Professional Documents
Culture Documents
v6.9
January 7, 2011
Table of Contents
1 Overview 13
1.4 Glossary 14
3 Clients 18
4 Matters 20
5 Users 23
6 Groups 32
7 Workspaces 37
8 Tabs 44
9 Fields 49
9.1.1 Object 50
9.1.5 Propagation 57
9.1.10 Other 66
10 Choices 68
13 Importing 79
13.1.6 Loading 97
15.1.2.2 Creating a Markup Set with the Highlight Fields Option 119
16 Layouts 122
17 Views 140
22 Exporting 183
23 History 210
29 Batching 279
39 Disclaimer 357
The Using a Relativity Application section provides information on how to create, customize,
import, and export an application.
The Using OCR section provides information on creating OCR Profiles and Sets, running an OCR
Job and viewing the results.
The Admin Mode Details section has been updated to include information on the License tab in
Admin mode.
www.kcura.com/relativity-manual
As you read through this manual, you may want to refer to the Relativity Quick Start Guide, which
provides a basic explanation of the different areas of Relativity seen by a reviewer.
1.4 Glossary
The table below defines the most commonly used object types in Relativity. It is important to become
familiar with these terms, as they are used throughout the study guide.
Relativity Glossary
Note that this guide is written for System Administrators. A System Administrator is a user with rights
to see every item within a Relativity environment. Administrators have access to Admin mode, which
allows them to create and edit new clients, matters, users, groups and views, among other
capabilities.
By selecting the greeting hyperlink in the upper right corner of the screen, you are presented with a
drop-down box containing links to the various modes where you have permissions.
User Greeting
Users not designated as System Administrators will only see the areas they were granted permissions
for.
If you do not have an Admin option available in your list of links, you are not a System Administrator.
Only other Relativity Administrators can provide these rights.
Support opens a new window containing the Technical Support page of the kCura website,
where you can open a support ticket
About opens a Webpage Dialog box displaying the Relativity version number and licensing
agreement information. Below these is the Credits-Icons link which opens a window displaying
credits for the icons used in the application, as well as the URL for more information on these
icons.
Under the Support and About links is the logged in username. Below this is the Interface Mode
settings, which consist of two radio buttons:
Data Focus
o On- An adjusted interface that displays more data in the view by removing the work-
space name and white space from the main header.
o Off- Relativity’s standard interface that displays the workspace name in the top left
corner.
3 Clients
Clients are companies or organizations. In Relativity they are linked with associated Users and Matters.
Client Associations
The New Client form appears, with required fields in orange and optional fields in gray.
There are three fields of information required for every new client:
Client Information:
Name is the name of the client. Name must be between 1 and 50 characters.
Client Number is the billing number for the client. Client Number must be between 1 and 50
characters.
Status is the current status of the client. The default options are active or inactive, but you can
add any status value. You can use the status value to organize and display lists of clients using
Relativity views.
Additionally, there are two optional fields where extra client information may be recorded. Common
uses of these fields include storing address or contact information.
Other:
n Keywords
n Notes
There are four buttons available at the top and bottom of the form:
Save and New records the entered information and launches a blank New Client form.
Save and Back records the entered information and redirects you to the client list.
Cancel ends the client creation process and discards any entered information.
You may also edit client information by clicking the client’s name. This redirects you to the Client
Details page as described above. Click the Edit button to access and change the client information.
If your Clients view list does not contain the Edit field you can add it.
See the section Admin Mode Details.
4 Matters
Clients in Relativity are associated with one or more matters. This mirrors the billing structure at most
law firms. Matters are used to define the different cases, disputes or advising that a firm may be
involved with for a client.
Matter Association
The New Matter form appears, with required fields in orange and optional fields in gray.
There are four fields of information required for every new matter.
Matter Information:
Name is the matter’s name. This field must be between 1 and 50 characters.
Matter Number is the matter’s billing number. This field must be between 1 and 50 characters.
Status is the matter’s current status. The default options are Active or Inactive, but any value
may be added. This field is useful when organizing and displaying lists of matters using Relativity
views.
Client is the matter’s associated client. Click the ellipsis (…) button to select from all available
clients.
If your client list is too large, click Show Filters to quickly narrow the
list by any available field criteria.
Additionally, there are two optional fields where extra matter information may be recorded.
Other:
There are four buttons available at the top and bottom of the form:
Save records the entered information and displays the Client Details page. This page outlines
the saved information, plus any clients linked to the matter. There are four buttons available on
the Matter Details page:
o Edit allows you to edit the matter information.
o Delete removes the matter from Relativity.
o Back redirects you to the matter list.
o View audit displays the matter’s audit history.
Save and New records the entered information and launches a blank New Matter form.
Save and Back records the entered information and redirects you to the matter list.
Cancel ends the matter creation process and discards any entered information.
Edit matter
You may also edit matter information by clicking the matter’s name. This redirects you to the Matter
Details page as described above. Click the Edit button to access and change the matter information.
An Edit link may be added to your matter list view if it does not already
exist. See the section Admin Mode Details.
5 Users
Users are individuals who have access to the Relativity environment. Users are directly associated to
Clients and Groups.
The New User form appears, with required fields in orange and optional fields in gray.
There are several fields of information required for every new user.
User Information:
First Name is the user’s first name. This field must be between 1 and 50 characters.
Last Name is the user’s last name. This field must be between 1 and 50 characters.
Items on the select client list are set by a system view. It is possible
you will see only a sub-set of items.
For more information on editing system views, see the section Admin
Mode Details.
Relativity Access is a drop-down that allows you to control the user’s access to Relativity.
o Enabled is the default value. Enabled users will be:
o When this feature is first deployed, Relativity will set the Relativity Access
field for existing users.
If a user is in a group with rights to a workspace, their Relativity
this feature is first deployed. From that point on, the System Admin-
istrators must manually manage the field.
Document Skip is a drop-down that allows you to control whether or not the user has the abil-
ity to skip documents during review that no longer meet the original conditions of a view, due
to propagation being enabled. See Appendix C for more information.
o Choices:
For more information on how to configure Relativity to use RSA, request a copy of
Beta User should be used only when instructed by kCura Client Services. They will inform you
how to use this field.
Change Settings is a drop-down that allows users without system administrator rights to
change their settings depending on whether the drop-down is enable or disabled.
o First name
o Last name
o Email address
o Item list page length
o Default selected file type
o Advanced search default
o Enable or disable Native Viewer Cache Ahead
Change Password is a drop-down that allows users without system administrator rights to
change their password depending on whether the drop-down is enable or disabled. By default,
this is enabled on a New User form. For more information, see the Relativity Configuration Table
guide.
Maximum Password Age is a whole number field used to designate the number of days a pass-
word remains valid.
o If 0 or no value is entered, the password will never expire
o If a whole number such as 5 is entered, the password will expire five days from the time
the password is set.
o The default is driven by a Configuration Table value. For more information, see the Rel-
ativity Configuration Table guide.
Invalid Login Attempts is a system field that increments every time a user attempts to log in
with the correct username but using an incorrect password. When the user reaches the max-
imum number of Relativity failed login attempts, he or she will be locked out of Relativity. Log-
ging in successfully will reset the count. If the account becomes locked, resetting the user’s
password will unlock the account.
o The maximum number of failed attempts can be set in the environment configuration,
outside of Relativity’s web interface. For more information, see the Relativity Con-
figuration Table guide.
Password Expires is a read-only field that displays the number of days until the user’s pass-
word expires.
User Settings:
Item List Page Length is a numeric field indicating the default list length for all views in Rel-
ativity. It can be set from 1 to 200.
Default Selected File Type is the default viewer mode:
o Viewer
o Native
o Image
o Long Text
o Production
To utilize Native Viewer Cache Ahead, you must have version 5.04 or
greater of the Viewer running on your computer. If this application is
not working properly, uninstall and reinstall your Viewer to ensure
compatibility.
Data Focus determines the default workspace view of the user. Data Focus on will remove the
workspace name from the top of the window.
Set Password:
Password is used to designate the required action on the user’s password. The choices are:
o Use current password makes no changes to the current password.
This is the default value when users are being edited, but it is not available when
The default length of this field is 8, though it can be configured on a system level.
o Manually set password allows you to type a specific password. Relativity requires that
each password contain at least:
8 characters
1 lowercase letter
1 uppercase letter
1 number
1 non-alphanumeric character
The message appearing in this option can be configured on a system level. For
The message appearing in this option can be configured on a system level. For
more information, see the Relativity Configuration Table.
o Popup sends the username and generated password to a pop-up box.
Additionally, there are two optional fields where extra user information may be recorded:
n Keywords
n Notes
There are four buttons available at the top and bottom of the form:
Save records the entered information and displays the User Details page. Within this page,
there are four buttons available:
o Edit allows you to edit the user information.
o Delete removes the user from Relativity.
o Back redirects you to the user list.
o View audit displays the user’s audit history.
Save and New records the entered information and launches a blank New User form.
Save and Back records the entered information and redirects you to the user list.
Cancel aborts the user creation and discards any entered information.
You may also edit user information by clicking the user’s name. This redirects you to the User Details
page. Click the Edit button to access and change the user information.
An Edit link may be added to your user list view if it does not already
exist. See the section Admin Mode Details.
The User New Password form opens, type in a new password and confirm. Click Save.
You may also edit user information by clicking the user’s name. This redirects you to the User Details
page. Click the Edit button to access, scroll down to the password section and change.
Group Associations
The New Group form appears with required fields in orange and optional fields in gray.
Group Information:
Name is the group’s name. This field must be between 1 and 50 characters.
Name each group according to their purpose and permission level; for
example: ACME Co. Reviewer and ABC Corp. Admins.
Additionally, there are two optional fields where extra group information may be recorded.
n Keywords
n Notes
Save records the entered information and displays the Group Details page. Within this page,
there are four buttons available:
o Edit allows you to edit the group information.
o Delete removes the group from Relativity.
o Back redirects you to the group list.
o View Audit displays the group's audit history.
Save and New records the entered information and launches a blank New Group form.
Save and Back records the entered information and redirects you to the group list.
Cancel aborts the group creation and discards any entered information.
You may also edit group information by clicking the group’s name. This redirects you to the Group
Details page. Click the Edit button to access and change the group information.
An Edit link may be added to your group list view if it does not already
exist. See the section Admin Mode Details.
To add users from the Group Details page, select the Groups tab and click the group’s Name link. Use
the Add and Remove buttons at the bottom of the page.
To add users from the User Details page, select the Users tab and click the user’s Name link. Use the
Add and Remove buttons at the bottom of the page.
Everyone: All users are a member of the everyone group. This group is only available in Admin
mode. Within the Administration section, you can now easily manage the permissions all users
have on System level Views and Scripts.
System Administrators: users with rights to see every item within a Relativity environment.
Administrators have access to Admin mode, which allows them to them to create and edit new
clients, matters, users, groups and views, among other capabilities.
