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 a Search Term Report ("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
1. To create a new STR, click on the + button located at the top left corner of the screen.
2. The newly created STR tab will appear below the + button as shown in Fig. 2.
3. The STR will automatically display the date, time, and user who created it, 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.
Adding Filters to a Search Term Report
To add filters to a 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. See Browse/Search for more information on setting filters.
Syntax Tips for Crafting Effective Search Terms
There are a few variations as to how typical Boolean searches and proximity searches must be crafted to work with Lexbe's OpenSearch search engine. See the four dropdown selections below for the most common tips/variations. For more detailed information on crafting searches, please see the Search Help page.
Click for Boolean Search Tips (using AND, OR or NOT)
LEP supports advanced Boolean searches. A Boolean search consists of a group of words or phrases linked by connectors such as AND and OR that indicate relationship or logic. Supported Boolean operators are listed below with examples. Please note, Boolean operators must be capitalized when used.
AND
Example Search Term: Apple AND Pear
Expected Results: Returns documents that only contain both of the words Apple AND Pear.
OR
Example Search Term: Apple OR Pear
Expected Results: Returns documents that contain either of the words Apple OR Pear.
**A single space can be used in place of the OR operator. In this example, the search term would read: Apple Pear
NOT or AND NOT
Example Search Term: Apple NOT Pear
Example Search Term: Apple AND NOT Pear
Expected Results: Returns documents that contain the word Apple but not Pear.
Parentheses
To use more than one connector, use parentheses to indicate the precise search criteria. For example, apple AND pear OR orange juice could mean (apple AND pear) OR orange, or it could mean apple AND (pear OR orange).
Phrase Search
To search for a phrase, put the phrase in quotation marks.
Example Search Term: "Apple Pear"
Expected Results: Returns documents that contain the exact phrase Apple Pear.
Click for Proximity Search Tips (words within x words of another word)
Proximity Searches
Formatting
Proximity searches must be enclosed in quotes, followed by the tilde, and then the desired distance represented numerically. Please note, that when using phrases within a proximity search, the phrase must be enclosed in both quotes and parenthesis to be properly formatted.
Currently, LEP supports the following types of proximity searches:
Words
Example Search Term: "quick fox"~2
Expected Results: Returns documents where the words quick and fox appear within two words of each other.
Words with Wildcards
Example Search Term: "fox* quick"~10
Expected Results: Returns documents where the words fox, foxes, foxy, etc. appear within ten words of quick.
Words and Phrases
Example Search Term: "fox ("quick brown")"~3
Expected Results: Returns documents where the word fox appears within three words of the phrase "quick brown."
Words with Wildcards and Phrases
Example Search Term: "("quick brown") fox*"~5
Expected Results: Returns documents where the phrase "quick brown" appears within five words of fox, foxes, foxy, etc.
Words with Wildcards, Phrases, and Boolean Connectors
Example Search Term: "fox* (red OR "quick brown")"~5 AND hunt
Expected Results: Returns documents where the word fox, foxes, foxy, etc. appears within five words of red OR the phrase "quick brown", AND hunt is also present.
Nested Proximity Searches
Example Search Term: "("quick fox*"~2) red"~5
Expected Results: Returns documents where quick and fox, foxes, foxy, etc. appear within two words of each other, and they also appear within five words of red.
Click for Wildcard Search Tips (using ? or *)
Wildcard Searches
Single and multi character wildcard searches are supported in LEP when searching document content or metadata. Examples of some supported wildcard searches are included below.
Single Character Wildcard: ?
Example Search Term: Appl?
Expected Results: Documents containing Apply or Apple
Example Search Term: F?x
Expected Results: Documents containing Fix, Fox, Fax, etc.
Multi Character Wildcard: *
Example Search Term: Appl*
Expected Results: Documents containing Apply, Apples, Application, Appliance, etc.
Example Search Term: Fa*
Expected Results: Documents containing Fax, Faxes, Fade, Fad, Fail, etc.
Click for Fuzzy Search Tips (for misspelled words)
Fuzzy Searches
Fuzzy searching will find a word even if it is slightly misspelled. For example, a fuzzy search for "liti3ation" will find "litigation." Fuzzy searching can be useful when searching text that may contain typographical errors or for text that has been scanned using optical character recognition (OCR). More specifically, Fuzzy searching finds all terms with a maximum of one change, where a change is the insertion, deletion or substitution of a single character, or transposition of two adjacent characters.
Fuzzy Search Character: ~
Example Search Term: Brwn~
Expected Results: Documents containing Brown, Brawn, etc.
Example Search Term: Erica~
Expected Results: Documents containing Erika, Ericka, etc.
Example Search Term: Hide~
Expected Results: Documents containing Hides, Hider, Hid, etc.
Adding Search Terms
1. To add search terms to the STR, click on the + button in the upper right corner.
2. 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.
NOTE: Only one search term per line is permitted, and each search term cannot exceed 2000 characters in length.
NOTE: Only search terms in correct syntax can be added to the report (see the tips in the dropdowns above or refer to our Search Help Page). If a search term is not in the correct syntax, then a brief error message will display at the bottom of the search term report page. Be sure to double check the total number of terms on the report against the total number of terms you enter to make sure all terms are accounted for.
3. Once all search terms have been entered, click the blue Add button.
4. The STR is now fully prepared and will automatically display the total number of search terms and all applied filters.
5. To run the report, click the blue Run button on the report tab.
6. The report will indicate that it is Processing (will take a few seconds to a few minutes.)
7. Once processing is complete, the Total Hits associated with the report will be displayed.
Search Term Report Results
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, and in the Add Field box click and scroll to find the Search Reports section, and select the desired report to filter to all documents associated with the report.
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
Browse Filter Display
With the documents displayed, you can work with them as you normally would when utilizing the Browse/Search page. 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
A STR can be exported as an Excel workbook and saved to your desktop for future use.
1. Click the vertical dots to the far right of the report, and select Export.
2. Choose the location to save the file.
3. In the spreadsheet, the first tab is Report Details and the second tab is the terms and their results. See examples of how these look below
Report Details
Report Terms and Hit Counts
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 support@lexbe.zohodesk.com.