Overview: Search

Review uses a powerful search engine that can search terabytes in seconds. It does this by building comprehensive indexes of terms and data for each case added to the discovery ][ Local database. Using search indexes allows search speed and performance to be optimized.

Search technology includes a custom-built IPRO search engine for the IPRO Database.

Case documents (images, extracted text, and/or native files) and fielded data can be searched. If your case includes transcripts or case documents, they can also be searched.

Note: Images will be searched if word coordinates exist.

An easy-to-use search function allows you to specify the search criteria, including sophisticated options such as stemming, fuzzy, and phonetic searching. For those who prefer typing to selecting options in a dialog box, many search commands can be entered in the main Search bar.

Note: Any user with permission to open a case or review batch will be able to search the database. Search results are limited to fields the user has rights to view.

Search Methods

In Review, you have three ways to search:

  • Advanced Search: An easy-to-use Search function allows you to specify the search criteria, and includes sophisticated options such as stemming, fuzzy, and phonetic searching.

  • Main search bar: If you prefer typing to selecting options in a dialog box, you can enter search commands in the main Search bar.

  • Search Expression bar: Refine search results.

Navigate and Manage Search Tabs

When several tabs are open at one time, identify, navigate, and/or close them as follows:

  • Identify: Hover your cursor over a Search Results tab to view a tooltip showing search details.

  • Navigate: Take either of the following actions:

    • Click the left/right arrows, , on the right side of the documents pane to advance the set of visible tabs to the left or right (the selected tab does not change, however).

    • Right-click in a tab in the documents pane (in the table) and select Manage Search Tabs. In the Manage Search Tabs dialog box, right-click the needed tab and select Jump to this tab.

  • Close: Click to close an individual tab, or right-click in a tab in the documents pane (in the table) and select Manage Search Tabs. Select the tabs to close and click Ok.

Default Search Assumptions (Simple Searches)

Simple searches are conducted using the following default criteria:

Case records/documents

  • Full text, all fields, all records: When a case is searched, all indexed words in all indexed fields (that the user has rights to view) of all records are examined, as is extracted text.

  • Your administrator determines which fields will be indexed when a case is defined. Contact your administrator if you have any questions about which fields are indexed.

  • All words: All search words must exist in a database record, but not necessarily in the same field or in the same order (depends on the type of search).

  • Search order: When multiple words or statements comprise a search expression, the search is conducted from left to right, top to bottom (similar to the way a mathematical equation is treated).

Transcripts

Transcripts are examined for the presence of the search term(s) independently of case records/documents. A transcript will be included in search results if all search terms exist within the transcript content (but not necessarily in the same order, depending on the type of search). Transcript search results appear in the transcript work area, as explained in Where Search Results Appear.

Examples

  1. annual and profit and deficit

  2. This simple search will find all records containing all three words (“annual” AND “profit” AND “deficit”) in any indexed fields. For example, “annual” might be in an EXTRACTED TEXT field, “profit” in a MEMO field, and “deficit” in a TEXT_TS field.

  3. annual, profit, deficit

  4. The commas in this search indicate an OR search. All records containing “annual” OR “profit” OR "deficit" (in any field) will be included in the search results.

Full details on the criteria that can be applied when entering a search command in the Search bar or Search Expression bar are explained in Full-text Search Options.

Case Sensitivity

Review searches are not case sensitive. For example, the same results will occur whether you search for smith, SMITH, or Smith.

Likewise, all search criteria and operators are case insensitive.

Special Characters

With the following exceptions, punctuation marks (other than characters defined for specific uses, such as an asterisk) in a search statement are treated as spaces. For example, a search for A208(d)(5)(iv) would become A208 d 5 iv (four words). When punctuation marks are included in a search statement, highlighting may not be consistent in all tabs in the document details pane.

Exceptions:

  • Hyphen (-), single quote ('), and underscore (_) characters are treated as searchable characters when they are embedded within a word. For example, road-runner is treated as a single search term. Searching for road alone will not find or highlight road-runner.

  • If these characters begin or end a search term, or are found next to another punctuation character, then they are treated as white space. For example,  _road will be treated as road.

  • The percent sign (%) is treated as part of the search term only if it ends the term and is adjacent to a digit, for example, 10% would be treated as a single search term. For 10 % (space before the %),  apple%carrot, and 10%3, the percent sign would be treated as a space.

TIP: When entering such search terms, entering spaces in place of the punctuation may be easier and provide more consistent highlighting of results. In some cases, enclosing the term in quotation marks (for a specific search) may also help ensure the needed results are found and highlighted.

Concatenated Fields

If your case includes concatenated fields (created when multiple fields are imported into a single field), if a delimiter is used in the concatenated field, it will be ignored during searches.

 

Related Topics

Types of Search

Where Search Results Appear