Search tips for using iManage Work 10 with RAVN Indexer

This guide details best practices for content searching when using iManage Work 10 applications including: iManage Work Desktop for Windows, iManage Work Desktop for Mac, and iManage Work Web Client.

Search techniques and tips covered in this guide include the following and more with examples of each:

  • How to search with wildcards

  • How to search with special characters

  • How to improve your searches

The search behavior described assumes you are using iManage Work Server with Work Indexer powered by RAVN using the default settings.

Default search behavior

Before you begin searching, it is important to understand the default search behavior when conducting a full-text search. Two rules are in place as the base assumptions whenever you enter text into the full-text search fields:

  • First, each search term is separated by an implicit AND operator. The AND operator returns documents containing all of the specified terms, in any order. For example, a search for credit agreement is treated as a search for credit AND agreement and will return documents that contain both terms in any order. See Boolean operators search.

  • Second, search for stemmed variations of each search term. For example, a search for credit agreement returns documents with variations of the root of each word. That means that the search returns documents with credit as well as credits and credited. Likewise, agreement returns agreements. See Stemming.

Search interface in iManage Work 10

iManage Work provides two levels of search functionality:

NOTE:

The example images included in this section pertain to the iManage Work 10 web application.

Simple search

The Simple Search interface is a search field where if you enter a search text, iManage Work returns all the documents conforming to the entered search text format. The default search is set to Title search. Some environments may refer to this as Document Name or Document Description. iManage Work performs a full-text search through the titles, and if the term or its variations are found anywhere in the title of the document, the document is listed in the results. However, if you enter a number, then a number search is performed. The Number search performs the search operation on the Document Number. As a quick search option, in iManage Work 10 clients, you can enter the pound (#) sign in the search bar followed by the document number. For example, entering #10 would return document number 10.

If you want the search to be performed throughout the document, then you must enter the search term as a Keyword. Keyword search is any full-text field on the document, including the Title (Document Name).

For example, in the following figure the search term apple performs the default search on documents that exist in iManage Work and the search results display a list of documents that contain the search term or its variations. iManage Work performs a full-text search through the document and if the term or its variations are found anywhere in the document, the document is listed in the results. Here, the search is being performed as a keyword search.

You have option to search from all the selected databases or your recent searches. Personalized Search limits the search results to content in Matters in your Recent Matters list (that is, any content within matters accessed in the past 30 days) to make it more relevant to you. All searches against all the selected databases.

Figure: Simple search
images/download/attachments/122399921/Screenshot_2021-05-05_at_5.32.42_PM.png

You can also perform simple search for emails, matters and clients using the search operators available for full-text search.

Figure: Simple Search menu
images/download/attachments/122399921/Screenshot_2021-04-12_at_12.00.40_PM.png

In this section:

Searching for documents

  1. Select inside the search box and then select Documents.
    The list of search options appears:

    • Title: This is the default option. Title search is performed against the document titles, that is, documents are returned in the search results only if the search term is a part of the document title. If you have been using iManage Work Client 9.x or earlier, Title field corresponds to Document Name or Document Description that you may be familiar with.

    • Author/Operator: This search is performed if you are searching for individuals associated with the document. While entering the name of the user, you can use @ symbol followed by the user name to display the list of users with similar names. This helps you select the required user without having to type the name fully. For example, @Jo will display all names that have the string 'Jo' in them, such as John Jason, Simon Joe, and Jonathan Tye.

    • Number: The Number search for documents is performed when you enter a search term that is a number. It does an exact number search across the entire library even if you are within a folder. The "Number" search performs the search on the Document Number. As a quick search option, in iManage Work 10 clients, you can enter the pound (#) sign in the search bar followed by the document number. For example, entering #10 would return document number 10.

    • Keyword: The Keyword search for documents performs a full-text search; includes the content of the document, title of the document, and metadata fields used for the document. You can also manually enter Keyword: in the search bar to perform this type of search.

  2. Start entering the search term, either in the Search box or for a more refined search, select a search option and enter the search characters within the quotation marks and select the magnifying glass button. The content list narrows down to display the documents that meet your search criteria.

