Overview 

We are pleased to release a more intuitive and relevant SmartSearch UX for x360Cloud, which is tailored to fit the type of data your users want. 

In earlier versions, our generic search UX in x360Cloud did not accommodate the diverse entities needed for backup and restoration. This made it difficult for users to find specific data, such as SharePoint files or emails in protected mailboxes. As more supported object types were added, the generic filtering capabilities became even less intuitive, leading to inefficiencies and increasing manual effort.  

Additionally, some of our partners requested specific search parameters, in order to quickly locate exact objects to be swiftly restored.

What has changed in SmartSearch?

• New, more advanced filtering capabilities for different data types. These option types now include Mail, Contacts, Events or Files. You can also filter by file name for SharePoint files or filter by email subject for emails
• We have exposed more information about found objects, by tailoring search results to the selected object type. For example, when you search for Email, the search results table exposes email-specific properties like email subject, body, attachments, sender, sent date, etc.

What can SmartSearch do with my Microsoft 365 and Google Workspace data?

• With x360Cloud’s SmartSearch tool, you can quickly perform full-text search and filtering operations across all protected entities. 
• You can now find one or more objects matching your search criteria (including  user accounts, SharePoint sites, Google Shared drives, and so on)
•  You can search for data in historical snapshots and across multiple versions of objects. 
• When you find what you’re looking for, you can preview the objects directly within x360Cloud, without needing to download content or navigate away from the system.
• You can selected distinct objects from search results or select all objects that matching your search criteria and restore them back to the source system.

X360Cloud terms / glossary

Searching Best Practices

Please consider the following when using x360Cloud's SmartSearch tool:

1. First, specify the type of objects you are searching for. This will pop up relevant filtering capabilities:

2. If you are searching for data related to a specific user, SharePoint site or shared drive, pick the one from the “Account (user/site/drive)” filter.

3. For precise topic-based searches, enter the specific search keyword into the “Keyword” field. Keyword search is performed across multiple fields, so objects whose name, title, description, contents and other supported fields contain the keyword are returned in search results. This field supports the following types of searches: 

• Search by term(s): When multiple terms are entered, search results that match any of the terms are returned. For example, when you put 280 Event into the Keyword field, search results that contain either the 280 or Event term are returned.

• Search by exact phrase: Put the search terms in a deliberate order and wrap them with quotation marks to form a phrase. Search results that contain the exact phrase are returned. For example, when you put “280 Event” into the Keyword field as a search phrase, search results that contain the exact “280 Event“ phrase are only returned.

• Wildcard search: When you want to search by a part of a term you can use wildcards at the beginning or the end of your keyword:

Full-text search / search by content

Full-text search is a capability that differentiates x360Cloud on the market.

When searching by a keyword, search is performed by multiple object fields, so objects whose name, title, description, contents and other supported fields contain the keyword are returned in the search results.

To exclusively search by object contents, you can use the corresponding field from object-type-specific fields list:

 
Note: Full-text search is supported for files smaller than 10 MB. 

The following file formats are supported:

 Filtering options: object types

To increase your filtering capabilities, you will need to select the type of data you are looking for in the Object Type dropdown menu. 

After Object Type is selected,  you can specify search criteria for individual object properties, like email subject, date received or backup date. 

Note: These filters are applied in conjunction (which means the object must satisfy all of the filters conditions to be included in the results).

Email object type

The following filtering capabilities are available for Email data:

1. From (Sender) – the search results will show emails whose sender email address matches the field value.
2. To (Recipient) - the search results will show emails whose recipient email address (can be one of many) matches the field value.
3. Subject – the search results will show emails whose subject contains the search term or phrase entered in the field.
4. Body Text – the search results will show emails whose body text contains the search term or phrase entered in the field.
5. Attachment Name – the search results will show emails whose attachment file name (one of multiple) contains the search term or phrase entered in the field.
6. Backup Date – the search results will show emails that were included in the backups before the date you select in the field.
7. Date Sent/Received (From / To) - the search results will show emails that were sent within the specified period.

• How to search for a Microsoft 365 email Mailbox folder is described in Mailbox folders.

Contact object type

The following filtering capabilities are available for Contacts:

1. Contact Name - the search results will show contacts whose name contains the search term or phrase entered in the field.
2. Email Address - the search results will show contacts whose email address matches the field value.
3. Company Name - the search results will show contacts whose Company name contains the field value.
4. Phone Number - the search results will show contacts whose phone number (one of multiple) matches the field value.
5. Job Title - the search results will show contacts whose job title matches the field value.
6. Contact Note - the search results will show contacts whose description contains the field value.
7. Last Modified - the search results will show contacts that were last modified in the source system within the specified period.
8. Backup Date – the search results will show contacts that were included in the backups before the date you select in the field.

Event object type

The following filtering capabilities are available for Events:

1. Event Title - the search results will show events whose title contains the search term or phrase entered in the field.
2. Description Content - the search results will show events whose description content contains the field value.
3. Event Location - the search results will show events whose location contains the field value, e.g. it can be “Microsoft Teams Meeting”.
4. Last Modified - the search results will show events that were last modified in the source system within the specified period
5. Backup Date – the search results will show events that were included in the backups before the date you select in the field.

