Category Archives: SharePoint

April 9, 2024 · 10:53 AM

New X1 Search 9 Provides the Best Means to Search Your Microsoft 365 Data Sources

By John Patzakis and Chas Meier

Last week X1 announced major new, robust features to our desktop productivity solution X1 Search. The next generation of X1 Search is no longer desktop-only focused, but instead provides a revolutionary ability to instantly search across your Microsoft email, Teams, OneDrive, SharePoint as well as your local files and email all in a single unified search. This powerful capability supercharges your productivity, thereby saving hours a day. This added support also extends to Google Drive and Gmail.

While there are many innovations with X1 Search 9, the ability to search across all your M365 data sources with a single search is particularly game changing. No other enterprise or desktop search solution can match this functionality. The native Microsoft M365 search has a semblance of this, offering only a few search results displayed with a cursory preview, as opposed to full search results and full fidelity preview provided by X1.

“X1 Search is my go-to, must-have search application on my desktop,” said Max Underwood, long-time business and personal user from a large defense contracting firm. “Nothing even comes close to matching X1 Search’s speed and accuracy in finding what I am looking for exactly when I need it so I can get back to work, whether the source file is located on my local drive or hosted on a distant cloud via my company’s network. It’s an incredible time-saver, invaluable, way ahead of Windows Search or any other search tool I’ve seen – literally saving me hours each work week. X1 Search is essential to my day-to-day operations, and with the new ability to instantly search across all my Teams messages and accelerate my Gmail search on top of the current capabilities, the solution is even more compelling.”

No other solution enables you to instantly search across all your core data applications using a single prompt and return immediate results with hit highlighting and full fidelity preview capabilities. X1 Search unlocks the ability to find information no matter where it resides whether it’s lost in your spam folder, archived in your email 10 years ago, buried in a Teams chat or recently added to your OneDrive or SharePoint. X1 Search does the work for you, faster and far better than any other desktop or enterprise search offering.

The new X1 Search version 9 capabilities, include the following benefits:

• The ability to search through all your Microsoft Teams Chats and Channels history, including messages, attachments, emojis, reactions, and more, all from a single interface.
• Elevate your cloud data search capabilities with the new Google drive connector enabling you to search your complete Google drive history and immediately perform Post Search Actions.
• Index, search and find information in your Gmail 3 times faster with the new API-based Gmail connector.
• Patented fast-as-you-type search with built-in hit highlighting and full fidelity preview for immediate visibility into your results.
• Search across all your Outlook email, attachments, Outlook calendar, and contacts list via X1’s deep Outlook integration.
• Unified search across all your data sources to instantly search and find emails, attachments, documents, local files, and M365 data in a single search.
• Accelerate your email workflow with M365 Archived mail search capabilities – Rapidly index years’ worth of archived Outlook email in half the time.

X1 will be hosting a webinar on Wednesday, April 17 introducing the game-changing, new solution capabilities now available with X1 Search version 9.

The X1 Search solution is available for individual purchase on the X1 website and large volume, enterprise purchase by contacting X1 at sales@x1.com. To learn more about X1 Search visit www.x1.com/products/x1-search

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Filed under Best Practices, Business Productivity Search, Corporations, Desktop Search, Enterprise Search, ESI, Hybrid Search, Information Management, MS Teams, OneDrive, productivity, Records Management, SharePoint, X1 Search 9

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December 13, 2023 · 12:02 PM

X1 Expands Cutting Edge MS 365 Support With Very High and Unmatched Throughput Capabilities

By John Patzakis

Earlier this year, X1 launched MS 365 data connectors to our X1 Enterprise Collect platform to provide a previously unmet critical need for enterprises to conduct cost-efficient yet highly scalable eDiscovery search and collections of MS 365 data. The response has been tremendous, with X1 seeing record demand. This is because X1 Enterprise Collect provides users the unique ability to search and collect MS 365 data in-place, in a targeted and iterative manner, at speeds and throughput far exceeding other tools, including Microsoft Purview Premium.

