Keyword List Activities

Keyword searching can assist you with document management, review, and other tasks. For example, keyword searching can be used to identify the documents needed for a specific review.

This page contains the following content:

Before you get started working with keyword lists, you might want to watch the Keyword List Management video.

ClosedClick here to watch the Keyword List Management video

Keyword List Management video

The following video provides a basic review of Keyword List Management. The purpose of the video is to help you:

  • Learn how to schedule KWL jobs
  • Learn how to manage the terms and phrases on the list
  • Save keyword hits to metadata fields and a tag group

Note: The video above relates to a version of Enterprise that came out before the latest release. The functionality described in the video is accurate, but the UI may have since changed.

View Keyword Results

The figure below shows a typical keyword job summary, which appears on the right side of the Keyword Management screen.

See Results of a Keyword Search for details that display in the summary pane, as well as the detailed information that appears for each word in the list.

Cancel a Job

If the status of a keyword job is not Completed, you can click Cancel to stop processing. The status changes to Aborted.

Export and Report Keyword Results

Enterprise Review provides two ways to save keyword details to a .CSV file, as described in the following table.

ClosedSaving Keyword Details

Option

Description

Export

Keyword data can be exported at any time, whether or not keyword processing has been completed. Exported data includes the following1:

  • Search term (or phrase)

  • Keyword status

  • Documents

  • Documents with family

  • Unique documents

  • Unique family documents

  • Unique family docs with family

  • Total hits

  • Creation date

  • Last modified date

Report

A report can be saved only if keyword processing has been completed for all keywords. A report includes the following data for each keyword1:

  • Search term  (or phrase)

  • Documents

  • Documents with family

  • Unique documents

  • Unique family documents

  • Unique family docs with family

  • Total hits

  • Distinct documents

  • Distinct documents with family

1See Reported Information for details.

 

To export keyword data or save a report:

  1. Get started:

    1. Create a keyword list as explained in Create and Schedule Keyword Lists.

    2. For a keyword report, make sure the keyword list has been processed (status is Complete).

  2. On the command bar (bottom of the window), click either Export or Report, depending on the data wanted (see previous table).

    Tip: The Report button is not available unless the status for all keywords is Completed.

  3. Complete the Save As dialog box and click Save.

Create Keyword Tag Group and Field

If you did not create the keyword tag group and field during keyword processing, the status for these items will be Not Started, as follows:

To create the keyword tag group and field after processing has been completed:

  1. Get started:

    1. Create a keyword list as explained in Create and Schedule Keyword Lists.

    2. Make sure the keyword list has been processed (status is Complete).

  2. On the command bar (bottom of the screen), click .

  3. Note: Keyword tag groups and field names will be as described in Manage Keyword Lists. In rare cases, a duplicate instance of the tag group name or field will exist. In these cases, when the previous steps are followed, the affected name will be appended with a number (for example, KWL_TG_listname1, where listname is the name of your keyword list.)

  4. If the status does not change, click  to refresh the information. The status will change to a check mark,  and all documents in your case will contain keyword field data and tags.

Edit or Delete Keyword Lists

Different changes can be made to keyword lists, depending on whether or not the list has been processed. The following table lists types of changes and when they can be made.

Action

before

after

Change list name.

X

 

Add or change notes.

X

 

Change or add keywords.

X

X

Delete keywords.

X

X

Delete list.

X

X

To edit or delete a keyword list or its terms/phrases:

  1. Get started:

    1. Start Enterprise Review and log in as an administrator.

    2. Open the needed case.

    3. In the Case View pane, click Case Administration and then Keyword Management.

    4. In the left pane of the Case Administration tab, click the needed keyword list.

    5. Continue with the following steps as needed.

  2. To edit keyword list details for an unprocessed list:

    1. Click .

    2. Change the keyword list name or notes.

    3. Click Apply.

  3. For the following steps, you must locate needed keyword(s). For long lists, start typing the term in the search box above the list - matching terms will be listed. Or, click any column in the list to sort by that column as shown in the following figure.

    Tip: To re-display all terms, clear whatever has been typed in the search box.

  4. To add keywords to an existing list:

    1. Click Add.

    2. Enter or paste the new keywords.

    3. Click Add in the dialog box.

  5. To edit a keyword:

    1. Point to the option box to the left of the search term until the edit buttons appear, as shown in this figure.

    2. Click .

    3. Make needed changes to the term and click .

  6. To delete a single keyword:

    1. Point to the option box to the left of the search term until the edit buttons appear, as shown in the previous figure.

    2. Click .

    3. In response to the confirmation message, click OK.

  7. To delete several keywords at one time:

    1. Select (click the option box for) each term to be deleted.

    2. Click Delete Selected.

    3. In response to the confirmation message, click Yes.

  8. To delete a keyword list:

    1. Above the Keyword Schedule Options area, click .

    2. In response to the confirmation message, click OK.

    3. The keyword list is deleted.

      Note: Keyword tag groups, tags, and fields will remain with tags applied and field content based on the last time keyword results were saved.