Table of contents
- What is a search term report?
- Key search term report terms
- Accessing search term reports
- Creating a new search term report
- Understanding your search term report results
- Downloading, copying, bindering, and sharing
- What if I want to allow reviewers to create search term reports, but don't want to make them admins?
What is a search term report?
A search term report allows you to run multiple searches simultaneously. High level information is provided about the number of documents that hit on any of the searches within a search term report.
Using search term reports, you can explore the documents in your database, perform early case assessment, or triage review.
By default, search term reports are only available to case admins. However, if an admin shares a report with a reviewer, the reviewer can access the report as well. Please see the "sharing" section below for more information.
Key search term report terms
- Searchable set: The searchable set defines the set of documents that you are running your searches across. If left undefined, the searchable set is simply the entire database.
- Table of searches: The table of searches lists the individual searches that you’re running within a single search term report. The set of documents that you are running these searches across is defined by the searchable set.
- Documents with hits: This is the number of documents that are returned by a given search. These documents could also be returned by any one of the other searches in the search term report.
- Documents exclusive to term: This is the number of documents that are returned by a given search, and only that search.
Accessing search term reports
If you are an admin, there are two ways to access the search term report interface:
- (i) Clicking a search term report card (forest green) in the searches column on the homepage will open the search term reports interface with the particular report loaded.
- (ii) Clicking the (+) icon by the searches column on the homepage and selecting "Search Term Report" from the drop-down menu will bring you to the search term report interface with an empty search term report loaded. You can open any existing search term report you have access to using the list on the left-hand side of the interface.
If you are a reviewer, an admin must share a search term report with you for you to access the search term report interface. If you have "view" permissions on a report, you can only see the results of the shared search term report. If you have 'edit' permissions, you can change the searchable set and searches in the report. If you have 'share and delete' permissions, you can also share and delete the report itself. You can access shared search term reports from the appropriate card(s) on the homepage, or from the attached card(s) in the message center.
Creating a new search term report
To access an empty search term report, you can:
- Click (+) by the searches column on the homepage and select "Search Term Report"
- Click the blue "create a new report" button in the upper right of the search term report interface
Follow the steps below to create a new report:
Step 1: Create or verify the name of your search term report. If you want to favorite a search term report such that the associated card shows up under the favorites column on the homepage, click the star icon to the left of the name.
Step 2: Specify the searchable set, or leave it unspecified if you want the searchable set to be all the documents in your database. To edit the searchable set, click the blue "edit" button in the searchable set box. The searchable set criteria is created through the same visual interface that's found on Everlaw's search page. To learn more about how to build out a criteria using the interface, visit our search help articles.
- By default, document deduplication is turned off, so leaving the searchable set unspecified will allow Everlaw to look across all the documents in your database, including duplicates. If you want to limit your searchable set to all the unique documents, you have to edit the searchable set, and toggle deduplication "on". Similarly, you can limit your searchable set to the deduplicated set of documents matching your searchable set criteria.
The left-hand side of the searchable set box provides information on how many documents are in your searchable set, as well as the total number of documents in your case.
Step 3: Add a search(es) via the table of searches. You have a couple options for adding new searches:
- Typing directly into the input box: If you type directly into the input box, you will be restricted to a content search. However, you can use all the advanced content search types and functionality. If you click the "metadata" button you'll be given access to a mini query builder with metadata, content, and logical operator search terms that you can use to create your search.
- Copy and pasting: Clicking "import multiple terms" will pop up an interface that you can use to copy and paste content searches to add to your search term report. The searches must be in the format of one search per line. You can use advanced content search types, which you can read about here. You can also use parentheses and AND/OR to create more complex content searches. You can also use this view to quickly type in multiple content searches.
- Importing a file: You can also import a text file that has one search per line from the copy and paste interface. Similar to copy and pasting, this method is limited to content searches. However, you can use advanced content search types and parentheses and AND/OR to create more complex content searches.
Note that depending on how many searches you are adding at a time, and the complexity of those searches, it might take anywhere from a couple seconds to a couple minutes for your search term report to update. You can perform other tasks on Everlaw while waiting for your report to update.
Understanding your search term report results
After adding a search to a search term report, the table at the bottom of the interface, and the graph at the top of the interface, will adjust to reflect information about your updated search term report.
- The "Search" column lists all of the searches that are being run against your searchable set in a given search term report.
- The "Documents with hits" column displays the number of documents within the searchable set that are returned by a particular search.
- The "Documents exclusive to term" column displays the number of documents in the searchable set that are returned by a particular search, and only that search, within the search term report. In the screenshot below, the search "california AND (energy OR commission)" returns 87,257 documents in our searchable set, but only 3,345 of those documents are returned by only that search, and by no other searches in the search term report.
- The difference between "documents with hits" and "documents exclusive to term" are the number of documents that include at least one of the other search terms in your report.
If you want to delete a search, click the appropriate trashcan icon in the far right column. The row associated with the search will be grayed out, and the numbers on the table will adjust to reflect the deletion of the search. You can undo a deletion by clicking on the undo icon that will replace the trashcan icon in the far right column.
Clicking on any of the numbers in the table will open a results table with those documents. This is the easiest way to access results from your search term report.
Including/excluding attachment family members
You may want to include attachment family members in results returned by the search term report. If you normally review documents and their family members together, including the attachment family members will give you a better sense of total number of documents needing review. After selecting "include family members in count" at the top of the table, Everlaw will identify any and all emails and attachments that have been returned by the searches in your search term report, and add their family members to the result set. This will affect the numbers in the table and in the graph.
A visualization of the total number of results relative to the total number of documents in the searchable set is provided in the upper left of the search term report page. The maroon number in the center of the circle, and the corresponding maroon segment of the circle, refer to the total number of unique documents returned by the searches in the search term report (ie. the sum of the "documents exclusive to term" column).
If you include attachment family members, an additional purple segment will be added to the circle to reflect the documents that have been added as the result of including the attachment family members. The number in the center of the circle still reflects the total number of documents returned by the search(es) in the STR before family members were added.
The box on the top left shows you when the search term report was last updated. You can also manually refresh the report by clicking the blue "refresh search values" button.
Downloading, copying, bindering, sharing
There are two options for downloading information contained in a search term report. To access the download options, click on the download icon in the upper left of the interface.
- The CSV option will download a csv file with reflecting the information in the table
- The PDF option will download the entire search term report
Copying will create a new search term report that is a carbon copy of the original. This is a good option if you want to make adjustments to a search term report, but retain the original report and result.
If you want to export all search results to a binder, click the binder icon. You can add documents to an existing binder, or create a new binder.
By default, a search term report is private to the creator. To share a search term report, click the share icon. Just like with binders, you can give the recipients of your message varying permission levels:
- View: Recipients can only see the search term report
- Edit: Recipients can also make changes to the search term report (ex. modify the searchable set, add/remove searches)
- Share and Delete: Recipients can share and delete the search term report itself
What if I want to allow reviewers to create search term reports, but don't want to make them admins?
By default, only admins have the ability to create search term reports. If you also want reviewers to create search term reports without having to make them admins, you can make an empty search term report, and share it with the reviewer with either edit or share and delete permissions.