Keyword Reports (Review)

The Keywords (Review) page in Nebula enables you define individual terms or phrases to be highlighted on the Document Viewer in the Text and HTML views. These keywords can also be used to generate keyword reports.

Using Keywords

Keywords enable you to define terms to be highlighted when they appear on the Document Viewer in either Cull or Review. Keyword highlighting is often used to indicate privileged terms, but is also commonly used to indicate other key information, such as names, which may be important to the document review.

Note: Keyword highlighting is only available in Text and HTML views on the Document Viewer.

Cull

Review

Keywords are grouped into categories and each category can contain multiple terms. The term name appears in keyword reports and identifies the query. The query is the search criteria used to identify the keywords in the database.

Example

Catagory: Corporate Officers

Term NameQuery
CEO"Chief Executive Officer" OR "CEO" OR "President"
CFO"Chief Financial Officer" OR "CFO"
COO"Chief Operating Officer" OR "COO" OR "Secretary"
TreasurerTreasurer
ManagerManager

Keywords page (Cull and Review)

Cull

Review

  1. Keywords menu bar: Use to
    • : Identify the keywords across documents.
    • Category : Select the category in the drop list and view its status and highlight color.
    • Status drop list: View the status of each term from the following:
    • OK
    • Incorrect Query - Can't Reindex
    • Deleted Search - Can't Reindex
    • New Data - Need Reindex
    • Modified Term
    • Last Reindex Failed - Need Reindex
    • Unexpected Error
    • : Select from the following actions:
    • Add Category: Open the Add Category dialog box.
    • Edit Category: Opens the Edit Category dialog box.
    • Delete Category: Deletes current category.
    • Add Term: Opens the Add Term dialog box.
    • Add Term List: Opens the Add Terms List dialog box.
    • Object Security: Opens the Object Security dialog box.
  2. Action column: Select from the following:
    • Add Term: Create a new term.
    • Edit Term: Edit an existing term.
    • Delete: Delete an existing term.

Creating Keywords

The following outline provides the general steps involved with creating keywords.

A. Create a new category

  1. For the repository, click Review > Keyword Reports.
    For review matters, click Cull > Keyword Reports.
  2. Click the Keywords menu Action icon and select Add Category.
  3. On the New Category dialog box, provide the category a Name.
  4. Select the Data Set you want searched for keywords.
  5. Select the Text & Metadata you want searched for keywords.
  6. Select the Colorof the highlight for terms when they appear in files on the Document Viewer.
  7. Click Save.

To edit a category

  1. Click Review > Keyword Reports.
  2. In the Category drop list, select the category you want to edit.
  3. Click the Keyword menu Action icon and select Edit Category.
  4. On the Edit Category dialog box, update the Name and Color as required, then click Save.

To delete a category

  1. Click Review > Keyword Reports.
  2. In the Category drop list, select the category you want to delete.
  3. Click its Keyword menu Action icon and select Delete Category.
  4. On the Delete category dialog box, click Yes.

B. Add terms to the category

  1. Click the Keywords menu Action icon and select Add Term.
  2. On the Add Term dialog box, enter an easy to read Name that describes the term(s) you want to locate.
  3. Enter the Query to define the search criteria you want to locate the term.

    4. Note: The Query can contain more than one term, as well as wildcards (example: “Kenneth Lay” OR “Ken Lay” OR “Ken Lay”~5, etc). For more information, see Searching the Database.

  4. If you choose, select to include the following:
    • Extracted Text: Search the body and extracted text of a file for the keywords.
    • Metadata - All Searchable: Search the metadata of a file for the keywords.
  5. Click Validate to verify the query. The Valid column displays a green check . Correct the query if errors are present.
  6. Click Save.

To add a terms list to a category

Note: Keyword lists can be copied and pasted from other applications, such as Microsoft Notepad or Microsoft Excel.

  1. In the Category drop down, select the category you want to work with.
  2. Click the Keywords menu Action icon and select Add Terms List.
  3. Do one of the following:
    • Copy the contents of the preexisting tab delimited keyword file to the Add list area. The first term in the list is used as the Name and the second the keyword searched (Query).

    • Click Choose file and select the preexisting tab delimited keyword file.

  4. If you choose, select to include the following:
    • Extracted Text: Search the body and extracted text of a file for the keywords.
    • Metadata - All Searchable: Search the metadata of a file for the keywords.
  5. Click Save.

C. Reindex the keywords in your collection of documents

Note: The Outdated status indicates the reindexing is required (based on whether the last reindexing had errors, new data has been added, a saved search has been updated, or the data or terms or categories have been modified since the last reindexing). The OK status indicates that "There are no outdated categories" so reindexing is unnecessary.

  1. In the Keywords menu bar, click Reindex.
  2. On the Reindex Keywords dialog box, select the categories you want to reindex: Only Outdated or All Categories.
  3. Select from of the following:
    • All to reindex all terms.
    • The keyword(s) you want to reindex.
  4. Select Fully reindex selected Categories if you want to override and run all selected categories all data, not just new data. Clear to fully reindex all categories.
  5. Click Reindex.