Search

The search window helps you find specific documents based on the text or keywords in all your documents or helps you to find key documents with various options. To access the Search window, click on 'Search' from the menu bar.

Lexbe eDiscovery Platform search engine looks through the full text of all documents in the applicable case, and returns the documents containing all your search terms. The search results page presents you with a list of documents that contain your search terms.
 
The Search window has seven parts:
1) A search box on the main table
2) Search options on the middle left
3) Filter options on the middle below the search option
4) Column listing options for the search results on the lower left
5) Delete documents
6) Multi Doc Edit
7) Export

Each of these are explained below:

Search Documents by Case

Lexbe eDiscovery Platform allows you to search for Documents by 'Current Case' or 'All Cases In Account'. Enter your search terms or text in the search box that appears on Search window (E.g. Invoice). You can separate multiple terms with spaces. Enter the required phrase or text and click the 'Search' button, or simply press 'Enter' on your keyboard.

By default the main table will display the search for all documents in the Current Case. If you click on 'All Cases In Account' option and then 'Search' button again, a new window will open showing the results for the Account Search.

Please note that search for 'All Case In Account' is only the cases you have access to in Lexbe eDiscovery Platform Account.





This new window displays the 'Summary' of your search results for all cases you have access within you Lexbe Account. In order to view the details of your search results in a different account, click on the hot link 'Select' and a new window will ask if you want to switch to selected case. (E.g. Select 'Demo Case Native 1').  When you click 'OK', you are automatically redirected to the selected case.



How To Apply Searches (Search Box)

You can take control of your case search by entering specific keywords in the search box and customize the type of search you wish to view on the search results page.


Searches From Keywords in Excel

We have developed an Excel template that can help you create and save searches of specific terms. The spreadsheet template is particularly helpful when you have large numbers of search terms to review in a case (up to 1,000 search terms are supported in the template).

Search for a Date Range (Boolean Option)

To search for a range date, type the range in one of the above formats in the search box, with 'to' between the dates, such as:
date(11-20-2008 to 11-30-2008) 


Build URL Arguments To Search Date or Date Range

You can similarly search a date range from the URL with optional arguments:
https://www.lexbe.com/Lexbe/Search.aspx?q=date(Jan+10+2010+to+Jan+15+2010)
This URL argument could be constructed by hand or from an Excel spreadsheet to automatically generate links for large numbers of search terms, or to save terms to repeat searches.


Date Searches without Bounds
Indeterminate ranges are not supported, so to search for any date after or before a particular date, enter a bounded range with a maximal or minimal value for the bounds. The maximum value for a year is 2900, and the minimum value is 1000.  Example: date(jan 10 2006 to jan 1 2900) 
 
Combining a Date Range Filter with Search Terms or other Filters
A date range could be combined with a search term as follows with an AND join.
Type the following in the search box:
date(11-20-2008 to 11-30-2008) AND Smith
Or the following in the Browser URL:
https://www.lexbe.com/Lexbe/Search.aspx?q=date(Jan+10+2010+to+Jan+15+2010)+AND+Black
 
The search results could be further limited with another filter (Select 'Filter' from the left of the Search page) or by limiting the search to a filter.

No results found 

For no matching results show up, the search box will display the following:

785

Complex Search Syntax

It is possible to search within a document using complex syntax by applying a filter first, and here are the steps you should take:

>Step 01. From the Browse page copy the 'Title' of a document


>Step 02.

>In the Search page open Filter>Select Filters and paste in the 'Title', the document title you copied from the Browse and apply filter. Once the filtered is setup, you can start applying searches to quickly pare down and find results more quickly.


Applying 'WHERE' Logic To Fielded Data

You are able to apply 'WHERE' logic to fielded data. Lexbe eDiscovery Platform structures the user interface as a filter (like Excel does) rather than as a SQL WHERE query, but it is the same thing. Here's how you do it:

1) Code a General Field  (e.g., DocType = 'Email Body')
2) From Browse or Search open the filter dialog
3) Scroll to DocType and click into the box
4) The first 10 entries will display for selection. Starting to type will limit or expand selection. This can be combined with a search. So if you search for example for 'Invoice' and filter on DocType = 'Email Body' it will return the documents and is the same as a SQL query 'Invoice' WHERE DocType equals Email Body'. The NOT operator is available on most (but not all) fields in the filter dialog.  E.g., responsive, privilege, etc. and our custom Dynamic coding fields. We do not at present have NOT operators on our custom fields and tags, but you can use the Dynamic coding fields instead.

