Creating or editing a saved search

This page contains the following sections:

Creating or editing a saved search

To create or edit a saved search from the Search browser, follow these steps:

  1. Click Search icon at the top of the browser.
  2. Click New Search above the document list. To edit a search, right-click on the name, and click Edit.
  3. Note: If you don't see New Search, you may have another saved search selected. Click the top-level folder in the browser to deselect another search.

  4. Fill out the information in the Information section. See Information .
  5. Click Add Condition to add a new condition to the search or click Add Logic Group to create a logic group to group conditions together to create the criteria for the search. See Conditions.
  6. Click on the Fields tab, and then choose which fields display for the search results. See Search fields.
  7. Click on the Sort tab, and then specify any sorting for the search results. See Sort.
  8. Click on the Other tab to add additional information. See Other.
  9. Click Save or Save As.

Search fields

Information

The Information fields are:

  • Name - enter a title for the search.
  • Owner - select an Owner from the drop-down or use  to make yourself the owner.
  • Scope - select one of these options to designate the document set for the search:
    • Entire Workspace - searches all documents within a workspace.
    • Selected Folders - select this option, and then click Select Folders. On the Select Folders pop-up, select the checkboxes for the folders that you want to search. Clear the Include Subfolders checkbox on the pop-up if you don't want to include subfolders.
  • Requires Manual Rerun - Select this option if you want to require users to rerun a saved search when they return to it after navigating to other features in Relativity. Selecting this option only affects the search that the current user is running. It doesn't affect any parent or nested searches tied to the current search. If you have a search that has Requires Manual Rerun checked and you include it as the criteria for another search, it will rerun.
  • Note: The Requires Manual Rerun option is for searches that might take a long time to run, and you don't need them to run automatically when you navigate back to the saved searches. This keeps you from having to manually cancel queries before you can navigate away from that search.

  • Notes - any notes you want to add to provide additional information about the search.

Other

The Other fields are:

  • Relativity Applications - any Relativity applications you want to associate with a saved search.
  • Keywords - any keywords you want to provide additional information about the search.
  • Query Hint - used to optimize views. Only use the query hint if instructed by the kCura Client Services team. Currently, you can use Hashjoin: (true/false) or Maxdop: (x) to populate the field.

Conditions

The Conditions fields define the criteria of the search. Click on a filter card to edit the condition or click the x in the top right corner to remove the condition. The equation box along the top gives you a high-level view of the conditional statement you are creating. There are the following controls on this tab:

  • Add Condition - select the field you want to apply a condition to by entering the name of the field or selecting the field from the drop-down list.
    • Index Search - select this to select a Keyword, dtSearch or Analytics index, and then enter search terms to apply as a search condition.
    • Saved Search - select this to select an existing Keyword, dtSearch, or Analytics saved search to apply as a search condition.
    • <field name> - select an object field name to create a conditional expression for that field to apply to the overall search criteria.
  • Add Logic Group - adds logic groups you can add conditions to by dragging and dropping the conditions into the logic group frames. Use the AND or OR operator to join logic groups.
  • Includes drop-down - select an option for returning documents related to hit documents. (Hit documents match the search criteria.) The related documents are included in the result set, but they do not need to match the search criteria. Select No Related Items if you do not wish to include any of these documents.
    • Duplicates - use this setting if you want the result set to include documents with the same MD5 Hash values as the hit documents. (The MD5 Hash value is used as a unique file identifier.)
    • Family - use this setting if you want the result set to include documents with the same group identifiers as the hit documents.
    • <Custom Field> - your organization may use custom related fields. Contact your system admin for additional information.

Fields

The Fields (Required) fields represent the field columns that are displayed for your search results:

  • Available Fields: these fields are listed in left box.
  • Selected Fields: these fields are listed in the right box, and they will be displayed for your search results. They are ordered based on their position in this box. You can drag and drop them to change their order.

Sort

The Sort options define the default sort order used for the search results. Each row in a sort criterion contains the following options:

  • Sort Field: select a field from the left drop-down box. The search sorts on the field you select.
  • Order: select ascending or descending from the right drop-down box.

