Description
Spotlight solves the "I can't find that email" problem by providing unified search across the edge and mailbox. Search by sender, date, time, or use pre-built "search recipes" for common scenarios like Search and Rescue. In Shield Ctrl, Shield Admins can use Spotlight to search across managed organizations and individual users.
How to Use Spotlight
Shield Users
From the Shield Portal page, click on Spotlight. Perform searches as outlined below.
Shield Admins
If a Shield Admin has been granted admin access at the parent organization as well as a customer organization, the Shield Ctrl Spotlight search will contain results for the parent organization and the customer organization.
From the Shield Ctrl page, open the Organization where you need to perform the search. Click on Find Email with Spotlight. Choose the criteria needed for the search.
Default Search
For Shield users, the default search is all inbound mail to the user in reverse chronological order, with the newest message on top. For Shield Admins, the default search is all inbound mail to the organization in reverse chronological order, with the newest message on top
Available Search Options
| From |
Search the From and Sender line of the message. Use From: org to search for all messages from the Shield organization. Use From: me to search for all messages from a Shield user. Use From: new to search for mail from senders with no trust decision. Use From: trusted to search for mail from trusted senders. Use From: silenced to search for mail from silenced senders. |
| To | Search the To line of the message. Use To: org to search for all messages to the Shield organization. Use To: me to search for all messages to a Shield user. |
| Cc | Search the Cc line of the message. Please note: it does not search the Bcc line. |
| Recipients | Search the To and CC lines of the message. Please note: it does not search the Bcc line. |
| Reply_To | Search the Reply-To line of the message. |
| Subject | Search partial or full matches on the subject line. |
| Body | Search partial or full matches from the body of the message. |
| Has | Search for attachments, documents, images, PDFs, or links. |
| In | Search the Shield User's Inbox, Bundled, Archive, Junk, or Trash folders. |
| Is | Search for Read, Unread, or Locked messages. Additional options: Inbound, Outbound, Bounced. |
| After | Search for messages received or sent after yesterday or a specific date. |
| Before | Search for messages received or sent before today or a specific date. |
| Last | Search for timeframes such as 1 day, 1 week, 1 month, 2 days, 2 weeks, 2 months, and so on. |
If no criteria are selected, the newest mail to the organization or to the user will appear in the Spotlight Search. All searches performed will show results for the entire organization or for the user, depending on the Spotlight search level.
Search recipes are offered above the Search bar:
- Search & Rescue: Quickly search on both Who sent the email? and When did you expect it?
- Recently Sent: This works best for Shield Users, as it prepopulates the Shield Admin (me) and the last 14 days for the organization.
- Trusted in Junk: The From: Trusted and In: Junk settings combine to show messages from trusted senders with Insight risk levels that determined the message should go to Junk.Trusted in Jail: The
- Recently Jailed: This shows messages located in Jail for all organization users over the last 14 days.
- Silenced to Jail: Provides results for messages whose sender Trust Decision is Silenced to Jail.
- Trusted in Jail settings allow you to easily see messages from trusted senders that Shield determined were unsafe to deliver.
- New Senders in Jail: Shows any senders with no trust decision whose messages went to Jail.
Viewing an Individual Spotlight Message
The ability to open the X-ray for a Spotlight result in a new tab is available via the following methods, depending on your mouse or trackpad: right-click the message, Ctrl-click the message, or Command-click the message.
Searching Spotlight on Individual Users
To search Spotlight for an individual user at the Organization level:
- Click on View Users from the Shield Ctrl page, search for the specific user, and then perform the Spotlight search for that user.
- Or, enter the user in the To, Cc, Recipients or From fields of the Spotlight search at the Organization level.
Spotlight Retention
Spotlight retention is 90 days for Shield users. Spotlight search logs show the first 500 results. To access messages beyond the first 500 results, use the Date recipe or refine your search to decrease the number of results.
Related to
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