Searching for emails

  1. Select inside the search box and then select Emails.
    The list of search options appears:

    • Subject: This is the default option. Subject search looks for the search terms in the subject line of the documents.

    • From: The From search looks for the users in the From field of an email.

    • To: The To search looks for the users in the To or CC fields of an email.

    • Keyword: The Keyword search for emails performs a full-text search; includes the body of the email, subject of the email, and metadata fields used for the email.

  2. Start entering the search term, either in the Search box or for a more refined search, select a search option and enter the search characters within the quotation marks and select the magnifying glass button. The content list narrows down to display the documents that meet your search criteria.

Searching for matters

  1. Select inside the search box and then select Matters.
    The list of search options appears:

    • Title: This is the default option. Title search is performed against the workspace names, that is, matters are returned in the search results only if the search term is a part of the workspace name.

    • Description: A Description search is performed against the description of the Matter, which typically is used to outline particular information about a Matter that might not be covered using the name.

    • Owner: The Owner search looks for matters based on the owner of the matter.

    • Keyword: The keyword search for matters searches using the IM_FILE_TARGET, as follows:

      • Workspace Name

      • Workspace Description

      • Custom 1 – Description and Alias

      • Custom 2 – Description and Alias

      • Custom 29 - Description and Alias

      • Custom 30 - Description and Alias)

  2. Start entering the search term, either in the Search box or for a more refined search, select a search option and enter the search characters within the quotation marks and select the magnifying glass button. The content list narrows down to display the documents that meet your search criteria.

Searching for clients

  1. Select inside the search box and then select Clients.

  2. Enter the name of the client that you want to search for in the Search box, and select the magnifying glass button. The content list narrows down to the clients that meet your search criteria. Searching for clients is limited to Title search.

NOTE:

Client search performs a Contains search as opposed to a Begins with search. Searching with the string Go returns all clients with "Go" in the name; for example: "Goldberg", and "Snider Go".

Searching for folders

NOTE:

This option is available under Simple Search with the iManage Work Desktop for Windows and iManage Work Desktop for Mac applications.

  1. Select inside the search box and then select Folders.

  2. Enter the name of the folder that you want to search for in the Search box, and select the magnifying glass button. The content list narrows down to the folders that meet your search criteria. Searching for folders is limited to Title search.

Recent searches

If you have previously searched for content, you will see a Recent Searches list that displays the last five search terms per search filter that you used, including: Documents, Emails, Matters, and Clients. You can remove any of the search terms in the list by selecting X in the row of the search term.
Figure: Recent searches list
images/download/attachments/122399921/recent_search.png

NOTE:

The results listed under Recent Searches depend on the application in use: iManage Work Desktop for Windows, iManage Work Desktop for Mac, or iManage Work (web application). You will see differences in the populated lists between each application.

Simple search behavior examples

NOTE:

Title search is the default search option. If you want the entire document to be searched, select the Keyword option.

Search terms

Type of search

Search results

Applies to

Agrees

Operation

Search for terms and its variations

Documents containing the variations of the term.

For example,

Agrees - agree and agreed

Operation - operations, operate, operating, and operator

Documents

Emails

Matters

Clients

Credit Agreement

Search for Phrases and its variations

Documents containing both the terms irrespective of their location in the document and their stemmed variations.

For example, credit agreement, credit, creditor, agreement, and agreements.

Documents

Emails

Matters

Clients

10 11 or 10-11 or 10/11

Searching with Alphanumeric characters

Documents containing the search string (all numbers as the default operator is AND), in any order, anywhere in them. The difference between searching for numbers and alphabets is that terms which are purely numeric or alphanumeric will not stem at all.

For example, Credit Doc 11/10/2017, Agreement 10-11-2018, and Loans 11 10 2015.

Documents

Emails

Matters

Clients

11/10/2017

Searching with Alphanumeric characters

Documents containing the search string (all terms as the default operator is AND)anywhere in them. The difference between searching for numbers and alphabets is that terms which are purely numeric or alphanumeric will not stem at all.

