Overview
Administrators are able to access "Search Manager" in order to run searches on the room and be able to save search results into new folders.
Getting There
Search Manager can be accessed in two ways:
- In the room, Search Manager menu on the top navigation header
- On My Rooms, right click on the room and select Search Manager option
How It Works
When Search Manager opens it will look like the screenshot below.
You can add rules and groups of rules in order to perform more complex searches. By clicking on Add rule, you can select the filter from the list (detailed below), an operator and the criteria.
When you click on Add group, it will show grouped rules for which you can set different filters and decide to use And / OR operators.
When clicking New Search button, all rules and groups will be cleared and a brand new search can be executed and saved from scratch.
Search Options
-
Include Family Members: option checked by default, "Family Member" column will show Yes for all email/attachments.
- When using Custom Folders as source option: ALL family members will be included in the search results, no matter which folder they are in
- When using All Folders, All Work Folders, All Ediscovery Folders as source option: ONLY family members in the folders selected as source will be included in the search results
- Email Thread - Include Related Thread Emails in Results: shown when Perform Email Thread Analysis room setting is On. All emails in the same thread will be included in the results.
- Email Thread - Only Include "Inclusive" Emails in results: shown when Perform Email Thread Analysis room setting is On. All emails included in the same thread will be excluded from the results. On ETA panel, suppressed emails are shown grayed out.
Available Filters:
| Filter Name | Operators Available | Purpose |
| Document Full Text | In Not In |
On this field, you can type multiple words to be searched. Supported delimiters are comma (,) and new line. Wildcards and boolean operators may be used. For more information, check Full Text Search Syntax section. |
| Folders - By Folder | In Not In |
This filter allows you to limit the search to documents located on the folder(s) and subfolder(s) selected. |
| Folders - Folder Type | In Not In |
Used to filter by documents which are in or not in Work Folders or e Discovery sources |
| File Information - Document Type | In Not In |
Used to filter by the following document types: Email, Email Attachment, Stand Alone File (e-file), Embedded Object, Short Message and Short Message Attachment |
| File Information - Doc ID (comma separated List) |
In Not In |
On this filter you can enter a list of Doc Id's, comma separated. |
| File Information - Doc ID (single) |
Equal Not equal Greater or equal Less or equal Between |
Filter by a single document ID |
| File Information - Session Id (single) |
Equal Not equal Greater or equal Less or equal Between |
Filter by Upload session ID. One value is allowed. |
| File Information – Uploaded Date |
Equal Not equal Greater or equal Not between Less or equal |
Search for documents according to their uploaded date. |
| File Information – Family Relationship | In Not In |
Search by documents according to their relationship. Available options: “Is Parent” or “Has parent”. Both can be selected |
| File Information – Custodian | In Not In |
Search by one or more Custodians. |
| File Information – Data Source Name | In Not In |
Search by one or more Data Sources |
| Metadata – File Name |
Contain Doesn’t Contain Begins with Ends with Is empty Is not empty |
Search by Document’s name, the whole name or part of it can be entered. |
| Metadata – File Type |
In Is not empty |
All available document extensions on the room will be listed, you can select one or more extensions to search by. |
| Metadata – Family Main Date |
Equal Not equal Greater or equal Not between Less or equal Is Empty Is not empty |
Search by Family Main date field. |
| Metadata – Main Date |
Equal Not equal Greater or equal Not between Less or equal Is Empty Is not empty |
Search by Main date field. |
| Metadata – Original Path |
Contains Doesn’t contain Begins with Ends with Is empty Is not empty |
You can search for documents belonging to a specific path by entering the text in this filter. |
| Metadata - Size |
Equal Greater Greater or equal Less Less or equal Is empty Is not empty
|
Search by Document’s size. |
| Email Metadata – Mentions (To, From, CC, BCC) |
Contains Doesn’t Contain Begins with Ends with |
Used to filter by email's metadata (To, From, BBC, and CC fields). |
| Email Metadata – Email From |
Contains Doesn’t Contain Begins with Ends with Is Empty Is not empty |
Used to find emails according to a custom filter based on Sender’s email. |
| Email Metadata – Email To | Used to find emails according to a custom filter based on Email’s To field. | |
| Email Metadata – Email CC | Used to find emails according to a custom filter based on Email’s CC field. | |
| Email Metadata – Email BCC | Used to find emails according to a custom filter based on Email’s BCC field. | |
| Email Metadata – Subject | Used to find emails based on keywords in the subject | |
| Email Metadata – Email Sent Date |
Equal Not equal Greater Greater or equal Not between Less or equal Is Empty Is not empty |
Used to search emails based on the Sent Date |
| Email Metadata – Email Message type |
In Not in Is Empty Is not Empty |
Used to filter according to email types available on the room (For example, Contact, Email, appointment, etc) |
| Email Metadata – Thread ID (Comma separated) |
In Not in Is Empty Is not Empty |
When ETA is run, the user can filter by emails according to Thread IDs. |
| Short Message Metadata – Message Sent Date |