Relativity Script Administrators are part of a group that has permissions to preview, edit, and
create scripts. Before a user can belong to this group, they must be granted Relativity Admin-
The table below represents the script permissions for each group.
7 Workspaces
A workspace within Relativity can be used for cases, or other document repositories for dynamic
object applications. They are used to:
Store
Display
Search
Organize
Categorize
Rather than creating separate databases for different types of documents (productions, witness
testimony, etc.), you can use one workspace to store all versions of the documents. This gives you the
advantage of being able to search in one place.
Within a workspace, document access may be granted or denied, providing security while still allowing
users to view an organized selection of documents for which they have been granted permissions.
This brings up the New Workspace form, with required fields in orange and optional fields in gray.
Workspace Information
Name is the name used to identify the workspace. This must not exceed 50 characters.
Matter is the matter you want to associate with the workspace. Click the ellipsis to select from
all available matters. The Matters found in the picker list are determined by the conditions set in
a system view called MattersOnPicker. For more information on editing system views, see the
Admin Mode Details section.
Template Workspace is the existing workspace structure you would like to use as a basis for the
workspace you are creating. All non-document objects in the template are copied to the new
workspace:
o Groups (and permissions)
o Summary Reports
o Markup Sets
o Fields
o Choices
o Views
o Layouts
o Custom tabs
o Script kits
o Dynamic Objects
o Saved Searches not associated with a dtSearch or Analytics index
Status lists whether the workspace is Active or Inactive. This field is useful for identifying and
organizing workspaces in a view and has no impact on the functionality of the workspace. For
example, even a workspace with a status of Inactive can still be accessed and edited.
Resource Information
Resource Group lists sets of resources such as servers and file repositories to associate with
your workspace. Please refer to your System Administrator on what Resource Group to select.
Resource Groups are configured in the Resource Group tab in Admin Mode. For more infor-
mation on this tab, please see the Resource Groups section.
Default File Repository is the collection point of all files (images, documents, natives) asso-
ciated with the database. The values in this drop-down are determined by the Resource Group
selected above.
Database Location is the SQL Server associated with the workspace you are creating. Like the
File Repository, the options for this field are determined by the Resource Group.
Download Handler URL lists the URL through which all downloaded files are made available to
the Relativity user. This field is automatically populated and does not depend on any other field
in the Resource Information section.
Other
These optional fields are helpful in further identifying the workspace you are creating, so that one can
more easily filter for it in a view.
There are two buttons available at the top and bottom of the form:
Save records the entered information, creates the workspace and displays the Workspace
Details page. Depending on the size of the template workspace, this may take several minutes.
During this time, Relativity creates the SQL database and the fulltext index for the workspace.
o The Workspace Details page shows the saved information and allows you to restrict cer-
tain native file types from being imaged. From this page, there are four buttons available
at the top and bottom of the page:
Edit allows you to edit the workspace information.
Edit Permissions allows you to set the workspace permissions. This is covered in
Cancel aborts the workspace creation and discards any entered information.
New workspaces will have no documents, only the structure of the selected template.
Be sure to include family groups in your saved search so that all of the
family items are kept together and all can be removed if the remove
restrictions option is chosen.
A Production Restriction can be added to an existing workspace by clicking on the Workspace Details
tab and selecting Edit. Note the additional field of Production Restrictions now displays.
Production Restrictions allows you to designate a saved search to define the properties of a
document you do not want added to a production. By default, this drop-down contains a value
of <no restriction>.
o Only System Admins with the Override Production Restrictions permission can override
any Production Restriction set on the Workspace Details page. For more information on
this permission, please see the section on Security Permissions.
o You can choose any saved search as a Production Restriction search.
o You cannot delete a saved search that has been selected as the Production Restriction
search, as it is being referenced directly by the workspace details.
o To see how Production Restrictions work, please see the section on Production Sets.
Note that dtSearch and Relativity Analytics search indexes don’t copy
to new workspaces. When creating a new workspace if the template
contains a saved search with Analytics or dtSearch the user will be
directed to a warning page containing two links:
File types in the list are restricted from TIFFing in Relativity. If you would like to add items to the
restricted list, click the Add button.
A list appears, detailing all file types supported by the viewer. Select which file types you would like to
restrict and click OK. This will add the selected file types to the restricted list.
If you would like to remove any file types from the restricted list, thus allowing TIFFing on those file
types, select the checkbox next to the item and click the Remove button.
You may also edit you workspace information by clicking the workspace’s name. This redirects you to
the Documents tab, select the Workspace Details tab. Click the Edit button to access and change any
information.
An Edit link may be added to your workspace list view if it does not
already exist. See the section Admin Mode Details.
8 Tabs
When a new case workspace is created in Relativity, the following tabs are created as well:
Depending on the template chosen, your workspace may have one or more custom tabs. Custom tabs
may be created to link to any web address . You can add these custom tabs in both admin mode and
workspace mode.
The New Tab form appears, with required fields in orange and optional fields in gray.
Tab Information:
Name is the tab’s name. This field must be between 1 and 50 characters. Be as concise as pos-
sible when naming tabs.
Order represents the position of the tab by a numerical value. The lowest-numbered tab will be
the leftmost tab. The highest-numbered tab will be the rightmost tab. Items that share the
same value are sorted in alphanumeric order.
o Tab Order can be any integer (positive or negative). No decimals are allowed.
It’s always a good idea to set Tab Order by 10's, starting with 10, then
20, then 30, etc.
View Order when clicked displays a list of active tabs and their current order.
Link Type determines the type of tab you would like to create:
o Object creates a tab for a non-document object in your workspace.
o External allows you to link to any URL.
o Parent establishes the tab as a parent tab. This allows existing tabs to be set as children
of the parent tab, thereby creating a drop-down tab structure.
Parent allows the tab to be placed as a child tab in the drop-down list of any parent tab.
Object Type determines which object’s information is displayed in the tab for those specified as
Link Type = Object.
Link, which is displayed only when the link type is set to External, is the web full address that is
linked when the tab is clicked.
Is Default allows the tab to serve as the workspace’s default tab. Reviewers logging into the
workspace are taken to the default tab. If a reviewer does not have access to the default tab, he
or she is directed to the Documents tab.
There are four action buttons available at the top and bottom of the form:
Save records the entered information and displays the Tab Details page. Within this page, there
are five buttons available:
o Edit allows you to edit the tab information.
o Delete removes the tab from Relativity.
o Back redirects you to the tab list.
o Edit Permissions allows you to establish rights for the tab.
o View Audit displays the tab’s audit history.
By clicking Edit Permissions, you are editing rights only for the selected
tab. By default the tab will be secured according to the workspaces
level tab rights. More information on workspace permissions can be
found in Section 18 – Permissions.
Save and New records the entered information and launches a blank New Tab form.
Save and Back records the entered information and redirects you to the Tab list.
Cancel aborts the tab creation and discards any entered information.
You may also edit tab information by clicking the tab’s name. This redirects you to the Tab Details
page. Click the Edit button to access and change the tab information.
Click the Edit link next to the tab you want nested. Under the Parent drop-down, choose the parent
tab name Click Save. Repeat for each tab you wish to nest. Any nested tabs will reside in the drop-
down of the parent.
From the Tabs tab, click the Edit link next to the tab you want to nest. Under the Parent drop-down,
choose the tab you've just created. Click Save.
Do the same for every tab you wish to nest. The tab will disappear from the tab strip and reside below
the new tab.
9 Fields
Fields are used to store document metadata and coding choices within Relativity. You can display and
use fields on views and layouts.
Fields Associations
The New Field form appears with required properties in orange and optional fields in gray. The
following section break down each heading in the New Field form.
Integer displays the number with commas separating each group of three digits.
Available in Field Tree places the field and its choices in the Field Tree browser. This option is
available for single and multi-choice lists, as well as single object and multi-object fields.
o By default, this is set to No.
o This field is only available for Document objects; for non-Document objects the Available
in Field Tree is set to No and is read-only.
Field Tree View is a drop-down that allows you to select a view that determines which values
are displayed in which order in the Field Tree View.
o This drop-down is blank and disabled if the Available in Field Tree setting above is set to
No.
o If the Available in Field Tree setting is set to yes, the Field Tree View will reflect the default
value of <All Items>.
o To the right of the Field Tree View drop-down are two icons:
Edit View allows you to edit the view via a popup that takes you to the Con-
ditions (Step 3 of 4) of the wizard.
Create View allows you to create a new view from step 1 of the wizard. The proc-
ess of creating a new view is covered in the Views session of this document.
o When a user-defined view is selected for the Field Tree View, the sort order of that view is
respected. If no sort order is defined in the user-defined view, the sort order will be
For the Field Tree View, you can select any view you have rights to see;
however, you will receive a warning when attempting to save the field
if the selected View is personal.
In addition, if you edit the view that has been selected as the Field
Tree View, you will receive a warning when attempting to save it as a
personal view.
Allow HTML is a yes/no field that allows HTML code to be executed within the field.
o Selecting Yes executes the code when the field is displayed.
o Selecting No displays the field as plain text.
Open to Associations determines whether an object field can display its information on an
associated object field. For example, say you have two associated objects: Custodian and Com-
pany. If you add a field on the Company – its address – you might want to display that address
on a Custodian. To accomplish this, create an address field and mark it as Open to Associations:
Yes.
o This action creates two fields:
When sending data out for processing you can request a yes/no field
be created to indicate if a document has comments or tracked
changes. This will allow you search for these documents in Relativity in
order to apply an alert message.
To add an HTML alert, create a New Field with a field type of Long Text with the Allow HTML field set
to Yes.
Next add the new Alert field to an existing Layout. Select Add Field next to the layout name. Choose
the Alert field. Set Read Only to Yes. Leave all other fields as default. Click Save.
Locate the documents to which you want to add the HTML alert (these are the documents that
contain comments or tracked changes, as indicated by your vendor). You may want to create a Saved
Search based on these documents. When you have your documents, go to the Mass Operation bar. In
the first drop-down select All and in the second select Replace. Click Go.
Mass Replace
The Mass Replace form displays. Select your field from the drop-down and then the action Replace
Entire Field. In the Text box place the HTML alert; you may wish to use the example below.
Click Save. The field will now be replaced with the HTML text data alert, which will display when viewing
the document.
You can also use an Allow HTML enabled field on a layout to search through the active document for all
occurrences of a specific phrase. Add the field to the layout and then place in the following text:
<a class="DocumentFieldsLink"onclick="top.documentViewer.SearchForTerm('x');">x</a>
Replace x in the above statement with your term or phrase. Relativity will display your term
highlighted on the layout. Clicking on the term will cycle through the document, highlighting the hits.
Currency is a numeric field in currency format. The format is set based on the settings of the
SQL server hosting Relativity.
o Maximum of 10 digits
o Example: Amount Sold
Yes/No is a field that will have one of two values. The default values are Yes and No.
o The display values for Yes and No may be altered.
o Example: Reviewed
o Maximum of 2 GB of text
o Examples: Email To, FullText.
