View and Manage Saved Searches from the Saved Searches Summary

Searches > Saved Searches

Requires Saved Searches - View Permissions

When you open the Saved Searches from the Navigation Tree, you see a list of Saved Searches. Clicking Saved Searches displays summary information about the existing Saved Searches and enables you to perform additional operations for a selected Saved Search.

Summary of Saved Searches

This summary lists the Saved Searches and provides the following information:

  • Name – The name assigned to a Saved Search . See New Saved Search for the naming rules. Each Saved Search has the icon to indicate that it is a search. You can click a given Saved Search name (shown in blue to indicate it is a hyperlink) to open that view (or double-click in the row).
  • Search Task — The associated search task identifying the query and the target (for example, high OR low in Project Data).
  • Description — The description assigned to a Saved Search.
  • Created By — The user who created the Saved Search.

Saved Search Summary Options

For a selected Saved Search in the Summary, right-click the Saved Search or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out, such as actions that do not apply to empty, 0 count, views):

  • Add Tags – Launches the Tag dialog, from which you can select Tags to apply. You can also create a Tag and use it right away.
  • Remove Tags – Launches the Tag dialog, from which you can select Tags to remove.
  • Add to – Enables you to save selected documents or all documents to a selected Custodian or Folder view based on your current view and your permissions. For more information about save-related options, see Add or Remove Documents or Search Results to a Folder. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.
  • Remove from – From any documents list or Search Results, removes documents from the selected Folder or Custodian. The documents are still available within the Project, they just no longer reside within that Folder or Custodian. For a Custodian, removing documents from a given named Custodian automatically reassigns the documents to the Unassigned Custodian. (Removing documents from the Unassigned Custodian is not permitted; if you want to assign documents from Unassigned to another Custodian, perform an Add To operation to the appropriate Custodian view. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.)
  • Remove from Project Data - Removes the selected documents from Project Data entirely, including the Discard Pile, if the selected documents reside there. A Work Basket task called Removing Documents from Project Data reports the results. Documents removed from Project Data/Discard Pile are still available in the appropriate Data Set in the Project, in the event that you need to add them to Project Data again, but the documents no longer have any Project Data information that was previously applied, such as Tags.
  • Find Exact Duplicates – Enables you to search the view for Exact Duplicates. An exact duplicate would have the same file MD5 value.
  • Find Content Duplicates – Enables you to search the view for Content Duplicates. A content duplicate has the same content and content MD5 value.
  • Calculate Word List – Calculates the Word List for the view. You cannot issue this command while the Word List is being generated.
  • View Word List – Enables you to view the calculated Word List for the view. As long as the Word List for this view has been generated, this option enables you to view the calculated Word List for the view.
  • Create Manifest – Launches the Create Manifest dialog, from which you can generate a CSV or XML manifest of a view, using either the current fields or all fields. From the Work Basket task for the manifest generation, you can then right-click and select Download to download the file to a destination local to your computer. Users with permissions can also save the manifest to a server location. For download of a large manifest file (over 200 MB), the software places the manifest in a ZIP file, which you can then unzip. Note that this process can take time.
  • Download All as PDFs — Enables you to download all documents in the view as PDFs to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of each page in the PDF. Note that this operation will also show a Warning popup that states the following: You are attempting to download all documents in this list as PDFs. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the PDFs directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_PDFs.zip. An information popup indicates that the PDFs are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.
  • Download All Natives — Enables you to download all documents in the view to your local environment so that you can view the documents in their native format. You will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_Documents.zip. An information popup indicates that the documents are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that any directory folders are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifies any native files that were not downloaded. See About Downloading Documents as PDFs and Natives for more information.
  • Create Comparison – Launches the Create Comparison dialog, from which you can set up a Comparison of two sets of data or views in the Navigation Tree so that you can see how much content is in both, or just in one of the sets versus the other.
  • Create Sample – Launches the Create Sample dialog, from which you can set up a Sample view of data based on certain criteria.
  • Update Saved Search – When the software detects changes in the data, you can update the contents (results) of a selected Saved Search.
  • Edit (requires Saved Searches - Add/Edit permission) – For a selected saved Search in the summary, enables you to edit the name and/or the description of the Saved Search. The name must be unique.
  • Delete (requires Saved Searches - Delete permission)– Deletes a selected saved Search in the summary. A confirmation screen asks you to confirm the deletion. Once you confirm the deletion, the summary is updated to reflect the deletion.