Relativity Searching Manual 6.6

Searching Manual
v6.6
August 27, 2010
Table of Contents
1 Filtering
1.1 Boolean Textbox
1.2 CustomOnly
1.3 List
1.4 Multi-List
10
1.5 Popup
11
2 Keyword Search SQL Search

2.1 Stop Words
13
14
2.1.1 Characters
15
2.1.2 Numbers
15
2.1.3 Default Stop Words
15
3 dtSearch
17
3.1 Dictionary Search
18
3.2 Operators
21
3.3 Special Characters
21
3.4 Words and Phrases
21
3.5 Wildcards
22
3.6 AND Connector
22
3.7 OR Connector
23
3.8 W/N Connector
23
3.8.1 Complex Expressions
23
3.8.2 Built-In Search Words
24
3.9 NOT
24
3.9.1 As a Stand-Alone
24
3.9.2 As a First Connector
24
3.9.3 NOT W/N
24
Relativity |Searching Manual - 2
3.9.4 NOT in a Full Text Search
24
3.10 Noise Words & Alphabet
25
3.11 Numeric Range Searching
27
3.12 Variable Term Weighting
27
3.13 Fuzzy Searching
27
3.14 Stemming
28
3.15 Auto-Recognition
29
3.15.1 Date Recognition
30
3.15.2 Email Address Recognition
30
3.15.3 Credit Card Number Recognition
31
3.17 Regular Expression
31
3.17 Returned Rank
32
4 Relativity Analytics
34
4.1 What is Conceptual Searching?
34
4.2 How Can I Use Relativity Analytics?
34
4.2.1 Conceptual Term Searching
35
4.2.2 Keyword Expansion
36
4.2.2.1 Show Related Concepts
38
4.2.3 Submit Selected Concepts
39
4.2.4 Find Similar Documents
40
4.2.5 Categorization
41
4.2.5.1 Results and Examples
42
4.2.5.2 Results and the Field Tree
43
4.2.6 Clustering
43
4.2.6.1 Create New Cluster
44
4.2.6.2 Replace Existing Cluster
46
4.2.7 Similar Document Detection
46
5 Advanced or Saved Searches
48
5.1 Owner
48
5.2 Information
50
5.3 Search Conditions
50
5.4 Conditions
51
5.4.1 Operators
53
5.4.1.1 Fixed Length, Long or Extracted Text
53
5.4.1.2 Whole Number, Decimal and Currency
53
5.4.1.3 User
54
5.4.1.4 Date
54
5.4.1.5 Yes/No
54
5.4.1.6 Single/Multi-Choice List
55
5.4.2 Searching the BatchField
55
5.5 Fields (Required)
56
5.6 Sort
57
5.7 Combined Searches
57
5.7.1 Preventing Circular reference
59
5.7.2 Including Related Items in Combined Searches
60
5.8 Organizing Saved Searches
62
6 Troubleshooting
64
6.1 Operators
64
6.1.1 The Problem
64
6.1.2 The Solution
64
6.2 Numbers and Characters
64
6.2.1 The Problem
64
6.2.2 The Solution
64
6.3 Multiple Terms
64
6.3.1 The Problem
65
6.3.2 The Solution
65
6.4 Proximity Searches
65
6.4.1 The Problem
65
6.4.2 The Solution
65
6.5 Multiple Conditions
65
6.5.1 The Problem
65
6.5.2 The Solution
66
6.6 Fields
66
6.6.1 The Problem
66
6.6.2 The Solution
66
7 Disclaimer
67
1 Filtering
Filters are used to search for values in fields present in the active view. Filtering works
on all available records in your searchable set.
Depending on the field type, different filtering methods are available:
n
n
n
n
n
n
Boolean
Textbox
CustomOnly
List
Multi-list
Popup
To activate filters, click Show Filters above the item list. A searchable textbox filter
appears above each field.
Show Filters Link
Note: It is important that the Clear All link be selected between every search filter.
This ensures that the next search is not influenced by the previous filter's term(s).
Clear All Link
For example, if you have filtered for a specific control number in one search and then
for a specific custodian in the next search without selecting Clear All between, your second search may not return any results, as it will search on both fields.
There is also the Hide Filters link, which allows you to view a list of items without the
unused filter bar on top.
Hide Filters Link
1.1 Boolean Textbox

To begin using filters enter into the filter bar text box the term or part of the term that
you would like to see. It will return all versions of the word as if a wildcard is in front
and behind the text entered. A * character next to a term will return nothing.
Document-level textbox filters also allow you to filter for single and multiple terms
using Operators:
n
n
n
n
n
n
AND
OR
BETWEEN
= (equal)
>= (greater than or equal to)
<= (less than or equal to)
When used correctly, these operators dramatically narrow your search. They will not
be supported if not used in the appropriate format. The following table shows text
search strings and their results. Notice how operators are being used when the return
item is listed as an Invalid Filter. Note: If you need to search for a word that is in the
operator list, simply place it in brackets. (Example: [Cubs and Sox]).
Search String
cubsORsox
cubsANDsox
cubsORsox
AND kcura
%
= with term
cubs AND
cubs OR
ANDcubs
ORcubs
Alphabetical
Filtering
Returns Items Where

(([CHOICE]like'*cubs*')OR([CHOICE]like '*sox*'))
(([CHOICE]like'*cubs*')AND([CHOICE]like '*sox*'))
(([CHOICE]like'*cubs*')OR([CHOICE]like'*sox*') AND ([CHOICE]
like'*kcura*'))
Checks to see if field is set
returns the exact phrase
wildcard for missing character
Invalid Filter
Invalid Filter
Invalid Filter
Invalid Filter
Returns Items Where...
Search String
>=cubs
<=cubs
=cubs
=cubs AND sox
Cubs BETWEEN
sox
Kcura andcubs
BETWEENsox
Returns Items Where

(([CHOICE]>='cubs'))
(([CHOICE]<='cubs'))
(([CHOICE]='cubs'))
(([CHOICE]='cubsANDsox'))
(([CHOICE]>='cubs')AND([CHOICE]<='sox'))
(([CHOICE]>='kcuraandcubs')AND([CHOICE]<= 'sox'))
Text searches
In addition to searching for text, you may search for dates and numbers as well. The
table below shows how operators affect these search strings.
Search String
>=7/24/2008
<=7/24/2008
=7/24/2008
>=07/27/20081:23PM
<=07/27/20081:23PM
=07/27/20081:23PM
> 7/24/2008
< 7/24/2008
>= 0/24/2008
Returns Items Where

(([CHOICE]>='7/24/2008'))
(([CHOICE]<'7/25/2008'))
(([CHOICE]>='7/24/2008')AND([CHOICE] <
'7/25/2008'))
(([CHOICE]>='07/27/20081:23PM'))
(([CHOICE]<='07/27/20081:23PM'))
(([CHOICE]='07/27/20081:23PM'))
Invalid Filter
Invalid Filter
Invalid Filter
= 0/24/2008
Invalid Filter
7/24/2008 BETWEEN
8/24/2008
7/24/20081:23PM BETWEEN
8/24/2008 3:45PM
7/24/2008 BETWEEN
8/24/2008
(([CHOICE]>='7/24/2008')AND ([CHOICE] <

'8/25/2008'))
(([CHOICE]>='7/24/20081:23PM') AND ([CHOICE]
<='8/24/20083:45PM'))
(([CHOICE]>='7/24/2008') AND ([CHOICE]
<'8/25/2008'))
0/24/2008 BETWEEN
Invalid Filter
8/24/2008
7/24/2008between 0/24/2008 Invalid Filter
07/27/2008
>=100
(([CHOICE]>='07/27/2008')AND ([CHOICE] <