A Single-Choice has a predetermined set of values called choices; only one value may be
chosen.
o Example: Responsiveness
A Multiple-Choice has a predetermined set of values called choices; more than one value may
be chosen.
o Choices may be nested
o Example: Issues
File is a field allowing you to upload a file for an item of a non-document object.
Single Object links the object the field is created on to the selected Dynamic Object. One item
from the selected object type can be associated to another object, making a one-to-many rela-
tionship. For more information, see the section Object Types.
Multiple Object links two objects in a many-to-many relationship. For example, there are two
object types in your workspace: Document and Custodian. If you add a document field with an
object type of Custodian, you will create an association between document and custodians.
You could place a Custodians field on your Document layout, allowing you to assign a custodian
to your document. You also could display associated documents on your custodian layout.
o Choosing either a Single or Multiple Object type field brings up additional required
Object Type drop-down to the right of the Field Type.
In the Object Type drop-down, you must select an object to associate with the field. The values
available depend on the selections made for the first Object Type and the Field Type. For example,
Object Type and Production are available in the associative object type drop-down only if the field is a
Single Object Field created on any object other than the Document object. Various object types listed
are system created objects. The functionality of these objects is limited.
9.1.5 Propagation
Propagation inside Relativity is used to automatically force a coding value to a specified group of
related items. For example, a user can tag a document as Responsive and have the value propagate to
that document’s family members.
The propagate to function is a valuable tool for enhancing workflow in the document review process,
especially when implemented in a larger workspace, in that it saves the user time in coding related
documents.
Propagate To checkbox
First ensure you have checked the Propagate to checkbox. The available options are dependent on the
relational fields set for the workspace. In the above screenshot you see Duplicates, Family, Similar
Documents and Content Analyst Index - Similar Documents. Click Save.
When coding a document that has been identified as relational, the propagation function will
automatically code the related documents with the same value. In the example below we have coded
document AS000005 as Not Responsive.
Document Layout
Field propagation rules are applied when you click Save or Save and Next in a layout - once per edit
operation. This means that a secondary propagation will not result from edits that propagate to family
or duplicate documents.
Note that Propagation does not cascade or cause chain reactions, meaning that only the documents in
the saved document’s groups will receive the propagated values.
For example, if a responsiveness field is created to propagate both family and duplicates, and a parent
email is coded as Responsive, these actions will occur:
When propagation is applied to multiple related items groups – for example, Duplicates and Email
Families – it is important to understand how documents will be coded in specific scenarios.
For more information, please see the Users and Review Layout Options
sections.
The following scenarios break down how propagation would be applied to a set of documents. Assume
that propagation is active for both Email Families and Duplicates. There are two email families:
AS000001 – AS000005
TS000007 – TS000011
Tagging AS000001 as Responsive would tag only the family – indicated in blue.
Tagging AS000003 as Responsive would tag the family, and the duplicate – indicated in blue.
Mass editing AS0000001 and AS000002 would tag only the family – indicated in blue.
Mass editing AS000003 and TS000009 would tag all of the listed documents.
Date hyperlink
Filter Type determines which type of filter is available for the field. The filter types are:
o None: disables filtering on the field.
o List: displays a drop-down list of all the field’s values in the workspace. Users may select
only one of the values. There can be up to 255 items present in this type of filter, if this is
exceeded, the filter type will downgrade to a textbox filter and write an error in the Error
Log.
The List filter type should only be used for single-choice lists and
yes/no fields.
Manual.
o Multi-List displays a list where one or more fields can be selected to filter on.
o Boolean displays the Boolean choices for the field, allowing users to select one option.
o CustomOnly (Advanced) allows you to search using the interface below, combining dif-
ferent search terms and operators. The operators below are used for a fixed-length text
fields. Depending on the field type, you will see different operators.
o Popup displays a popup picker from which you can select multi-choice and multi-object values
to use while filtering a list or modifying criteria in a saved search or view. You will be able to
access this popup from the following:
Layouts
View Conditions
o This picker is accessed via the Check and Uncheck buttons next to the field name.
For more information on how the multi-choice/object popup picker functions, see
the section Mass Edit.
In the popup picker view drop-down, you can select any view you have
rights to see; however, you will receive a warning when attempting to
save the field if the selected popup picker view is a personal view.
In addition, if you edit the view that has been selected as the popup
picker view, you will receive a warning when attempting to save it as a
personal view.
Popup Picker View allows you to define what items are available in the popup picker view.
o This drop-down is only available if Popup is chosen as the filter type in the drop-down
above; if not, it is blank and disabled.
o By default, <All Items> is the popup picker view condition.
Allow Sort/Tally allows you to sort document lists based on the field.
Width is the width (in pixels) of the column in the view. This field may be left blank to accept Rel-
ativity’s default, or you may enter your own value.
Wrapping:
o If you select Yes, wrapping includes all of a field’s text, displaying the contents on mul-
tiple lines.
Note depending on the field type you are creating, only specific filters will be available for selection:
List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List,
User
TextBox - Fixed Text, Long Text, Date, Whole Number, Decimal, Currency, Object
Custom Only - Fixed Text, Date, Whole Number, Decimal, Currency
Multi-List - Single Choice List, Multiple-Choice List
Boolean - Yes / No
These display values may be edited at any time; previously-tagged items will update to the new value.
Once the MD5 Hash field has been set to Relational, documents that share the same hash value are
established as duplicate groups.
It’s always a good idea to set tab order by 10's, starting with 10, then
20, then 30, etc.
Keyboard Shortcut allows you to define a keyboard shortcut for the document field you are
editing or creating. This shortcut can then be used to code and edit documents in the core
reviewer interface. This setting is only available for document fields and consists of the following
checkboxes and drop-down:
o Ctrl designates the Control key to work in combination with the key you specify to trigger
the shortcut.
o Alt designates the Alt key to work in combination with the key you specify to trigger the
shortcut.
o Shift designates the Shift key to work in combination with the key you specify to trigger
the shortcut.
o Key is a drop-down from which you select the letter or number to use in combination
with the Ctrl, Alt, and/or Shift checkbox(es) you selected above.
Ctrl and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warn-
CTRL and/or Alt must be used or you will receive an <Invalid Keyboard Shortcut> warning next to the
Key drop-down.
9.1.10 Other
The last heading in the form is Other, which is optional.
Other Display
There are two optional fields where extra client information may be recorded.
n Keywords
n Notes
There are four buttons available at the top and bottom of the form:
Save records the entered information and displays the Field Details page. This page outlines the
saved information. There are four buttons available:
o Edit allows you to edit the field information.
o Delete removes the field from Relativity.
You will be unable to delete fields that are part of summary reports, or
Bates fields for productions.
By clicking Edit Permissions, you are only editing rights for the selected
field. By default, the Fields tab is secured according to the workspace-
level field rights.
Edit Field
You may also edit field information by clicking the field’s name. This redirects you to the Field Details
page. Click the Edit button to access and change the field information.
Note a field’s type cannot be changed once the field has been created.
An Edit link may be added to your choice list view if it does not already
exist. See the section Views.
<Production Name> is a field created when a production is created. This field stores how the
document was added to a production. It will be blank, or contain Images Only, Natives Only, or
Images and Natives.
Production Alerts is a yes/no field to warn of any production execution problems.
This field can be included in any view and will display the Relativity Compare icon. For more
information see the Relativity User Manual.
10 Choices
Choices are the pre-determined values that are applied to single and multi-choice list fields. Choices are
used in coding fields to allow users to record decisions on a document. For example, a Responsiveness
The New Choice form appears, with required field in orange and optional fields in gray.
It’s always a good idea to set tab order by 10's, starting with 10, then
20, then 30, etc.
Parent choice allows you to select a parent choice below which the current choice will nest.
o Be aware that once you have set your family of choices and tagged values, editing a par-
ent choice will cause inconsistencies.
Highlight Color allows you to set the annotation for the choice. For more information about
right-click tagging viewer text as a choice, see the Relativity User Guide.
Highlight color applies to multi-choice lists only and does not appear as
an option in single-choice list forms.
Keyboard Shortcut designates a keyboard shortcut for the document choice you are editing or
creating. This can then be used to code and edit documents in the core reviewer interface. You
will still need to be in edit mode before you can use keyboard shortcuts for choices. This setting
is only available for document fields and consists of the following checkboxes and drop-down:
o Ctrl designates the Control key as part of the combination used to trigger the keyboard
shortcut.
o Alt designates the Alt key as part of the combination used to trigger the keyboard short-
cut.
o Shift designates the shift key as part of the combination used to trigger the keyboard
shortcut.
o Key is a drop-down from which you can select the key you want to use in combination
with key specified in one of the checkboxes above.
CTRL and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warn-
ing next to the Key drop-down.
Additionally, there are two optional fields where extra choice information may be recorded.
Keywords
Notes
There are four buttons available at the top and bottom of the form:
Save records the entered information and displays the Choices Details page. This page outlines
the saved information, plus any associated fields or parents. There are four buttons available on
the Choices Details page:
o Edit allows you to edit the choice information.
o Delete removes the choice from Relativity.
You will be unable to delete choices that are part of summary reports,
or that have been applied to any documents.
You may also edit choice information by clicking the choice’s name. This redirects you to the Choices
Details page as described above. Click the Edit button to access and change the choice information.
By default, standard user actions have been assigned system keyboard shortcuts, which are listed in
the shortcut legend along with those used by Internet Explorer. Users with permissions to edit fields
and choices can create additional shortcuts via the Keyboard Shortcuts property on the Field and
Choice. The Shortcut legend is accessible via the ( ) icon; within the legend, you can sort, filter,
Export to Excel, and print by right-clicking and choosing the Internet Explorer print option.
Keyboard Shortcut
Clicking the ( ) icon in the Core Reviewer Interface displays the Keyboard Shortcuts legend. This
legend includes the following sortable columns:
Keyboard Shortcut is the key-combination used to execute the shortcut during document
review.
Action is the action that results from using the keyboard shortcut.
Viewer Mode lists the viewer mode for which each shortcut is available. Note that most of the
System category shortcuts can be used in all viewer modes.
Category lists the shortcut type. Below, the legend displays only those shortcuts designated by
the System and Internet Explorer. If you configure additional shortcuts via Field and Choice
properties, these will be displayed.
Note the following Keyboard Shortcut Tips listed above the legend:
o Shortcuts only execute in the Core Reviewer Interface.
o Shortcuts only execute in the Viewer Modes listed in the legend.
o If the document viewer is undocked, shortcuts that move the cursor focus to a textbox
will only execute if Internet Explorer has a single tab open.
Alt+Space – Edit
Alt+S - Save
Alt+Enter – Save and Next
Alt+Z – Cancel
The following key combinations are not available for user-defined shortcuts:
Shortcuts can be defined for most field types, but because the action that a shortcut triggers depends
on the layout display type selected for the fields and choices, you should use the table below as a
reference. For example, a shortcut associated with a field or choice that uses a popup picker as its
display type will trigger no action.
