Data Visualizer

Data Visualizer provides an overview of the documents in your database by summarizing their characteristics visually. With Data Visualizer, you can explore documents at a glance without the need to review individual documents or predetermine a search. This is particularly useful in the context of early case assessment.

You can visualize all documents or search by a particular term and then visualize various properties within that search. Or, you can visualize data based on ratings, codes, or predicted relevance values derived from a predictive coding model.

 

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Video about Data Visualizer:

How to access Data Visualizer

Data Visualizer is accessible to every user. You can also begin visualizing data from the search page, or from the results table of any set of documents. Please note that Data Visualizer always uses up-to-date documents, even if your results table has not been refreshed. Additionally, users subject to document access management may only visualize documents they can access. To access Data Visualizer from the search page, click "Open Data Visualizer."

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You can also click any prior search, including All Documents on the homepage, and access Data Visualizer from the results table. In the results table toolbar, click the Visualize icon to enter Data Visualizer. 

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You can also go directly to a specific visualization from the results table.  Click the caret icon of the column you’d like to view in Data Visualizer. Select Visualize. This will bring you to the corresponding section of Data Visualizer. Note that this option does not appear for all sorting dropdown menus. 

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Dashboard view

Upon opening Data Visualizer, you will see a dashboard view. Here, you can pin any visualization to the page, giving you an overview across visualizations. Upon opening Data Visualizer for the first time in that project, popular visualizations will be provided at the bottom of the dashboard. To pin a visualization to the dashboard, simply click the pin icon. To pin other visualizations, you can navigate to them via the left hand panel (using the category headers, or the "Filter visualizations" input box).

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Dashboard items cannot be filtered, but you can easily access an individual visualization by clicking it. To return to the dashboard view, click Dashboard in the left hand panel.

You can also rearrange dashboard items by clicking to hold, then dragging and dropping them. If you prefer that each visualization is larger, you can toggle the button in the top right to see bigger visualizations. 

To unpin a visualization from the dashboard, click the three-dot menu icon in the top right of the pinned visualization. Select Unpin. 

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Dashboards are saved for your account, meaning that if you leave Data Visualizer, then come back to it (via a different search or result), your dashboard settings will be maintained. However, your dashboard settings will not affect others on your project.

You can also view the dashboard from the homepage by selecting “Document overview” in the left hand navigation bar. Any changes you make to your dashboard will be reflected in the document overview. Learn more about document overview.

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Applying filters to Data Visualizer

In Data Visualizer, various document and review categories are displayed on the left side panel. You can filter by any of the following properties.

Review

People

Document

Dates

Prediction

Codes

From

Doc Type

Primary Date

Rating

Rating

To

Has Format

Family Date

Custom models

Binders

Cc

Subject

Date

 
 

Bcc

Bates/Control #

Date Created

 
 

Custodian

File Path

Date Modified

 
 

Author

Application

Date Accessed   
   

Title

Date Sent   
   

Billable Size

Date Received   
   

Num Pages

   
   

Primary Language

   
   

Document Set

   
   

Document Set Type

   


To use Data Visualizer, select a property within a certain category (like a date range, or particular custodian, for example). Then, apply the filter by clicking "Add Filters." After the filter is applied, all resulting graphs will adjust to display the filtered data. You can remove filters from the top of the screen once they are applied by clicking the red x.
 

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Filter by date 

The “Dates” section allows you to filter your documents by a date range. Your document’s metadata will dictate which date field you should use. In other words, although all date options are available in the panel, only certain fields may be captured in the metadata.

To use the date selection tool, zoom into a particular date range by using the chart at the bottom. To select a range to zoom into, click and drag. The range selected in the bottom chart will be reflected in the main chart. You can also move your selection by dragging it. You can resize your selection by clicking and dragging either end.

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Then, you can select the filter you’d like to add by clicking and dragging a range in the top main chart. In the example above, dates between 2001-2002 were selected in the bottom chart. Then, between the years 2001-2002, the dates of February 2, 2017 - 6/21/2017 were selected to add as a filter.

To apply a date range filter to your search, click “add filter”. If you do not add the filter and move away from the page, a dialog box will appear asking if you’d like to continue without the filters, or go back to apply them.

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After you apply a filter, all resulting visualizations will be displayed with the filter(s) applied. For example, we can now view the breakdown of fields like subject line, author, and doc type within our given date range. You can start by filtering any category, not just date, and visualize all subsequent categories with that filter applied. Your applied filters will be shown at the top of the page and can be removed by clicking the red x.

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Filter by file path

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You can use Data Visualizer to explore the file structure of documents. To do so, choose File Path under the Document section of Data Visualizer.

The first view you will see is the top level of the documents’ file structure. If there are multiple custodians in your search, you will see the list of custodians in this top level view.

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If the documents in your search do not fall under multiple custodians, your visualization will start at the highest level of the file structure with multiple directories.

From here, it’s possible to either filter by custodian, or drill down deeper into a given custodian. To filter by custodian, simply click the bar of the custodian, or custodians, that you would like to filter your documents by. Then, click Add Filters. This will change the visualization to show hits only for those custodians.

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To drill down deeper and see the folders and documents associated with one of these custodians, click the custodian’s name in blue.

