Create a filter

Create comprehensive filters to discover the information you need for specific data collections. Filters enable you to define the search terms, which can include stop words.

Perform the following procedure to add a filter template.

1. Create a text file with the search terms you want to use to filter the data.
   1. In a text editor program like Notepad, create a new file.
   2. Type your search terms into the file. Refer to the Search syntax reference for information about assembling the search conditions. Refer to Search field reference for details about the fields you can search.

      1. Use a carriage return after each word to signify "OR" logic, where only one word in the list needs to be present. You can also include the word OR between terms to signify this logic.

         OR Logic example

         The following example filters documents that contain one of the following terms.

         atmospheric

         hemispheric

         universal

      2. Provide logic by including AND between terms to signify that all words in the must exist in a document.
      AND Logic example

      The following example filters documents that contain all of the supplied words.

      atmospheric AND hemispheric AND universal

   3. Save the .TXT file.
2. In the Project page, click ANALYZE>FILTER.
3. In the Template dropdown, select Create New or select an existing template.
4. In Template Info, provide or update the following information.
   1. In Custodian, select the custodian who owns the collected and processed data.
   2. In Source, select one or more source type or click to select all source types.
   3. In Keyword Scope, select any of the fields in which you want to find the search terms. Uncheck any fields you do not want to use. By default, the most commonly selected fields appear selected, as shown alphabetically listed in the following table.

      Fields selected by default
      Author	Extracted Text	Speaker Notes
      BCC	File Name	Subject
      CC	From	Title
      Comments	Hidden Content	To
      Email Header	Last Author	Track Changes

   4. In Folders, select folders to filter within.
   5. For projects created before Epiq Discovery, release 3.8, in Tags, select tagged populations to filter within.
   6. In Keyword, do the following steps.

      1. If you want to identify the documents that have keyword unique hits, select the Calculate Unique Hits checkbox. In some cases, if identifying keyword unique hits in the filter job is not necessary, unchecking this box might allow the job to complete quicker.

      2.  Click Choose File.
         1. In the Open dialog box, navigate to the text file you created that contains the search terms to find in the fields selected in Keyword Scope.
         2. Select the file and click Open to display the search terms in the file.
   7. To filter by date, in the Date section, perform the following steps. For each document, this date filter searches the document's metadata date fields in this order: Date Sent, Date Received, Date Modified, Date Created. The date filter uses the first date found in the list to compare against the supplied dates.
      1. Supply a Start date and an End date. This option filters documents dated on the start date, on the end date, and all dates in between.
      2. For documents with children, in Filter by, you can choose to filter parent and child documents using the parent date or filter all documents separately using the dates of each item.
         • To filter by parent date, select Parent Date. If all of the parent's Date fields are empty, the family files are included by default. To turn this option off, uncheck Include family files when parent's Date field is empty.
         • To filter by item date, select Item Date. To include all filtered files with empty Date fields, select Include any file where Date field is empty.
   8. In File Type, select one or more file types to include or click to select all file types.
   9. In Record Type, select one or more record types to include or click to select all file types. In addition to Email and Email Attachment, you can select Edoc to include all collected items except for email and Edoc Attachment to include all attachments other than email attachments.
   10. In Data Name, select one or more named data sets to include or click to select all data sets.
   11. In Start automatically, choose a start method.

       None.

       Promote. In Select Deduplication, choose None, Across Database, or Within Custodian.

       Export. You can export documents with a Document State of Processed or Promoted. Documents in any other state cannot be exported. Perform the following procedure.

       1. In Export Name, type a name to identify the export job.

       2. In Export Template, you can choose an existing template, create a new template, or modify an existing template.

          • To create or edit an export template

            1. Click + to add a template or select the template and click to edit it. If you edit a template, understand that the previous template is overwritten with any changes.
            2. In the Export Template Settings dialog box, perform the following steps.
               1. In Template Name, provide a name for the template.
               2. In Field, select a field and click to add it to the list on the right. There, click to move it up in the hierarchy, to move it lower in the hierarchy, or to remove it from the selected fields.
               3. In Deduplication, select how to process duplicates.
                  • None to include duplicates.
                  • Across Database to include only unique filtered documents in the collection.
                  • Within Custodian to include only unique filtered documents assigned to each custodian.
                  • Within Selected Jobs to include only unique filtered documents within the filter jobs you selected.
               4. In Output Formats, select Data, Natives, Text, or Images. When you select the Images option, you can download the original images in PDF format.
                  1. In Output Formats, when Text is selected, you can choose how the system reacts if an exported document does not contain extracted text. Under Documents with No Extracted Text, in Choose Behavior, select one of the following options.
                     • Choose Export empty text files, the default, to include blank text files in the export file set.
                     • Choose Do not export empty text files to exclude blank text files in the export file set.
                     • Choose Export text files with placeholder text to include a text file that contains your custom placeholder text. In Placeholder Text, type the placeholder text to display, with a maximum of 255 characters. The placeholder text can include special characters.
               5. In Export for Promotion, if you want to export the documents without promoting them, select No, export only. To export and promote the documents, select Yes, promote with export.
               6. Click Save.

       3. Uncheck the Include Family checkbox if you do not want to export the family documents of the filtered documents.

   12. To save the template, in Template Info, perform one of the following steps.
       • To save a new template, click Save.
       • To save a template based on the default All Unique Documents template, click Save As.
   13. In the Create New Template dialog box, enter a name for the template and click Create.
5. To use the template, run the filter job.
   1. In Filter Job Name, type a name for this filter job.
   2. Click Run.
   3. The OVERVIEW page appears, where you can track progress of the filter job.