

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 Report (STR) that hit on a document, see Search terms report hit count.
You’re 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:
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.
Use the following guidelines to ensure that your search terms report properly highlights the required terms:
Confirm that your dtSearch index includes all documents in the Searchable Set of the search terms report.
To create a new search terms report, follow these steps:
After saving the search terms report, the Search Terms Report Status section and Search Terms Report console appear. As the status section indicates, you must add terms to your new report. See Adding terms and highlight colors.
Search terms reports contain the following fields:
Note: Unique hits can help you identify terms in your search terms report that may be overly inclusive.
Additionally, you can create search terms reports through workspace templates using the following steps:
From your active workspace, ensure that the Search Terms Report object type setting for Copy Instances On Workspace Creation is enabled.
Create a new workspace using the active workspace as your workspace template.
The search terms reports are copied over to the new workspace.
To add terms to your search terms report:
Note: You must create a persistent highlight set for highlighted terms to appear in your documents. See Persistent highlight sets for more information.
Note: Each line is treated as an individual dtSearch query. For more information about dtSearch, refer to dtSearch.
Note: By default, highlighted terms appear as black text with an orange background.
Note: A single term has a character limit of 450.
A confirmation message displays with the count of new terms added. Duplicate terms are ignored. After adding new search terms to an existing report, you must run the terms so that they appear highlighted in documents. For more information, see Running a search terms report.
To edit a term in your search terms report:
Click the name of your search terms report.
In the Term column, click on the term you would like to change. The field will become editable.
Edit the text, then press Enter.
Run Pending Terms in order to update the search terms report. For more information, see Running a search terms report.
To edit the background and text color of terms:
Note: Changes to background and text color apply to all terms being edited.
To remove terms from the search terms report:
If you remove search terms from the reports, the terms automatically disappear from the search terms report results. You must run the report again for accurate totals in the status bar and when using View Term Report.
You can copy an existing search terms report using the mass copy operation.
To copy a search terms report:
The Copy window displays.
You generate a search terms report by using the options available in the search terms report console. The console appears after you save a search terms report or when you open an existing report from the Search Terms Report tab.
The console includes the following options:
The Search Terms Results page provides the following:
Note: Documents with hits is not security-aware or influenced by permissions. This means that it includes documents the user cannot view in a basic search. For example, a user could perform a dtSearch that returns a total of five documents, including two inaccessible documents. Even though the user can only view three documents, the search terms count still includes all five documents originally tagged with the search term.
In this page, you can also access a list of any terms that failed during the creation of the Search Terms Report. To read these error messages, change your view to Search Terms Results Details.
Note: You can now run multiple Search Terms Reports in parallel, simultaneously, by adding more Search Terms Reports agents to the same resource pool as the workspace. You can queue as many reports as needed and they will run when others complete.
After running a search terms report, the search terms report status section appears. It lists the search terms report name and status. The status indicates the current progress of the report. This field contains either Searching your terms, Completed, or Error.
This section also provides a summary of the search terms report and its results:
After you run a search terms report with the Tag option enabled, Relativity creates a folder in the Field Tree browser with documents grouped by tags found by the search terms report. Each tag includes the count of documents containing that term. The folder is named after the search terms reports multiple object field created by the search terms report. For example, if your search terms report is named Produced Documents, the folder in the Field Tree browser is named STR - Produced Documents.
Click a search term tag in the Field Tree browser to view documents in your searchable set tagged with the selected term. You can also email a link to the tagged documents by right-clicking the tag results and selecting Email Link.
After you run a search terms report with the Tag option enabled, Relativity creates choices for each of the terms that you specified. You can then use these choices as criteria in a saved search.
Use this procedure to create a saved search using tagged search terms:
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 to keep your environment organized. However, at the same time, you want users to view, edit, and add to existing terms lists.
To add search terms report permissions to a user group:
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.
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.
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.
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