Work with Advanced Search

Advanced Search in Enterprise is a robust tool for configuring complex searches that can help you locate the specific documents you need. Review the sections below to learn more about working with the various components of this feature:

ClosedAdvanced Search Basics

Create and Save an Advanced Search

To construct and run, save, or save and run an advanced search:

  1. Open the case you want to search. The dashboard appears.

  2. In the dashboard, go to Need to construct an Advanced Search? at the upper right corner and click Advanced Search. The Advanced Search case view appears.

  3. If a previously defined search is already displayed on the dashboard, click Clear at the top of the Advanced Search case view. The title for the search changes to Untitled.

  4. Begin building the advanced search by expanding any of the required sections on the Advanced Search page and creating your search criteria. Steps 5 through 11 describe criteria you can add to modify the scope of your search. Note that adding criteria does not automatically run the search. When ready to run the search, click the Search button at the top-right corner of the screen.

    Optionally Modifying the Scope of your Search

    The following steps are optional methods for modifying the scope of your search. You can complete one or all, depending on how focused you would like the search to be. The steps are listed in one common workflow scenario. However, you can complete them in whatever order you like.

    1. Select date criteria for the search by means of the Timeline:

      1. Expand the Timeline area on the Advanced Search page by clicking the icon.

      2. Select the date field you would like to use when running the Timeline search.

      3. Select the range of dates to which you would like to limit the scope of the search. You can input these dates manually by typing them into the Filter Dates fields, or select them by clicking and opening the calendars beside the fields. The first field is the start date and the second field is the end date. Additionally, you can select a date range of interest by clicking the Timeline itself and dragging right or left as required to define the range of interest. For more information about selecting a date range, see Define a Timeline Search.

      4. Optional: Select the Include Empty/Invalid Dates option to include into the document set documents that contain date problems. This option affects only the documents listed in the case table; it does not affect the Timeline.

      5. When finished defining your Timeline search, close the Timeline area by selecting the icon beside Timeline.
      6. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button at the top-right corner of the screen.

    2. Run a search for conceptually similar documents by means of the Analytics area of the Advanced Search page.

      1. Expand the Analytics area on the Advanced Search page by clicking the icon.

      2. Complete the Analytics section of the Advanced Search page as described in the following table.

        component

        Description

        Minimum Similarity

        Select a relevancy threshold to be used for the search. The threshold expands or narrows the evaluation for conceptually matching documents.

        Note:

        • A typical value is 50.

        • A higher number represents higher precision but less recall.

        • A lower number represents lower precision but higher recall.

        Analytics Index

        Select the search index that has been defined for the concept of interest. Your administrator must configure concept search indexes. Contact your administrator for details about your concept search indexes.

        Concept

        Enter your query into the Concept field. The query can be any size, but a more fully described concept will usually yield better results than just one or two terms.

      3. When finished defining your concept search, close the Analytics area by selecting the icon beside Analytics.
      4. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button at the top-right corner of the screen.

    3. To define a text search, perform the following steps. The following figure shows a typical text search.

      1. If the Text Search section is not visible on the Advanced Search page, click the corresponding arrow .
      2. As required, select one or more search options from the Search Features list, as described in the following table.

        Note:

        • These options apply to all entries in the Keyword field.

        • Applying any of these options to multiple terms can slow the search.

        • Select from one or more special types of search as follows.

        Component

        Description

        Stemming

        Search for terms and all words beginning with the root form of the word entered. For example, searching for operation with this option selected will return documents containing operation, operate, and operator. (The root form of operation is considered operat.)

        Phonic

        Search for terms that sound similar but are spelled differently. For example, searching for smith with this option selected will return documents containing smith, smithe, and smythe.

        Fuzzy

        Search for terms that are not quite an exact match but are close. Useful for searching text fields in which some characters may not have been interpreted correctly by an OCR engine.

        Select a number from 0 to 9 to specify the degree of fuzziness that will be accepted. Values from 1 to 3 represent moderate levels of error tolerance and are used most often. Higher numbers result in a higher error tolerance (more results).

        Fuzzy search results may vary, depending on such factors as the length of the search term and/or position of incorrect characters.

        Synonyms

        Search term(s) that have the same meaning as the word that you enter, such as the words legal and authorized. Synonyms are defined by the WordNet® concept network. For details about WordNet, see http://wordnet.princeton.edu/.

        Related Words

        Search for the term you enter and related terms as defined by the WordNet concept network. For example, words may be related by being a subset of the search term (such as furniture and chair). WordNet considers many types of relationships, as discussed on their Web site.

      3. Enter any full-text search term or phrase in the Keyword field. Use the syntax explained in Search Syntax to construct any type of full-text search. You can also use any of the Boolean operators on the drop-down menu at the bottom-left of the Keyword field:

      4. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button at the top-right corner of the screen.

    4. To define field-specific criteria for the search, perform the following steps. The following figure shows a simple field-specific search combined with a redaction search.

      1. If the Field Search section is not visible on the Advanced Search page, click the corresponding arrow to expand the section.
      2. Construct the first statement for your search by selecting a search type, selecting or inputting values associated with the search type, and selecting the required operator. For more information about this step, see Define a Field-Specific Search Define a Field-Specific Search.

      3. To include another search statement in this area, select the required connector (And, Or, Not) on the right side of the statement, then click . Define this search statement using the same process described in step b. Repeat this step for any additional search statements that are required to be added.

        Note: If two or more statements should be grouped into an expression, you must use parentheses. See Define a Field-Specific Search with Multiple Search Statements.