Search History

Now when you click into the search field, your recent searches are shown. Search History records every term you have entered in search engine and it is specific to your user name.
> Click into text box and wait a second for up to 10 searches to display.
> Start typing and then recent searches meeting those criteria (up to 10) will display.
> If the search drop shows nothing, you may need to click out of the search box (e.g., click and unclick 'Concept Search' and click into the search box again)
> This functionality was enabled on 10/30/11, so only recent searches after that date will display.

Options

There are four types of search-term options that are available from a drop-down menu:
All of the words: Searchers for all the specified words occurring in a document. A document will be returned in search results only if all the words are present.
Any of the words: Search results for any of the multiple keywords specified and present in the document.
The exact phrase: A document will be returned in search results only if the exact phrase is present in a document.
Boolean: You can enter a Boolean expression, using AND, OR and NOT. Boolean searches are discussed in more details below.

*Certain characters like '<' and '>' cannot be used. If you receive an error 'invalid', that means you have used an invalid character and should reform the search.

Advanced Boolean Searches

Lexbe eDiscovery Platform supports advanced Boolean search requests. A Boolean search request consists of a group of words, phrases, or macros linked by connectors such as AND and OR that indicate the relationship between them.

Boolean Search Examples 
 Search Request                 Explanation
 apple and pear both words must be present.
 apple or pear either word can be present.
 apple w/5 pear apple must occur within 5 words of pear.
 apple pre/5 pear apple must occur 5 or fewer words before pear.
 apple not w/5 pear apple must not occur within 5 words of pear.
 apple and not pear only apple must be present.
 apple w/5 xfirstword apple must occur in the first five words.
 apple w/5 xlastword apple must occur in the last five words.

Boolean Search Tips
If you use more than one connector, you should use parentheses to indicate precisely what you want to search for. For example, apple and pear or orange juice could mean (apple and pear) or orange, or it could mean apple and (pear or orange).
 
In a Boolean search, you do not need to use any special punctuation or commands to search for a phrase. Simply enter the phrase the way it ordinarily appears. You can use a phrase anywhere in a search request. Example:
apple w/5 fruit salad
 
If a phrase contains a noise word, Lexbe will skip over the noise word when searching for it. For example, a search for statue of liberty would retrieve any document containing the word statue, any intervening word, and the word liberty.
 
A 'noise word' is a word such as the or if that is so common that it is generally not useful in searches. To save time, noise words are not indexed and are ignored in index searches.
 
And Connector
Use the AND connector in a search request to connect two expressions, both of which must be found in any document retrieved. For example:
 apple pie and poached pear would retrieve any document that contains both phrases.
 (apple or banana) and (pear w/5 grape) would retrieve any document that (1) contains either apple OR banana, AND (2) contains pear within 5 words of grape.
 
And Any Connector
'AndAny' lets you combine a search for required search terms with other terms that are optional. The words before AndAny are required, and the words after AndAny are optional. Example:
(apple and pear) AndAny (grape or banana) would find any word that contains apple and pear, and grape and banana will also be counted as hits.
 
OR Connector
Use the OR connector in a search request to connect two expressions, out of which at least one must be found in any document retrieved. For example, apple pie or poached pear would retrieve any document that contained apple pie, poached pear, or both.

W/N Connector
Use the W/N connector in a search request to specify that one word or phrase must occur within N words of the other. For example, apple w/5 pear would retrieve any document that contained apple within 5 words of pear. The following are examples of search requests using W/N:  
(apple or pear) w/5 banana
(apple w/5 banana) w/10 pear
(apple and banana) w/10 pear
 
Xfirstword and Xlastword Searches
Lexbe uses two built in search words to mark the beginning and end of a document: xfirstword and xlastword. The terms are useful if you want to limit a search to the beginning or end of a document. For example, apple w/10 xlastword would search for apple within 10 words of the end of a document.
 
