Search terms report hit count

This topic describes how to calculate and store the number of terms in a Search Terms Report (STR) that hit on a document.

You can then sort, filter and search for documents based on the number of STR hits, allowing you to prioritize review based on STR hit count or create searches that return documents having a minimum number of STR hits

This workflow requires downloading and installing the Delimiter Count by Saved Search script. See NSerio / delimiter-count-by-saved-search on GitHub for a link to the script.

Prerequisites

Be calculating and storing hits, you must complete the following steps:

  1. Download the Delimiter Count by Saved Search script. See NSerio / delimiter-count-by-saved-search on GitHub for a link to the script.
  2. Create two STR-specific fields.

Delimiter Count by Saved Search script

Your workspace should have this script in the script library.

If not, download and install the Delimiter Count by Saved Search script. See NSerio / delimiter-count-by-saved-search on GitHub for a link to the script. For more information on adding a script from the library, see Scripts.

Add the script to your workspace:

  1. Navigate to and select the Scripts tab.
  2. Click New Relativity Script.
  3. Choose Select from Script Library on the Script Type field.
  4. In the Relativity Script field, click Select, and choose the library script you want to add.
  5. Click Save.

Search term report fields

You must create two STR-specific fields:

  • STR Hit Terms
  • STR Hit Count

When creating the STR Hit Terms, add the following information to the fields:

  • Name—STR Hit Terms
  • Object Type—Document
  • Field Type—Long-text field

When creating the STR Hit Count, add the following information to the fields:

  • Name—STR Hit Count
  • Object Type—Document
  • Field Type—Whole Number

Saved search

The next step in the process is to create a saved search that returns the documents that hit on one or more terms for a specific STR.

The STR used must have the Type field set to Report and Tag. See Creating a search terms report. Ensure that the saved search includes the Control Number (Identifier) field and STR field.

Then export the results of the saved search. To export the saved search:

  1. Perform an Export to File mass operation on the results.
  2. Select Comma Separated Values (.csv) for the export Format.

The STR terms will be populated in the file as semicolon delimited values.

Import

Now you must use Import/Export to export the saved search. For more information, see Import RDO data.

To import the saved search:

  1. Navigate to the Import/Export Job page.
  2. Click the New Import/Export Job button.
  3. On the Choose Workflow dialog, select the Import button.
    Import should be selected by default.
  4. Click the Structured (Processed) Data workflow box.
  5. On the Choose the Load File Type dialog, click the RDO box.
  6. On the Choose Load File and Location dialog, complete the fields, and then click Continue. For more information about load files, see Import/Export load file specifications.
  7. On the Load File Settings dialog, select the delimiters and encoding values of the load file, and then click Continue.
    The File Column Headers Preview pane will help you to choose the proper settings.
  8. On the Fields Mapping dialog, select the load file fields to import and map them to the workspace fields, then click Continue. Click Auto Map Fields to automatically map fields. Relativity then maps the fields from the load file to existing fields in the workspace of the same name.
    Any fields without a match will display Choose... in the Workspace Fields column. You must select one from the drop-down list.
  9. On the Import Settings dialog, configure your import job by selecting from which line number you want the load file to begin importing and how you want the records to be imported.
  10. Click the Import button to start the importing process.
  11. Click Close when the importing process is complete.
    12. If you used Import/Export in web only mode, meaning Express Transfer was not active, do not close the Importing dialog until after the Uploading step has successfully completed. Closing the dialog prior to the Uploading step completing will terminate the import process.
  12. Click Finish to close the dialog.

Run script

Finally, you must run the Delimiter Count by Saved Search script.

  1. Navigate to the Scripts tab in the workspace.
  2. Locate and select the Delimiter Count by Saved Search script.
  3. ClickRun the script.
  4. Set the fields in the script pop-up:
    1. Saved Search – The search created above that returns documents where the STR is set.
    2. Source Field – The STR Hit Terms field that was updated above via Import/Export import.
    3. Field Delimiter – Enter a semicolon (;).
    4. Count Destination Field – The STR Hit Count field created above. Note: this field is only populated when its value is null/blank; it will not be overwritten by the script.

      DelimiterCount
  5. In the Actions console, click Run.

The STR Hit Count field now contains the number of STR terms hitting on each document. You can use the STR Hit Count field in searches and views to sort and filter documents based on the STR Hit Count value.