Search Results Table

 

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Accessing the results table

The results table can be accessed from any search you have conducted. After building a search, click "Search" to access the full results table view. The table itself 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 green Search card from the homepage. Any set of documents that you open from the homepage will also take you to the results table.

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Navigating 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 efficiently 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.

row#.jpg

After the jump, the row will be automatically highlighted in the table. The row will appear at the bottom of the table if jumping from a lower row number, or at the top of the table if jumping from a higher row number.

Name

The name of your search is listed in the top left-hand corner. You can rename your search by clicking the name. Type in a new name, and hit “enter” on your keyboard to automatically save it. You can also 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

 

Selecting 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 will therefore be affected by a batch action or export. But, 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. 

row selection.jpg

 

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

 

If you want to quickly select a contiguous range of documents, first select the document at the beginning or end of the desired range, then select the document at the opposite end of the range while holding down the "shift" key. This will select all the documents in between the two selected documents. 

shift to select.gif

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Organizing the results table view

By default, your results will open in the last view you have used. If you have not visited the results table before, your view will open in the project default view. If you are opening a shared search, your results table will open 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”.

 

Adding and removing columns

To add other fields to your results table, click on the View icon in the Results Table toolbar and choose Add or remove columns.

A window will pop up that allows you to select your desired columns. You can either scroll through the list, or type in a field name at the top to select a column type. Selected columns will be highlighted in yellow. You can also deselect a column by clicking its highlighted name.

There is no limit to the maximum number of columns you can add. Click Save to update your column view and to return to the results table.

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Ordering columns

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

To move a column:

  • Select and hold a column header
  • 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.

move column.gif

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Sorting by columns

To sort the documents by a particular column’s attribute, click the caret icon associated with that column and select “single-column sort (asc/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.  

sort ascending.gif

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

To sub-sort:

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

The example below sorts first by number of pages, then by From.

add to sort.gif

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Managing 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 icon on the Results Table toolbar.

Selecting a view

To select a view, you can click on the View icon. You will see a list with some options at the top and your views separated into three categories below: Project default view, My views, and Views shared with me. Clicking on a view listed in these sections will load the view for the current search in your results table.

Saving a view

If you choose to save a view you will be presented with a dialog box. You can either save a new view or overwrite an existing view that you created previously. Overwriting a view will update that view for everyone that has access to it. Once you have selected a new or existing view, you can enter or alter the name of the view and, if you are a project administrator, choose 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.)

Managing views

When managing your views, you can rename a view, share it with others, delete it, or hide it from your View menu. You can only rename or delete a view if you are the creator.

Sharing 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. Those users can then select your view via the View icon dropdown.

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

Filtering your results

Filters allow you to look at a subset of the documents within a search quickly without refining the underlying search in the query builder. To add a filter, click on the filter icon next to the column header, make selections, then click Add.

filter column.gif

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. The first way is to 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.

The other way you can review the document is by toggling on Quick Review mode from the toolbar of the results table, which is helpful for high-speed review workflows. This will open the document from the selected row in a right-hand pane.

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