Setting Up Queue Searches

On the Queues main page, Queue Search is the link to the page that allows you to search any of the queues. You do not need to save a search in order to execute a search in the queues. However, if you search queues often for the same type of messages and message properties, saved queue searches can both simplify and speed up the search process.

On the Queues main page, Saved Searches is the link to manage (create, update, delete) all the saved queue searches.

The number of messages in the queues can become quite large. Saved queue searches help you sort and organize messages so that you can view only a subset of all messages. To search a queue, queue search parameters must first be created. Then, the search is used to search the specified queue for only those messages matching the search specifications.

Queue searches can be created and used on-the-fly, or can be created and then saved for reuse. On the Queues main page:

• Queue Search opens the page where searches are configured and can be used on-the-fly or saved for reuse.

• Saved Searches shows the list of saved searches that can be reused.

• View Queue selections allow you to specify the queue(s) to search, and allow you to apply saved queue searches immediately.

• Setup Queue selections provides a quick link to the individual queues setup pages.

3.3.1 Limitation on Queue Search Results

For performance reasons, the number of messages that will be returned by a search is limited to 100,000. This limit can be modified by changing the variable

Max Queue Display Size in the GlobalConfigValues table. Use Setup >

Configuration Editor to access this table and variable. You must enter a positive Integer value. If the Integer value is set to 0, Email Firewall will default to 100,000.

If there are more than 100,000 messages in a single queue, the proper counts are displayed in the queue counts but only 100,000 may be accessed at one time,

be 99,000. Changing the sorting order or re-running any kind of search will force a new search to be executed in the database and the new result set will return to 100,000 (or the value of “Max Queue Display Size” if it has been changed).

See 10.11 Using the Configuration Editor on page 609 for instructions on using the Configuration Editor.

3.3.2 Creating a Queue Search

Queues searches can be set up to filter for messages identified by the following:

• When Received

• Message Subject

• Sender

• Recipient

• Message ID

• Tags applied

• Released from quarantine by one or more recipients

• Requested to be white listed

• Sent to a specified number of recipients

• Message Size (including attachments) To create a new queue search:

1. In the left menu, click Queues to open the main Queues page.

2. In the Queues page, click Queue Search to open the queues search page.

3. Beside the Search for messages in heading, use the drop-down list to select the queue(s) to search. The filter will apply to messages that meet all of the filter specifications. (To select an existing filter, use the Filter drop-down list to select it, then click Search).

4. Select the search Date and Time parameters:

• with no time restrictions

• within the last specified minutes, hours, or days

• between two specified dates

5. Optionally, select the Message PropertiesSubject:

5a. Use the drop-down list to select begins with, contains the exact

select the option contains the words the filter will search for all of the words, and not for any of the words.

5b. If you did not select a list, in the text field, type the search words.

5c. If you did select a list, click Select word list to open the Select Word Lists pop-up page and either create a new word list, or select an existing list. For more information on creating word lists, see 6.2.2 Word Lists on page 258.

6. Optionally, specify the Message Properties Sender to filter for messages sent by specified senders:

6a. Use one of the drop-down lists to select inclusively is any of the following or is any on the list, or to select exclusively is none of the following or is not on the list.

6b. If you did not select a list, in the text field, type the search words.

6c. If you did select a list, click Select address list to open the Select Address Lists pop-up page and either create a new address list, or select an existing list. See 6.2.6 Address Lists on page 265 for more information on creating address lists.

7. Optionally, specify the Message Properties Recipient:

7a. Use one of the drop-down lists to select inclusively is any of the following or is any on the list, or to select exclusively is none of the following or is not on the list.

7b. If you did not select a list, in the text field, type the search words.

7c. If you did select a list, click Select address list to open the Select Address Lists pop-up page and either create a new address list, or select an existing list. See 6.2.6 Address Lists on page 265 for more information on creating address lists.

8. Optionally, specify the Message Properties Message ID to filter for a specific message identified by message ID and enter the message ID in the field.

9. Optionally, in the Tags section, use the Message includes drop-down list to Unlike when lists are used in Policy Engine processing, in

queue filtering there is no regular expression processing or wild card expansion. All list entries are handled as a word/phrase to be matched exactly within the subject or address. However, the search is case insensitive.

9a. Click Select to open the Select tags pop-up page.

9b. Select one or more existing tags, or create a new tag. See 6.2.12 Creating a New Tag Example on page 275 for more information on creating tags.

10. Optionally, search with Advanced Options:

10a.If the Personal Quarantine Manager is installed and enabled, mark the Message released from quarantine... checkbox. This allows tracking of messages quarantined but released by the intended recipients). For additional information about the personal Quarantine manager, see 3.7 Using Personal Quarantine Manager on page 142.

10b.If the Personal Quarantine Manager is installed and enabled, mark the Message released for white listing ... checkbox. This allows you to view all the messages requested for white-listing and take action on those messages (e.g., add sender to list).

10c.Mark the Message Sent to checkbox and use the drop-down list to select more than, less than, or between and enter the number of recipients in the field(s).

10d.Mark the Message size is (including attachments) checkbox and use the drop-down list to select larger than, smaller than or in the range and enter the numeric value in the corresponding field (use the drop-down list to specify MB or KB).This option allows filtering for messages above, below or within the range of the specified size threshold.

11. Optionally, in the Save search as field, type a name for the saved search.

The name should be logically related to the search action you want to perform.

12. Beside the for use by Queue heading, leave the default to allow the saved search to be used by with any queue search, or use the drop-down list to select which queue(s) the search may be used against.

13. To be able to reuse the search at a later time, click Save.

13a.In the Queue Search page Saved Search drop-down list, verify the new search appears in the list.

14. To use the search on-the-fly but not save it, click Search.

3.3.3 Modifying Queue Searches

Once you have created a queue search, you can fine-tune it as needed.

To modify a queue search:

1. In the left menu, click Queues to open the Queues main page.

2. In the Queues main page, click Saved Searches to open the Saved Searches page.

3. In the Saved Search column, Saved Search Name row, click Edit. 4. In the Saved Searches > Edit Search page, make any changes and click

Save. See 3.3.2 Creating a Queue Search on page 127 for information about the available options.

5. In the Saved Searches page, verify the edited search appears in the list.

3.3.4 SQL Jobs and Deleting Messages in Queue Filters

Two “trash queues” are provided to improve response time when using Web Admin to delete all messages in a queue filter. These queues are similar to the other queues but they are not exposed in the UI.

One trash queue is for messages in the Processing queues and the other is for messages in the Static queues. Deleted messages in the Processing queues are moved to the Dynamic Trash queue. Deleted messages in the Static queues are moved to the Static Trash queue. The presence of these queues greatly reduces the time needed for multiple message delete, especially when there is a large number of messages in a filter.

A batch file is used to physically delete the filtered messages from the regular queue and move them to a trash queue; when all messages are removed, an audit event about the deleted messages is logged.

Once every hour a SQL job called “Trash Queues Cleanup” is automatically run. This job physically removes the messages properties from the database. A deleted message can remain in the database for up to an hour until being physically deleted by the SQL job. If an administrator is deleting messages using Web Admin in order to free up disk space on the system, this SQL job must be executed after manually deleting the messages in order to reclaim the

Administrators should monitor the SQL Trash Queues Cleanup job, to make sure that the job is running regularly.