And now, X1 has released X1 Enterprise Collect 5.1, which features two major advancements:

  1. Full support for modern attachments in MS Mail to go along with our support for modern attachments in Teams. X1 is the only solution we and our partners are aware of that supports the search and collection of modern attachments in MS 365 without the need for a Premium (E5) license.
  2. Even greater speed and scalability. X1 Enterprise Collect does not operate by simply making bulk calls to the MS Graph API, like most eDiscovery tools, which also require a premium license to collect the key data such as modern attachments. X1 employs a targeted, custodian-based approach that minimizes 365 API calls, and does not rely on the MS Search Index, which has been demonstrated to be untrustworthy and with limited throughput. X1’s approach enables a very scalable, defensible, and robust data collection now at speeds 10x that of other approaches.

Many customers report to us that Microsoft Purview Premium’s documented inability to timely handle anything other than small matters due to their 2GB per hour throughput limit (which X1 is not subject to due to our direct connection approach) is disqualifying for them. eDiscovery and investigation matters need to be addressed expediently. X1 can address a matter involving 100 custodians at 10GB of MS 365 data each within 24 hours (search, collection and export), while Microsoft Purview Premium, per Microsoft’s own documentation, would take up to several weeks.

In addition to the aforementioned enhancements with version 5.1, X1 Enterprise Collect offers the following additional unique benefits unmatched by other independent software providers:
• The ability to target individual custodians and specific messaging threads, displacing any need to mass download channels in Teams or Mail
• Unified search and collection of on-premise and cloud data sources, including Teams, OneDrive, SharePoint, Mail, laptops and file-shares for an optimized approach
• X1’s patented technology enables the indexing, searching and processing of the targeted data in-place, removing any reliance on premium processing or supplemental services
• One-click upload into Relativity for review, for a streamlined end-to-end process
• A truly automated product solution, as opposed to a service-based offering

Winston & Strawn eDiscovery partner Bobby Malhotra notes: “With the vast number of users and unyielding amount of data in collaboration applications such as Teams, having the ability to target and triage data by specific custodians and threads allows organizations to handle discovery in an efficient and pragmatic manner. X1 provides the unique ability to seamlessly collect and search across numerous data sources.”

X1 Enterprise Collect version 5.1 is now available for deployment in the cloud, on-premise, or on-demand. For a demonstration of the X1 Enterprise Collect Platform, contact us at sales@x1.com. For more details on this innovative solution, please visit www.x1.com/x1-enterprise-collect-platform.

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Filed under Authentication, Best Practices, Cloud Data, collection, Corporations, Data Audit, eDiscovery, eDiscovery & Compliance, Enterprise eDiscovery, ESI, Information Access, Information Management, MS Teams, OneDrive, Preservation & Collection, proportionality, Relativity, SharePoint, SharePoint content

July 12, 2023 · 11:47 AM

eDiscovery Journal Highlights X1’s Game Changing Support of MS 365

By John Patzakis

Greg Buckles of the eDJ, arguably the top independent eDiscovery industry analyst, penned an important article outlining X1’s support for MS 365 data sources within the X1 Enterprise Collect platform and how it even surpasses in many respects Microsoft’s own Premium Purview services. In his post, Buckles first listed X1’s “top level take-aways” as follows:

• X1’s Teams support targets individual custodians and specific messaging threads, displacing any need to mass download Teams chats and channels.
o X1 collects and searches Teams content directly without relying on the Microsoft Graph content search API, which has known gaps.
• X1 indexes, searches and processes Teams data in-place, removing any reliance on premium processing or supplemental services.
o Modern attachments are collected and searched in place and automated data formatting enables one-click upload into Relativity for review.
• Unified search and collection of on-premise and cloud data sources, including Teams, OneDrive, SharePoint, Mail, laptops and file-shares for an optimized workflow
o Provides True ECA and processing capabilities at the point of collection. Assess, process, and collect only what is needed, narrowing funnel at point of collection.

Buckles then notes that “archiving and enterprise search products like Autonomy IDOL struggled to deliver a ‘universal index’ for decades.” Similarly, Microsoft 365 “can struggle to meet the stringent eDiscovery/compliance requirements.” Specifically, Buckles noted that Microsoft Purview faces significant throughput limitations as documented by his own performance testing: “Past Purview advanced indexing performance testing for eDJ corporate clients resulted in limiting SLA’s to 1-3 full custodians per day.” Conversely, Buckles writes that “X1’s distributed index approach allows them to expand a user’s M365 sources to include desktops, file shares and 3rd party content such as Dropbox. It offloads much of the processing overhead to endpoint devices and avoids some of Purview Premium’s throughput limits for larger custodial matters.” As noted in the article, X1’s benchmark testing of 25 mailboxes in 4-8 hours and we have seen that scale in parallel.

