Once your account is onboarded for Google Drive archiving and if you have the permission to view the File Archiving search, you'll see a new tab in Search - File Archiving.
There are different search criteria:
- The first dropdown lets you select the workspace that you want to search through.
- The second dropdown lets you pick the actual criterion to search by. You can choose one of the following ones:
- File Name - Searches the name of the file.
If you select File Name, you'll get the following options for the next dropdown:
- File Name - Searches the name of the file.
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- Contains Phrase - Once selected, the next field is an input text field where you enter the word or phrase.Searches the field that contains all of the specified words in a particular order.
- Does Not Contain Phrase - Once selected, the next field is an input text field where you enter the word or phrase.Searches the field that doesn't contain any of the specified words in a particular order.
- Contains All - Once selected, the next field is an input text field where you enter the word or phrase.Searches the field that contains all specified words in no particular order.
- Contains Any - Once selected, the next field is an input text field where you enter the word or phrase.Searches the field that contains any of the specified words in no particular order.
- Does Not Contain Any - Once selected, the next field is an input text field where you enter the word or phrase.Searches the field that doesn't contain any of the specified words.
- Contains Keywords from Keyword List - Once selected, the next field is the selection of a Keyword List.Searches the field that contains any of the specified words in the Keywords List.
- Does Not Contain Keywords from Keyword List - Once selected, the next field is the selection of a Keyword List.Searches the field that doesn't contain any of the specified words in the Keywords List.
- File Type - Searches files by file type.
If you select File Type, you'll get the following options for the next dropdown:
- Text
- Image
- Audio
- Video
- Application
- Other
- Size - Searches files by size in KB.
If you select Size, you'll get the following options for the next dropdown:- More Than - Once selected, the next field is an input text field where you need to enter the file size.Searches the field that contains a numerical value higher than specified.
- Fewer Than - Once selected, the next field is an input text field where you need to enter the size.
Searches the field that contains a numerical value lower than specified.
- Owner Email - Searches files by file owner's email address.
If you select Owner Email, the options for the next dropdown are the same as for the File Name criterion.
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- Content - Searches the file content.
If you select Owner Email, the options for the next dropdown are the same as for the File Name criterion. You can also select the date from/to and that date reflects the Modified Date of the file.
Once you perform the search, you will be presented with the Search Results. The results can be sorted by: Date, File Name and Size.
Each file will have an associated icon to differentiate between file types. Google Drive files are marked by the Google Drive icon.
This is what a single search result looks like:
For single search results, several sections are available:
- Action section - At this moment, only the Download action is available, but more actions are on the roadmap.
- Folder section - Shows the information of the current folder the file is placed in.
- File Name section - The full name of the file, along with the icon showing its file type.
- More info section - Shows the info on the Date Created, Date Updated, Owner and Size.
- Content - For textual files, the first 10,000 characters will be shown.
There is also an option to play image/audio/video files and some of the text files.
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