Work with Stop Words and Key Words

There are some basic procedures you can complete on the Stop/Key Words tab in the Edit Case wizard. On this tab you can:

Work with Stop Words

Stop words are common words that are ignored during searches of your Local database.

Note:

  • A base set of 128 stop words is provided by default.

  • Stop words can include up to 10,000 characters. Thus, if the average stop word were 10 characters, you could include up to 1,000 words. Most stop words are shorter, however, so many more can be included if needed.

  • Stop words can be revised after a case is created, as explained in the following paragraphs.

Significant changes to stop words require that you rebuild search indexes as explained in Index Maintenance.

Add, Edit, or Remove Stop Words

To modify the list of stop words:

  1. On the Dashboard, click the Case Management module.

  2. In the navigation panel, click the Cases tab.

  3. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  4. Click the Stop/Key Words tab. Review the list of existing stop words.

  5. Continue with the following steps as required for your case.

  6. Tip: Scroll if needed to see all words on a page. Navigate through the various pages by using the navigation arrows at the bottom of the stop words table.

  7. To add a word to the list:

    1. Select the Add Stop Word button in the toolbar above the stop words table.

    2. Enter the new word in the Add Stop Word dialog box.

    3. Click Save. The new entry is added to the list of stop words. As the list is arranged in alphabetical order, the new word is inserted into its correct alphabetical position in the list.
    4. Repeat for additional words.

  8. To edit a word in the list:

    1. Locate and double-click the word to open the Edit Stop Word dialog box.

      Tip: Alternatively, you can select the word in the list, and click the Edit Stop Word button in the toolbar above the stop words table.

    2. Enter the correct word in the dialog box.
    3. Click Save.
    4. Repeat to edit other stop words in the list.

  9. To delete a word in the list:

    1. Select the word in the list that you would like to delete.

    2. Click the Remove button in the toolbar above the stop words table. Note that the stop word is deleted immediately.
    3. Repeat for additional deletions.

  10. When you've finished modifying the stop words list, make any additional changes to the case in the Edit Case wizard. If no other changes are needed, click Save and Exit.

Load Default Stop Words

You have the option of adding all formerly deleted default stop words back into the list. Note that doing this will not remove any new stop words you've added. To return deleted stop words to the case:

  1. On the Dashboard, click the Case Management module.

  2. In the navigation panel, click the Cases tab.

  3. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  4. Click the Stop/Key Words tab.

  5. Click the Load Default Stop Words button in the toolbar above the stop words table. Formerly deleted default stop words are returned to the list (words added by users are not removed.)

Configure Key Words

To assist users in finding key terms in a case, you can configure “key words” to emphasize specific document content. This highlighting appears in Record View, plus the Quick View and Extracted Text tabs in Review. The following example shows terms highlighted in the Extracted Text tab. Note that different key words are highlighted differently and that a navigation bar allows users to easily find key words.

Add Key Word Lists

To define key words for a case:

  1. Getting started:

    1. Before defining key words, analyze review needs and determine the types of key words that will best assist your reviewers and others involved with the case.

    2. Establish a basic grouping scheme and identify specific key words.

  2. On the Dashboard, click the Case Management module.

  3. In the navigation panel, click the Cases tab.

  4. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  5. Click the Stop/Key Words tab. Then click Next in the bottom-right corner of the wizard to open the Key Words page.

  6. Click the Add Term List button in the toolbar.

  7. Complete the dialog box as described in the following table:

  8. Item

    Description

    Name

    Enter a name for the key word group. This name allows easy navigation of key words in Review’s Extracted Text or Quick View tabs.

    Text Color

    Select a color for the text that will be highlighted. Choose a color that provides the best contrast with the highlighting color.

    Highlight Color

    Select a highlighting color. Choose a color that contrasts well with the text color.

    Terms

    Enter all terms that belong to this group. Separate terms with a single space or enter each term on a separate line.

    Note: Each term is considered individually. For example, if you enter the name APB Energy, “APB” and “Energy” will be found and highlighted separately.

  9. When the definition is complete, click Save.

  10. Repeat these steps for all highlighting groups.

  11. When all groups are defined, make any additional changes in the Edit Case wizard. Then click Save and Exit.

  12. Inform users of the availability and use of key word highlighting.

Edit Key Word Lists

To revise a key word group:

  1. On the Dashboard, click the Case Management module.

  2. In the navigation panel, click the Cases tab.

  3. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  4. Click the Stop/Key Words tab. Then click Next in the bottom-right corner of the wizard to open the Key Words page.

  5. Select a key word group to be changed. Then click the Edit Term List button in the toolbar.

  6. Make any needed changes. This includes changing the group name, text or highlight color, or the terms.
  7. When changes are complete, click Save.

  8. Repeat this procedure to change other key word definitions.

  9. When all groups are defined, make any additional changes in the Edit Case wizard. Then click Save and Exit.

  10. Inform users of the changes and provide instructions as needed.

Delete Key Word Lists

To delete a key word group:

  1. On the Dashboard, click the Case Management module.

  2. In the navigation panel, click the Cases tab.

  3. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  4. Click the Stop/Key Words tab. Then click Next in the bottom-right corner of the wizard to open the Key Words page.

  5. Select a key word group to be deleted. Then click the Remove Term List button in the toolbar.

  6. A confirmation message displays. To proceed with the removal, click Yes.
  7. Repeat this procedure to delete other key word groups.

  8. Make any additional changes in the Edit Case wizard. Then click Save and Exit.

  9. Inform users of the changes and provide instructions as needed.

 

Related Topics

Overview: Edit Cases

Search and Keyword Highlighting