'7/28/2008'))
(([CHOICE]>='100'))
Search String
<=100
=100
>= sd
Returns Items Where

(([CHOICE]<='100'))
(([CHOICE]='100'))
Invalid Filter
Date and Number searches
1.2 CustomOnly
Custom Only filter boxes allow you to combine several criteria by connecting them
with an AND or OR Operator. To activate a Custom Only filter, click (Advance ...) in
the field's filer drop-down
Advanced Option
Within CustomOnlys Advanced option, there are several operators available for each
criterion, depending on their field type and value.
Advanced operators
1.3 List
List filters allow you to select from all the field values present in the case. For example,
if you select Not Responsive as your filter, all documents marked in this way are
returned. Keep in mind that you many only choose one filter at a time.
List Filters
Another list filter example uses a Yes/No field, meaning you may only select Yes, No,
or Blank (example: whether or not a document is relational).
Filter Search Choices
1.4 Multi-List
While list filters only allow you to select one field at a time, multi-list filters allow you
to select one or more fields to use as filters. Just as before, all field values present in
the case are available. You may also search for multiple values in one search by connecting them with an AND or OR operator. The below figure shows multi-list filters as
they appear in hierarchical form.
Muti-List Filters
In the default multi-list setting, all items are checked. To clear the
default settings, uncheck the Show All box. This allows you to filter for
specific items.
1.5 Popup
From the popup picker, you can select multi-choice and multi-object values to use
while filtering a list. This filter is configured when editing or creating a new field and is
available for the following field types:
n
n
n
n
Single Object
Multiple Object
Single Choice
Multiple Choice
Multi-Choice/Object Popup filter
For more information on how this filter is set up and functions, please see the Relativity Admin Manual.
2 Keyword Search SQL Search

Keyword search is Relativitys default search engine. While Keyword does not have as
many available options compared to other types of Relativity searching, it has the
advantage of being an automatically populated index. This reduces maintenance and
ensures that your searches are running on all the desired documents.
The fields being searched vary from case to case. Check with your case administrator
to determine the extracted text fields included in the text index.
To search the FullText index using SQL search, select the Search With drop-down and
keywordSearch. Selecting Keyword search activates the search box where you may
enter search terms.
Keyword Search box
Enter your search term or terms in the search box using the guidelines below:
Search String
wired
wired magazine
wired and magazine
wired or magazine
wired, magazine
"wired magazine"
wired not magazine
Returns Documents With...

The word wired
The words wired and magazine
The words wired and magazine
The word wired or the word
magazine
The word wired or the word magazine
The exact phrase wired magazine
The word wired and not the word
magazineNote:
n
Searches cannot be started with the word

"not" e.g., not wired
"Not" cannot be used with "or" e.g.,
wired or not magazine
Search String
wire*
Any words beginning with wire (e.g., wired, wires,

wireless)
computer and (wired or The word computer and the word wired
magazine)
OR
The word computer and the word magazine
Search terms
Be cautious of drafting your search terms in another program and pasting them into the Relativity search box. Character meanings and formatting vary depending on the program, and may cause unexpected
results. We recommend using a plain text editing program (e.g., Microsoft Notepad) if you choose to draft your search terms outside Relativity.
2.1 Stop Words

Stop Words, also known as noise words are words that do not add value to a search
query, such as "at", "a" and, "the". Within a standard Relativity keyword search,
these stop characters, numbers or words are ignored.
Although SQL ignores stop words like "on" and "my," it takes into account their positions in the search phrase. If those positions are all filled with other stop words, the
record(s) will be returned.
Consider a scenario in which one types the phrase "sun on my head" and this returns
documents containing the words sun and head, but not the exact phrase "sun on
my head." If this search is changed to "sun my on head", that user still gets documents returned. "Sun on head", however, yields no results, as seen in the table
below:
Searching String
sun on my head
sun my on head
sun on head
Returned Documents?
Yes
Yes
No
Likewise, the following search strings return documents because the phrases word
positions are filled with the noise words "his", "w" and "3."
Search String
sun w/3 head
sun on his head
Returns Documents?
Yes
Yes
Note that if you replaced one of these noise words with something not ignored - such
as the phrase "sun on tree head" - nothing will be returned because there are no documents containing the phrase "sun NOISE tree head."
For a list of stop words, refer to sections 2.1.1-2.1.3.
2.1.1 Characters
The list below outlines the default character stop words:
n
n
n
n
n
Period "."
Dash ""
Exclamation point "!"
Colon ":"
Semicolon ";"
The sign (@) is ignored when used at the beginning of a search; for example, when a
user is searching on a domain name, the same number of documents will be returned
when the @ symbol is used as when it is left out.
2.1.2 Numbers
Single digits from 0-9 are default numbered stop terms.
2.1.3 Default Stop Words

The below table contains all default keyword stop words in Relativity:
Begins With...
A
B
C
D
E
F
G
H
I
J
L
M
N
Stop Words
about, after, all, also, another, any, are, as, at
be, because, been, before, being, between, but,
both, by
came, can, come, could
did, do, does
each, else
for, from
get, got
has, had, he, have, her, here, him, himself, his,
how
if, in, into, is, it, its
just
like
make, many, me, might, more, most, much,
must, my
never, no, now
Begins With...
O
S
T
U
V
W
Y
Stop Words
of, on, only, other, our, out
said, same, see, should, since, so, some, still,
such
take, than, that, the, their, them, then, there,
these, they, this, those, through, to, too
under, up, use
very
want, was, way, we, well, were, what, when,
where, which, while, who, will, with, would
you, your
Stop Words
Note that the above list can be edited by an Administrator and that such changes will
be applied across the Relativity environment.
3 dtSearch
Like keyword search, dtSearch is an engine that allows you to search your document
content. dtSearchs advanced functionality goes a step further and allows you to perform proximity searches, stemming, and other advanced keyword searching operations not available in keyword search.
Unlike keyword search, dtSearch contains fully managed indexes to support its
extended operations; your Relativity Administrator must update the index every time
data is added, removed, or edited.
For information on creating an index, see the Relativity Administrative
Manual, found on kCura's Support site:
www.kcura.com/relativity-manual
To search using a dtSearch index, select the Search With drop-down, then the
dtSearch index name. This activates the search box, as shown below. Depending on
what your dtSearch index is named the actual name will appear in list.
Your Administrator might have another name beside dtSearch for the index. dtSearch
allows you to create indexes from a saved search using a subset of documents or document fields. Using a descriptive name for the index will allow you to easily know
when selecting the search what documents you are searching.
dtSearch Index
When running a dtSearch, you can use the dictionary feature, or type in your search
term and operators. The following sections cover the dictionary feature, and search
terms and operators within dtSearch.
3.1 Dictionary Search

When using dtSearch, a Dictionary Search option is available. The Dictionary Search
allows you to search the index for a specific term, see the total occurrences of the
term, and the number of documents containing it. The document list will not be displayed.
To launch the Dictionary Search, click the Dictionary link next to the Keywords textbox.
Dictionary link
This link opens a Dictionary Search dialog box.
Dictionary Search dialog box

n
The textbox allows you to search the index for a term or variation of a term.
This textbox supports individual terms, and the following operators:
o Wildcards (*)
o Stemming (~)
o Fuzzy searching (%)
Fuzziness Level determines the variations of the entered term which should be
returned.
o If the fuzziness level is blank, dtSearch will return only the entered term.
o If the fuzziness level is 1, very slight variations of the entered term will be
returned.
If the fuzziness level is 4, many variations of the entered term will be

returned.
o The fuzziness level is independent of the fuzzy searching operator:
n For example, you may run a search for appl%, but with
no fuzziness level set.
n You might get a hit for apple or apply both begin
with "appl" and have one difference.
n Conversely, you may run a search for the exact term
apple with a fuzziness level of 3. This might return app,
applied, apply, etc.
Enable Stemming extends a search to cover grammatical variations of a word.
A search for apply would also find applying, applies and applied. Select
the checkbox to enable this feature.
o Enable stemming is independent of the stemming operator.
n For example, if you run a search for apply~ with Enable
Stemming unchecked, you will get a hit for applied,
applies, or application.
n Similarly, if you run a search for the exact term apply
with Enable Stemming checked, you will get the same hits.
Fuzziness Level may be used by adding a % symbol at the end of the
search term, OR by using the drop-down box. Stemming may be used
by adding a ~ at the end of the search term, OR by using the checkbox.
After configuring your dictionary search, click in the Search button. Your results are
displayed.
The Dictionary Search will only return the first 2,000 results. If your
search has more than 2000 hits, the Dictionary search will display the
following message: Only 2,000 results returned.
Dictionary Search results
The following columns are displayed:

n
n
n
Keyword is the word in the index.