Using pop-up pickers

You may have the option to select values from a pop-up picker when you choose certain fields or operators in the Conditions section. For example, pop-ups are available when you select the following operators:

  • Any of these
  • None of these
  • All of these (only for multiple object fields)
  • Not all of these (only for multiple object fields)

See Creating or editing a saved search. For information about setting batch conditions, see Batch fields as search conditions.

Select items pop-up picker

Use the following general steps to select items in the picker:

  1. Navigate to the Saved Search form or use the Search Conditions feature.
  2. Select a Field option for a condition.
  3. To display the picker, click ellipsis button in the Value box.
  4. Select one or more items in the Available Items list. A checkmark indicates an item is selected.
  5. Click Add. The items display in the Selected Items list.

    Note: To remove an item from this list, select it and click Remove. The item displays in the Available Items list.

  6. Click Set. The items add to the Value box in the search form.

System user fields

System user fields include the System Created By and System Last Modified By fields, which you can use in search conditions.

  1. Navigate to the Save Search form or use the Search Conditions feature.
  2. Select a system user field in the Field option for a condition.
  3. Select an operator, and perform one of the following tasks:
    • If you selected any of these or none of these, click the ellipsis ellipsis button in the Value box to display the Select Options pop-up. Choose one or more user names, and click OK.
    • Enter the user name in the textbox.
  4. Define any additional search criteria as needed.

Folder name field

You can select Folder Name as a field in a search condition to create more flexible queries than using the Scope section of the Saved Search form. You can combine conditions containing the Folder Name and other fields with AND or OR operators refining your search criteria.

  1. Navigate to the Save Search form or use the Search Conditions feature.
  2. Select Folder Name in the Field option for a condition.
  3. Select an operator, and perform one of the following tasks:
    • If you selected any of these or none of these, click ellipsis button in the Value box to display Select Folder pop-up. Choose one or more folders, and click OK.
    • Enter the folder name in the textbox.
  4. Define any additional search criteria as needed.

Using the Search Bar

The Search Bar, a UI controlled feature, exists along the top of item lists that support Index search. This replicates the functionality of the Index Search condition in the Search Panel. To run the index search, simply enter your search terms in the search bar and hit Enter on your keyboard or click Search.

If you would like to list more than one search term on separate lines, click Enter + Shift.

Note: When Index search conditions are disabled/enabled in the condition panel, the Search Bar reflects the condition panel state.

Linking a Relativity Application to a saved search

To link a Relativity Application to a saved search:

  1. Navigate to the Search Browser.
  2. Create a new search or edit an existing search.
  3. Click in the Other tab to display the Select Relativity Applications pop-up. Available applications are in the left box and Selected applications are in the right box.
  4. Choose one or more applications. Use the arrows to move the applications from the available to selected boxes.
  5. Click Set.

You can clear your options by clicking the clear button.

To unlink a Relativity Application from a saved search, click and use the arrows to remove the application(s). Please note that you cannot leave the selected applications box empty. A warning in red will appear along the bottom that reads: Selection cannot be empty. Either leave at least one application linked or clear all using the clear button.

Linking a dashboard to a saved search

To link a dashboard to a saved search:

  1. Navigate to the Search Browser.
  2. Create a new search or edit an existing search.
  3. Choose a dashboard from the drop-down list.

  4. Click Save and search.

If you switch to a different dashboard while viewing the saved search, the link breaks. There are two ways to restore this link:

  • Log out of your environment, then log back in.
  • Edit the search and hit Save and Search again.

If you delete a dashboard, Relativity removes the link in the saved search.

If you delete a dashboard with dependencies, a pop-up appears with a list of dependencies.

Rerunning out-of-date saved searches

You may need to rerun a saved search when you return to it after navigating to other features in Relativity. Instead of seeing your search results, you see a message indicating that your search is out of date.

Note: To enable the Run saved search feature, select the Requires Manual Rerun option in the Information section of the Saved Search form.

Perform one of these tasks:

  • Click Run saved search to reload your search results. You can also click on the saved search in the browser to rerun the search.
  • Click Edit Search to display the Saved Search form where you modify the search settings.

If you edit an item returned in your saved search, you need to rerun it. You must rerun the search even when the edited item still meets the search criteria, and the number of documents returned doesn't change.