Nextpoint Search Guide

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Updated: March 23, 2020

 Search Topics Below

  • Where to Search in Nextpoint
  • Search Syntax Operators - Search_Text, Search_Fields, AND, OR, NOT, Proximity, Exact Phrase, Wildcard
  • General Metadata - Author, Date, Document Type, File Extension, File Name, File Path, Title, Root Folder, App Name, Encrypted, Page Count
  • Email Metadata - Email Author, Recipients, CC, BCC, Domain, Sender Domain, Receiver Domain, Email Subject, Email Sent, Email Received, Mailbox File, Mailbox Path, Email Message ID
  • Document Metadata - Document Title, Document Subject, Document Author, Document Last Author, Created Date Time, Modified Date Time, Last Print Date
  • Document Identifiers - Nextpoint ID, Bates, Bates Prefix, Bates Range
  • Work Product - Folder, Issue, Responsive Status, Privilege Status, Highlighted, Highlight Notes, Page Notes, Treatments, Exhibit Stamped, Custom Fields, Tags
  • True/False Fields - Privileged, Confidentiality, Redacted, Email Thread, Bates Stamped, Native Placeholder, Non-Imaged Placeholder

Download Nextpoint Search Guide here.

If you are still having difficulty building your search syntax after viewing the search guide, please contact our Product Support team at support@nextpoint.com.


 

Where to Search in Nextpoint

Analytics Search Bar Advanced Search Filters Document-Level

Users can log into any Nextpoint Review database to view the ANALYTICS tab.  

ANALYTICS presents powerful, interactive visualization of your data in graphical form.

Simply click on any of the graphs to view a complete list of the documents in that specific category. The overall progress of your review project is also quickly viewable in the interactive 'doughnut chart’ near the bottom of the page.

To refine the data in your visualizations, just add terms to the SEARCH TO REFINE box on the upper right, and hit return on your keyboard. All data visualizations will redraw correspondingly.

ANALYTICS_Review.png

View further details on the Analytics page here >>

Search Syntax Operators

Operators Description
Term(s) / Words

For any keyword search, simply input the term in your search bar and click return/enter to execute the search.  Doing so will query the database for any search text or metadata which hits on your keyword and return resulting documents to your grid view.

EXAMPLE: patent will return all documents containing the term patent anywhere on the document or in the metadata.

Search_Text:

Will return all documents containing the term in the search text of the documents, only. 

If an input search hits on only a metadata field (e.g. Document_title), but not in the search text, that document will not be returned in your results.

EXAMPLE: search_text:patent will return all documents containing the term patent in the search text of the document, only.

Search_Fields:

Will return all documents containing the term(s) in the coding and metadata of the documents, only.

EXAMPLE: search_fields:patent will return all documents containing the term patent in the coding/metadata of the document, only.

USE CASE:  Depending on the quality of any scanned documents and/or handwritten notes, your document search text may not always be comprehensive or extremely useful.   Instead, many users will annotate or code documents using fields.  As coding takes place over the years, the coding can become inconsistent and users have a difficult time knowing which field to search.   In the above example, search_fields:patent will allow the users to search across fields without knowing the exact field(s) the term patent could appear (e.g. attorney_notes:patent OR reviewer_notes:patent OR title:patent).

FORMATTING NOTE:  

  • search_fields:(term1 AND term2) - will return documents in which term1 and term2 are found within the same field.
  • search_fields:(term1) AND search_fields:(term2) - will return documents in which term1 and term2 are found within any field, so long as they are in the same document. 
Operator Hierarchy

General hierarchy is NOT > AND > OR  

Without parentheses present in your search syntax, any NOT search will be performed before any AND search, and any AND search will be performed before an OR search. 

If you would like to segment your search syntax so a particular group of criteria are considered together (e.g. this OR that OR that), then make sure to enclose that portion of your syntax in parentheses.

EXAMPLE: (batch:2 OR batch:3) AND confidentiality:CONFIDENTIAL will look for any documents in batch 2 or batch 3 that are marked confidential.  The OR search component will be performed before the AND search because the parentheses were input as a directive to consider that section as a segment.

AND, +

Connecting two (or more) terms/fields with AND will return results with both terms - "this AND that".

You can also replace the AND with a plus sign (+).

EXAMPLE: patent AND invention (or patent +invention) will return documents which contain both terms. If a document does not contain both of those terms, it will not be returned for this search. 

