Data Mining - Searches and Search Groups

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The primary function of Data Mining is to run search terms on large sets of documents. Both Searches and Slices allow users to narrow their data sets in order to only review the most relevant and useful data. Searches will focus primarily on the terms found in the text of your data while slices will allow you to group search groups and restrict your final sets by the properties of your data. Here is how "Search" works in Data Mining. 

Begin by clicking onto the "Search" tab.  

Search Builder

search builder.jpg

  • Building your search:
    • In the search builder input field (1), you can manually enter your searches or paste from your external documentation into the field.
    • In the search builder, each line item is equal to one search. If you would like to start a new search within the input field simply press enter/return on your keyboard.
    • Note: We strongly suggest running searches in sets together, rather than individually when possible. This will be the most time and cost efficient way to search.
    • For example it is considerably faster to run 100 searches together than it is to run them individually.
    • You can also work out the syntax in any outside text editor and copy/paste them into the search builder.
    • Currently, only the following metadata fields can be searched via the search page:

      mailbox_path
      author
      subject
      email_from
      email_to
      email_cc
      email_bcc
      email_subject

      You can filter all other available metadata and file properties via the slice builder when creating your slice. 

  • Assign to a search group:
    • While you can allow searches to run individually, it is usually best to assign them to a search group. This way you can run reports on the set or include them in later slices and exports. 
    • To add to a search group, click on the dropdown menu below "Add to Search Group" (2) and select an existing group or choose the "Create New" option at the top of the menu. 
  • Save Searches:
    • You can also put a date restriction on individual searches at this point or you can add date restrictions in the "slice" step. If you restrict dates in this step, the date range will be connected with each individual search term. If you want to be able to adjust this date restriction on later iterations of your project, it is best to restrict your dates in the "slice" section. 
    • If you choose to include a Date Restriction, note that searches are inclusive of the input dates (so 10/29/2022 to 10/31/2022 would include 3 total days)
    • Once your searches are in the input box and you have grouped them as you want, click on the "Save Searches" button (3). Then, the searches will transfer to the "Saved Searches" tab (4). 

Saved Searches

saved searches.jpg

The Saved Search table showcases a list of all of the searches you have created within this project.

  • Here you can see how each line item within the search builder (as mentioned in the previous step) appears as its own row with related data, conditions applied, and slice assigned. Clicking on the search term will show the term along with any date restrictions applied to it. 
    • Each line item includes specific data relating to that search including file and family count, uniqueness and search proportion. See Glossary.
      • "0" results means that there were no hits for that search.
      • Empty results means that the search has not run yet. The user should hit the “calculate results” button (2) to view the results of the search.
      • The "Calculate Results" button refreshes both new and old searches with updated hit counts based on all documents currently in the database. If you have multiple searches (or even multiple slices) to run you should add them all to the search table before clicking the "Calculate Results" button. 
      • "Error calculating results" means that an internal error occurred on this search. Users should reach out to the support team to identify the issue and possible next steps. If you would like to retry these searches, please copy them to builder, edit as needed, and run them again,
    • If you selected a search group in the “Search Groups” column of the search page, you will be shown the Search Group Details modal which give you more detailed insight into your search group including the search terms. In this modal, you can also remove searches from a search group. 
      • You can review, compare, and contrast these search groups and the data that they yield for context as to what you may want to export later on.
      • You can add new search terms to a group on the fly by selecting the "+Add" button next to unassigned search terms.
    • The "Copy to Builder" button (4) will copy selected terms to the builder where they can be edited and rerun with modified conditions. This button will only be active when one or more terms is selected.
    • To clear out your list of saved searches, you can select the ones you want to remove from the table and click on the "Archive/Unarchive" button (5). This action is reversible and you can review archived searches at the bottom of your saved searches chart (they will have "True" in the "Archived" column of the chart).
    • Search hit counts only refresh after the "Calculate Results" button is pushed. The "Last Updated" date/time (6) lets the user know the last time that the searches were updated. If you import new document sets and want prior search sets to include the new documents, you need to click the "Calculate Results" button to recalculate the results. 

Next up: Data Mining Search Guide 

Or view one of the other support resources in the Data Mining series:

Data Mining – Getting Started

Data Mining - Project Dashboard

Data Mining – Uploading and Importing Data

Data Mining - Exporting Reports and Data

Data Mining - Glossary

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