View and Use a Bulk Search Report

Bulk Search in <target>

This report displays information about a completed Bulk Search task that contains a series of Searches loaded from a text file or entered manually. The Bulk Search Report provides summary information.

Note: A Bulk Search that is performed using the By Metadata Field option has its own Bulk Metadata Search summary, in the format of a standard Search Results Report with Bulk Metadata Value information. To see that report, click the Reports tab for the Search Results.

Note that a Bulk Search is represented in the Navigation Tree as follows:

The Bulk Search itself serves as a parent for its queries. Clicking the parent Bulk Search in the tree displays the Bulk Search Report.
Each query in the Bulk Search has its own entry beneath the Bulk Search entry, which indicates that it is a child of the Bulk Search. Double-clicking a child query under the Bulk Search displays the individual query, and the standard Search Results document list and tabs appear in the lower portion of the screen. You can select the Reports tab to see the search report for the individual query.
If you run a Bulk Search with the Run as Combined Search using option for either queries that you type or queries uploaded from a local file, there is no parent Bulk Search Report item generated in the tree; instead, this type of combined search will appear in the tree as a Freeform search.
If you run a Bulk Search with the Run as Combined Search using option with a selected Connector file, the Connector file queries are subject to chunking, so you will see the parent Bulk Search Report entry in the tree and one or more child entries for the chunked Connector file queries, 1000 per chunk. The order of the chunking entries shown in the tree and Work Basket reflects the order of execution.

Report Toolbar

If you want to view a particular search in a Bulk Search, double-click that search in the Bulk Search report. This brings the search into context in the Navigation Tree. Other options are as follows:

Add Tags... — Use this option to Tag the one or more checkbox-selected searches in the Bulk Search, or all searches in the Bulk Search. Note that the tagging affects all of the documents in the results set for each selected search (that is, the tagging scope is fixed to include all documents in each results view). This option is unavailable until you select at least one search from the Bulk Search.
Run As Combined Search... — Use this option to set up a Combined Search using two or more checkbox-selected term searches in the Bulk Search. This option is unavailable until you select at least two searches from the Bulk Search.
Download (requires Document Reports permission) — Select this option to save all of the Bulk Search information to a CSV file. When you select this option, you are prompted to name the CSV file (by default, SEARCH.csv), and you can select a target directory for the file.
Update – Click this to update the current report with the latest information.

Bulk Search Report Summary

The summary area describes the Bulk Search that was performed:

Include Families — Indicates whether all available family members of a selected parent email or document attachment are included in the results of the Bulk Search operation. A indicates that the setting was enabled for the search; an indicates that the setting was disabled for the search.By default, this option is enabled. If this option is disabled, the results include just the selected parent email or document attachment, not the family members.
Include Metadata — This checkbox option is enabled by default to expand the search of each keyword in a query to include a set of metadata fields as well as content. A indicates that the setting was enabled for the search; an indicates that the setting was disabled for the search. You can select the Search Fields you want to have searched automatically. See Using the Include Metadata Option for a list of the default fields searched. When the Include Metadata option is enabled, all individual keywords as well as the keywords in phrases are subject to expansion. By default, the Include Metadata checkbox option is enabled for Freeform, Advanced, and Bulk Search. It is always enabled for a Current Results Search. When this option is enabled, you can control the expansion on a per-term basis and limit the search of a given keyword to just content by specifying content::<keyword> for a given keyword or content::(<keyword1> <keyword2> <keyword3>)for a group of keywords.
Expand Synonyms— Indicates whether the Search was performed with Expand Synonyms enabled or disabled. A indicates that the setting was enabled for the search; an indicates that the setting was disabled for the search. When Expand Synonyms is enabled, the Search Clause area identifies the synonyms for each specified Search term. By default, Expand Synonyms is disabled.
Run Date — The last run date and time (full timestamp in the format yyyy-MM-dd HH:mm:ss.
Target — The target views that were selected to define the scope of the Search (for example, all of Project Data).
Filter by Data Sets — If applicable, a semicolon-separated list of the source Data Sets in Project Data that were selected for the Bulk Search.
Connector Name — The name of the Connector used in the search, if this Bulk Search loaded queries from a Connector file.
Input File (if applicable) — The name of the text file that contains the list of searches executed by the Bulk Search operation. This can be either a local file or a Connector file, depending on which option was selected for the Load from file drop-down in the Bulk Search dialog.
Chunk Size — If the Bulk Search was performed using both the Run as Combined Search using option and the Load from file > Connector file option, the queries are subject to chunking, and this field reports the number of queries in each chunk. The default chunk size is 1000 on the system.

Bulk Search Report Entries and Actions

Each search in the Bulk Search is listed in a table.

Note: Selected:<value> displays the number of searches currently selected. When you select the top checkbox, a message indicates that you have all items selected (for example, Selected: All 20. If you use the individual checkboxes, a message indicates how many items you have selected on this page (for example, Selected: 19 on this page.

(Checkbox that applies to the entire table) — Use this top checkbox to select all of the searches in the Bulk Search Report for tagging, which you perform using the Add Tags option, or for a subsequent Search, using the Run As Combined Search option. By default, no search in the Bulk Search report is selected for tagging. If you select one or more but not all documents in a given list, the top checkbox changes to to indicate that one or more items have been selected, but not all items.
(Checkbox that applies to a given Search) — Use this search-specific checkbox to select a given search in the Bulk Search Report for tagging, which you perform using the Add Tags option, or for a subsequent Search, using the Run As Combined Search option. If you make two or more checkbox selections, you can either tag or run a Combined Search.
Search Task — The name of each query in the Bulk Search. Double-click a query entry to open the Search Result for the individual query (for example, to see the Reports tab for the query).
Results (Document Hits) — The number of documents that were responsive to each Search in the Bulk Search operation. Each Search is reported as a separate entry (and a child entity for the Bulk Search in the Navigation Tree). For per-Clause details about a particular Search in the Bulk Search, open the individual search under the Bulk Search in the Search History and go to the Reports tab. Note that a failed search will have a value of -1 for the count, and you can view the Work Basket failure, if one appears, for details.

Note: Failure of an individual search in a Bulk Search does not prevent tagging of all other valid searches in the Bulk Search (that is, you can select all searches for tagging in the Bulk Search Report). The tagging operation will ignore any failed search in the Bulk Search. (The Bulk Search Report identifies a failed search with a value of -1 for the number of results.) Tagging does not apply to an individually selected failed search, or to a search that has zero results.