Total Words is the number of times the word appears in the index.
Total Documents is the number of documents in the index containing the
word.
While working with results, you can perform the following actions:
n
n
n
n
n
Export to Excel allows you to export the contents of the current list to Excel.
Show Filters allows you to apply a filter on any field in the list.
Clear All clears any applied filters.
Sort is available by clicking any of the column headers.
Copy to Clipboard allows you to copy the selected search results and paste
them in the search terms textbox.
Copy to Clipboard
To paste the results, right-click and select Paste. Each selected term will be pasted,
separated by the word OR.
3.2 Operators
The table below illustrates how operators function in dtSearch. Note the new operators available with this option.
Search String
apple pear
apple and pear
"apple pear"

The exact phrase apple pear
The word apple and the word pear
The exact phrase apple pear
Either apple or pear
apple or pear
Apple appears within 5 words of pear
apple w/5 pear
Apple appears within 5 words before pear
apple pre/5 pear
apple not w/5 pear Apple does not appear within 5 words of pear
apple and not pear Apple appears but pear does not
Apple appears in the first 5 words of the document
apple w/5 xfirstword
apple w/5 xlastword Apple appears in the last 5 words of the document
dtSearch Operators
3.3 Special Characters

The characters in the Table below are associated with the concepts available with
dtSearch.
Character
?
=
*
%
~
~~
:
##
Function
Matches any single character
Matches any single digit
Matches any number or characters
Fuzzy Search
Stemming
Numeric Range
Variable term weighting
Regular Express
dtSearch Special Characters
3.4 Words and Phrases

To search for a phrase, use quotation marks (example: apple w/5 "fruit salad"). If a
phrase contains a noise word, dtSearch will skip it (example: of is skipped when
searching for Statue of Liberty). Instead, dtSearch retrieves any document containing the word statue, any intervening word, and the word liberty.
Punctuation inside of a search word is treated as a space (example: when searching
for the word cant, dtSearch treats the phrase as two words, can and t). Similarly, numbers and characters inside parenthesis return unexpected results (example:
1843 (c)(8)(ii) is treated as four words).
3.5 Wildcards
Wildcards are represented with the following characters:
n
n
n
n
* matches any number of characters (and may slow searches if used near the
beginning or middle of a word)
? matches any single character
= matches any single digit
~ matches words that stem from the searched term
Wildcards can be added to the root of any word to return those like it. The table
below shows how these wildcards operate in dtSearch.
Wildcards
appl*
*cipl*
appl?
ap*ed
N===
apply~
Results
Matches apple, application, etc.
Matches principle, participle, etc.
Matches apply and apple, but not apples
Matches applied, approved, etc.
Matches N123, but not N1234 or Nabc
Matches apply, applied, applies, etc.
Wildcards
Microsoft SQL Server does not support a leading wildcard in full text
searches. A Keyword search in Relativity is simply a SQL index search.
dtSearch, on the other hand, does have the capability to successfully
search using leading wildcards.
3.6 AND Connector

The AND connector is used in a search request to connect two expressions, both of
which must be found in any document retrieved. The following examples show how
this connector functions:
n
apple pie AND poached pear retrieves any document containing both
phrases
(apple or banana) AND (pear w/5 grape) retrieves any document containing apple or banana AND contains pear within five words of
grape
3.7 OR Connector
The OR connector is used in a search request to connect two expressions, at least one
of which must be found in any document retrieved. For example, apple pie or
poached pear retrieves any document containing apple pie, poached pear, or
both.
Note how the AND and the OR connectors are interpreted when they are included in a
search string that does not specify their order with parentheses. Keyword and
dtSearch will treat this kind of search differently. Consider the following search: A AND
B OR C. As this does not include parentheses, it would be interpreted in the following
ways:
n
n
Keyword Search: (A AND B) OR C

dtSearch: A AND (B OR C)
3.8 W/N Connector

The W(within)/N connector is used in a search request to specify that one word or
phrase must occur within N of another, (where N is any number). For example, apple
w/5 pear retrieves any document that contains apple within five words of pear.
3.8.1 Complex Expressions

Some types of complex expressions using the W/N connector will produce ambiguous
results and should not be used. The following are examples of ambiguous search
requests:
n
n
(apple and banana) w/10 (pear and grape)

(apple w/10 banana) w/10 (pear and grape)
In general, at least one of the two expressions connected by W/N must be a single
word, phrase, or group of words and phrases connected by OR. For example:
n
n
(apple and banana) w/10 (pear or grape)

(apple and banana) w/10 (orange tree)
If you enter an ambiguous search request, dtSearch displays a message
warning you of the error.
3.8.2 Built-In Search Words

dtSearch uses two built-in search words to mark the beginning and end of a file: xfirstword and xlastword. These terms are useful when limiting a search to the beginning
or end of a file. For example: apple w/10 xlastword would search for apple within
10 words of the end of a document.
3.9 NOT
The operator, NOT is used in front of any search expression to reverse its meaning.
This allows you to exclude documents from a search. For example, applesauce and
NOT pear.
3.9.1 As a Stand-Alone
NOT standing alone can be the start of a search request. For example, not pear
retrieves all documents that do not contain pear.
3.9.2 As a First Connector

If NOT is not the first connector in a request, another operator must be used as well
(either AND or OR). The following are examples:
n
n
apple OR NOT pear

NOT (apple w/5 pear)
3.9.3 NOT W/N

The NOT W/ (not within) operator allows you to search for a word or phrase independent of any association with another word or phrase. For example, apple not
w/20 pear. Unlike the W/ Operator, NOT W/ is not symmetrical; that is, apple not
w/20 pear is not the same as pear not w/20 apple.
In the apple not w/20 pear request, dtSearch searches for apple and excludes
cases where apple is too close to pear. In the pear not w/20 apple request,
dtSearch searches for pear and excludes cases where pear is too close to apple.
3.9.4 NOT in a Full Text Search