OR, ( )

Connecting two (or more) terms/fields with OR will return results with either terms or fields - "this OR that".

EXAMPLE:  patent OR invention will return all documents which contain patent or invention.  So long as a document contains one of those terms, it will be returned for this search.

TIP: You can also enclose two or more terms (not applicable to fields) in parentheses to imply an OR search, so the aforementioned would be (patent invention).

NOT, -

Excludes term or field from results - "this NOT that".

You can also replace NOT with a minus sign (-).

EXAMPLE: patent NOT invention; patent -invention - Documents with the term patent but without the term invention

~

Proximity search, searching within n words

EXAMPLE: “patent invention”~5 - Documents containing the term patent within five words of invention

“ ”

Surrounding any sequence of terms in quotation marks will imply an exact phrase when searching.

EXAMPLE: "prior art" - Documents which contain the exact phrase "prior art"

*

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.

EXAMPLES:

  • *nextpoint.com will truncate to nt.com and return documents containing nt.com
  • conclu*  will return documents containing the words concluded, conclude, conclusion, etc.
  • *enact* - will return documents containing the words enact, enacted, reenacted, etc...

IMPORTANT FORMATTING NOTES:

  • Surrounding a wildcard search in quotes will render inaccurate results.  
  • If you input a wildcard search via Advanced Search (e.g. Author:Charl* to capture Charles or Charlie) please make sure to remove the quotations which are inserted in the Advanced Search builder.

 

General Metadata

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
Author

Combined field identifying the author of an email or document.

EXAMPLE: Author:smith@nextpoint.com

Document_Date

or

Date

Combined date field with the following priorities —

Emails: Sent date then received date.

Efiles and non-email attachments: modified date, then created date.

EXAMPLES:

Specified Date >> Document_date:01/10/2020 - can also use Document_Date:01/10/2020

Date Range, Years >> Date:[2001 2019] - returns results for all documents within that range of years.  Can also use exact dates to narrow your date range.

Date Range, Specified >> Document_Date:["January 10, 2020" "January 20, 2020"] - returns results for all documents within the specified date range.  

Date Range, Greater/Less than >> Date:>2001-09 - returns results for all documents after September 2001;  can also use Date:>09/2001

Document_Type

Category of document based on its origins:

  • Email for any document natively processed as an email file
  • Attachment for any file extracted from an email file
  • Efile for any loose document (not imported as a ranged image import with a load file).

These values can be overwritten via otherwise provided values in a loadfile.

EXAMPLE: document_type:email AND Date:["January 10, 2020" "January 20, 2020"] - all emails dated between 1/10/2020 - 1/20/2020

File_Extension

File extension of the processed document

EXAMPLE: File_extension:xl* - all versions of Microsoft Excel documents (i.e. xls, xlsx, etc.)

File_Name

Original file name of native file — contains subject of email message for email records

EXAMPLE: file_name:mountain* - all documents containing "mountain and anything thereafter" in the File Name.

File_Path

Location from which the file was collected

EXAMPLE: When a document has a File Path field with the value: 

\John.Smith@ClientFirm.com.pst\Top of Outlook data file\John.Smith@ClientFirm.com (Primary)\Recoverable Items\Purges\woof.pdf

This list of searches is not exhaustive, but is indicative of the searches that return this document:

  • file_path:"John.Smith@ClientFirm.com.pst"
  • file_path:"recoverable items"
  • file_path:purges
  • file_path: * purges * (no spaces in NXP)
  • file_path:*purges
  • file_path:"outlook data"
  • file_path:outlook
  • file_path:John.Smith@ClientFirm.com
Title

Combined field that pulls the email subject from emails and the title field from e-files and attachments.

EXAMPLE: title:report  - all emails containing report in the Email Subject line, and all documents containing report in the document title

Root_Folder

Root folder location in your database's File Room at time of processing.  This encompasses any loose files imported from File Room without a load file.

EXAMPLE: root_folder:EDRM_Data* - all documents stemming from a File Room folder beginning with "EDRM_Data" and ending with anything thereafter (e.g. EDRM_Data_001, EDRM_Data_002, etc...)

App_Name

Application Name field value pulled from metadata of native file.

EXAMPLE: app_name:"Microsoft Excel" - all documents containing Microsoft Excel within the App Name Field.

Note: If looking for something like "All excel files", we recommend relying on the file_extension:xl* search as the App Name may not always be populated and/or consistently named when populated.

Page Count

Count of processed image pages for a document.

EXAMPLES:

page_count:0 - all documents which have zero imaged pages in Nextpoint (can assist in identifying identifying documents which didn't image)

page_count:>8 - all documents which have more than eight (8) imaged pages in Nextpoint (can assist in identifying documents which are "more or less than X number of pages")

page_count:[11 24] - all documents which between 11 to 24 imaged pages in Nextpoint

 

Email Metadata

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
Email_Author

Author of an email.

EXAMPLE: Email_Author:smith@nextpoint.com

Recipients

Recipient(s) of an email; Plural regardless of singular or multiple recipients

EXAMPLE: Recipients:smith@nextpoint.com

CC

Recipient(s) carbon copied on an email.

EXAMPLE: cc:smith@nextpoint.com

BCC

Recipient(s) "blind copied" on an email

EXAMPLE: bcc:smith@nextpoint.com

Above searches are dependent on what format your data is brought into Nextpoint. Often inboxes are set where an individual’s actual name appears in the To/From/CC/BCC fields, in lieu of their email handle. For example, cc:smith@nextpoint.com could also be formatted as cc:"John Smith" or cc:smith.  Before performing your email search, we suggest reviewing a couple sample emails or the Analytics "widget" section for further, quick insight.

Email Searching: Nextpoint stores email addresses as a whole and split up for ease of searching. 

EXAMPLE: When a document has text with the email address ‘russel.wilson@nextpoint.com’ this list of searches is not exhaustive, but is indicative of the searches that return this document:

The term `badger2` will also return documents with the email address bucky.badger2@uwbadgers.com

Domain

Returns all emails to or from a particular domain.  This includes the author, recipients, cc, and bcc fields.

EXAMPLE: Domain:nextpoint.com - all emails containing @nextpoint.com in the author, recipients, cc, or bcc fields.

Sender_Domain

Returns all emails from a particular domain.  This includes the author field.

EXAMPLE: Sender_Domain:nextpoint.com - all emails containing @nextpoint.com in the author field.

Receiver_Domain

Returns all emails to a particular domain.  This includes the recipients, cc, and bcc fields.

EXAMPLE: Receiver_Domain:nextpoint.com - all emails containing @nextpoint.com in the recipients, cc, and bcc fields.

Email_Subject

Subject line of an email.

EXAMPLE: email_subject:lunch - all emails containing lunch in the subject line

Email_Sent

+

Email_Received

Date-time of a sent email, or date-time of an email that was received.

EXAMPLES:

Specified Date >> email_sent:01/10/2020 - can also use Document_Date:01/10/2020

Date Range, Years >> email_sent:[2001 2019] - returns results for all documents within that range of years.  Can also use exact dates to narrow your date range.

Date Range, Specified >> email_received:["March 13, 2019" "April 6, 2019"] - returns results for all documents within the specified date range.  

Date Range, Greater/Less than >> email_received:>2015-09 - returns results for all documents after September 2015;  can also use Date:>09/2015

Mailbox_File

If present, filename of mailbox archive email was extracted from.

EXAMPLE: mailbox_file:john.smith444_gmail.com.mbox - all emails and attachments which stemmed from the compressed mailbox file of "john.smith444_gmail.com.mbox"

TIP: Want to find only the emails from a particular mailbox_file?  Try searching mailbox_file:john.smith444_gmail.com.mbox AND documennt_type:email

Mailbox_Path

Mailbox path represents the full sequence of mailboxes and sub-mailboxes that specifies the location of a certain, named mailbox.

EXAMPLE: mailbox_path:inbox - all emails + attachments which stemmed from a particular location within a mailbox_file. 

TIP:  Commonly, we see structures like "top level mailbox/Inbox", "top level mailbox/calendar files", "top level mailbox/contacts", but it is dependent upon how emails were organized and collected from the source.

If there are no mailbox subdirectories contained within the source Mailbox_file, then this field will not be populated.

Email_Message_ID

Email message ID field value extracted from the metadata of the native file. 

EXAMPLE: email_message_id:"<ABC1deF23gHHIJk445LM@mail.gmail.com>" - all documents with a particular Email Message Id

TIP: A direct link to a particular message ID search syntax is always available at the bottom right in your document viewer under the section titled "Extracted Metadata"

 

Document Metadata

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
Document_Title

Title field value extracted from the metadata of the native file.

EXAMPLES:

document_title:"calendar wizard" - all documents which have the exact phrase "calendar wizard" in the Document Title. 

document_title:expert* - all documents which have the keyword expert* (the asterisk accounts for "anything after" expert, like expert, experts, expertise..)

Document_Date

EXAMPLES:

Specified Date >> Date:01/10/2020 - can also use Document_Date:01/10/2020

Date Range, Years >> Date:[2001 2019] - returns results for all documents within that range of years.  Can also use exact dates to narrow your date range.

Date Range, Specified >> Date:["January 10, 2020" "January 20, 2020"] - returns results for all documents within the specified date range.  

Date Range, Greater/Less than >> Date:>2001-09 - returns results for all documents after September 2001;  can also use Date:>09/2001

Document_Author

Author field value pulled from metadata of the native file.

EXAMPLES:

document_author:(robert david) - all documents containing Robert OR David in the Document Author Field

document_author:(robert AND putnam) - all documents containing Robert AND Putnam in the Document Author field

document_author:* - all documents containing any value in the Document Author field (is not blank)

Document_Last_Author

Last ‘Saved By’ field value pulled from metadata of the native file.

EXAMPLES:

document_last_author:(robert david) - all documents containing Robert OR David in the Document Last Author Field

document_last_author:(robert AND putnam) - all documents containing Robert AND Putnam in the Document Last Author field

document_last_author:* - all documents containing any value in the Document Last Author field (is not blank)

For any date searches

Context Aware: Any date_time search will take into consideration any context you do or don't provide. 

  • For example, a search with no time value, like created_date_time:2020-01-01 will return all documents with a created_date_time value of that date, no matter the time of day.
  • Want to be more specific?  Add the time value, created_date_time:"2020-01-01 11:37:20" 

Flexible Formatting: You can search for a date (or range of dates) in a variety of common formats.

  • Any of the following searches will return results with a date of January 20, 2020: date:1/20/2020 ; date:1/20/20 ; date:2020-01-20 ; date:"january 20, 2020" 
  • Formatting of dates in any given range can be "mismatched" - e.g. created_date_time:[3/19/09 2015-04-01]

Created_Date_Time

Creation date and time of the native file when imported without produced images.

EXAMPLES:

created_date_time:2003-01-22 - all documents with a created_date_time of 2003-01-22.  

created_date_time:>1-17-09 - all documents with a created_date_time greater than (after) 1/17/2009

created_date_time:[3/19/09 2015-04-01]-  all documents with a created_date_time between 3/19/2009 - 04/01/2015.  

Modified_Date_Time

Date and time the native file was last modified

EXAMPLES:

modified_date_time:2003-01-22 - all documents with a modified_date_time of 2003-01-22.

modified_date_time:>1-17-09 - all documents with a modified_date_time greater than (after) 1/17/2009

modified_date_time:[3-19-09 04-01-2015] -  all documents with a modified_date_time between 3/19/2009 - 04/01/2015.  

Last_Print_Date

Date the native file was last printed (MS Office documents)

EXAMPLES:

last_print_date:2003-01-22 - all documents with a last_print_date of 2003-01-22.  

last_print_date:>1-17-09 - all documents with a last_print_date greater than (after) 1/17/2009

last_print_date:[3-19-09 04-01-2015] -  all documents with a last_print_date between 3/19/2009 - 04/01/2015. 

 

Document Identifiers

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
Nextpoint ID

Unique number assigned to every document upon creation in your Nextpoint database.

EXAMPLES: ID:1234

ID:(1234 5678 9101) - Becomes an OR search, and pulls all three documents

Bates

Bates number assigned to a document, whether it was stamped through Nextpoint, or elsewhere.

EXAMPLES: ABC000001 - Returns the document that contains this exact stamp on a page of said document

Bates:* - Returns all Bates assigned documents within your database

Bates:(ABC000001 ABC000015 ABC000027) - Returns each document that hits on that particular Bates number.  Essentially this becomes an OR search instead of a range search

TIP:   Bates numbers with spaces need to be in quotes. Bates:"ABC 000001"

Bates Prefix

The alphabetical portion of the Bates stamp. 

EXAMPLES:

Bates_prefix:ABC - Returns all documents with Bates Prefix ABC. 

TIP: If your Bates prefix has any separating characters like underscores _ , hypens - , spaces, periods, etc.. you do not need include those characters in your search. 

