Find More Like These Documents

Project Data-based Documents list > Selected documents > Document menu > Find More Like These...

When you are working in Project Data, you can run a search for Document Similarity using one or more selected documents or an entire view as the basis of the search against a given target. The operation uses a threshold value and compares a calculated value for the content of the selected documents or a Synthetic Document to the calculated value of the target.

For example, to find all documents that have some relation to the Jones contract, you could add the Jones contract itself and an addendum to a Folder, and then use that Folder content to search another Folder. Since this operation assesses Document Similarity, the operation searches through the selected view and compares the content to each document in the target view for a specified level of similarity.

Note: Term highlighting is not currently supported for this type of similarity search.

The number of documents and the degree to which their content is similar affects this similarity operation. This search is the most effective when the selected documents have a high degree of similarity to each other.

Note: This operation applies to views within Project Data.

Options for Target and Threshold Selection

The following options help you filter the list of available Project Data-based targets and/or hide targets that have no documents:

• Filter (2+ chars)... You can use the Filter text box at the top right to filter the list. (The icon indicates that filtering is available.) If you have a large number of locations, using the Filter box enables you to pinpoint the items you want to work with based on a quick Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing two or more characters in the text box and clicking Enter (the return key). If you type two or more characters in the text box, the software will automatically start to apply the filter for you. While filtering is in progress, you will see the icon. You can still refine your filtering while the appears. When filtering is complete, the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state.
• Hide Empty Views – Hides any views that have no documents (that is, they are empty) from the list of available views.

From the list of top-level nodes you expect to see based on your permissions, use the node controls (for example, and ) to open and close a node to show or hide its associated views. Views that may be listed as targets, depending on your permissions, include the following:

Note: Double-clicking a target will select the target, close the dialog as if you clicked the OK button, and run the search.

• All of Project Data
• Under Project Data, a selection from one of the following nodes (when opened):
  • Under Custodians, a Custodian view
  • Under MediaIDs, a MediaID view
  • Under Batches, a Batch view
  • Under Folders, a Folder view
  • Under Tags, a Tag view
• Under Searches > Saved Searches, a Saved Search
• Under Searches > Search History, a Search Result view (to see more searches in the list, click 10 more...)
• Under Workflows and a given Workflow, a given Step in the Workflow (which appears with the Step Number, followed by Term Query or Date Range Query and a portion of the query, up to 255 characters)

Note: Individual items appear with their respective icon and name. They will also reflect their appropriate archive state (if archived, then items appear grayed out). If applicable, they will also show their number of document in parentheses. Hovering over an archived item will temporarily change the appearance of the item to an enabled (unarchived) state.

• Under Searches > Saved Searches, a Saved Search
• Under Searches > Search History, a Search Result view (to see more searches in the list, click 10 more...)
• Under Workflows and a given Workflow, a given Step in the Workflow

Once you have selected a Target, specify a Threshold value for the Find More Like These operation (or use the default value) :

• Threshold – The Threshold Defines the level of similarity that a document must meet to be included in the result. The Threshold value represents a relative value in the range 0 to 99. That is, a document that meets a Threshold of 90 is more similar to the comparison criteria than a document that meets a Threshold of 80. To find any non-zero similarity, specify 0. is by default set to 20. In general, adjusting the threshold yields a different number of results. You can specify a threshold value in the range 0 to 99, where 0 detects a nonzero amount of similarity or commonality. To require a higher degree of similarity or commonality, select a higher value, such as 80 or 90; to require a moderate degree of similarity or commonality, select a value such as 40 or 50. In general, the lower the threshold, the more results you will see, since you are requiring less similarity or commonality. Specifying a higher threshold value yields a smaller number of results. If you specify an invalid threshold value, a message reminds you of the valid range.

Search or Cancel the Find More Like These Operation

Once you are satisfied with your selections, click the appropriate action button:

• Search — Runs the Find More Like These search using the selected Target and Threshold value. (As an alternative, you can double-click a target, which selects the target, closes the dialog, and runs the search. A Work Basket task is generated for the search and the Search Results folder of the tree is activated to show you the Search Results.
• Cancel — Cancels the operation and returns to the appropriate view.