Search Term Report

Location: Analysis >> Search Term Report

General

The Search Term Report feature allows users to (i) execute multiple searches simultaneously, (ii) access the documents returned by those search terms, and (iii) export the resulting hit counts to Excel for download.

Currently, this feature includes the below listed functionality; however, we will be working to expand this feature's capabilities over time:

  • Add multiple search terms

  • Apply filters to Search Term Reports

  • Select the desired search type

  • Access documents identified by searches

  • Export the results to Excel

  • Clone the Search Term Report

  • Rename the Search Term Report

  • Delete the Search Term Report

  • Search hits are automatically memorialized in the Search Report Query field to be filtered on

Commonly Used Terms

Search Term Report - A feature that executes multiple searches simultaneously to generate a report containing the Hit Count, Expanded Hit Count, and Unique Hit Count for each provided search term ("STR").

Hit Count - Total number of documents returned by a search term.

Expanded Hit Count - Total number of documents returned by a search term that has been expanded to include full families.

Unique Hit Count - The total number of documents returned by a search term that were NOT identified as a search hit by any other term within that STR (i.e. a document that hits on no more than one search term in the STR).

Creating a Search Term Report

Click on the Analysis tab and select "Search Term Report" from the drop down menu.

If an STR has not yet been run in the case, the page will appear as shown in Fig. 1; however, if previously generated STRs have been run, then they will be located on the left side of the screen.

Fig. 1

To create a new STR, click on the + button located at the top left corner of the screen. The newly created STR will appear below the + button as shown in Fig. 2. The STR will automatically display the date, time, and user it was created by, and, by default, it will be titled "Search Report v._", with the version number automatically increasing with each new STR.

Fig. 2

Renaming a Search Term Report

STRs can be renamed at any time by clicking the kebab (the vertical ellipses) in the upper right corner, selecting "Rename" from the drop down menu, and then editing the name of the report as desired.

Selecting a Search Type

**This Only Apply to Cases Indexed Using DtSearch**

The following search types can be selected from the drop down menu as shown below:

  • All of the words (default setting)

  • Any of the words

  • The exact phrase

  • Boolean

You can also apply any of the below search options by marking their corresponding checkbox:

  • Concept Search

  • Fuzzy Search

  • Stemming Search

  • Phonic Search

Adding Filters to a Search Term Report

To add filters to an STR, click the kebab and select "Filter" from the drop down menu. This will open the Filter menu where you can select and apply the filters you wish to include in the current STR. This is the same Filter menu available on the Browse and Search pages, and, as such, it includes all built-in and custom fields in the case.

Adding Search Terms

To add search terms to the STR, click on the + button in the upper right corner. This will open the window where your search terms can be added. You can type in your search terms manually, or copy and paste them into the window at one time. Please note, only one search term per line is permitted, and each search term cannot exceed 2000 characters in length. Once all search terms have been entered, click "Add." The STR is now fully prepared and will automatically display the total number of search terms and all applied filters.

Search Term Report Results

To process the STR, click "Run" which is located next to the number of search terms in the STR. The page will appear as shown below, and will automatically refresh once the STR has completed running.

Once the STR has completed processing, the Hits, Expanded Hits, and Unique Hit counts for each search term in the STR will be displayed in a bar graph. Hovering over each bar will display the corresponding number of hits.

To switch your view of the STR results from the Bar Graph to Table view, click on the icon next to the vertical ellipses in the upper right corner.

Bar Graph View

Table View

The documents returned for each search term in the STR can be accessed as follows:

Bar Graph View - Click on the Hits, Expanded Hits, or Unique Hits bar for the desired search term to view the returned documents.

Table View - Click on the hyperlinked search term.

Filtering on Browse - From the Browse page, click Filter, add the "Search Term Query" field, and select the desired terms to see their hits.

As shown below, accessing documents via the Table and Bar Graph views will open the Search page and display the documents returned by that specific term.

Filtering on Browse

With the documents displayed, you can work with them as you normally would when utilizing the Search and Browse pages. You can add them to a review set, code/tag the documents via the Multi Doc Edit menu or Doc Viewer, add them to a production job, etc.

Currently, documents included in the Expanded Hit Count for a search term can be identified by clicking the Paperclip icon in the upper right corner. To view documents that are part of the Unique Hit Count, go to Browse, open the Filter, add the "Search Term Query" field, select the desired terms, and then check the "Unique Hits" box.

**Please note, STRs are static reports. As such, if you want to make changes to the STR, then you will need to create a new one. This can be done via the Cloning feature, which is explained in further detail below.

Exporting the Search Term Report

An STR can be exported as an Excel workbook and saved to your desktop for future use. The STR export includes the following information:


Report Details Sheet

Search Terms Sheet

Cloning a Search Term Report

The cloning feature allows the user to begin crafting a new STR by generating a duplicate copy of any STR that’s available in the case. This functionality was designed to make running multiple iterations of the same search terms a more efficient process.

To create a new STR via the cloning feature, click on the vertical ellipses of the STR job you wish to clone, and select Clone from the menu.

As shown below, a new STR is created that contains the exact same search terms, filters, search type, and search options as the original (date, time, author, and version numbering are brought current in the new STR). Any portion of a new STR that is created through the cloning process can be modified until the time it is run

If you require additional assistance, please contact Professional Services at ProfessionalServices@lexbe.com.