File object type

The following filtering capabilities are available for Files:

1. Full File Name – the search results will show files whose name matches the full file name entered in the field. Be sure to enter file name with an extension to this field.
2. File Content – the search results will show files whose content contains the term(s) or phrase in the field. Note: Full-text search is supported for files smaller than 10 MB. More info on the file formats supported in the full-text search can be found in https://help.axcient.com/x360cloud-data-sheet-documentation/877886-x360cloud-introduction .[VV1] 
3. Author Name – the search results will show files whose author name contains the field value.
4. Last Modified - the search results will show files that were last modified in the source system within the specified period
5. Backup Date – the search results will show files that were included in the backups before the date you select in the field.

How to search for OneDrive and SharePoint folders is described in Search for OneDrive folders and Search for SharePoint folders.

Search through historical versions of objects

What is an object version?

Whenever a file, contact or event is modified in the source system and backed up, the object gets a new version in x360Cloud. For example, file renaming or modification, contact telephone number update or calendar event time change – all will be backed up as new object versions in x360Cloud.

Search through object versions as they existed at some point in time

By default, searching is performed across the latest version of objects exclusively.

In case you need to search through data objects as they existed (and were backed up) at some specific point in time – set the date into “Backup Date” filter and run a Search. The system will begin searching through the latest but still historical object versions that were backed up before or on the specified date. The “Backup Date” filter is available only when “Object Type” is populated.

Search through all historical versions of objects

In case you need to find a historical object version that contains some keyword (e.g. when you know that the keyword was likely removed in later versions), then Search through all historical versions of objects is for your convenience.

All you need is to check the “Search through all historical versions of objects” checkbox in the “Search Granularity” section of the SmartSearch area and perform a search.

Note: Enabling this setting will search through all historical versions of objects and may result in objects that look like duplicates but, in fact, are different versions of the same object. 

Otherwise, search is performed only through the most recent versions of objects or through the versions matching the "Backup Date" filter, if it is applied.

We recommend restoring only one version of an object at a time because otherwise differentiating the versions within the restored data may be challenging.

Preview and restore search results

Sorting order

You can choose if search results should be ordered based on 

• Relevance, when the objects that are matching search criteria the most are shown on the top of the list, or 
• Backup date, when the latest backed up objects are shown on the top of the list.

To make this choice, select the sorting order option in the “Sort By” dropdown menu:

Search results page size

You can choose size of a page with search results in the “Show entries per page” dropdown menu:

Preview object contents

To get more information about a specific object in search results, click the title of the object you want to preview. The page expands to display a right-hand sidebar window.

In the right-hand sidebar window, you can view additional information about the object, including name, date, and folder location.

Optionally, click the View File button to preview the first 1000 characters of the file, email or other supported object contents. You can also use the “Document Version” drop-down menu to view all backed up versions of the object, if available. 

You can easily restore the previewed item (or its version selected in “Document Version) by  clicking the Restore icon button in the Details section of the Sidebar.

Restore objects

To restore multiple items listed on the search results, you can select them on the list and click the Restore selected button.

Note: You can click the Select all visible checkmark to select all objects on the page:

To restore all items listed on the search results, press the Select all button and then press Restore selected

How to search for folders (Supported for Microsoft 365 only)

x360Cloud is backing folder structure with an ability to restore it as of specified point in time for Microsoft 365 Mail, SharePoint and OneDrive data. 

Here we highlight how you can perform a search for all types of folders in the system:

Search for Mailbox folders

Note: This option may not be available for some of the older x360Cloud organizations, for which Mail Folder Search and Mailbox Browsing features will be added in a future releases.

To search for Mailbox folders, first make sure “Email” is selected as an “Object Type”, then switch to search for “Email Folders” via the radio button in the Email-specific filters section:

Type in the desired folder name or it’s fragment into the Keyword field to get matching folder options. This folder search can be done by term(s) or by a phrase:

 Search for OneDrive folders

• To search for OneDrive folders, first make sure File is selected as an “Object Type”.
• Then, switch to Search for OneDrive Folders via the radio button in the file-specific filter section:

Search for SharePoint folders

• To search for backed up SharePoint folders, first make sure File is selected as an “Object Type”.
• Then switch to Search for SharePoint Folders via the radio button in the File-specific filters section.

Note: Specify the name of the SharePoint site to search in the “Account (user/site/drive)” selector. This will limit the search results to those backed up for the relevant site.

Folder search best practices

• In the “Account (User/Site/Drive)” field, you should select the user account or SharePoint site where you want to perform your search.
• Enter the folder name or it’s fragment into the “Keyword” field to get matching folder options.
• You can type in several terms (optionally with wildcards) or an entire phrase for the exact match by wrapping several terms with quotation marks

• If you are not sure about the search criteria, you can browse the entire folder tree on the Browser page and restore data from there.

 SUPPORT | 800-352-0248

• Contact Axcient Support at https://partner.axcient.com/login or call 800-352-0248 
• Have you tried our Support chat for quick questions?
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“Clean” screenshots: