a Record Your Repository Dataset

afterwards. Repositories can be deleted by default access control permissions by users; they can also be
To declare as a record your repository dataset and its content:

 Click the Repositories node. All your repositories are displayed as a list in the display panel.
 Click the arrow in front of the Repositories node to expand it and view all repositories, and then click the
node itself. All your repositories are displayed as sub-nodes in the tree view and as a list in the display
panel.
3. In the display panel, select the repository, you wish to declare as records and right-click it.

(Name and
Description)

files and create
folders)
Upload Files with the No No No

Same Name
(Delete files and
folders)
Details (Name and
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Description)

GridBank users
Share Your Repository Dataset with Other GridBank Users and

Groups
shared.
To share your repository:

2. Click the arrow in front of the node Repositories. A list of stored repository datasets loads in the display
panel.
3. In the display panel, select the archive dataset which you wish to share and then right-click it.

5. In the Security window, click Add to add a user or a group with which to share the selected repository. This
groups which will be able to access this dataset and perform an operation on it and its content. To select a
user or a group, click on the respective radio (Users or Groups), indicating what king of list will be displayed
for selection. Alternatively to browsing and selecting a user or a group from the list, specify the name of the
user or group in the search box. Then click Search to find the user or group you want to share your dataset
with. If you want to cancel your search and perform another one, click Clear to reset the search.
Remove.
users or groups in the Select Users window will be now added to the Security window, where you can grant
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access control permissions for each user or group with which you wish to share your dataset.
Delete Your Repository Dataset

Deleting repository dataset is possible and helps you to remove permanently unnecessary repository datasets
from the storage space you are allowed to work within.
To delete your repository:

2. Click the Repositories node. A list of repositories will be presented in the display panel as well.
3. In the display panel, click the repository dataset you wish to delete.
4. In the display panel toolbar, click Delete.
5. In the dialog window that appears, click Yes to delete selected repository.
6. On the last message dialog that appears, click OK. The selected for deletion repository dataset is removed
Add (Upload) Files to Your Repository Dataset

Adding files to repository dataset helps you to place files which content is related to the content’s theme of that
dataset. For example, a file with reports could go (being added) to a repository dataset that contains explicitly
only reports.
To add files to your repository:

 Click the Repositories node to show a list of all repository datasets in the display panel.
 Click the arrow in front of the Repositories node to show all of the repository datasets in the Files tree
view.
Repository dataset you wish to add a file to.
 In the main header, click Upload.
Files.
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 With a dataset selected in the Files tree view, in the footer of the display panel, click the arrow of Add and
then click Add to Files.
closes.
9. Click Start Upload to start uploading the files. The Upload Files window closes when your files are
uploaded. All added (uploaded) files can be seen in the display panel for the selected dataset.
Delete Your Repository Dataset Files

Deleting files from repository dataset is possible and helps you to remove permanently unnecessary files from
the storage space you are allowed to work within.
To delete a file from your repository:

 Click the Repositories node. A list of all repository datasets is presented in the display panel.
view.
 In the Files tree view, click a repository dataset name. All of the stored data in that dataset appear within
the display panel.
 In the display panel, double-click on a repository dataset name. All of the stored data in that dataset
 In the display panel toolbar, click Delete.
 In the display panel, right-click the file you wish to delete and on the context menu that appears, click
Delete Dataset.
5. On the dialog that appears, click Yes to confirm deletion.
Download Files from Your Repository Dataset

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To download a file from your repository:

view.
the display panel.
Download.
5. Choose Save as from the appeared download window, to save your file to a desired location.
The following are the rest operations you can perform when you click the arrow next to Save in the download
window:
 Save - allows you to save the selected message to the default download location.
appearance.
6. Click Save again to save the selected file to the selected location.
Declare as a Record Your Repository Dataset File

afterwards. Repositories can be deleted by default access control permissions by users; they can also be
To declare as a record your repository dataset file:

 Click the Repositories node. All your repository datasets are displayed as a list in the display panel.
 Click the arrow in front of the Repositories node to expand it and view all libraries, and then click the
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node itself. All your repository datasets are displayed as sub-nodes in the tree view and as a list in the
display panel.
3. In the display panel, click a repository name.
4. In the repository content, select a file you wish to declare as records and right-click it.
6. In the Declare as Records window that appears, click OK to declare the repository as record.

(Name and
Description)

files and create
folders)

the Same Name
(Delete files and
folders)
Details (Name and
Description)

GridBank users
Add Your Repository Dataset Files to a Briefcase

Saving file/files from a repository dataset to a briefcase is another way of helping you to organize your results
from searching for those files into logically structured way – for example, in created briefcase, also called “June,
2000” could be placed files from that period of time, in another briefcase, created and called “William Taylor”
could be placed files related to William Taylor only and so on.
To add a repository dataset file to a briefcase:
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 Click the Repositories node. A list of all repositories is presented in the display panel.
view.
the display panel.
 In the display panel, double-click a repository dataset name. All of the stored data in that dataset appear
appears, click the arrow of Add and then click Add to Briefcase.
5. When the Select Briefcase window that appears, do any of the following:
 Select an existing briefcase, where to add your file.
 Create a new briefcase, where to add your file.
6. Click OK. The file is saved to the selected briefcase.
Manage Your Repository Datasets Folders

GridBank Web Access offers a flexible structure of your important data. You can create folders within your
datasets to better organize your important files.
Add Folders to Your Repository Dataset
For better organizing the repository dataset’s space there is an option for adding folders.
A folder is a container you can use to store files in. If you had thousands of files on your computer, it would be
nearly impossible to find any particular file when you needed it. That's why people store files in folders. Folders
can also store other folders. A folder within a folder is usually called a sub-folder. You can create any number of
sub-folders, and each can hold any number of files and additional sub-folders.
To add a folder to your repository dataset:

 Click the arrow in front of the Repositories node to show all repositories in the Files tree view.
the display panel.
4. In the display panel toolbar, click New Folder.
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5. In the Create Folder window that appears, add a Name and Description.
 Description (optional) - enter a meaningful description. The allowed number of characters for the
as well as a sub-node of the repository dataset on the tree view.
View (Explore) Your Repository Dataset Folder
Viewing repository Dataset’s folder helps you to explore the files in terms of what type of files, files’ names, their
content, etc.
To view the content of your repository folder:

 Click the arrow in front of the Repositories node to show as sub-nodes all repositories in the Files tree
view.
the display panel.
 Click the arrowhead in front of a repository dataset to show as sub-nodes all folders in the Files tree
view.
Rename (Modify) Your Repository Folder
Renaming a repository dataset folder helps you to keep up-to-date the name of the folder.
To rename your repository folder:

view.
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the display panel.
The newly modified folder appears listed in the display panel, as well as a sub-node of the repository dataset
on the tree view.
Copy Your Repository Folder
Folder copying helps you to better organize and re-arrange space of the repository datasets. You can copy and
To copy a repository folder:

view.
the display panel.
click OK.
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Move Your Repository Folder
Folder moving adds more options to better organize and re-arrange space of the repository datasets. You can
move folders into different datasets and their folders without leaving a trace into the source folder. For example, if
you want to copy a folder without leaving it into the source directory, instead of copying and deleting from the
source directory, you can simply use the Move option.
To move your repository folder:

view.
the display panel.
4. In the display panel select a folder.
 In the display panel toolbar, click Move.
 In the display panel, right-click the folder and on the context menu that appears, click Move.
click OK.
Add Files to Your Repository Folder
To add a file to your repository folder:

view.
the display panel.
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 In the toolbar, click Add.
Files.
Note: When selecting multiple files for upload, Flash Player needs to be installed on the machine you
will use for GridBank Web Access. Otherwise, files to upload need to be added one by one in the
main Upload Files window. Each file for upload cannot exceed the maximum size set in the
Management Console > Configuration Manager >GridBank Web Access tab.
closes.
Added files will now appear in the main Upload Files window. At this point, if you wish to remove a file from
your selection, click the button next to the file you wish to remove.
Delete Your Repository Folder
Deleting repository dataset’s folder helps you better organize your space in case you don’t need any more that
folder (the folder is empty for example).
To delete your repository folder:

view.
the display panel.
4. In the display panel, select the folder you wish to delete and do one of the following:
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 In the toolbar, click Delete.

 Right-click the folder and on the context menu that appears, click Delete.
5. In the dialog window that appears, click Yes to confirm deletion. The selected folder is removed from the
display panel, as well as a sub-node in the tree view.
Manage the File Metadata of Your Dataset

Metadata is "data about data". The term is ambiguous, as it is used for two fundamentally different concepts
(types). Structural metadata is about the design and specification of data structures and is more properly called
"data about the containers of data". The descriptive metadata, on the other hand, is about individual instances of
application data, the data content. As information has become increasingly digital, metadata is also used to
describe digital data using metadata.
View Your Dataset File Metadata

Viewing metadata helps you to reveal additional information about the datasets or files. For example, depending
on the data type, you may see additional properties such as name, description, date of creation, owner, length
and so on.
To view file metadata:

 Click the Libraries node (same applies for archives and repositories) to show a list of all library datasets
 In the Files tree view, click a library dataset name. All of the stored data in that dataset appear within the
display panel.
4. In the display panel, select a file, which metadata you wish to view.
5. In the display panel toolbar, click Metadata. An additional window opens dynamically to the right of the
display panel. The metadata of the marked file is displayed in that additional window. Three module tabs are
used to provide an easy way to show the metadata parted by categories - Standard Fields, Extended
Fields, and Customized Fields.
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Edit Your Dataset File Metadata (Only Description)

Editing metadata helps you to keep it up-to-date and showing relevant information about the datasets or files.
You may only edit the Description metadata, listed under the Standard Fields module tab.
To edit a file metadata:
1. After viewing dataset file metadata, in the Standard Fields tab, select Description.
2. In the toolbar, click Edit.
3. In the Edit Description window, edit the Description text string for the dataset if needed. The allowed
number of characters for the description is from 0 to 2500 inclusive. The field is optional.
4. Click OK. The new description appears listed under the Standard Fields tab.
Manage the Custom Metadata of Your Files
Customized Metadata in GWA is used for storing information about the content of a particular dataset. GWA
allows adding, editing or removing customized metadata in Customized Fields tab in the Metadata Panel. You
can use created by you custom metadata to add additional information about the dataset, folder or a file. For
example, you can add a metadata field “Importance” and set a value for it to e.g. “High”.
Add Custom Metadata
Adding customized metadata helps you to store additional information about the datasets or files.
To add custom metadata:
1. After viewing dataset file metadata in the Customized Fields tab, click Metadata Fields (at the bottom of the
metadata panel).
2. In the Manage Metadata Fields window that appears, click Add. The Field and Value text fields and the
Apply button get active.
3. Enter the text of the new customized metadata in the fields and click Apply.
4. Click OK. The newly added customized metadata will appear below in the display panel as an item.
Remove Custom Metadata

Removing customized metadata help you to delete unnecessary additional information about the about the
datasets or files.
To remove custom metadata:
1. After viewing dataset file metadata, in the Customized Fields tab, click Metadata Fields (at the bottom of the
metadata panel).
2. In the list of customized metadata, select the one to be removed.
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3. Click Remove. The customized metadata is removed from the list.

4. Click OK.
Edit Custom Metadata
Editing customized metadata helps you to keep up-to-date the additional information about the datasets or files.
To edit custom metadata:
1. After viewing dataset file metadata, in the Customized Fields tab, click Metadata Fields (at the bottom of
the metadata panel).
2. In the list of customized metadata, select the one to be edited.
3. Click Edit.
4. In the Field and Value fields, edit the text.
5. Click Update to submit the changes.
6. Click OK.
Manage the Tags of Your Dataset Files

Tags in GWA are used for storing information about the content of a particular item (dataset or its content – files).
GWA allows adding, editing or removing those tags. Tags can also be categorized as metadata as they hold
valuable information about the object to which are added. Tags can also be added in Customized Fields tab in
the Metadata Panel.
Add a Tag to Your File
Adding a new tag to a file helps you to store additional information about the content of a file.
To add a tag to a file:

2. In the Files tree view, click the arrow in front of the Libraries node (same applies for archives and
repositories) to expand it and view all created by you libraries.
3. Select a dataset sub-node in the tree view, containing the file you wish to add a tag to.
4. In the display panel, select the file you wish to add a tag to, and then right-click it.
5. On the context menu that appears, click Manage Tags.
6. On the Manage Tags window that appears, click Add.
7. Enter the text of the new tag in the field and add the tag by clicking Apply. The tag name should contain at
least 3 symbols and the following symbols are not allowed for a tag name: -~! @#$%^*()_+{}:|?`',./\\[]£=<>&.
8. Click Apply to add the specified tag.
9. Click OK to add your tags to the selected email.
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Remove a Tag from Your File
Removing tags help you to delete unnecessary additional information about the file, which helps in avoiding
information overwhelming.
To remove a tag from your file:

repositories) to expand it and view all create libraries as sub nodes.
3. Select a dataset sub-node, containing the file you wish to remove a tag from is stored
4. In the display panel, select the file you wish to remove a tag from, and then right-click it.
5. On the context menu that appears, click the Manage Tags.
6. On the Manage Tags window that appears, click the tag you wish to remove.
7. Click Remove at the bottom of the window to remove the tag.
8. Click OK at the bottom to submit your changes.
9. Click OK on the message dialog that appears.
Edit a Tag of Your File
Editing tag helps you to keep up-to-date the additional information about the file, provided by that tag.
To edit a tag of your file:

2. Click the arrow in front of the node Libraries (same applies for archives and repositories) to expand it and
view all created libraries as sub nodes.
3. In the display panel, double click on the library, containing the file which tag you wish to modify
4. In the display panel, showing the library content, select the file, which tag you wish to modify and then right-
click it.
6. In the Manage Tags window that appears, select the tag you wish to edit.
7. Click Edit at the bottom of the window.
8. In the Edit tag field, enter the new value of the tag. The tag to be created should contain at least 3 symbols
and the following symbols are not allowed for a tag name: -~! @#$%^*()_+{}:|?`',./\\[]£=<>&.
9. Click Update to submit your edit.
10. Click OK at the bottom of the Manage Tags window.
11. Click OK on the appeared message dialog.
Manage Recursively Tags of Your Datasets

GridBank Web Access helps you to apply tags instantly to the content of a selected dataset instead of applying
tags individually to every single file in that dataset. When right clicking on a dataset, selecting Manage Tags
from the context menu, the window that appears contains checked by default option “Apply recursively” which
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means that the added tag (the same rule applies to editing or deleting tags) will be added recursively to its
content as well.
Add Recursively Tags to Your Dataset
Adding tags recursively saves you time and efforts. This option helps you to apply as many tags you want to all
files of a dataset.
To apply recursively a tag to your dataset:

2. To proceed, do any of the following:
 Click the arrow in front of the node Libraries (same applies for archives and repositories).
 Click on the libraries node in the tree view to load all library datasets in the display panel.
3. Right click on a library name.
4. Click Manage Tags in the context menu.
8. On the message dialog that appears, click OK. The added tag will be now recursively added to all files in the
selected library dataset.
Remove Recursively Tags of Your Dataset
Removing tags recursively saves you time and efforts. This option helps you to remove all common tags for all
files in a dataset.
To remove recursively a tag of your dataset:

 Click on the Libraries node in the tree view to load all library datasets in the display panel.
5. In the Manage Tags window that appears, click on a tag, and then click Remove.
6. Click OK to submit your changes.
Edit Recursively Tags of Your Dataset
Editing tags recursively saves you time and efforts. This option helps you to edit the common tags for all files in a
dataset.
To edit recursively a tag of a dataset:
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4. Click Manage Tags on the context menu.
5. On the Manage Tags window that appears, click on a tag, and then click Edit.
6. In the Edit tag field, specify the new value of the tag.
The tag to be created should contain at least 3 symbols and the following symbols are not allowed for a tag
name: -~! @#$%^*()_+{}:|?`',./\\[]£=<>&.
7. Click Update.
8. Click the OK to submit your changes.
File Versioning Control

GridBank users are able to view previous versions of their files in GridBank Web Access. There are three
options for file versioning, which GridBank supports:
1. No versioning - files are overwritten and their old versions are not kept.
2. Conflict Resolution - the new version of a file does not overwrite the old file, but it is named in the following
format: “(Conflict-Date) Original File Name”. This way the original file is being preserved.
3. Version Management - files are overwritten, but all old versions are kept and only the newest file version is
displayed. GridBank users will be able to view and download previous versions of their modified files in
GridBank Web Access.
Version Management
The Version Management option displays only the newest version of a modified file, but all old versions of that
file are kept in GridBank and can be displayed if needed.
As a GridBank user and Administrator, you will be able to view and download previous versions of your modified
files in GridBank Web Access.
The Version Management option must be enabled in GridBank, so that you will be able to view and manage
previous versions of your modified files.
To view a previous version of a file in GWA:
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2. In the Files tree view, expand any of the dataset nodes – Archives, Libraries or Repositories.
3. Under the expanded node, double-click the dataset name that contains the file you wish to view its previous
versions. Its content is loaded in the display panel.
4. In the display panel, right-click the file you wish to view its previous versions.
5. In the context menu that appears, click the Version History option to open the File Version History window.
6. In the File Version History window you can see a list of previous versions of the selected file.
The oldest file shown on the picture is actually the original file ingested in GridBank. And the file at the top of
the list is the most recent version of the file that contains all the modifications so far.
Download a Previous File Version

Downloading previous version of files is also possible in GWA. As GridBank keeps all your file versions and
enables you to access them from any client machine and at any time.
To download a previous file version:

2. In the Files tree view, expand that node (Archives, Libraries or Repositories) that includes the dataset
which files you wish to examine.
4. In the display panel, right-click the file you wish to view its previous versions.
5. In the context menu that appears, click the Version History option. The File Version History window
appears.
6. In the File Version History window you can see a list of previous versions of the selected file. Select the file
version you wish to download and click Download at the bottom.
7. In the download window, click the arrow of Save and then click Save as to save this file version to a desired
directory.
8. Select a directory in the Save as window, where your file will be downloaded and then click Save at the
bottom.
Note: To be able to download a previous version of a file in GridBank Web Access, Version
Management option must have been selected during the GridBank configuration.
Conflict Resolution
When the Conflict Resolution option during the GridBank configuration and a file is modified, the new version of
that file does not overwrite the old file, but it is saved in GridBank with a similar name: “Conflict-data Original File
Name”. This way the original file is preserved and both versions of the file (old and new) are displayed together.
They can be seen in GridBank Web Access as well.
To view all versions of a file:
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2. In the Files tree view, expand that node (Archives, Libraries or Repositories) that includes the dataset
which files you wish to examine.
4. In the display panel you will see the original file and its modifications. As the modifications of the file will be
named in the following way: “(Conflict - Date) Original File Name”.
No Versioning
When the No versioning option is selected, then files are only overwritten and their old versions are not kept in
GridBank.
Global Catalog
You as a GridBank Administrator are able to view in Global Catalog all created users, applications and sources
datasets in GridBank, except your own.
GridBank Global Catalog displays all datasets of GridBank users, sources and applications. Your Global Catalog
does not include datasets created by you. The Global Catalog node in the Files tree view contains the following
sub-nodes:
 Archives –This sub node contains all archive datasets of users, sources and applications.
 Libraries – This sub node contains all library datasets of users, sources and applications.
 Repositories – This sub node contains all repository datasets of users, sources and applications.
 Sources – Contains all datasets created after a source migration policy configured to preserve the
permissions of the migrated files.
 Migration Agents – Shows all migration agents.
 Shared Folders – This sub node contains all dataset folders of other GridBank users that have been shared
with you in a GridBank application (GridBank for Microsoft Outlook, GridBank Web Access, etc.).
To view files available in your Global Catalog:

2. On the Files tree view, expand the Global Catalog node.
3. Under the Global Catalog, click on Archives, Libraries, Repositories, Sources, Migration Agents or
Shared Folders node. The selected node content loads in the display panel.
4. In the display panel, double-click a dataset name to show its content.
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View Shredded Datasets

Shredding datasets securely remove the selected file/folder. GridBank permanently deletes files using US DoD
(United States Department of Defense) shredding standard by default with 3 shredding overwriting reiterations.
Once this operation has been performed the action is irreversible.
As a GridBank Administrator you are able to view ONLY those shredded datasets which metadata during the
shredding process, performed in the Management Console, is not deleted (shredded). This means that the
option (checkbox) “Shred Metadata” from the Dataset Shredder Wizard has to be unselected during the process
of deleting or shredding the datasets via that wizard.
To view shredded datasets:
1. From the Main Menu, select Files tab.

