Monday, 17 March 2014

Adding Search Options to iNotes Mobile Search

To complete our iNotes Mobile Search product - giving mobile users full access to all of their historical mail data - we've added user search options.

Administrators can still default and/or hide whatever settings they want, but this allows users more control over their mobile search environment.

This makes it even easier for them to find any mail (including archives) when on the road.

1. Mobile Home (with new Search icon)

2. Search Interface

3. Search Options

4. Searching

5. Results


For more information, please visit

Sunday, 9 February 2014

New video - iNotes Mobile Searching

To better demonstrate our iNotes Mobile search product (shown below), we've added a YouTube video to the product page here

The function of this tool is to expose ALL Notes Mail & Archives to the iNotes Mobile Client, thereby enhancing Mobile Mail capabilities for either iNotes or Traveler Clients.

To see this in action, please visit the link above.

1. iNotes Mobile Home, with new Search icon

2. iNotes Mobile Search UI

3. iNotes Mobile Searching  

4. iNotes Mobile Results 

Friday, 17 January 2014

New Feature - iNotes Mobile Searching

The Problem
In the standard iNotes environment, Mobile Clients (e.g. using a Smartphone) have no search capability at all, and Full Clients (using a Browser) can only search the mail file that's currently in use.

Therefore to find and use an existing email with the Mobile Client, you have to start at the latest email, and scroll backwards until you find it. To find an email in an archive database, you have to open that archive individually, and then start scrolling backwards through the pages.

This is impractical for normal use, and the email is too easily missed. 

The Solution
The FT Search Manager now allows users to search their active Mail, AND all server-based Archives (regardless of actual server), at the same time, using either the iNotes Mobile or iNotes Full Client.

This makes iNotes much more useful, because users can quickly and easily find any email they want, regardless of its date or location, use it (e.g. Reply / Forward), then return directly to the search results, or to the mail file.

The search environment is configured automatically for each user - requiring no Administrator intervention - and the iNotes search environment itself installs with a single click.

1. iNotes Mobile Home, with new Search icon

2. iNotes Mobile Search UI

3. iNotes Mobile Searching  

4. iNotes Mobile Results 


Full iNotes Searching is also available, allowing search of Mail and all server-based Archives;

1. iNotes Full Client Search UI

2. iNotes Full Client Search Results

To test this in your own environment, just add our demo database to your iNotes server, then install iNotes searching using the Setup Wizard.

For more information, please visit

Thursday, 5 December 2013

New features in the FT Search Manager

Over the past month we've added some new features to the FT Search Manager. These are;

1. Attachment Name searching.
Which allows you to search attachment names within documents, not possible with standard Notes searching. For example, you can search on strings like "Budget 2014", wildcards like '*.xls', or multiple operators like 'xls OR pdf'. You can also combine those queries with normal queries, e.g. to find all PDFs sent to in the last 3 months. This functionality also applies to Discovery/Compliance searching.

2. Navigate to Query
The ability to automatically navigate to the first query word when opening results. 

3. New default 'Result Processing' options. 
Each customer can update this functionality to their own requirements.

4. Shared Mail support
The ability to automatically make Shared Mail databases available for searching, either to all users in the ACL, or specific users.

For more information, or demo software, please visit

Next, we'll add new functionality for iNotes mobile searching, installed automatically;

1. iNotes Home (note the new Search Icon)

2. Search Interface

3. Searching

4. Results

Wednesday, 28 August 2013

Improving user efficiency in a Notes environment

Earlier this month, we ran a survey with our FT Search Manager users.

We asked them how much time, per employee per week, they thought the FT Search Manager was saving them.

The average answer was 1 hour 23 minutes per person, per week. That equates to a saving of 8.3 days per person, per year, as described by the users themselves.

Note that we restricted the survey results to 'general' searching only, e.g. Mail/Archive & Application searching, because companies using the FT Search Manager for Discovery/Compliance searching have specialised search requirements, saving even more time, as shown below in the Appendix.

Saving each user over 8 days per year is a huge efficiency improvement. And because the FT Search Manager has a once-only, per-user price between $3 - $13 per user (depending on volume), it's also a fantastic ROI.

