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Consult the most common questions

Spamina frequently asked questions
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FAQ (Frequently Asked Questions). The SPAMINA FAQ are the most common user doubts, which are answered in one or various pages on this site. It has been generated from all the questions we receive by email or suggestions that we feel are the most useful in order to serve the users of SPAMINA.

In order resolve your doubts, choose an option from the menu and search for it in our FAQ.

If the answer you’re looking for isn’t in our FAQ, please let us know via the CONTACT section and we’ll get back to you briefly.

Spamina Client Services

Technical Support

The following diagram outlines questions Technical Support often receives.

For how many days are emails stored in Spamina?

  • Valid Email: 5 days.
  • Spam: 28 days.
  • Server Notices: 5 days.
  • Virus Notices: 5 days.
  • Email lists: 5 days.

The emails are deleted after these periods.

What does Spamina do with the Spam filtered from my account?

The email detected as Spam goes to the Spam folder. Once there, it is kept for 28 days and is then permanently deleted without going through the recycling bin.

What should I do if a lot of valid email is detained as SPAM?

If it’s in automatic mode, lower the protection level but not less than level 5.

You can do this using the Notifier or the control panel.

a) For Company/Domain Administrators:
  • Access the web panel. i.e.:
  • Identify yourself with your Username and Password.
  • Access the Filter – Filter Mode tab
  • There are two options: Filter Mode by Domain and Filter Mode by User.
  • Modify the protection level

Remember to click on the “Save" button before exiting.

b) For Users:
  • Access the web panel. i.e.:
  • Identify yourself with your Username and Password.
  • Access the Configuration – Filter Mode tab
  • Modify the protection level.

Remember to click on the “Save" button before exiting.

If it’s in guaranteed mode, make sure the users that send you email are on your white list. You should import your address book to the white list. This way the email that arrives will be classified as valid.

Have you forgotten your password?

To recover the password using the User Panel or Company Administrator Panel, you must:

a) For Company/Domain Administrators:
  • Access the web panel. i.e.:
  • Click on the question Have you forgotten your password?
  • Enter the administrator login (not an email address) and you’ll receive an email with the password reminder at the account defined as the company administrator.
b) For Users:
  • Access the web panel. i.e.:
  • Click on the question Have you forgotten your password?
  • Enter your email address and you’ll receive an email with the password reminder.

How do I import my Address Book in Spamina?

To make the task of maintaining your valid sender white list easier, we allow you to import your address book using the control panel. This way, you won’t have to write each one of the email addresses for your contacts or the people you don’t want to be filtered by Spamina.

These are the steps to take:

Export your address book to a ".csv" file (a text file with values separated by commas) from the reader.

a) For Company/Domain Administrators:

Now your senders are in the white list; therefore, only the antivirus will work on them, but not the Spamina Antispam filter.

You may also use this option to add IPs to the white list.

b) For Users:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the My Lists – Valid Senders – Import Sender Lists tab.

What should I do if a valid email is detained as SPAM?

If a valid email is detected as SPAM, you should notify SPAMINA so it is not blocked in the future and is delivered to your reader.

Choose the Not Spam option if you wish to recover only this email.

Choose the White List option if you want all email from that user to be considered as valid in the future.

There are two ways to do this.

Using the Notifier:
  • Access the Spam tab.
  • Select the email(s) and choose the desired option (Not Spam or White List).
From the SPAMINA control panel
  • Access your URL
  • Identify yourself with your Username and Password.
  • Access the Spam tab.
  • Select the email(s) and choose the desired option (Not Spam or White List).

How can I change my email password?

a) For Company/Domain Administrators:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the Configuration – Administrator Data – Change Password tab.
  • Enter the new password and save the changes.
b) For Users:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the Configuration – Account Data – Change Password tab.
  • Enter the new password and save the changes..

I receive Spam from my own Domain

The new Spammers are making it appear that it is your own email account sending email.

You must do a few verifications so that this Spam does not arrive as valid email:

a) For Company/Domain Administrators:

There are two options that solve this problem:

1) Access the Filter – Lists – White Lists tab.
  • Check that your domain is not on the White List.
2) Access the Filter – Phishing Detection tab.
  • Access the Filter – Phishing Detection by Domain tab.
  • Select the domain for which you wish to activate Anti-spoofing.
  • Select the option "I wish to use the following configuration for the domain", Enable.
  • Finally, you may add the IPs from which you want email to be classified as valid. This way, email from your domain will be classified as valid if the IPs from which it comes from are recorded.