Consider the way in which SQL queries full-text fields.
When you run a full-text search, SQL essentially looks at each individual field contained within the index - one at a time - for your search term(s). When you use the
NOT operator to find documents where a specific word does not exist, this search can
become a problem if not properly formatted. Take, for example, the following index:
Document
AS00001
OCR
From: Ryan
To: Will
Recipient
Will
Author
Ryan
Weve included the Author, Recipient, and OCR fields in our index. Now if we search
for Ryan NOT Will, SQL queries this index in the following way:
1. SQL checks the OCR Field:
n
n
n
Finds Ryan
Finds Will
No document returned
2. SQL checks the Recipient Field:

n
n
Does not find Ryan

No document returned
3. SQL checks the Author Field:

n
n
n
Finds Ryan
Does not find Will
Document is returned
In terms of the SQL logic, document AS00001 is responsive to this keyword search
because the Author field in particular fits the criteria of Ryan NOT Will.
If the NOT operator is ineffective in a case like this, consider using dtSearchs AND
NOT operator instead. The logic used by the dtSearch AND NOT operator does not
behave in the same way as the SQL full-text index, because dtSearch combines all of
the indexed text for a given document into one large pool of text. Because of this,
there is no worry about a single individual field giving you inaccurate results, as
shown above.
Building and querying a dtSearch index will yield the desired results. Simply index the
fields you want and then write a single query on the document list of Ryan AND NOT
Will.
3.10 Noise Words & Alphabet

Relativity's default list of noise words removes certain common words from a search
to improve query performance and prevent unnecessary index growth. dtSearch has
a standard set of noise words, which can be edited by an Administrator. The below
table lists the default noise words in dtSearch:
Begins With... Stop Words
A
a, about, after, all, also, an, another, any, are, as, and, at
B
be, because, been, before, being, between, but, both, by
C
D
E
came, can, come, could

did, do
each, even
Begins With...
F
G
H
I
J
Stop Words
for, from, further, furthermore
get, got
has, had, he, have, her, here, him, himself, his, how, hi, however
i, if, in, into, is, it, its, indeed
just
L
M
N
O
S
T
like
made, many, me, might, more, moreover, most, much, must, my
never, not, now
of, on, only, other, our, out, or, over
said, same, see, should, since, she, some, still, such
take, than, that, the, their, them, then, there, these, therefore, they,
this, those, through, to, too, thus
under, up
very
was, way, we, well, were, what, when, where, which, while, who, will,
with, would
you, your
U
V
W
Y
Default Noise Words
Note that it is possible for this list to vary per user, depending on the edits made to it
by a Relativity Administrator.
dtSearch also contains an alphabet file, which determines which characters are
treated as text, which cause a word break, and which are ignored. The categories of
items in the alphabet file are :
n
Letter: a searchable character; all of the characters in the alphabet (a-z and AZ) and all of the digits (0-9) should be classified as letters.
Space: a character that causes a word break; for example, if you classify the
period (".") as a space character, then dtSearch would process U.S.A. as three
separate words: U, S and A..
Ignore: a character that is disregarded in processing text; for example, if you
classify the period as ignore instead of space, then dtSearch would process
U.S.A. as one word: USA.
Like noise words, the alphabet file is open to edits by an Administrator and thus can
vary per user.
If you are not returning the required results, talk to your Administrator, who can
review the noise word list and alphabet file for you and edit if necessary.
3.11 Numeric Range Searching

A numeric range search looks for any numbers that fall within a specified range. To
add a numeric range component to a search request, enter the upper and lower
bounds of the search separated by ~~. For example, apple w/5 12~~17 retrieves any
document containing apple within five words of a number between 12 and 17.
When conducting a numeric range search, keep the following factors in mind:
n
n
n
A numeric range search includes the upper and lower bounds (so 12 and 17
would be retrieved in the above example).
Numeric range searches only work with positive integers.
For purposes of numeric range searching, decimal points and commas are
treated as spaces, and minus signs are ignored. For example, 123,456.78 is
interpreted as 123 456 78 (three numbers).
3.12 Variable Term Weighting

When dtSearch sorts search results, all words in the request count equally when tallying hits. However, this may be changed by specifying the relative weights of each
term in your search request (example: apple:5 and pear:1). This request would
retrieve the same documents as apple and pear, but dtSearch would weight apple
five times as heavily as pear when sorting the results.
3.13 Fuzzy Searching

Fuzzy searching is used to find a word even if it is misspelled. Fuzzy searching is useful
when searching for text that may contain typographical errors, or for text that has
been scanned using Optical Character Recognition (OCR).
With fuzzy searching, the number of percentage operators (%) determines the
number of differences dtSearch will ignore. In this example, by adding the percentage
at the end of the word, the search engine will return all words where the spelling is
one letter off from a-p-p-l.
Fuzzy Searching
You may also specify a Fuzziness Level when running an advanced or saved search.
The Fuzziness Level drop-down list determines the variations of the entered term
which should be returned.
Saved and Advanced Search fuzziness

n
n
n
n
If the fuzziness level is blank, dtSearch will return only the entered term.
If the fuzziness level is 1, very slight variations of the entered term will be
returned.
If the fuzziness level is 4, many variations of the entered term will be returned.
The fuzziness level is independent of the fuzzy searching operator:
o For example, you may run a search for appl%, but with no fuzziness
level set.
o You might get a hit for apple or apply both begin with "appl" and
have one difference.
o Conversely, you may run a search for the exact term apple with a fuzziness level of 3. This might return app, applied, apply, etc.
3.14 Stemming
dtSearch offers stemming capability. Stemming allows you to find apply, and the
words that stem from the root word apply. For example, applies, applied, application
etc. To apply stemming use the tilde (~) symbol at the end of the word.
Stemming search
Enable Stemming extends a search to cover grammatical variations of a word when

running an advanced or saved search. A search for apply would also find applying,
applies and applied. Select the checkbox to enable this feature.
n
Enable stemming is independent of the stemming operator:

o For example, if you run a search for apply~ with Enable Stemming
unchecked, you will get a hit for applied, applies, or application.
o Similarly, if you run a search for the exact term apply with Enable Stemming
checked, you will get the same hits.
Saved and Advanced Search stemming
The stemming rules included in dtSearch are designed to work with the
English language.
It is important to note that, when stemming (~), the documents returned in your
search do not include highlights of the grammatical variations that stem from the
root word. For example, when you open the viewer, the words applied or application
are not automatically highlighted. However, if you type "applied" in the Find Next
box, you can cycle through the hits using the binoculars icon.
Find Next search
3.15 Auto-Recognition
In some cases, Auto-Recognition may be activated to allow you to search for various
formats of dates, e-mail addresses, or credit card numbers. While Auto-Recognition is
a powerful tool, please note that activating this feature will dramatically impact indexing and searching performance.
Check with your Relativity Administrator to verify that auto-recognition

is active in your case.
3.15.1 Date Recognition

Date recognition looks for anything that appears to be a date, using English-language
months (including common abbreviations) and numerical formats. Examples of date
formats that are recognized include:
n
n
n
n
n
n
January 15, 2006

15 Jan 06
2006/01/15
1/15/06
1-15-06
The fifteenth of January, two thousand six
To search for a date, enter "date ()" around the date expression or
range.
3.15.2 Email Address Recognition

Email address recognition looks for text that follows the syntax of a valid email
address (example: sales@dtsearch.com). This makes it possible to search for a specific email address regardless of the alphabet settings for @ and . characters, as
well as any other punctuation that may be present in an e-mail address. It is also possible to use the word listing functions in dtSearch to enumerate all e-mail addresses in
a document collection. Wildcard expressions are supported in this function as well.
Examples:
n
n
mail(sales@dtsearch.com)
mail(sa*@dtsearch.com)
To search for an e-mail address, enter "mail ()"around the address.
3.15.3 Credit Card Number Recognition

Credit card number recognition looks for any sequence of numbers that appears to
satisfy the criteria for a valid credit card number issued by a major company (e.g.,
Visa, MasterCard, etc.). Credit card numbers are recognized regardless of the pattern
of spaces or punctuation embedded in the number. Examples: 1234-5678-1234-5678,
1234567812345678, 1234 5678 1234 5678. Numerical tests used by credit card issuers
for card validity will exclude sequences of numbers that are not credit card numbers.
However, these tests are not perfect, and the credit card number recognition feature
may pick up some numbers that are not authentic.
To search for a credit card number, enter "creditcard ()" around the
number. For example, "creditcard(1234*)"
3.17 Regular Expression

