How To Create A Search Hit Report

In this article, you will learn how to create a Search Hit Report, also known as an SHR. These reports are valuable to evaluate cases, divide work among staff, estimate how long a review will take, figure out how much the project may cost, and simply to get a sense of what is in their data.

Search Hit Reports provide detailed analytics and metrics related to the search terms used to identify relevant documents in a dataset. Legal teams, generally in the early case assessment stage, can leverage the reports to assess the effectiveness of their search strategies and make decisions about further refining search terms or culling documents for review.

While creating an SHR, you should be familiar with a few key terms which are defined below:

• Searchable Scope: The dataset the user is generating a search report on, currently limited to all files or a specific folder in the database
• Search Term: Keywords or phrases used to locate relevant documents in the scope. 
• Direct Hits: The number of documents returned across all terms in a search report, including duplicates.
• Family: A document and its related files, such as email attachments or embedded files, reported together in search results.
• Term ID: Nextpoint search term ID.
• Unique Documents: The number of documents retrieved exclusively by a specific search term.

Build Your Search Hit Report

Step 1. Create the Search Report

Under the Analytics tab, you will see Statistics and Search Hit Reports. Select Search Hit Report. If this is your first time on the page, it will be blank with a prompt to Create a report.

Once you begin creating, a modal will pop up where you can create, name your report, and select your search scope. Click Create. You will then see the report on the left side of the screen under “Reports.”

*You can rename your group at any time via the three dot menu on the top right beside the “run search” button.

When creating, you have to select your scope, which is one of two options: a folder or all of the documents in the data. 

*Note: You cannot update the scope after creating the report but you can copy and paste those terms to create a new report and add terms there.

 

Step 2. Add Search Terms

After creating your new search term group(s), you can start to build the group with keywords, boolean operators, wildcards, phrases, and proximity searches. For more on how to build your search, check out this article.

You can add searches in four ways.

1. Quick Add Search Bar: Begin typing your desired term(s) yo would like to add to your search group.

2. Bulk Add: Bulk add by copy and pasting your syntax into the bulk add drawer that opens when selecting Bulk add terms at the top of the screen.

3. CSV or TXT file: Upload a CSV or TXT file with the desired terms.

4. Field Dropdown: Insert metadata fields (including search text) from the field dropdown to add to your search bar for quick access.

*If you need to edit a term, there are two ways to do this:

1. Edit inline by clicking the term.

2. If the syntax is exceptionally long, click the blue three dot menu to the right of the term and click “Update.” A window will open where you can enter or paste your search to be added.

Step 3. Run search

Once you confirm there are no syntax errors, you can run the search by clicking the blue “Run Search” button in the upper right hand corner of the screen. Once the search is complete, you will receive an email letting you know the search is ready to view.

On the search screen you will see the analytics of your report: total documents searched, how many documents have at least one hit, and direct hits plus related family members.

*If any changes are made while the report is being created, the report will reflect the database prior to the update made.

Step 4. Download Your Report

When you are ready, you can download your report, which will come in CSV format. To share this, you will need to email the report manually.

 

Step 5. 

Once you’ve arrived at your desired direct hit count, you can memorialize the report and initiate tagging.  Once you kickoff the tagging, we will go ahead and insert the search report name, ID, and the ID's the search hit on.

You can verify direct hits by viewing a document and checking the Search Hit Tags section on the right side of your screen.

*We will not tag families with direct hits