This can be applied not only to domains, but also to users.

b) For Users:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the My Lists tab.
  • Check that your domain is not listed as one of the Valid Domains

I can’t recover an email from the Blocked Email Report.

The Blocked Email Report that is sent weekly/daily (depending on the configuration) features two options for recovering email:

[RECOVER]: with this option, email is recovered and delivered as valid email.

[RECOVER+WHITE LIST]: this serves two purposes; email is delivered as valid and the sender is also added to the White List.

Any of the two options are exclusive; therefore, if you check [Recover], you can’t check the [Recover + White List] option and vice versa.

Plus, it’s important to understand that any email moved from the Blocked Email Report (from the panel, Notifier or by using the link) from Spam to Valid invalidates the Report link. This happens because the link points to the email in the Spam folder, meaning that when the email is moved, you won’t be able to find it anymore.

If I change the Company configuration, why don’t the users inherit the configuration?

All users created under the company configuration automatically inherit this configuration unless the user defines something otherwise.

If once users are created, some type of configuration is changed on a company level, all users created after that definition will inherit it. Users created prior to this will not inherit the new configuration.

If an administrator would like a certain configuration to be effective for all users of the domain or company he/she administers, he/she may do so by using the Propagate in cascade option which comes with some of the Spamina options (for example, in the Blocked Email Report, Filter mode, Lists and Notices) from the administration panel.

I’m not receiving email on my reader.

If you notice that Spamina has received email, but it is not being downloaded to your email reader you must verify whether your email server is working properly and can accept the email sent to it by Spamina.

When Spamina can’t deliver email for a domain, our system can act in two ways:

  • If your server is momentarily down or sends a temporary rejection, our system will continue attempting to deliver the email.
  • If your server permanently rejects the email, our system will send the sender a notification informing them that sending has failed.

You can always check the email from the Spamina web panel by accessing the web panel:

What happens to email temporarily rejected by the SMTP?

When your server temporarily rejects email, our system continues attempting to send it every so often. This forwarding frequency decreases as time goes on. After attempting to deliver for a period of approximately days, a message is sent to the sender informing them of the permanent failure and the email is deleted from the delivery queue.

What happens to email that is discarded by the SMTP?

When our system attempts to send an email to the customer’s end server and the server permanently rejects the connection (a rejection is not attempted several times, it is discarded generating a 500 error), Spamina immediately discards the email and sends a message to the sender informing them of the failure.

Why am I not receiving the blocked email report?

The blocked email report is only sent when the account has received Spam in the most recent period or if email has not been received to be validated in the case of Guaranteed Filtering. For example, if it is configured to send the report daily and no Spam or senders needing validation have been received over the last day, the report will not be sent.

Why is a particular email classified as Valid/Spam?

The means of configuration related to the classification of email are established in a hierarchy.

First, the email is analysed by the rules that exist on the individual user level, then by those that have been configured on a domain level and finally, by those existing at the Company Administrator level.

Therefore, some of these rules can make classifications that are not controlled by or unknown to users as they did not configure them themselves.

Rules Engine

Spamina features two Rules Engines for both inbound as well as outbound email. Each one applies to the email that is received by the platform and those that leave it, respectively.

Rules can be defined from the Company Administrator panel that can apply to the Company or to certain domains.

Here you’ll be able to define the conditions for inbound email and the actions to be taken if email that fulfils this condition is received. All of the conditions of the rule must be fulfilled simultaneously in order for a rule to be correctly applied.

In an analogous way, you may choose actions to take with the outbound Rules Engine for attempts to send email through Spamina.

You may also define these rules from the Administrator panel:

What is user synchronisation and how do I use it?

Spamina provides a mechanism that enables synchronising users that exist in Spamina with those existing on your email server. You may activate the synchronisation from the administrator panel.

  • Access the URL
  • Identify yourself with your Username and Password
  • Access Configuration –> Synchronisation and define the following fields:
  • Synchronisation: Define whether or not you wish to activate this feature.