Regular expression searching provides a way to search for advanced combinations of
characters. A regular expression included in a search request must be quoted and
must begin with ##. See the following examples:
n
n
Apple and "##199[0-9]"

Apple and "##19[0-9]+"
Consider the following regarding regular expression searching:

n
A regular expression must match a single whole word. For example, you could
not search for "apple pie" with a regular expression "##app.*ie".
A regular expression is like the * wildcard character in its effect on search
speed: the closer to the front of a word the expression is, the more it will slow
searching. "Appl.*" will be nearly as fast as "Apple", while ".*pple" will be much
slower.
The following are regular expression special characters:

Wildcard
. (Period)
^ (caret)
Result
Matches any single character. For example: "sampl." would match
"sample" or "samplZ".
Matches the start of a line. Note: because the dtSearch index does not
store information about line breaks, searches that include beginningof-line or end-of-line regular expression criteria (^ and $) will not work.
Matches the end of a line. Note: because the dtSearch index does not
store information about line breaks, searches that include begining-ofline or end-of-line regular expression criteria (^ and $) will not work
Treat next character literally. Example: in "\$100", the \ indicates that
the pattern is "$100", not end-of-line ($) followed by "100. Note that
this will not operate as a special character if it is listed as a space in the
Wildcard
Result
Alphabet setting of your dtSearch index. To view this list, click on the
Search Indexes tab, click the Edit link next to dtSearch, and scroll down
in the Alphabet box to Spaces.
[abc]
Brackets indicate a set of characters, one of which must be present. For
example, "sampl[ae]" would match "sample" or "sampla", but not
"samplx".
[a-z]
Inside brackets, a dash indicates a range of characters. For example,
"[a-z]" matches any single lower-case letter.
[^a-z]
Indicates any character except the ones in the bracketed range.
.* (period, aster- An asterisk means "0 or more" of something, so .* would match any
isk)
string of characters. A search containing this character will not return
any results if the term referenced does not occur in the document set.
.+ (period, plus) A plus means "1 or more" of something, so .+ would match any string
of at least one character.
3.17 Returned Rank

In the returned document list of a dtSearch, there is a field to the far right of the view
called Rank designated by a varying number of gray and/or green bars. Rank is used
to displays the relevance of each document to the keyword searched for.
Rank
In some instances the rank field may not display any green bars. This does not mean
there is no relevance to the search but merely that it is low. To see the percentage of
relevance simply hover the cursor over the rank display and the percentage will
appear
Rank Percentage
4 Relativity Analytics
Relativity Analytics is another form of searching that goes beyond standard keyword
search, offering conceptual searching functionality.
To use Relativity Analytics, there must be a conceptual index built in

your case.
Check with your Relativity Administrator to verify that Relativity Analytics is active in your case.
For information regarding index creation, see the Relativity Administrative Manual, found on kCura's support site:
4.1 What is Conceptual Searching?

Conceptual searching wor
ks with concepts contained in unstructured text. Unlike traditional search engines, its
indexing is based on similar ideas and concepts. The mathematically-based technology used in this type of searching is called Latent Semantic Indexing (LSI). Within
LSI, there are no pre-established word lists, dictionaries, or linguistic techniques (such
as sentence structures).
Relativity Analytics is language-independent and self-training, allowing it to learn
conceptual relationships as it processes material. Not only can it identify, classify, and
sort information rapidly, it also will find relevant documents that would otherwise be
missed by other searching techniques.
4.2 How Can I Use Relativity Analytics?

There are several ways to use Relativity Analytics:
n
n
n
n
n
n
n
Conceptual term searching

Keyword expansion
Submit selected concepts
Find similar documents
Categorization
Clustering
Similar document detection
This section will outline the functionality of these options.
4.2.1 Conceptual Term Searching

Conceptual term searching allows an entered block of text to return conceptually-correlated records. You may have one or more Relativity indexes available in the Search
With drop-down, as shown in Figure 4-1. Check with your Relativity Administrator to
determine the purpose of each index.
Conceptual Term Searching options
Once you have selected the correct index, you may search using the following three
options:
n
n
n
Keywords field: searches for words or phrases using dtSearch technology

Keyword expansion: allows you to expand on a known term
Concepts field: performs conceptual term searches using Relativity Analytics
There are two options to control search results:

n
Sort by rank returns results in order of relevance (with the most relevant documents on the top).
Min Concept Rank sets the minimum level of conceptual correlation rank a
document must have in order to be returned in the results set.
Conceptual term searching can be used on its own to find documents related to the
entered text that do not necessarily contain that word or phrase. Additionally, this
type of searching can be used in accordance with Keyword Searching. When searching
for keywords that have multiple meanings, adding an identifying concept can help the
index return only those hits with the intended meaning.
Be aware that a one-word entry in the concept field will return broad
and unreliable results. Your results will be improved by including a
block of text.
4.2.2 Keyword Expansion

Keyword expansion shows words that are conceptually-correlated to a submitted
word. Using this option, you may right-click on a selected word in the viewer to see
conceptually-correlated results. Keyword expansion is available in two places: from
the Expand link in the document list, and from right-clicking the viewer (see Section
4.2.2.1). While in the document list, click the Expand link.
Expand link
The Conceptual Keyword Expansion dialog box appears.
Conceptual Keyword Expansion
To perform a keyword expansion, enter a term in the textbox and click the Expand
button.
Expand button
Clicking Expand will run keyword expansion on the specific term(s).
Conceptual Keyword Expansion results
Note that both Export to Excel and Show Filters are available. Additionally, the terms
in the results list are hyperlinked. Clicking on the linked term is equivalent to typing
that term into the Conceptual Keyword Expansion dialog box and clicking Expand. For
example, here are the results of clicking the power link in the box above.
Conceptual Keyword Expansion
The term power has been submitted and the results are displayed in the Conceptual Keyword Expansion dialog box. Additionally, the conceptual keyword expansion tool offers a Copy to Clipboard function. Select the checkbox next to terms youd
like to copy to the clipboard, then click the Copy to Clipboard button.
Copy to Clipboard button
Clicking Copy to Clipboard will copy all the checked terms to the clipboard and separating them with the term or. This allows you to paste the clipboard contents into
the keyword search box.
Keywords
4.2.2.1 Show Related Concepts

Show related concepts allows an automatic population of the Conceptual Keyword
Expansion text box. While in the viewer, use the following steps:
1. Highlight the desired word.