Many customers report to us that Microsoft Purview Premium’s documented inability to timely handle anything other than small matters due to their 2GB per hour throughput limit (which X1 is not subject to due to our direct connection approach) is disqualifying for them. eDiscovery and investigation matters need to be addressed expediently. X1 can address a matter involving 100 custodians at 10GB of MS 365 data each within 24 hours (search, collection and export), while Microsoft Purview Premium, per Buckles’ performance testing and Microsoft’s own documentation, would take up to several weeks.

Additionally, Buckles’ generally referenced, including linking to Microsofts’ documentation, identifying other Purview Premium limitations such as not searching files and attachments over 150 MB, not addressing hidden mail folders, and not accessing files and emails without “compliance copies.” X1 is not subject to these limitations.

The X1 Enterprise Collect Platform is available now from X1 and its global channel network in the cloud, on-premise, and with our services available on-demand. For a demonstration of the X1 Enterprise Collect Platform, contact us at sales@x1.com. For more details on this innovative solution, please visit www.x1.com/x1-enterprise-collect-platform.

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Filed under Best Practices, Cloud Data, Corporations, ECA, eDiscovery, eDiscovery & Compliance, Enterprise eDiscovery, ESI, MS Teams, OneDrive, Preservation & Collection, SharePoint

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May 16, 2023 · 10:54 AM

X1 Delivers Cutting-Edge MS Teams Support

By John Patzakis

The prominence of Microsoft 365 data sources continue to grow in eDiscovery matters exponentially. However, most non-MS eDiscovery tools collect from MS 365 by simply making bulk copies of data associated with individual accounts, and then attempt to transfer that data en masse to their own proprietary processing and/or review platform. Such an effort is very costly, time-consuming, and inefficient for many reasons. For one, this bulk transfer triggers data transfer throttling by Microsoft, causing significant time delays. But the main problem is that clients who are investing in MS 365 do not want to see all their data routinely exported out of its native environment every time there is an eDiscovery or compliance investigation.

So, enterprises with relevant data stored in MS 365 need to have a good process to perform unified and efficient search and collection of MS 365 and non-MS 365 sources. To achieve requisite efficiency and the minimization of data transfer, this process should be based upon a targeted search and collection in-place capability, and not simply involve mass export of data out of MS 365 for downstream processing and searching.

To answer this unmet critical need, X1 launched MS 365 data connectors to our X1 Enterprise Collect platform. X1 Enterprise Collect provides users the unique ability to search and collect MS 365 data in-place. X1’s optimized approach of iterative search and targeted collection enables organizations to apply proportionality principles across both cloud and on-premise data sources with clear and consistent results for effective eDiscovery.

And now, X1 has added cutting-edge Teams support to complete our existing support of OneDrive, MS Mail and SharePoint. The X1 Enterprise Collect Teams collection capabilities include the following unique benefits unmatched by other independent software providers:
• The ability to target individual custodians and specific messaging threads, displacing any need to mass download channels
• Unified search and collection of on-premise and cloud data sources, including Teams, OneDrive, SharePoint, Mail, laptops and file-shares for an optimized approach
• Patented index, search and process the data in-place, removes any reliance on premium processing or supplemental services
• One-click upload into Relativity for review, for a streamlined end-to-end process
• A truly automated product solution, as opposed to a service-based offering

Winston & Strawn eDiscovery partner Bobby Malhotra notes: “With the vast number of users and unyielding amount of data in collaboration applications such as Teams, having the ability to target and triage data by specific custodians and threads allows organizations to handle discovery in an efficient and pragmatic manner. X1 provides the unique ability to seamlessly collect and search across numerous web, collaboration, and social, data sources.”

Watch the X1 hosted webinar on-demand featuring the hot topic of Best Practices to Collect from MS Teams in an Effective, Defensible and Proportional Manner.

The X1 Enterprise Collect Platform is available now from X1 and its global channel network in the cloud, on-premise, and with our services available on-demand. For a demonstration of the X1 Enterprise Collect Platform, contact us at sales@x1.com. For more details on this innovative solution, please visit www.x1.com/x1-enterprise-collect-platform.

