Searching - Tips & FAQ's

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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 input an asterisk(*) before and/or after a word to account for variations (e.g. report* will return reporting, reported, reporter, etc..). 

While there is no limit on characters when a wildcard is placed at the suffix of a word, any wildcard placed as a prefix (before the term) will truncate to the last 6 characters.

A 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.

*nextpoint.com = nt.com
matches documents containing nt.com

jar?d
matches "jared", "jarod", etc.

document_date:2007-06-*
matches any date in June 2007

*enact* - will return documents containing the words enact, enacted, reenacted, etc...

 

Embedded Values - If searching in a field which contains an embedded value (e.g. mailbox_path:Emails/Inbox/John Smith Communications/2009) - you can search for the particular value surrounded by asterisks (*) and quotations (").

Examples:

mailbox_path:"*John Smith Communications*"
will return all mailbox paths which include *John Smith Communications*, even if there is a different year following.

 

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

 

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 Discovery and Litigation, 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.

 

Custom Field Range - we currently support numeric custom field range searches bounded in square brackets only

Examples:

custom_field:[1 10]
Searching in Discovery

There are several ways you can find documents in Discovery using the Search bar:

  • Perform a simple search by entering your term(s) in the box, and clicking the eyeglass icon. This window supports full Boolean searching as well.

  • Click Advanced to open the Advanced Search window.

    expanded_review_search_bar.png

     

  • 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 Highly Confidential emails that do not contain Production Placeholders.

    review_filters.png

     

  • 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_overview.png

     

Advanced Search in Discovery

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

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

Search_tips_and_tricks_Advanced_Search.png

 

How do I group my search results by email family?

When viewing the search bar, there is an icon which looks like two document overlapping. If toggled ON (indicated by blue icon color) and you execute on a search syntax, any results will return grouped with other email family members which also meet your search requirements. 

It is important to note, when toggled ON, the only documents which will be returned and subsequently grouped as a family are documents which returned based on your search requirements. Additionally, there is not a particular order which documents will be returned and grouped.  Therefore, an attachment may precede the associated email in your grid view.

group_document_families_in_search.png

In the example above:

  1. An email returned on the search, but the attachments do not, so the email is presented individually
  2. An email and one of it's attachments returned on the search, but the second attachment did not, so the email and single attachment are presented together.
  3. An email and it's attachment returned on the search, but the attachment is displayed prior to the email.
How do I return documents which do/don't have a value for a particular field?

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:*

How can I return ALL documents in my database?

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

Examples:

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

Auto-Populated Search Syntax

To assist in easing your search entry, Nextpoint offers auto-populated values when searching on folders and/or issues.  

To make use of this functionality for your folder or issue search, simply start typing folder:", issue:", or category:" and a list of potential values will appear for your selection.  See examples below:

Search_tips_and_tricks_Folder_autocomplete.png

Search_tips_and_tricks_Category_autocomplete.png

 

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.

filters_unopened.png

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 Litigation, 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, 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 Save button.

shows_search.png

 

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.

saved_search_box.png

Can I create a word frequency count from 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. 

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