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You can perform large-scale document searches by loading a search file into Ringtail. A search file is a text file that identifies the documents that you want to search for. For example, you can search for documents based on a list of Bates numbers.
Prepare a search file that meets the following requirements:
●The search file is saved as a text (.txt) file.
●The search file consists of the values that you want to search for, with each value on a new line. You can search for the following values:
oDocument ID: Unique identifier for documents in Ringtail. You can search for single Document IDs or ranges of Document IDs. To search for a range of Document IDs, provide the first Document ID and the last Document ID of the range, separated by a vertical bar (|). For example, Enron_001|Enron_004. Each Document ID or range of document IDs should appear on a new line.
oPage label: Unique identifier for a page in a document. For example, a page label for a rendition can be a Bates number.
oMain ID: Unique identifier for database items. Main IDs must be valid numbers between -2147483648 and 2147483647.
Note: You can search for Document IDs and page labels with the same search file. To search for Main IDs, load a separate search file.
The permissions set by your administrator determine access to this feature.
Use the following procedure to search for documents based on a search file.
1.On Documents page, on the Tools menu, click Load search file.
2.In the Load search file window, click Browse, and then select the search file.
3.Select the type of values that are used in the search file:
oTo search for Document IDs or page labels, select Document ID.
oTo search for Main IDs, select Main ID.
Note: If an error occurs, fix the error before proceeding.
The following information appears on the Results page:
oNumber of base documents found
oNumber of rendition documents found
oNumber of documents that are missing or inaccessible to the user
oNumber of Document ID ranges that are missing or inaccessible to the user
5.To view the results of your search, click the number next to the document type, such as base documents or rendition documents.
6.Depending on whether the documents in the search file were found, do the following:
oIf one or more documents in the search file could not be found, click Not Found in the navigation pane to view a list of documents that are missing. Optionally, to export the list to a text file, click Download file. Then click Finish.
oIf the documents in the search file were found, click Finish to close the Load search file window.
Tip: You can view the results of a search in the History window. For information about the History window, see View the document history.