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The visualization will display any datasets assigned to the custodian, assuming no additionally restrictive search or filter criteria. For natively uploaded documents, the name of the dataset will be displayed. For processed documents, “(No dataset)” will be displayed unless the document has a metadata value for Dataset.

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To see the underlying folders and documents in a dataset, click its name in blue. Datasets may have underlying container files, loose documents, or both. The visualization below shows both folders and loose documents in James Smith’s native dataset “Original Native Dataset (keep).”

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To go deeper into your documents’ file structure, continue clicking on its subdirectories. To return to your previous location, click the Back arrow. To go to a higher level in the file structure, simply click the Up arrow, or click the name of the desired directory in the file path to the right of the arrows.

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When filtering your visualization, you may notice a banner appear at the top of the visualization saying that the current visualization only includes the paths of documents that match your search and filter criteria.

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This means that, due to your search and filter criteria, not all directories that exist at the current level are being displayed. In the above example, the visualization has been filtered to show file paths under three custodians, despite there being file paths under more custodians that exist in the project. The warning is noting that there are other paths that exist at this (custodian) level in the project, but they are not currently being displayed because the applied search and filter criteria have excluded them from the visualization. Clicking “View all X paths in directory” will open a visualization that is drilled down to the same file path level, but includes all possible hits in the project.

To filter by multiple, separate paths, select the filters for all desired paths before adding the filters to your visualization. For example, let’s say you want to see all documents that are either in Adam Jones’ dataset called “Dataset 21305” or in Bill Bryant’s dataset called “Original Native Dataset (keep).” To begin, locate the Adam Jones’ dataset and click the purple bar, but don’t click Add Filter yet.

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Next, locate Bill Bryant’s dataset. Click the bar on that dataset, and then click Add Filter to filter your visualization to both file paths.

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If you navigate to the “(Top)” level of your file path visualization, only the two selected custodians will be visible. Additionally, if you drill into either one of those custodians, only the selected dataset will be visible. To see which file paths your visualization is displaying, hover over the breadcrumbs at the top of your visualization.

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Data Visualizer will override any previous file path filters that conflict with newly selected filters. For example, let’s say you have applied a filter to limit your visualization to one custodian, Adam Jones.

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Then, you decide to apply a filter to limit your visualization to a particular dataset under Adam Jones. A popup will warn you that these two filters are in conflict, and if you apply the newly selected filter, the previous one will be deleted. This is because the previous filter, which displayed all documents under Adam Jones, is incompatible with a filter which limits your visualization to a specific dataset under Adam Jones. To add the new, more restrictive filter, click Continue and then Add Filter.
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Filter by email participants

You can find email participant metadata under the People heading on the left-hand sidebar. The To, From, CC, and BCC terms as well as the Parties and Recipients smart terms are all considered email participant fields. You can learn more about these fields in this article.

For these visualizations, you can view the values by count of Domains, Contact Names, and/or Email Addresses using the checkboxes at the top of the visualization.

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You can select values to include in a filter by clicking on the horizontal bar you would like to add. Selecting Contact Names will automatically include all email addresses associated with the displayed  Contact Names. You can view these email addresses by hovering your cursor over the bar.

Once you begin to select values, you will see the Graph Selections box appear on the right-hand side with the familiar “Any of”, “All of”, and “and nothing else” modifiers. You can read this article to learn how these will affect your search. The Graph Selections box will show you the number of hits associated with the bars you have selected. This number is not necessarily the exact count of documents that match your search as a single email can be sent to multiple recipients and thus match several values in the list. To view the count of documents that match your search, you must add the filter to your search and view the document count in the Instant Search Preview in the bottom right of the screen.

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NOTE: These options do not apply to the From field which will always search using the “Any of” modifier. This is because an email can only ever be from a single address.

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Exporting Data Visualizer results

To export a report of your Data Visualizer results, click Export in the top right corner of your visualization. This will export hit counts for all properties currently visualized, limited by applied search and filter criteria. For example, let’s say you export the following visualization, which displays the ratings of documents coded Responsive:

 

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When interpreting the export, it is important to note that the counts are limited by the criteria Coded: Responsive. In other words, it would be inaccurate to say that 324 documents in the project are rated Hot. Rather, of all documents coded Responsive, 324 of them are rated Hot.

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Data visualizer filters in the results table

Filters on a search in Data Visualizer will be automatically applied to the results table for that search. To see this, create a visualization in Data Visualizer, add some filters, then select “View results table”. You will be taken to a results table of the same search with the same filters applied. You will be able edit these filters just like any other results table filters.

Filters will be preserved, so if you go to another page on the site, then return to the search card, your filters will not be deleted.

 

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You can return to Data Visualizer by clicking Visualize again. Filters can be added, removed or edited in the results table but only added or removed in Data Visualizer.

 

 

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To create a new search card with filters applied to the underlying search, select the three-dot menu in the top right and click “Create new search from filtered results”.  Your filters from the Data Visualizer will now be applied as search terms. You can add other search terms by clicking Refine and save new searches as you normally would by clicking Begin Review.

 

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In the case where a user creates two filters in Data Visualizer in the same category, such as two separate filters on codes, then returns to the results table, only the filter created first will be editable. An uneditable filter will have a red X in the label instead of an edit icon. Clicking on the red X will simply remove the filter.

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Learn more about filtering in the results table here.

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