For example, Credit Doc 11/10/2017 and Loans 11-10-2017.

Documents

Emails

Matters

Clients

credi*

Searching with Wildcards

Operator: * (Asterisk)

Documents containing words that include the search string.

For example, credit, credits, creditor, and credited.

Use * as a wildcard in place of any number of unknown characters (including no extra characters). You can use the * symbol in the beginning, middle, or end of a search term.

Documents

Emails

Matters

credi?

Searching with Wildcards

Operator: ? (Question Mark)

Documents containing words that include the search term and the missing character ? in the exact location.

For example, credit. Documents with credits or credited or creditor will not be part of the results.

Use ? as a wildcard in place of a single unknown character. You cannot use the ? symbol as the first character of a search (leading wildcards).

Documents

Emails

Matters

Agreement AND Credit

Searching for documents containing two specific terms.

Operator: AND

Documents containing both the search terms in any order. The operator must be in uppercase (AND).

For example, Credit Agreement with A&G and Revolving Facilities Agreement with Letter of Credit

Documents

Emails

Matters

Agreement OR Credit

Searching for documents by a term on either side of the document title.

Operator: OR

Documents containing at least one of the terms in any order. The operator must be in uppercase (OR).

For example, Credit Card Payoff Plan, Credit Agreement with A&G, and Mutual Agreement.

It enlarges the search scope, and is normally used to look for terms that have similar meaning or refer to similar subjects.

Documents

Emails

Matters

Agreement NOT Credit

Searching for documents by a specific term.

Operator: NOT

Documents containing the term Agreement and that do not contain the term Credit. The operator must be in uppercase (NOT).

For example, Sales Agreement and Purchase Agreement.

When using the NOT operator, you must search at least one term that needs to match. For example, a search only for NOT Credit is an invalid search, but a search for Agreement NOT Credit is valid.

Documents

Emails

Matters

Logical Operator Combination (AND-NOT, OR-NOT)

Agreement AND Loan NOT Credit

Searching for documents by a specific combination of terms

Operator: (example) AND-NOT

Documents containing the terms Agreement and Loan in any order but not containing the term Credit. The operators must be in uppercase.

For example, Credit Agreement with A&G and Revolving Facilities Agreement with Letter of Credit

You must not place any part of the search term in "" as an indication of priority. The system will read the order of the operators from left to right.

Correct: Agreement AND Loan NOT Credit

Incorrect: "Agreement AND Loan" NOT Credit

Documents

Emails

Matters

Advanced search

The Advanced Search interface is available only in the iManage Work web client and iManage Work Desktop for Windows. It provides advanced search fields that you can use to refine the search results that iManage Work will return. When you enter a query in the Simple Search box and switch to Advanced Search, the query is automatically entered into the respective field in Advanced Search.

Figure: Advanced search in iManage Work Web Client
images/download/attachments/122399921/advanced_ssearch_in_web_client.png

Figure: Advanced search in iManage Work Desktop for Windows Client
images/download/attachments/122399921/advacned_search_in_work_panel.png

  1. Select inside the Search box and select Advanced Search.

  2. Select one of the following search filters:

    • Documents

    • Emails

    • Docs & Emails

    • Matters

    • Folders

      NOTE:

      The Folders option is available under Advanced Search when using iManage Work (web application). In Work Desktop for Windows and Work Desktop for Mac, this option is available under Simple Search. See Searching for Folders.

  3. Select the field(s) you want to search and specify your search parameters including the search terms and values. Select + Add Additional Criteria to specify additional search parameters and values.
    The following example shows the results for a document search including the following criteria:

    • The document title must include the term Apple, and

    • The created date range must be between July 06, 2016 and September 17, 2018.Figure: Advanced search example
      images/download/attachments/122399921/advanced_ssearch_example.png

  4. (Optional)

    1. Select the - (Remote this criteria row) button to remove a search criteria line.

    2. Select Clear to return all drop-down menu options to the default options and to clear all text fields.

    3. Select Hide Criteria or Show Criteria to show or hide all search criteria rows.

    4. Select a language from the Select language for search drop-down menu to search for terms in a different language.

  5. Select All to search across all available databases, or select Personalized (default option) to search your recent workspaces.