Synchronisation execution: Define the time interval between verifications. This may be daily or a specific day of the week may be defined to do it.

Synchronisation Mode: The synchronisation mode can be Automatic or Manual, and applies to the domain.

  • Automatic: Synchronises without administrator intervention. All users detected are modified or deleted as determined.
  • Manual: Allows the administrator to decide which users are to be deleted or modified once users needing synchronisation are detected. This way, you can ignore users so they are not considered in the synchronisation process.

Synchronisation report:

  • If the synchronisation process is manual, a domain report will be sent notifying the users to be modified or deleted. Once the administrator applies synchronisation, the results are sent in another report.
  • If the synchronisation process is automatic, only a single report per domain is sent with the synchronisation results.

The overall configuration is for when the company administrator decides that the domains shall have the same configuration as the company. Individual configuration is so that each domain may have its own configuration.

An administrator may access the synchronisable user view at any time by accessing:

  • Management –> Users → Synchronisation → Go to synchronisation mode.

There you’ll see the list of users that must be synchronised manually.

What is Spamina App

Spamina App is an ESCH, an Enterprise Secure Communication Hub which provides users with a powerful and easy to use tool for communicating with co-workers and customers, with the certainty that the exchanges are secure and that the company’s information assets are protected. The app is available for both iOS and Android and runs on smartphones and table.

The app integrates the suite of Spamina solutions:

  • ParlaMI
  • Cloud Email Archiving (CEA)
  • Cloud Email Encryption & DLP (CEE)

Download and installation

Spamina App is available for devices iOS and Android:

On first launch, the app will ask for a username and password. Please type in the credentials you already have for accessing your Spamina services.

The username is your email address. If in doubt, please contact your IT services or Spamina support.

Configuring your profile

You can customize your profile and set up your privacy preferences from initial menu. For instance, you may choose to make your profile searchable only within your company, or make it visible even for your customers who are also using ParlaMI.

Adding and managing contacts

To exchange message with a contact you must first be befriended. ParlaMI helps you maintain your list of contacts, and this is automatically synchronized on all devices you use with the app. You can search for contacts within your company and add them, or locate customers or providers who are also using the service.

The contacts list is available from the initial screen. When you click on the new message icon. your contact list is displayed as well as their presence status (connected/disconnected). Choose any contact and you can and start sending a message.

If the desired contact is not in your contacts lists, use the search function to locate him/her. Enter at least three characters to initiate the search. It may be a company name, an email address or a person’s name. In the example here, “mark” is searched and one possible contact is found.

Further information on that person is displayed by clicking on the avatar. Thus, before adding a person you can verify affiliation, phone number or any other data that such person chooses to make available to others.

Contacts from other companies

To invite an external user, that is, a user outside your company, click on “New User” from the “Add” screen and enter in the email address of the person you want to add. Your contact will receive an invitation to join the ParlaMI network. He or she can download the app and register as a user for free. The following image shows the items required to complete the registration.

What is a virtual rooms

A meeting room is like a virtual room, to conduct business meetings with colleagues and corporate contacts. Participants can access a meeting room by invitation only, and if any user wants access to the room, they first need to be granted access.

You the “Join a room” option available in the main menu to list rooms available to you. If a room is protected and you have not previously joined it, when clicking on its name you will be requested a password. Contact the admin’s room if you don’t have the room’s password.

How to create a virtual room:

To create a new room, click to the “New message” icon and then select “New room”. Enter a room and define characteristics and privacy settings. If you make it publicly visible, other users will see its name. Additionally, if you don’t set a password, any user will be able to join it. These settings may be changed at any time, not just at creation time.

Once the properties of the new room are set, you can add members to the room from your contacts list. They will be automatically invited and liked to your room. If the room has a password, the contacts you added do not need to enter the password. However, if a contact leaves the room and tries to re-join later, a password will be required.

Sending messages and sharing files with ParlaMISending messages and sharing files with ParlaMI

ParlaMI has friendly, easy to use interface. You can use your device’s keyboard (virtual o physical) to type texts, or use dictation if your device has that capability. When a new message arrives, you receive a push notification.

