Search Term Reports

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What is a search term report?

A search term report allows you to run multiple content and/or metadata searches simultaneously. High level information is provided to users 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 project during early case assessment. Search term reports are also helpful for triaging your review and creating assignments

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Who can access search term reports?

Below are the necessary permissions for accessing Search Term Reports:

  • Receive: You can receive search term reports shared by others
  • Create: You can receive and create search term reports
  • Admin: You have full permissions on all search term reports in the project 

You can read more about configuring feature permissions herePlease note, users subject to document access management will not be able to access search term reports.

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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 set of documents in the project.
  • 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 search: This is the number of documents that are returned by a given search, and only that search.
  • Daily auto-refresh: turning on daily auto-refresh will re-run the search term report each day at approximately midnight. This will allow you to keep your results up to date when using the Search Term Report search term. This will default off for new search term reports.

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Accessing search term reports

If you are an admin, there are three ways to access the search term report interface:

  1. 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.                            new_str.png
  2. 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.
  3. Click the Project Navigation icon in the top right of your toolbar, then select Search Term Reports.

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.

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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 left 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 project. To edit the searchable set, click the blue Edit button in the searchable set box. Although the dropdown search terms are a bit more limited than the search page, the general mechanics of building a search are the same. 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 project, including duplicates. If you want to limit your searchable set to all the unique documents, you have to edit the searchable set, and check the Deduplicate box underneath the query builder. Similarly, you can limit your searchable set to the deduplicated set of documents matching your searchable set criteria.

Once you are happy with your searchable set criteria, click Save. 

A document count of your searchable set will be displayed as well as the total number of documents in your project. The bar in the middle displays the percentage of total documents in your project that are part of your searchable set.

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Step 3: Add a search 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 that you can on the main search page. 
    • 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.

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  • Import multiple terms (content or metadata): Clicking "Import Multiple Terms" will pop up an interface that you can use to copy and paste content or metadata 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 import either content or metadata in one single import.

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  • 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.
  • Upon importing a CSV or inputting multiple terms, you can choose between importing Content or Metadata. You can choose one or the other per import. If you choose to import metadata, you can only import one metadata type per import. This means if you have multiple metadata types to search for, you should run them as separate imports.

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  • You can also choose to only include exact metadata hits by checking the Exact box. You can learn about the difference between Exact and Non-exact metadata in this article.

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.

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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 Table

  • 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. This hit count could also include documents that include the other hits in the table. For example, in the image above 237,345 documents contain the word "energy." Since "documents exclusive to search" is only 97,543, we know that there are documents that include the term "energy" and at least one other term in the table. Specifically we know that 139,802 documents (the difference between 237,345 and 97,543) contain at least one other term besides "energy." 
  • The "Documents exclusive to search" 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 above, the search "california AND (energy OR commission)" returns 87,357 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. These 3,345 documents do not contain the words  "energy" or "price*" or the proximity search "price fixing"~15. On the other hand, the search "price fixing"~15 has 0 hits exclusive to that search. 
  • In thinking about these two columns together, the difference between "documents with hits" and "documents exclusive to search" is the number of documents that contain at least one of the other search terms in your report. What we can also learn from the table is that all of the documents that are retrieved by "price fixing"~15 are also responsive to one of the other searches in your report. There are 0 documents that exclusively have the term "price fixing"~15 and don't have any other term in the table. 

If you want to sort your table, click any of the headers: Search, Documents with hits, or Documents exclusive to search. You can sort by ascending or descending order.

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.

Search term report 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 blue number in the center of the circle represents all results of the search term report. The maroon segment of the circle refers to the documents returned by the searches in the search term report. If you include attachment family members, an additional orange segment will be added to the circle to reflect the documents that have been added as the result of including the attachment family members. Clicking on any of these numbers will open that results in a search using the Search Term Report search term.

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Refreshing

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 now" button. The Daily auto-refresh toggle will allow you to automatically refresh the search term report each day.

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Copy, download, create, share, delete

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Copy

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.  

Download

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

Create

If you have project administrator permissions, you will see the create icon. This icon allows you to export your terms to persistent highlights in Project Settings. Upon creation, your report title will become the category for your persistent highlights. All searches that include only content terms will be included as highlights. Any non-content searches will be excluded. This includes searches with metadata terms or with the use of logical operator NOT. If you export a term that is a duplicate, the term will be skipped. If there are no new highlights that will be transferred, you will receive a notification indicating so. 

Sharing

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, as well as remove user permissions on the search term report for any user except themselves and the owner 

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A deeper look into interpreting the search term report

If you are still unsure about how to interpret your search term report results, here are a couple examples to further illustrate how to interpret your search term table: 

  • The "Documents exclusive to search" column: The search "'price fixing'~15" returns 1,615 documents with hits in our searchable set. This means that 1,615 documents in the searchable set had the words "price" and "fixing" within 15 words of each other. However, there were zero "Documents exclusive to search" returned by that search. This means that, of the 1,615 documents that fit the "'price fixing'~15" search criteria, all of them fit the criteria of at least one of the other searches (i.e. "energy", "price*", "california AND (energy OR commission)"). In other words, none of the documents returned by the"'price fixing'~15" search were only returned by that search. Put another way, the "'price fixing'~15" search returned no unique documents relative to the other searches in the search term report. 
  • The difference between the "documents with hits" and "documents exclusive to search" column: the number of documents that include at least one of the other search terms in your report. For example, the difference between the number of "documents with hits" and "documents exclusive to search" for the "energy" search is 139,802 documents (i.e. 237,345 hits - 97,543 exclusive documents = 139,803). This means that 139,802 of the documents that satisfy the "energy" search criteria also satisfy at least one of the other search criteria in the search term report.   

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