      4. After the field and/or special search is defined, complete your advanced search definition as required. When finished, save and/or run the search by clicking either the Search, Save, or Save and Search button at the top-right corner of the screen.

    5. If required, specify the sort order for the advanced search. Up to three fields can be defined for sorting. When you sort based on multiple fields, the order of the sorting is based on the order in which the fields are selected. To specify sort order:

      1. If the Sort Options section is not visible on the Advanced Search page, click the corresponding arrow .
      2. Click Add sort by field.

      3. Select the first field to be sorted. This is the primary order for the search results.

      4. Select the sort order—Ascending (lowest to highest) or Descending (highest to lowest).

      5. To specify a second or third sort order, click Add sort by field. Repeat the previous steps for the second and/or third field.

        In the following example, search results are sorted first by author name and then by date created.

      6. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button at the top-right corner of the screen.

    6. To add random sampling, perform the following steps. When Random Sampling is used, the search returns a random sample of documents instead of all documents meeting your search criteria. An overview of random sampling can be found in About Search Types and Search Options.

      Note: If using random sampling, do not include any of the relationship selections in the [SELECT] drop-down menu.

      1. If the Random Sampling section is not visible on the Advanced Search page, click the corresponding arrow,

      2. In the Random Sampling section, select Apply to Search.
      3. On the drop-down menus, select the required sampling type and associated options as described in the following table.

        Sampling Type

        Description

        Sampling Type

        Statistical Sampling - based on standard statistics calculations that use a confidence level and margin of error.

        Fixed Size - creates a sample containing a specific number of documents in the search results.

          When this option is selected, enter the desired size (a value equal to or greater than 1) in the Fixed Size field. The value you choose should be based on the size of the search results without random sampling applied and how many of those documents represent a good sampling size.

        Confidence Level

        Confidence level represents the reliability of an estimate, that is, how likely it is that the sample returned will be representative of all search results.

        The larger the confidence level is, the narrower the range of documents will be that are considered to be representative.

        • 90: wider range of documents considered (fewer documents typically returned).

        • 95: medium range of documents considered.

        • 99: narrower range of documents (more documents typically returned).

        Margin of Error

        The margin of error expresses the amount of error to be allowed in the search results sample.

        Select a value from 1 - 5, where 1 is the least amount of error and 5 is the highest amount of error.

        A setting of 1 typically returns the most documents; a setting of 5 typically returns the fewest documents.

      4. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button at the top-right corner of the screen.

    7. To include documents related to the search results, you can select a relationship type from the [SELECT] drop-down menu. Options include:

      • Duplicates
      • Email Thread
      • Family
      • Near Duplicates
      • Similar Documents

      To learn more about each relationship type, see Manage Relationships.

      Note: This option should not be selected when random sampling is used.

      Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button at the top-right corner of the screen.

ClosedSpecify the Sort Order for an Advanced Search

Search results can be organized based by field content (the columns in the case table). Up to three fields can be defined for sorting. When you sort based on multiple fields, the order of the sorting is based on the order in which the fields are selected.

To specify sort order:

  1. Define a search using the Define an Advanced Search procedure.

  2. If the Sort Options section is not visible in the Advanced Search tab, click the corresponding arrow, .

  3. Click Add sort by field.

  4. Select the first field to be sorted. This is the primary order for the search results.

  5. Select the sort order—Ascending (lowest to highest) or Descending (highest to lowest).

  6. To specify a second sort order, click Add sort by field. Repeat step 4 and step 5 for the second field.

  7. To specify a third sort order, click Add sort by field. Repeat step 4 and step 5 for the third field.

    In the following example, search results will be sorted first by author name and then by date created.

  8. Review your selections.

    Note:

    • Make changes if required.

    • To remove one of the sort-definition rows, point to the right side of the row and click .

  9. After the sort order is defined, continue with one of the following actions as required:

ClosedAdd Random Sampling to an Advanced Search

When you define an Advanced Search, you can add random sampling to the search. When Random Sampling is used the search returns a random sample of documents instead of all documents meeting your search criteria. To add random sampling, complete the following steps. An overview of random sampling can be found in About Search Types and Search Options.

  1. Define a search by using the Define an Advanced Search procedure.

  2. Do not include any of the selections in the [SELECT] drop-down menu.

  3. If the Random Sampling section is not visible in the Advanced Search tab, click the corresponding arrow, .

  4. In the Random Sampling section, select Apply to Search.

  5. On the drop-down menus, select the required sampling type and associated options as described in the following table.

  6. Sampling Type

    Description

    Sampling Type

    Statistical Sampling - based on standard statistics calculations that use a confidence level and margin of error.

    Fixed Size - creates a sample containing a specific number of documents in the search results.

      When this option is selected, enter the desired size (a value equal to or greater than 1) in the Fixed Size field. The value you choose should be based on the size of the search results without random sampling applied and how many of those documents represent a good sampling size.

    Confidence Level

    Confidence level represents the reliability of an estimate, that is, how likely it is that the sample returned will be representative of all search results.

    The larger the confidence level is, the narrower the range of documents will be that are considered to be representative.

    • 90: wider range of documents considered (fewer documents typically returned).

    • 95: medium range of documents considered.

    • 99: narrower range of documents (more documents typically returned).

    Margin of Error

    The margin of error expresses the amount of error to be allowed in the search results sample.

    Select a value from 1 - 5, where 1 is the least amount of error and 5 is the highest amount of error.

    A setting of 1 typically returns the most documents; a setting of 5 typically returns the fewest documents.

  7. When your search is defined and the random sampling is configured, continue with Work with Saved Searches.

     

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