How to Use Advanced Search

This article provides both visual and written instructions for using advanced search features.

Video Tutorial

HubSpot Video

Advanced Search, which is accessed from the button at farthest right in the Search bar, facilitates adding conditions, fields and even lists of terms to a search.

25 - 01 - Advanced Search open-1

  1. Log into Reveal and open a project; the account used may be at any permission level.
  2. The project will open to the Dashboard, but the Search bar will work for any screen.
  3. Enter a word, phrase or other term into the Search bar. 
  4. Click the Advanced Search button ([...] at the right edge of the Search bar).
  5. The initial search concept is shown as a "pill", which may be clicked to edit as a Concept Search or removed by clicking the X at the right of the pill. 
    NOTE that a search entered originally as a Concept Search will first open the Concept Search modal to adjust the concept terms; clicking Search from there will place the Concept Search pill in the Search Bar, from where Advanced Search may be opened.
  6. Each search term pill is preceded by a toggle between IS or NOT to indicate inclusion of exclusion of the searched item.
  7. You may add a condition or field under the +Add Condition button:
    1. Use Find... to filter to a field (see 7.c below). 25 - 02 - Advanced Search Add Condition - Common-2
    2. Common
      1. Advanced Keyword - Add a keyword or phrase to the search, limitable by metadata search profile if any; the search pill is added with a toggle between default AND, optional OR. NOTE that Phrases in Reveal 11 require quotation marks to be interpreted as phrases. 25 - 03 - Advanced Search Add Condition - Common adv keyword
      2. Calculated - Add a search for the fixed (Calculated) field categories shown at the left of the Grid as icons. These choices include: 25 - 09 - Calculated Search options
        1. File Extension - will retrieve only documents which have a file extension. Toggling the connector from AND or OR to NOT will look only for documents having no value in the File Extension field.
        2. Has Tags - retrieves documents which have at least one tag.
        3. Has Annotations - retrieves documents which have at least one Redaction, Sticky Note, Text Text Annotation, Freehand Annotation or Highlight.
        4. Has Notes - retrieves documents containing reviewer notes.
        5. Has Family Members - retrieves documents having family relationships, such as child or parent documents.
        6. Has Duplicates - retrieves documents having exact duplicates with identical hash values.
        7. Has Near Duplicates - retrieves documents analyzed as similar to others within a defined threshold.
        8. Has Email Threads - retrieves documents that exist within email conversations.
        9. Has Alerts - retrieves documents bearing a defined alert.
        10. Has Locks - retrieves documents where the admin has disabled some aspect of coding.
      3. Cluster - A group of thematically-related documents may be specified by Cluster ID. This is best used in the Cluster Wheel context.
      4. Concept - A new custom Concept search may be generated in the Concept Search screen opened by this choice which prompts Enter an Initial Concept to Begin
      5. Deduplication - A search condition mirroring the Candy Bar, allowing the user to select retrieval of documents falling under of any of the following categories: 25 - 09a - Deduplication type search select pill
        1. Originals
        2. Near Duplicate
        3. Exact Duplicate
        4. Not Analyzed 
      6. Folder - Add a designated collection of documents in a folder of any type found in the Sidebar as a search criterion. NOTE that this dialog is also accessible from Search Across Folders under the [...] menu to the right of the Folders section of the Sidebar. 
        25 - 02a - Advanced Search Add Condition - Folder
      7. Term List - The same Term List Search window opens here as for the Term List button in the Advanced Search main screen. Terms are connected by a presumed OR operator. You may enter either:
        1. Plain Text - enter one term per line, or toggle to
        2. Table - Click +Add Term to enter each line. 
          1. You have the option to total each term entry, or total all entries and net sum of documents and families retrieved by clicking the > button at Totals.
          2. Terms may be re-ordered using the 6-dot grab handles at the left under the Sort Order column.
          3. Each term may be removed using the trash bin at its right.
          4. A Search Profile may be selected for the Term List.
          5. The Term List may be saved as a report.
        3. When either is complete, click Add To Search to finish and add a Term pill to the search. 25 - 04 - Advanced Search Add Condition - Term List table-2
    3. Fields: A list of all fields visible in the current Field Profile that may be selected for advanced search.
      1. You may filter the Fields and other conditions offered using the Find... filter. 25 - 05 - Advanced Search Add Condition - Fields (find)-1
      2. The field filter window opens with a list of operators for your specified filter: Is or Contains. The selector for that filter covers an AND<>OR switch that defaults to ORYou may then select any one or more items from the list of field values below, or select documents having either Any Value (that is, not empty) or No Value (that is, blank).
        25 - 06 - Advanced Search Add Condition - Field operators-1
    4. Tags: Available tags may be added as a choice to be searched.
    5. Entities: An entity is an extracted piece of data identified by proper name. Entities are an efficient method for searching (filtering) for specific people, places or things. Any of these object types may be added to a search. For each entity, a screen will present a list of available entities for selection. Categories include: 25 - 10 - Entity Search options
      1. BRS Has Entity Type - to determine if a document contains a specified type of entity.
      2. Entity Credit Card Num
      3. Entity Email
      4. Entity Location
      5. Entity Money
      6. Entity Nationality
      7. Entity Organization - here is an example of an entity specification screen; note that Any Value (documents where some entity organization is found) or No Value (documents where no entity organization is found) may be selected: 25 - 11 - Entity Search Organization spec-1
      8. Entity Person
      9. Entity Personal Id Num
      10. Entity Phone Num
      11. Entity Product
      12. Entity Religion
      13. Entity Title
      14. Entity Url
    6. IDs: Documents may be retrieved by specifying an control number type -- 25 - 12 - IDs search selection
      -- and the either entering or uploading a list of ID values. 25 - 13 - IDs search entry and upload
    7. Emotional Intelligence: Emotional Intelligence (also known as "Sentiment") uses natural language processing enhanced with Reveal analytics to assess and score the content of a message. Documents are scored on a scale of 0-10 (0 = neutral, 1 = lowest, 10 = highest) for Negativity or Positivity. Documents which could not be scored, for reasons of format or content type, may also be retrieved. 104 - 03 - Emotional Intelligence Positivity search setting
  1. The Term List button operates as set out in item 7.b.v above.
  2. The search builder offers click toggles for IS / NOT and AND / OR. Use Preview result count to show how many documents will be retrieved by the current advanced search: 25 - 07 - Advanced Search Preview result count-1
  3. The order of the Advanced Search may be changed by grabbing the handle at the left of the search pill and dragging to reposition its order. In the search below, I have taken the Term List search which I had toggled to OR and positioned it above the AND "special purpose entity" keyword search. This changes the result count to 49 documents. 25 - 08 - Advanced Search Preview reorder-1
  4. There is an option to select any of the related document types:
    1. Duplicates
    2. Families
    3. Near Duplicates
    4. Threads
  5. You may also toggle the search to Exclude the search results and show the resulting remainder, rather than retrieve the search results.
  6. Clicking the Group All indicator collects all search elements into a single Advanced Search pill, much as paired parentheses group sub-clauses. You may click on that pill to re-open and edit items, or delete the entire search construct at once by clicking the [X] next to the pill after running the search. 25 - 14 - Search grouping-2
  7. You may also specify inclusion of Families, Threads, Duplicates or Near Duplicates for any item by clicking the relation indicator for a search pill. 25 - 14a - Search grouping with families-2
  8. Click Search to retrieve the documents to the screen from which the Advanced Search was called. 
  9. Extremely long active searches that exceed the size of the Search bar will indicate the existence of additional criteria by fading into the right edge of the bar. 25 - 15 - Search pills exceed search bar


Last Updated 11/22/2022