Equal Not equal Greater Greater or equal Not between Less or equal Is Empty Is not empty |
Used to search Short Messages based on the Sent Date |
| Short Message Metadata - Participant Name |
Contains Doesn’t contain Begins with Ends with Is Empty Is not empty |
Used to search by participants involved in short messages |
| Short Message Metadata - Conversation/Channel Name | Used to filter by Short messages channel/ conversation names. | |
| Short Message Metadata - Platform Name |
In Not In Is empty Is not empty |
Used to filter by short messages platforms, for example: slack, imessage, etc. |
| Extended Metadata - Title |
Contains Doesn’t contain Begins with Ends with Is Empty Is not empty |
Used to filter by document's title. |
| Extended Metadata - Author | Used to filter by document's author | |
| Extended Metadata - Company | Used to filter by document's company | |
| Extended Metadata – By Last Saved Date |
Equal Not equal Greater Greater or equal Not between Less or equal Is Empty Is not empty |
Used to filter by document's Last saved date |
| Extended Metadata – Created Date | Used to filter by document's Created date | |
| Extended Metadata – File Last accessed Date | Used to filter by document's Last accessed date | |
| Analytics – Near Duplicate Group |
Equal Not equal Greater or equal Less or equal between Is Empty Is not empty |
Used to filter by document's Near duplicate group ID. Only one value is allowed. |
| Work Product – Code – [Code Name ] |
In Not in |
Used to by filter by codes. When selecting a code, all the choices will be shown and search can filter by one or more code choices. |
| Work Product- Notes |
Contains Doesn’t contain Begins with Ends with Is Empty Is not empty |
Used to filter by Note's content. |
| Work Product- Note Created by |
Contains Doesn’t Contain |
Used to filter by the user who added notes to documents. |
| Work Product – By Redaction Status |
In Not In |
Used to filter by the following Redaction status: Redacted, Not Redacted, Unnapplied Redaction. |
| Work Product – By Redaction type | Used to filter by the following Redaction type: Regular PDF Redaction, Native Redaction, Auto Redaction. | |
| Work Product – Redaction Label |
Contains Doesn’t Contain |
Used to filter by redaction's label. |
| Productions – Bates Number (comma separated list) |
In Not In |
Used to filter by production's bates number. A list of bates, comma separated can be entered in this filter. |
| Productions – Bates Number (LIKE) |
Contains Doesn’t contain Begins with Ends with Is Empty Is not empty |
Used to filter by production's bates number. Only one bates can be entered in this filter. |
| Productions – Production’s Status | Equal | Used to filter by Produced or Not Produced documents. |
| Productions – Produced File type |
In Not in In Not in |
Used to filter by Produced File Type, Image (PDF/TIFF/JPEG), Native and Text |
| Processing – PreCache Process Status | Used to filter by documents in the following Precache status: Need to Process, Succedded, Failed, Not Required. | |
| Processing – Index Process Status | Used to filter by documents in the following Index status: Need to Process, Succedded, Failed, Not Required. | |
| Processing – Slipsheeted Status | Used to filter by documents that are Slipsheeted or not slipsheeted. | |
| Processing – Slipsheeted Reason | Used to filter by documents that are slipsheeted, according to the reasons. One or more options can be selected. The reasons are: Encrypted, Unsupported File Type, Unindexed, Corrupted File, Email Archive (Container), File Archive (Container), Failed PDF Conversion, Other, File Size Exceeds PDF Conversion (Precache) Limit, Video Is Too Long To Transcode, Audio Is Too Long To Transcode, Missing. | |
| Language – Detected Primary Language |
In Not in Is Empty Is not Empty |
Used to filter by Document's language. A list of all the languages detected in documents from the room will be listed. |
Save Search Results
You can select where the new folder with the search results will be saved to. If no folder is selected, the search will be saved under root folder by default.
If no name is provided, when clicking Save & Search button, the folder will be created following the Date Time - Unnamed naming convention.
As soon as the search finishes executing, the Open Search Results button is enabled. When clicked, a new tab is opened with the folder just created focused. If there were matching documents, you can easily access the search results. Please note that documents in Recycle Bin and Pending Automated Deletion folders are not retrieved.
Folders created thru Search Manager are identified by .
Room Admins and/or Power Users only can right click and see "Update Folder Search Results" option. When selected, the search is re-executed and matching documents are updated.
User can also select "Open in Search Manager", it will open the saved search so that the user can edit and/or re-execute.
The "Convert Saved Search Folder to Regular folder" option is also available. When chosen, the folder will be changed to a regular folder, showing all the actions available work folders have.
Also, when selecting option "Search this folder only" , Advanced search will be opened, having this folder set in Folder filter in order to search only using this folder as source.
Saved Searches
User can expand the Saved Searches left panel and see the searches already executed. The available actions are: Edit Search, Copy to New Search, Open Search Folder in room, Open Search report.
Open Search Report
The report shows all information related to Keywords searches. If the search didn't include any keyword, the report will be opened empty.
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