2. Click the arrow of the node Shredded Datasets. If there are any shredded datasets they will be shown as
sub nodes in the tree view and listed in the Display Panel as well.
3. Double click a shredded dataset in the tree view or in the Display Panel to view its content. Its content will be
loaded in the Display Panel.
Perform a Quick Search in the Files Tab

Quick search helps you to find shortly what you are generally looking for within datasets you view in GWA.
To perform a quick search in the Files tab:

2. In the Files tree view, under the Global Catalog node, select the Quick Search sub-node. The quick search
option loads in the display panel on the right.
3. Type the keyword(s) in the search field. See what File Search Formats and Search Symbols and
Operators you may use.
The meaning of that search as an example is to find all files from all your datasets that:
- either contain in them the exact word “grid” ;
- or are archived in the pool with a name, starting with the word “default”;
- or are owned by a user having in his name “admin”;
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characters: “-”, “/”, "\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{",
"}", "@", "'", "~", "?", "<", ">", "|", "`".
Note: If you add a wildcard symbol in the search box, a message dialog prompts you to use the
advanced search. Click OK and change your criteria accordingly to continue the search.
4. Select a radio button to specify the search location. Your options include:
 My Datasets – Searches for files, containing the specified keyword in their name and body, in your own
datasets.
 Global Catalog – Searches for files, containing the specified keyword in their name and body in all
datasets presented in your Global Catalog.
5. Click Search to start the search. The search results are displayed shortly.
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View All Users Datasets

You as a GridBank Administrator are able to view under All Users tab all created users, applications and
sources datasets in GridBank, plus your own.
 Archives –This sub node contains all archive datasets of users, sources and applications.
 Libraries – This sub node contains all library datasets of users, sources and applications.
 Repositories – This sub node contains all repository datasets of users, sources and applications.
To view files available in the All Users:

2. On the Files tree view, expand the All Users node.
3. Under the All Users, click on Archives, Libraries or Repositories node. The selected node content loads in
the display panel.
4. In the display panel, double-click a dataset name to show its content.
Perform a Quick Search in All Users

The Quick Search option enables you to find files fast and easy simply by typing a few keywords in the search
field. They also need where the search will be performed.
Note: GridBank Web Access Search does not satisfy search queries, containing any of the following
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
Note: In Quick Search mode, to speed up the search process, both manually entered and automatic
wildcards are not allowed.
To perform a quick search under the All Users tab:
1. On the Main menu, click the Files tab.

2. In Files tree view, under the All Users node, click Quick Search. The Quick Search loads in the display
panel on the right.
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The meaning of that search as an example is to find all files from all datasets, to which you have an access
that:
- either contain in them the exact word “planning”;
- or are owned by a user having in his name “William”;
Note that if both criteria are true, then the search will return results for both of them.
4. Select where you wish to search. Option is:

 Search All – Allows you to search within all datasets in GridBank to which you have access,
including yours as well. If you are the GridBank Realm Administrator then you will have access
to all datasets created in GridBank. But if you are a Grid Administrator, then you will only have
access to those datasets that are associated with the grid you are administrator of.
5. Click Search to start your search. The search results are displayed shortly.
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6. GWA File
Management in Added
User’s Account
This section provides information about the operations that can be performed by the
GridBank Administrator with files and datasets within the Files control tab in the added
user’s account.
Section Page
Add a User Account in the Files Tree View 147
View the Archive Datasets of an Added User 148
View an Archive Dataset Content of an Added User 148
Create an Archive Dataset for an Added User 149
Add (Upload) Files to an Archive Dataset of an Added User 150
Modify Archive Dataset Details of an Added User 151
Share an Archive Dataset of an Added User with Other 151

GridBank Users and Groups
Declare as a Record an Archive Dataset of an Added User 152
Delete an Archive Dataset of an Added User 153
Delete Archive Dataset Files of an Added User 153
143
Download Files from an Archive Dataset of an Added User 153
Declare as a Record an Archive Dataset File of an Added User 154
Add Archive Dataset Files of an Added User to a Briefcase 155
Add Folders to an Archive Dataset of an Added Use 156
View (Explore) Archive Folder of an Added User 157
Rename (Modify) an Archive Folder of an Added User 157
Copy an Archive Folder of an Added User 158
Add Files to an Archive Folder of an Added User 158
Manage Library Datasets of an Added User 159
View Library Datasets of an Added User 160
View the Content of a Library Dataset of an Added User 160
Create a Library Dataset for an Added User 161
Modify Library Dataset Details of an Added User 161
Declare as a Record a Library Dataset of an Added User 162
Share a Library Dataset of an Added User with Other GridBank 163

Users and Groups
Delete a Library Dataset of an Added User 164
Add (Upload) Files to a Library Dataset of an Added User 165
Delete Library Dataset Files of an Added User 166
Download Files from a Library Dataset of an Added User 166
Declare as a Record a Library Dataset File of an Added User 167
Add Library Dataset Files of an Added User to a Briefcase 168
Add Folders to a Library Dataset of an Added User 169
144
View (Explore) a Library Folder of an Added User 170
Rename (Modify) a Library Folder of an Added Use 170
Copy a Library Folder of an Added User 171
Move a Library Folder of an Added User 172
Add Files to Library Folder of an Added User 172
Manage Repository Datasets of an Added User 173
View Repository Datasets of an Added User 173
View the Content of a Repository Dataset of an Added User 174
Create a Repository Dataset for an Added User 174
Modify a Repository Dataset of an Added User 175
Declare as a Record a Repository Dataset of an Added User 176
Share a Repository Dataset of an Added User with Other 177

GridBank Users and Groups
Delete a Repository Dataset of an Added User 178
Add (Upload) Files to Repository Dataset of an Added User 179
Delete Repository Dataset Files of an Added User 180
Download Files from a Repository Dataset of an Added User 180
Declare as a Record a Repository Dataset File of an Added 181

User
Add Repository Dataset Files to a Briefcase of an Added User 182
Add Folders to a Repository Dataset of an Added User 183
View (Explore) a Repository Dataset Folder of an Added User 184
Rename (Modify) a Repository Folder of an Added User 184
Copy a Repository Folder of an Added User 185
Move a Repository Folder of an Added User 186
145
Add Files to a Repository Folder of an Added User 186
Delete Repository Folder of an Added User 187
Manage Dataset File Metadata 188
View Dataset File Metadata of an Added User 188
Edit Dataset File Metadata (Only Description) of an Added User 189
Manage Custom Metadata of Files of an Added User 189
Manage Tags of Dataset Files of an Added User 191
Manage Recursively Tags of Datasets of an Added User 192
View the Global Catalog of an Added User 194
Perform a Quick Search in an Added User Account 195
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Add a User Account in the Files Tree View

As a GridBank Administrator, you can access the GridBank users’ mailbox and PST archives. This can be done
by adding selected user(s) to your account.
Adding other user’s account is a convenient way for you to work with the other users’ data, instead of looking for
their credentials and logging in to their accounts in case you need to view and manage their files and emails.
You can add different users to your account under the Files tab.
To add a user’s account to your account:

2. In the Files tree view, click Add at the top left corner.
3. In the Select Users window that appears, do one of the following:

 From the list, select the name of the user to be added to your account.
 In the Search box, enter a name, click Search next to it, and then click the name found.
Note: You can use the Clear button to reset current search and to perform a new one.
characters: “-”, “/”, "\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{",
"}", "@", "'", "~", "?", "<", ">", "|", "`".
4. With the user name selected, click Add. The user is placed in the bottom panel (waiting list).
147
Note: You can use the Remove button to remove a user from the bottom panel if needed.
5. Click OK. Now you are able to view the datasets of the added user.
Manage the Archive Datasets of an Added User

View the Archive Datasets of an Added User

Viewing Archives datasets of the added user helps you to explore and manage the user datasets and their
content (files).
To view archive dataset of an added user:

2. Add the user, which datasets content you wish to view, to your account. See for reference: Add User
Account in Files tree view.
3. At the top left in the list of users, select the GridBank user you wish to view his datasets content. The user
datasets are dynamically displayed In the Files tree view.
display panel.
View an Archive Dataset Content of an Added User

Viewing the content of the added user archive helps you to explore its files and find the information you are
looking for by opening the file or saving it.
To view the archive content of an added user:

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display panel.
 In the File tree view, click an archive dataset name. All of the stored data in that dataset appear within
the display panel.
Create an Archive Dataset for an Added User

Creating archive datasets in added user account helps you to store data into that type of datasets if this is the
convenient and desired type of dataset for keeping your data.
Archive use cases include retention for governance and regulatory requirements, reference, information stores,
To create an archive for an added user:

4. In the Files tree view, select the Archives node.
5. Invoke the Create Archive window by doing one of the following:
 In the display panel, right-click, and from the contest menu that appears, click Create Dataset.
6. In the Create Archive window, do the following:
 Name - Enter a unique and meaningful name. The allowed number of characters for the name is from 1 to
the window to create a new archive. A dialog indicating the progress appears. Wait until it closes.
 Description - Enter a meaningful description. The allowed number of characters for the description is
from 0 to 2500 inclusive. The field is optional.
The newly created archive can be viewed in the Files tree view under the Archives node and in the display
panel as well.
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Add (Upload) Files to an Archive Dataset of an Added User

Adding files to archive dataset in the added user account helps you to place files which content is related to the
content’s theme of that dataset. For example, a spreadsheet file could be added to archive dataset that contains
explicitly only reports. File upload in GridBank datasets is also possible in GridBank Web Access. Every
GridBank user can use GridBank Web Access to import his important data in GridBank, and access it from any
location or computer.
To add (upload) a file to an archive of an added user:

 Click the Archives node to show a list of all archived datasets in the display panel.
Archive dataset you wish to add a file to.
 In the Main Header, click Upload.
Files.
 With a dataset selected in the Files tree view, in the footer of the display panel, click Add, and then click
Add Files.
closes.
10. Click Start Upload to start uploading the files. The Upload Files window closes once your files are
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Modify Archive Dataset Details of an Added User

Modification of archive dataset details helps you arrange the dataset according to your recent needs, thus having
up-to-date information about the dataset.
To modify an archive dataset details of an added user:

5. In the display panel, click the archive dataset you wish to modify, and do one of the following:
 In the display panel, right-click the selected archive dataset and on the context menu that appears, click
Modify Dataset.
6. In the Modify Archive window that appears, modify the following field:
8. On the message dialog that appears, click OK. The modified archive dataset appears updated in the display
panel.
Share an Archive Dataset of an Added User with Other GridBank

Users and Groups
Sharing added user’s datasets and folders with other GridBank users and groups helps you to collaborate and
exchange information easily. GridBank Web Access sharing option helps you to access data produced and
owned by other users, but which you need to perform an action, make a decision, etc. On the other hand, you
can also share added user’s data with other GridBank users, so as to help them to perform their duties. Data
shared is protected and can only be accessed and managed by authorized people – the data owner and the
people with whom it will be shared.
To share an archive of an added user:
Note: The process of sharing folders or files with other GridBank users or groups is virtually the same
as sharing dataset.
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5. In the display panel, select the Archive dataset which you wish to share and then right-click it.
7. On the Security window that appears, click Add to add a user or a group with which to share the selected
archive. This window shows the users who have access control permissions for the selected dataset. Here,
in case you decide to remove a user or group from the list, select it and click Remove.
groups which will be able to access this dataset and perform operations on it and its content. To select a user
or a group, click on the respective radio button (Users or Groups), indicating what king of list will be
displayed for selection. Alternatively to browsing and selecting a user or a group from the list, specify the
name of the user or group in the search box. Then click the Search button to find the user or group you want
to share your dataset with. If you want to cancel your search and perform another one, click Clear to reset the
search.
list and click Add right below the list. That user or group will be added to the lower part of the window, which
Remove.
9. In the Security window, select the just added user or group for which you wish to grant access control
10. In the lower part of the Security window, check or uncheck the access control permissions you want to
enable or disable for the selected user. The thick in front of an access control permission means that it is
allowed for the selected user.
11. Click Share to share your dataset with the selected users and submit the access control permissions you
have granted them. Wait until the process completes.
Declare as a Record an Archive Dataset of an Added User

shredded. This option enables you to protect the datasets and files from deletion. When you select a dataset or a
file and apply this option, this dataset or file will be treated as permanent and you cannot delete them afterwards.
Although archives cannot be deleted by default access control permissions by users, they can be deleted by a
policy or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion
either by you as a GridBank administrator and policies.
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GridBank Web Access 4.0 User Manual
To declare an archive of an added user and its content as a record:

4. In the Files tree view, click the Archives node. A list of all stored archive datasets loads in the display panel.
5. In the display panel, right click the archive dataset, which you wish to declare as a record.
6. On the context menu, click Declare as Record.
7. On the Declare as Record window, click OK to submit your selection and start the declaring.
Wait until the process of declaring the selected item as a record completes.
8. Click OK on the appeared message dialog, informing you that your request was submitted successfully.
Later, if you try to delete this item you will receive a message that this item cannot be deleted.
Delete an Archive Dataset of an Added User

Archive datasets cannot be deleted in GWA by default global content access permissions. They can only be
deleted by you as a GridBank Administrator in GridBank Management Console.
Delete Archive Dataset Files of an Added User

Archive dataset files cannot be deleted in GridBank Web Access. They can only be deleted by you as a
GridBank Administrators in GridBank Management Console.
Download Files from an Archive Dataset of an Added User
helps you to organize the results (files) of investigation in a proper way not wasting time to search for them again
when you need to read them or something else related.
To download an archive file of an added user:

 In the display panel, double-click on an archive dataset. All of the stored data in that dataset appear
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6. In the display panel., select the file you wish to download and do one of the following:
Download.
7. Choose Save as from the dialog that appears to save your files to a desired location. Other options that are
available when you click on the arrow next to Save in the download window are:
Declare as a Record an Archive Dataset File of an Added User

Although archives cannot be deleted by default access control permissions by users, they can be deleted by a
policy or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion
To declare as a record an archive dataset file of an added user:

 Click the Archives node. All your archives are displayed as a list in the display panel.
 Click the arrow in front of the Archives node to expand it and view all archives, and then click the node
itself. All your archives are displayed as sub-nodes in the tree view and as a list in the display panel.
5. In the display panel, click an archive name.
6. In the archive content, select a file you wish to declare as records and right-click on it.
8. In the Declare as Record window that appears, click OK.

(Name and
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Description)

files and create
folders)

the Same Name
(Delete files and
folders)
Details (Name and
Description)

GridBank users
Add Archive Dataset Files of an Added User to a Briefcase

Saving file/files of an archive dataset in a briefcase is another way of helping you to organize the added user’s
results from searching for those files into logically structured way – for example, in created briefcase, also called
“June, 2000” could be placed files from that period of time, in another briefcase, created and called “William
Taylor” could be placed files related to William Taylor only and so on.
To add a file of an added user to a briefcase:

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appears, point to Add, and then click Add to Briefcase.

 Create a new briefcase, where to save your file, by clicking Create.
8. Click OK. The file is saved to the selected briefcase. Wait until the process completes.
Manage Archive Datasets Folders of an Added User
can create, view, modify and delete folders so as to better organize added user’s file storage.
Add Folders to an Archive Dataset of an Added User
For better organizing the archive dataset’s space there is an option for adding folders. Folders can also store
To add a folder to an archive dataset of an added user:

 Click the arrow in front of the Archives node to show all archives in the Files tree view.
 In the display panel double-click an archive dataset name. All of the stored data in that dataset
6. In the display panel toolbar, click New Folder in the toolbar.
7. In the Create Folder window that appears, do the following:
as well as a sub-node of the archive dataset on the tree view.
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View (Explore) Archive Folder of an Added User
Viewing added user’s archive dataset’s folder helps you to explore the files in terms of what type of files,
files’ names, their content, etc.
To view the content of an archive folder of an added user:

display panel.
 In the display panel l, double-click an archive dataset. All of the stored data in that dataset appear within
the display panel.
 In the display panel, right-click a folder and on the context menu that appears, click Explore.
Rename (Modify) an Archive Folder of an Added User
By default GridBank settings, archive folders cannot be renamed. However, you as a GridBank Administrators
may allow selected archives’ to have their folders renamed.
To rename an archive folder of an added user:

 In the Files tree view, click an archive dataset. All of the stored data in that dataset appear within
the display panel.
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 In the display panel, double-click an archive dataset. All of the stored data in that dataset appear
The newly modified folder appears listed in the display panel, as well as a sub-node of the archive dataset in
the tree view.
Copy an Archive Folder of an Added User
Folder copying helps you to better organize and re-arrange space of the archive datasets. You can copy and
distribute added user’s folders into different datasets and their folders to better organize the work.
To copy an archive folder of an added user:

Account in Files tree View.
 In the display panel, double-click an archive dataset name. All of the stored data in that dataset appear
 In the Files tree view, click an archive dataset name. All of the stored data in that dataset appear within
the display panel.
click OK.
Add Files to an Archive Folder of an Added User
Adding files to the adder user’s folder helps you instead of having all files into one place to distribute them into
different folders for better organizing your work in terms of placing files into appropriate folders, which saves time
and efforts when later you decide to find them.
158
To add a file to an archive folder of an added user:

 In the Files tree view, click an archive dataset .All of the stored data in that dataset appear within the
display panel.
 In the display panel double-click an archive dataset. All of the stored data in that dataset appear within
the display panel.
 In the toolbar, click Add, and then click Add Files.
 Right-click on the folder and from on context menu that appears, click the arrow of Add and then click
Add Files.
9. Choose the files you wish to upload and click Open to add them to the upload window. All added files are
shown in the Upload Files list. At this point if you wish to remove a file from your selection, select this file and
click Remove.
closes.
Manage Library Datasets of an Added User

snapshots of host data, application data in time such as video surveillance, document management system
snapshots, CMS (content management portals) and departmental intranets. Individual data items can be
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View Library Datasets of an Added User
Viewing added user’s Library datasets in GridBank Web Access helps you to explore and manage the user’s
datasets and their content (files).
To view the library datasets of an added user:

 Click the arrow in front of the Libraries node to expand it and view all library datasets, and then click the
node itself. All created library datasets appear as sub-nodes in the tree view and as a list in the display
panel.
View the Content of a Library Dataset of an Added User
Viewing the content of the added user’s library helps you to explore its files and find out the information you
are looking for by opening or saving selected files.
To view the library content of an added user:

 Click the arrow in front of the Libraries node to expand it and view all Libraries datasets, and then click
the node itself. All created library datasets appear as sub-nodes in the tree view and as a list in the
display panel.
 In the File tree view, click a library dataset. All of the stored data in that dataset appear within the display
panel.
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Create a Library Dataset for an Added User
Creating library datasets in added user account helps you to store data into that type of datasets if this is the
convenient and desired type of dataset for keeping the data. Libraries are datasets with a dynamic structure,
which size is forever increasing, these can be accessed many times and individual files within the library can be
deleted.
To create a library for an added user:

4. In the Files tree view, click the Libraries node.
5. Invoke the Create Library window by doing one of the following:
6. In the Create Library window, specify a dataset name, availability and a description.
 Name (mandatory) - Enter a meaningful name. The allowed number of characters for the name is from 1
to 100 inclusive. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, |. Also, it cannot
start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field is mandatory.
the window to create a new library.
8. Click OK on the message. The newly created library can be viewed in the Files tree view under the Libraries
node and in the display panel as well.
Modify Library Dataset Details of an Added User
Modifying the added user’s library dataset includes updating dataset’s name, availability and/or its description,
which helps you to update the dataset according to your recent needs for having up-to-date information about
the dataset.
To modify a library dataset of an added user:

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5. In the display panel, click the library dataset you wish to modify, and do one of the following:
 In the display panel, right-click the selected library dataset and on the context menu that appears, click
Modify Dataset.
6. In the Modify Library window, modify the following fields:
8. Click OK on the message dialog. The modified library dataset appears updated in the display panel.
Declare as a Record a Library Dataset of an Added User
Libraries can be deleted by default access control permissions by users; they can also be deleted by a policy or
by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion even by you
as a GridBank administrator and policies.
To declare as a record a library dataset of an added user and its content:

 Click the Libraries node. All the libraries are displayed as a list in the display panel.
itself. All the libraries are displayed as sub-nodes in the tree view and as a list in the display panel.
5. In the display panel, select the library dataset you wish to declare as records and then right-click it.

