XERA® Quick Reference Card
Opening a Database
To open a database:
1. On My Dashboard, expand the Project List.
2. Select the database that you want to open.
Note: Document Group databases are indicated by a group icon.
Project Collaboration
Communicate with project members directly within XERA using Message, Comment, and Task communication tools.
Messages
Comments
You can create a message from any XERA View (from the XERA
toolbar), send it to any project member, and reply to messages
through My Dashboard.
A comment can be posted to any document, selected text in
a document, or to annotations or redactions on a document in
Document View. You can categorize the comment when you create it, and also search to retrieve specific comments.
Tasks
Tasks can be created from any XERA View (from the XERA toolbar). Click the Tasks tile on the Project Dashboard to review all
tasks assigned to you.
On the Project Dashboard you can review all comments for that
project, and go directly to the document that contains the comment.
Viewing Documents
Table View
Document View
Lists documents in a column format for fast scanning and sorting.
Displays one document at a time for individual review.
Use navigational
arrows (discreetly
visible in the center left/right sides
of the screen) to
move between
Views.
A. Table View. Review the results of a search and sort listed
documents.
B. Search, Preview, and Organize. Use the Search area to
search for relevant documents; you can refine searches using
facets (Facets tab) and filters. Then retrieve any searches that
have been saved. Preview the results using Thumbnail
Preview (1), and then use the Folders tab to organize documents returned from a search.
For training, contact 855.915.8888 or [email protected]
A. Document View. Review individual documents: move between
native file, image, and metadata tabs for thorough review.
Search for keywords in the displayed document, and annotate
and redact the images in this view.
Tip: Use Word Marking to automatically mark keywords and
phrases.
B. Coding, Comments, History, and Related. Code a document;
post a comment to a document to share with project members;
review previous actions for the current document; and view
and compare related documents (e-mail threads, near duplicates, and conceptually similar documents.)
Page Searching
Best Practices
1. Group your search terms into three categories:
 Concepts/subjects/issues
 Names
 Dates
2. Using your categories, create short queries and set the facet
values for your searches.
3. Optimize your queries and check your syntax. For example,
use parentheses to group terms, use proximity options to
focus the search, etc.
4. Run your queries one at a time, check your results, and then
refine the syntax if needed.
5. Combine or edit the queries listed in the Search History section of the Custom form to further focus the search.
6. Organize search results into folders. You can also save queries
so you (or team members) can retrieve and rerun the queries.
Custom Search
Search Operators
*
Wildcard (multiple character). Use in the middle of a
word, or at the start or end of a word.
financ* to return finances, financing, etc.
‘’
|
Phrase. Place phrases in quotes.
‘financial report’
Folder. Place folder name between pipes, without
spaces.
|General|Privileged| to return all documents on the General
panel in the Privileged folder.
AND Use between words to return documents containing two
words.
financial AND smith
OR Use between words to return documents containing
either word.
financial OR smith
NOT Use at the start of a word; can also be used between
words to “return a but not b.”
financial NOT smith to return the word financial but not the word
smith
There are search operators for fuzzy misspellings, stem searches, and
phonetic searches. Refer to the XERA User Guide.
Facets and Filters
Facets can be set to refine complex searches:
 Clear the facet values that are not relevant to
your search, and then click Update.
Facet selections are retained as you refine your
search. (They are also saved with saved searches.)
A. Enter a query in the Search Builder section, or use the form
and search options to specify criteria.
B. For basic searches (such as phrase searches), enter criteria
into the Quick Search form and then click Quick Search.
C. Search options are grouped under headings. Click a heading
to view specific search options.
Using Custom Search
1. On the Search tab, click Custom.
2. Enter criteria in a section of the form and click Add. The syntax
is added to the Search Builder.
3. When you are finished, review and edit the full query in the
Search Builder, and then click Perform Search.
Tip: The wildcard (*) can be used when specifying criteria.
Saving and Retrieving Searches
1. From the Search area, ensure that only the criteria that you
want to save are listed, and then click Save.
2. Enter a descriptive name for the search. To allow others to use
these searches, ensure the Personal check box is cleared.
Note: You can also save searches listed in the Search History
section of the Custom form. Once saved, they are listed in the
Saved Search section.
To retrieve and rerun a saved search:
1. In the Saved Search section of the Custom form, select
the listed search. To select multiple saved searches, press
Ctrl+click. Searches that contain facets cannot be combined.
2. Edit the search if necessary, and then click Perform Search.
Page Tip: At any point in the search process, you
can refine search results by clearing any
facet values that are irrelevant.
Filters can be used to retrieve data in a specific field:
 Click Toggle Field Filters .
 In a text field, enter the text you want to
find and press Enter.
 In date and numeric fields, specify a
search: search for empty fields, perform
an equals search or a range search, and
then click OK.
Editing or Combining Searches
To edit a search in the Search area:
 Click and drag the search term into the Quick Search box and
then change the search criteria as necessary.
To combine searches:
1. In the Search History section of the Custom
form, select the searches and then click
AND, OR, or NOT.
Tip: To quickly combine previous search criteria, enter the
Search History numbers. For example, enter 1 AND 2 NOT 3
to use the search criteria of searches 1 and 2, excluding the
criteria of search 3.
2. Click Quick Search to run the search.
Working with Images and Native Files
Native Files
Images
XERA provides the following native file viewing options:
Click an image link to display an image of that document in the
Image tab. The image link is typically in a field that contains the
beginning Bates number (A).
 Launch in the Native application: Click the native file link (in
the following image, Equipment Lease.doc) to download and
view the file in the native application, if the application is on
your computer.