Pre/N Connector
The pre/N connector is like W/N, but it also requires that the first expression must occur before the second. Example:
(apple or pear) pre/5 banana
 
NOT and NOT W/N
Use NOT in front of any search expression to reverse its meaning. This allows you to exclude documents from a search. Example:
apple sauce and not pear

NOT standing alone can be the start of a search request. For example, not pear would retrieve all documents that did not contain pear.
If NOT is not the first connector in a request, you need to use either AND or OR with NOT:
apple or not pear
not (apple w/5 pear)

The NOT W/ ('not within') operator allows you to search for a word or phrase not in association with another word or phrase. Example:
apple not w/20 pear

Boolean Wildcards

A Boolean search word can contain the wildcard characters '*' and '?'.

A '?' in a word matches any single character, and a '*' matches any number of characters. The wildcard characters can be in any position in a word. For example:

invoi*  would match invoice, involve and investigation, etc.
*urt*  would match court, circuit, county, etc.
invoi? would match apply invoice but not invoices.
bi*ling would match billing, bill, etc.

Please note that the use of the * wildcard character near the beginning of a word will slow searches somewhat.


Fuzzy Search

Fuzzy searching will find a word even if it is slightly misspelled. For example, a fuzzy search for 'litigation' will find 'liti3ation'. Fuzzy searching can be useful when you are searching text that may contain typographical errors, or for text that has been scanned using optical character recognition (OCR). You can
add fuzziness selectively using the % character. The number of % characters you add determines the number of differences dtSearch will ignore when searching for a word. The position of the % characters determines how many letters at the start of the word have to match exactly. 
Examples:
ba%nana Word must begin with ba and have at most one difference between it and banana.
b%%anana Word must begin with b and have at most two differences between it and banana.

You may wish to unselect the fuzzy check box if your documents have not gone through OCR, or you are getting false hits on your search returns.

Concept Search


Concept searching has become more important as a way to expand a search beyond specific keywords to include related concepts (synonyms and derivatives). This function can be important as it is impossible to think of all the ways that relevant information might be described in documents. For example, a search in Lexbe without concept search enabled for the term 'injury' would return documents that included the term injury and derivatives, like injuring and injuries. However, a concept search on 'injury' would additionally return documents that mention trauma, abrasion, wound, etc. This can be a powerful aid in finding what you are looking for.


The effect of a synonym search result depends on the type of synonym expansion requested on the search form. dtSearch can expand synonyms using only user-defined synonym sets, using synonyms from dtSearch's built-in thesaurus, or using synonyms and related words (such as antonyms, related categories, etc.) from dtSearch's built-in thesaurus.

Concept search is located in the search screen ('search' tab in the top menu). To enable for a particular search, simply check the 'Concept Search' box before clicking on 'Search.'

Stemming Searches

Stemming extends a search to cover grammatical variations on a word. For example, a search for fish would also find fishing. A search for applied would also find applying, applies, and apply. This option enables stemming for all of the words in your search request. Stemming does not slow searches noticeably and is almost always helpful in making sure you find what you want.

You can also add stemming selectively, add a ~ at the end of words that you want stemmed in a search. Example: apply~

The stemming rules included with dtSearch are designed to work with the English language. These rules are in the file stemming.dat. To implement stemming for a different language, or to modify the English stemming rules that dtSearch uses, edit the stemming.dat file. See the stemming.dat file for more information. For example, with stemming enabled a search for 'apply' would also find applied, applying or applies.

Phonic Search

Phonic searching looks for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for ‘Invoice’ will also find Investors, Infection and Investment.

