Search terms reports
Search terms reports provide the ability to identify documents containing specific keywords or terms. You can enter multiple terms and generate a report listing the number of hits for each term in a document. You can also select an option to create a multiple object field for the search terms report to use in your persistent highlight sets. When you select a search terms report for use with a persistent highlight set, the report determines which terms or phrases to highlight in the documents through the Review Interface.
Note: For information on how to calculate and store the number of terms in a Search Terms Reports (STR) that hit on a document, see Search terms report hit count.
Read a search terms reports scenario
You are a system admin at a law firm and one of your clients, a construction company, is involved in litigation regarding the use of materials that they were not informed were potentially environmentally damaging when they purchased them from a major supplier.
There are roughly three million files related to this case, including emails, email attachments, invoices, and technical manuals related to construction practices and material handling.
Before you begin review, you want a report that tells you how many times the names of toxic substances appear in the documents. To get this, you create a new search terms report. You give it a name that is consistent with other objects you've created for this case, "Hazardous Materials search terms report." For the Index field, you select the dtSearch index you already created for your reviewers. Since you do not need to actually tag the documents that contain the terms you want to include, you leave the Tag field unselected. For the Searchable Set field, you select the set of documents you specified when you created the saved search for the dtSearch index data source. Finally, in the Add Terms field, you enter the substances you want reported on, which are the same ones included in your client's lawsuit and the same ones for which you've already created choices for an issue coding field. These terms are:
- lead
- asbestos
- asphalt
- radioactive isotopes
You save and run the report. The results tell you how prevalent these terms are in the data set. You now have a better idea of what lies ahead.
Permissions
You may have an occasion where you want to grant limited permissions to a group of users outside of the site administrators. For example, you want to limit users from creating new search terms reports. However, at the same time, you want users to view, edit, and add to existing terms lists.
To add search terms reports permissions to a user group:
- Create a new user group and add it to your workspace.
Note: If you do not know how to create a new user group, see Groups. If you need help adding the group to your workspace, see Setting workspace permissions.
- From the Manage Workspace Permissions modal window, click Edit Permissions.
In the image below, the group name is QC Reviewers.
- Locate the Search Terms Reports and Search Terms Result objects.
You want to edit permissions for existing terms, so you will edit the Search Terms Result object. The Search Terms Reports object grants permissions for reports overall and not the content within the report.
Click one or more icons to enable the permission level. Available levels include Disable, View, Edit, Delete, Add, or Manage Security.
- Click Save.
- Click the Manage Workspace Permissions link.
- Click the Preview button for your group.
The workspace opens with the group permissions applied. This view is helpful if you want to see how the workspace looks and functions as a group member. A banner across the top of the page reminds you of the preview mode.
- Open a search terms report.
You now see buttons above the search terms list corresponding to the permissions granted. In the image below, add and edit permissions apply. - Check the box next to one or more search terms.
The permission level buttons become active.
- Click the appropriate button to edit the search term.
Note: If the only permission level granted is Edit, you will not see any buttons above the list. In this case, you can click any search term to enable a text box. Complete your edits and click Enter to save and exit.
