Modify a filter template

You can change the information in an existing template to modify how the information is filtered. This procedure overwrites the existing template information with the updates you supply.

Perform the following procedure to modify a filter template.

1. In the Project page, click ANALYZE>FILTER.
2. In the Template dropdown, select the template you want to modify.
3. In Template Info, update any of 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.
   4. 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. Modify the list or add new words.
         1. Update the list by modifying and adding words to the list.
            • Provide logic by including AND between terms to signify that both words must exist in a document.
            • You can include an OR between terms to signify that only one word need to be present. Using a carriage return after a word also signifies "OR" logic.

   5. To filter by specified dates, in Date, 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. If no dates appear in the document's metadata date fields, the date filter includes the document if Include null dates is selected and ignores them if it is unselected.

      1. Supply the Start and End dates to filter.
      2. To include documents that do not have a date, select Include null dates. Remove the check if you want to exclude these documents.
      3. For documents with children, 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 choose the item date, select Item Date. To choose the parent date, select Parent Date.
   6. In File Type, select one or more file types to include or click to select all file types.
   7. 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.
   8. In Data Name, select one or more named data sets to include or click to select all data sets.
   9. 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.
           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, choose None, Across Database, or Within Custodian.

              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.

   10. To overwrite the previous template with the modifications you made, click Save. If the template was the default All Unique Documents template, click Save As.
4. In Filter Job Name, enter a name for the job.
5. Click Run.