How to share files

When composing a message, you may choose to send a file instead of a text. The following types of files are supported:

  • Documents
  • Images
  • Audio

You can visualize files received from other users; they are opened with the application your device is configured to use for the corresponding file type. For instance, a spreadsheet will be opened with Excel, if you have installed the appropriate program.

Spamina Information

The following diagram outlines questions often asked about the Antispam functionality.

What is Spamina? Why type of filter should I choose?

The filtering method one chooses only depends on your preferences and the time you’re willing to invest in managing your antispam system as both are highly effective.

Automatic filtering with a protection level of 5 is 80% effective. Whether this percentage is high or not depends on the quantity of Spam you receive. Although this filtering method requires less management, if you believe it’s necessary to raise the level remember that the likelihood that valid messages are considered Spam will also rise.

If you choose guaranteed filtering, you’ll get better effectiveness – nearly 100%, depending on the case. The system is based on the fact that most spammers cannot respond to the validation messages SPAMINA sends when it receives an email for one of the accounts it protects and for this reason, only real senders will validate themselves and you’ll only receive the email you want. You must be careful when creating the content of the validation message (if you decide to personalise it) and write text the recipient will believe is trustworthy in order to ensure a response. In any case, you already know that you can also validate them from your configuration menu or from the Blocked Email Reports.

What happens if Spamina makes a mistake?

All the email SPAMINA deems not valid is stored in a file that you can check at any time to see whether it contains any messages you want. Don’t worry if SPAMINA makes a mistake and classifies a legitimate message as Spam (the likelihood of this is only 0.5%) as it will not be deleted for several days after considered as such. This email classified as Spam remains in the Spam folder for 15 days.

What benefits or differences are there between Spamina and any other AntiSpam?

We are different in that we’re a service, not software. We’re most likely the first service of this kind on the market.

The fact that we’re a service offers several advantages over a simple software solution:

  • No installation: the user's machine doesn't slow down nor is the user required to learn to use any programme.
  • It's permanently updated and user transparent: we worry about protecting users from new viruses, new forms of spam, etc. without you having to do any updating.
  • Mobility: email can be accessed from your office, your mobile phone, a cybercafé, from your home or anywhere you may be and your email will still be protected.

It’s a "configure and forget" solution.

How does Spamina know what Spam is?

With a series of filters that are established from the very connection to the email servers to an analysis of the message content, it can define whether an email is Spam or not.

Will it take longer to receive email if it goes through Spamina?

Email is delivered instantly to your end server; therefore the delay is just a few seconds.

Does the Notifier have to be installed? How heavy is it?

It’s not necessary to install the Notifier in order for the service “to work", but it is recommended for a better service experience and in order to be able to control everything from the Notifier without needing to enter the panel through the website. The Spamina Notifier occupies approximately 2.16 Megabytes.

It can be downloaded from the user panel and from the Company Administrator panel. It’s available for Windows, Mac, Linux.

Can I have the Notifier on all the devices I use to read my email or can I only install it once?

It can be installed in as many places as you want, but only one of them will be connected to the server. If you have 2 in 2 different places and open the first, that will be the one that works. If you open a second with the first already opened, the first one will disconnect given that there can only be one simultaneous connection to the server.

How long does Spamina last?

You can sign up for the Spamina service for one year or longer. Renewals are processed via the assigned distributor.

General Questions

The following diagram outlines general questions about Antispam.

Is there something you can do so email from a specific contact is considered as spam by Spamina?

Of course. Users can establish the senders or domains they want to be considered spam using the black lists.

Can it remove computer viruses?

Antispam does not remove computer viruses. Spamina detects the viruses that arrive in your email account and sends a notification informing you of the presence of a virus in an email that you have received in your account, discarding the email.

Is it only antispam or is it also an antivirus for email?

First, it’s an antivirus, and then, antispam. The first filter email goes through is the antivirus. If an email contains a virus, it is automatically deleted and an email is sent to the user with notification. Those that contain no virus continue through the filtering process and go through the antispam tests.

What is the Notifier?

The Notifier is a tool* that is installed on your PC which allows you to control all the Spamina options without having to access the control panel via the website.

Once installed, you’ll always have the Spamina Notifier within sight and with just one click you can configure your email account, send a valid email to Spam or vice versa, read email you have in your various boxes before downloading them to your computer as well as manage the white and black lists.