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(Name and
Description)
Write Content Yes Yes -

(Add files and
create folders)
Upload Files No No No
with the Same
(Delete files and
folders)
Details (Name
and
Share with Yes Yes Yes

Other GridBank
users
Share a Library Dataset of an Added User with Other GridBank

Users and Groups
Sharing your datasets and folders of added user with other GridBank users and groups helps you to collaborate
and exchange information easily. GridBank Web Access sharing option helps you to access data produced and
can also share added user’s data with other GridBank users, so as to help them to perform their duties. Data
To share a library of an added user:

5. In the display panel, select the library dataset which you wish to share and then right-click it.
6. On the context menu that appears, select Security. The Security window appears.
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7. In the Security window, click Add to add a user or a group with which to share the selected library. This
8. After clicking Add, the Select Users window appears. From this window, select a user or a group which to
add to the list of users and groups which will be able to access this dataset and perform an operation on it
and its content. To select a user or a group, click Users or Groups respectively, indicating what kind of list
will be displayed for selection. Alternatively to browsing and selecting a user or a group from the list, specify
the name of the user or group in the search box. Then click Search to find the user or group you want to
share your dataset with. If you want to cancel your search and perform another one, click Clear to reset the
search.
9. After you have found the user or group you wish to share the dataset with, select this user or group from the
Remove.
control permissions for each user or group with which you wish to share the dataset.
permissions for the dataset.
14. Click Share to share the dataset with the selected users or groups and submit the access control
Delete a Library Dataset of an Added User
Deleting added user’s library dataset is possible and helps you to remove permanently unnecessary library
datasets from the storage space the added user is allowed to work within.
To delete a dataset of an added user:

5. In the display panel, click the library dataset you wish to delete.
6. On the toolbar, click Delete. Wait until the process completes.
7. On the dialog window that appears, click Yes to delete selected library.
8. On the last message dialog that appears, click OK. The selected for deletion library dataset is removed
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Add (Upload) Files to a Library Dataset of an Added User
Adding files to added user’s library dataset helps you to place files which content is related to the content’s
theme of that dataset. For example a file with reports could go (being added) to library dataset that contains
explicitly only reports.
To add (upload) a file to a dataset of an added user:

 Click the Libraries node to show a list of all library datasets in the display panel.
library dataset you wish to add a file to.
 On the main header, click Upload.
 In the display panel, right-click the selected dataset and on the context menu that appears, click Add
Files.
 With a dataset selected in the Files tree view, in the footer of the display panel, click Add.
7. On the Upload Files window, click Choose Files to select the files you wish to add (upload).
8. On the Upload Files window, click Add to select your files for upload.
closes.
11. Click Start Upload to start uploading the files. The Upload Files window will close when your files
are uploaded. Your added (uploaded) files can be seen in the display panel for the selected dataset.
165
Delete Library Dataset Files of an Added User
Deleting files from added user’s library dataset is possible and helps you to remove permanently unnecessary
files from the storage space the added user is allowed to work within.
To delete a file from a library of an added user:

the display panel.
 On the display panel toolbar, click Delete.
 On the display panel, right-click the file you wish to delete and on the context menu that appears, click
Delete Dataset.
7. On the window that appears, click Yes to confirm the deletion.
Download Files from a Library Dataset of an Added User
Saving files in locations, logically created (for example folders named after the themes of searching for
them), helps you to organize the added user’s results (files) of investigation in a proper way not wasting time
to search for them again when you need to read them or something else related.
To download a file from a library of an added user:

166
the display panel.

 In the toolbar of the display panel, click Download.
Download.
7. Choose Save as from the appeared download window, to save your files to a desired location. Other options
that are available when you click the arrow next to Save in the download window are:
Declare as a Record a Library Dataset File of an Added User
Libraries can be deleted by default access control permissions by users; they can also be deleted by a policy or
by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion even by you
as a GridBank administrator and policies.
To declare as a record a library file of an added user:

 Click the Libraries node. All the libraries are displayed as a list in the display panel.
itself. All the libraries are displayed as sub-nodes in the tree view and as a list in the display panel.
5. In the display panel, click a library name.
6. In the library content, select a file you wish to declare as records and right-click it.
8. In the Declare as Record window, click OK.
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(Name and
Description)

files and create
folders)

the Same Name
(Delete files and
folders)
Details (Name and
Description)

GridBank Users
Add Library Dataset Files of an Added User to a Briefcase
Saving file/files of the added user’s library dataset in a briefcase is another way of helping you to organize the
user’s results from searching for those files into logically structured way – for example, in created briefcase, also
called “June, 2000” could be placed files from that period of time, in another briefcase, created and called
“William Taylor” could be placed files related to William Taylor only and so on …
To add a library file to a briefcase of an added user:

168
 In the Files tree view, click a library dataset. All of the stored data in that dataset appear within the
display panel.
the display panel.
 Right-click the file you wish to add to a briefcase and on the context menu that appears, click Add and
then click Add to Briefcase.
 In the toolbar, click Add, and then click Add to Briefcase.
 Create a new briefcase, where to save your file, by clicking on Create.
8. Click OK. The file is added to the selected briefcase. Wait until the process completes.
Manage Library Dataset Folders of an Added User
can create, view, modify and delete added user’s folders so as to better organize the user’s file storage.
Add Folders to a Library Dataset of an Added User
For better organizing the library dataset’s space there is an option for adding folders. Folders can also store
To add a folder to a library dataset of an added user:

 Click the arrow in front of the Libraries node to show all libraries in the Files tree view.
display panel.
the display panel.
 On the toolbar, click New Folder.
 Right-click anywhere within, and on the context menu that appears, click New Folder.
7. On the Create Folder window, do the following:
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9. Click OK on the message that appears. The newly created folder appears listed in the display panel, as well
as a sub-node of the library dataset on the tree view.
View (Explore) a Library Folder of an Added User
Viewing added user’s library dataset’s folder helps you to explore the files in terms of what type of files,
To view the content of a library folder of an added user:

the display panel.
Rename (Modify) a Library Folder of an Added User
Renaming the added user’s library folder helps you to keep up-to-date the folder’s name.
To rename a library folder of an added user:

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display panel.
appear within the display panel
7. To invoke the Modify Folder dialog, do one of the following:
 In the display panel right-click the folder and on the context menu that appears, click Rename.
The newly modified folder appears listed in the display panel, as well as a sub-node of the library dataset on
the tree view.
Copy a Library Folder of an Added User
Folder copying helps you to better organize and re-arrange space of the library datasets. You can copy and
To copy a library folder of an added user:

the display panel.
 On the display panel toolbar, click Copy.
 On the display panel, right-click the folder and on the context menu that appears, click Copy.
10. In the Browse Datasets and Folders window, select a destination dataset or folder, and then click OK.
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Move a Library Folder of an Added User
Folder moving adds more options to organize and re-arrange space of the library datasets. You can move
added user’s folders into different datasets and their folders without leaving a trace into the source folder. For
example, if you want to copy a folder without leaving it into the source directory, instead of copying and deleting
from the source directory, you can simply use the Move option.
To move a library folder of an added user:

the display panel.
 On the display panel toolbar, click Move.
 On the display panel, right-click the folder and on the context menu that appears, click Move.
9. In the Browse Datasets and Folders window that appears, select destination dataset or folder, and click
OK.
Add Files to Library Folder of an Added User
Adding files to the added user’s folder helps you instead of having all files into one place to distribute them into
different folders for better organizing your work in terms of placing files into appropriate folders, which saves time
and efforts when later you decide to find them.
To add a file to a folder of an added user:

172
panel.
the display panel.
 On the toolbar, click Add.
Files.
7. On the Upload Files window, click Choose Files to select the file(s) to upload.
8. On the Upload window, click Add to select your files for upload.
All added files are shown in the Upload Files list. At this point if you wish to remove a file from your
closes.
Manage Repository Datasets of an Added User

Repositories are working datasets that can be deleted and managed by users and applications. Individual items
can be deleted in repositories. The size of a repository changes over time. Repositories can be accessed many
View Repository Datasets of an Added User

Viewing added user’s repository datasets in GridBank Web Access helps you to explore and manage the user’s
datasets and their content (files).
To view a repository dataset of an added user:
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the display panel.
View the Content of a Repository Dataset of an Added User

Viewing the content of the added user’s repository helps you to explore its files and find the information you are
looking for by opening or saving the selected file.
To view the content of a repository of an added user:

the display panel.
 In the File tree view, click a repository dataset. All of the stored data in that dataset appear within
the display panel.
 In the display panel, double-click on a repository dataset. All of the stored data in that dataset appear
 In the display panel, right-click on a repository dataset and on the context menu, click Explore.
Create a Repository Dataset for an Added User

Creating repository datasets in added user account helps you to store data into that type of datasets if this is the
convenient and desired type of dataset for keeping the user’s data. Repositories are working datasets, which
size is forever changing, these can be accessed many times and individual items within repositories can be
both moved and deleted.
To create a repository for an added user:
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4. In the Files tree view, click the Repositories node.
5. Invoke the Create Repository window by doing one of the following:
 On the footer of the repository dataset, click Create.
 On the main header, click Create Dataset.
7. In the Create Repository window, do the following:
 Description (optional) - enter a meaningful description. The allowed number of characters for
the description is from 0 to 2500 inclusive. .
8. At the bottom of the Create Repository window, click OK.
The repository that has been just created appears immediately in the display panel, as well as a sub-node in
the tree view.
Modify a Repository Dataset of an Added User

Modifying the added user’s repository dataset include updating dataset’s name, availability and/or its
description, which helps you to update the dataset according to your recent needs for having up-to date
information about the dataset.
To modify a repository of an added user:

the display panel.
5. In the display panel, select the repository dataset you wish to modify, and do one of the following:
 In the display panel, right-click the selected repository dataset and on the context menu that appears,
click Modify Dataset.
6. In the Modify Repository window that appears, modify any of the following fields:
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7. Click OK at the bottom of the Modify Repository to submit your changes.
8. Click OK on the message dialog, informing you that the repository has been successfully modified. The
modified repository dataset appears updated in the display panel, as well as a sub-node in the tree view.
Declare as a Record a Repository Dataset of an Added User

Repositories can be deleted by default access control permissions by users; they can also be deleted by a policy
or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion even by
you as a GridBank administrator and policies.
To declare as a record a repository dataset of an added user and its content:

 Click the Repositories node. All the repositories are displayed as a list in the display panel.
 Click the arrow in front of the Repositories node to expand it and view all repositories, and then click the
node itself. All the repositories are displayed as sub-nodes in the tree view and as a list in the display
panel.
5. In the display panel, select the repository, you wish to declare as records and right-click it.

(Name and
Description)
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files and create
folders)
Upload Files with the No No No

Same Name
(Delete files and
folders)
Details (Name and
Description)

GridBank users
Share a Repository Dataset of an Added User with Other GridBank

Users and Groups
Sharing the added user’s datasets and folders with other GridBank users and groups helps you to collaborate
and exchange information easily. GridBank Web Access sharing option helps you to access data produced and
can also share the added user’s data with other GridBank users, so as to help them to perform their duties. Data
To share a repository of an added user:

4. Click the arrow in front of the node Repositories. A list of stored repository datasets loads in the
display panel.
5. In the display panel, select the archive dataset which you wish to share and then right-click it.
7. In the Security window, click Add to add a user or a group with which to share the selected repository.
This window shows the users who have access control permissions for the selected dataset. Here, in case
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you decide to remove a user or group from the list, select it and click Remove.
groups which will be able to access this dataset and perform an operation on it and its content. To select a
user or a group, click on the respective radio (Users or Groups), indicating what king of list will be displayed
for selection. Alternatively to browsing and selecting a user or a group from the list, specify the name of the
user or group in the search box. Then click Search to find the user or group you want to share your dataset
with. If you want to cancel your search and perform another one, click Clear to reset the search.
Remove.
users or groups in the Select Users window will be now added to the Security window, where you can grant
access control permissions for each user or group with which you wish to share your dataset.
permissions for your dataset
Delete a Repository Dataset of an Added User

Deleting added user’s repository dataset is possible and helps you to remove permanently unnecessary
repository datasets from the storage space you are allowed to work within.
To delete a repository of an added user:

4. Click the Repositories node. A list of repositories will be presented in the display panel as well.
5. In the display panel, click the repository dataset you wish to delete.
6. In the display panel toolbar, click Delete.
7. In the dialog window that appears, click Yes to delete selected repository.
8. On the last message dialog that appears, click OK. The selected for deletion repository dataset is removed
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Add (Upload) Files to Repository Dataset of an Added User

Adding files to added user’s repository dataset helps you to place files which content is related to the content’s
theme of that dataset. For example, a file with reports could go (being added) to a repository dataset that
contains explicitly only reports.
To add files to a repository of an added user:

 Click the Repositories node to show a list of all repository datasets in the display panel.
view.
Repository dataset you wish to add a file to.
 In the main header, click Upload.
Files.
 With a dataset selected in the Files tree view, in the footer of the display panel, click the arrow of Add
and then click Add to Files.
Note: If you wish to select multiple files for upload, Flash Player needs to be installed on the
machine you will use to load GridBank Web Access. Otherwise, files to be uploaded need to be
added one by one in the main Upload Files window. Each file for upload must not exceed the
maximum size set in the Management Console. Contact your GridBank Administrator if you do
not know what the maximum size of a file to be uploaded via GridBank Web Access is.
closes.
11. Click Start Upload to start uploading the files. The Upload Files window closes when your files are
uploaded. All added (uploaded) files can be seen in the display panel for the selected dataset.
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Delete Repository Dataset Files of an Added User

Deleting files from added user’s repository dataset is possible and helps you to remove permanently
unnecessary files from the storage space the user is allowed to work within.
To delete a file from a repository of an added user:

view.
the display panel.
 In the display panel, right-click the file you wish to delete and on the context menu that appears, click
Delete Dataset.
8. In the window that appears, click Yes to confirm deletion.
Download Files from a Repository Dataset of an Added User

helps you to organize added user’s results (files) of investigation in a proper way not wasting time to search for
them again when you need to read them or something else related.
To download a file from a repository dataset of an added user:

view.
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the display panel.
Download.
7. Choose Save as from the appeared download window, to save your file to a desired location.
The following are the rest operations you can perform when you click the arrow next to Save in the download
window:
 Save - allows you to save the selected message to the default download location.
8. Click Save again to save the selected file to the selected location.
Declare as a Record a Repository Dataset File of an Added User

Repositories can be deleted by default access control permissions by users; they can also be deleted by a policy
or by you as a GridBank administrator. Thus declaring them as records will prevent them from deletion even by
you as a GridBank administrator and policies.
To declare as a record a repository dataset file of an added user:

 Click the Repositories node. All your repository datasets are displayed as a list in the display panel.
 Click the arrow in front of the Repositories node to expand it and view all libraries, and then click the
node itself. All your repository datasets are displayed as sub-nodes in the tree view and as a list in the
display panel.
5. In the display panel, click a repository name.
6. In the repository content, select a file you wish to declare as records and right-click it.
8. In the Declare as Records window that appears, click OK to declare the repository as record.
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(Name and
Description)

files and create
folders)

the Same Name
(Delete files and
folders)
Details (Name and
Description)

GridBank users
Add Repository Dataset Files to a Briefcase of an Added User

Saving file/files from the added user’s repository dataset to a briefcase is another way of helping you to organize
the user’s results from searching for those files into logically structured way – for example, in created briefcase,
also called “June, 2000” could be placed files from that period of time, in another briefcase, created and called
“William Taylor” could be placed files related to William Taylor only and so on.
To add a file to a briefcase of an added user:

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view.
 In the Files tree view, click a repository dataset name. All of the stored data in that dataset appear
 In the display panel, double-click a repository dataset name. All of the stored data in that dataset
appears, click the arrow of Add and then click Add to Briefcase.
7. When the Select Briefcase window that appears, do any of the following:
 Select an existing briefcase, where to add your file.
 Create a new briefcase, where to add your file.
8. Click OK. The file is saved to the selected briefcase.
Manage Repository Datasets Folders of an Added User

GridBank Web Access offers a flexible structure of the important data. You can create folders within the added
user’s datasets to better organize the user’s important files.
Add Folders to a Repository Dataset of an Added User
For better organizing the repository dataset’s space there is an option for adding folders.
A folder is a container you can use to store files in. If you had thousands of files on your computer, it would be
nearly impossible to find any particular file when you needed it. That's why people store files in folders. Folders
can also store other folders. A folder within a folder is usually called a sub-folder. You can create any number of
sub-folders, and each can hold any number of files and additional sub-folders.
To add a folder to a repository dataset:

 Click the arrow in front of the Repositories node to show all repositories in the Files tree view.
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7. In the Create Folder window that appears, add a Name and Description.
 Description (optional) - enter a meaningful description. The allowed number of characters for
as well as a sub-node of the repository dataset on the tree view.
View (Explore) a Repository Dataset Folder of an Added User
Viewing added user’s repository dataset’s folder helps you to explore the files in terms of what type of files,
To view the content of a repository folder of an added user:

view.
the display panel.
 Click the arrowhead in front of a repository dataset to show as sub-nodes all folders in the Files tree
view.
Rename (Modify) a Repository Folder of an Added User
Renaming the added user’s repository dataset folder helps you to keep up-to-date the name of the folder.
To rename a repository folder of an added user:
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view.
8. In the Modify Folder window, modify the Name and/or Description of the folder, and click OK. The newly
modified folder appears listed in the display panel, as well as a sub-node of the repository dataset on the tree
view.
Copy a Repository Folder of an Added User
Folder copying helps you to better organize and re-arrange space of the repository datasets. You can copy and
To copy a folder of an added user:

view.
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click OK.
Move a Repository Folder of an Added User
Folder moving adds more options to better organize and re-arrange space of the repository datasets. You can
move added user’s folders into different datasets and their folders without leaving a trace into the source folder.
For example, if you want to copy a folder without leaving it into the source directory, instead of copying and
deleting from the source directory, you can simply use the Move option.
To move a folder of an added user:

view.
6. In the display panel select a folder.
 In the display panel toolbar, click Move.
 In the display panel, right-click the folder and on the context menu that appears, click Move.
click OK.
Add Files to a Repository Folder of an Added User
Adding files to the added user’s folder helps you instead of having all files into one place to distribute them into
different folders for better organizing the user’s work in terms of placing files into appropriate folders, which
saves time and efforts when later you decide to find them.
To add a file to a folder of an added user:
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view.
 In the toolbar, click Add.
Files.
Note: When selecting multiple files for upload, Flash Player needs to be installed on the machine you
will use for GridBank Web Access. Otherwise, files to upload need to be added one by one in the
main Upload Files window. Each file for upload cannot exceed the maximum size set in the
Management Console > Configuration Manager >GridBank Web Access tab.
All added files are shown in the Upload Files list. At this point if you wish to remove a file from your
closes.
Added files will now appear in the main Upload Files window. At this point, if you wish to remove a file from
your selection, click the button next to the file you wish to remove.
Delete Repository Folder of an Added User
Deleting added user’s repository dataset’s folder helps you better organize your space in case that folder is no
anymore needed (the folder is empty for example).
To delete a folder of an added user:
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view.
the display panel.
6. In the display panel, select the folder you wish to delete and do one of the following:
 In the toolbar, click Delete.
 Right-click the folder and on the context menu that appears, click Delete.
7. In the dialog window that appears, click Yes to confirm deletion. The selected folder is removed from the
display panel, as well as a sub-node in the tree view.
Manage Dataset File Metadata

Metadata is "data about data". The term is ambiguous, as it is used for two fundamentally different concepts
(types). Structural metadata is about the design and specification of data structures and is more properly called
"data about the containers of data". The descriptive metadata, on the other hand, is about individual instances of
application data, the data content. As information has become increasingly digital, metadata is also used to
describe digital data using metadata.
View Dataset File Metadata of an Added User

Viewing added user’s metadata helps you to reveal additional information about the datasets or files. For
example, depending on the data type, you may see additional properties such as name, description, date of
creation, owner, length and so on.
To view file metadata of an added user:

 Click the Libraries node (same applies for archives and repositories) to show a list of all library datasets
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the display panel.
6. In the display panel, select a file, which metadata you wish to view.
7. In the display panel toolbar, click Metadata. An additional window opens dynamically to the right of the
display panel. The metadata of the marked file is displayed in that additional window. Three module tabs are
used to provide an easy way to show the metadata parted by categories - Standard Fields, Extended
Fields, and Customized Fields.
Edit Dataset File Metadata (Only Description) of an Added User

Editing added user’s metadata helps you to keep it up-to-date and showing relevant information about the
datasets or files. You may only edit the Description metadata, listed under the Standard Fields module tab.
To edit a file metadata of an added user:

4. After viewing dataset file metadata, in the Standard Fields tab, select Description.
5. In the toolbar, click Edit.
6. In the Edit Description window, edit the Description text string for the dataset if needed. The allowed
number of characters for the description is from 0 to 2500 inclusive. The field is optional.
7. Click OK. The new description appears listed under the Standard Fields tab.
Manage Custom Metadata of Files of an Added User

Customized Metadata in GWA is used for storing information about the content of a particular dataset. GWA
allows adding, editing or removing customized metadata in Customized Fields tab in the Metadata Panel. You
can use created by you custom metadata to add additional information about the dataset, folder or a file. For
example, you can add a metadata field “Importance” and set a value for it to e.g. “High”.
Add Custom Metadata for an Added User
Adding customized metadata helps you to store additional information about the datasets or files.
To add custom metadata:
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5. In the Manage Metadata Fields window that appears, click Add. The Field and Value text fields and the
Apply button get active.
6. Enter the text of the new customized metadata in the fields and click Apply.
7. Click OK. The newly added customized metadata will appear below in the display panel as an item.
Remove Custom Metadata of an Added User

Removing customized metadata help you to delete unnecessary additional information about the about the
datasets or files.
To remove custom metadata of an added user:

5. In the list of customized metadata, select the one to be removed.
6. Click Remove. The customized metadata is removed from the list.
7. Click OK.
Edit Custom Metadata of an Added User
Editing customized metadata helps you to keep up-to-date the additional information about the datasets or files.
To edit custom metadata of an added user:

5. In the list of customized metadata, select the one to be edited.
6. Click Edit.
7. In the Field and Value fields, edit the text.
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8. Click Update to submit the changes.

9. Click OK.
Manage Tags of Dataset Files of an Added User

Tags in GWA are used for storing information about the content of a particular item (dataset or its content –
files). GWA allows adding, editing or removing those tags. Tags can also be categorized as metadata as they
hold valuable information about the object to which are added. Tags can also be added in Customized Fields tab
in the Metadata Panel.
Add a Tag to a File of an Added User
Adding a new tag to a file helps you to store additional information about the content of a file.
To add a tag to a file of an added user:

repositories) to expand it and view all created by you libraries.
5. Select a dataset sub-node in the tree view, containing the file you wish to add a tag to.
6. In the display panel, select the file you wish to add a tag to, and then right-click it.
9. Enter the text of the new tag in the field and add the tag by clicking Apply. The tag name should contain at
least 3 symbols and the following symbols are not allowed for a tag name: -~! @#$%^*()_+{}:|?`',./\\[]£=<>&.
Remove a Tag from a File of an Added User
Removing tags help you to delete unnecessary additional information about the file, which helps in avoiding
information overwhelming.
To remove a tag from a file of an added user:

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repositories) to expand it and view all create libraries as sub nodes.
5. Select a dataset sub-node, containing the file you wish to remove a tag from is stored
6. In the display panel, select the file you wish to remove a tag from, and then right-click it.
7. On the context menu that appears, click the Manage Tags.
8. On the Manage Tags window that appears, click the tag you wish to remove.
9. Click Remove at the bottom of the window to remove the tag.
10. Click OK at the bottom to submit your changes.
11. Click OK on the message dialog that appears.
Edit a Tag of a File of an Added User
Editing tag helps you to keep up-to-date the additional information about the file, provided by that tag.
To edit a tag of a file of an added user:

4. Click the arrow in front of the node Libraries (same applies for archives and repositories) to expand it and
view all created libraries as sub nodes.
5. In the display panel, double click on the library, containing the file which tag you wish to modify
6. In the display panel, showing the library content, select the file, which tag you wish to modify and then right-
click it.
8. In the Manage Tags window that appears, select the tag you wish to edit.
9. Click Edit at the bottom of the window.
10. In the Edit tag field, enter the new value of the tag. The tag to be created should contain at least 3 symbols
11. Click Update to submit your edit.
12. Click OK at the bottom of the Manage Tags window.
13. Click OK on the appeared message dialog.
Manage Recursively Tags of Datasets of an Added User

GridBank Web Access helps you to apply tags instantly to the content of a selected dataset instead of applying
tags individually to every single file in that dataset. When right clicking on a dataset, selecting Manage Tags
from the context menu, the window that appears contains checked by default option “Apply recursively” which
means that the added tag (the same rule applies to editing or deleting tags) will be added recursively to its
content as well.
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Add Recursively Tags to a Dataset of an Added User
Adding tags recursively saves you time and efforts. This option helps you to apply as many tags you want to all
files of a dataset.
To apply recursively a tag to a dataset of an added user:

 Click on the libraries node in the tree view to load all library datasets in the display panel.
10. On the message dialog that appears, click OK. The added tag will be now recursively added to all files in the
selected library dataset.
Remove Recursively Tags of a Dataset of an Added User
Removing tags recursively saves you time and efforts. This option helps you to remove all common tags for all
files in a dataset.
To remove recursively a tag of a dataset of an added user:

7. In the Manage Tags window that appears, click on a tag, and then click Remove.
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Edit Recursively Tags of a Dataset of an Added User
Editing tags recursively saves you time and efforts. This option helps you to edit the common tags for all files in a
dataset.
To edit recursively a tag of a dataset of an added user:

6. Click Manage Tags on the context menu.
7. On the Manage Tags window that appears, click on a tag, and then click Edit.
8. In the Edit tag field, specify the new value of the tag. The tag to be created should contain at least 3 symbols
9. Click Update.
10. Click the OK to submit your changes.
View the Global Catalog of an Added User

You as a GridBank Administrator are able to explore all datasets in the Global Catalog of a selected by you
GridBank users.
Access to the Global Catalog of a GridBank user can provide you with information about the datasets and their
content that have been shared with this user or the user have been granted with access control permissions for
them. It can also help you to identify what are the access control permissions that the user has over the selected
dataset, folder or a file. For example, you may need to know if a user has a permission to delete the content of a
particular dataset that has been shared with the user or the user have been granted with access control
permissions for it.
To view Global Catalog content of an added user:

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 Click the Global Catalog node. The default folders Archives, Libraries, Repositories, Sources and
Shared Folders part of Global Catalog are displayed as a list in the display panel.
 Click the arrow of the Global Catalog node to expand it. The default folders Archives, Libraries,
Repositories, Sources and Shared Folders part of Global Catalog are displayed as sub nodes in the
Files tree view.
5. To proceed, depending on your choice in the previous step, do one of the following:
 In the display panel, double-click a Global Catalog’s default folder, e.g. Archives to view all archive
datasets.
 In the Files tree view, click the arrow of a Global Catalog’s default folder, e.g. Archives to view all archive
datasets as sub nodes.
6. To proceed, depending on your selection in the previous step, do one of the following:
 In the display panel, click a dataset name or shared folder name.
 In the Files tree view, click a dataset name or shared folder name.
Perform a Quick Search in an Added User

Account
Quick search in added user account helps you to find shortly what you are generally looking for within datasets
of the added user.
To perform a quick search in an added user account:

3. At the top left in the list of users, select the GridBank user which datasets content you wish to search. The
user datasets are dynamically displayed In the Files tree view.
4. In the Files tree view, under the Global Catalog node, select the Quick Search sub-node. The quick search
option loads in the display panel on the right.
The meaning of that search as an example is to find all files from all datasets of the added user’s, that:
- either contain in them the exact word “grid”;
- or contain in them the exact word “plan”;
- or are archived in the pool with a name, starting with the word “default;
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characters: “-”, “/”, "\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{",
"}", "@", "'", "~", "?", "<", ">", "|", "`".
6. Select a radio button to specify the search location. Your options include:
 Added User Name’s Datasets – Searches for files, containing the specified keyword in their name and
body, in added user’s own datasets.
datasets presented in added user’s Global Catalog.
7. Click Search to start the search. The search results are displayed shortly.
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7. GWA Search
Management
This chapter describes how to search for files and emails using GridBank Web Access
search options.
Section Page
File Search in GWA 199
Perform a Quick File Search 199
Perform an Advanced File Search 200
Download a File Search Result 202
Add a File Search Result to a Briefcase 203
Save File Search Results in a Dataset 203
View Saved File Search Results Datasets 204
Email Search in GWA 208
Perform an Email Search 208
Save Email Search Results in a Dataset 210
View Saved Email Search Results Datasets 211
Rename Email Search Results Dataset 212
Combined Search (Files and Emails) 217
Perform Combined Quick Search 217
197
Perform a Combined Advanced Search 219
Download a File or an Email from the Returned Combined Search 223

Results
Add a File or an Email from Returned Combined Search Results 224

to a Briefcase
Create Combined Quick or Advanced Search Result Dataset 224
Global Files Search 225
Perform a Global Quick File Search 225
Perform a Global Advanced File Search 228
Save Global Files Search Results in a Dataset 230
Global Email Search 231
Perform a Global Email Search 231
Save Global Email Search Results in a Dataset 233
Global Combined Search (Files and Emails) 234
Perform a Global Combined Quick Search (Files and Emails) 234
Save Global Combined Quick Search Results in a Dataset 236
Perform Global Combined Advanced Search (Files and Emails) 237
Save Global Combined Advanced Search Results in a Dataset 241
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File Search in GWA

GridBank Web Access offers a quick and advanced search options for searching your important files stored in
GridBank. The Quick Search enables you to search for your important files by entering a few keywords in the
search box. While the Advanced Search option enables you to search by multiple criteria and as a result, it will
return more precise search results. There are also Combined Quick and Combined Advanced Search which
enable you to search for files and emails together.
Files Search helps you to find your files and files that belong to other users as well. After you perform a search,
you will be able to save your search results and protect them from deletion. This helps you to retrieve needed
from you information in a timely manner and submit it for legal and business compliance.
In this chapter you will find information about the most common operations that can be performed in GridBank
Web Access Search tab.
Perform a Quick File Search

This option allows you to find quickly what you are looking for either within all your datasets or within all the
datasets under the Global Catalog. Quick Search option enables you to find files fast and easy simply by typing
a keyword(s) in the search field.
characters : "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{", "}", "@",
"'", "~", "?", "<", ">", "|", "`".
To perform quick file search:
1. On the main menu, click the Search tab.

2. In the Search tree view, click the Quick Search node under the Files node.
3. Select where you wish to search for the files. Your options include:
 My Datasets – Searches for files, containing the specified keyword (s) in their name and body, in all the
created by you datasets.
datasets presented in your Global Catalog. These are all datasets created in GridBank, except yours.
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The meaning of that search as an example is to find all files, that:

- either contain in them the exact word “grid”;
- or are contained in the dataset with a name, having in it the word ”Archive”;
- or are owned by a user with a name, having in it the word “Admin”;
5. Click the Search button to start the search. The search results are displayed shortly.
Perform an Advanced File Search

Advanced Search is analogical to quick search but providing more search criteria and therefore more accurate
results when necessary.
200
characters : "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{", "}", "@",
"'", "~", "?", "<", ">", "|", "`".
To perform advanced file search:

2. On the Search tree view, under the Files node, click the Advanced Search node.
3. Specify your search criteria in the following fields. See what File Search Formats you may use.
The meaning of that search as an example is to find all files from a dataset with a name “archiveAdmin1”
that:
- contain in them the word “plan” and their names containing the word “grid”;
- or contain in them the word “grid” and their names containing the word “grid”;
Note that if both criteria are true, then the search will return results for both of them.
 Search Context - Allows you to select where your search will be performed. Options include:
• Search by Dataset (default option) – This option allows you to select a dataset where to search for
files. This data set could be either yours or a dataset of another user, application or source present in
Global Catalog.
• My Datasets- This option allows you to search for files in your own datasets.
• Global Catalog – This option allows you to search for files in the datasets part of your Global Catalog.
 Content Search Options:
• Search Text (Tags) - Allows you to enter a text or a tag(s) as a search criterion.
• Content Key Words - Allows you to enter keywords that should be contained in the body of the files
you are searching for.
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 File Search Options:

• File Size - Allows you to enter the expected size of the files that the search should return. Options
include:
o Not Specified -Select this option if the files size you search is unknown or you do not wish to use
this search option.
o Less Than - Files returned must be less than a specified size in Bytes, KB, MB, and GB.
o Greater Than - Files returned must me greater than a specified size in Bytes, KB, MB, and GB.
• File Name - Allows you to enter keywords that are contained in the file name.
 File Date and Time:
• Not Specified - Select this option when the file date and time are not known or you do not wish to use
this option.
• Date Created - Allows you to select a time period in which the files you search for are created.
o After - Allows you to select a date after which the files you search for are created.
o Before - Allows you to select a date before which the files you search for are created.
• Date Modified - Allows you to select a time period in which he files you search for were modified.
o After - Allows you to select a date after which searched files were modified.
o Before - Allows you to select a date before which searched files had been modified.
 Perform Wildcard Search - Enables automatic wildcard search, i.e. wildcards are added automatically to
each term in the search field.
 Join terms - Select a search condition AND/OR for the specified values.
• OR - If OR join term is selected, then at least one condition must be satisfied.
• AND - If AND join term is selected, then all specified conditions must be satisfied.
4. Click the Search button below the search options. The search results are displayed shortly.
Download a File Search Result

After the file search is performed, you can download files from it to a desired directory.
To download a file search result:
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2. On the Search tree view, under the Files node, click Quick Search or Advanced Search node.
3. Perform quick or advanced search.
4. In the Search Results table, next to the file you wish to download, click the Download icon.
5. In the download pop-up window that appears, click Save and then click Save as.
6. Select directory where to download your file.

7. Click Save to save your file to the selected directory.
Add a File Search Result to a Briefcase

You can add file from file search result to briefcase. This option enables you to organize your files from different
search results in one place. This way you will be able to find particular information in one place.
To add file from search result to briefcase:

2. On the Search tree view, under the Files node, click the Quick Search or Advanced Search node.
4. In the Search Results table, do one of the following:
 Next to the file, you wish to add to briefcase, click the Add to briefcase icon.
 If you wish to add all files from the search result to briefcase, select file(s) and then click the Add all items
to briefcase icon above them.

