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Saving and Reporting Searches
Saving and Reporting Searches

Saved searches keep your projects organized and are the foundation for preparing document productions in Logikcull.

Adam Reilly-Logik avatar
Written by Adam Reilly-Logik
Updated over a week ago

Saving Searches

To save a search for specific parameters or sets of documents, click "Save" near the search bar. To access previously Saved Searches, click "Saved Searches."

When creating a new Saved Search, you will be see the following options:

  1. Saved search stats: The document count, page count, and storage size of your saved search.

  2. Name: The title of the saved search (will default to today’s date).

  3. Description: An optional field for additional details that may not fit in the title. The description has a max character limit of 1000 characters. Supported characters are: alphanumeric characters (i.e. A-Z, a-z, 0-9), spaces, newlines (enter/return), and the following special characters: ,.&'_?()!

  4. Lock this search: choose between a standard or locked search.

Walk-Through Video

Standard vs. Locked Saved Searches

Standard: the saved search remains β€œdynamic,” or continues to update results based on the criteria of the saved search. For example, if a search is based on tag activity, the results will change as tags are added or removed. Similarly, If a search is based on document characteristics (metadata or keywords), the results will change as new documents are uploaded into the project.

Locked: the saved search results are a snapshot of the results based on the criteria when the saved search was run and locked. Instead of running a search based on the criteria as in a Standard Saved Search, a Locked Saved Search recalls a static list of the Logikcull Document IDs.

Family Inclusion and Review Set Options for Locked Saved Searches πŸ”’

Locking a saved search is required for family inclusion and review sets.

  1. Include families (checkbox): adds family members that are related to, but not part of, the current search results.

  2. Split into review sets: splits results into batches that can be assigned to users for review. Enter the number of review sets (batches) to be created. The average document count per set is also provided.

    ℹ️ To learn more about creating review sets and assigning them to other users, see πŸ”— Assigning Documents to Review Sets

  3. Access batch review sets: Once documents have been split into review sets, you can access them by clicking into the Saved Search, expanding via drop-down Arrow on the left, and clicking the "Review Sets (#)" sub-tab.

Accessing and Editing Saved Searches

Click the "Saved Searches" button above the main search bar:

To see details about a saved search, click the arrow to the left of the search name:

  1. General: Lists the cull view, deduplication view πŸ”— and search parameters.

  2. Run: Displays the resulting list of documents for the saved search.

  3. Download: Begins four-step Download process πŸ”— using this saved search.

  4. Hover over the ellipses to see more options.

  1. Copy to: Sends a copy of the documents in your saved search to another project using Data Copy πŸ”—

  2. Edit: Change the name and description of the search.

  3. Unlock/Lock: Lock or unlock a search.

  4. Delete: Delete a saved search from your project.

Editing Saved Search Filters and/or Syntax

To edit the contents of a Saved Search:

  1. Run the Saved Search you'd like to adjust

  2. Make the required changes to filters and/or search syntax

  3. Select "Save" to save as a new search

  4. Name your updated Saved Search. We recommend using the date in your naming convention as a point of reference.

  5. To avoid confusion, you may decide to delete the original Saved Search.

Searching on a Saved Search

Searching on Saved Searches allows you to perform powerful operations for quality control, search roll-up, and case convenience. Use the Advanced Search Builder to include saved searches in queries using AND, OR, and AND NOT boolean operators.

Combine saved searches using the OR operator. Find common documents between searches using the AND operator.

Saved Search Reports

Generate detailed CSV reports summarizing all of your saved searches. Saved Search Reports include: search names, creation date, number of review sets, document and page counts, culled/de-dupe filter views, search queries, filters applied, and search ID.

After clicking the "Saved Searches" icon, click the "Download CSV" button in the upper left-hand corner of the list:

When the saved search CSV report is ready, a green bar will appear across the top of the page and the CSV be downloaded automatically.

Using Saved Searches to Prepare Document Productions

All Production Downloads are built off of Saved Searches. Creating a download from the Saved Search list is easy; simply click the "Download" button to start the process:

πŸ”— For a complete guide to preparing Download Productions, see this article.

Troubleshooting Saved Searches πŸ”§

Error when trying to save a search ("Problem saving search!"):

  • Check the name and description of the search for unsupported characters.

    • Names are restricted to letters, numbers, spaces, and ,._-\"()

    • Saved search names and descriptions must be fewer than 50 characters.

More or fewer results than expected; document count changes:

  • Active filters and inconsistencies in culled/unculled and dedupe view:

    • Check the "pill" icons under the filter carousel to see if any active filters are affecting your search:

  • Unlocked saved searches will have document count changes each time the documents in the project that meet the search criteria change. To save a static list of documents, Lock the search πŸ”’

Making changes to a saved search

  • To update the parameters of an existing saved search, you must Run the current search, make any changes to search syntax or filtering, and save it as a new saved search.

Reviewers cannot see documents in a review set; invited to an "empty project"

  • Reviewer-level users can only see documents in a project that are assigned to them. If a reviewer cannot see any documents when they look in the project, it is likely the documents were not assigned to them.

Unexpected results when searching on a saved search:

⚠️ Important note about filter views and saved searches ⚠️

  • The deduplication filter view and culled/unculled filter view are each saved as parameters in a saved search. If you are in the Global Dedupe view and you run a saved search that was saved in the No Dedupe view, the filter view will update (to No Dedupe) to reflect the parameters of the saved search. Learn more about deduplication here. πŸ”—

  • If you run a saved search using the Advanced Search Builder, the filter view will not be updated automatically. The best practice is to limit use of the Advanced Search Builder to saved searches that all share the same filter view.

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