Follow

Searching - Tips & FAQ's

Topics Below: 


Search Tips and Tricks:

Coding field, enter the name of the field, a colon, and the text.
Examples:

  • document_date:"January 12, 2007"
  • author:smith

 

A phrase, enclose the phrase in quotes.
Examples:

  • “John Joseph Smith”
  • author:”John Joseph Smith”

 

Using + and – operators - You can require a term to be matched, or exclude items for which it matches, respectively.
Examples:

  • smith +patent -invention (matches "patent" but not "invention", scoring matches of "smith" higher)
  • smith -author:smith (matches "smith" unless the item was authored by "smith")

 

Specific combinations of terms - You can use the boolean operators AND, OR, and NOT. “and” and “or” will be automatically capitalized for you, but you must enter “NOT” in all-caps to use it as an operator instead of the word “not.” For best results, use parenthesis to group the combinations together.
Examples:

  • author:(smith OR jones)
  • smith AND (patent OR invention)
  • (author:smith AND kind:(email OR conversation)) or (author:jones AND document_date:2007-10-12)
  • (author:smith AND NOT kind:email) or (author:jones AND NOT designated:defense)

 

Matching Terms or Certain Character Sets - You can search for terms that end in a certain way (up to 6 characters) - you can place a "wildcard" anywhere in a search term. The question mark (?) will match any single character (letter/number/etc.), whereas the asterisk (*) will match any sequence of zero or more characters.
Examples:

  • author:john* (matches john, johnson, johnsen, etc.)
  • jar?d (matches "jared", "jarod", etc.)
  • document_date:2007-06-* (matches any date in June 2007)

 

Dates - You have multiple options, including searching before/after specific dates. Prefixing a less-than ("<") or greater-than (">") operator to the date will search for dates before or after the specified one, respectively. Adding an equals-sign after the operator will match dates "on or before" or "on or after" the specified one.
Examples:

  • document_date:<2007-07-13 (matches dates before July 13, 2007)
  • document_date:>=2007-07-13 (matches dates on or after July 13, 2007)
  • kind:depositiondate:>=2007-07-01 depositiondatedate:<2007-09-01 (matches depositions in July and August, 2007)

Note: in general, dates must be written as yyyy-mm-dd, but Nextpoint will translate some common date formats for you when doing basic field searches.

 

Searchable Coding Fields - To search in a particular coding field, enter the name of the field, a colon, and the text. For your reference, we've compiled a list of all the possible fields built into Nextpoint that you can search here.

For example, in both Review and Prep, to search within a particular folder use the following syntax:

  • folder:"folder name"

 When you create a new custom field, you can use this same syntax to search that field.

 


Searching in Review

There are several ways you can find documents in Review using the Search box:

  • Perform a simple search by entering your term(s) in the box, and clicking Search. This window supports full Boolean searching as well.
  • Click Advanced Search to open the Advanced Search window.

 

  • Use a Filter Search by selecting the document categories and/or coding you wish to search by, then press Filter Documents. For instance, this filter search would return all Redacted, Not Privileged documents that have been marked as Responsive to the "Environmental" Issue. 

 

  • If you have Standard or Advanced status, on the Analytics tab you can perform a quick search by clicking on any graph or total on the page:

    analytics_splash_page.png

 


Advanced Search in Review

Nextpoint employs Boolean logic with Advanced Search. Enter your data in the appropriate fields and press Advanced Search. Here's a breakdown.

 

  • Search string builds as you enter terms
  • Search by Review Status
  • Use Boolean operators and proximity search
  • More search tools are available in this dropdown, such as word exclusions and fuzzy searches
  • Search within specific coding fields
  • Click Advanced Search when all terms are entered, and you will be taken to a results page 

 


How do I find all documents that do (or do not) have a value set for a particular field?

Here are some examples of syntax using the "Shortcut" field:

To search for documents that HAVE a value: shortcut:*

To search for documents that DO NOT HAVE a value: shortcut:NULL 

 


How can I return ALL documents?