3. Click Save
4. Open a document in the Documents tab
5. Click the Legend icon to make sure the field you created is included as a shortcut
6. Edit any Layout and add the field you just created
7. Execute the system shortcut for Edit – Alt + Space
8. Execute the shortcut you just created – Ctrl + Alt + S; repeat the shortcut and note the changes in
the checkbox.
Picker NO ACTION
Boolean Yes Checkbox Checkbox state is toggled
Allows you to download the Relativity Desktop Client, as referenced in the sections Importing,
and Exporting.
Allows system administrators to view other users’ personal items.
Clicking View Another User’s Personal Items allows you to select which users’ personal items you see.
The left-side box shows workspace users whose personal items are not shown. The right-side box
shows workspace users whose personal items are shown. Move users between the boxes by selecting
and double-clicking, or by using the arrows between the boxes.
13 Importing
Importing into Relativity is done using the Relativity Desktop Client, a separate application that runs
on your local machine. To install the Relativity Desktop Client, go to the Relativity Utilities tab and click
Download Relativity Desktop Client. On existing cases, this tab may be named Administration.
You have the option of downloading the 64-bit version of the desktop client or the 32-bit version. The
version you choose depends upon your operating system. Note that the 64-bit version will not work
on a machine running a 32-bit OS, while the 32-bit version will work on a machine running a 64-bit OS.
You should notice significant speed improvement in desktop client functions with the 64-bit version.
Run the downloaded file to bring up the Desktop Client Setup Wizard. This will allow you to install the
Relativity Desktop Client. In the first window of the setup wizard, click Next.
While the Typical and Complete options take you to the final install window, the Custom button allows
you to customize your installation selecting what is loaded.
Here you can use the Reset button to reset your custom options. You can also use the Disk Usage
button to look at the disk space required and available.
Disk Usage
Clicking either Next in the Custom Setup window or choosing either the Typical or Complete setup type
brings you to the Install window.
Note that if you are installing the desktop client on a machine on which it is already installed, you will
get the following three options:
The next step asks you to begin the installation. Click Install.
Ready to Install
You are prompted to allow the installation by the User Account Control. Click Yes.
The next step allows you to exit the setup wizard. Click Finish.
When the install is complete, the following icon appears on your desktop.
Double-click the icon to run the Relativity Desktop Client. The first time you run the Desktop Client,
you see the following settings:
Force Folder Preview Default allows you to enable or disable the force folder preview setting .
This setting checks the first 1000 records of the load file and reports the number of folders
WebService URL establishes how the Desktop Client connects to your server. Here you must
enter the appropriate URL path. If this path is entered incorrectly, you will be unable to connect
the Desktop Client to your database.
Set your preferred Force Folder Preview default and enter the WebService URL provided by your
Relativity Administrator. These settings are retained in the machine registry and retained when
upgrading your Desktop Client software. Click OK. Next, enter your login and password. These are the
same credentials you use to log into Relativity.
After logging in, you are presented with a list of workspaces you have rights to see. Use the filter bar to
narrow the list. Find your workspace and click OK to open the workspace in the Relativity Desktop
Client.
Above the workspace folder structure is the menu bar. This includes:
File
o Open allows you to switch between different workspaces.
o Exit closes the Desktop Client.
o Refresh updates the folder browser.
Tools
Import
o
Select New Folder to create a subfolder. Type in the folder name then click OK. Folders created in the
Relativity Desktop Client will be added to your workspace.
To import to a specific folder, right-click on that folder and select Import. There are four import
options:
Image file
Document load file
Production file
Application
If you have metadata, natives and images to load, run the load file import first, then the image file
import.
File
File Menu
Import
o Preview file displays the first 1000 documents in the load file. Only
matched fields are shown.
o Preview error checks the entire file for potential loading errors.
o Preview choices and folders is a pop-up that displays:
To select your document level load file, click on the load file ellipsis.
Once you have selected your file, enter the correct settings for the load file. The Relativity defaults are
shown below.
Check the first line contains column names option if your load file has a header.
Start Line is the line of the load file where the import process will begin. The default value is 0,
and will load the entire load file.
Source Encoding is a drop-down containing the most common encodings for load files. Here,
you will pick the encoding for your file. This setting does not have a default value. If your file con-
tains foreign languages, you may need to use one of Relativity’s Unicode options. If necessary,
consult your processing vendor or department to determine the correct encoding option.
The question mark icon ( ) next to the Pick Encoding ellipsis provides additional information
on the different features and considerations of Unicode encoding.
Use the characters section to set your load files delimiters.
o Column delimiter is the character used to separate columns
o Quote is the character used as the text qualifier
o Newline is the character used to indicate the end of a line in any extracted text or long
text field.
o Multi-value delimiter is the character used to separate choices within a field.
o Nested value is the character used to separate the different levels of a multi-choice hier-
archy.
Once the encoding is specified, the headers section displays the fields in the load file; this parsing is
based on the delimiters set. If your file columns headers are not lined up on top of each other in a list
you will see the delimiters in the file and the load delimiters need to be changed to match the load file.
Check your load file and update your delimiters as needed.
The fields will be displayed in alphanumeric order. Each field has a numeric value in parentheses that
indicates the position on the field within the file. For example, in the above example, control number is
the first column; Application Name is the second.
When you have the load file tab settings correctly established, click on the field map tab. The field
map tab allows you to configure how your data is loaded into Relativity.
The Load File Fields window (far right), contains all fields available in the load file.
Note that each row has contrasting colors. This is intended to ease the
matching process for large numbers of fields and has no impact on
how data appears in the workspace.
To select fields to import into the workspace, simply match them in the center windows. For instance,
in the example below, Control Number in the file would be loaded into Control Number in the
workspace, and Date Sent from the file would be loaded into 1: Date in the workspace.
Field matching
Only fields matched in the center two sections are loaded into the workspace; the fields remaining in
Case Fields and Load File Fields are ignored. Control Number or identifier field must be matched in
every load.
The order in which fields are matched has no impact on what fields a
user sees, or in what order the fields are displayed.
Users see and interact with database fields through views and layouts;
both are completely customizable.
When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier
allows you to specify the field that links your overlay load file to the workspace.
Folder info
If you have built, or plan to build your own folder structure that is not based on any metadata, leave
the folder info box unchecked. If the box is left unchecked, all documents are loaded directly into the
folder indicated by the import destination.
If you would like to use a field of metadata to build the folder structure for the workspace, check the
box in Folder Info. The drop-down below the checkbox will then become available, allowing you to
select any field from your load file.
For example, if the selected field contained a value of “UB Impairment\Accounts\Bunk Accounts”,
Relativity would build:
Folder structure
Before beginning your load, it’s a good idea to Preview Choices and
Folders, as described above. This tool reports the number of folders
that will be created by the load.
If there are no native files to load, leave load native files unchecked.
If you have native files to load, click the Load native Files checkbox. When you check the box, the
Native file paths contained in column drop-down becomes available. Select the field from your load
file that contains a path (relative or absolute) to the native file.
If your files are on your desktop/laptop, or if you are a consulting partner loading data into the kCura’s
hosting environment, ignore the Repository section.
The Repository section should only be used if the native files for the workspace already reside in a valid
Relativity-accessible location.
The first option, Copy files from current location to selected document repository copies the files
from the location in the selected load file field to the selected document repository.
The second option is, Do not copy files to a Relativity document repository. Files already reside in
a valid and Relativity-accessible location. This option should be used if the native files have already
been copied to their final location, accessible by Relativity. This location must not be the Relativity
document repository.
The default option can be set on an environment wide level. For more information, refer to the
Relativity Configuration Table.
Using either option, the selected native file path field should point to the current location of the native
files.
Extracted Text
If your extracted text is a field in your load file, leave Cell contains file location unchecked.
If your extracted text is in document-level text files, and your load file contains a path to those text
files, check the Cell contains file location checkbox. Select the correct Encoding for undetectable
files option from the drop-down, or click the ellipsis (…) button for additional language-specific
options. Note that the question mark icon sits to the right of the ellipsis; this takes you to the same
Unicode information launched via the icon in the Load File tab.
13.1.6 Loading
Once you have established the correct load settings, you can begin the loading process.
On the Import menu, click Preview File to preview the first 1,000 records of the file. Matched fields are
displayed. Before moving forward, ensure that fields are matched correctly.
On the Import menu, click Preview Errors to check the entire file for errors. If there are no errors, the
message below appears:
Preview errors
Proceed with your load. As detailed in the error handling section below, Relativity will load only valid
records. Erroneous records will be skipped and can be exported for correction and reload.
Once you have made your selection, click Import Files. A progress bar indicates the progress of the
load.
In addition to the default Summary tab, there are four other tabs:
At the bottom of the import load file progress box, there will be an indication of two modes:
Web mode goes through the web server and is the standard.
Direct mode is significantly faster, but requires a connection to the network hosting the data,
as well as specific Windows group permissions to be used. Contact your Relativity administrator
for more information about loading in direct mode.
Error Notification
Clicking OK in the error warning box creates a new document-level load file with only the erroneous
records. You will be prompted to save these records to prevent any loss of data. Choose a path to save
your error file and click OK.
Instead of going through all the steps above every time you perform a load, save your settings in a
.kwe file, which contains Relativity Desktop Client settings for a load file import. Most settings will be
saved. The following settings are not saved in a .kwe:
The next time you have an identically formatted load file, use your .kwe. When you open the kwe file
you will be prompted to select the file being loaded or you update the path in the kwe file.
Below is the text of a .kwe file. Note that the fourth line contains an absolute path to the document-
level load file to be loaded. Update this section to point to your new load file.
Once you have updated your .kwe file, select File and Load Field Map. Be sure to test for any errors,
and then load the file.
The Import Image Load File window contains the following menu:
Before you can import an image file you must complete the following properties in the Image Load File
window:
Load File provides an ellipsis with which you select an image file to load.
Start Line is the line of the load file where the import process will begin. The default value is 0,
and will load the entire load file.
Overwrite elects the type of load. There are three options:
o Append only loads only new records.
o Overlay only updates existing records only.
o Append/overlay adds new records and overlays images for existing records.
General | Support Image Auto-Numbering is to be used when you are importing a set of TIFFs
that share a page identifier for each record. For example:
Because the page identifiers are shared per document and thus are not unique - you need to select
Support Image Auto-Numbering. This applies a .01, .02, and so on, to the page-level identifier, creating
a unique number per page. Use the load file ellipsis (…) button to browse to your page-level load file.
Relativity accepts Opticon format image load files.
Extracted Text | Load Extract Text loads any extracted text into the database when checked.
If your files are on your desktop/laptop, or if you are a consulting partner loading data into kPlex,
ignore the Repository section. The default selection is to copy files from current location to the server.