NOTE:

  • Keyword and Number searches allow multiple values separated by a comma.

  • You can add a combination of logical operators (AND, OR, NOT) in one option. For example, Keyword > Anywhere > Contains: Apple NOT Samsung; or search progressively using multiple options, for example, Keyword > Anywhere > Contains: Apple, & Keyword > Anywhere > Does Not Contain: Samsung). The result in this example is the same.

User interface

Search option

Search description

Example

images/download/attachments/122399921/contains_exactly.png

These options are available under Title, Keyword, Subject, and Description.

You can use a combination of one or more of these options, any number of times to refine your results.

For example,

  • Contains and Does Not Contain (NOT Operator)

  • Contains and Contains Exactly (AND Operator)

  • Contains, Does Not Contain, and Does Not Contain

Contains

Documents/Emails/Matters containing the term or variations of the term are returned in the search results. If you search for the term credit in the Title and select the Contains option, the system will return all the documents that contain the term or its variation in the Title of the documents.

Input: Credit

Output: Credit Agreement with A&G and Revolving Facilities Agreement with Creditor.

Contains Exactly

Documents/Emails/Matters containing the exact term or phrase are returned in the search results. If you search for the term creditAgreement in the Title and select the ContainsOnly option, the system will return all the documents that contain the term/phrase in the Title of the documents.

Input: Credit Agreement

Output: Credit Agreement with A&G

Does Not Contain

Documents/Emails/Matters that contain these terms are excluded from the search results.

Input: Credit

Output: Every document that does not have the term credit is returned in the search results.

images/download/attachments/122399921/anywhere_in_body.png

These options are available under Keyword.

Anywhere

The search term will be searched all through the document.

In Comments

The search is executed only in the Comments.

In Body

The search is executed only in the document content and not the title or other metadata.

images/download/attachments/122399921/is_between_.png

These options are available under Doc. Number.

Is

The document returned exactly matches the document number entered. If you search for the number 45678, and select the Is option, the system will return the documents whose ID is 45678. You can search for more than one document by entering the document numbers separated by a comma.

Input: 45678

Output: Document Number 45678

Between

The documents with numbers falling between the specified document numbers are returned. If you search for documents within a range, then enter the document numbers within which you want to search, and select the Between option, the system will return the documents falling between those numbers.

Input: 45678 and 45690

Output: All documents from 45679 to 45689 are returned.

Before

The documents with numbers prior to the entered document numbers are returned. If you search for documents with document numbers falling before the entered number, enter the document number, and select the Before option, the system will return the documents falling before the specified number.

Input: 45678

Output: Documents with numbers < 45678

After

The documents with numbers later than the entered document numbers are returned. If you search for documents with document numbers falling after the entered number, enter the document number, and select the After option, the system will return the documents falling after the specified number.

Input: 45678

Output: Documents with numbers > 45678

images/download/attachments/122399921/today_date.png

These options are available under the Date fields.

  • Created Date

  • Modified Date

  • Date Sent

  • Date Received

Today

Based on the field selected, say Created Date, all the documents that were created today (current date) are returned.

Input: No additional selection is required.

Output: Documents created on the current date.

Yesterday

Based on the field selected, say Created Date, all the documents that were created yesterday are returned.

Input: No additional selection is required.

Output: Documents created on the previous date.

Last 7 days

Based on the field selected, say Created Date, all the documents that were created over the last 7 days starting from the current date are returned.

Input: No additional selection is required.

Output: Documents created over the last 7 days starting from the current date.

Last 30 days

Based on the field selected, say Created Date, all the documents that were created over the last 30 days starting from the current date are returned.

Input: No additional selection is required.

Output: Documents created over the last 30 days starting from the current date.

Specific Date

Based on the field selected, say Created Date, all the documents that were created on a specified date are returned.

Input: 1/16/2019

Output: Documents that were created on the selected date.

Before...

Based on the field selected, say Created Date, all the documents that were created prior to the specified date are returned.