For example, for Bates prefix "ABC_00001", the search is Bates_Prefix:ABC 

Bates Range

Documents with Bates numbers within an identified range

EXAMPLE: Bates:[ABC000001 ABC000015]

Bates numbers with spaces need to be in quotes. Bates:[“ABC 000001” “ABC 000015”]

 

Work Product

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
Folder

Will return all documents contained within a particular folder in Nextpoint

EXAMPLE: Folder:”John Smith Inbox” - Will return all documents within the John Smith Inbox" folder in Nextpoint

FAQ: How do I search for a certain range of documents in a folder (e.g. the first 1,000 documents in the folder)?  folder:"folder name":[1 1000]

Responsive_Status

Will return all documents tagged as “Responsive”

EXAMPLE: Review_status:responsive - Will return all documents tagged as “Responsive”

Issue

Will return all documents tagged with a particular responsive issue

EXAMPLE: Issue:damages - all documents tagged with issue damages

Privilege_Status

Will return all documents tagged with a particular privilege reason

EXAMPLE: Privileged:Work-Product - all documents tagged as privileged, work-product

Tags

Manually added work product tags applied via Bulk Actions or at the document-level

EXAMPLE: Tags:AJEML - all documents which have been tagged by an end user with the specific tag AJEML.  

TIP: If your tag is specific enough (e.g. AJTAG), you can simply enter the tag text in your search bar and click enter/return

Highlighted

Will return all documents with highlight image markups

EXAMPLE: Highlighted:true

Highlight_Notes

Documents with highlight image markups associated with a particular issue

EXAMPLE: Highlight_Notes:collusion

Page_Notes

Documents with page notes associated with your specific criteria.

EXAMPLES: page_notes:"for redaction" - Returns all documents with the exact phrase "for redaction" on a page note.

page_notes:* - Returns all documents with a page note(s)

TIP:  You can also find documents with Page Notes by using your Filters.  Open Filters > Work Product > Select “Documents With Notes Only”

Redaction_Notes

Documents with redaction notes associated with your specific criteria.

EXAMPLES: redaction_notes:SSN - Returns all documents with SSN in the redaction note(s)

redaction_notes:* - Returns all documents with a redaction note

Designation_Notes Transcripts with designation notes associated with your specific criteria.

EXAMPLES: designation_notes:"present at scene of accident" - Returns all transcripts with the exact phrase "present at scene of accident" associated with a page/line designation note.

designation_notes:* - Returns all transcripts with a designation note(s)

Treatments

Utilize the filter to narrow to all documents with treatments applied in theater mode

Open Filters > Work Product > Select “Has Treatments”

Exhibit_Stamped

Will return all documents with a specified exhibit name (folder) and number.  The search syntax for a particular exhibit is Folder:'folder abbreviation':stamp number

EXAMPLES: folder:PX:5 - Returns Plaintiff Exhibit 5

Exhibit_Stamped:* - Will return all documents that contain an exhibit stamp applied within Nextpoint

folder:px:[1 10] - Will return Plaintiff Exhibits 1-10 (the brackets [ ] indicate a range of exhibits)

Fields (Documents and Transcripts)

General rule of thumb for searching is field_name:value

DOCUMENT EXAMPLE:

Attorney_notes:important - Search for a term or phrase from a note that you may want to locate

Request_for_Production:5 - Search a value from a picklist.

Use case: If you had all of your request for production numbers listed in a custom picklist field, and coded documents to each request, you could pull up all documents that pertained to a particular request through the above search.

TRANSCRIPT EXAMPLE:

Volume:2 - Search for a specific transcript volume

Deposing_Attorney:Smith - Returns and transcript(s) containing "Smith" in the Deposing Attorney transcript field.

 

True/False Fields

General Rule of thumb for searching within any coding/metadata field is field_name:value

Command Description
privileged:true True if document has at least one privilege tag
confidentiality:true True if one document is marked with Confidentiality in Nextpoint
redacted:true True if one document is marked with redactions within Nextpoint
Email_thread:true True if email conversation starter
Is_attachment:true True if file is attached to an email
Has_attachment:true True if email has an attachment
Bates_Stamped:true True if Bates stamped within Nextpoint
Has_native_placeholder:true True if native placeholder was inserted and Bates stamped, as it was a file type that needed to be produced in its native/original form, even though it does have an image in Nextpoint (i.e. excels)
Non_imaged_placeholder:true True if a non-imaged placeholder was inserted and Bates stamped, because it was a file type that does not image through traditional software (I.e. audio/video files)
Encrypted True if native document was encrypted on import.  Helpful to search for encrypted:true to locate all files which need a password

 

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