A company with 1000 users implements the FT Search Manager, with a total product cost (once-only), of $7750. After 1 year, they've saved 66,400 hours, or 8300 days.

That's the equivalent of adding another 33 employees. And at an average US salary of $48,000*, well over $1,000,000 in potential productivity gains.

And the great thing is, the same gains are made year after year.

This is achieved because more efficient search tools make much better use of your existing data. In this case it's our search tool, but it could be any.

For more information, demonstrations, or to set up a trial, please visit

* source:

Appendix: Specialist Searching
Survey responses received from companies using the FT Search Manager for Discovery/Compliance/Specialist searching;

"Well FT Search Manager is now an absolute 'must' for XXX. Because of the volume of data we have to split it across multiple databases. And what the users are searching for is the number of times a particular device failure for a specified device from a particular manufacturer has happened in the last n months. The results will be in a minimum of 2 Notes databases - active and relatively recently completed investigations. ......So they use it every day, a lot. Anything up to 40 people use it to process 250 - 300 reports a week. If it saves them 5 minutes per report then that would be up to 1500 minutes a week."

"It can save between 20 minutes a week to many hours. It is most useful as an administrator when I get asked to perform a legal discovery search where I can search for a string of words in a date range in 3000 odd email archives. I could not do this previously."

"For us, it's about how much time it saves each time we get an open records (Discovery) request. In the past it would take often several hours per request (about 4 requests per month). Now it takes a maximum of 30 minutes per request. The other benefit is that the search is consistent across mailboxes and the criteria can be printed for future reference."

"Our Legal department request me to do a search over a number of user's databases (incl archived mail ) and export all data to an external harddisk. I have done this several times and I could not have done this without the FT Search tool."

"What it did do at the time when we used it was save us 100's of man hours sifting through mail files and collating that into results"

Wednesday, 21 August 2013

Searching Within Results in the Notes Client

The latest version of the FT Search Manager allows you to 'Search Within Results' in the Notes Client.

This means that when searching your Mail & Archives, Applications, or performing Discovery/Compliance searching, you can search within the result set multiple times, and also back out each step (e.g. to change a search term, correct a typo etc).

Refining a search in this way makes it a lot easier to find target information.

 For example, a search of Mail & Archives for 'IBM', initially returns 2404 results;

 Then Search Within Results for 'partner*';

 Total now = 1492 results

 Search Within Results again for 'PWCS' (total now = 34 results) 

 Search Within Results again for 'signed' (total now = 9 results) 

 Search Within Results again for 'PSWWUA' (it's the wrong spelling, so no results) 

Therefore back out 1 level via the "Undo Search Within Results", to get back to the 'Signed' query (9 results). Note you can keep backing out the Search Within Results until you're back to your original query.

 Now Search Within Results again on the correct term 'PWSWUA' (total = 3 results) 

Proximity Operator
We've also added a NEAR proximity operator, which can be more accurate than AND.

 For example, a search for Mark AND Partner returns 90 results; 

 whereas a search for Mark NEAR Partner returns only 8 results; 

 'NEAR' is defined as being within 10 words, but you can also define that yourself, e.g. to 20 words

 You can also combine the NEAR operator with Search Within Results;

To try it yourself, please just download from

Monday, 13 May 2013

Searching Applications & File Systems directly from the Notes Client

New functionality in the R9 Notes Client has finally allowed us to integrate our search tool properly into the Notes Search List, via Widget, as below;

You could for example search your Notes Applications & Application Suites, server-based File Systems, and Quickr, all at the same time and directly from Notes. You can then add your Mail, Mail Archives, and local PC files to the list. That's a quick way to search a lot of information, and therefore save a lot of time.

In addition, results come back with a lot more information than Notes usually provides, allowing easy target identification directly from the results themselves.

And as well as just searching, you can perform actions on the results, for example in response to litigation/information requests. Default actions including copying results to another location (Notes data into databases, Files to a selected Directory), but you can also customise these options and add your own handling.

The result is a comprehensive search tool for the Notes Client (and for Browsers, iNotes/DWA, and Web Services).

Aside from the plug-in, no other installation is required on the Client, and searching also works locally.

More information, demos and downloads are available on the FT Search Manager Page.