Search Upgrades, Spring 2020

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Have you noticed recently that Nextpoint search is SUPER fastSpace-Rocket.png

Nextpoint upgraded our search technology in March 2020, and with this upgrade came increased indexing and searching speeds, more stability, and the opportunity to continue to scale our search functionality as we move forward. 

In addition to making finding your documents faster than ever, we also added several functionality updates which will make finding your documents easier than ever.  We've outlined the updates below and included several examples in hopes of acquainting you with ways you can leverage these new functionalities in your daily practice.

Questions?

Please contact your Client Success Director, and we will be happy to further discuss these recent updates.


New Searchable Fields

Bates Prefix

The Bates prefix field is derived from the Bates start of a document.  Currently, this is a search-only field, but we are working to provide this field on the Analytics page as a custom widget. 

Prior to this update, you could only locate all documents with a particular Bates prefix using a search formatted like Bates:ABC*, but now, you can also search Bates_prefix:ABC.

Important to Remember

  1. 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
  2. You can also search using the format Bates_prefix:ABC*
    • The wildcard following the prefix accounts for the prefix and "anything after".  So, in this case, it could be documents with the Bates prefixes ABC_#### or ABC_Priv_####.

Additional Note Types

You can now search on these a additional notes fields:

  1. redaction_notes
  2. page_notes
  3. designation_notes (transcripts in Prep)

While these fields all previously existed, they were not indexed for searching and had to be located via a Filter. Now, you can search these fields like any other text field in Nextpoint. 

Keep in mind the general rule of thumb when searching these fields is field_name:value

Page_Notes_Redaction.png

So, for example, if you want to search for all documents with page notes reading "for redaction", the search syntax will be page_notes:"for redaction" (see above example).

Improved Date Searches

1 | More flexible formats for date/time searches

You can now search for a date (or range of dates) in a variety of common formats as opposed to the specific format previously required.

These more flexible search formats apply to all default date fields in Nextpoint:  Date, Email_Sent, Email_Received, Date_Time_Created, Modified_Date_Time, and Last_Print_Date.

This also applies to any (custom) Date input type fields you create in your database.

EXAMPLE - Singular Date

Any of the below searches will return results with a date of January 20, 2020:

Date_search_1.png

Dates_search_5.png

Dates_search_2.png

Date_search_4.png

 

EXAMPLES - Date Range

Any of the below searches will return results with a date range January 10, 2020 - January 20, 2020:

Date_Range_search_2.png

Date_Range_search_3.png

Date_Range_search_4.png

Please note these abnormal values which won’t work in range searches: Early 1900s; 2020-02-00

 


2 | Context aware date/time searches

Date searches will now take into consideration any context you do or don't provide.

EXAMPLE - Without Context

A search with no time value like email_sent:2020-01-01 will return all documents with an email_sent value of that date, no matter the time of the day.

Date_search_Broad.png

EXAMPLE - With Context

A search with a time value like email_sent:”2020-01-01 18:51:32“ will return results only for that time.

Date_search_Exact.png

Improved Email Tokenization

This upgrade also introduced improved email tokenization, which means more flexibility for our users when searching email addresses.

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

Improved File Path & Mailbox Path Searches

By now, you may have noticed a trend in having more flexibility in your search syntaxes, and that continues to ring true when it comes to File Path and Mailbox Path searches.  If you want to use any part of your File or Mailbox Path(s) to recreate a portion of the original file structure, this update will be incredibly helpful in doing so. 

The example below illustrates just how many ways you can split up a path to locate a particular grouping of emails and/or documents. 

EXAMPLE

When a document has a File Path or Mailbox 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

Keep in mind, if you need to be more specific, you can build a more robust sytax using and AND to connect your two paths (e.g. file_path:John.Smith@ClientFirm.com AND file_path:"recoverable items" may help eliminate recoverable items from another custodian's mailbox).

Ascii Folding

Letters with accents will now fold into letters without accents.  This converts alphabetic, numeric, and symbolic characters that are not in the Basic Latin Unicode block (first 127 ASCII characters) to their ASCII equivalent, if one exists.

EXAMPLES

  • Searches for acai will return results with acai and açaí.
  • The filter changes André to Andre for more comprehensive searching.
Double Ended Wildcard Searches

You can now use wildcards at the beginning and end of your search to account for variations. 

EXAMPLE

If you are looking for variations/tenses of the word "enact", you can search for *enact*

Nextpoint will return documents which hit on enact, reenact, enacted, reenacted, etc...

Increased the 10,000 search result limit to 1,000,000

With this upgrade, we also increased the maximum number of results we can display in your grid view from 10,000 to 1,000,000

This is applicable when viewing a set of search results in your Grid View like you see in the image below.  The limit has been increased, thus letting you click through to more pages of results and/or manually input the page number of results and click "Skip to Page".

Search_-_navigate_pages_of_results.png

Maintaining a maximum number of results we can display will ensure we continue to optimize performance of your databases.  Questions on how to handle "more than 1,000,000 results?  Read more here >>>

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