5. In the Select Briefcase window that appears, do one of the following:
 Click the briefcase you wish to add the file to.
 Create a new briefcase to add the file to.
6. Click OK on the message dialog informing you that the item was successfully added to the selected
briefcase.
Save File Search Results in a Dataset

Saving search results help you not to waste time searching again and again to check what the result of a certain
search was, but also helps you to organize your search in a proper way – so saving time and efforts is a big help
in finding necessary information especially when it comes going through a huge amount of data.
To save file search results in a dataset:

2. On the Search tree view, under the Files node, click the Quick Search or Advanced Search node.
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4. Click Save Results button to save the search result.
characters. The name cannot contain the following characters: \, /, :, *, ?, ", <, >, | and cannot start with
the following ones: \, /, :, *, ?, ", <,>, |, _. The field is mandatory.
 Create search results archive managed by legal hold – Enable this option if you wish to apply forever
retention policy to the files in the files search result dataset.
View Saved File Search Results Datasets

Viewing saved search results helps you to explore them and to find what you are looking for.
To view saved file search results datasets:

2. In the Search tree view, under the Files node, click the Saved Search Results node. All datasets with
saved in them search results load as sub-nodes in the tree view and as a list in the display panel.
3. In the display panel, double-click the dataset which content you wish to view. The content loads shortly.
Rename a File Search Results Dataset

Renaming saved search results helps you to give them more meaningful names for you.
To rename a file search results dataset:
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3. In the display panel, select the dataset that you wish to rename.
4. Click the Rename button.
5. The Rename Search Results Dataset pop-up window appears.
6. Edit the name of the dataset and click OK. Wait until the process completes.
Perform a Search in a File Search Results Dataset

Searching the saved search results helps you to refine deeper the search result in case you need it and you
haven’t done that in the initial search.
To search in a selected file search results dataset:

3. In the display panel, select the dataset that you wish to search.
4. Click the Search button. The Search in Results window appears.
5. Specify your search criteria in the following fields.
The meaning of that search as an example is to find all files from the selected search result dataset that
contain in them the word “planning” and their names contain the word ”Planning”. The both conditions should
be true to have search results returned, if only one of the both conditions is true, search results will not be
returned.
 Select Dataset - Allows you to select where your search will be performed. Options include:
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• Select User – This option allows you to select a user where to search for files. It could be either you or
any Source in GridBank.
• My Datasets (default option) - This option allows you to search for files in your own datasets.
• Tags - Allows you to enter a tag(s) as a search criterion.
• File Size Operation - Allows you to enter the expected size of the files that the search should return.
Options include:
this search option.
this option.
o From Date - Allows you to select a date after which the files you search for are created.
o To Date - Allows you to select a date before which the files you search for are created.
o From Date - Allows you to select a date after which searched files were modified.
o To Date - Allows you to select a date before which searched files had been modified.
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Apply or Remove Legal Hold of an File Search Results Dataset

Managing legal hold of saved search results helps you to keep them from deletion or to free them from legal hold
and to become available for deletion.
To apply or remove a legal hold of a file search results dataset:

3. In the display panel, select the dataset that which legal hold you wish to manage.
4. Click the Legal Hold button.
5. The Manage Legal Hold pop-up window appears.
If the dataset is with already applied to it legal hold will appear in the Subject to Legal Hold right panel. You
can remove the legal hold from it by moving it to the Not Subject to Legal Hold left panel by clicking the left
doubled arrow.
6. The dataset if is not under the legal hold will appear in the Not Subject to Legal Hold left panel. You can
apply to it the legal hold from it by moving it to the Subject to Legal Hold right panel by clicking the right
doubled arrow.
7. Click the Save button. Wait until the process completes.
Delete a File Search Results Dataset

Deleting saved search results helps you to remove them if no more you need them.
To delete a file search results dataset:

3. In the display panel, select the dataset that you wish to delete.
4. Click the Delete button.
5. Click Yes on the message dialog, asking you to delete the dataset. Wait until the process completes.
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Email Search in GWA

The emails search in the Search tab menu is performed across all your mailbox archives and PST archives.
Perform an Email Search

The search for emails across all your mailbox archives and PST archives, returns results for the specified criteria
that are found in the following fields of the emails: attachment bodies, from, from email, subject, to, to email,
message body, attachment names.
To search for email across all of your mailbox archives and PST archives:

2. In the Search tree view, under the Emails node, select the Email Search node. It content loads in the
display panel.
3. To search for emails, do any of the following:
micron, Microsoft, microscope, etc. See the picture below.
The meaning of that search as an example is to find all emails from your archived mailboxes and PST
archives that:
- contain in their bodies the exact word “Policy”;
- or the sender has in his name the word “Admin”;
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field

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Save Email Search Results in a Dataset

Saving search results help you not to waste time searching again and again to check what was the result of a
certain search, but also help you to organize your searching in a proper way – so saving time and efforts is a big
help in finding necessary information especially when it comes to going through a huge amount of data.
To save returned email search results in a dataset:
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2. Perform the email search.

3. Click the Save button next to the search box.
4. On the Dataset Name window that appears, do the following
 Name - Use the proposed one or enter new name for the dataset, where the search result will be saved.
 Create search results archive managed by legal hold (optional) - Enable this option if you wish your
email search result dataset and its content to be protected from deletion in GridBank.
5. Click OK at the bottom of the window to create the archive.
6. Click OK on the message dialog. Wait until the window, showing the progress, closes.
View Saved Email Search Results Datasets

Viewing saved search results helps you to explore them and to find what you are looking for.
To view saved email search results datasets:

2. In the Search tree view, under the Emails node, do one of the following:
 Click the arrow of the Saved Search Results node. All datasets with saved search results load as sub-
nodes in the tree view.
 Click on the Saved Search Results node. All datasets with saved search results load in the display
panel.
3. To view a dataset content, do one of the following:
 In the tree view, click the dataset which content you wish to view.
 In the display panel, double click the dataset which content you wish to view. The dataset content loads
shortly.
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Rename Email Search Results Dataset

Renaming saved search results helps you to give them more meaningful names for you.
To rename an email search results dataset:

2. In the Search tree view, under the Emails node, click the Saved Search Results node. All datasets with
3. In the display panel, select the dataset that you wish to rename.
4. Click the Rename button.
5. The Rename Search Results Dataset pop-up window appears.
6. Edit the name of the dataset and click OK. Wait until the process completes.
Search in an Email Search Results Dataset

Searching the saved search results helps you to refine deeper the search result in case you need it and you
haven’t done that in the initial search.
To search in an email search results dataset:

3. In the display panel, select the dataset that you wish to search.
4. Click the Search button. The Search in Results window appears.
5. Specify the values in the advanced search fields for emails:
The meaning of that search as an example is to find all emails from the selected saved search results
dataset that contain in their subjects the exact word “Policy”.
Note: When “OR” connects two, three or more keywords and/or operators in the search, then any
combination of them that is true, will be satisfied and included in the returned search result.
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 Messages:
• Search – type the keyword(s) you wish to use for searching. See what Email Search Formats and
Search Symbols and Operators you may use.
• In Field:
o Not Selected – Select this option if the field you search is unknown or you do not wish to use In
Field search option.
o Subject – Allows you to search in the subject of the emails you have access to.
o Body – Allows you to search in the body of the emails you have access to.
o Attachment Body – Allows you to search in the body of the attachments of the emails you have
access to.
o Attachment File Name - Allows you to search in the name of the attachments of the emails you
have access to.
• From - Allows you to search by the sender of the emails you have access to.
• To - Allows you to search by the receiver of the emails you have access to.
• Where I am:
o Not Selected - Select this option if you do not wish to use Where I am search option.
o Recipient in To line - Allows you to search by the recipient in To line of the emails you have
access to.
o Recipient in CC line - Allows you to search by the recipient in CC line of the emails you have
access to.
o Recipient in BCC line - Allows you to search by the recipient in BCC line of the emails you have
access to.
• Time:
o None - Select this option if the time you search is unknown or you do not wish to use Time search
option.
o On Date – Allows you to search by a date received, the emails you have access to.
o Earlier Than – Allows you to search by a period earlier than a date received, the emails you have
access to.
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o Later Than – Allows you to search by a period later than a date received, the emails you have
access to.
• Date/Time – Enter the date when the email should be received if On Date is selected, or the date,
later than which the emails are received if Later Than is selected, or the date, earlier than which the
emails are received if Earlier Than is selected and you have access to those emails.
 More Choices:
• Categories – Select any of the colored categories if they are used to mark the messages you are
looking for.
• Status:
o Not Selected - Select this option if the status is unknown or you do not wish to use Status search
option.
o Unread - Allows you to search in unread emails you have access to.
o Read - Allows you to search in read emails you have access to.
• Importance:
o Not Selected - Select this option if the importance is unknown or you do not wish to use
Importance search option.
o Low - Allows you to search in emails you have access to with low importance.
o Normal - Allows you to search in emails you have access to with normal importance.
o High - Allows you to search in emails you have access to with high importance.
 Advanced:
• Fields: - Select the field, enter its values and click Add button to add it to the Operations panel
below. If you later wish to remove already added field, select it and click on Remove button.
o Owner - Allows you to search by the owner of the emails you have access to.
o Legal Hold- Allows you to search by the legal hold (applied or no) of the emails you have access
to.
o From- Allows you to search by the sender of the emails you have access to.
o To- Allows you to search by the recipient in To line of the emails you have access to.
o CC- Allows you to search by the recipient in CC line of the emails you have access to.
o BCC- Allows you to search by the recipient in BCC line of the emails you have access to.
o Subject- Allows you to search by the subject of the emails you have access to.
o Tags- Allows you to search by the tags of the emails you have access to.
o Due Date- Allows you to search by the date, the emails due, you have access to.
o Date Modified - Allows you to search by the date of modification of the emails you have access to.
o Date Received- Allows you to search by the date received, the emails you have access to.
o Date Sent- Allows you to search by the date sent, the emails you have access to.
o Start Date- Enter the value for that field.
o Message Size- Allows you to search by the size of the messages of the emails you have access
to.
o Attachments- Allows you to search by the presence of the attachments or no in the emails you
have access to.
o Sensitivity- Select the value for that field.
o Message body- Allows you to search by the content of the message body of the emails you have
access to.
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o Attachment length - Allows you to search by the attachment length of the emails you have
access to.
o Attachment Created Date- Allows you to search by the date the attachment is created of the
emails you have access to.
o Attachment Modified Date- Allows you to search by the date the attachment is modified of the
o Replied- Allows you to search by the option if the emails you have access to are replied or no.
o Forwarded- Allows you to search by the option if the emails you have access to are forwarded or
no.
o Business Address - Enter the value for that field.
o City- Enter the value for that field.
o Department- Enter the value for that field.
o Home address- Enter the value for that field.
o Home phone- Enter the value for that field.
o Job title- Enter the value for that field.
o Last name- Enter the value for that field.
o First name- Enter the value for that field.
o Cell phone- Enter the value for that field.
o State - Enter the value for that field.
o Street address- Enter the value for that field.
o Web page- Enter the value for that field.
o Zip code- Enter the value for that field.
o Company- Enter the value for that field.
o Task start date- Enter the value for that field.
o Task due date- Enter the value for that field.
o Task priority- Enter the value for that field.
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Apply or Remove Legal Hold from an Email Search Results Dataset

Managing legal hold of saved search results helps you to keep them from deletion or to free them from legal hold
and to become available for deletion.
To apply or remove the legal hold from an email search result dataset:

3. In the display panel, select the dataset that which legal hold you wish to manage.
4. Click the Legal Hold button. The Manage Legal Hold dialog appears.
5. In the Manage Legal Hold dialog, do one of the following:
 If the dataset is with already applied to it legal hold will appear in the Subject to Legal Hold right panel.
You can remove the legal hold from it by moving it to the Not Subject to Legal Hold left panel by clicking
the left doubled arrow.
 If the dataset is not under the legal hold will appear in the Not Subject to Legal Hold left panel. You can
apply to it the legal hold from it by moving it to the Subject to Legal Hold right panel by clicking the right
doubled arrow.
6. Click the Save button. Wait until the process completes.
Delete an Email Search Results Dataset

Deleting saved search results helps you to remove them if no more you need them.
To delete saved email search results dataset:

3. In the display panel, select the dataset that you wish to delete.
4. Click the Delete button.
5. Click Yes on the dialog, asking do you wish to delete the dataset. Wait until the process completes.
Export Saved Email Search Result Dataset to PST

Exporting your saved search results dataset to a PST file helps you to have a backup of it, saved to the location
you select. It also helps you to import them later in Microsoft Outlook if you need to retrieve them In the PST file.
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To export the saved email search results dataset to PST:

2. In the Search tree view, under the Emails node click on the Saved Search Results node. All datasets with
saved search results load in the display panel.
3. Do one of the following:
 Click the dataset with saved search result you wish to export and then right-click it. On the context menu
that appears, click the Export to PST option.
 Select the dataset or datasets (you may select more than one) with saved search result you wish to
export and click the button Export.
4. On Select a Dataset for PST Export window that appears, do one of the following:
A Create Dataset window appears. Specify the name, type, availability and a description of the new
dataset:
is mandatory.
• Click OK to submit your selection. The process of creating the dataset starts.
5. Back on the Select a Dataset for PST Export window where the dataset to which you wish to save the PST
file is selected and click OK. Wait until the process ends.
Combined Search (Files and Emails)

The combined search is an upgraded version of the GWA file and email search. This GWA search option for
files and emails facilitates users to search for their important data irrespective of its format (in the GWA case -
files and emails). Returned search result will be both files and emails if they contain the information that the user
is searching for. The GWA search engine will scan all ingested in GridBank data and will return those files and
emails that match the search criteria.
Perform Combined Quick Search

The combined quick search enables you to find files and emails simply by typing a keyword(s) in the search box
and selecting the location where the files to be searched are contained.
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The email results to be returned by the combined quick search will contain the specified criteria in the following
email fields: attachment bodies, from, from email, subject, to, to email, message body, and attachment names.
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
Note: In combined quick search the search formats using wildcard entered manually can be used and
can be applied separately and in combination with search operators.
Note: When you enter a keyword in the search box, the search will return all emails that contain the
entered keyword in any of the following email attributes: attachments’ bodies, from, from email, subject,
to, to email, message body, attachment names.
To perform combined quick search:

2. In the Search tree view, click the Combined node. The search loads in the display panel.
The meaning of that search as an example below is to find all emails and files from all your archived emails
and datasets, that are archived in the pool with a name, starting with the word “default” and files are of type
PDF and emails contain in their subjects, to, from, bodies, attachments bodies and attachments names the
phrase “*.pdf”. Both terms must be true, so that the search return results. If only one of them is true, then the
search will not return results.
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3. Select where you wish to perform quick search. Your options include:
 User Datasets – Allows you to search for files and emails in your datasets, mailbox and PST archives.
 Global Catalog – Allows you to search for files in your Global Catalog and emails in mailbox and PST
archives of all other GridBank users.
4. Select where you wish to search:
 Files – The search will be only across the datasets.
 Emails – The search will be only across the mailbox archives and PST archives.
 Both – The search will be across datasets, mailbox archives and PST archives.
5. Check the Date Options check box and define date created range for files and date received range for
mails. It is optional.
6. Type the keyword(s) in the search field. See what Search Formats and Search Symbols and Operators
you may use.
7. Click the Search button to start your search. The search results will be displayed shortly.
Perform a Combined Advanced Search

Advanced files and email search is analogical to the combined quick search but provides more search criteria
and therefore more accurate results when necessary.
Note: The email results to be returned by the advanced combined search will contain the specified
criteria in the following email fields: attachment bodies, from, from email, subject, to, to email, message
body, and attachment names.
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
To perform combine advanced search:
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1. On the main menu, click Search tab.

2. In Search Tree View, click Combined. The search loads in the display panel.
3. Click Advanced button. The Advanced Search Filters dialog opens.
The meaning of that search as an example is to find all email from your archived mailboxes and PST
archives that contain in their subjects the word “policy” and to find all files from the selected dataset that
contain in their bodies the word ”grid”.
4. Specify the values in the advanced search fields for files. See what File Search Formats you may use:
Options include:
this search option.
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this option.
5. Specify the values in the advanced search fields for emails. See what Email Search Formats you may use:
 Messages:
• Search – type the keyword(s) you wish to use for searching.
• In Field:
access to.
have access to.
• Where I am:
access to.
access to.
access to.
• Time:
option.
access to.
access to.
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 More Choices:
looking for.
• Status:
option.
• Importance:
 Advanced:
to.
to.
have access to.
access to.
access to.
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no.
6. Click Search button to start the search. Your search results will be displayed shortly.
Download a File or an Email from the Returned Combined Search

Results
After the combined quick search is performed, you can download file or email from the returned search results to
desired directory.
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To download file or email from the search result:

2. Perform combined quick or advanced search.
3. In the Search Results table, next to the file or email you wish to download click the Download icon.
4. In the download pop-up window that appears, click Save and then click Save as.
5. Select directory where to download the file or email.
6. Click Save to save the file or email to the selected directory.
Add a File or an Email from Returned Combined Search Results to

a Briefcase
You can add file or email from the search result to briefcase. This option enables you to organize your files and
emails in one place.
To add a file or an email from returned combined search results to a briefcase:

3. In the Search Results table, next to the file or email you wish to add to briefcase, click button.
4. In the Select Briefcase window that appears, do one of the following:
 Select the briefcase you wish to add the file or email to.
 Create a new briefcase to add the file or email to.
5. Click OK on the message dialog informing you that the item was successfully added to the selected
briefcase.
Create Combined Quick or Advanced Search Result Dataset

Combined search option for files and emails, helps you to find particular information contained everywhere in
your own or shared with you datasets, your or the other users mailbox archives and PST archives. After you
have found the information you are looking for, you can save your file or email search results deciding either to
protect it from deletion or not.
To create combined quick or advanced search results dataset:

3. Click any of the tabs – Files or Emails tab in the lower part of the display panel to view returned search
results.
4. Below the file or email search results, click the Save Results button. This button helps you to save your
search results (files or emails).
5. On the Dataset Name window that appears, do the following:
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search result archive to be protected from deletion in GridBank for an indefinite period.
6. Click OK to start the creation of the archive, containing the search result.
7. Click OK on the message dialog. Wait until the process completes.
The new archive, containing your search result is displayed in the Search tree view under Files >Saved
Search Results or Emails >Saved Search Results, depending on what type of search result (file or email)
you have saved.
Global Files Search

Global Files Search enables you as an Administrator to search for files across all created datasets in GridBank
environment. It enables you to find necessary data fast and easy, irrespective of its location and user who
created it. GridBank Web Access enables you to perform Quick or Advanced File Search.
Perform a Global Quick File Search

The Quick Search option enables you to find files fast and easy simply by typing a few keywords in the search
field. They also need where the search will be performed.
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{",
"}", "@", "'", "~", "?", "<", ">", "|", "`".
To perform a global quick search:
3. On the Main menu, click the Search tab.