(*) It’s an optional programme to improve the service usability, but it’s not necessary to install it in order to protect an email account. It’s available for Windows, Mac, Linux.

How does the Notifier work?

Once the Notifier is installed, a small icon remains in the system tray which blinks when the service shows activity and provides various notifications: the arrival of a new email, notifications regarding the presence of a virus, email that could not be delivered or non-existent recipients.

The Notifier features very intuitive menus and allows you access to all the service options.

To begin with, you can manage your accounts (add new ones, modify them or delete them) and easily go from one to another.

You can manage messages, marking them as valid or invalid email or delete them. You can also manage the valid and invalid email lists and add or delete senders from them.

Using the Notifier, you can configure the filtering mode (automatic or guaranteed) as well as the desired protection level.

There are quick access buttons for some of these options. There’s also an option to access the same actions on your control panel from the Spamina website.

What is Spam?

Spam (also known as “junk mail") is a certain way of flooding the Internet with many copies (even millions) of the same message in an attempt to reach people who would never otherwise agree to receive it and much less read it. Most junk mail is comprised of ads, normally for suspicious products, get rich schemes or services on the border of legality. You may obtain more information on spam at the Internet Users Association (IUA) website.

What is NOT considered spam?

The following is not considered spam:

  • Newsletter to which you've subscribed.
  • Messages from distribution lists.
  • Ads you have agreed to receive (Opt-IN Advertising).
  • Information/Communications from companies where you've purchased or subscribed to some kind of service.

If you do not wish to receive these messages, it’s best to unsubscribe. Each message usually contains a link for this.

What happens when a license expires?

ONE MONTH before the expiry date, the company administrator is sent an email reminder of the expiry date.

ONE WEEK before the expiry date, the company administrator is again sent notification.

THE DAY on which the license expires, the company administrator is informed of the situation.

7 days after the license expires, SPAMINA will reject email (inbound or outbound) for the company with the expired license. 1 month after the expiry date, the company is irrevocably deleted.

Before this happens, you will have to contact a sales agent to renew the license.

What happens when a demo expires?

ONE MONTH before the expiry date, the company administrator is sent an email reminder of the expiry date.

ONE WEEK before the expiry date, the company administrator is again sent notification.

THE DAY on which the license expires, the company administrator is informed of the situation.

7 days after the license expires, SPAMINA will reject email (inbound or outbound) for the company with the expired license. 1 month after the expiry date, the company is irrevocably deleted.

Before this happens, you will have to contact a sales agent to purchase the Spamina service.

What happens to the filtered email?

The filtered email remains in Spamina until the customer decides to download it. All the email Spamina did not consider spam can be downloaded by customers using their email reader, but any email considered spam remains in Spamina so the customer can review it if necessary.

If a customer with 10 or 15 accounts under a domain decides to subscribe to Spamina, do the filters have to be configured for the entire domain or account by account?

Filters can be configured by domain by the Company Administrator. Users can also do so at their panel.

Can the white lists and black lists be copied to another account that wishes to subscribe and if yes, how?

These senders can be added to the black or white list on a company or domain level. This will apply to all users.

If an account is diverted to another email address, will it also apply to the other account?

The filtering is only applied to the account registered with Spamina. If the email from account A is redirected to account B, if we protect A we’ll only eliminate the spam that goes to that account and if we protect account B, all the mail that arrives at that account will be filtered by Spamina; therefore, that which also arrives at account A.

Spamina offers a service to protect alias accounts. This way, you’ll have as many canonical accounts protected as alias accounts.

How can email be downloaded from various computers?

In order to download messages from the Spamina server to various computers, you must configure the option to leave a copy of the messages on the server in your email reader.

For example, if you use Outlook Express, you must indicate this in:

  • Access the Tools -> Accounts menu
  • Select the properties of the account protected with Spamina
  • Indicate the "Keep a copy of messages on the server" option on the advanced options tab

If you use any other email readers, the configuration will be similar.

Does Spamina change the structure of my email reader, inbound tray, outbound tray, etc.?

Spamina does not modify the user’s email reader in any way.

Spamina downloads the email for your Internet provider, filters it and delivers it to your email reader instead of the message being delivered directly from your provider to the email reader.

Why do we ask for your data?