Input: 01/16/2019

Output: Documents that were created before 1/16/2019.

After...

Based on the field selected, say Created Date, all the documents that were created after the specified date are returned.

Input: 01/16/2019

Output: Documents that were created after 01/16/2019.

Between

Based on the field selected, say Created Date, all the documents that were created between the specified dates (including the specified dates) are returned.

Input: 02/08/2018 & 10/10/2018

Output: Documents that were created within the specified dates (including the dates).

images/download/attachments/122399921/validated_fields.png

For example, Client and Matter, Practice and Subpractice, and Customer ID and Account ID

Validated Fields (Parent-Child Relationship)

These are drop-down lists displaying the values that you can choose from. Based on the value selected, all the related documents are returned.

There is a parent-child association here. For example, based on the customer ID selected, the list of accounts is populated in the drop-down list.

Input: iManage LLC (001)

Output: Documents associated with the specified account ID.

images/download/attachments/122399921/val_fields.png

For example, Author, Operator, Type, and Document Status

Validated Fields

These are drop-down lists displaying the values that you can choose from. Based on the value selected, all the related documents are returned.

Input: Draft

Output: Documents in Draft status are returned.

images/download/attachments/122399921/boolean_fields.png

Boolean Fields

If your instance of iManage Work is configured for fields that accept Boolean fields, then based on your selected response, all the related documents are returned.

For example, the field is configured as Is Billable?. The system will return all documents that are not billable when you specify No in your search criteria for this field.

Input: No

Output: Documents conforming to your selection are returned.

Types of RAVN indexer searches

In this section:

Full-text search

The default search is performed on documents. In addition, you may choose to search through emails, matters, and clients. If you are using the iManage Work 10 web application, an Advanced Search option is available to further refine your search results.

Figure: Search box
images/download/attachments/122399921/Screenshot_2021-04-12_at_12.00.40_PM.png

When searching through Documents, the search used most often is the Keyword or Title (default) search. In the case of an Email search, it is Subject (default), From, To, and Keyword; with a Matter search, it is Title, Description, and Keyword. When you enter text in the Search box, the text appears in all these fields and the search is executed against all these fields. If you are using iManage Work Desktop for Windows or iManage Work Desktop for Mac, you will see Folder search option in the Simple Search dialog box. If you perform a client or folder level search, the client or folder list conforming to your entered search criteria is displayed. In the case of Client and Folder searches, only Title search is enabled.

It is important to understand that all these fields are treated as full-text search fields. The default behavior returns documents that contain each search term, as well as variations, in any order.

The following searches trigger a full-text index search. If a search from a client targets any of the following fields, it is sent through to the indexer:

  • Documents: Title and Keyword

  • Emails: Subject, From, To and Keyword

  • Matters: Title, Description and Keyword

  • Clients: Title

  • Folders: Title

Exact match search (exact word or exact phrase)

You must use the Advanced Search to perform exact phrase search. Entering a search term in double quotes ("") using Simple Search (for example, "lease agreement") will not result in an exact search.

If you want to execute a search for the exact term or phrase, in Advanced Search, simply select the Contains Exactly option in the search options. Selecting this option cancels out wildcards, special characters, and other search operators (for example, AND, OR) that impact the search results. This option ensures that the search returns an exact match of the term(s).

When you select the Contains Exactly option, iManage Work searches for instances of that exact term, without stemming it.

For example, a normal search for help, where the selected option is Contains, returns documents that contain the words helps, helpful, and helping. However, a search for help with Contains Exactly option selected, returns only documents with the exact term help.

A search for credit agreement where the selected option is Contains, returns documents with variations of the root term for each word. That means that the search returns documents with credit as well as credits and credited. Likewise, agreement returns agreements. However, a search for credit agreement with Contains Exactly option selected, returns only documents that contain the exact phrase credit agreement in that exact manner and order.

NOTE:

In addition to the Keyword field, Description field and the document content, non-validated custom text fields are also treated as full-text fields in a search. The custom text fields that are in use (or "used") can vary from firm to firm. For example, under Emails, To and From.