2. Right-click and select Relativity Analytics | Show Related Concepts from the
drop-down.
Keyword Expansion Options
The Viewer pastes the selected term(s) into the conceptual keyword expansion tool.
4.2.3 Submit Selected Concepts

Submit Selected Concepts returns conceptually-correlated documents based on a
selection of text. Using this option allows you to select a section in a document, a key
clause in a contract, or the summary of a report, and submit it to Relativity Analytics.
Documents that are conceptually-correlated to that selection of text will be returned
as hits.
While in the viewer, use the following steps:
1. Select the desired portion of text.
2. Right-click and select Relativity Analytics | Submit Selected Concepts from
the drop-down.
Selected Concepts options
Conceptual hits are shown in the related items pane, sorted on order of rank.
Search Results Related Items pane
4.2.4 Find Similar Documents

Find Similar Documents returns conceptually correlated documents based on a singular document. Much like running a conceptual search for a selection of text, you
can run conceptual search for the content of an entire document.
While in the viewer, use the following steps:
1. Right-click a section of white space within the primary document.
2. Select Relativity Analytics, Find Similar Documents from the drop-down.
Find Similar Documents
This action submits the entire content of the selected document to Relativity Analytics and returns other documents in the collection that are conceptually similar. Conceptual hits will be shown the Search Results Related Items pane, sorted in order of
rank.
Search Results Related Items pane
4.2.5 Categorization
Categorization finds similar documents based on a set of example documents you
choose. Early in your review, you may not be familiar with all the documents in your
case. However, you may understand the key concepts of the case and can find a few
representative examples of these concepts. Categorization will take example documents and find conceptually-correlated documents in the rest of your case.
Alternately, Relativity Analytics is able to examine case data and define categories without examples by using the search indexs clustering feature. This can be done if you
have little knowledge of your case data.
While most Relativity Analytics searches require a category index, categorization requires an index.
Check with your case administrator to verify that you have a categorization index.
For more information regarding categorization index creation, see the
Relativity Administrative Manual:
Your Relativity Administrator will create a special layout for you to use in identifying
the categories and their examples, as shown in the Figure below.
Categories within a layout
4.2.5.1 Results and Examples

It is important to note that the results of the categorization process will only be as
good as the categories and example documents you choose. Categories should represent a specific case issue or case designation. The best example documents are concise and clearly represent a single aspect of its category. Extremely short documents
are poor examples because they generally do not contain enough information to act
upon. Long and broad documents are equally poor. A broad and unfocused example
will lead to broad and unfocused categorization hits. Redundant examples are unnecessary.
Once you have completed your identification of the categories and examples, inform
your Relativity administrator. He or she will run the categorization process, which will
look at all categories and examples, and tag those items that are conceptually correlated to the examples.
For more information on running the categorization process, see the
Relativity Administrative Manual, found on kCura's Support site:
www.kcura.com/relativity
4.2.5.2 Results and the Field Tree

Once the categorization process has been completed, you can browse the results in
the Field Tree. Not only will the examples be tagged with the categories, but the conceptual hits will as well.
Field Tree
4.2.6 Clustering
Unlike categorization, clustering allows you to group conceptually similar documents
without the need for examples. Using an existing Relativity Analytics index, you may
identify conceptual groups within an entire case or sub-set of data. These conceptual
groups will form a cluster, and can be reviewed in the cluster browser. Unlike other
uses of Relativity Analytics, clustering does not require that you submit an example to
the index; only a set of documents you would like to be clustered. The Analytics system creates document groups from the selected document without user input.
For information on creating a Relativity Analytics index, or the technology that drives the clustering process, see the Relativity Administrative Manual, found on kCura's Support site:
4.2.6.1 Create New Cluster

Before you create a new cluster, return the required results to the documents list.
1. In the mass operation bar, choose whether youd like to cluster all searchable
items, checked items, or items on in the current returned set.
Cluster items
2. Select Cluster in the drop-down and click Go.

3. Click Create New Cluster.
Create New Cluster
4. Fill out the information in the Create New Cluster dialog box as outlined in the
list below:
n
n
Mode is defualted to Create New Cluster.

Name is the name of the cluster, and is used to display the cluster set on
the cluster browser.
Content Analyst Index allows you to select which Relativity Analytics
index you would like to use to cluster your documents.
Create New Cluster - Advanced Options
5. Advanced options are accessed by clicking the +. Fill out the information as
outlined in the list below.
n
n
Title Format determines how the clusters are named.

Maximum Hierarchy Depth determines how many levels deep the
cluster hierarchy can go. The default is 4 levels. A value of 1 will create
only top level clusters.
Minimum Coherence determines how conceptually-correlated the
items must be to be included in the same cluster. The default coherence
is 0.7.
Generality determines how general the cluster will be, with 0 as the
most general, and 1 being the most specific. The higher the generality
setting, the fewer top-level settings will be created. The default generality is 0.5.
6. Once you have made your selections, your cluster appears in the Clusters
browser.
Cluster browser
4.2.6.2 Replace Existing Cluster

Replace existing cluster follows the same general steps as creating a new cluster,
except the results replace existing clustering options. When you select Replace Existing Cluster, you are prompted to select the existing cluster you would like to replace.
4.2.7 Similar Document Detection

Similar document detection identifies groups of highly correlated documents and displays them as related items in Relativity.
The process requires a special process to be run. If youd like the similar documents
related item group in your case, contact your Relativity Administrator or support@kcura.com
5 Advanced or Saved Searches

Advanced and Saved Searches combine many of Relativitys searching tools into one
feature.. This allows a basic search to be run with advanced search criteria.
When creating a search, keep in mind that it can be made either public or private, run
on the fly or saved for later use. It is important to understand that when you save a
search, the search definitions is saved, not the results. Each time you click on a search
it is executed in real time returning all data that currently meets your criteria.
Advanced searches are also required for certain other features such as batching,
dtSearch, and Relativity Analytics index builds.
To access advanced and saved searches:
1. Click Advanced and Saved Searches icon in the browser.
Advanced and Saved Searches icon
Any existing saved searches are displayed and can be organized by folders.
2. Click the New Searchbutton to create a new Advanced search.
5.1 Owner
By default, new searches are personal. By listing yourself as the owner, it is visible
only to you and Relativity Administrators. However, you may change this option to
public to make your saved searches available to all users with corresponding permissions.
NewSaved Search Form
Note the three buttons at the top of the search form:

n
Save allows you to save your search settings without actually running the
search.
Search allows you to search based on the settings you entered without saving
the search.
Save and Search allows you save the settings you entered and runs the search
right away.
The user property, Advanced Search Default, drives users' default
search owner value. The property's default value (the option set by
default when creating a new user). This property can be edited by your
Relativity Administrator.
The New Search From has been broken down in to the following sections:
n
n
n
n
n
Information
Search Conditions
Conditions
Fields
Sort
Note: When viewing a saved search in the browser, the following icons indicate if a
search is public or private:
Icon
Search Type
This is a public search.
This is a private search specific to a user.
Search Types
5.2 Information
The first section, Information sets the general options for the search:
New Search - Information

n
n
Name is the name of the saved search.

Includes allows you to return not only hit document, but documents related
to any hit documents. (For example, select Include Family to include any duplicates of hit documents. Using this setting, the family would not need to meet
the criteria for the search). Indexes (active and inactive) will appear in this
drop-down as well. Inactive indexes will be tagged with an asterisk (*) and will
display a corresponding message. Your Saved Search must reference an
active dtSearch or Relativity Analytics index in order to be effective.
Scope allows you to select the set of documents to be searched.
o Entire case will search all documents in the case.
o Select Folders is used to choose folders you would like to search. (Note
the Include Sub-folders checkbox. Include Sub-folders will be checked
by default. Uncheck the box if youd like to search the selected folder(s)
only, and no sub-folders).
5.3 Search Conditions