Encoding for undetectable files is a drop-down that allows you to select an encoding for your
undetectable image files. The ellipsis next to the drop-down brings up a window containing
more encodings. The question mark icon takes you to more information on Unicode encoding.
The Repository section should only be used if the image files for the workspace already reside in a
valid Relativity-accessible location.
The first option, Copy files from current location to selected document repository copies the files
from the location in the selected load file field to the selected document repository.
The second option is, Do not copy files to a Relativity document repository. Files already reside in
a valid and Relativity-accessible location. This option should be used if the native files have already
been copied to their final location, accessible by Relativity.
The default option can be set on an environment wide level. For more information, refer to the
Relativity Configuration Table.
Using either option, the selected native file path field should point to the current location of the native
files.
When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier
allows you to specify the field that links your overlay load file to the workspace.
Note that the Bates label setting in your imported production will not
be used. The numbering imported in your Opticon file becomes the
Bates numbering.
Run the production in your internal tool and generate two files:
o A document-level control file that contains, at minimum:
The menu options are the same as in the standard image file import as described above.
The first option, Copy files from current location to selected document repository copies the
files from the location in the selected load file field to the selected document repository.
The second option is, Do not copy files to a Relativity document repository. Files already
reside in a valid and Relativity-accessible location. This option should be used if the native
files have already been copied to their final location, accessible by Relativity.
Extracted Textallows you to load new text for Production documents that might be revised
based on redactions.
For more information, please see the Relativity Command Line Import Guide, found on the Customer
Portal.
Domain parsing utilizes a new object to save domain information. Prior to creating a new Transform
Set you will need to create a new object and field to hold the output, as well as a saved search to select
the data that will be transformed.
Begin by creating an object. Click on the Object Type tab and select New Object Type.
Name is the name of your new object, which will appear as a tab on your screen. For the pur-
poses of this exercise name it Domains.
Parent Object Type will remain the default Workspace.
Enable Snapshot Auditing On Delete can also be left to default of Yes.
Next, create a new field to hold this data connected to your object. Go to the Fields tab and create a
new field.
Next, create a saved search of the documents from which you will extract the data. For this example
under conditions, select documents in which the email author is set.
Now you can create a Domain Parsing transform set. Go to the Transform Sets tab and click the New
Transform Set button.
The New Transform Set form appears, with required fields in orange and optional fields in gray.
Last Run Error lists the last error encountered if the job was completed with errors.
Notes allows for additional information to be entered.
In the example below, we have created a new transform set with the following settings:
To add a transform to the Email Domain Parsing transform set, click the New button.
Next you need to add a Transform action to the newly created Transform Set in order to specify source
and destination fields for the email domains you hope to parse.
Transform Set is automatically populated with the transform set you just created.
Name is the name of the transform you are adding.
Source Field is the field that holds the data to be processed.
o A popup-picker displays all fields the user has rights to see, as well as the object type,
field name and field type. The transform will only be saved if this field is a Document
object Fixed Length or Long Text field.
o The source field must be a standard text field. No identifier, associative, relational, or sys-
tem fields can be used.
If you use a Destination Field that is tied to an existing object you will
overwrite the field. You will be unable to add the results of new rec-
ords without overwriting the existing data.
Click Save.
Below, we have created a new transform designed to extract domains from all email authors in the
document set. The transform was created with the following settings:
Transformation Information
The saved transform is displayed on the Transform Set page with the following fields:
Transform View
You run your transform set via the Transform Set Console in the top right corner of the window.
Full Run wipes out all content in the Destination field and runs all transforms.
o A confirmation message will appear that reads, “Performing a Full Run will erase all con-
tent in the selected Destination field(s). Are you sure?”
o This is available when:
When the transform set is run, it will go through source fields, find email addresses and extract the
domains.
When the transform set has completed running, the Status field in the Transform Set Information
setting will update to reflect the completion.
Upon completion of the run, the results populate with the author domain destination field specified
during the transform set creation. Below, a basic Author Domains view has been set up to include this
field:
Use a dynamic object to store the domains and see a list of documents
that correspond with the domain.
Like Domain Parsing, we must add a transform before we can run this transform set. Keep in mind the
following, specific to Conversation Index Parsing:
Items in your database other than emails will not have a conversation
id. The transform process will not fill the destination field for these
items.
Clicking Full Run in the Data Transform Console runs this transform set. When the run is completed,
we can view our results in the destination field we specified while creating the transform set.
Below is a Conversation Parse view that includes the Conversation Index and Conversation Index
Relational fields:
Note that the Destination Field - Conversation Index Relational - contains the first 44 characters of the
Conversation Index. This character count is based on Microsoft's conversation tracking settings.
http://msdn.microsoft.com/en-us/library/cc765583.asp
15 Markup Sets
Markup sets are securable sets of annotations, redactions and persistent word highlighting. Reviewers
use markup sets to apply text redactions, and to view highlighted terms or phrases.
If you order markup sets by groups of 10 (such 10, 20, and 30), you can
easily insert another markup set without having to reorder the existing
ones.
Keywords text box provides you with the options to enter keywords associated with the
markup set.
Notes text box can be used for comments about the markup set.
After you complete the fields on the Markup Set form, you can use the buttons to perform the
following actions:
Save records the entered information and displays the Markup Set Details page.
Save and New records the entered information and launches a blank markup set form.
Save and Back records the entered information and redirects you to the markup list.
Cancel aborts the markup set creation and discards any entered information.
The Markup Set Details page is displayed after you save a new markup set, or when you display an
existing set from the Markup Set tab. It displays the same fields as those on New Markup Set form, but
they are read-only.
Use the following guidelines when adding terms or phrases to the Highlight Terms box on the Markup
Set form:
Enter a term that you want highlighted, and press Enter. You can enter multiple terms but each
one must be on a separate line.
Enter terms for persistent highlighting exactly as they appear in the document. Do not use quo-
tation marks and connectors. For more information, see the sections Highlight Term Searching
and Color-Coding Persistent Highlights.
Review the following information about the use of special characters, operators, and wildcards:
"The Phrase"
Operators, including “AND” or “OR”, are not utilized as in keyword searching. If used, Relativity
will look for the exact phrase including “AND” or “OR”. For example, you entered these search
terms:
Relativity would highlight the entire phrase “apple and banana” in the document. Separate
occurrences of apple, and occurrences of banana would NOT be highlighted.
appl*
This search term will highlight apple, application, applies, and so on. An excessive use of
wildcards will affect performance.
When you enter a term in the Highlight Terms box, you can also specify the color for highlighting and
text. Use the following format to color-code your persistently highlighted text:
For example, enter 3;16;Relativity to highlight Relativity with dark green background and white
text.The following table includes available color codes.
Color Number
[Default] 0
Black 1
Dark red 2
Dark green 3
Dark yellow 4
Dark blue 5
Dark magenta 6
Dark cyan 7
Light gray 8
Gray 9
Red 10
Green 11
Yellow 12
Blue 13
Magenta 14
Cyan 15
White 16
Note: If you enter terms with no color-coding the background will be magenta and the text black.
Default has different implications for text and background. The default
highlight color = white and the default text color = black.
When you create a search terms report for persistent highlighting, avoid the use of advanced dtSearch
functionality, including proximity, stemming, and fuzziness. Your terms will not be highlighted if you
use these advanced searching features, even though the Count column lists the number of matching
terms.
Persistent highlighting technology does not understand proximity searching. If you enter the phrase
‘Relativity w/5 kCura’ as a search term, the search term report will use a dtSearch to find and tag all
documents that meet these criteria. However, the persistent highlighting technology will function
differently than the dtSearch. It will look for the term Relativity, a space, the letter w, any special
character (instead of “/”), the number 5, a space, and then the term kCura.
Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you
enter the term “apply~” as a search term, the search term report will find and tag all documents with
the word apply, or any document that stems from apply, including applied, applies, application, and
so on. However, the persistent highlighting technology will look for the term apply followed by any
special character, so you will not see expected terms highlighted.
In a Search Terms Report, you can work around these limitations by using the Dictionary Search to
identify search terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste
them in the Add Terms box on the Search Terms Report form. You will enhance your search term list,
while avoiding errors due to special characters. For more information, see section Search Terms
Reports and Persistent Highlighting.
On the Markup Set form, you will see the Highlight Field ellipsis displayed when you select the radio
button of the same name for the Persistent Highlighting Source.
When you click the ellipsis, the Select Items pop-up displays, allowing you to choose the search terms
reports or dynamic objects that you want to use as the source of your search terms.
You can select the checkbox for a search term report or multiple object field. In addition, you can use a
combination of multiple search terms reports and dynamic objects. Click Add to display it in the
Selected Items section. Click Set. Your selection will display on the New Markup Set form.
You also can click on the markup set name, this redirects you to the Markup Set Details page. From
the Markup Details page, you can click Edit.
If you change markup sets, you will see a different set of for text redactions, and terms highlighted in
the document.
Two users can redact the same document at the same time.
16 Layouts
Layouts are web-based coding forms that give users access to view and edit document fields.
The New Layout Form appears, with required fields in orange and optional fields in gray.
Object Type is the type of object for which you would like to create a layout.
Order is a number that represents the position of the layouts in the layout selection drop-
down. The lower the number of the layout, the higher it appears on the drop-down. Items that
share the same value will be sorted in alphanumeric order
o The lowest-ordered layout a group has access to will be its default layout.
o Order can be any integer (positive or negative). No decimals are allowed.
o Clicking on the View Order button brings up a pop-up that displays the order of existing
items to determine where the new item should display.
Overwrite Protection by default is set to enabled and does not allow users to save changes to a
document if another process has modified the document since the layout was opened.
o This is only editable if the "AllowChangesToOverwriteProtection" configuration value is
set to False in the configuration table.
o Careful consideration and detailed planning should be taken before changing the default
value.
o Disabling this property results in a warning message: "Disabling overwrite protection
allows users to save changes to the document, even if other changes have been made
since they last loaded the document. Are you sure you would like to continue?"
Relativity Applications allows you to associate this layout with an application created in the Rel-
ativity Applications tab. Clicking the ellipsis brings up an item list from which you can select an
existing application and make this layout available on that application. This is only for those
who have the Manage Relativity Applications permission under Admin Operations.
Additionally, there are two optional fields where extra client information may be recorded.
n Keywords
n Notes
Save records the entered information and displays the Layout Details page. This page outlines
the saved information. From the details page, the options are:
o Edit allows you to edit the layout information.
o Delete removes the layout from Relativity.
o Back redirects you to the layout list.
o Edit Permissions allows you to establish rights for the layout.
Clicking the Build Layout button brings up the Building Layout window.
The Layout Tools console to the right, holds the following buttons:
Note that fields cannot be added directly to a layout. Fields must be added to a category. Add any
additional fields to the category that a user might need to code or learn about the record.
Remember that the layout will be used in conjunction with the viewer.
There usually is no need to include metadata fields containing
information visible on the viewer.
