Advanced Search Quick Reference Guide for Relativity Workspaces

Advanced search quick reference guide When setting up a workspace in Relativity, admins need to consider what fields to search, which search indexes provide the most value, and how to optimize performance for the users, with minimal administrative overhead. Note: This guide does not cover analytics indexes, nor will it detail the operators acceptable for use in each of these search engines. Search type Keyword search dtSearch How is it enabled? Relativity automatically indexes keyword searches when you load data into the system. The Active field should read Yes. (Search Indexes > Keyword Search) To access a dtSearch, you must first create a saved search. Search only on the Extracted Text field for optimal results. Next, used the saved search as the Searchable Set when creating a dtSearch index. What can be indexed? Available on all fields loaded into Available on all fields loaded into Relativity. See Relativity. “Suggested Fields to be Indexed” below. Except long text fields stored in Data Grid. In RelativityOne, extracted text is automatically stored in Data Grid. How is it used? In the Documents tab: In the Documents tab: 1. Click Add Condition. 1. Click Add Condition. 2. Click (Index Search). 2. Click (Index Search). 3. Select Keyword Search from the drop-down menu. 3. Select dtSearch from the drop-down menu. 4. Enter search terms. 5. Click Apply. See the Searching Quick Reference for more details on available search operators. 4. Enter search terms. 5. If necessary, enable Fuzziness or Sorry for. 6. Click Apply. See the Searching Quick Reference for more details on available search operators. Common search scenarios Leveraging the above search index knowledge, use the matrix below to reference behavior across common search scenarios and learn suggested index tips. Keywords/Filters dtSearch Engine SQL dtSearch Noise words Yes Yes (customizable) Search operators Search quick reference Keywords/Filters How to index Search quick reference When adding data (add new records) Automatically updates dtSearch Incremental build When changing existing Automatically updates data (overlay on existing records) Full build When removing data (remove existing records) Automatically updates Full build Suggested fields to be indexed Fixed length fields: Some long text fields with small amounts of text (ex: File Names) that are not indexed by dtSearch Index. Long text fields (ex: Extracted Text, Email To, Email CC.) Suggested indexes N/A (not all fields flagged for indexing are grouped in an index.) • One for Extracted Text • One for Email To, Email CC, Email BCC Searching on individual fields Yes (select the individual field to search or filter on.) Yes (set up separate Indexes that index individual fields.) Advantages • Instantaneous indexing • Ability to search on individual fields • Ability to customize index • Ability to search on individual fields; involves separate index setup Disadvantages • Lacks specialized search capabilities • Inability to customize indexes Manual index maintenance **Only available on Data-Grid-Enabled Workspaces Is Like and Contains operators on field level searching Is Like Contains Behavior Wildcard (%) is applied to the front and back of the term. The field searches for the item entered. Operators available None AND, OR, NOT, and Wildcard (%) Multiple terms Terms entered on multiple lines are connected by an OR. Terms entered on multiple lines are connected by AND. “Include in Text Index” Field does not need to be set to “Yes.” Only available for Fixed Length and Long Text Fields and needs to be set to “Yes.” Comments Is Like Contains Tends to run slowly. The best practice is to avoid running on large data sets. N/A For example, you see the term “Valet Parking” appear the following ways using the various search operators listed below: Term Term Term “Valet parking” Exact phrase “Valet parking” Exact phrase “Valet parking” Valet parking %valet parking% Valet AND parking Valet park% %Valet park% “Valet” AND “park%” Valet park* %Valet park% “Valet” AND “park*” Valet park%% %Valet park% “Valet” AND “park%%” Proprietary Rights This documentation (“Documentation”) and the software to which it relates (“Software”) belongs to Relativity ODA LLC and/or Relativity’s third party software vendors. Relativity grants written license agreements which contain restrictions. All parties accessing the Documentation or Software must: respect proprietary rights of Relativity and third parties; comply with your organization’s license agreement, including but not limited to license restrictions on use, copying, modifications, reverse engineering, and derivative products; and refrain from any misuse or misappropriation of this Documentation or Software in whole or in part. The Software and Documentation is protected by the Copyright Act of 1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violations can involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines and possible imprisonment.