Search Conditions allows you to select from any available search indexes in your case;
keyword, dtSearch and Relativity Analytics. Select the search engine from the Search
With drop-down and enter any search query in the search text box.
New Search - Search Conditions
Search With allows you to select from the required search engine; keyword,
dtSearch or Relativity Analytics
Search Textallow you to add search term and conditions.
Sort by Rank can be used to return results in order or relevance, with the most
relevant documents at the top.
n
n
Note that the Search With drop down under Search Conditions has no impact on
the settings available under Conditions. In other words, the Field, Operator, and
Value options under Conditions remain the same even if the Search With is changed
to dtSearch.
The options within Search Conditions, however, do change to accommodate the different functionality of each search. For example, a Fuzziness Level and Enable Stemming checkbox appear when dtSearch is selected in the Search With drop down.
5.4 Conditions
The conditions section allows you to include specific fields in your Advanced or saved
search. Select Conditions are combined with search conditions using an AND operator.
Each row of the conditions represents a separate criterion. Depending on the type of
field you select there will be different operators available. Each box within the row represents a different part of the criterion:
n
n
n
n
The first box allows you to select single, double or triple parentheses. This
allows complex levels of grouping between different criteria.
The second box, Field, allows you to select any available field in your case.
The types of fields present differ based on the type of view you are creating.
The third box, Operator, allows you to select your search operator. Available
operators differ depending on the type of field being searched.
The fourth box, Value, allows you to enter or select the value to be searched.
The fifth box allows you to close any parenthetical opened in the first box.
The sixth and final box allows you to connect each criterion with an AND or
OR operator.
New Search - Conditions
Depending on the field type and operator the value/s may be chosen from a popup
picker. A picker is available for selecting choices and objects that provide the following
operators:
n
n
n
n
Any of these
None of these
All of these (only for multi-object fields)
Not all of these (only for multi-object fields)
Upon clicking the ellipsis accompanying any of these operators, the following will
come up:
Available Items Popup
Checking any item in the Available Items list at the top and clicking the Add button will
put that item into the Selected Items list below. Clicking the Set button will add the
Selected Item as a condition in the advanced search.
Likewise, Checking any item in the Selected Items list and clicking remove will place
the item back into the Available Items list. Clicking Set then removes the item from
the condition.
Note that this Available Items popup picker is also available when setting view conditions and when performing a mass edit.
5.4.1 Operators
The operator is used to determine how fields within the search will be queried in association to the entered or selected value(s). Depending on the type of field you select,
there will be different operators available:
5.4.1.1 Fixed Length, Long or Extracted Text

The table below contains the fixed-length, long, and extracted text operators available
in Relativity:
Operator
Returns Documents Where...
Is like
Is
The entered term is present in the field in whole or in part; no wildcard (*) is required for a partial match. Is like should be used
with great care. If used incorrectly, is like can negatively
impact system performance. See Troubleshooting for issues
related to this operator.
The entered term is not present in the field; allows for Wildcards
(*). The caveats for is like apply to is not like as well.
The entered term is equal to the field value.
Is not
The entered term is not equal to the field value.
Is set
The field is not empty.
Is not set
The field is empty.
Is less than
The field value is less than the entered term.
Is greater than
The field value is greater than the entered term.
Is not like
Contains*
The entered term is present in the field; allows for the AND/OR
operator and wildcards at the end of the search.
Does not contain* The entered term is not present in the field.
Fixed-length, long, or extracted text operators
*Contains and Does not contain apply only to fields added to the fulltext index.
Searching on email headers could be a valuable approach to your document review. If Email Author, TO, CC, and BCC fields are present and
have been added to the text index, you can use the Contains operator
to search them for email addresses and other pertinent header information.
5.4.1.2 Whole Number, Decimal and Currency

The table below contains the whole number, decimal and currency operators available in Relativity:
Operator
Is
The entered number is equal to the field value.
Is not
The entered number is not equal to the field value.
Operator
Is set
Is not set
The field is empty.
Is less than
The field value is less than the entered number.
Is greater than
The field value is greater than the entered number.
Whole number, decimal and currency operators
5.4.1.3 User
The table below contains the user operators available in Relativity:
Operator
Is logged in user
The logged in user is equal to the field value.
Any of these
Any of the selected users match the field value.
None of these
None of the selected users match the field value.
Is set
Is not set
The field is empty.
User operators
5.4.1.4 Date
The table below contains the date operators available in Relativity:
Operator
Is
The entered date is equal to the field value.
Is not
The entered date is not equal to the field value.
Is set
Is not set
The field is empty.
Is before
The field value is before the entered date.
Is before or on
The field value is before or on the entered date.
Is after
The field value is after the entered date.
Is after or on
The field value is on or after the entered date.
Between
The field value is between the two entered dates.
Is in
Falls within the selected range; select from the options in the
value box.
Date operators
5.4.1.5 Yes/No
The table below contains the Yes/No operators available in Relativity:
Operator
Is
The selected value (yes or no) is equal to the field value.
Is not
The selected value (yes or no) is not equal to the field value.
Is set
Is not set
The field is empty.
Yes/No operators
5.4.1.6 Single/Multi-Choice List

Table 5-7 contains the single/multi-choice list operators available in Relativity:
Operator
Any of these
Any of the selected choices are present in the field.
None of these
None of the selected choices are present in the field.
All of these
All of the selected choices are present in the field.
Not all of these
None of the selected choices are present in the field.
Is set
Is not set
The field is empty.
Single/multi-choice list operators
5.4.2 Searching the Batch Field

The batch field allows you to use one condition across many batch sets. When searching using the batch field, specialized options will be available. Click the ellipsis to set
your options for a batch search.
Conditions - Batch
Within the Select Batch Criteria dialog box, the available fields are:
n
n
n
n
Batch
Batch::Batch Set
Batch::Assigned To
Batch::Status -
Batch Criteria Selector
From this window, each search condition operates as described in section 5.4.1.
5.5 Fields (Required)

The fields (required) section allows you to choose which fields are returned for hit documents. All potentially available fields will be displayed in the left box. Move any fields
you would like from your results to the right box. You can move fields between boxes
by:
n
n
n
Double-clicking the field name

Using the arrows buttons between the boxes
Hold Shift and click or drag to select a range of items, which can then be
moved using the arrows
Fields will be ordered according to their position in the right box. The topmost fields in
the box will be the first fields column in the results. The bottom-most fields in the box
will be the last field column in the results. To reorder the fields, use the up and down
arrows to the right of the Selected Fields box.
Fields (Required)
5.6 Sort
Below the fields section, the sort section allows you to define the default sort order of
the search results. Each row represents a sort criterion. Each box within the row performs a specific task:
n
n
Left box: allows you to select the desired sort field

Right box: determines whether the sort should run in ascending or descending order
All sorts are applied in nested order, as shown below.
Sort option
5.7 Combined Searches

To further specify the conditions of a saved search, you have the option of combining
searches. To combine searches, simply creating a new search that uses an existing
saved search in its field conditions.
After naming your new search and specifying the Search Conditions settings, proceed
to the Conditions settings. Click on the first Field drop-down. Note that (Saved
Search) is at the top of the field list.
Selecting (Saved Search) allows you to specify an operator and click on the ellipsis
(...) under the Value setting to bring up a list of saved searches.
Selecting your saved search from the list makes it a value. Note that you can use as
many saved searches as field conditions as needed; however, the more you choose,
the more the search performance may be affected.
Below, weve set up a combined search that uses two different existing saved
searches as field conditions:
Combined Search
Note that if you make any attempt to delete a saved search that is being referenced
by another saved search, you will receive a message.
A similar message will appear for deletion attempts on any saved search referenced in
a Document View.
5.7.1 Preventing Circular reference

To prevent recursive searches, Advanced and Saved Searches does not allow circular
references to occur when searches are combined. For example, consider the following
scenario in which you have three saved searches Saved Search 1, 2, and 3:
n
n
Saved Search 1 is used as a Field Condition in Saved Search 2

Saved Search 2 is used as a Field Condition in Saved Search 3
If these settings are present, then neither Saved Search 3 nor Saved Search 2 can be
used as a Field condition in Saved Search 1, as this will form a circular reference. If one
attempts to use either Saved Search 2 or 3 as a reference in Saved Search 1, neither
will appear in the Values list, regardless of the operator selected for each Field.
If these settings are present, then neither Saved Search 3 nor Saved Search 2 can be
used as a Field condition in Saved Search 1, as this will form a circular reference. If one
attempts to use either Saved Search 2 or 3 as a reference in Saved Search 1, neither

will appear in the Values list, regardless of the operator selected for each Field.
5.7.2 Including Related Items in Combined Searches