Alphanumeric string search

The goal of any search is to find a particular document or set of documents. The more specific the criteria, the greater the likelihood of quick and accurate results. Therefore, the most commonly used search terms are not real words but are codes or numbers that represent client, or numbers representing client or customer IDs, dates, invoices, and similar identifiers.

Alphabetical and numeric characters are treated as searchable characters. There is no distinction between text, numeric, and alphanumeric in the way they are processed by iManage Work Indexer (powered by RAVN). For example, Credit, Credit 123 or 123, all are processed in a similar way. There is no limit on the length of the alphanumeric or numeric terms.

The rules of searching for numbers or alphanumeric terms in the document content (that is, the actual document text) are the same as the rules for the Keyword/Description field.

  • If the search is for the exact number or alphanumeric term, no need to select Contains Exactly or add wildcards to return the document.
    For example, if you are searching for a document with the title Invoice #553739, a Description search for 553739 will return that document.

  • If the search term contains only a portion of the number or alphanumeric term, then wildcards are necessary to obtain a result.
    For example, if you are searching for a document with the title Invoice #553739, but only knew the first three numbers of the invoice code, use a search for 553* to retrieve documents with terms in the title that begin with 553, including Invoice #553739.

  • When searching for dates in full-text, the Basic Search feature interprets the numbers individually.
    For example, a search for 10/29/07 is actually interpreted as a search for 10 AND 29 AND 07 and returns documents that have all these three numbers in any order.

  • If you are using the iManage Work 10.2 web application, and if you want the system to return documents conforming to the exact date, then under the Advanced Search option, select the Specific Date option when entering the date.
    Additionally, you have the option to search for documents within a date range as well in the Advanced Search menu.
    For example, a search for 10/29/07 with Specific Date option selected will return documents with 10/29/07.

Wildcard search

A wildcard search in iManage Work is designed to return expanded variations of search term(s). This is a powerful search technique which allows users to search for a term where some of the characters are unknown. Wildcard searches are not applicable for Client and Folder searches.

NOTE:

Wildcard searches are more expensive and may take longer to run than non-wildcard searches.

iManage Work supports wildcard characters. iManage Work supports single and multiple character wildcard searches within single terms. You can apply wildcard characters to single terms, but not to search phrases.

There are two wildcard characters – the question mark (?) and asterisk (*).

  • Use question mark (?) as a wildcard in place of a single unknown character.
    You cannot use a ? symbol as the first character of a search (leading wildcards). The ? operator represents 1 (single) character.
    For example, if you are uncertain whether a name is Smith or Smyth, entering Sm?th will return documents that contain either name variation. Similarly, a search for b?rn will return documents that match the word born, barn or burn.

  • Use asterisk (*) as a wildcard in place of any number of unknown characters.
    For example, a search for m*or returns all documents that contain words such as major, mayor, and mentor. Wildcards can be used in the beginning, middle, or end of a search term. A search for *vert* will return documents that contain convertible, inverted, vertigo, and covert. Similarly, a search for auto* will match the words automobile, autograph, and autobiography.

Boolean operators search

iManage Work Indexer accepts simple or complex Boolean and bracketed Boolean expressions, and returns a list of matching documents. You can form Boolean expressions using a range of Boolean operators:

Boolean operator

Description

Example

AND

Requires both terms on either side of the Boolean operator to be present for a match.

Input: cat AND dog

Output: This query returns documents that contain the terms cat and dog.

OR

Requires that either term (or both terms) be present for a match.

Input: cat OR dog

Output: This query returns only documents that contain either cat, dog, or both terms.

NOT

Requires that the following term not be present.

Input: cat NOT dog

Output: This query returns only documents that contain cat and not dog.

Grouping terms: iManage Work Indexer supports multiple Boolean connector searches. For example, landlord OR tenant AND guarantor, landlord OR tenant OR guarantor, and landlord OR tenant NOT guarantor.

NOTE:

When specifying Boolean operators such as AND or NOT, the operators must be entered in all uppercase.