4. In Search tree view, under the Global Search node and Files sub node, click Quick Search. The Quick
Search loads in the display panel on the right.
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The meaning of that search as an example is to find all files from all datasets, to which you have an access
that are:
- or contain in them the exact word “grid”;
- or are owned by an user that has in his name the word “William”;
If all criteria are true, then the search will return results for all of them.
5. Select where you wish to search. The only option here is:
 Search All – Allows you to search within all datasets in GridBank to which you have access, including
yours as well. The GridBank Realm Administrator is able to search in all datasets created in the Realm,
while Grid Administrators can only search in datasets associated with the grid they are administrators of.
6. Click Search to start your search. The search results are displayed shortly.
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View File Audit Information
As a GridBank Administrator, you are able to view what operations have been performed on a particular file. This
is possible by clicking the Audit Information button below the returned file search result.
The audit information contains detailed information about a particular file– date of creation, name, user who
created it, etc. It also contains information about what actions that have been performed on it.
To view Audit Information:

2. In Search tree view, under the Global Search node and Files sub node, click either Quick Search or
Advanced Search. The Quick Search/Advanced Search option loads in the display panel on the right.
4. After you perform a search (quick or advanced), below the file you wish to examine, click Audit Information.
5. In View Audit Entry window, click the Select Entry drop-down list.
6. From the Select Entry drop-down list, select the action you wish to view. Selected action details appear
below the entry list.
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7. After viewing the action details, click Close.
Perform a Global Advanced File Search

Advanced search provides more search criteria and therefore more accurate results when necessary.
To perform a global advanced file search:

2. In the Search tree view, under the Global Search node and Files sub node, click Advanced Search. The
Advanced Search option loads in the display panel.
The meaning of that search as an example is to find all files from all datasets, to which you have an access,
including yours, where the names of the files contain the word “grid” and the files contain in their bodies
words, starting with “grid”. Both terms must be true, so that the search return results. If only one of them is
true, then the search will not return results.
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3. Specify your search criteria in the following fields. See what File Search Formats you may use:
 Search Context - Select where your search to be performed. Options include:
• Search All - This option enables file search across all created datasets in GridBank, including yours
as well.
• Global Catalog - This option enables file search across the datasets from your Global Catalog.
• Search by Dataset - This option enables file search in your or other user dataset, across the datasets
in your or other user Global Catalog, or file search in dataset of source or application.
• Search Text (Tags) - Specify a tag as a search criterion.
• Content Key Words -Specify keywords that should be contained in the searched files.
 Files Search Options:
o File Size -Specify the size of the files you search for. Options include: Not Specified, Greater than
and Less than. The file size must be specified in Bytes, KB, MB and GB.
• File Name - Specify keywords that should be contained in the file names.
 File Date and Time - Specify the date when the files you search for were created or modified.
 Perform Wildcard Search – Enables automatic wildcard search, i.e. wildcards are added automatically
to each term in the search field.
Join Terms - Select a joint term. Returned search results will be based on this term. Options include: OR
and AND. If OR is selected at least one condition (if it is true) will be satisfied. If AND is selected all specified
conditions need to be true, so as to the GWA search engine to return results.
Note: Criteria applied will be satisfied on the basis of AND/OR condition. If AND condition is selected
in “Join Terms”, all set criteria will be satisfied. If OR condition is selected, then one or the other
criteria will be satisfied.
4. Click Search below the search fields. Your search results will be displayed shortly.
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Save Global Files Search Results in a Dataset

After the files search (quick or advanced) is performed you are able to save returned search results in an
archive. When saving file search results in the archive they can be easily accessed without performing the same
search twice. The legal hold option is available to you if you wish to retain the search results forever from
deletion.
To save global file search results in a dataset:

2. In Search tree view, click Quick Search or Advanced Search under the Global Search node and Files
sub node. The Quick Search/Advanced Search option loads in the display panel.
4. After the search is performed, below the search result, click Save Results.
 Create search results archive managed by legal hold – Enable this option if you wish to apply forever
retention policy to the files in the files search result dataset.
Under the Search tab, you can find the saved search result: name of the logged user > Global Search>
Files > Saved Search Results.
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Global Email Search

Global Emails Search enables you to search for f emails across all imported mailbox and PST archives in
GridBank environment. It helps you to look for specific emails dispersed in many different mailbox archives or
PST archives that belong to different GridBank users. Using this tool you find needed information within seconds
due to the advanced GridBank Web Access search engine. Returned email search results could be saved in the
archives with the option for “legal hold” policy applied to them. This way needed emails are stored in a single
archive and are retained from deletion to meet business and regulatory compliance.
The search for emails across all mailbox archives and PST archives, by keyword(s), returns results that contain
the specified keywords in any of the following email fields: attachment bodies, from, subject, to, message body,
attachment names.
Perform a Global Email Search

The global emails search is performed across all mailbox and PST archives in the Grid Bank environment,
including yours as well.
To perform a global email search:

2. In the Search tree view, under the Global Search node, click the Emails sub node and then click Email
Search sub node.
3. To search for emails, do any of the following:
micron, Microsoft, microscope, etc. See the picture below.
The meaning of that search as an example is to find all emails from all the archived mailboxes and PST
archives, to which you have an access, which emails:
- either contain in their subject the word “Report”;
- or contain in their following fields: attachment bodies, from, from email, to, to email, message body,
attachment names, the word “Policy”;
- or their sender has a name containing “admin”;
If all conditions are true, then the search will return results for all of them.
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")","+", "=", "{", "}", "@", "'", "~", "?", "<", ">", "|", "`".
The options are:

search field.

232

Save Global Email Search Results in a Dataset

After your global search for emails returns the results you are looking for, you can save them in an archive
dataset in GridBank for future reference. Saving your global email search results helps you not to waste your
time searching again and again to check what was the result of a certain search, but also helps you to organize
your searching in a proper way – so saving time and efforts is a big help in finding necessary information
especially when it comes to going through a huge amount of emails that belong to multiple users.
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To save your global email search results in a dataset:

2. In the Search tree view, click the Email Search sub node. A list of emails loads in the display panel.
3. Perform an email search.
4. After the search results are displayed, click Save next to the search field.
7. Click OK on the message dialog. Wait until the window, showing the progress, closes.
Under the Search tab, you can find the saved search result: name of the logged user > Global Search >
Emails > Saved Search Results.
Global Combined Search (Files and Emails)

The combined Files and Emails Search is an upgraded version of the GWA files and emails search. This new
GWA search option for files and emails facilitates you to search for your important data irrespective of its format
(in the GWA case - files and emails). Returned search results will be both files and emails if they contain the
information that you are searching for. The GWA search engine will scan all ingested in GridBank data and will
return these files and emails that match the set criteria.
Perform a Global Combined Quick Search (Files and Emails)

The Combined Quick Search option enables you to find files and emails fast and easy simply by typing a
keyword(s) in the search box.
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
Note: In global combined quick search the search formats using wildcard entered manually can be used
and applied separately and in combination with search operators.
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Note: When you enter a keyword in the search box, the search will return all emails that contain the
entered keyword in any of the following email attributes: attachments’ bodies, from, from email, subject,
to, to email, message body, attachment names.
To perform a global combined quick search:

2. In the Search tree view, under the Global Search node, click Combined. The combined search options
load in the display panel.
3. Select where you wish to perform quick search. Your options include:
 All – Allows you to search for files and emails across all datasets and all mailboxes in GridBank,
including yours files and emails as well.
 Global Catalog – Allows you to search for files in your Global Catalog and emails in mailbox and PST
archives of all other GridBank users.
4. Select where you wish to search:
 Files – The search will be only across the datasets.
 Emails – The search will be only across the mailbox archives and PST archives.
 Both – The search will be across datasets, mailbox archives and PST archives.
5. Check the Date Options check box and define date created range for files and date received range for
mails. It is optional.
6. Type the keyword(s) in the search field. See what Search Formats and Search Symbols and Operators
you may use.
The meaning of that search as an example below is to find all emails and files from all archived emails and
datasets, to which you have an access, including yours, that are archived in the pool with a name, starting
with the word “default” and files are of type PDF and emails contain in their subjects, to, from, bodies,
attachments bodies and attachments names the phrase “*.pdf”. Both terms must be true, so that the search
return results. If only one of them is true, then the search will not return results.
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7. Click the Search button to start your search. The search results will be displayed shortly.
Save Global Combined Quick Search Results in a Dataset

After your combined quick search completes, you can save all or selected items (files or emails) of the search
result.
To save global combined quick search results in a dataset.

2. In Search tree view, under the Global Search click Combined node. The search option loads in the display
panel.
3. In the display panel, perform combined search.
4. Select any of the tabs - Files or Emails in the lower part of the display panel to view returned search results.
5. Below the file or email search results, click Save Results. This option helps you to save all your search
results (files or emails) in an archive.
Your new archive, containing search results is displayed in the Search tree view under Files >Saved
Search Results or Emails >Saved Search Results, depending on your selection of file or email search
results.
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Perform Global Combined Advanced Search (Files and Emails)

Combined advanced search for files and emails together provides more search criteria which narrows the
search and therefore provides more accurate results when necessary.
Note: The email results to be returned by the advanced combined search will contain the specified
criteria in the following email fields: attachment bodies, from, from email, subject, to, to email, message
body, and attachment names.
special symbols: "-", "/", @"\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")","+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
To perform global combined advanced search:

2. In the Search tree view, under the Global Search node click Combined sub node. The search option loads
3. Click Advanced button. The Advanced Search Filters dialog opens.
The meaning of that search as an example is to find all emails and files from all archived emails and
datasets, to which you have an access, including yours, where the emails contain in their subjects the word
“Policy” and the files contain in their names the word “Grid” and contain in their bodies the words that start
with “Grid” or “get”.
4. Specify the values in the advanced search fields for files. See what File Search Formats you may use:
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Options include:
this search option.
this option.
5. Specify the values in the advanced search fields for emails. See what Email Search Formats you may use:
 Messages:
• Search – type the keyword(s) you wish to use for searching.
• In Field:
access to.
have access to.
• Where I am:
access to.
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access to.
access to.
• Time:
option.
access to.
access to.
 More Choices:
looking for.
• Status:
option.
• Importance:
 Advanced:
to.
239
to.
have access to.
access to.
access to.
no.
6. Click Search button to start the search. Your search results will be displayed shortly.
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Save Global Combined Advanced Search Results in a Dataset

GridBank Web Access advanced search option for files and emails, helps you to find particular information
contained everywhere in your own or shared with you datasets, mailbox and PST archives. After you have found
the information, you are looking for, you can save your file or email search result in an archive. You can also
select your file or email search result to be protected from deletion.
To save combined advance search results in a dataset:
1. On the main menu, click Search tab.

2. In Search tree view, under Global Search node and Combined sub node, click Advanced Search. The
Advanced Search option loads in the display panel.
3. In the display panel, perform combined search.
4. Select any of the tabs – Files or Emails tab in the lower part of the display panel to view returned search
results.
5. Below the file or email search results, click Save Results. This option helps you to save all your search
results (files or emails) in an archive.
Your new archive, containing search results is displayed in the Search tree view under Files >Saved
Search Results or Emails >Saved Search Results, depending on what you have saved after the search –
files or emails.
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Search History
The Search History option in GWA helps you to check all your searches so far. It also enables you to check what
the applied criteria of a particular search were. This GWA feature lets you re-run a selected search and check if
the returned results are still the same.
View Your Search History

As a GridBank Administrator, you are able to see the history of the searches you have performed. The search
history records keep information about criteria you have been using in the searches performed.
To view your search history:

2. In the Search tree view, click Search History sub node. All the search history records load in the display
panel on the right.
Edit a Search History Record

As a GridBank Administrator, you are able to edit your search history records. A search history record keeps
information about a particular search - applied criteria, number of returned results, duration of the search and
date and time the search was performed.
To edit a search history record:
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2. In the Search tree view, click Search History sub node. All the search records load in the display panel on
the right.
3. Select the search record you wish to edit and click on Edit button. The Edit Search dialog appears.
4. Edit all the available search options you wish and click Save. Wait until the process completes.
The search details that can be edited vary depending on the time of the performed search.
5. On the message dialog that appears click OK.
Rename a Search History Record

Renaming a search history record helps you to organize better your search history. It can also help you to recall
the intended results of the search.
To rename a search history record:

the right.
3. Select the search you wish to rename and click Rename.
The Rename Search History Dataset dialog appears.
4. Edit the name of the selected record and click OK.
Wait until the process completes.
5. On the message that appears, click OK.
Re-run a Previous Search

You can re-run a previously executed search in case you wish to check if the results of it have changed.
To run saved file search result:

2. In the Search tree view, click Search History sub node. All the searches load in the display panel on the
right.
3. Select the search you wish to re-run and click Run. Shortly the search results loads in the display panel on
the right.
Delete a Search History Record

Deleting a search history record helps you to organize your search history and only keep information for the
most important searches you have performed.
To delete a search history record:
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the right.
3. Select the search record you wish to delete and click on Delete button.
4. Click Yes on the dialog, asking do you wish to delete the record. Wait until the process completes.
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8. GWA Briefcases
Management
This chapter describes how to manage your GridBank Web Access briefcases.
Section Page
Introduction to GWA Briefcases 246

View Your Briefcases 246
View Briefcase Content 246
Create a Briefcase 246
Add Files to Your Briefcase 247
Download Files from an Archive Dataset of an Added User 248
Delete Your Briefcase File or an Email 248
Download Your Briefcase File or Email 249
Set Your Briefcase as Default 249
Modify Your Briefcase 250
Declare Your Briefcase as a Record 250
Delete Your Briefcase 251
Manage Your Briefcase File Metadata 252
View Your Briefcase File Metadata 252
Edit Your Briefcase File Metadata (Only Description) 252
Manage the Customized Metadata of Your Briefcase File 253
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Introduction to GWA Briefcases

Briefcases are used in GWA to organize your files and emails from different datasets, mailbox and PST archives
into one place. Within the GWA briefcases, files and emails can be added, downloaded and deleted. Files and
emails added from datasets, mailbox and PST archives to a briefcases can be deleted only from the briefcase
but. While if a file or email added directly to a briefcase will be deleted from it and from GridBank.
View Your Briefcases

Viewing list of briefcases helps you to explore and manage them and their content (files and/or emails) that have
been stored in those briefcases.
To view your list of briefcases:
1. On the main menu, click Briefcases tab.

2. In the Briefcases tree view, do one of the following:
 Click the Briefcases node. All briefcases are loaded as a list in the display panel.
 Click the arrow in front of the Briefcases node to expand it and view all created briefcases.
View Briefcase Content

Viewing the briefcase’s content helps you to explore the files or emails that the briefcase contains and then
to perform different actions on them: open, download, tagging, delete, etc.
To view briefcase content:
1. On the main menu, click the Briefcases tab.

 Click the arrow in front of the Briefcases node to expand it and view all created briefcases as sub nodes.
3. Depending on your selection in the previous step, do one of the following:
 In the display panel, double click the briefcase you wish to view its content.
 In the tree view, click the node with the name of the briefcase, which content you wish to view.
The content of the selected briefcase is loaded in the display panel.
Create a Briefcase
Creating of briefcase helps you to have another type of storage place where to place files and emails from
different datasets, mailbox and PST archives. The briefcase helps you to organize files and emails from different
directories by theme.
To create a new briefcase:
246

2. In the Briefcases tree view, click the Briefcases node.
3. In the display panel toolbar, click Create. The Create Briefcase window appears.
4. In the Create Briefcase window, do the following:
 Name (mandatory) - Enter a unique and meaningful name for the briefcase to be created. The allowed
characters: \, /, :, *, ?, ", <, >, |. Also, it cannot start with the following ones: \, /, :, *, ?, ", <, >, |, _. The field
is mandatory.
 Description (optional) - Enter a meaningful description for the briefcase to be created. The allowed
number of characters for the description is from 0 to 2500 inclusive.
5. Click OK to create your new briefcase. Wait until the process completes.
Add Files to Your Briefcase

Adding files from your computer directly to your briefcase helps you to place files which content is related to
the content’s theme of that briefcase. For example, a file with reports could go (being added) to a briefcase that
contains explicitly only reports.
To add a file to your briefcase:

 Click the arrow in front of the Briefcases node to expand it and view all created briefcases.
3. Depending on your selection in the previous step, to proceed do one of the following:
 In the display panel, double click the briefcase where you wish to add files.
 In the tree view, click the name of the briefcase where you wish to add files.
4. In the display panel toolbar, click the arrow of Add and then click Add Files.
5. In the Upload Files window that appears, click Choose Files.
6. In the Select files to upload window, click Add.
7. In the Choose File to Upload window, select files to be uploaded and click Open.
8. Back to the Upload Files window, If you wish to remove a file from the list for uploading, select it and click
Remove.
9. When you have the final list of files for uploading, click OK.
10. Back to the main Upload Files window all the files for uploading will be listed. At this point you can remove
files from the list by clicking next to it.

11. Click Start Upload. The newly uploaded files will be listed in the display panel along with the already current
content of the briefcase.
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Create a Folder in Your Briefcase

For better organizing the briefcase space there is an option for adding folders. A folder is a container you can
use to store files in. If you had thousands of files on your computer, it would be nearly impossible to find any
particular file when you needed it. That's why people store files in folders. Folders can also store other folders.
To create a folder in a briefcase:

 Click the Briefcases node. All created briefcases are loaded as a list in the display panel.
 Click the arrow in front of the Briefcases node to expand it and view all created briefcases as sub nodes.
 In the display, double click the briefcase where you wish to create a new folder.
 In the tree view, click the briefcase, to which you wish to add a folder.
5. In the Create Folder window, do the following:
6. Click OK to submit the new folder details. Wait until the process completes.
7. Click OK in the appeared message dialog.
Delete Your Briefcase File or an Email

Deleting files from briefcase is possible and helps you to keep the content of the briefcase up-to-date. If you
select to delete a file or email added to a briefcase from a dataset, mailbox or PST archive then it will only be
deleted from the briefcase, but it will still be present in its dataset, mailbox or PST archive it was originally added
to. While if you add a file or an email directly from your computer to a briefcase and later delete the file or email,
then it will be deleted from the briefcase and from GridBank.
To delete a file or an email from your briefcase:

 Click the arrow in front of the Briefcases node to expand it and view all briefcases.
3. Depending on your selection in the previous step, do the following:
 In the display panel, double click the briefcase from which you wish to delete a file or email.
 In the tree view, click the name of the briefcase from which you wish to delete a file or email.
4. In the display panel, to proceed do the following:
 Click the file or email you wish to delete and click Delete in the display panel toolbar.
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 Click the file or email you wish to delete and then right-click on it. On the context menu that appears, click
Delete.
5. Click Yes on the dialog window to confirm the deletion.
Download Your Briefcase File or Email

Downloading (saving) files in locations, logically created (for example locations (folders) named after the
themes of searching for them), helps you to organize your results (files) of investigation in a proper way not
wasting time to search for them again when you need to read them or something else related.
To download a file or an email from a briefcase:

 Click the arrow in front of the Briefcases node to expand it and view all briefcases.
 From the tree view, select the briefcase, which contains the file or email you wish to download.
 In the display panel, select the file or email you wish to download.
4. Click Download from the display panel toolbar.
5. A dialog window appears, from where the file or email could be open, saved, or saved and open. Select one
of the 4 actions to be performed on the file:
 Open - Allows you to open your selected file or email with its native application.
 Save - Allows you to save the selected file or email to the default download directory of the browser.
 Save and Open - Allows you to save the file of email to the default download directory of the browser and
open it.
 Save as - Allows you to save the file or email to a desired location.
Set Your Briefcase as Default

In GridBank Web Access, you will be able to create multiple briefcases where to organize your files from
different datasets in GridBank. One of all created by you briefcases will be set as a default briefcase. This means
that files you select to be added to a briefcase will go to the default one, if you don’t select a briefcase.
To set a briefcase as default:

2. In the Briefcases tree view, click the Briefcases node. All briefcases are loaded as a list in the display panel.
3. In the display panel, click on the briefcase you wish to be set as default.
4. To set the briefcase as your default briefcase, do one of the following:
 Right-click on the briefcase and on the context menu that appears, click Set as Default.
 In the display panel toolbar, click Set as Default.
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Modify Your Briefcase

Modifying a briefcase includes updating its name and/or its description. This helps you to change the name of
a briefcase according to its content.
To modify your briefcase details:

3. In the display panel, click the briefcase you wish to modify and do one of the following:
 Right click on that briefcase, and on the context menu that appears, click Modify Briefcase.
 In the display panel toolbar, click Modify.
4. In the Modify Dataset window, edit name and description of the briefcase if needed:
5. Click OK to submit your edit. Wait until the process completes.
Declare Your Briefcase as a Record

Declaring as records enables you to protect your datasets, folders or files and prevent them from deletion. When
you select a dataset, folder or a file and apply this option, this item will be treated as permanent. You can also
protect that dataset, folder or a file from deletion by other GridBank users with whom it is shared. Declared as
records datasets, folders and files cannot be deleted by you as a GridBank Administrator and policies.
If you wish to declare a briefcase as a record, these are the actions you can perform on it, its folders, files and
emails:

Records Records Records
(Name and
Description)

files and create
folders)

the Same Name
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Delete Content No No -
(Delete files and
folders)
Details (Name and
Description)

GridBank users
To declare your briefcase as a record:

