How to Create and Manage Search Lists in CaseGuard Studio

Overview

In CaseGuard Studio, you can create a Search List to detect specific words, phrases, or patterns in your documents. Search Lists are useful when you need to consistently find and redact the same information across multiple documents.

For example, you can create a Search List to detect specific names, phone numbers, email addresses, Social Security numbers, or other information that follows a defined pattern.

Once created, a Search List can be reused on other documents and shared with other CaseGuard users by exporting and importing the list.

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 Search 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 Reasons dropdown and choose an existing reason or create a new one by selecting the plus (+) icon next to the Reasons dropdown. 

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

 

Exporting a Search List

You can export a Search List to share it with another CaseGuard user or transfer it to another computer.

1. Open Tools > List Manager > Search List.
2. Select the Search List you want to share.
3. Click Export.
4. Save the exported list to your desired location.
5. Send or otherwise transfer the exported list to the other CaseGuard user.

 

Importing a Search List

If another CaseGuard user has provided you with an exported Search List, you can import it into CaseGuard Studio.

1. Open Tools > List Manager > Search List.
2. Click Add New.
3. Enter a List Name and, optionally, a Description.
4. Click Next.
5. Select Import instead of Add Entries.
6. Select the Search List file you want to import.
7. Complete the import process.

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

Search Lists allow you to create reusable lists of words and phrases, that you want CaseGuard Studio to detect and redact. You can manually add entries, import entries from a .txt or .csv file, and reuse your lists across documents.

Search Lists can also be exported and imported, making it easier to share consistent detection criteria with other CaseGuard users and across different computers.

Need Assistance?

If you need help creating, importing, exporting, or using a Search List, contact CaseGuard Support at [email protected].

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]