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Filed under Authentication, Best Practices, Cloud Data, collection, compliance, Corporations, Data Audit, ECA, eDiscovery, eDiscovery & Compliance, Enterprise eDiscovery, ESI, law firm, MS Teams, OneDrive, proportionality, SharePoint

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March 30, 2023 · 7:59 AM

Three Major Observations and Developments from the Legalweek Conference

By Larry Gill and John Patzakis

Last week X1 attended and exhibited at Legalweek in New York, engaging with many customers, partners, and industry colleagues. It was great to connect with so many of our customers, and friends and hear their valuable feedback and insight regarding industry trends, pain-points, and their process and technology wish-lists to better address today’s eDiscovery and information governance challenges. Here is a report on three key takeaways from these interactions and the sessions we attended:

1. Corporate Counsel and Their Outside Law Firms are Both Seeking Cost Benefits Through Streamlined Processes

ALM hosted a State of the Industry session, that emphasized recent trends showing a disruption in the industry that once rewarded for inefficiency but is now being forced to change…and a digital transformation is happening. In fact, corporate legal is increasingly bringing their eDiscovery workflows in-house and seeking operational efficiencies to drive better collaboration, more predictable outcomes, and minimize costs in response to economic pressure. The presentation highlighted the top General Counsel pain-points and expectations toward streamlining their efforts including good advice, excellent technology, and efficient services.

We also heard this refrain in our various discussions with law firms and some service providers. The law firms are growing frustrated with the overcollection and other costly inefficiencies employed by service providers they hire for reactive eDiscovery engagements. These firms are working with their corporate clients to internalize a more systematic process to better manage costs and risk, with an emphasis on preservation and collection solutions to gain control earlier in the process. One service provider we met with has also recognized this trend and is sponsoring enterprise eDiscovery software deployments on a managed services basis.

2. Many Discussions About the Need for a Unified Collection Process

Every discussion we had confirmed cloud data sources such as MS 365 Mail, OneDrive, SharePoint, Teams and now Slack, comprise a significant portion of responsive ESI in nearly every matter. However, file shares, laptops and on-premise email servers remain a significant source of ESI as well, and that in-house counsel, their firms, and service providers must employ an approach that addresses all relevant data sources. Adding to this challenge, all this proliferated data can add up to tens of terabytes in a single mater. We met with one service provider with a project requirement to search several large file shares behind a company’s firewall for PII, while also needing to address company data stored in OneDrive and MS 365 mail. They expressed frustration over point solutions that did not address all the data sources they needed, did not scale, and required mass data transfer to begin assessing the data.

These demands require a robust platform to search, identify and act on all this disparate data from a unified interface and workflow. Additionally, given the volume and complexity of this data, it is important to be able to index and search this data in place to allow for iterative and targeting collection, instead of the bulk download/transfer approach by legacy tools that drive up costs and increase risks.

3. eDiscovery Vendors are Moving Upstream to Focus on Preservation and Collection

In recognizing these trends, solution providers “moving to the left” with greater urgency was evident at Legalweek. Acquisitions like LIGL by Reveal and Relativity investing in successful partnerships with collection platforms Cellebrite and X1, show that offering a solution that addresses the most critical “front end of the legal eDiscovery process” is absolutely necessary moving forward. In fact, the buzz at Legalweek was that eDiscovery review platforms are or are looking to make bold moves to the left in order to better differentiate and better control eDiscovery workflows and start with collection.

Another factor in the renewed focus on collection relates to the proliferation of AI, a clear theme in many conference sessions and floor discussions. With AI becoming more ubiquitous yet more commoditized, organizations are looking to solidify their collection approach. As OpenAI and many other open-sourced platforms dominate the landscape, the advantages of proprietary AI technologies are diminished. But now more than ever, there is a need for a streamlined data collection “pipeline” into these AI engines. The more streamlined and efficient the collection process, the more powerful and iterative the AI capabilities.

To discuss some of these Legalweek takeaways in greater detail, X1 will be hosting a webinar on Thursday, April 20 featuring Navigating Data Discovery in a Microsoft 365 Centric World, register here.

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Filed under Best Practices, eDiscovery, Enterprise eDiscovery, ESI, Information Governance, law firm, OneDrive, Preservation & Collection, SharePoint

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