3. In the display panel, click the briefcase name you wish to prevent from deletion and then right click on it
5. In the Declare as Records window that appears, showing the selected briefcase, click OK. Wait until the
process completes.
Delete Your Briefcase

Deleting briefcase is possible and helps you to remove permanently unnecessary briefcase from the storage
space you are allowed to work within.
Note: The default briefcase cannot be deleted. To delete it, set different briefcase as default and then
delete it.
To delete a briefcase:

3. In the display panel, click on the briefcase you wish to delete and then do one of the following:
 Right-click on the briefcase and on the context menu that appears, click Delete Briefcase.
4. Click Yes on the dialog window to confirm the deletion of the briefcase. Wait until the process completes.
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Manage Your Briefcase File Metadata

GridBank Web Access allows you to view and manage the metadata of the briefcases you have created. The
metadata of a briefcase gives you information about its name, creation date, owner, etc.
View Your Briefcase File Metadata

Viewing metadata helps you to reveal additional information about the datasets, files, and briefcases.
To view your briefcase file metadata:

 Click the arrow in front of the Briefcases node to expand it and view all briefcases. All your briefcases
are displayed as sub-nodes.
3. Double click a briefcase name to access its content.
4. In the display panel, click the briefcase file, which metadata you wish to view.
5. From the toolbar, click Metadata. An additional window opens dynamically to the right of the display panel.
The metadata of the marked file is displayed in that additional window. Three Module Tabs are used to
provide an easy way to show the metadata parted by categories - Standard Fields, Extended Fields, and
Customized Fields.
6. Click each of the module tabs to explore the metadata.
Edit Your Briefcase File Metadata (Only Description)

Editing metadata helps you to keep it up-to-date and showing relevant information about the datasets or files.
You may only edit the Description metadata, listed under the Standard Fields module tab.
To edit the metadata of your briefcase file:

 Click the arrow in front of the Briefcases node to expand it and view all briefcases. All your briefcases
are displayed as sub-nodes.
6. Click on the Customized Fields tab in the Metadata Panel.
7. Select the Description field and click Edit from the toolbar (it is the only active).
8. In The Edit Description window that appears, edit the Description text string. The allowed number of
characters for the description is from 0 to 2500 inclusive.
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9. Click OK to save your changes.
Manage the Customized Metadata of Your Briefcase File

Customized Metadata in GWA is used for storing information about the content of a particular item. GWA allows
adding, editing or removing customized metadata.
Add New Customized Metadata to a Briefcase File

Adding metadata helps you to store relevant information about the content of a particular briefcase.
To add customized metadata to your briefcase file:

 Click the arrow in front of the Briefcases node to expand it and view all briefcases. All your briefcases are
displayed as sub-nodes in the tree view.
7. In the Metadata Panel toolbar, click on Manage Tags.
8. In the Manage Metadata Field window, click Add.
9. Populate the fields Field and Value and click Apply. The newly added customized metadata will appear
below in the display panel as an item. For example, you can add the following metadata and its value:
Importance: High.
10. Click OK in the Manage Metadata Field window.
Remove Customized Metadata of Your Briefcase File

This option helps you remove unnecessary or no longer relevant information about the content of a particular
item.
To remove customized metadata of your briefcase file:

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8. In the Manage Metadata Field window, select a custom metadata and click Remove. The customized
metadata will be removed from the list.
Edit Customized Metadata of Your Briefcase File
Editing customized metadata helps you to keep it up-to-date and showing relevant information about the content
of a particular item.
To edit customized metadata of your briefcase file:

8. In the Manage Metadata Field window, select the custom metadata to be edited.
9. Click Edit.
10. The text fields Field and Value will be populated with the selected tag’s text. Make the needed changes and
click Update. The newly edited, customized metadata will be back on the list with its new text.
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Appendix A: GWA Search

Formats
Email Search Formats

The following search formats can be used when searching for a keyword and when specifying one of the
advanced email search options, e.g. Attachment Contain, etc.
Note: The presented in the table below search formats can also be used when you perform an advanced
email search and need to be typed in the fields of the advanced email search options. For example, if
you wish to find emails sent only by a specific user, enter that user name in the field “From” using
double inverted commas, e.g. “Betty Wellman”. If there are emails sent by Betty Wellman the search will
return them. But if you don’t use double inverted commas with the name, the search will return all
emails sent by users having in their names either Betty or Wellmann.
GridBank Search Format Description Example

Name
Exact Search This search format uses the query For example: If you type in the
word(s) which the GridBank search search field the word “micro”, the
engine will manage to find exact, not as search will return all emails
part(s) of other words. containing that exact word.
Partial Search This search format uses part of a query For example: If you type in the
word, as GridBank search engine still search field the word “micro”, the
manages to find the whole word. search will return all emails
containing words that start with the
Note: To be able to search for emails
word “micro”, e.g. Microsoft,
by a partial search term enable the
microscope, micron, etc. The same
Perform Wildcard Search checkbox.
results will appear if you type the
Even if that checkbox is not enabled,
search term with a wildcard in the
wildcards can be added manually to the
255
term in the search field and returned end micro*. The wildcard character
search results will be the same as if the is used to substitute for any other
Perform Wildcard Search checkbox is character or characters in a word.
checked.
Search Pattern This search format uses wildcards to For example: search with the pattern
substitute the missing part of the whole *doc returns emails that contain
word. The syntax of this search format words ending with the term “doc”,
is the following:*keyword. By using this e.g. file.doc, etc.
search format, the search will return
emails containing words in their name
and content that end with the specified
term.
Search by a String The syntax of this search pattern is the For example, if you type in the search
following: keyword1 keyword2, the field: net cost, the results returned
returned search results will satisfy will be either one or the other term
either the keyword1 OR the (net or cost), or both – (net and cost).
keyword2. But if partial search with wildcards
option is enabled (or wildcards are
But if the two keywords are true, then
added manually) the results will be
the returned search result will satisfy
emails containing, for example, the
both of them.
words: network, networking, etc. OR
This search format is equivalent to the
emails containing the words: costly,
keyword1* keyword2* search format if
cost-effective, costal, etc. OR both of
Perform Wildcard Search checkbox is
them - network, networking, etc.,
checked.
costly, cost-effective, costal, etc.
Search Expressions This search format uses search terms For example, if you want to search for
that are typed between double inverted emails containing information about
commas – “keyword1 keyword2”. annual sales, you should simply type
in the search field “annual sales”
and GridBank email search will return
all emails containing the exact
combination of the specified
keywords.
Group Expression This is another email search format that For example, if we want to search for
uses double inverted commas for emails containing “direct costs”
separating search keywords. The invest, the search will return emails
syntax of the group expression format containing the exact combination of
is the following: “keyword1 the words “direct” and “costs” OR the
keyword2” keyword3. The search word “invest”. But if the two terms are
performed on the basis of the keywords true, then the search result will
256
between the double inverted commas contain both of them – the exact
will return results that contain the exact combination of the words “direct” and
combination of the specified keywords. “costs” AND the word “invest”. If
Keywords that are not within the double partial search with wildcards option is
inverted commas will be treated as an enabled (or wildcards are manually
alternative search condition. added) results will be emails
But if the two terms are true, then the containing the exact combination of
returned search result will satisfy both the words “direct” and “costs” OR
of them. emails containing, for example, the
words: investment, invest,
This search format is equivalent to
investments, investors, investigate,
“keyword1 keyword2” *keyword3* if
etc. But if the two terms are true when
Perform Wildcard Search checkbox is
partial search with wildcards option is
checked.
enabled, then the search result will
contain both of them - the exact
combination of the words “direct”
and “costs” AND emails containing,
for example, the words: investment,
invest, investments, investors,
investigate.
The following operators can be used together with the search formats:
Operators AND, OR, AND - Search on results that match

<space>, () all specified terms.
OR - Search on results that match
one or more specified terms.
<space> - A space in a term (without
punctuation) implies an OR operator.
() - Use to express a specific order of
search operator precedence.
Order of precedence - (), AND, OR,
<space>
Example: sender:William AND *.xlsx Will search for all emails which
sender’s name or email address
contains William and these emails
must contain *.xlsx in their subject,
Example: tag:important OR *.xls body, attachments, etc.
Will search for all emails which have
tag with value "important" or which
contain attachments or text that end
with "xlsx" in their subjects, bodies,
attachments, etc. This expression is
257
Example: created: 2015/02/03 “William equivalent to tag:important *.xlsx

Taylor” Will search for all emails created on
2015/02/03 or emails that have
William Taylor in their subjects, body,
attachments, etc.
Example: *.txt and (sender:William or
created:2015/01/02..2015/02/03) Will search for emails that contain in
their subjects, bodies, attachments,
etc. attachments or words that end
with .txt and are created from
2015/01/02 to 2015/02/03 or which
sender’s name or email address
contains William.
File Search Formats

The following search formats can be used for quick and advanced file search.
GridBank Search Description Example

Format Name
Exact Search You have to type the exact word by For example if you type in the search
which you wish to find the files, field: net, the result returned will be
containing that exact word, no files containing the word net, no
variations of it. variations of it as network, subnet or
something like those.
Partial Search This search format uses part of a query For example: If you type in the
word, as GridBank search still search field the word “micro”, the
manages to find the whole word. search will return all files containing
words that start with the word
Note: This option is available only for
“micro”, e.g. Microsoft, microscope,
advance file search. To be able to
micron, etc. The same results will
search for files by a partial search term
appear if you type the search term
enable the Perform Wildcard Search
with a wildcard in the end micro*.
checkbox. Even if that checkbox is not
The wildcard character is used to
enabled, wildcards can be added
substitute for any other character or
manually to the term in the search field
characters in a word.
and returned search results will be the
same as if the Perform Wildcard
Search checkbox is checked.
258
Search by a String The syntax of this search pattern is the For example, if you type in the search
following: keyword1 keyword2, the field: net cost, the results returned
returned search results will satisfy will be either one or the other term
either the keyword1 OR the (net or cost), or both – (net and cost).
keyword2. But if the two keywords are
true, then the returned search result will
satisfy both of them.
Search Expressions This search format uses search terms For example, if you want to search for
that are typed between double inverted files containing information about
commas – “keyword1 keyword2”. annual sales, you should simply type
in the search field “annual sales”
and GridBank file search will return all
files containing the exact combination
of the specified keywords.
Group Expression This is another file search format that For example, if we want to search for
uses double inverted commas for files containing “direct costs”
separating search keywords. The invest, the search will return files
syntax of the group expression format containing the exact combination of
is the following: “keyword1 the words “direct” and “costs” OR the
keyword2” keyword3. The search word “invest”. But if the two terms are
performed on the basis of the keywords true, then the search result will
between the double inverted commas contain both of them – the exact
will return results that contain the exact combination of the words “direct” and
combination of the specified keywords. “costs” AND the word “invest”.
Keywords that are not within the double
inverted commas will be treated as an
alternative search condition. But if the
two terms are true, then the returned
search result will satisfy both of them.
The following operators can be used together with the search formats:
Operators AND, OR, AND - Search on results that match

<space>, () all specified terms.
OR - Search on results that match
one or more specified terms.
<space> - A space in a term (without
punctuation) implies an OR operator.
() - Use to express a specific order of
search operator precedence.
259
Order of precedence - (), AND, OR,

<space>
Example: user:William AND “weekly Will search for all files which belong
sales” to a user with name, containing
William and these files contain in their
name or body the exact expression
weekly sales.
Example: tag:important OR *.xls Will search for all files that have tag
with value important or which contain
.xls in their names or bodies.
Example: *.txt and (pool:default* or Will search for all txt files created
pool:pool2)and from 2015/01/02 to 2015/02/03 which
created:2015/01/02..2015/02/03 are in a pool with a name starting
with "default" or are in with name
"pool2".
260
Appendix B: Search
Symbols and Operators
Search Symbols and Operators

The following search symbols and operators can be used for email and file search.
GridBank Used for searching Description Example

Search
Symbol or
Operator
Name
Symbol # Files and Emails Example: #world Will search for all files or
mails that contain term
"word" in their bodies.
Operator Files and Emails Example: tag:test Will search for all files or
tag: mails which have tag with
value "test".
Operator Files and Emails Example: pool:pool1 Will search for all files or
pool: emails which are contained
in a pool with the name
"pool1".
Operator Files and Emails Example: dataset:test Will search for all files or
dataset: mails which are contained in
a dataset with a name
261
"test".
Operator Files and Emails Example: user:jonh Will search for all files or
user: mails which are owned by a
user, which name contains
"john".
Operator Files and Emails Example: source:test_source Will search for all files or
source: mails which belong to a
source or a mail host with
name "test_source".
Operator Emails Example: sender:mark Will search for all emails

sender: with sender whose name or
email address contains
"mark".
Operator Files and Emails Example: group:Auditors Will search for all files or
group: mails for which group
Auditors has access.
Operator Files Example: created:2015/01/01 Will search for all files

created: created on 01/01/2015
Example: Will search for all files

created:01/01/2015..01/06/2015 created between
01/01/2015 and 01/06/2015
Operators Files and Emails AND - Search for results

AND, OR, that match all specified
<space>, () terms.
OR - Search for results that
match one or more
specified terms.
<space> - A space in a
term (without punctuation)
implies an OR operator.
() - Use to express a
specific order of search
operator precedence.
Order of precedence - (),
AND, OR, <space>
Example: tag:test and #world Will search for all
262
files/emails which have tag

with value "test" and contain
"world" in their bodies.
Example: tag:test #world Will search for all
files/emails which have tag
with value "test" or which
contain "world" in their
bodies. This expression is
equivalent to tag:test or
#world.
Example: *.txt and (pool:default* or Will search for all txt files
pool:pool2)and created from 2015/01/02 to
created:2015/01/02..2015/02/03 2015/02/03 which are in a
pool with name starting with
"default" or are in pool with
name "pool2".
263
Appendix C: Glossary
Active Directory Authentication
Active Directory user authentication confirms the identity of any user trying to log on to a domain and lets users
access resources (such as data or applications) located anywhere on the network.
Administrators Working Mode
This GWA working mode enables members of Administrators group to access and manage not only own data,
but also the data of all GridBank users, sources and applications. See also GridBank Working Modes.
Archive
GridBank archives are datasets that cannot be deleted except by administrators and policy management.
Briefcase
Briefcases in GridBank are used to keep files and emails from different datasets, mailbox and PST archives in
one place. Files and emails can be added, deleted or downloaded.
Dataset
It is a named collection of data that contains individual data units organized (formatted) in a specific GridBank-
prescribed way. Data ingested in GridBank is organized into the following dataset types: Archives, Libraries and
Repositories. As each dataset type in GridBank has different content access permissions.
Declare as Records
This is a controlled retention by a GridBank user who selects datasets or files to be retained and protected from
deletion by other GridBank users, administrators and policies. Datasets files which have been declared as
records are protected from deletion and the user is the one who decides whether they will be declared or not.
E-Discovery and Auditors Working Mode
This GWA working mode enables members of E-Discovery and Auditors groups to access and manage not only
their own data, but also the data of all other GridBank users except for the data of the members of the
Administrators group. See also GridBank Working Modes.
264
Folder
GridBank Web Access folders store ingested files by GridBank users. They can be created within GridBank
libraries and repositories due to their default content access permissions.
Global Catalog
In GridBank, Global Catalog contains all sources and applications datasets to which users have access. These
datasets can be accessed and managed in the Global Catalog by users who have been granted with
permissions to access those datasets.
Grid
A grid is a group of servers and other resources which behave like a single system. The grid can comprise of
multiple computers, e.g. PCs or UNIX workstations, multiple storage devices and redundant interconnections, to
form what appears to users as a single highly available system. One of the main ideas of grid computing is that,
to the outside world, the grid appears to be a single system. Grids can be housed in the same physical location
(basic Realm) or can be distributed across multiple sites.
GWA Working Modes
GridBank Web Access offers a different set of operations to GridBank users depending on their group
membership and grant permissions. The default working modes GridBank Web Access allows are:
Administrators Working Mode, E-Discovery and Auditors Working Mode and Regular Users Working Mode.
Library
snapshots of source data, application data in time such as video surveillance, document management system
snapshots, CMS (content management portals) and departmental intranets. Individual data items cannot be
Mailbox Archive
A mailbox archive dataset stores ingested into GridBank emails of a user from an Exchange mail host. The user
whose emails will be stored in a mailbox archive needs to be an Active Directory user and must have been
imported in GridBank. Emails in GridBank mailbox archives cannot be deleted or modified.
Mai Host
It is an Exchange Server that is configured in GridBank as a mail host from which the emails of selected user
mailboxes will be ingested into GridBank.
Metadata
In GridBank, metadata contains information about the objects that have been ingested in its platform. Within
GridBank, file metadata is stored in a distributed asynchronous metadata repository called the Metabase.
265
GridBank allows the creation of custom metadata to provide further information for each file, which may be used
for enhance searching capabilities.
Pool
In GridBank, storage devices are logically combined to appear as a single contiguous logical large storage
volume, which forms the storage virtual pool. A storage pool in GridBank can be based on directly attached
storage, public or private cloud. Data ingested in GridBank is always associated with a storage pool.
PST Archive
A PST archive stores a PST file of a GridBank user. This PST file has been imported from a source and stored
in GridBank archive dataset. Emails in GridBank PST archives cannot be deleted, or modified.
Regular Users Working Mode
This GWA working mode enables regular GridBank users (that are not members of any GridBank Pre-defined
user group) to access and manage only their own data. See also GridBank Working Modes.
Repository
Repositories are working datasets that can be deleted and managed by users, sources and applications.
Individual items can be deleted in repositories. The size of a repository changes over time. Repositories can be
accessed many times and individual items within repositories can be modified or deleted.
Source
In GridBank context, a SAN, iSCSI or Storage Server, contains unstructured data.
Tag
It is a non-hierarchical keywords or terms assigned to a piece of information. In GridBank context, tags are
applied to files and email ingested into GridBank to describe their content. This way files and emails in GridBank
can be easily found by searching in GridBank Web Access using tags as a criterion. Tags in GridBank can be
specified by the item’s creator or by the Administrator in Management Console.
User Quota
This is the storage quota assigned to GridBank users which they can use for file upload.
266
Index
Add Custom Metadata for an Added User ......................190

