Proofpoint Archive Quick-Start Guide

Proofpoint Archive Quick-Start Guide

Archive Access and Navigation

To access your personal Proofpoint Archive, enter the following URL:

https://progrexion.us2.proofpointarchiving.net/

To sign in, you will be redirected to Okta (Progrexion.okta.com). 

You can also access the Proofpoint Archive web portal via the Proofpoint Archive app in Okta.

Once authenticated, you will see the Personal Archive screen.

You will see a navigation bar on the far-left area of the screen. Just inside the navigation bar is the criteria column and action buttons (New Search, Saved Search, Clear, Save, Summary, Search).

Searching the Archive

You can search using keywords, Senders/Recipients, Send Date, Attachments, and Message Components in the default search screen. Additional criteria can be added by using the Advanced Personal Archive link.

Keyword Expressions

Keyword searches can be simple or complex. Keywords can be combined using AND, OR, NOT (operators) and must be expressed in UPPERCASE. Lower-case words are always treated as keywords and not as operators.

Phrases (two or more keywords together) are encapsulated in quotation marks (e.g. “financial issue” or “project Pegasus kickoff”), which searches for the phrase exactly as shown.

Searches can be further refined by using proximity operators, wildcards, and/or a combination as show in the graphic below.

Please note that sections containing user-specified criteria are identified by a blue dot ().

For more information on detailed searches, please see "Search Criteria: Keywords and Phrases" near the end of this article.

Saving Searches

Searches can also be saved for later use or to use as a base template. To save a search, click the Save link located below the criteria selection box.

Simply provide a search name and either select a folder to store the search or create a new folder to organize searches by topic, date, etc. and save the search. The search is now saved.

Searches can be retrieved using the Saved Search tab at the top of the search criteria column.

Working with Archive Content

Users can view messages and other content directly within the archive. If needed, messages can be retrieved (sent back to your inbox) or downloaded using the More menu in the upper-right corner of the screen.

Important: Messages retrieved from the archive will NOT come from the original sender. They will come from the Proofpoint system email: “Progrexion Proofpoint Export outbound@progrexion.us2.proofpointarchiving.net”

The specific email being retrieved will be included as an attachment within this email. To view the retrieved email, open the attachment.

Additional Help

Additional help can found within the archive, find the help button and follow the link.

YouTube Tutorials

Proofpoint Enterprise Archive – Tutorial 01 – Overview and Search -

Proofpoint Enterprise Archive – Tutorial 02 – Advanced Search -

Proofpoint Enterprise Archive – Tutorial 03 – Saved Searches -

Proofpoint Enterprise Archive – Tutorial 04 – Folders -

Proofpoint Enterprise Archive – Tutorial 05 – Exports -

More information on detailed searches

Search Criteria: Keywords and Phrases

Using Wildcards for Content Searches

Use the *(asterisk) symbol to search for any number of characters (this will also return a match if no characters are found in the asterisk's position in the string). Use the ?(question mark) symbol to search for a single character: you can use multiple ? symbols to search for a specific number of characters. Your entry is expanded against the Spell Checking Oriented Word Lists (SCOWL) database. The list of expanded terms is shown: you can de-select any that you want to exclude. If criteria matches more than 50 terms, you are prompted to limit the search criteria further (for example, by adding more characters to the string).

For example, searching for contract* finds “contract”, “contracts”, “contractor”, and “contractual”. Searching for contract? finds “contracts” but not “contract”; searching for contra?? finds “contract” and “contrary”, searching for contract?r finds “contractor”.

Wildcards can be used at either the start or end of the string (*suits, ?file) but not in both positions (*file* is not a valid search string). At least four characters must appear in the string used with the wildcard.

To search for the use of a wildcard character as a string, surround the search data with quotation marks: for example, “lawsuit?”.

Wildcards used in searches are included in saved searches.

Note: Wildcard searches involve two phases, one to retrieve potentially matching terms from the dictionary and another to retrieve messages that match the search criteria. Time spent in the first phase is not included in SLA calculations. Terms sent to the dictionary and expanded terms retrieved from the dictionary are not encrypted, but search criteria and retrieved messages are encrypted, as normal.

To enable wildcard searching, contact Technical Support.

Using Boolean Logic

In addition to entering words and phrases, you can also use basic Boolean logic to refine or expand searches. The following elements are supported.

Note: The operators “AND" and "OR" must be entered with capital letters. The lower case versions are used to search for content containing the words “and” and “or” themselves.

Search Criteria: Special Characters

If you want to search for special characters in the archive, such as punctuation marks, currency indicators, or decimals, etc., use these tables to see how Proofpoint Enterprise Archive stores such characters. This helps when structuring queries to find specific terms and legal hold definitions.

Searching for characters that are not preserved will not produce search results.

Search Criteria: Domain Names

If periods are excluded in the search criteria, search results include both content that contains and does not contain periods, and matches content regardless of position in the string. For example, searching for “mydomain com” returns mydomain com, mydomain.com and subdomain.mydomain.com.

If periods are included in the search criteria, search results include just content that also contains periods, and only the exact string. For example, searching for “mydomain.com” returns mydomain.com, but not mydomain com, subdomain.mydomain.com or subdomain mydomain com.

Periods at the start of search criteria are excluded. For example, searching for “.mydomain com” returns the same results as searching for “mydomain com”.

Indexing Size Considerations

As items are placed in the archive, a full text search index of each item is created. The index includes multiple index fields to capture content and other elements such as information about the sender and recipients of the item, its body, and the contents of its attachments (the first 10MB of each). The search index has a limit of 100,000 terms per field. Since all attachment data is stored in a single field, if the combined index of all attachments on an item exceeds 100,000 items, terms appearing beyond the 100,000th term will not be in the index and therefore not searchable, although the item in its entirety is archived.

Supported Message Classes

Message classes can be associated with InfoTags to allow searching based on message class, or used in message class-based policy rules. Note that the classes listed here are the standard ones: contact Proofpoint Support if you wish to customize the list.