There are various searches that you can run to return all the documents in your case:* (wildcard search by itself yields all documents)

title:* OR title:NULL (title can be replaced with other fields, such as bates or date)npcase_id:0000  (where 0000 is your case ID

 


Can I nest Boolean criteria?

Yes, you may group ("nest") criteria in your search using parenthesis. Examples:

  • (author:smith AND shorcut:(email OR conversation)) or (author:jones AND document_date:October 10, 2007) 
  • (author:smith AND NOT shortcut:email) or (author:jones AND NOT designated:defense)

 


What is a "Fuzzy Search"?

A "fuzzy search" can be used to retrieve matches that normally would have been "near misses".

A numeric value on the scale of 0-1 is used to indicate how liberal the included results should be. A value of "1.0" would mean "exact matches only, while a value of "0.0" would match everything (but would lead to significant performance issues). The recommended range for a fuzzy search is from 0.5-0.9. Examples: With a "0.8" numeric value, a search for "plaintiff" would return documents containing "plaintifh" (perhaps a misspelling).

 


Why is my search containing slashes not returning the rows I expect?

A slash is considered an illegal character and is removed from your search string when it is submitted. You can normally obtain the desired results by replacing your slash with a wildcard (?) character.To find "/directory/filename.doc" in a custom field called "folder_path"folder_path:"?directory?filename.doc"

 


Is document filtering an “AND” search or an “OR” search?

Filters produce “AND” search results. For example, filtering would be useful if you were looking for all documents containing the Folder “Defense” and the Issue “Contract Performance.”

If you were looking to run an “OR” search, this can be easily performed using Boolean logic in the search field.

For the previous example, you would type folder:defense OR issue:"contract performance". To use the Filters, click the arrow next to the identifier you wish to search by and press Filter Documents.

 


How can I search for docs that have been Exhibit Stamped or Bates Stamped? 

Some sample syntax for various stamp searches:

  • exhibit_stamped_as:* (returns all documents with a stamp)
  • exhibit_stamped_as:Defense  (returns all documents with Defense label stamp)
  • bates_stamped:true (returns all documents that have been Bates stamped)
  • bates_stamped:false (returns all documents that have not been Bates stamped)

 


How can I search for a particular Exhibit Number? 

In Prep, find a particular exhibit number use the following search syntax:

  • folder:PX-1 (where PX is substituted with your Folder Abbreviation, and the number is that of the exhibit you are searching for)

 


How can I search for a Bates prefix, number, or range?

To search for documents with a particular Bates prefix use the following syntax in the Search window:

  • bates:ABC* (where ABC is substituted with your particular prefix)

When searching for documents with a particular Bates number use the following syntax in the Search window:

  • bates:ABC_000001 (inclusive of any underscores for spaces, hyphens, and/or leading zeros)

For Bates numbers with spaces in them use the following syntax:

  • bates:["ABC ABC_000001"]

There are a few ways you can search within a Bates range:

  • Enter the Bates Range in the Coding Fields section in the Filter search, and click Filter Documents.
  • Go to the Advanced Search, and in the bottom section, More Document Options enter the starting and ending Bates numbers. 
  • Use the following syntax in the Search window: Bates:[ABC00001 ABC00099]
  • Use the following syntax for a Bates range with spaces: Bates:["ABC ABC_000001" "ABC ABC_000002"]

Note: Only in methods 2 & 3 you can change sort criteria to sort by Bates.

 


How can I search for a document coded with an "additional tag"?

To find docs with a specific tag, you can search - "tag:tagvalue"

 


How can I save my search?

To save a search, enter your search criteria, execute your search, then click the icon next to the Search button.

 

A popup window will open, where you can name your search, and choose whether you want it to be Public so others can access it. Click Save this search, and it will be available.

 


Is there a way to create a word frequency count from the OCR to help craft searches?

This information exists in the background metadata, but is not displayed as part of the standard functionality. A custom script could be developed upon request, please inquire for an estimate of the charges. 

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments