Manage Metadata Search Fields in a Template

Home > selected Organization > menu or right-click > Settings > eDiscovery Templates > Metadata Search Fields
Project > Settings drop-down > Organization Settings > eDiscovery Templates > Metadata Search Fields

Requires Organization - Metadata Search Fields - View, Add/Edit Permissions

Users in a role with the appropriate permissions can manage the Search Fields in a template.

When you select a template type from the Organization Settings, a user with the appropriate permissions can use the top-level Templates context menu to perform the following action:

  • Create a template by clicking the (New Template) option, which launches the New Template properties dialog.

For a selected template, a user with the appropriate permissions can click the ellipses and use the context menu to perform the following actions:

  • Save to Template – Launches the Save to Template dialog, which enables you to save current settings to an available template, or select New Template, which launches the New Template dialog.
  • Load from Template – Launches the Load from Template dialog, which enables you to load the settings from a System template or Organization template you select using the option. The loaded settings and fields then appear.
  • Select Set As Default, which marks the selected template as the default template. This is not available for the Default template of a given type, or for any other template already set as the Default.
  • Edit – Launches the Edit Template dialog, which enables you to edit the template name and/or description of the selected template.
  • Delete – Delete a template, which causes the display of a popup asking you to verify the deletion of the template from the Organization.

For all query-based eDiscovery searches, the Include Metadata option expands the search of each keyword in a query to include set of metadata fields as well as content. When this option is enabled, all individual keywords as well as the keywords in phrases, and in special searches such as Proximity Search, are subject to expansion.

Use the Organization template Search Fields to customize the list of metadata fields searched. The following actions apply to the Search Fields:

  • View a list of the available and applied Search Fields.
  • If you have the appropriate permissions, you can add fields to the Search Fields list and remove fields from the Search Fields list.
  • To put any of your changes on this screen into effect, you must click Save. The system will prompt you if you have made changes and have not applied them yet.

Available Fields Information and Actions

The Available Fields list contains the fields that have not yet been assigned to the Metadata Search Fields.

  • Field Name – The name of an available metadata field that has not yet been assigned to the Metadata Search Fields list. . See The Metadata List for descriptions of these fields Note that the Metadata Search Fields list does not include any Analytic Metadata Fields such as dateprimary or custodian_view.
  • Filter text box – You can use the Filter text box under the Field Name column on the Available Fields list to filter by field name. (The icon indicates that filtering is available.) Using the Filter box 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.
  • Description – A description of an available metadata field. Hover over the description to see the entire description.

Use the appropriate checkboxes to select one or more or all fields to add to the Metadata Search Fields list, as follows:

  • (top-level field checkbox) — Use the checkbox that appears at the top of the list of fields to select all fields. To clear the selection of all fields in the list, clear the top checkbox. If you select one or more but not all fields from the Available Fields list, the top checkbox changes to to indicate that one or more fields have been selected, but not all fields.
  • (per-field checkbox) — Use the checkbox to the left of a field name to select that field. To clear the selection of a field, clear the checkbox.
  • — After you make the appropriate checkbox selections on the Available Fields list, you can click the right green arrow button to add the selected fields to the Metadata View Fields. (This arrow becomes active when you make selections on the Available Field list.)

Metadata Search Fields Information and Options

The Metadata Search Fields list contains the fields that have been assigned as Metadata Search fields to appear when you search using Include Metadata. To remove the assignment of fields from the list, use the appropriate checkboxes to select one or more or all fields, as follows:

  • Field Name – The name of a metadata field that has been assigned to the Metadata Search Fields list. See the Search Metadata list later in this topic for ths list of default fields that are included.  Note that the contents field is ALWAYS included and cannot be removed, as it is required to search for content in a document.
  • (top-level field checkbox) — Use the checkbox that appears at the top of the list of fields to select all fields. To clear the selection of all fields in the list, clear the top checkbox. If you select one or more but not all fields, the top checkbox changes to to indicate that one or more fields have been selected, but not all fields.
  • (per-field checkbox) — Use the checkbox to the left of a field name to select that field. To clear the selection of a field, clear the checkbox.
  • (left red arrow) — After you make the appropriate checkbox selections on the Metadata View Fields list, click the left red arrow to move the selected fields back to the Available Fields list. (This arrow becomes active when you make selection on the Metadata Search Fields list. )

Metadata Search Fields Toolbar Options

  • Save – From the toolbar, saves the changes to the Metadata Search Fields.
  • Discard Changes – From the toolbar, cancels the changes to the Metadata Search Fields.

Search Metadata Template

By default, Digital Reef searches a subset of metadata fields for a term search. To customize this list, drag-and-drop fields from the left section to this section.

Note: There is a performance impact associated with the number of metadata fields included as part of a search. Therefore, try to limit your list to the key fields you need, or be aware that your search performance will be impacted.

The Include Metadata option expands the entire search query to include the following list of Search fields by default:

  • author
  • category
  • checkedby
  • client
  • comment
  • comments
  • company
  • contents If you want to restrict a given clause keyword in a search query to content only, you can type content:: followed by the keyword, or content:: followed by a set of grouped keywords separated by the appropriate Boolean (for example, content::memo or content::(brokerage OR memo). If you provide a query such as war OR content::peace, the software will expand the search of the keyword war to include a common subset of metadata fields such as subject::war OR author::war, but will restrict the search of the keyword peace to content only. Note that for emails, a content:: search applies to both the email subject and the email body.
  • department
  • editor
  • edocsubject
  • filename
  • fullparticipants
  • group
  • keywords
  • modifiedby
  • owner
  • subject
  • title

See The Metadata List for descriptions of these fields.