Noise Words


The search index for cases in Lexbe eDiscovery Platform exclude 'noise words'. These are typically words such as 'the' and 'because' that are too common to be useful in search requests. They are excluded to make search results fast and efficient.  Here is a list of Noise Words:
>a, about, after, all, also, an, and, any, are, as, at, be, been, but, by, can, come, could, did, do, even, for, from, get, got, he, her, him, his, how, i, if, in, into, it, its, just, like, me, my, not, now, of, on, only, or, other, our, out, over, see, she, some, take, than, that, the, their, them, then, there, these, they, this, those, to, too, under, up, very, was, way, we, well, were, what, when, where, which, while, who, will, with, would, you, your.
>Search preserves the placement of the noise word in a search string, but not the term 
>A possible work-around if needed would be to download to briefcase all the documents that return the search, which will include the desired documents and others returning false positive results from the noise words. Then a slower, non-indexed search in Adobe Acrobat Reader should identify the exact phrase as it does not rely on Noise Words to speed a search. 

When a search request includes noise words, Lexbe eDiscovery Platform will skip them and process the rest of the request as if the noise word matched every word in the search index.  For example, a search on the exact phrase 'the Statue of Liberty' would return 'the Statute of Liberty' in text in an indexed document, even though 'the and 'of' are indexed and not searched. It would also return a hit on 'of Statute the Liberty' or 'xxx Statute yyy Liberty'

Search Results For Native Files Converted To PDF (eDiscovery Job)

When native documents are converted to PDF without placeholders, the PDF contents (extracted text) are indexed for Search page AND Text tab in Document Viewer. If the document instead generates a Placeholder file for the PDF displayed in the Doc tab, that means that the native version is indexed.


Set Up Filters Before Any Search

You can also setup a filter before entering any keywords in the search box for further narrowing down the results (e.g., 'Dynamic Coding Filtering'= 'Doc Type = Affidavit'). 

Search Quick Links (Shared Function)

A list of all the searches are automatically saved in the database whenever you enter a keyword and click on the ‘Search’ button in the Search text box. This action automatically preserves the search records on the list view under the ‘Recent’ section and creates filter hyperlinks to open specific set of documents. Please note that the default link titles are under the 'Recent Search YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink. It will also allow you to pin and share the most used searches, delete existing records or 
'Cancel'. 


Search Quick Links section is divided into three subsections:

Shared
You can view the searches shared with you under this section. To share or unshare your own searches with users in the current case click on the 'Edit' button, and then when the Shared/Pinned Searches dialog box appears check or uncheck the 'shared' icon check-box. Please note that this option will share your searches with all current users that have access to the case.
Pinned. Click on the ‘Edit’ hyperlink, select a recent search by the title and then use the check-box under the pin symbol to pin searches. Finally, click 'OK' to save these changes or 'Cancel' to not save any changes made. The pin icon will move the selected recent search up to the ‘Pinned’ section. 
Recent. It shows the search history applied. 
The screen displays the five most recent searches, but if you click on the ‘Edit’ hyperlink a full list of searches are displayed.

Please note that Lexbe eDiscovery Platform do not index the Built-In or Custom Doc fields data to make search query faster. Those fields can be filtered to locate more specific set of documents.

Selecting a Folder 


Here are few things to know before you go to the Folders>Select Folder section:
>After running a search request, the 'Folder' column in the main table will display the main and sub-folder. (e.g. Documents/Emails) to inform users the folder 'location' of the documents.

> The
search down does not include contents of sub-folders. For example, if you click on 'Select Folder' and try to open the sub-folder 'Emails' with 19 documents you will not be able to view the files, for this section was designed only to display the path to the folder where the documents are locate. 

If you want to open and view the contents of a sub-folder, please go the Browse>Folder Quick Links and from there you will be able to open all the sub-folders and their documents.



Shared Functions

To learn more about the features below, please visit to our Shared Functions page for further details.

-Filter
-Filter Quick Links (Shared Function)
-Show Columns
-Delete Documents
-Multi Doc Edit
-Export 
-Print Spreadsheet 
-Export to Briefcase
-Edit/Delete Button
-Printing Documents

Search Results Window on the Right

Search document window displays documents and are ranked according to how often and how prominently your search terms appear in the text. At the top of the search results page, you'll see how many total documents your search found. For example, you may see 'Documents found: XX'. If the total number of documents returned seems too large, you can narrow your search. It may take a few tries for you to find the combination of search terms that will return the answer to your specific question. 
Search Tips:
Enter one or more keywords.
Searches are not case sensitive.
You can enter multiple keywords, such as 'Notice and Counsel'.