You can have many categories on a layout. If the task that corresponds to the layout has many sub-
tasks, it may be useful to use a separate category for each sub-task.
By default, each document layout will begin with one category, containing the control number field –
common to most layouts.
You should rename your category to something that corresponds to the rest of the information you’ll
place on the category. Or, if you prefer, you can delete the category.
Ensure the layout is open, click the layout name link and then the Build button. Next click the New
Category button on the Layout Tools console.
The Category Information Form appears, with required fields in orange and optional fields in gray.
There are two required fields that must be entered for each new category.
Title is the title of the category. On the layout, the title is the section header.
Order is a number that represents the order of the category within the layout. The lower the
order number, the higher the category appears on the layout. Items that share the same value
are sorted in alphanumeric order.
o Order can be any integer (positive or negative). No decimals are allowed.
Once you save your category, it appears in the Building Layout window.
Saved Category
Note that you cannot delete a category if it contains a field. You must
delete the fields first, then the category.
Category by defaulted displays the category where you choose to add the field. You can select
from all categories on the layout.
Field is the field to be added to the category. You can select from all available workspace fields.
Each field can be added to each layout only once.
Read only sets whether the field can be edited:
o Select Yes to make the field read-only.
o Select No to make the field editable.
Order is the order of the field within the row (see below). Each row has its own order num-
bering. The lower the number, the higher the position in the row. Items that share the same
value are sorted in alphanumeric order.
o Order can be any integer (positive or negative). No decimals are allowed.
Row is the order number within the column. All order rules apply to row as well.
Row works just like order and is the primary criterion for the position
of an item on a layout. Order is the secondary criterion, and indicates
position within a row.
Category Organization
Display Type controls how the field is displayed on the layout. There are different options
depending on the field type. Display type is applicable only if the field is set to read-only = “no.”
Read-only = “yes” fields will be displayed as text.
o Fixed length text is displayed as text.
o Whole number is displayed as an integer.
o Date is displayed as a date.
o Yes/no has three values - blank, yes, or no. It can be displayed as a:
Drop-down
Checkbox
drop-down
Radio button
o Decimal is displayed as a decimal.
o Currency is displayed as currency.
A pop-up picker shows the field label and a box containing the current
field values. Reviewers click an ellipsis, which brings up a filterable list
of field choices.
For more information on the pop-up picker, see the Relativity User
Guide.
Picker
Repeat Columns is a number that determines how single and multiple-choice lists appear on a
layout. If you use this option on multiple-choice fields it will order left to right, top to bottom.
o Entering 0 or 1, or leaving repeat columns blank, results in the items being displayed
vertically, in one column. See below:
Vertical Display
o Any value above 1 sets the number of columns used to display the choice values
o A value of 2 spreads the choices across two columns. See below:
Two-Column Display
Three-Column Display
Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
Save and New records the entered information and launches a blank new add field to layout
form.
Cancel aborts the add field creation and discards any entered information.
You can add as many fields as you’d like to a layout, but take care to ensure you’re adding only fields
that help your users accomplish their task.
To add text to a Layout, ensure the layout is open (click name link) and then click the Add Text button
under the category. The Add Text form appears, with required fields in orange and optional fields in
gray.
Categories is the category where the text appears. Select from any layout category.
Row is the order number within the column. The lower the number, the higher the position in
the category.
Order is the order of the text within the row. Each row has its own order numbering. The lower
the number, the higher the position in the row. Items that share the same value are sorted in
alphanumeric order.
o Order can be any integer (positive or negative). No decimals are allowed.
It’s always a good idea to Order by 10s, starting with 10, then 20, then
30, etc.
Custom text is the text you’d like to add to the layout. Click the ellipsis and enter the text in the
textbox.
Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
Save and New records the entered information and launches a blank new add text form.
Cancel aborts the add text creation and discards any entered information.
The Add Child Object List form contains the following required fields:
Click Save, your child object will appear in the Building Layout window:
Note the Remove button allows you to delete the child object from the layout.
In most instances, adding a child object refers to a Relativity Dynamic Object. For more information,
see the section Object Types.
The Add Associative Object List form contains the following required fields:
Click Save, your associative object will appear in the Building Layout window:
Note that, like child objects, you can click the Remove button to delete it from the form.
In most instances, adding an associative object refers to a Relativity Dynamic Object. For more
information, see the section Object Types.
Move to the required step of the wizard and edit your information.
To edit layout's content, click on the name of the layout, the layout details page opens. Click the Build
Layout button to bring up the options to add fields, text, new categories, child objects, and associative
objects.
In order to use this feature, add a multi-choice field to the system Inline Tagging layout with your
desired tag choices. For more information on layouts, refer to the section Adding Layout Content.
The tag document dialog box displays. Here you can select any required choices, and if the field is
present, add any additional notes or comments. Click Save.
Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
Save and Next records the entered information and move to the next document in the queue.
Cancel aborts the layout and discards any entered information.
Layout drop-down allows users to select from a list of layouts they have permissions to view.
In layouts, you can use the Tab key to highlight a checkbox in a Yes/No
or Multiple-Choice field. You can then press Enter to select or clear the
highlighted checkbox.
Reviewers for whom the Skip function has been enabled will see a drop-down at the bottom of the
layout.
Skip Drop-down
Normal allows document review to operate normally, moving through all documents in the
queue.
Skip advances a user to the next document in the queue that currently meets the condition of
the view when propagation is enabled. This feature helps in accelerating the review process.
The Skip drop-down will not appear at the bottom of the layout if the user's skip setting has been set
to Disabled or Forced Enabled.
17 Views
Views are customizable lists of items within Relativity. Essentially, any time you see a list of items
displayed in Relativity, it’s a view.
Views are effectively special saved queries that control three things:
There are many different types of views, each corresponding with a Relativity object. For instance:
To create a custom list of documents to be displayed on the documents tab, create a new doc-
ument view.
To create a custom list of fields to be displayed on the fields tab, create a new field view.
Settings
Owner sets the user(s) who can see the view. If the owner is set to “public,” all users with rights
to the view are able to see it.
o If the owner is set to a specific reviewer, the view is visible only to that reviewer.
o Clicking the Me button assigns the view to the logged user.
It’s always a good idea to Order by 10's, starting with 10, then 20, then
30, etc.
Advanced Settings
Query Hint is used to optimize views. Only use the query hint if instructed by the kCura Client
Services team.
Object Type is the type of view to be created:
o Batch makes a list of batches, which appears on the Review Batch tab.
o Batch set makes a list of batch sets, which appears on the Batch Set tab.
o Choice makes a list of choices, which appears on the Choices tab.
o Document makes a list of documents, which appears on the Documents tab.
o Field makes a list of fields, which appears on the Fields tab.
o History makes a list of audit items, which appears on the history tab.
o Layout makes a list of layouts, which appears on the layouts tab.
o Markup Set makes a list of markup sets, which appears on the markup sets tab.
o Object Type makes a list of object types, which appears on the object type tab.
o Production makes a list of productions, which appears on the productions tab.
o Report makes a list of summary reports, which appears on the summary reports tab.
o Search Term Results makes a list of search results, which appears on the Search Term
Results tab.
o Tab makes a list of tabs, which appears on the tabs tab.
o Transform Set makes a list of transforms, which appears on the Transform Sets tab.
o View makes a list of all workspace views, which appears on the views tab.
Visualization Type will either display items in the standard format or as indented lists for email
conversation visualization.
Relativity Applications allows you to associate this view with an application created in the Rel-
ativity Applications tab. Clicking the ellipsis brings up an item list from which you can select an
existing application. This is only available for those who have the Manage Relativity Applications
permission under Admin Operations.
There are two buttons available at the top and bottom of the wizard:
Next saves the information on the form and takes you to the next step of the wizard.
Cancel aborts the creation of the view. No information entered in the wizard is saved.
Note that while editing Document Views available in the Related Items pane, the Visualization Type
property displays underneath Object Type in Advanced Settings. This property is only editable on
system-created views associated with Relational Fields. Otherwise this field is set to Standard List and
is read-only.
When editable, this field offers an additional option – Indented List. This allows you set up an Indented
List in the Related Items pane, which is covered later in this chapter.
Available fields will be sorted in alphanumeric order. If you move a field back to available fields from
selected fields, it will move to the bottom of the list.
Choose the fields for your view carefully. Depending on the field type,
you will be able to get only a few fields visible on the screen.
Select only those fields a user will need to see, filter on, or sort by.
There are several special system fields, unique to views that you can add to a view:
Fields are ordered according to their position in the selected fields box. The topmost fields in the box
are the leftmost field on the view. The bottommost fields in the box are the rightmost field on the
view. To reorder the fields, use the up and down arrows to the right of the selected fields box.
Cancel aborts the creation of the view. No information entered in the wizard is saved.
Back takes you back to the previous step of the wizard.
Next saves the information on the form and takes you to the next step of the wizard.
Save records the information on the form and completes the creation of the view.
The select criteria section works in exactly the same way as the
advanced and saved searches “conditions” areas.
Each row of the conditions builder represents a separate criterion. Each box of the row represents a
different part of the criterion.
The first box, Criteria, allows you to select a single, double or triple parenthesis. This allows
complex levels of grouping between different criteria.
The second box, Field, allows you to select any available field in your workspace. The types of
fields present will differ based on the type of view you are creating.
The third box, Operator, allows you to select your search operator. Available operators differ
depending on the type of field being searched.
The fourth box, Value, allows you to select the value to be searched.
The fifth box allows you to close any parenthetical opened in the first box.
The sixth box and last box allows you to connect each criterion with an “AND” or “OR” oper-
ator.
Depending on the field type and operator the value/s may be chosen from a popup picker. A popup
picker is available for selecting choices and objects that provide the following operators:
n Any of these
n None of these
n All of these (only for multi-object fields)
n Not all of these (only for multi-object fields)
Upon clicking the ellipsis accompanying any of these operators, the following will come up:
Checking any item in the Available Items list at the top and clicking the Add button will put that item
into the Selected Items list below. Clicking the Set button will add the Selected Item as a condition in
the view.
Likewise, checking any item in the Selected Items list and clicking Remove will place the item back into
the Available Items list. Clicking Set then removes the item from the view condition.
Note that this Available Items popup picker is also available when setting advanced search conditions
and when performing a mass edit.
View Order brings up a pop-up that displays the order of existing items to determine where the
new item should display.
Add Conditions displays a new conditions row where additional conditions can be set.
There are four buttons at the top and bottom of the wizard:
Cancel aborts the creation of the view. No information entered in the wizard is saved.
Back takes you back to the previous step of the wizard.
Next saves the information on the form and takes you to the next step of the wizard.
Save records the information on the form and completes the creation of the view.
Each row represents a sort criterion. The first box of the row allows you to select the desired sort field.
The second box sets whether the sort should run ascending or descending. The sorts are applied in
nested order.
Cancel aborts the creation of the view. No information entered in the wizard is saved.
Back takes you back to the previous step of the wizard.
