To access search term reports, in the main menu, click Search Term Reports.
The screen below will appear if no Search Term Reports exist.
Creating a Search Term Report
Click Create a Search Term Report, enter a name for the new report, and then click Create.
Once your Search Term 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. 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. You can also click in the search bar to use the search builder, search history, or a saved search to set your Report Scope.
Once you have selected your Report Scope, DISCO will show you the number of documents within that scope.
Adding Search Terms
Start adding your search terms by either typing them in the search bar or by using the search tools. DISCO will show you the number of hits that term returns once you enter a search term. Note that the number of hits displayed in the search bar will reflect the number of hits for that term across the whole database, not just for the selected scope.
To add the term to your report, click the plus sign or hit 'enter'. Create and add search terms as needed.
If there are any errors in your search syntax, DISCO will display a warning to prompt you to resolve the error.
In addition to adding search terms using the search bar, you can upload a list of terms from a text file. Click the 'upload search term list' button located to the right of the plus sign next to the search bar.
DISCO provides you with the option to either drag and drop the text file into the browser window or click browse to navigate to the text file and upload it.
DISCO will flag any search terms uploaded from a text file that contain syntax errors.
To correct an error or modify an existing search term, hoer over the term and click the edit icon. Syntax errors are successfully corrected when the term no longer appears in red.
Search Term Document Count Categories
DISCO will calculate the number of documents, unique hits, and cumulative counts across three groups:
- Count: The number of documents matching the search term.
- Cumulative: The number of documents matching the search term or any of the higher ranked search terms.
- Unique: The number of documents matching the search term that match no other search terms in the report.
Documents and their family members
- Count: The number of documents matching the search term, plus family members of those documents.
- Cumulative: The number of documents matching the search term or any of the higher ranked search terms, plus family members of those documents.
- Unique: The number of documents matching the search term, plus family members of those documents, but excluding documents matching any of the other search terms or their families.
Families (as a unit) plus loose documents
- Count: The number of families containing at least one document matching the search term, plus the number of loose documents matching the search term.
- Cumulative: The number of families containing at least one document matching the search term or any of the higher ranked search terms, plus the number of loose documents matching the search terms.
- Unique: The number of families containing at least one document matching the search term, plus the number of loose documents matching the search term, but excluding families and loose documents that match any of the other search terms.
You can find definitions for each of these categories by hovering over the Info icon next to the Documents drop down.
The Documents drop down menu allows you to select which document count to calculate for the Search Term Report. Calculating only the Documents count for search terms will return results faster than including all three document counts. Once your search term list is refined, you can add Documents with family members and Families + Loose Documents if needed.
Click Calculate Results to calculate the Count, Cumulative, and Unique counts for the selected document categories. You can recalculate the Search Term Report results whenever you add a new term, modify and 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. Hover to the left of a search term to click and drag to move "off-schedule" above the "oil/2 gas" search term.
If you do not want to include the term "off-schedule" in your calculations, but do not want to remove it completely from your report, you can deselect the checkbox to deactivate the search. Removal of the check mark 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 that can be used to create searches using your selected syntax.
For example, if you want to see the search results for only the unique documents for the term "agreement", click the 16 in the "Unique" column. DISCO will open a new tab and will run that search. The syntax will display in the search bar and results will be in the list view.
In addition to being able to run searches on the term level, you can run searches on the cumulative documents total and the 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, click the Download Report dropdown to download it in a PDF or Excel format. You can select to download a PDF with or without Report Scope included.
The PDF version is a formatted report that includes all calculations performed for all active search terms. The downloaded report will include the name of the database being searched, the person who last calculated the report, and the date and time the downloaded reported was created.
The Excel version will be a custom report based on DISCO's calculations. Again, DISCO will export 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 (Report Scope), click the Copy icon to copy the existing report.
DISCO will create a new search term report that copies the original report’s name (with a suffix of "-Copy"), Report Scope, document count selections, and all active and inactive search terms.
To see the list of Search Term Reports created, click the Search Term Reports hyperlink in the upper right hand corner.
On the Search Term Reports management page, you will find cards displaying information about each search term report created. This includes the number of search terms, the Report Scope, the Data Spaces selected, when a report was last calculated and by whom, and the total counts of the document categories that were calculated.
You can open a report, export the results to PDF or Excel, or Delete. "This report has not been calculated" message will show if a Search Term Report has not been calculated. You can click Documents and/or Documents with family members to open tabs with those respective searches if they have been calculated.
Note: While you can add up to 1000 terms to a Search Term Report, once the 375 terms limit is met, you will see a static Total count and the system will not offer a hyperlink to the results.