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Relativity Project Management Specialist > Searching in Relativity > Flashcards

Searching in Relativity Flashcards

1
Q

dtSearch

A

Advanced search functionality - proximity, stemming & fuzzy searches across field type

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2
Q

dtSearch - Creating a dtSearch Index

A
  1. Navigate to Search Indexes tab and click “New dtSearch Index”
  2. Complete the Fields
  3. Click Save to display Index Details page
  4. Click “Build Index: Full” -> Dialogue box to verify and select “Activate this index upon completion”
  5. Click “OK”; once complete, click “Activate Index” if you didn’t select “Activate this index upon completion”
  6. Click “Refresh Page” to see index’s current build status
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3
Q

dtIndex Fields

A 
Name
Order
Searchable Set
Email Notification Recipients
Advanced Settings
- Auto recognize date, email, credit card numbers
- Create accent sensitive
- sub-index size (minimum value is 1,000)
- sub-index fragmentation threshold
- Index Share
Noise Words
Alphabet
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4
Q

Using dtSearch syntax options

A 
Boolean - AND, OR, NOT
Wildcards - ?, *
W/N Operator - W/N (or WI)
Proximity with order - PRE
Built-in search words - xfirstword, xlastword
Operator precedence - () [parenthesis]
Search Operator Words - use quotation marks
Fuzzy Searching - %
Stemming - ~
RegEx - "##"
Noise Words
Auto-recognition of dates, emails, credit cards - date(), mail(), creditcard()
Phonic Searching - #
Numerical Patterns - =
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5
Q

dtSearch Notes

A
  • Underscore “_” is not recognized as a space by default
  • Colon (:) and (&) are not used by Rel but still considered a syntax term by dtSearch – to search for these, must modify the alphabet file
  • dtSearch indexes are case insensitive by default
  • Searching for words right next to each other with no operator is an exact phrase search
  • only need quotes when searching for an operator
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6
Q

dtSearch - Auto-recognition

A
  • Date Recognition - searches for strings that appear to be dates
    • date(january 10 2006)
    • range: date(january 5 2006 to january 20 2006)
  • Email address recognition - can search for email addresses regardless of alphabet settings for “@”, “.”, or other punctuation
    • mail(s*@example.com)
  • Credit Card Number recognition - any sequence that matches the syntax
    • creditcard(1234*)
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7
Q

Numerical Patterns

A

To search for numerical patterns such as social security numbers, you can use the “=” wildcard, which matches any single digit

  • more performant than a regular expression for the same pattern
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8
Q

Searching Workflows - Workflow Details

A

Basic Keyword Search - populates automatically, supports basic Boolean (AND, OR, NOT, *)
dtSearch Index is custom built and must be set up with an index to query against; supports advanced functionality

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9
Q

Search - Best Practices for Advanced Operators - Proximity

A
  • use pre /n for directional proximity, w /n for non-directional
  • xfirstword or xlastword w /n to search beginning and end of doc
  • distance between terms is important (1 w/1 2) w/2 3 to catch 1 2 3
  • noise words count as words for proximity
  • punctuality counts as whitespace under default settings
  • line breaks and consecutive space characters are single spaces
  • stop words and connector words count as words when calculating proximity
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10
Q

Troubleshooting Workflow

A
  • use a white board approach to map out searches before you run them
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11
Q

Creating or Editing a Saved Search

A

1, Click the magnifying glass with doc icon

  1. Click “Create New Search” or “Edit”
  2. Fill out the information in the Information sectoin
  3. Click “Add Condition” or click “Add Logic Group”
  4. Click on the Fields tab, and choose which fields to display search results
  5. Click on Sort tab, and specify any sorting
  6. Click on the Other Tab to add additional info
  7. Click “Save & Search”
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12
Q

Search Fields - Information

A

Name
Owner
Dashboard
Requires Manual Rerun - for searches that might take a long time to run, and you don’t need them to run automatically when you navigate back
Scope - Entire Workspace / Selected Folders (include subfolders)
Notes

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13
Q

Search Fields - Advanced

A

Relativity Applications
Keywords
Query Hint - only use if instruction by the Relativity Client Services team

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14
Q

Search Fields - Conditions

A

Add Condition
Index Search [Keyword / dtSearch / Analytics]
Saved Search

Add Logic Group

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15
Q

Search Panel

A

Available in the Doc List and many other tabs

  • click the magnifying glass to show
  • can auto-run or not as new conditions are added
  • can apply logic groups
  • can copy conditions by clicking pop-up icon in corner
  • can toggle conditions on and off
  • can collapse a card or remove condition
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16
Q

Search Term Reports - Guidelines

A
  • define a saved search for the Searchable Set
  • related items will not be searched
  • confirm dtSearch index includes all docs in searchable set
  • Select “Tag Hits” to create a multiple object field (if this isn’t set can’t select the STR in the Highlight Fields option)
  • Only terms in current reports will highlight; if you add new search terms to reports, you must run pending terms so they appear highlighted in documents
  • System automatically preserves the precise order in which the terms were entered when generating a report
17
Q

Creating a Search Term Report

A
  1. Go to Search Terms Report tab
  2. Click “New Search Terms Report”
  3. Complete Fields
  4. Click Save
18
Q

Creating a Search Term Report - Fields

A 
Name
Index
Searchable Set
Include Relational Group
Tag Hits
Show in Field Tree
Calculate Unique Hits
Remove Hidden Characters (filters out hidden or non-displayable text control characters)
19
Q

Searching with the Entity Object and Name Normalization - Emails w/in a particular org

A

Use the Alias From::Domain and Alias Recipient::Domain
NB - can also use to identify specific cross-org comms (i.e. with outside counsel)
- use double negative - Alias From -> NOT THESE CONDITIONS -> Alias From::Domain IS NOT [target domain]

20
Q

Communications between 2 specific individuals and no others

A

(Entity From IS SET
AND
(Entity From NOT THESE CONDITIONS Entity From NONE OF THESE [Entity A]
AND
Entity Recipient NOT THESE CONDITIONS Entity Recipient NONE OF THESE [Entity B])
OR

To limit to these 2 and no one else, use “Email Recipient Count” set to 1

21
Q

Entities that Communicated on Privileged Documents

A
  • edit the Privilege Designation field to “Open to Associations” is “Yes”
    Entity Participant THESE CONDITIONS Entity Participant::Privilege Designation ANY OF THESE
22
Q

Emails where a specific person drops off a communication

A

Entity Participant -> Entity Participant ANY OF THESE [Entity]
AND
Entity From NOT THESE Entity From ANY OF THESE [Entity]
AND
Entity Recipient NOT THESE Entity Recipient ANY OF THESE [Entity]

23
Q

Regular Expressions - Use Cases

A

Helpful where you need to find different numbers/letters that contain the same pattern

Relativity Project Management Specialist (12 decks)

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