Save records the information on the form and completes the creation of the view.
From any tab edit the active view by clicking the Edit View icon in the view bar and moving
through the four-step wizard.
From the Views tab by clicking Edit next to the desired view or using the view bar icon. Move
through the four step wizard.
The Edit View icon launches the four-step view wizard, allowing you to edit the active view.
The Create View icon launches the four-step view wizard, allowing you to add the new view.
<Relational Field Friendly Name> documents control which fields are displayed in the related
items pane for relational field groups. Common examples are:
o Family documents controls for which fields are displayed in the related items pane when
viewing family groups.
o Duplicate documents controls for which fields are displayed in the related items pane
when viewing duplicate groups.
Search Results Pane view controls which fields are visible in the related items pane when you
right-click in the viewer to run a Relativity Analytics search for similar documents.
History Pop-up controls which fields are displayed when clicking details from the related items
pane document history.
Include the fields you use to qualify a document for production in the production documents view.
This will allow you to filter the list for disqualifying field values, providing a final QC step in the
production process.
Production Picker view controls the fields displayed on the production picker. The production
picker is used to mass-add documents to a production. For more information on the pro-
duction picker see Appendix A – Mass Operations – Mass Produce.
CaseMap Fields view controls which fields are included in mass-sends to CaseMap. For more
information on the production picker, see Appendix A – Mass Operations – Send to CaseMap.
Markup History Details controls which fields are displayed when you launch a document’s his-
tory details from the related items pane.
Default Search view controls which fields are returned, by default, on an advanced or saved
search. You can always include additional fields from the advanced or saved search field selec-
tor. This view also controls the sort order of these fields as well. For more information see the
Relativity Searching Manual.
Linked controls which fields are shown in the pop-up allowing you to link to a document in the
viewer.
Link Pane view controls which fields are shown in the related items pane showing the linked
documents.
Batch Set Batches controls which fields are shown for the list of batches displayed at the bot-
tom of the batch sets tab.
Document Batches (default) controls the pop-up for searching batches on a view or an
advanced or saved search.
For more information on searching for Batch fields, see the Relativity
Searching Manual.
While indented lists can be defined based on any related items field, the examples in this document
describe indented lists in the context of setting up an Email Thread view that shows Reply and Forward
emails nested under the parent.
For system-created views associated with Relational Fields, the object is Document by default and
cannot be changed. When creating a new view you will need to choose the Document Object in order
to have indented lists. The Visualization Type field offers two options:
Standard List is the default setting for all existing - and new - views; when this is the Vis-
ualization Type value, the view will display as a flat list with no indented values.
Indented List allows you to define views that indent child items under their parent items. When
applied to emails, this gives users the ability to visualize an email in the context of its email con-
versation thread.
Choosing Indented List brings up additional required fields, which will define the logic to drive the field
indentation:
Group Definition is the field that is identical across the email group. This is the related items
field.
Indentation Method allows you to set the method by which you will indent your list. This drop-
down contains three options:
o Conversation Index indicates that the Definition Field that you will select contains the
Microsoft Outlook Conversation Index. You should select this method if your imported
data contains these values.
Be sure to sort the documents in this view based on the Indentation Definition Field so that the family
items are together. Changing the sort while filtering will remove all indentation and sort based on the
selected field.
The following sections outline how to setup each of the available Indentation Methods for the
indented list.
Once emails have been grouped into threads, you can build a view using Conversation Index to indent
the email thread.
7. On the fourth step, set the sort order to Conversation Index ascending and click Save.
The display field won't display in the view unless it is a selected field.
Note that the sort order must be set to Conversation Index in ascending order for the indentation of
the emails to accurately reflect the email relationships. Because indentation logic requires that items
are sorted correctly, if an end user changes the sort order from what is defined in the view, the Display
columns will be flattened out and the indentation will be lost; it will be restored when the view is
refreshed to the view-defined sort.
Below is an example of a Conversation Index indented list in the related items pane:
When the Display Field is rendered in the item list, the number of indentations on the document will
be reflected in the number of dots preceding the value of the display field. For example, the initial
email in a thread will have no indentation (zero dots); a reply to that email will have one level of
indentation (one dot).
Once emails and attachments have been grouped into threads, the user can set the indentation
method as Equivio.
6. On the third step of the wizard, set the conditions of the view.
7. On the fourth step of the wizard, set the Sort Order.
o This must be set to EquiSort Attach in ascending order for the indentation of the
emails to reflect the proper relationships between documents in the email thread.
Because indentation logic requires that items are sorted correctly, if an end user
changes the sort order from what is defined in the view, the Display columns will
be flattened out and the indentation lost; it will be restored when the view is
refreshed to the view-defined sort.
8. Click Save.
6. On the third step of the wizard, set the conditions of the view.
7. On the fourth step of the wizard, set the Sort Order.
8. Click Save.
Report Only: Creates a report that includes the number of hits for each term or phrase. (A hit
indicates one or more uses of the term or phrase in a document.)
Report and Tag: Creates a report that includes the number of hits for each term or phrase, and
tags the documents that contain them.
You can also use the reports created with the Report and Tag option in your markup sets. When you
select a search terms report for use with a markup set, the report determines which terms or phrases
are highlighted in the documents viewed through the Core Reviewer Interface.
You must have permissions to see the Search Terms Report tab in a workspace, and to create reports.
If you do not see the tab, contact your system administrator for information about updating your
permissions.
The Search Terms Report form displays required fields in orange and optional fields in gray.
Note: The Add link displayed next to the Type field does not build a new
report type.
Searchable Set is a saved search, which includes a group of documents to search. Only doc-
uments in the saved searched will used to create the report.
Add Terms box is used to enter the search terms for a report. When the report will be ref-
erenced by a markup set for persistent highlighting, you can add optional color-coding for
search terms in this box. See the section Search Terms Report and Persistent Highlighting for
more information.
Dictionary link displays the Dictionary Search pop-up, where you can perform searches using
fuzziness levels and stemming. Click Copy to Clipboard to copy the search results, which you
can paste into the Add Terms box.
Status is an auto generated status of the report. It will be Completed, Pending or Error.
Last Run Error lists the last error encountered if the report was completed with errors.
Note allows you to enter additional information about the report.
Save records the entered information. When you click this button, the details page is displayed
with the Search Terms Report Console. See the section Running a Search Term Report.
Save and New records the entered information and launches a blank New Search Terms
Reports form.
Save and Back records the entered information and redirects you to the search terms Report
Details Page.
Cancel ends the report creation process and redirects you to the Search Terms Reports Page.
Run All Terms is used to generate counts for each term. Use this option if you are generating
the report for the first time, or if you want to regenerate counts for all terms in the report. See
the section Search Terms Report Results.
Run Pending Terms is used to update an existing report. It runs a report on only those terms
with the status of Pending.
Refresh Page is used to update the information displayed on the page.
Resolve Alerts attempts to regenerate the report for search terms that returned error mes-
sages.
Name is a linked search term. Each link corresponds to a search term entered in the Add Terms
box, located in the New Search Term Reports form.
Relativity Highlight Color lists the color-coding assigned to search terms. When a search terms
report is referenced by a markup set, terms will be persistently highlighted according to these
color codes. See the section Search Terms Report and Persistent Highlighting for more infor-
mation.
Count is the number of documents containing the search term.
Status is the current progress of the report. This field will contain one of three values: Pending,
Completed or Error.
Error Message displays any errors encountered during processing.
Be aware that the search terms report results appear as they are
processed. Refer to the Status field of each search term to check its
progress.
The Search Terms Reports Details page also allows you to perform the various tasks. The buttons
displayed at the top of the page include:
Delete the Multiple Object Field created with the Search Term
Report name.
Delete the Search Term Report Results.
Delete the Search Term Report.
In the Search Terms Result section, you also have features that allow you add terms and work with
your results:
New allows you to add new terms to the report. The Add Search Terms Result pop-up allows
you to enter a new term, and an optional highlight color code. You can then Run Pending Terms
in the console. See the section Running a Search Terms Report.
Delete will allow you to remove checked terms from the report.
Filter, sort, and page search results. These features function similarly to those available on
views.
Export search results to Excel.
Persistent highlighting technology does not understand proximity searching. If you enter the phrase
‘Relativity w/5 kCura’ as a search term, the search term report will use a dtSearch to find and tag all
documents that meet these criteria. However, the persistent highlighting technology will function
differently than the dtSearch. It will look for the term Relativity, a space, the letter w, any special
character (instead of “/”), the number 5, a space, and then the term kCura.
Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you
enter the term “apply~” as a search term, the search term report will find and tag all documents with
the word apply, or any document that stems from apply, including applied, applies, application, and
In a Search Terms Report, you can work around these limitations by using the Dictionary Search to
identify search terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste
them in the Add Terms box on the Search Terms Report form. You will enhance your search term list,
while avoiding errors due to special characters.
While you should not use advanced dtSearch operators, you can use wildcards in your search terms,
such as test*. See Markup Sets for a general discussion of supported search features used in persistent
highlighting.
Define a Saved Search using conditions that will return the required group of documents for the
Searchable Set. Persistent highlighting will be applied only to documents in the searchable set.
Confirm that the dtSearch used for the search terms report has been used to index all the doc-
uments in the Searchable Set.
Select Report and Tag in the Type drop-down box for the report. If you do not select this
option, a multiple object field is not created for the search terms report, and you will not be
able to select it in the Highlight Fields option when you create a markup set.
In the Add Terms box, use the following format to enter optional color coding:
For example, enter 3;16;Relativity to highlight Relativity with dark green background and white
text.
Note: If you enter terms with no color coding the background will be magenta and the text
black.
In the Add Search Terms Result form, use the following format for color coding:
After the search terms results are generated, you cannot edit the Name or Relativity Highlight
Color of a term.
19 Summary Reports
Summary Reports provide aggregate tallies of field values. Field types available for reporting are
limited to the following:
Multiple-choice list
Single-choice list
User
Yes/No
The reports are based on an optional grouping criterion (the vertical axis) and the fields to be tallied
(the horizontal axis).
For example, below is a summary report. The grouping criterion is custodian, and the field to be tallied
is responsiveness. The below report shows how many documents have been tagged with each
responsiveness value per custodian.
The New Report Form appears, with required fields in orange and optional fields in gray.
Folders, running along the left side of the form, allow you to report on the entire case work-
space, or only on specific folders and subfolders.
Name is the title of the summary report.
Report on subfolders is a yes/no field that allows you to report on just a folder, or a folder and
its subfolders. The yes value, which reports on folders and their subfolders, is the default value.
Columns allow you to select which fields are tallied. Selected fields are displayed as columns on
the report.
To add your columns, click on the Add Columns button and check the box for all fields you would like
to tally. Note that you can use filters to quickly find the desired fields. Only multi-choice list, single-
choice list, user and yes /no fields can be reported on.
Add Columns allows you to add columns to the report. Click the button, the check the box for
all fields you wish to include in your column selection.
