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09/26/2017 - Search Term Reports

Running search terms can help lay the foundation for identifying key documents, helping to determine your review population or prepare for depositions and trial.  DISCO’s Search Term Reports provide users with the ability to run search terms against all documents or discrete populations of documents within your matter, create multiple search term reports and see unique hits on each term.  With Search Term Reports, you can easily add terms using the DISCO Search Builder, your personal Search History or any Saved Search or by loading the terms from a text file.

 

To access the Search Term Reports feature go to Menu > Explore > Search Term Reports.

You will be taken to the Search Term Reports Management Screen.  If no reports currently exist, the screen will appear as seen below.

Click on Create a Search Term Report, type in a name for your report and click Create to start your report.

Once your report has been created, you will see the screen below.

 

Before you add your search terms, you may want to set the scope of your report.  The Report Scope refers to the corpus of documents you will be searching.  You can choose to search all documents (default), all documents within a folder, or all documents with a specific tag.  In addition, you can can click into the Search Bar and use Search Builder, Search History, or a Saved Search to set your scope.

Once you have selected your Report Scope, DISCO will provide you with the number of Documents In Scope.

Similar to setting the report scope, you can start adding your search terms by either typing them into the Search Bar or using DISCO’s search tools available on the bar.  Once you have entered your search term, DISCO will show you the number of hits that term returns.  Please note that the number of hits displayed on the Search Bar will reflect the number of hits for that term across the whole matter, not for the selected scope.

To add the term to your report, click on the Plus button.  You can continue to create and add search terms as needed.

 

In addition to being able to add search terms using the Search Bar, DISCO allows users to upload a list of terms from a text file.  To start, click on the Upload search term list button located to the right of the plus sign.

DISCO provides you with the option to either drag and drop the text file onto the browser window or click on browse and use your computer to navigate to the text file, select and upload it.

If there are any errors in your search syntax, DISCO will display a warning and prompt you to resolve the error.

Furthermore, if you uploaded any search terms from a text file that contain syntax errors, DISCO will flag those terms in your report.

To correct an error within your report or modify any existing search term, hover over the term and a pencil icon will appear to the right.

Click into the cell and modify the term as needed.  You will know if you have successfully corrected your syntax error, when the term no longer appears in red.

Whenever you want to see updated counts, click on Calculate Results and DISCO will calculate the number of documents, unique hits, and cumulative counts across three groups:

  • the Documents within your scope
  • your Documents with their Family Members
  • Families (as a unit) plus Loose Files.  

In addition to providing useful statistics on a search term level, DISCO supplies you with cumulative totals for all three groups.

 

Here is detailed summary of each of the nine results DISCO provides for each search term:

  • Documents
    • Count: The number of documents matching the search term.
    • Unique: The number of documents matching the search term that match no other term in the report.
    • Cum.: The number of documents matching the search term or any of the higher ranked search terms.
  • Documents with Family Members
    • Count: The number of documents matching the search term plus family members of those documents.
    • Unique: The number of documents matching the search term that match no other term in the report plus family members of those documents, but excluding documents matching any of the other search terms or their families.
    • Cum.: The number of documents matching the search term or any of the higher ranked search terms plus family members of those documents.
  • Families and Loose Documents
    • Count: The number of families containing at least one document matching the search term, plus the number of loose documents matching the term.
    • Unique: The number of families containing at least one document matching the search term, plus the number of loose documents matching the term, but excluding families and loose documents that match any of the other search terms.
    • Cum.: The number of families containing at least one document matching the search term or any higher ranked search terms, plus the number of loose documents matching the term.

 

The above hit count descriptions can be easily be accessed within DISCO by clicking on the i located to the right of Search Terms.

 

In DISCO you can recalculate your Search Term Report results whenever you add a new term(s), modify an existing term, rearrange the order of your terms, or deselect certain terms from being included in your report.  

 

For example, you can move the term “off-schedule” from search term number 1 to number 3.  When hover over the term, two lines of dots will appear to the left of the Checkbox.  Grab the line and drag and drop it above search term number 4.   In addition, if you do not want include the term “off-schedule” in your calculations but do not want to remove it completely from your report, you can click on the checkbox and deactivate the search.  Removal of the check will exclude the term from being included in the calculations and from any exported version of the Search Term Report.

 

Reordering and deactivating search terms allows you to continuously recalculate results, gaining valuable insight into the impact of each individual search term and the total results.

 

DISCO gives you the power to quickly and easily modify search terms and recalculate counts along with the ability to preview your search results.  Once DISCO has calculated your results, certain results numbers will be underlined -- these are hyperlinks which can be used to create searches using you selected syntax.  

For example, if you want to see the search results for only the unique documents for the term Contract*, you can click on the Unique hyperlink (75) and DISCO will run that search.   The syntax of your search will be displayed in the Search Bar on the Home Screen and the results will appear in the List View.

 

In addition to being able to run searches on the term level, you can run searches on your cumulative documents total and cumulative documents with family total.  Click the hyperlink and DISCO will bring up your syntax and results.

If you need to create a report of your search term results, you can simply go to the Download Report button at the top right of your Search Term Report screen.  The report can be downloaded in PDF or Excel format.

Choose to download to PDF to get a formatted report which includes all calculations performed for all active search terms.  The downloaded report will include the name of Matter being searched, the person who last calculated the report along with the date and time the downloaded reported was created.

Choose to export your Search Term Report to Excel to create your own custom report based on DISCO’s calculations.  Again, DISCO will export out all results for all active searches.

If you want to modify a particular Search Term Report without impacting the original, or if you want to apply the same set of search terms to a different set of documents (scope), copying the existing report will meet your needs.  To create a copy of a report, click on the Copy this report button located at the top right of the Search Term Report screen.

DISCO will create a new Search Term Report that copies the original report’s name, scope and all active and inactive search terms, all of which can be easily updated.

Finally, to access the Search Term Reports Management Screen, click on the Search Term Reports hyperlink.

On the Search Term Reports Management Screen you will find cards displaying helpful information on each Search Term Report created, including scope, date, and time last calculated along with total counts.  From this screen you can open and modify a report, export the results to PDF or Excel, or delete.

 

 

 

This feature is available in all matters created on or after 9/26/2017.  If you have any questions this or any other DISCO features, contact DISCO Support at support@csdisco.com with your questions and we will be happy to help!

 

 

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