How to: Create Search Lists in CaseGuard Studio

Overview

In CaseGuard Studio, users can build a list of information they would like detected and redacted from their document files. In some cases, you might not need to redact all names but instead have a list of specific names that you need redacted. You may also want to detect information that follows a pattern such as phone numbers, email addresses, or Social Security numbers.

If you have specific patterns or words you would like detected in your documents, you can create a Search List and reuse it on any document in the future.

Creating a Search List

Users can create and manage Search Lists in multiple ways.

Method 1: From the List Manager

1. Click Tools in the top menu.

2. Select List Manager.

3. Click Search List.

4. Click Add New in the top-right corner of the Search List window.

Method 2: From the Search Panel

1. Open the Search panel on the left toolbar.

2. Click the plus (+) icon next to the Search List dropdown.

Both methods will open the Create a New Search List window.

Step 1: Name the List

Enter a List Name and optionally add a Description, then click Next.

Step 2: Add or Import Entries

Select either Add Entries or Import.

• Import will open your file explorer and allow you to select a file containing entries to import.
  Ensure the file is in .txt or .csv format.

• Add Entries allows you to manually add entries to the Search List.

Click Next to continue.

Adding an Exact Word Match

Exact Word Match is the default option and allows users to input specific words to search for in documents.

1. Enter the word or phrase you want to detect and redact.

   

2. Select any applicable options:

   • Whole Word

   • Case Sensitive

   • Wildcards

3. Then, click the Type dropdown and select a category to label the detected text (for example: Phrase, License Plate, etc.).

4. Click the Select a Reason dropdown and choose an existing reason or create a new one by selecting Edit Redaction Reason.

5. Finally, Click Save & Add New to add another entry or Save once you are finished.

Adding a Pattern

To add pattern-based detections:

1. Click the Pattern option at the top.

   

2. Click the Select Pattern to Find dropdown.

3. Choose a pattern such as:

   • Email

   • Phone Number

   • Social Security Number

   • Other available patterns.

You can also create a custom pattern by clicking the plus (+) icon next to the pattern dropdown and selecting Add New.

Once the pattern is selected or created:

1. Choose a color to associate with the entry.

2. Select a reason for redaction from the Select a Reason dropdown or create a new one.

3. Click Save & Add New to add another entry or Save when finished.

Running a Search List

Once your Search List is created, it can be used to detect and redact information within your documents.

1. Open the Search tab in the left toolbar.

2. Select your desired list from the Search List dropdown.

3. Click Redact to redact the selected detection.

4. Or, click Redact All to redact all detections.

The results will populate in the Activity panel based on the text detected in the document.

Conclusion

Creating a Search List in CaseGuard Studio allows users to quickly detect and redact specific words or patterns across documents. Once a list is created, it can be reused at any time, helping streamline the redaction process and maintain consistency across files. By managing Search Lists through the List Manager or directly from the Search panel, users can easily update, organize, and apply their lists whenever needed.

Need Assistance?

If you need help creating or managing Search Lists, please contact CaseGuard Support at [email protected]