Message Search results - Time Out

This message might appear in searches applied in a case of a big database. This means that the database search might be not specific enough, then the system after sometime will stop and return incomplete results. If that happens, we recommend that users run a more specific search.

Warning Message On Very Large Cases

When doing a search on an very large case, or a very complicated search, you may see this message:
'Warning: Search results may be incomplete due to an overly broad search. Please redo search more specifically (see help).'
>Our search engine stops a search after a predefined period (generally one to two minutes) and returns the results found up until that point. The above warning will display with your search results if this occurs.
> The search engine also stops a search after a returning 250,000 and the results found up until that point.

You can do several things that alone or in combination should allow your search to complete across the entire database:
>Make the search terms more specific.
>Uncheck (if checked) the search options for 'Concept Search', 'Fuzzy Search', 'Stemming Search' & 'Phonic Search', as these slow down search completion.
>Switch from 'All of the 'Words' or 'Any of the Words' to 'Exact Phrase' or 'Boolean'.
>Apply a Filter before starting a search.


Sorting Search Results by  the Built-in Doc and Custom Doc Fields

When searching information in fields, to optimize the search engine performance and access you can sort your results by Built-in Doc and Custom Doc Fields (memory issues make indexing and sorting of other fields impracticable). Sort of any field or combination of fields is also available by exporting the desired fields as columns into Excel and then sorting using Excel sorting functions. The results from any search sorted by Rank are always descending (new files listed first). 

Please note the maximum search results are limited to 250,000 records to be sorted and also  documents that have numerical sequences format in their title such as:
>1 Contract
>2 Purchase Order
In order to be sorted within Lexbe eDiscovery Platform, they should be uploaded in the following numerical format:
01 Contract
02 Purchase Order

Search On Foreign Language Documents

We discuss this topic on Help Page 'How to Translate Foreign Languages Documents Uploaded to Lexbe eDiscovery Platform'.

Sharing Specific documents and Exporting documents to Excel Log

You might sort, find and share specific documents by creating a custom tag as follows: 
>Go to 'Management>Manage Custom Coding' First you add a coding section entitled 'XX Sort Doc' and next add a coding field 'Check box' entitled 'XX Sort Doc ' (related to the specific documents to be sorted later).
>Open 'Browse' section and filter documents by the Bates or Dates range of the production, select all documents (top of page-- it initially will select 25, then click 'select all'). Click on Multi Doc Edit and choose the field 'XX Sort Doc', 'check' and 'update # docs''. This action will create a production coded to the new field.
>To see the documents select 'Filter>Select Filters' and apply the 'XX Sort Doc' filter. You can also export these selected documents to Excel log, sort in Excel by clicking on 'Export>Export Log to Excel'. The dates for the Briefcase Export are in the American format. (Excel allows sorting on any of the exported fields).  

Document Viewer -- Hits Tab

The Search is designed to open documents in 'Hits' as that is what most users want. You will be able to easily see where in the document the search terms are being found.  Please note that as you start reviewing the documents in different tabs (e.g PDF or Text) by clicking on the 'Save & Next' hyperlink  the Viewing format reverts to "Hits", and the 'Quick Links' reverts to 'Doc'.

If you want to be able to scroll file to file without going back to the Hits tab, then you should create a 'Custom Doc field', tag the documents from the search result using 'Multi Doc Edit', and then go to the Browse page. From the Browse page you can apply and create a saved filter based on the search results and open documents from the Document Viewer persisting in one tab (e.g. PDF, Html)

You can also enter search terms under the 'Case keywords' page. Then the keyword terms will be highlighted in Text when pulling terms from the Browse page.

OCR

PDFs are automatically made searchable with optical character recognition. The amount of time this can take will vary depending on the number and size of documents you upload and activities of other users as OCR is a shared service. If it is important that PDF documents be searchable immediately, you should OCR before upload. Click here for description. 
 
After the upload is completed, we advise you to check from the Search page to make sure all the documents recently uploaded were OCRed and you will see a note that says: 'Search results may be incomplete because items are still being indexed or OCRed. XX documents remain.'

Viewing all Documents at once

The Browse page shows all the documents uploaded into the case you are currently working on.