Globally Search and Replace Field Data

About Global Replace

Although fields can be edited in Review, if more than a few records need to have field data replaced in the same way, use the Global Replace function. This function provides an efficient way to change the content of one or more fields in multiple records.

This function cannot be used for the following types of fields: BEGATTACH, BEGDOC, DOCKEY, EXTRACTED TEXT, or any field that is defined with the Primary Key flag. Also, if field-level security is set, Global Replace cannot be used for restricted fields.

Perform Global Replace

NOTE: When replacing data, ensure that you know the type of field for which data will be replaced and that the replacement data is correct for the type. For example, if a field is NUMERIC, use only numeric data. Or, if a field has a control list, the Search For and Replace With entries must match control list items exactly.

To search for and replace data in one or more fields in a case:

  1. Getting started:

    1. Identify needed information, including scope of the action (entire case, specific range, etc.), affected fields, and what the “search” text and “replace” text should be.

    2. TIP: It may be useful to create and save a search to define the needed documents before you continue. If the documents are diverse from a search standpoint, one approach is to place them all in a private folder in Review and then search for documents in the folder.

    3. Select an appropriate time to make global changes.

      Depending on the size of the database, system capabilities, and other factors, global functions may consume significant system resources and time. It is recommended that you carry out major global functions during “off hours” to minimize the impact to the system and your users.

    4. If users might be logged on, alert them that performance may be affected while you perform this bulk operation.

  2. On the Ipro for desktop Dashboard, expand the Utilities menu in the top, far-left corner of the screen. Select the Global Search & Replace button from that menu to open the application in a new window.

  3. Select the needed client ID and case.

  4. Select the scope of the operation as explained in the following table.

  5. Global Replace Scope Options

    Option

    Description

    Entire Case

    Select this option to make changes throughout the entire case.

    Image Key Range

    1. Select this option to limit changes to a specific range of documents.

    2. Enter the starting and ending image key numbers in the corresponding Start Image Key/End Image Key fields. Or, click and select the needed image key(s).

    Advanced Search

    1. Select this option to limit changes to documents meeting specific search criteria.

    2. Click Build Search, then create and run the search. The number of affected documents will be listed in the Advanced Search area. For details on searching, see Use Advanced Search.

    Saved Search

    1. If saved searches exist in the case, select this option to limit changes to documents meeting the criteria of one of the saved searches.

    2. Select the needed search.

  6. Select the type of replacement as listed in the following table, then continue with the applicable steps (following the table) to select options and complete your replacement definition.

  7. Global Replace - Replacement Options

    Option

    Action

    Replace Entire Field with Text

    Select this option to replace all content in selected fields (regardless of what the content is).

    Example: A field specifying the path for native files may contain several entries. Select this option to replace all existing paths with one path.

    Append Text to End of Field

    Select this option to add text to the end of the content in selected field(s).

    Example: Native files may have been moved to a subfolder within a specified path. Use this option to add the subfolder to the path.

    Prepend Text to Beginning of Field

    Select this option to add text at the beginning of the content in selected field(s).

    Example: The relative path for e-mail documents may include a prefix that is missing for selected records. Use this option to add the prefix to the relative path.

    Delete Data in Field

    Select this option to remove all data for the selected field(s).

    Example: An attorney began adding notes into the wrong field and did not follow review guidelines for the notes. It will be most efficient to delete all data in the field and allow the attorney to begin again.

    Search/Replace

    Find and replace specific text within a field.

    Example: Someone’s name may be entered differently in an Author field (such as “A. Smith” and “Adam Smith.”) Use this option to search for and replace one version of the name with the other for improved data consistency.

    Replace Field

    Copy or move data from one field to another.

    Example: Load-file data was mapped to the wrong field when the data was imported. For example, copy the Author field to Sender field.

  8. For all choices in Step 5 except Replace Field, select the field(s) containing the data to be replaced and click . Note:

    • Use Shift+click or Ctrl+click to select a contiguous or noncontiguous set of fields, respectively.

    • To select all fields, click .

    • To remove one or more fields from the Selected Fields column, click  or .

  9. For the Replace Entire Field, Append, or Prepend options:

    1. In the Text field, enter the text to be used to replace, append, or prepend the field content.

    2. If appending or prepending text, check the default Delimiter and change or delete it if needed. This delimiter is added before text that is appended or after text that is prepended.

    3. Skip to Step 10.

    4. TIP: If you are prepending information to a path, either clear the Delimiter field and include the needed slash or backslash in the Text field, or enter the slash or backslash as the Delimiter.

  10. For the Search/Replace option:

    1. In the Search For field, enter the text to be replaced.

    2. In the Replace With field, enter the replacement text.

    3. As needed, select or clear associated options:

      • Match Entire Word: Replace whole words only.

      • Ignore Case: Replace term regardless of the case used (upper- or lowercase).

      TIP: To add text to fields that are blank (empty), leave the Search For field blank.

    4. Skip to Step 10.

  11. For the Replace Field option, select the type of replacement:

    • Copy: Content in the selected From Field will be copied into the To Field.

    • Move: Content from the selected From Field will be moved to the To Field.

  12. Review entries and click Start; if a warning message displays, click Yes.

  13. After the operation completes, check results either in Review or the Database Records tab in Administration.

  14. Search/replace changes may require that the case be re-indexed. If so, a message will display asking you whether to re-index now. Click OK to re-index when asked, or Cancel to do so at a later time.

NOTE: To minimize the impact to the system and user interruptions, it is recommended that cases be re-indexed during “off hours.” If you do not re-index the case now, plan a time to re-index as explained in Index Maintenance.

 

Related Topics

Overview: Case Utilities