A
Add Files to a Repository Folder of an Added User ........187
Add (Upload) Files to a Library Dataset of an Added User Add Files to an Archive Folder of an Added User............159
.......................................................................................166 Add Files to Library Folder of an Added User ..................173
Add (Upload) Files to an Archive Dataset of an Added User Add Files to Your Archive Folder ......................................104
.......................................................................................151 Add Files to Your Briefcase ...............................................248
Add (Upload) Files to Repository Dataset of an Added User Add Files to Your Library Folder .......................................116
.......................................................................................179 Add Files to Your Repository Folder.................................129
Add (Upload) Files to Your Archive Dataset ......................96 Add Folders to a Library Dataset of an Added User ........170
Add (Upload) Files to Your Library Dataset .....................110 Add Folders to a Repository Dataset of an Added User .184
Add (Upload) Files to Your Repository Dataset ...............122 Add Folders to an Archive Dataset of an Added User.....157
Add a File or an Email from Returned Combined Search Add Folders to Your Archive Dataset ...............................102
Results to a Briefcase....................................................225 Add Folders to Your Library Dataset ................................114
Add a File Search Result to a Briefcase ............................204 Add Folders to Your Repository Dataset .........................126
Add a Tag to a Journaling Vaults Email ..............................57 Add Library Dataset Files of an Added User to a Briefcase
Add a Tag to a Mailbox Archive Email of an Added User .71 .......................................................................................169
Add a Tag to a PST Archive Email of an Added User .........81 Add New Customized Metadata to a Briefcase File........253
Add a Tag to Your File .......................................................133 Add Recursively Tags to Your Dataset .............................134
Add a Tag to Your Mailbox Archive Email..........................35 Add Repository Dataset Files to a Briefcase of an Added
Add a Tag to Your PST Archive Email .................................47 User ...............................................................................183
Add a User Account in Files Tree View ............................148 Add User Account in Mail Tree View .................................66
Add an Email from a Journaling Vaults Mailbox to Your Add Your Archive Dataset Files to Your Briefcase ...........101
Briefcase ..........................................................................56 Add Your Library Dataset Files to Your Briefcase ............113
Add an Email from a Mailbox Archive of an Added User to Add Your Repository Dataset Files to a Briefcase ...........125
a Briefcase .......................................................................70 Administrator Working Mode ............................................26
Add an Email from a PST Archive of an Added User to a Apply or Remove Legal Hold from an Email Search Results
Briefcase ..........................................................................81 Dataset ..........................................................................217
Add an Email from Your Mailbox Archive to Your Briefcase Apply or Remove Legal Hold of an File Search Results
.........................................................................................35 Dataset ..........................................................................208
Add Archive Dataset Files of an Added User to a Briefcase
B
.......................................................................................156
Add Custom Metadata .....................................................132 Briefcase ............................................................................246
267
C Declare as a Record Your Repository Dataset .................119

Declare as a Record Your Repository Dataset File ..........124
Cancel a Search in a PST Archive Folder of an Added User
Declare as Records Your Archive Dataset..........................99
.........................................................................................86
Declare Your Briefcase as a Record..................................251
Cancel Search in a Mailbox Archive Folder of an Added
Delete a File Search Results Dataset ................................209
User .................................................................................76
Delete a Library Dataset of an Added User .....................165
Cancel Search in Your Mailbox Archive Folder ..................41
Delete a Repository Dataset of an Added User...............179
Cancel Search in Your PST Archive Folder .........................51
Delete a Search History Record........................................245
Central Section ....................................................................21
Delete an Archive Dataset of an Added User ..................154
Combined Search (Files and Emails) ................................219
Delete an Email Search Results Dataset ..........................217
Conflict Resolution ............................................................137
Delete Archive Dataset Files of an Added User...............154
Copy a Library Folder of an Added User ..........................172
Delete Library Dataset Files of an Added User ................167
Copy a Repository Folder of an Added User ...................186
Delete Repository Dataset Files of an Added User .........180
Copy an Archive Folder of an Added User .......................159
Delete Repository Folder of an Added User ....................188
Copy Your Archive Folder .................................................104
Delete Your Archive Dataset ..............................................99
Copy Your Library Folder ..................................................115
Delete Your Archive Dataset Files ......................................99
Copy Your Repository Folder............................................128
Delete Your Briefcase .......................................................252
Create a Briefcase .............................................................247
Delete Your Briefcase File or an Email .............................249
Create a Library Dataset for an Added User....................162
Delete Your Library Dataset .............................................109
Create a Repository Dataset for an Added User .............175
Delete Your Library Dataset Files .....................................110
Create an Archive Dataset for an Added User ................150
Delete Your Repository Dataset .......................................122
Create Combined Quick or Advanced Search Result
Delete Your Repository Dataset Files...............................123
Dataset ..........................................................................226
Delete Your Repository Folder .........................................130
Create Folder in Your Briefcase ........................................248
Download a File or an Email from the Returned Combined
Create Your Archive Dataset ..............................................96
Search Results ...............................................................225
Create Your Library Dataset .............................................106
Download a File Search Result .........................................204
Create Your Repository Dataset.......................................118
Download a Previous File Version....................................137
D Download Accelerators ......................................................18
Declare as a Record a Library Dataset File of an Added Download Files from a Library Dataset of an Added User
User ...............................................................................168 .......................................................................................167
Declare as a Record a Library Dataset of an Added User163 Download Files from a Repository Dataset of an Added
Declare as a Record a Repository Dataset File of an Added User ...............................................................................181
User ...............................................................................182 Download Files from an Archive Dataset of an Added User
Declare as a Record a Repository Dataset of an Added .......................................................................................154
User ...................................................................... 146, 177 Download Files from Your Archive Dataset.......................99
Declare as a Record an Archive Dataset File of an Added Download Files from Your Library Dataset......................111
User ...............................................................................155 Download Files from Your Repository Dataset ...............123
Declare as a Record an Archive Dataset of an Added User Download Your Briefcase File or Email ............................249
.......................................................................................153 E
Declare as a Record Your Archive Dataset File ................100
E-Discovery and Auditors Group.......................................26
Declare as a Record Your Library Dataset .......................107
Edit a Search History Record ............................................244
Declare as a Record Your Library Dataset File .................112
268
Edit a Tag of a File of an Added User ...............................193 L

Edit a Tag of a Journaling Vaults Email ..............................58
Log in to GridBank Web Access..........................................18
Edit a Tag of a Mailbox Archive Email of an Added User ..72
Edit a Tag of a PST Archive Email of an Added User .........82 M
Edit a Tag of Your File........................................................134 Main Header .......................................................................19
Edit a Tag of Your Mailbox Archive Email ..........................36 Main Menu..........................................................................19
Edit a Tag of Your PST Archive Email..................................48 Manage Archive Datasets Folders of an Added User .....157
Edit Custom Metadata......................................................132 Manage Custom Metadata of Files of an Added User....190
Edit Custom Metadata of an Added User........................191 Manage Dataset File Metadata........................................189
Edit Customized Metadata of Your Briefcase File ...........254 Manage Journaling Vaults Mailboxes ................................52
Edit Dataset File Metadata (Only Description) of an Added Manage Library Dataset Folders of an Added User ........170
User ...................................................................... 147, 190 Manage Library Datasets of an Added User....................160
Edit Recursively Tags of a Dataset of an Added User......194 Manage PST Archives .........................................................77
Edit Recursively Tags of Your Dataset ..............................135 Manage Recursively Tags of Datasets of an Added User193
Edit Your Briefcase File Metadata (Only Description).....253 Manage Recursively Tags of Your Datasets .....................134
Edit Your Dataset File Metadata (Only Description) .......131 Manage Repository Datasets Folders of an Added User 184
Email Search in GWA ........................................................209 Manage Repository Datasets of an Added User .............174
Export a Journaling Vault Mailbox to a PST File ................62 Manage Tags of Dataset Files of an Added User.............191
Export Mailbox Archive of an Added User to a PST File ...73 Manage Tags of PST Archive Emails of an Added User.....81
Export Saved Email Search Result Dataset to PST...........218 Manage Tags of Your Mailbox Archive Emails ..................35
Export Your Mailbox Archive to a PST File .........................37 Manage the Archive Datasets of an Added User ............149
F Manage the Custom Metadata of Your Files ..................132
Manage the Customized Metadata of Your Briefcase File
File Search in GWA................................................... 198, 200
.......................................................................................253
File Versioning Control......................................................136
Manage the Mailbox Archives of an Added User .............67
G Manage the Tags of a Mailbox Archive Email of an Added
User .................................................................................70
Global Catalog ...................................................................138
Manage the Tags of Journaling Vaults Emails ...................56
Global Combined Search (Files and Emails) ....................236
Manage the Tags of Your Dataset Files ...........................133
Global Email Search ..........................................................232
Manage the Tags of Your PST Archive Emails ...................47
Global Files Search ............................................................226
Manage Your Archive Datasets ..........................................95
GridBank Datasets Access Control Permissions ................92
Manage Your Archive Datasets Folders...........................102
GridBank Web Access User Interface ................................18
Manage Your Briefcase File Metadata.............................252
GWA Important Requirements ..........................................17
Manage Your Library Datasets .........................................105
I Manage Your Library Datasets Folders ............................113
Introduction to GridBank Dataset Types ...........................91 Manage Your Mailbox Archives in GridBank Web Access 31
Introduction to GridBank Mail Management....................31 Manage Your PST Archives .................................................42
Introduction to GridBank Web Access...............................17 Manage Your Repository Datasets ..................................117
Introduction to GWA Briefcases ......................................246 Manage Your Repository Datasets Folders .....................126
Introduction to GWA Working Modes and Users .............26 Modify a Repository Dataset of an Added User..............176
Modify Archive Dataset Details ..........................................97
Modify Archive Dataset Details of an Added User..........151
269
Modify Library Dataset Details of an Added User ...........162 R

Modify Your Briefcase ......................................................250
Regular User Mode ............................................................26
Modify Your Library Dataset Details ................................107
Remove a Tag from a File of an Added User ...................192
Modify Your Repository Dataset ......................................119
Remove a Tag from Your File ...........................................133
Move a Library Folder of an Added User .........................172
Remove a Tag from Your Mailbox Archive Email ..............37
Move a Repository Folder of an Added User ..................186
Remove a Tag of a Journaling Vaults Email .......................58
Move Your Library Folder .................................................116
Remove a Tag of a Mailbox Archive Email of an Added
Move Your Repository Folder ..........................................128
User .................................................................................72
N Remove a Tag of a PST Archive Email of an Added User ..83
Remove a Tag of Your PST Archive Email ..........................48
No Versioning ....................................................................138
Remove Custom Metadata ..............................................132
O Remove Custom Metadata of an Added User ................191
Order the Content of a Journaling Vaults Folder ..............54 Remove Customized Metadata of Your Briefcase File....254
Order the Content of a Mailbox Archive Folder of an Remove Recursively Tags of a Dataset of an Added User
Added User .....................................................................68 .......................................................................................194
Order the Content of a PST Archive Folder of an Added Remove Recursively Tags of Your Dataset ......................135
User .................................................................................79 Rename (Modify) a Library Folder of an Added User .....171
Order the Content of Your Mailbox Archive Folder ..........33 Rename (Modify) a Repository Folder of an Added User
Order the Content of Your PST Archive Folder .................44 .......................................................................................185
Rename (Modify) an Archive Folder of an Added User ..158
P
Rename (Modify) Your Archive Folder ............................103
Perform a Combined Advanced Search...........................221 Rename (Modify) Your Library Folder .............................115
Perform a Global Advanced File Search...........................229 Rename (Modify) Your Repository Folder.......................127
Perform a Global Combined Quick Search (Files and Rename a File Search Results Dataset .............................206
Emails) ...........................................................................236 Rename a Search History Record.....................................244
Perform a Global Email Search.........................................232 Rename Email Search Results Dataset ............................213
Perform a Quick File Search .............................................200 Re-run a Previous Search..................................................245
Perform a Quick Search in All Users.................................141
S
Perform a Quick Search in an Added User Account........196
Perform a Quick Search in the Files Tab ..........................139 Save a Journaling Vaults Email ...........................................55
Perform a Search in a File Search Results Dataset ..........206 Save a Mailbox ArchiveEmail of an Added User ...............69
Perform an Advanced File Search ....................................202 Save a PST Archive Email of an Added User ......................80
Perform an Email Search ..................................................209 Save Email Search Results in a Dataset............................212
Perform Combined Quick Search.....................................219 Save File Search Results in a Dataset ...............................205
Perform Email Search in Journaling Vaults Mailbox .........58 Save Global Combined Advanced Search Results in a
Perform Global Combined Advanced Search (Files and Dataset ..........................................................................242
Emails) ...........................................................................238 Save Global Combined Quick Search Results in a Dataset
Perform Global Quick Search ...........................................227 .......................................................................................237
Save Global Email Search Results in a Dataset ................235
Q
Save Global Files Search Results in a Dataset ..................231
Quick Search ............................................................ 141, 227 Save Journaling Vaults Search Results ...............................61
270
Save Search Results of a Mailbox Archive Folder of an View Archive Datasets ........................................................95
Added User .....................................................................76 View Briefcase Content ....................................................247
Save Search Results of a PST Archive Folder of an Added View Content of Journaling Vaults Folder .........................53
User .................................................................................86 View Dataset File Metadata of an Added User ...............189
Save Your Mailbox Archive Email.......................................34 View Emails of Other GridBank Users’ Mailbox Archives .63
Save Your Mailbox Archive Folder Search Results ............41 View File Audit Information .............................................228
Save Your PST Archive Email ..............................................46 View Folders of a Mailbox Archive.....................................67
Save Your PST Archive Folder Search Results....................51 View Folders of Journaling Vaults Mailboxes ....................53
Search for Mailbox Archive Emails of an Added User.......73 View Folders of Your Mailbox Archive ...............................32
Search for PST Archive Emails of an Added User ..............83 View Journaling Vaults Mailboxes .....................................52
Search for Your PST Archive Emails ...................................48 View Library Datasets of an Added User .........................161
Search History ...................................................................243 View Repository Datasets of an Added User...................174
Search in an Email Search Results Dataset ......................213 View Saved Email Search Results Datasets .....................212
Search Your Mailbox Archive Emails..................................38 View Saved File Search Results Datasets .........................205
Secondary Menus ...............................................................20 View Shredded Datasets ..................................................138
Set Your Briefcase as Default ...........................................250 View the Archive Datasets of an Added User..................149
Share a Library Dataset of an Added User with Other View the Content of a Journaling Vaults Email .................55
GridBank Users and Groups .........................................164 View the Content of a Library Dataset of an Added User
Share a Repository Dataset of an Added User with Other .......................................................................................161
GridBank Users and Groups .........................................178 View the Content of a Mailbox Archive Folder of an Added
Share an Archive Dataset of an Added User with Other User .................................................................................68
GridBank Users and Groups .........................................152 View the Content of a PST Archive Email of an Added User
Share Your Archive Dataset with GridBank Users and .........................................................................................79
Groups .............................................................................98 View the Content of a PST Archive Folder of an Added
Share Your Library Dataset with Other GridBank Users and User .................................................................................78
Groups ...........................................................................108 View the Content of a Repository Dataset of an Added
Share Your Repository Dataset with Other GridBank Users User ...............................................................................175
and Groups....................................................................121 View the Content of an Email of an Added User...............69
Software Requirements......................................................17 View the Content of Your Mailbox Archive Email .............34
View the Content of Your Mailbox Archive Folder ...........32
V
View the Content of Your PST Archive Email ....................45
Version Management .......................................................136 View the Content of Your PST Archive Folder ...................44
View (Explore) a Library Folder of an Added User ..........171 View the Content of Your Repository Dataset ................118
View (Explore) a Repository Dataset Folder of an Added View the File Tab Options...................................................94
User ...................................................................... 146, 185 View the Folders of Your PST Archives ..............................43
View (Explore) Archive Folder of an Added User ............158 View the Global Catalog of an Added User .....................195
View (Explore) Your Archive Folder .................................103 View the Mail Tab Options .................................................31
View (Explore) Your Library Folder ..................................114 View the Mailbox Archives of an Added User ...................67
View (Explore) Your Repository Dataset Folder ..............127 View Your Archive Dataset Content ..................................95
View All Users Datasets ....................................................141 View Your Briefcase File Metadata ..................................252
View an Added User’s PST Archives...................................77 View Your Briefcases.........................................................246
View an Archive Dataset Content of an Added User ......149 View Your Dataset File Metadata ....................................131
271
View Your Library Dataset Content..................................105 View Your PST Archives ......................................................43
View Your Library Datasets ..............................................105 View Your Repository Datasets ........................................117
View Your Mailbox Archives...............................................32 View Your Search History .................................................243
272

GridBank Web Access Administrator Manual 5.0

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GridBank Web Access Administrator Manual 5.0

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GridBank Web Access 5.

GridBank Data Management Platform

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Revision 5.0.1 January 2016 Created by: IP

“GridBank Web Access 5.0 User Manual”

“GridBank E-Discovery 5.0 Getting Started Guide”

Provides information about how to manage in

4. GWA Mail Management in Added Provides information about how to manage in

5. GWA Files Management in Describes how to create datasets, upload

6. GWA Files Management in Added Describes how to create datasets, upload

7. GWA Search Management Describes how to run and manage search

8. GWA Briefcases Management Describes how to manage your briefcases in

Appendix B: Search Symbols and Provides information about search symbols

Appendix C: Glossary Provides a glossary of terms and

Index Provides an alphabetical list with specific

Bold Names of applications, wizard screens, buttons, field names, menu

Italic Book, white paper and published vendor papers.

Bold italic Chapter or section name cross-reference.

GWA GridBank Web Access

1. QUICK TOUR OF GRIDBANK WEB ACCESS .............................................................................................................................. 16

INTRODUCTION TO GRIDBANK WEB ACCESS .............................................................................................................................................. 17

2. GWA WORKING MODES AND USERS ..................................................................................................................................... 25

INTRODUCTION TO GWA WORKING MODES AND USERS ............................................................................................................................ 26

3. GWA MAIL MANAGEMENT IN ADMINISTRATOR’S ACCOUNT .............................................................................................. 29

INTRODUCTION TO GRIDBANK MAIL MANAGEMENT .................................................................................................................................. 31

Save Your Mailbox Archive Email ................................................................................................................................................ 34

4. GWA MAIL MANAGEMENT IN ADDED USER’S ACCOUNT...................................................................................................... 64

ADD A USER ACCOUNT IN MAIL TREE VIEW............................................................................................................................................... 66

5. GWA FILES MANAGEMENT IN ADMINISTRATOR’S ACCOUNT ............................................................................................... 88

INTRODUCTION TO GRIDBANK DATASET TYPES .......................................................................................................................................... 92

Create Your Archive Dataset........................................................................................................................................................ 96

6. GWA FILE MANAGEMENT IN ADDED USER’S ACCOUNT ...................................................................................................... 143

ADD A USER ACCOUNT IN THE FILES TREE VIEW ....................................................................................................................................... 147

MANAGE THE ARCHIVE DATASETS OF AN ADDED USER ............................................................................................................................. 148

Create a Repository Dataset for an Added User....................................................................................................................... 174

7. GWA SEARCH MANAGEMENT .............................................................................................................................................. 197

FILE SEARCH IN GWA .......................................................................................................................................................................... 199

View Saved File Search Results Datasets .................................................................................................................................. 204

8. GWA BRIEFCASES MANAGEMENT ........................................................................................................................................ 245

INTRODUCTION TO GWA BRIEFCASES..................................................................................................................................................... 246

APPENDIX A: GWA SEARCH FORMATS ..................................................................................................................................... 255

EMAIL SEARCH FORMATS...................................................................................................................................................................... 255

APPENDIX B: SEARCH SYMBOLS AND OPERATORS .................................................................................................................. 261

SEARCH SYMBOLS AND OPERATORS........................................................................................................................................................ 261

APPENDIX C: GLOSSARY ............................................................................................................................................................ 264

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1. Quick Tour of GridBank

Introduction to GridBank Web Access 17

GWA Important Requirements 17

Log in to GridBank Web Access 18

GridBank Web Access User Interface 18

Introduction to GridBank Web Access

GWA Important Requirements

Log in to GridBank Web Access

To launch GridBank Web Access:

GridBank Web Access User Interface

The metadata categories are as follows:

2. GWA Working Modes

Introduction to GWA Working Modes and Users 26

GWA Administrator Working Mode 26

Introduction to GWA Working Modes and Users

GWA Administrator Working Mode

3. GWA Mail Management