When combining searches, consider how including related items will affect search
results. Below is a practical example of using this feature.
Scenario
Jay, a Review Manager, is getting ready to produce all the responsive documents for a
case. As part of his quality control procedures, Jay uses the combined search functionality to confirm there are no privileged documents in his responsive saved search.
n
Jay Responsive - includes family and looks for all Responsive and not Privileged
documents. This search is built to use his production criteria.
Production Eligible Search
Next Jay creates a second search.

n
Jay Privileged - includes family and returns all Privileged documents. This
search is used for evaluation purposes.
Jay now uses the combined search functionality to evaluate if any privileged documents were included in his production-eligible saved search.
n
Jay Combined Search - this combines the previously created saved searches.
This is his quality control search.
Quality Control Search
The resulting search indicates that five privileged documents were included with his
production eligible saved search.
QCSearch Results
5.8 Organizing Saved Searches

Saved searches can be stored in securable folders and sub-folders. If you have been
granted the correct permissions, you can create folders and sub-folders. Additionally
you can secure all searches contain within those sub-folders.

1. Right-click on the folder and select Createfrom the drop-down to create a new
search folder.
Create folder
2. Right-click the New Search folder and select Rename from the drop-down.
Enter the new name.
Rename folder
3. Once you have renamed the folder, you have the option of dragging/dropping
saved searches into this and other folders.
4. Drag/drop the saved search into a folder. An alert appears asking for verification to complete the move. Click OK.
Windows alert
5. Your saved search is moved to your renamed folder.

You may have as many folders and sub-folders as necessary in your
search browser. Be cautious when moving secured searches because
they exhibit inherited permissions from their parent folder.
6 Troubleshooting
This section provides scenarios and solutions to common questions asked by Relativity users. For more information, contact your Relativity Administrator.
6.1 Operators
You are conducting an advanced search of over 50,000 documents. During your
search, you use the operator is like to locate a term within a field. Your results take
a long time to return and arent what you expected.
6.1.1 The Problem

The is like operator takes the term youve entered and looks for it in the specified
field of every single document you search. This can take a long time and tax system
resources.
6.1.2 The Solution

The contains operator is a more efficient alternative; however, it is only available in
fields that have been included in the Full Text index. Since it utilizes this function, it
does not need to search every document individually.
6.2 Numbers and Characters

You are conducting a keyword search on a single number 8 because it represents
an important term in your case. When you get your results, they seem to have nothing to do with the number.
6.2.1 The Problem

Keyword searches do not understand single letters or characters. It does however
allow for whole numbers greater than or equal to 9.
6.2.2 The Solution

dtSearch is able to perform this type of search, so use it when looking for specific
numbers or letters.
6.3 Multiple Terms

You are conducting a complicated search with a lot of terms. You receive an error
message saying your query is too complex.
6.3.1 The Problem

When multiple search terms are entered, Relativity cannot provide precise results
because the amount of conditions to be searched are too broad.
6.3.2 The Solution

Pare down your search criteria a bit. Instead of searching for 50 terms at once, try 10
at a time. Once you receive the results from each search, save the search and tag the
results. Do the same for all your subsequent searches. This will allow you to use all the
terms you included initially, while providing you with better results.
6.4 Proximity Searches

You are conducting a proximity search in which youre looking for law as it appears
within three words of order (law w/3 order). When you get your results, you see
that law and order are highlighted in the text even when they dont appear
within three words of one another.
6.4.1 The Problem

Relativity will highlight your Proximity Search results as well as each individual term
(i.e., every instance of law and order will be highlighted). This has no effect on
your search, in that every Proximity Search result will still be included.
6.4.2 The Solution

Disregard the individual terms that do not fall within the specific parameters of your
Proximity Search and focus only on the results returned based on your Proximity specifications.
6.5 Multiple Conditions

You are conducting an advanced search with two conditions; you want to see all the
e-mail messages that were received after June 1 and before June 30 of the same year.
Although you received your search results, they took awhile to show up.
6.5.1 The Problem

The more conditions added to a search, the longer it will take to see results. Relativity
must search on behalf of each individual condition as it relates to the others, slowing
return time.
6.5.2 The Solution

Use as few conditions as possible. For this scenario, exclude the condition, before
June 30. You will still be able to see all messages between the two dates by applying a
sort and/or filter, while your results will be returned at a faster rate.
6.6 Fields
You are conducting a search for all documents where a certain field is not set. In this
case, the field is Attorney Comments. So far, you estimate that youve only gone
through about 10% of the documents and made comments in this field. When your
search results are returned however, you see many more documents than you anticipated.
6.6.1 The Problem

In cases of fields that are filled in, users sometimes make an initial comment and then
delete what theyve written. They may also simply open the box and leave it blank. In
both cases, even though there is no text in the field, the value is stored as blank, not
Not set.
6.6.2 The Solution

To search for documents like the ones above, type quotation marks in the filter box
to return fields that are blank, yet active.
7 Disclaimer
This documentation is proprietary information of kCura Corporation and may be modified, altered, or repurposed only in accordance with written consent from kCura.
2010. All rights reserved.

Relativity Searching Manual 6.6

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Relativity Searching Manual 6.6

Uploaded by

Copyright:

Available Formats

Searching Manual

1.1 Boolean Textbox

2 Keyword Search SQL Search

2.1.3 Default Stop Words

3.1 Dictionary Search

3.3 Special Characters

3.4 Words and Phrases

3.6 AND Connector

3.8 W/N Connector

3.8.1 Complex Expressions

3.8.2 Built-In Search Words

3.9.2 As a First Connector

3.9.3 NOT W/N

Relativity |Searching Manual - 2

3.9.4 NOT in a Full Text Search

3.10 Noise Words & Alphabet

3.11 Numeric Range Searching

3.12 Variable Term Weighting

3.13 Fuzzy Searching

3.15.1 Date Recognition

3.15.2 Email Address Recognition

3.15.3 Credit Card Number Recognition

3.17 Regular Expression

3.17 Returned Rank

4.1 What is Conceptual Searching?

4.2 How Can I Use Relativity Analytics?

4.2.1 Conceptual Term Searching

4.2.2 Keyword Expansion

4.2.2.1 Show Related Concepts

4.2.3 Submit Selected Concepts

4.2.4 Find Similar Documents

4.2.5.1 Results and Examples

4.2.5.2 Results and the Field Tree

4.2.6.1 Create New Cluster

4.2.6.2 Replace Existing Cluster

4.2.7 Similar Document Detection

5 Advanced or Saved Searches

Relativity |Searching Manual - 3

5.3 Search Conditions

5.4.1.1 Fixed Length, Long or Extracted Text

5.4.1.2 Whole Number, Decimal and Currency

5.4.1.6 Single/Multi-Choice List

5.4.2 Searching the BatchField

5.5 Fields (Required)

5.7 Combined Searches

5.7.1 Preventing Circular reference

5.7.2 Including Related Items in Combined Searches

5.8 Organizing Saved Searches

6.1.1 The Problem

6.1.2 The Solution

6.2 Numbers and Characters

6.2.1 The Problem

6.2.2 The Solution

6.3 Multiple Terms

6.3.1 The Problem

6.3.2 The Solution

Relativity |Searching Manual - 4

6.4 Proximity Searches

6.4.1 The Problem

6.4.2 The Solution

6.5 Multiple Conditions

6.5.1 The Problem

6.5.2 The Solution

6.6.1 The Problem