 Viewer tab: Uses true native file viewing technology to render
the file. This file is displayed in the Viewer tab.
 Image tab: Converts the file to a temporary image and displays
it in the Image tab for viewing or redacting. (Thumbnail images
are also available in Thumbnail Preview in Table View.)
Note: If image and native file links are present and the image
link field is listed first, then images are displayed by default.
In the Document List section (circled in the image) you can switch
between native files and images by selecting the native file or image link from the list.
B. Image display tools. To view thumbnails of the pages, click the
page icon.
C. Annotation and redaction tools.
Keyboard Shortcuts
Each XERA view has its own keyboard shortcuts (accessed
through the icon). Shortcuts include:
CTRL+ALT+d Move to the next screen
CTRL+ALT+a Move to the previous screen
CTRL+Space Go to the next document (Document View only)
Reviewing Documents
Using Table View you can organize documents into folders, and then move to Document View to review and code those documents.
1. Organize documents into folders using the Folders tab (if not already organized by your administrator).
2. On the Folders tab, select the folder that contains the documents to review (this retrieves those documents). Then go to Document
View to begin the review. (See “Organizing Documents” and “Coding Documents”.)
Organizing Documents
Coding Documents
Use the Folders tab in Table View to organize documents into folders
Use the Coding tab in Document View to code documents
 Click Create Folder
to add a set of documents to a new
folder (Save & Add option) or to create an empty folder to fill
later (Save).
Note: Folders can be personal (seen only by you) or public
(seen by everyone). Once the folder type has been set, it cannot be changed.
 To add a document to a folder, select the check box beside a
record in the grid, and then click Add to Folder , or select
a record (or G+select for document groups) and then drag &
drop a record into a folder.
 To retrieve folder contents, click a folder name. To retrieve
a listing of documents that have a specific tag (for example,
Privileged, Level 1), you can search with the syntax:
|Privileged|Level 1|
 Select a tag to code a document.
Tip: Click the keyboard shortcut icon to review the list of
coding shortcuts.
 To code multiple documents, open the Related tab (if enabled).
Retrieve documents by clicking on a panel and then click Mass
Action. Select a panel from the Panels list, and then select a
tag to code the selected documents.
Note: Panels may be set up for you on the Project Dashboard, allowing you to retrieve documents.
Page Working with E-mail and Document Groups
Viewing E-mail Records
Your administrator can set up a database to show parent-child document groups, such as:
 An e-mail (parent) and its attachments (children).
 A set of near-duplicate documents (the primary near-dup is the parent, the others in the set
are children).
Visual indicators show that you are in a document group:
Table View
 When a document group is selected (seen in the Table View image), arrow icons indicate
the parent groups. When the parent is expanded, icons for the child records are indented.
If you are viewing thumbnails, then alternating colors indicate a group.
 If there is more than one group, you stay within the active group as you navigate from
document to document.
 In Document View, you can turn on Navigate by Groups
to review parent documents only.
Document View
Related Documents (Advanced Analytics only)
Searching for Similar Documents
Using Xmplar, you can create an ideal document that contains concepts related to the type of information you want to find. This document is composed of sections that can be enabled or disabled before searching to refine conceptual searches.
Begin a Xmplar Document
1. Click the Xmplar button
on the toolbar. (In Document View, this button is on the Text View toolbar.)
2. Click New to create a new Xmplar document.
Xmplar
document
Create Document Sections & Find Related Documents
1. Click Details to open the section page.
Document
sections
2. Click New and then type or copy/paste text into the section.
Tip: A paragraph can characterize a concept more fully than one
or two similar terms.
3. Select a Xmplar document from the list, and then click Find Similar.
Tip: To return more closely related documents, change the Score to a
higher number.
Find and Review Related Documents
In Document View, you can retrieve documents related to the one that is currently displayed using the Related tab. The related documents (near duplicates, similar documents, etc.) can then be exclusively viewed and coded in a Related View.
Find related documents
1. In Document View, click the Related tab and open a panel. The following table describes how document relationships are shown in
each panel.
This Panel...
Displays...
Email
Threads
Documents that belong to the same e-mail thread.
Near
Duplicates
Documents that are identical, or nearly identical, to the current document.
Similar
Concepts
Documents that are conceptually similar to the current document; the similarity range is between 50-100%.
Custom
Name*
(Same Field
Content)
Panels of this type can have any name. The panel contains documents that contain the same value as the selected
field. (This list displays once you select the field.) *This panel does not require Advanced Analytics.
The I indicates that the document is Inclusive, containing the original message and the preceding e-mails in the thread.
P: The primary document - the document upon which the listed documents are rated against for similarity. Any other document
with 100% relevancy is an identical document.
The percentage indicates how closely related other documents are in relation to the currently displayed document.
For example, if the current document has a document type of .doc, selecting the Document Type field retrieves all other Word
documents in the collection.
Comparing Similar Documents (E-mail, Near Duplicates, Similar Field Content panels only)
Before you compare documents, ensure that the primary document is selected in the Document List.
1. On the Related tab, select the documents that you want to compare, and then click Document Compare
.
The documents open side-by-side in the page view. Text that is not the same between the two documents is highlighted.
2. Review each difference using the Compare tab.
Copyright © 2014 iCONECT Development, LLC. All rights reserved. iCONECT, XERA, iVIEW, Xmplar, and 6 Degrees - Relationship Visualizer are registered trademarks of iCONECT Development, LLC. All brand names are
either trademarks or registered trademarks of their respective companies. Date: September 2014, v4.4
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