Search Results Table

A results table is a list of all the documents in your search and information about each. You access documents for review through a results table.

Table of Contents

• Access a results table
• Navigate the results table
  • Rename your search
  • Table
  • Select documents on the results table
• Organize the results table view
  • Add and remove columns
  • Reorder columns
  • Sort by columns
• Manage results table views
  • Select a view
  • Save a view
  • Manage views
  • Share views
• Filter your results
• Next step: review

Access a results table

 A results table can be accessed from any search you have conducted. After building a search, select Search to access the results table. The table is the same as the one in the Instant Search Preview, except that it now shows the full set of results as opposed to a random sampling of the search results.

To access the results table of a previous search, select the Search card from the homepage. Any set of documents that you open from the homepage takes you to a results table of those documents.

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Navigate the results table

The results table provides information about all the documents in your search. You can customize your results table to display information relevant to you. The results table toolbar allows you to refresh, group, edit, manage views, copy, export, visualize, and share your search results. You can also apply coding actions to multiple documents, as well as assigning, deleting, or reprocessing them, depending on your permission levels.

• You can use keyboard shortcuts to navigate through the results table. To access a full list, press the "?" (shift + /) key.
• You can jump to a specific row in the results table using the selection box in the header. Type the desired row number into the selection box and hit Enter.
  After the jump, the row is automatically highlighted in the table. The row appears at the bottom of the table when you jump from a lower row number and at the top of the table if you jump from a higher row number.

Rename your search

The name of your search is listed in the top left corner.  To rename your search:

1. Select the name.
2. Type in a new name
3. Hit “enter” on your keyboard to automatically save it. 

You can favorite the search by clicking the star icon next to the search’s name.

Table

Each row in the results table represents a separate document.

The background color of the row provides information about a document’s status.

• Grey: Document has been viewed by you
• Blue: First row of the table if table is new, or most recently viewed document if table is not new
• Light Blue: You are hovering your mouse over that document
• White: Document has not been viewed by you

There is a unique icon for each file type. Some common file types are below:

Document

 Email

 Spreadsheet

Image

Presentation

Select documents on the results table

Depending on your permissions, you can perform a number of different actions on documents in the results table, including batch coding and exports.

By default, all documents in your results table are selected, and are therefore affected by a batch action or export. You have the flexibility to select individual documents or subsets of documents. The far left column in the results table shows whether a document is selected. 

Select the topmost checkbox to deselect all documents in the results table. From there, you can select the exact documents you want. 

 

To quickly select a contiguous range of documents:

1. Select the document at the beginning or end of the desired range
2. Hold down the "shift" key
3. Select the document at the opposite end of the range. This will select all the documents in between the two selected documents. 
   

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Organize the results table view

Results table views are customizable. The view you see when you open a results table depends on how you accessed it.

• By default, your results opens in the last view you have used.
• If you have not visited the results table before, your view opens in the project default view.
• If you are opening a shared search, your results table opens in the view that it was shared with. On shared searches, you can reset the results table view to the original view by selecting Reset to search default view.

To customize your view, you can add/remove columns, reorder the columns, and sort by different columns.

Add and remove columns

To add other fields to your results table:

1. Select View >  Add or remove columns. A window will pop up that allows you to select your desired columns.
2. Select the checkbox next to the columns you want to see in your view and de-select checkboxes for columns you want to remove from your view. You can scroll through the list or type in a field name at the top to find a column. 
   Selected columns are highlighted in yellow. There is no maximum to the number of columns you can add.
    
3. Select Save to update your column view and to return to the results table.

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Reorder columns

You can configure the results table so that your document information is organized to your preference. 

To move a column:

1. Select and hold a column header.
2. Drag and drop it to its new spot.

Table preferences are specific to this results table view. You can set up your columns exactly as you like without affecting other views on your project or on others’ projects.

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Sort by columns

To sort the documents by a particular column’s attribute, select the caret associated with that column and select either single-column sort (asc) or single-column sort (desc). In the Num pages column, for example, you can sort by ascending or descending page count. You can switch from ascending to descending order, or vice versa, by clicking the caret icon at the to of any sortable column.  

You can also add a sub-sort, which allows you to sort by two or more categories. 

To sub-sort:

1. Choose your primary sort category by selecting the caret in that column. Sort by either descending or ascending order. The number “1” appears above your primary sort column.
2. Choose your sub-sort category by select the caret icon in that column and selecting Add to sort (asc) or Add to sort (desc). A number appears above the sub-sorted column to designate the sorting level.

The example below sorts first by Num pages, then by From.

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Manage results table views

Each search is associated with a particular view. Views include the selected set of columns, their order, and the sorting of those columns. The view does not include search settings such as including attachments or duplicates. You can select, save, and manage views using the View menu on the results table toolbar.

Select a view

To select a view:

1. Select View. The views available to you are listed in three sections: Project default view, My views, and Views shared with me.
2. Select a view to load  for the current search in your results table.

Save a view

To save a view:

1. Select View > Save view. You will be presented with a dialog box.
2. To save this view as a new view, select +new view.
   To overwrite an existing view, select that view's name. Overwriting a view updates that view for everyone that has access to it.
3. Enter or change the name of the view. If you are a Project Administrator, choose whether you want to make this view the project default view. The project default view will be the first view any user sees in the project. (If another user has an existing search set to a different saved view, that search’s view will not be changed.)
4. Select Save.
   

Manage views

When managing your views you can:

• rename a view
• share a view with others
• delete views
• hide views from your View menu

You can only rename or delete a view if you are the creator.

Share views

There are a few ways to allow others to see your views:

• If you are a project administrator, you can save a view as the project default. This view will be the first view any user sees in the project. The project default is an independent view that can be overwritten by any project administrator.
• Any user can share a view directly with other users or groups through the manage views dialog. To do so:

1. Select View > Manage views.
2. Select the share button next to the view you want to share.
3. Select who you want to share the view with. It can be individual users or an entire group. 
4. [Optional] Write a message.
5. Select Share. Once you do, those users can then select your view via the View icon dropdown.

• When you share a search from the results table, recipient(s) will see your view when they first open the search. 

Filter your results

Filters allow you to look at a subset of the documents within a search without refining the underlying search in the query builder. To add a filter:

1. Select the filter button next to the column header.
2. Make your selections.
3. Select Add.
4. [Optional] Add additional filters.

To learn more about filtering in the results table, please visit this article.

Next step: review

There are two ways that you can review your documents from the results table:

• Click on the document’s row to open the document in the review window. For an overview of how to navigate the Review Window, click here.
• Toggle on Quick Review mode from the toolbar of the results table, which is helpful for high-speed review workflows. This opens the document from the selected row in a right-hand pane.

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