Our comprehensive Search Guide is outlined below, but if you prefer a PDF version, you can download by clicking on this button:
Download Nextpoint Search Guide
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, Category, 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
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
Users can log into any Nextpoint Discovery 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.
View further details on the Analytics page here >>
The Search bar is available in both Discovery and Litigation databases, and when working in Litigation, can be utilized for searching documents and transcripts. Simply enter your search syntax (additional details on building searches below) and click the eyeglass icon.
Below, we illustrate how you can begin with a simple keyword in the search bar and continually add criteria in order to further refine your results.
If you are learning the nuances of building more complex searches and/or just want some help building your search syntax, there is an Advanced Search functionality to assist.
Building an Advanced Search
To build and run an Advanced Search, start by selecting ADVANCED next to any search bar (as shown above). Here's a breakdown of some of the basics:
- Search syntax builds as you enter terms or make coding selections
- Search by Discovery, Privileged and/or Confidentiality statuses
- Use Boolean operators (AND, OR), look for exact phrases, and enter proximity searches
- More search tools are available via the "More Tools" dropdown, such as word exclusions and fuzzy searches
- Search within specific Bates or Date Ranges
- Search within specific metadata or (custom) coding fields
- Click Advanced Search when all terms are entered, and you will be taken to a results page
Filters are available in any Nextpoint database to the right of the search bar and are extremely useful when looking to return documents which match a particular set of coding or metadata.
It is important to note:
- 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".
- Additionally, Filters CAN NOT be used in conjunction with the search bar. For example, you can not run a search in the search bar and then use the Filters to further narrow. If you do such, the secondary user of Filters will override any search you have input in the search bar.
To use the Filters, click the arrow next to the identifier you wish to search by and press Filter Documents.
If you were looking to run an “OR” search, this can be easily performed using Boolean logic in the search field. For the aforementioned example, you would type folder:defense OR issue:"contract performance".
While the aforementioned search functionalities can be employed to search, analyze, and cull documents across your database, please note there is also search functionality within each individual document.
For databases created on or after December 6, 2021: to search within an individual document, click the PDF search in document viewer, input your search at the top right, and hit return on your keyboard. This will prompt the PDF Search Toolbar and search hit highlights shown on the word(s).
For databases created prior to December 6, 2021: to search within an individual document, once you are in the document viewer, input your search at the top right, and hit return on your keyboard or click search immediately below your input.
Want your keyword searches persistently highlighted when they hit on a document? Read more about setting up and utilizing Key Terms here >>
Search Syntax Operators
Operators | Description |
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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:
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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 (+). If doing so, ensure there are spaces on each side of the + as shown in below example. 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. EXAMPLES: 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. custodian:"smith, john" OR custodian:"miller, barbara" will return all documents from either of the two custodians. 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 (-). If doing so, make sure the - is immediately preceding the second term as shown in the below example. 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(*) after a word to account for variations (e.g. report* will return reporting, reported, reporter, etc..). There is no limit on characters when a wildcard is placed at the suffix of a word. EXAMPLES:
IMPORTANT FORMATTING NOTES:
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General Metadata
General Rule of thumb for searching within any coding/metadata field is field_name:value
Command | Description |
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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:
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:
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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. |
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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 |
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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. Note: We recommend against using an @ in your search. This character is treated like a space, and thus, you may return unexpected results. |
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. Note: We recommend against using an @ in your search. This character is treated like a space, and thus, you may return unexpected results. |
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. Note: We recommend against using an @ in your search. This character is treated like a space, and thus, you may return unexpected results. |
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 document_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" |
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 |
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.
Flexible Formatting: You can search for a date (or range of dates) in a variety of common formats.
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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: Bates:ABC000001 - Returns the document that contains this exact stamp on a page of said document Bates:ABC* - Returns all documents containing a Bates prefix of ABC Bates:ABC001* - Returns the document with ABC001 AND any other documents where a Bates number begins with ABC001 (e.g. ABC0012, ABC00123, etc.) 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. |
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] |
Category |
Will return all documents associated with a particular category via their folder assignment. Searching for a particular category will translate on the back-end as an OR search across all folders within that category. EXAMPLE: Category:”Productions” - Will return all documents within the folders associated with the Productions category. The back-end syntax for Category:"Productions" translates as (folder:"prod1" OR folder:"prod2" OR folder:"prod3") |
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 AND any associated highlight issue. EXAMPLE: Highlighted:true TIP: If you would like to find all documents with highlights, regardless if an issue has been assigned, it is recommended you use the FILTERS. Open your Filters > navigate to the Work Product section > Document Annotations subsection > select Documents with Highlights > Filter Documents. |
Highlight_Issues |
Will return all documents with highlight image markups AND a particular highlight issue. EXAMPLE: Highlight_Issues:"Fraud Claim" will return all documents highlighted and associated with Fraud Claim issue. |
Highlight_Notes |
Documents with highlight image markups associated with a particular note. EXAMPLE: Highlight_Notes:collusion will return all documents with the term collusion in the highlight notes. |
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” |
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 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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