Using Keywords to Search Case Files

Keyword Searching in TrialKit

Master the nuances of keyword search to get the results you need as you search through your Case Files in TrialKit.

Overview

Searching your case files in TrialKit can be done in a number of ways. This article focuses on searching using keywords in multiple locations within the TrialKit platform. Though keyword search may seem straightforward, TrialKit's search capabilities offer multiple options and nuances that can deliver different results depending on your needs.

In addition to keyword searching, TrialKit also offers a robust search function using the AI Assistant. For more information on this capability, see The AI Assistant.

Broad vs. Targeted Searching

TrialKit offers two different approaches to keyword searching depending on where you search within the platform:

Broad Search: The "As Received" View

The "As Received" section provides a top-down view of all case files loaded in your case. This view shows batches of files exactly as they were uploaded to the case. When you perform a keyword search in the "As Received" section, you can search across all content in the case, regardless of the folder structure or batch organization of the underlying files.

This approach is ideal when you:

• Want to search across your entire case without limitations
• Are looking for a specific item but aren't sure which batch folder, file type, source, or category folder it's in
• Need to cast a wide net and review all matches across all uploaded files

Targeted Search: Other Content Views

In the other content views—File Types, Sources, Categories, and Tags—keyword search operates differently. These views organize your case files into structured folders and groupings. To use keyword search in these views, you must navigate into one of the folders first. Once inside a folder, your keyword search is scoped to that specific folder's contents, creating a more targeted search of a subset of your case files.

This approach is ideal when you:

• Have already organized your files and know which category or folder you need to search within
• Want to focus on specific file types (e.g., only video files, only emails)
• Want to search by source (e.g., only documents from a specific source)
• Need to narrow results to a specific tag or category you've applied

Two Types of Keyword Searches

Regardless of which view you're searching in, TrialKit provides two distinct methods for keyword searching. Each method searches different content and can return different results:

Search in Details (Default)

"Search in Details" is the default keyword search method. This search examines all of the value-added descriptive data that TrialKit has automatically created about each case file, including:

• Descriptive filenames (enhanced names created during processing)
• Summaries of file content
• Entities (people, organizations, locations, dates, etc. extracted from documents)
• Metadata and other structured information TrialKit generates

Use this search when you:

• Want to find files based on who they're about (entities like names, organizations)
• Are searching for key topics TrialKit has identified in its summaries
• Want faster results (metadata searches are quicker than full-content searches)
• Need to filter by descriptive names TrialKit has assigned

Search in Content

"Search in Content" searches within the files themselves for keyword matches in documents and transcripts. This method examines the actual text contained in your case files, allowing you to find specific phrases, words, or passages that appear in the original documents and transcripts.

Use this search when you:

• Need to find specific phrases or exact wording within documents
• Are looking for testimony or statements buried within deposition transcripts
• Want to locate every occurrence of a keyword across all file content
• Need to perform a more thorough, exhaustive search of all text in your case

Quick Comparison

Best Practices for Keyword Searching

Start with Search in Details

Search in Details is faster and often sufficient for finding what you need. Use it first, and if results are too broad or missing content, then try Search in Content.

Use Organized Views for Focused Searches

If you've already organized files by type, source, category, or tag, navigate into those folders and search within them. This dramatically narrows your results and can be more efficient than searching the entire "As Received" view.

Use Specific Keywords

More specific keywords return more precise results. Instead of searching for a common word, try searching for unique phrases, names, or terms specific to your case.

Combine Search Strategies

For complex searches, consider combining keyword search with organized views and tags. Start broad with "As Received," then narrow down using organized folders or switch to Search in Content if needed.

Understanding these search options empowers you to find information efficiently and with precision. Experiment with different approaches to discover which method works best for your case needs.