Search

This topic explains how to generate a search after you click the Search button () on the toolbar.

Quotation Marks

In addition to the search options described below, you can use quotation marks to search for a specific word before another word.  For example, you can search for "exhibit 10" to find instances of the terms "exhibit 10." If you know common terms appear between the two words, you can exclude the common terms. For example, searching for "left photograph" displays instances of the phrase "left of the photograph."

Procedure

Use the following procedure to generate the Search report and save it:

1. Click the Search button ()on the toolbar. The Search dialog box opens.

2. You have the following options on the Search tab:

And: A search for "left AND hand" matches transcripts containing both "left" and "hand."

Or: A search for "left OR hand" matches transcripts containing either "left" or "hand."

Not: A search for "left NOT hand" matches transcripts containing "left" only if "hand" is not in the transcript.

Near: A search for "left NEAR hand" matches transcripts containing "left" near the word "hand." (The operator NEAR can be custom-defined. Please read below for more information.)

Before: A search for "left BEFORE hand" matches transcripts containing "left" before the word "hand."

Matches: As you type words or phrases for the search, RealLegal Binder displays the number of matches it finds. Deselect this option to not show the matches.   

Near Means: If you click the Near or Before buttons above, you can clarify in what context you want search results to appear. The dialog box below includes a succinct description that clarifies the purpose of the option:

NEAR (or BEFORE) means … Within ___ words in the same speech. Select this option if you want the two words that are near each other to be within a certain number of words to each other. Enter the maximum number of words.

NEAR (or BEFORE) means … Within a single speech. Select this option if you want the two words to fall in the same speech. A speech begins when an individual begins speaking and ends when the next person starts speaking. A question, an answer, an objection, a ruling on an objection, and an opening or closing statement are examples of speeches.

NEAR (or BEFORE) means … Within ___ speeches. Select this option if you want the two words to fall within a certain number of speeches given by any number of people. For example, if you want the search to include both the question and answer in a QA pair with room for objections, that would be at least three speeches.

Edit (for Transcripts): Clicking the Edit button on the Search dialog box opens the Search Text dialog box, which allows you to determine how much text you want to appear around the found words.  

Include text by QA pairs: Click to buffer the search result by a specified number of QA pairs to show the context.

Total number of QA pairs: Enter the total number of QA pairs you want to include.

Maximum total lines: Be aware that this field supersedes the total number of QA pairs. That is, you may list 20 as the total number of QA pairs, but if you select this option and enter 3, the report does not display 20 QA pairs; it displays only three lines of transcript text for each word it finds.

If you want a maximum number of lines (for example, if the QA pairs are lengthy), select the Maximum total lines option and enter the maximum number of lines you want included in the report.  

Include text by number of lines: If you want to include a specified number of lines to cushion the annotation, but not necessarily by QA pairs, enter the Total number of lines you want to include.

Include all annotated text for hits within an annotation: Select if you want to include the entire annotated text for search results that fall within an annotation.

Edit (for Documents): Clicking the Edit button on the Search dialog box opens the Search Text dialog box, which allows you to determine how much space you want to appear around the found words. You have the following options:

 Include additional pixels: Select this option if you want to specify an additional number of pixels to include in the report. This option relates to the OCR option.

Additional number of pixels: Enter the additional number of pixels you want to include by Width and Height.

Include annotated area for hits that intersect annotations: Select this option if you want to include only the annotated area of the text.

Hits within context setting will report as a single context item: Click this option to consolidate the report without losing content. For example, if you click this option and you are searching for the word negligence and the word negligence appears twice within a single QA pair, the report only creates one section of the report for both mentions. If this option is not clicked, the report creates two report sections, one for each mention. Experiment with this option to see how it works.  

3. After completing your selections on the Search tab, click the Discovery tab.

4. You have the following options:

All Discovery: Select if you want to include all discovery in the project.

All Transcripts: Select if you want to include all transcripts in the project.

All Documents: Select if you want to include all documents in the project.

Current Selection: Select if you want to include only the currently displayed selection in the Display pane.

Search Groups: If you have defined search groups, select one from the list. Refer to the Creating Search Groups topic for more information.

Select Discovery: Select if you want to include specific transcripts and/or documents from the project. All transcripts and/or documents in the project are displayed in the right pane, and you can select any of those that you want to include in the report.

New Group: Click the New Group button to define a search that specifies which transcripts and documents to search. After you click the New Group button, type a name for the group in the Name field. Click the Documents button to specify which document to search. Click the Transcripts button to specify which transcript to search.  

5. To save the report, click the Report tab, click Create Report, type a name and description in the appropriate fields, and, if you do want anyone to be able to change the report, click Read-only.

6. Click the OK button to close the dialog box.