View the Search History

Searches > Search History

When you open the Search History from the Navigation Tree, you see a list of your Searches. The Search History provides summary information about your Searches.

Summary Information for Searches

The following columns are shown by default:

You can right-click a column and select which columns you want to see. The Search Task column is always visible, but you can control the display of other columns and select Reset All Filters to clear/reset any filtering you have performed for Search tasks.

  • Search Task — The Search task (for example, (angels) in Right vs. Wrong or More Like ethics_doc.txt in Right vs. Wrong). This may be a portion of the Search task if the Search query is large. You can click a given Search name (shown in blue to indicate it is a hyperlink) to open the results (or double-click anywhere in the row to open the results).
  • Filter row text box — You can use the Filter row text box under the Search Task column. (The icon indicates that filtering is available.) Using the Filter box from the Search History enables you to pinpoint the items you want to work with based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and 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.
  • Results — The number of document results associated with the Search.
  • Owner – The owner of the Search. By default, you can see only your own searches, so your username will be shown as the Owner. If you have the required permissions (Audit Access), you can use the filter row text box drop-down to select All, which enables you to view the searches of all other users in the Project.
  • Started – Identifies when processing of this Search started, displayed in the format YYYY-MM-DD HH:MM:SS.
  • Finished – Identifies when processing of a Search ended, displayed in the format YYYY-MM-DD HH:MM:SS
  • Task Code – The Task Code for the Search operation that was requested.
  • Duration – For a Search in progress, identifies how long the task has been running. For a completed task, identifies how long the task took to complete (for example, :07).

About Search Selection

You can use check boxes to select searches on a given page.

Selected:<value> displays the number of searches currently selected. When you select the top checkbox, a message indicates that you have all items selected in the current view (across all pages for a tab). For example, if the Search History has 2315 searches, and you use the top-level checkbox, you will see the message Selected: All 2315. If you use the individual checkboxes, a message indicates how many items you have selected on this page. For example, if you have selected all searches and then deselect one item from the current page, you will see the message Selected: 99 on this page.

  • (per-search checkbox) — Use the checkbox to the left of a search to select that search. To clear the selection of a search on a page of the view, clear the per-search checkbox. You can select two or more search queries (term-based searches) to run a Combined Search (term searches only, not similarity searches such as More Like This).
  • (top-level checkbox) — Use the checkbox that appears at the top of the list to select all documents in the view (across all pages for a tab). To clear the selection of all documents in the view, clear the top checkbox. 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.

Search History Options

You can double-click a Search in the Search History to open that Search. Toolbar options include the following, based on your Search selection(s):

  • Run As Combined Search — For two or more selected search tasks that contain queries, you can set up a Combined Search. Only eligible term-based searches are selectable. This option is unavailable until you select two or more eligible searches. For example, parent Bulk Search items do not appear in the Search History.
  • Create Export Comparison Report — For a single selected search result, launches a Select Export popup that enables you to select an available Export as the target of a deduplication operation. The operation compares the entire search results view against the selected Export. The operation generates an Export Comparison Report based on your selected options, with the information that would apply if you included the search result documents in the Export. After the operation completes, you can view the Report or download it.

Options for Project Data-based Results

You can see a menu of available options for a selected Project Data-based results in the Search History by either right-clicking the Search or by clicking the ellipses at the far right of the Search entry in the table (to the right of the Duration column). These options are also available upon right-click of a selected Search in the Navigation Tree:

  • 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 add documents to a selected Folder or Custodian based on permissions. For more information, 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... – Removes documents from the selected Folder or Custodian based on permissions. 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 — For users with Project Data Add/Edit permissions, removes the result documents from Project Data entirely. A Work Basket task called Removing Documents from Project Data reports the results. Documents removed from Project Data 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.
  • Save Search... — Launches the New Saved Search dialog, from which you assign a named to the Saved Search (and optional description). Both the query and the results become part of the Saved Search. This option is not available from the following types of results: a Sample, drill-through Search, Search by Synthetic Document, , Find More Like These, Find Exact Duplicates, or Find Content Duplicates.
  • 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 all documents in Project Data. A task appears in the Work Basket while the Word List is being generated. When the task completes, you can view the Word List.
  • View Word List... — Launches the Word List dialog and enables you to view the calculated Word List for all documents in Project Data.
  • 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.
  • 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.
  • Create Export Comparison Report... — For a single search result, launches a Select Export popup that enables you to select an available Export as the target of a deduplication operation. The operation compares the entire search results view against the selected Export. The operation generates an Export Comparison Report based on your selected options, with the information that would apply if you included the search result documents in an Export. After the operation completes, you can view the Report or download it.
  • Reprocess...  — Launches the Reprocess dialog, which enables you to reprocess the search results set using selected reprocess options. Reprocessing causes the software to rerun the parsing and indexing of the eligible documents based on the selected reprocess options. See How to Perform Document Reprocessing for detailed information about reprocessing. From the toolbar, you can select all the documents to reprocess, or select a subset of documents. You may want to use this option after you inspect the Warning and Errors section of the Data Set Scan Report and notice that you have many damaged, encrypted, or password-protected files that could be reprocessed after the situations have been addressed (for example, you have configured password-cracking options and supplied password files, repaired a PST, or decrypted an NSF file). You may also perform a Search and find that you need to reprocess certain documents due to a parsing change (and therefore get updated metadata information). In the first situation, you drill-through the Damaged, Encrypted, or Protected entries in the Warning and Errors section, or you can search for them using the parsing status (for example, parsingstatus:00027 for encrypted files, parsingstatus:00028 for damaged files, and parsingstatus:00029 for protected files). From the drill-through Search results, you can select files or all files and select Reprocess. After reprocessing, you check the report again. For example, you may see that a repaired PST now has children that have been added to the Index or you may have performed password cracking for encrypted/protected PDFs, ZIP or RAR files, or Microsoft Office documents. See Configure Password Cracking for Reprocessing. See Add and Manage Container Key Files.

  • Copy for External Imaging... (Selectable from a Search Result of Project Data or a view of Project Data, such as a Custodian or Folder view) – Launches the Copy for External Imaging dialog. Use this dialog to copy the contents of the entire Search Result view to an Export Data Area. This enables the external imaging of files outside the application.

To see a list of available options for Data Set- or Imports-based results, see the topic Document Information for Data Set or Imports Search Results.