How to Create a STR (Search Term Report)

Transcription

1 How to Create a STR (Search Term Report) Search term Report are used to create reports on search results and to tag documents that hit on those terms. Once a STR is created a field is created in the database allowing for faster access to documents tagged with those terms. In this document we will walk you through the process of creating a STR. If you have any questions please feel free to contact your Project Manager or our technical support team at support@epiqsystems.com Creating the STR In order to create a STR you will need to be part of user or security group that has access to the tab Reporting and the option Search Term Reports. You will also need to verify that you have the ability to add search terms to the report. Check with your Project Manager to make sure you have the correct permissions. 1. Click on the Reporting tab followed by Search Term Reports as shown below. 2. Next, Select New Search Terms Report from the menu shown below How To: Create a Search Term Report (STR) Version 1.0 Page 1

2 3. As shown below there are a number of required fields that need to be completed to create your STR. All required fields are displayed in Orange. Continue to Step 4 to complete the STR. 4. Enter a name for your STR. Since this name will become a field name in your database use a short but descriptive name. In the example we have enter KeyTerms This will become a field named STR-KeyTerms Next under Index: Select the icon shown here and select the dtsearch index listed. If you have more than one index listed make sure the index you select contains all of the documents you want the STR to include. After selecting the radio button click Set (not shown) How To: Create a Search Term Report (STR) Version 1.0 Page 2

3 6. STR s can be targeted to just the results of a saved search or the entire case. When you click the icon for Searchable Set: select the saved search Entire Population. If you don t have this as a saved search, contact your project manager for the name of your saved search that returns all documents in the case. Once you have the Searchable set select click Set (not shown) 7. Next select the Type of report to generate: Report and tag, generates a report showing all hits per term, creates a field and tag all documents with the STR name. Selecting, Report only will generate a report. In this example we will select Report and Tag. 8. Next under Calculate unique hits: Yes or No Relativity will include whichever selected relationship selected from the drop down menu. NOTE: If selected there will be two STR s created one with the related documents and one without. In this example we have selected Yes and Family. This will create two STR s visible in the Field Tree view. How To: Create a Search Term Report (STR) Version 1.0 Page 3

4 9. Once you have completed this stage click Save and Back 10. In this next window enter the terms for your STR. Select the option Modify Terms as shown below. NOTE: To modify the terms entered or add additional terms later, select Modify Terms. How To: Create a Search Term Report (STR) Version 1.0 Page 4

5 11. Enter the terms in the New Terms window by either pasting or typing them in to the window. This screen also has access to the dtsearch dictionary to find additional terms you may want to include in the report. In the example below we have entered a number of terms from a standard text editor like notepad. With your terms entered click Add Terms shown at the bottom of the window. NOTE: STR s use the dtsearch index supporting standard Boolean format, both wildcards (* and?) and Proximity operators. 12. Once you re comfortable with your terms click Done to complete adding terms. How To: Create a Search Term Report (STR) Version 1.0 Page 5

6 13. Next click Run All Terms to create the STR. If you would like to modify your terms click Modify Terms. NOTE: If you have already run terms and are adding additional or modifying existing terms, once you have finished, select the option Run Pending Terms found directly under Run All Terms. 14. Once Run All Terms or Run Pending Terms is selected the system will prompt you with the message below. Click Yes to continue. 15. A status bar is displayed while the STR is being created. A pop out option is also available allowing you to work on other projects while the report is in progress. 16. Once complete, the system will display the results and provide links to reports that can be exported. How To: Create a Search Term Report (STR) Version 1.0 Page 6

7 There are two reports that can be selected from the STR window. These screen captures are of the two reports created by the STR in the reporting window. All reports can be exported. The STR field can also be used in searches to retrieve all documents tagged by the STR and also under Field Tree. Search Term Results 1 How To: Create a Search Term Report (STR) Version 1.0 Page 7

8 Search Term Report 2 Field Tree, which is visible from the documents list view by clicking the ticket icon shown below. Field Tree displays two versions of the STR. One including related documents and the other just the Unique documents. Each term is displayed as a choice for that field or report. Field Tree 3 We hope this is information is helpful and if you need any other assistance please feel free to contact our support department at support@epiqsystems.com How To: Create a Search Term Report (STR) Version 1.0 Page 8