4.7 Searching Sealed Documents

This section covers the following topics:

• About Searching Sealed Documents

• Enabling Sealed Documents to be Searched

• Configuring for the Microsoft Indexing Service

• Configuring Search Logging

4.7.1 About Searching Sealed Documents

You can search sealed documents, subject to your rights, as follows:

• You can use the search facility provided within any application that displays a sealed document that you have the right to open. For example, you could use the search facility provided by Microsoft Word to search a sealed Word document that you are viewing. This type of search does not require a specific right: you can search any sealed document that you can open.

• You can use the search facility in your operating system (for example, the Windows Explorer file manager in Microsoft Windows XP) to search folders that contain sealed documents. If you have the Search right, search results may then include matches in sealed documents as well as unsealed documents. To use this search facility, you must at least enable search within Oracle IRM Desktop (see Enabling Sealed Documents to be Searched). Additionally, for the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must also configure Oracle IRM Desktop for the Microsoft Indexing Service (see Configuring for the Microsoft Indexing Service).

Note: If you do not configure Oracle IRM Desktop for the Microsoft Indexing Service, sealed documents may still be included in the results of a file search, but for the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, not all file locations will have been searched.

Search integration supports sealed Microsoft Office formats, sealed HTML, sealed XML, sealed email, and sealed PDF.

You will usually be given the Search right for any documents for which you have the Open right. However, you may be given only the Search right, in which case you will be able to search for the content of sealed documents but not open those documents.

Searching any PDF, including sealed PDF, requires a PDF filter. If the computer from which the search is implemented has Adobe Reader installed, it will probably already have the necessary filter. If the search is to be implemented from a computer that does not normally have Adobe Reader installed, the required filter is, at the time of writing, freely downloadable from Adobe.

Even if you are not using one of the operating systems that requires Oracle IRM Desktop to be configured for the Microsoft Indexing Service, it may still be useful to do so if your organization stores large numbers of sealed documents on a file share. Doing so will enable the Microsoft Indexing Service to create indexes that include sealed documents, and searches of the file share will then find sealed documents more efficiently.

4.7.2 Enabling Sealed Documents to be Searched

Sealed documents will be included in the results of any file search only if Oracle IRM Desktop is set to enable the searching of sealed documents. This applies to any Windows operating system.

Additionally, to include all file locations within the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must also configure Oracle IRM Desktop for the Microsoft Indexing Service. See Configuring for the Microsoft Indexing Service.

Use the following procedure to enable sealed documents to be searched:

1. Open the Oracle IRM Desktop Options dialog.

   You can do this either:

   • from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options; or

   • by right-clicking the Oracle IRM icon in the notification area (system tooltray) and selecting Options.

2. On the Search tab, make sure that the Enable Search box is checked.

4.7.3 Configuring for the Microsoft Indexing Service

You can configure the Oracle IRM Desktop search feature to use the Microsoft Indexing Service to support sealed documents.

Note: To include all file locations in searches within the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must configure Oracle IRM for the Microsoft Indexing Service.

Use the following procedure to configure Oracle IRM for the Microsoft Indexing Service:

1. Open the Oracle IRM Desktop Options dialog.

   You can do this either:

   • from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options; or

   • by right-clicking the Oracle IRM icon in the notification area (system tooltray) and selecting Options.

2. On the Search tab, click Advanced.

3. On the Indexing Service Configuration dialog, click New.

4. On the Oracle IRM Server URL page, specify the address of the Oracle IRM Server that issues licenses for the sealed documents that you want to be able to index. You can find a list of addresses and port numbers on the Servers tab of the Oracle IRM Desktop Options dialog.

4.7.4 Configuring Search Logging

The Oracle IRM Desktop search service writes messages to the Windows event log to report the status of the sealed document search.

Use the following procedure to configure certain aspects of the search logging feature:

1. Open the Oracle IRM Desktop Options dialog.

   You can do this either:

   • from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options; or

   • by right-clicking the Oracle IRM icon in the notification area (system tooltray) and selecting Options.

2. On the Search tab, click Settings.

3. On the Search Log Configuration dialog, select the message categories that you want written into the Windows event log, then click OK.