Spamina is like a protective shield between your email server and you. Once you register, Spamina picks up your email, filters it and you pick the email up from Spamina, free of threats AUTOMATICALLY and without it being seen by any third party. For your peace of mind, the confidentiality of your data is COMPLETELY guaranteed as the mechanisms used to process your personal data as well as the procedures carried out in Spamina are audited by an independent entity which issues the E-trust seal. This seal guarantees compliance with Spanish Law 15/1999 on Personal Data Protection and the Security Measures Regulations.

What is an MX record?

MX Record: it’s a type of DNS record that defines a mail exchanger (email server) for a domain name.

An MX Record or Mail Exchange Record is a type of record or DNS resource that specifies how an email must be routed on the Internet. MX records point to the servers to send email to and which of them must be sent first by priority.

Deliver distribution lists, delivery error notices, virus messages in the email reader.

Distribution lists: this type of email comes from automatic distribution systems (newsletters, offers) to which you have at some time subscribed. Although Spamina detects these types of messages, they are currently considered as valid email and are downloaded as such to your email reader. If you enable the “Deliver distribution lists to the email reader" option, you’ll receive these types of messages in your inbox whereas if you check the "Retain in Spamina" option, you’ll only see these messages in the Lists folders inside the Spamina control panel.

Delivery error notices: notices are notifications Spamina or other servers send regarding email that could not be delivered or non-existing recipients. Spamina places these messages in the !Notices" folder.

If you enable the "Deliver to the email reader" option, you’ll receive these types of messages in your inbox whereas if you check the "Retain in Spamina" option, you’ll only see these messages in the Notices folder inside the Spamina control panel.

Messages with a virus: when a message infected with a virus arrives at your email account, Spamina deletes it and sends the user a message communicating said attempted delivery notifying the user of the presence of a virus in the message as well as the name of the virus detected.

These options can be managed from the Company Administrator panel and from the User Panel.

a) For Company/Domain Administrators:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the Configuration – Lists and Notices tab.
  • As the Administrator, there are 3 tabs you can use to define these configurations and apply them to the Company or by domain.
b) For Users:
  • Access the URL
  • Identify yourself with your Username and Password
  • Access the Configuration – Lists and Notices tab.
  • As a User, there are 3 tabs you can define to have the lists, server notices and virus notices delivered or not.

Spamina Reports

If you have chosen the Guaranteed filtering mode, you’ll receive information about spam email or messages pending validation.

In the automatic filtering mode, you’ll receive a report with the email that was considered spam by Spamina.

You may unblock the email that you wish through this report and add the sender to the white list, if you wish.

Personalised Filters

Personalised Filters: These filters are always applied at the user level to your inbound email. This way, you can block undesired messages. You may add or delete filtering rules for your email account.

  • Access your User panel, for example in Spamina, access the URL
  • Identify yourself with your Username and Password
  • Access Configuration –> Personalised Filters and define the following fields:
    • Field: (For, From, Subject, Body)
    • Criteria: (Begins with, Contains, Ends with, or Is exactly)
    • Filter: (words, for example: viagra)
    • Status: (Spam, Not Spam, Don’t do anything)

You can give more priority to a rule over another using the arrows.

Does the Notifier work for XP Home and on other operating systems?

The Notifier cannot be used on Windows XP Home with SP2, and what we find is that the Notifier needs a folder where it saves the user preferences and that it is found at C:Documents and Settings. Given the features of Windows XP Home, it’s not possible to install it properly. If you wish, you can try to install the Notifier on a Windows XP Professional to see how it works.

The notifier works on other operating systems such as Mac, Linux and Windows.

Does the Notifier work with Windows 7?

The notifier works correctly with this version of Windows, but you must remember that there is no firewall that prevents connections to the notifier.

The notifier doesn’t work. Why might this be?

  • You are using Windows 98 or XP Home Edition.
  • There's a firewall on your computer that prevents connections to the notifier.
  • There's a firewall on the company where your work that prevents connections to the notifier.

Can I access email tracking?

You can obtain email logs from the Company Administrator panel. To access them, you must follow these steps:

You may filter the email logs by different criteria, Subject, From, For, Source IP, Classification, Date Range.

Besides viewing it on the panel, you may download the search result with the "Download Logs" option.