Special characters search

When conducting full-text searches for the profile metadata or the document content, you must understand how special characters are interpreted in the context of the search. Special characters are non-alphanumeric characters, such as punctuation marks.

The following characters have special meaning within the context of a search and can be used as follows:

  • Use question mark (?) as a wildcard in place of a single unknown character.
    For example: If you are uncertain whether a name is Smith or Smyth, enter Sm?th to retrieve all documents that contain either name variation.

  • Use the asterisk (*) as a wildcard in place of any number of unknown characters (including no extra characters).
    For example: A search for m*or returns all documents that contain words such as major, mayor, and mentor.

  • By default, transliteration is performed while indexing. Accented characters can be found by searching for their non-accented counterpart.
    For example, êtes can be found by searching for 'etes'.

The following special characters are treated as blank spaces at the time of indexing. Some of these characters are used as search operators.

~ ! @ # $ % ^ & * () _ + {} | [] \ : ; <> = _ ? , . /

For example, hello-world becomes hello and world in the index. When you search for hello-world, the results return documents including the terms hello, world, hello world, hello-world, and so on.

Language-based search

iManage Work Indexer searches for content in a default language. This default language configuration is done in iManage Core Schema files. By default, the default query language setting is English at the time of deploying iManage Work Indexer.

When searching for indexed content in documents in the default language, all the valid search parameters entered in the default language return results. Additionally, if the document search contains terms in any other language (which iManage Work Indexer is configured for indexing), the query returns valid search results.

For example, when a query is performed on an English document, it returns results for Contract Value (an English term) as well as Force Majeure (a French term) if these terms exist in the document.

In this section:

Stemming

By default, full-text searches in iManage Work return variations of the search term. This behavior is known as stemming. iManage Work Indexer automatically stems the search term when it processes a search and returns variations of the search term.

Stemming is a sophisticated search technique wherein the search term is reduced to its base root in order to broaden the search to include terms that share the same root. For example, a search for test would return documents with test as well as testing, tested, and tester. However, the search would not return the word testament. This process can broaden searches to include all variations of a term.

Stemming is done based on natural language rules, and is not just based on a small portion of the actual term. Language-specific stemming algorithms are used to stem words.

Stop words

Stop Words are common words that typically modify the meaning of other words but carry no inherent meaning themselves, such as adverbs, conjunctions, and prepositions. Words such as the or a are used too frequently to carry any significance within a search query. As a result, such terms are generally excluded, or stopped, and effectively ignored when entered as search criteria. Entering a search that contains only stop words will return zero results even though the word may in fact exist in all documents.

However, in iManage Work Indexer (powered by RAVN) unlike previous indexers, the language-specific stop words files are left blank by default, as including stop words in the search criteria does not affect the search performance. Stop words are not omitted when searching and the search results include the content that contains the stop words. Entering a search that contains only stop words will return results.

NOTE:

A firm can add, if desired, a custom list of terms to be considered as stop-words when performing full-text search in the stop words file. Stop word lists are configurable and can vary from firm to firm.

Protected words

Certain words can be prevented from getting stemmed while indexing and querying. iManage Work Indexer is configured to allow such words to be indexed or queried as a unit. A default protected words text file is present in the installation directory. However, this file is blank to start with and can be populated with the relevant protected words, if and as required.

For example, if you have included a word agreement in the protected words file, then if you enter agreement in the search field, the word does not get stemmed, and only content that explicitly contains the word agreement is returned in the search results.

Synonym search

iManage Work Indexer supports synonym searches. Users can perform a synonym search when they submit a full text search. By default, synonym terms are not defined in iManage Work Indexer. You must populate a text file with the synonym terms relevant to your organization.

Search guidance for better results

If a search does not return the document you want to retrieve, try the following tips before running the search again:

  • Search for the document using profile attributes, such as the document number without any full-text criteria. If the document is not retrieved, it might be due to various reasons, such as the document being deleted, and changed security access.
    However, if the document is retrieved with a simple document number search then it is possible that the document has not yet been full-text indexed.

  • Check the search query for potential stop words or special characters. Try to reformulate the query with other terms in the target document.