Data Mining - Searching and Slicing Data

Search Builder

• 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.
• Applying conditions to your search:
  • Conditions set in the builder will apply to all searches within the input field.
    • Date Range (2) searches are inclusive of the input dates (so 10/29/2022 to 10/31/2022 would include 3 total days)
    • Custodian (3) and File type (4) searches that include more than one value allow for any listed value to return a hit. So a custodian parameter that includes John Smith and Jane Doe only requires that John OR Jane are the custodian of the file in question. 
• Assigning your search to a slice:
  • Before creating your search, you will need to assign your search to a slice. By selecting the “Assign to Slice” button (5), a modal will appear prompting you to either create a new slice for this set of search terms or to assign them to an existing slice. 
  • This is a required step that will help you group searches, and further filter your data to compare and contrast slices in order to make educated decisions on what you would like to export out of Data Mining later in your process.
  • Once a slice is assigned, the "Create" button (6) will activate allowing the user to run the search. 

Search Table

The 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.
  • 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 to view the results of the search.
    • "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 select a slice in the “Assigned Slice(s)” column of the search page, you will be shown the Slice Details modal which give you more detailed insight into how your slice as well as the conditions applied, affect your overall data counts.
    • You can review, compare, and contrast these slices and the data that they yield for context as to what you may want to export later on.

1. The search table is a list of all of the “searches," the individual sets of searches on each row of a search set. Each term includes specific information about that search on the data with those conditions and the counts will update every time your searches update. New searches will only calculate hits after clicking the "Calculate Results" button (2). 
2. 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. 
3. If you click on a slice in the “Assigned Slice(s)” column of the search page, you will be shown the details of this slice including conditions applied, total file and family counts, and counts for each of the terms included in the slice. 
4. The "Copy to Builder" button 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.
5. The "Export CSV" button will generate a CSV file with all of the search terms and count data from the chart. This button is only active when no specific terms are selected as it will return data for the  entire chart. 
6. Searches refresh after new searches run, new files are imported, and whenever the "Calculate Results" button is pushed. The "Last Updated" date/time lets the user know the last time that the searches were updated.  

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