Remove selected columns allows you to remove fields from your columns section.
There are four buttons at the top and bottom of the new report form.
Save records the entered information and runs the report. From a summary report, there are
five options:
o Edit allows you to edit the report information.
o Delete removes the report from Relativity.
o Back redirects you to the Summary Reports list.
o Edit Permissions allows you to establish rights for the summary report.
o View Audit displays the report audit history.
Save and New records the entered information and launches a blank new add report form.
Save and Back records the entered information and returns you to the Summary Reports list.
Cancel aborts the creation of the report and discards any entered information.
You also can click on the name of the report, this will redirect you to the report details page. From the
report details page, click Edit.
20 Pivot Profiles
Pivot Profiles allow you to create, save, and edit custom Pivot settings to be used at any time while
using Pivot in the data set. Once saved, these profiles are accessible via a drop-down in the upper left
corner of the item list.
Selecting a profile automatically applies the settings it contains to the active dataset, thus eliminating
the need to individually specify Group By, Pivot On, Chart Type, etc. Edits can be made to an active
profile and saved to a new name using the Save As button. If no profile has been selected and a Pivot
has been created, click on Save to make the active settings a Profile. The Pivot Profile does not save
the documents associated with it.
This brings up the Pivot Profile form. Fields in orange are required for you to save the profile. Note that
only fields that have been Pivot-enabled will be available for selection in this form. For more
information on enabling fields for Pivot, please see the Fields section.
Name is the identifier under which you would like to save the profile. You may want the name
to reflect fields on which you pivoted.
Object Type the object type you would like this profile to appear under.
Group By is a list from which you select the field you want to act as your Group By value in your
profile. Only fields that have been Pivot-enabled on the Field page are available in this list.
Group By Date is a drop-down providing the three date values for the Group By field:
o Date displays the date, with day, month, and year.
o Year displays only a year value.
o YearMonth displays the year and month values.
Pivot On is the Pivot On field in your profile. Only fields that have been Pivot-enabled on the
Field page are available in this list.
Pivot On Date provides the same three dates for the Pivot On field as found above on Group
By, with the addition of the following:
o Month displays only a month value. Month is only available in Pivot On if your Group By
field is also a date.
Page Size determines the number of sets per page in Pivot chart and/or graph. Depending on
the display specifications you set, you may want to make this value low.
Chart Options
Chart Type determines what kind of chart will be used to represent the profile in the item list:
o Bar represents values in bar form.
o Pie represents values in pie form.
o Line represents values in line form.
Chart Orientation determines how the chart is positioned. There are two options:
o Horizontal arranges values horizontally.
o Vertical arranges values vertically.
Sort By determines the basis on which the chart information is sorted. There are two options:
o Grand Total sorts by the total.
o Group By Field sorts by the Group By field you specified.
Sort Direction determines the order in which records are sorted. There are two options:
o Ascending sorts starting with the last record and ending with the first.
o Descending sorts starting with the first record and ending with the last.
Toggles allows you to configure additional chart instructions. The options in this drop-down
are:
Show Grand Total toggles the display of grand total in the Pivot Chart. This value can help add
context, but may throw off the scale of the Pivot Chart and reduce readability.
Show Legend toggles the display of the Pivot Chart legend. This information can often be
intuited from looking at the chart. If not, it can be added.
Rotate Labels rotates the group by labels at a 45 degree angle. This can help readability in fields
with many values.
Other
The following optional fields may be helpful in further distinguishing a profile from others in the same
view.
The System Created On and System Last Modified By fields under the Record History heading are
automatically populated upon saving the new profile.
21 Production Sets
Production sets allow you to produce your case workspace documents. Once produced, production
sets are accessible via the production radio button in the Relativity Viewer. If more than one
production version of a document exists a drop-down will allow you to select the desired production
view.
This brings up the Production Set form, with required fields in orange and optional fields in gray. There
are five subsections of information to be entered for a production.
Date Produced is the date the documents were produced. This date is not automatically set
when you run a production. You can select any date.
Warning/Error Alert Flag is a field that notes whether any errors or warnings occurred during
the production process. Use the system production alerts field.
Email Notification Recipients allows you to send email notifications when your production
fails or completes. Enter the email address(es) of the recipient(s).
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon.
Branding Font Size is the font size for any branding to be done on the page. Arial is used as the
font.
Bates Numbering determines what image numbers will be used to generate your production.
Select one of the radio buttons: Create New Image Numbers or Use Original Image Numbers.
Create New Image Numbers allows you to create Bates numbers and brand those numbers to the
documents.
The attachment number field will repeat the begin and end numbers for all documents in the related
group.
The Bates numbers and attachment numbers will be applied to whichever fields you select. If Bates or
attachment data already exists in the field it will be overwritten.
Make sure that the prefix plus the specified number of digits is not
larger than the length of your selected beginning Bates field (e.g., a
prefix of RK plus value of six digits, “000001” combines to be 8
characters.
This would not fit into a Bates field of 7 digits. If this occurs, you will
be unable to save your production until after increasing the Bates
number length.
Use Original Image Numbers allows you to populate the original unique id into the database Bates
and Attachment fields. If you make this selection, the fields for Create New Image Numbers will be
hidden from view. Using original numbers no longer requires you to choose a Prefix, Start Number,
Suffix or the number of digits for new numbering.
Use Original Image Number if you have documents loaded as images with Bates numbers already
assigned. This uses the assigned numbers of the unique identifier field to create end Bates and
attachment numbers. This will overwrite all Bates fields selected. These fixed-length text fields must be
a minimum of 100 characters.
If you need to number images from natives keeping the original number in the system, you can use
the Unique Identifier in the database as a Bates. Use Original Image Numbers for documents TIFF'd in
Relativity will use the Unique Doc ID appended with a page number and then the unique TIFF ID
created when those images are created in Relativity.
Begin Bates Field is the field selected to hold the begin number. This will be created from the
image ID number. This will overwrite the fixed length text field chosen with the image id that
becomes the Bates number.
End Bates Field is the field selected to hold the end Bates number.
Attachment Relational Field is an option to have the attachment begin and end numbers
updated in the database during the production. Select the relational field indicating family
group.
Begin Attachment Fieldstores the beginning attachment number for the production.
End Attachment Field stores the ending attachment number for the production.
Field will brand the value of the selected field for each document onto all pages of the doc-
ument.
Text allows you to enter carriage returns to lower the location of the header or raise the loca-
tion of the footer. It also allows you to brand any desired text. Using tokens, you also can
include fielded data within this test.
o To include the production number within the free text, use:
{!PRODNUM!}
o To include any field of data, use:
{!FIELD:ARTIFACT ID!}
Field Artifact ID
Original Image Number will brand the images with the original Relativity page id
o If the pages were imported using a page-level load file, the load file’s numbering will be
applied.
o If the pages were created using Relativity’s TIFF –on-the-fly functionality, the numbering
will consist of the document id, a page id and a Relativity-generated system ID.
Note that when you sort, family groups are not kept together.
Fields to Sort by allows you to sort your production set by any field.
Additionally, there are two optional fields where extra production information may be recorded:
n Keywords
n Notes
There are four buttons available at the top and bottom of the form:
Save records the entered information and displays the Production Details page. This page
shows the saved information and any documents that have been added to the production.
Within this page, there are four buttons available:
o Edit allows you to edit the production information.
o Delete removes the production from Relativity.
o Back redirects you to the productions list.
o Produce executes the production. Produce is only available once documents have been
added to the production.
By clicking edit permissions, you are editing rights only for the selected
production. By default, the tab will be secured according to the
workspace-level production rights.
Upon saving the production set, two additional properties come up:
Restriction Override By will display the name of the user who clicked the Override and Con-
tinue button in order to Produce documents without first removing conflicts; this is dependent
upon the user having the Override Production Restrictions permission.
Restriction Override On will list the date and time at which the production restrictions were
overridden.
A list of documents added to a production is available at the bottom of the production details screen.
The fields displayed on this list are controlled by a system view called production documents. For more
information on system views see the section Views | System Views.
It is useful to include in this view the fields your firm uses to qualify a
document for a production.
This allows you to filter the document list by those fields as a final QC
check.
Production Console
Preview allows you to preview the production by bringing up an image of a document with the
header and footer settings specified when you created the production set.
o The header and footer are in Arial font as per the below example.
Conflict Check allows you to check the production for conflicts that may exist based on the
saved search set in the Production Restrictions field on the workspace details page. While con-
flicts can be based on any conditions in a saved search, a common conflict could be privileged
documents and their families.
o If a saved search was used to restrict a production, then the Conflict Check button will
bring up a warning:
In order to find the documents removed from the production use the
history tab and filter on the action "Production – Remove Document".
Produce will produce the production set; if there are conflicts that have not yet been removed,
the above warning will come up when the Produce button is clicked. System Admins will
received the following options:
o Override and Continue allows you to continue with the production without removing
the conflicts based on the Override Production Restrictions permission.
o Cancel will abort the Produce action.
Click Produce. The productions status goes through the following stages:
While editing a production is allowed technically, changes made will not update any produced
documents.
You can also click on the production name, this will display the Production Details page. Click Edit.
Note that if you are importing your production, using the steps
described in the section Importing, many of the settings will not be
used:
22 Exporting
To export documents from Relativity, you need to use the Desktop Client. For information on
installation or opening your workspace in the Desktop Client please refer to the beginning of the
Importing section.
Once you have selected your workspace, you will be able to export. From the Tools menu, select
Export. There are four export options:
When performing an export, the Relativity Desktop Client will automatically create top level folders for
images, text and natives.
Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.
Physical File Export controls whether the files will be copied from the Relativity file repository.
Volume Information controls the naming and size of the volume identifier.
The Subdirectory Information controls the naming and size of volume subfolders.
Image Prefix is the alpha prefix for the subdirectory used to store exported images.
Native Prefix is the alpha prefix for the subdirectory used to store exported native files.
Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.
Start # sets the starting number for the subdirectories.
# of Digits represents the amount of numerals attached to the subdirectory prefix (e.g., if 3
were selected, the output would be IMG001, IMG002, etc.)
Max Files sets the number of files that will be stored in each subdirectory.
The File Path section controls the paths used to reference exported files.
Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg
Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg
Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg
Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats see that
Text and Native File Names determines how exported native and extracted text files will be named.
Check append original file name to append the file’s original name to the end of the exported
file’s name.
Named after sets the naming convention for the exported files.
o Select identifier to name the files after your workspace’s identifier.
o Select beginning Bates to name the files after the production’s Bates number
22.1.3.7 Image
Image sets whether images are exported, and if so, how the export is formatted.
Documents with only black and white images will use Group IV compression.
Documents that include color images will contain LZW compression.
o PDF will export out the files as multi-page PDFs, with one file per document.
22.1.3.8 Native
22.1.3.9 Metadata
Metadata determines how the document-level load file and extracted text are exported.
The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.
For example, say a document was tagged with the following issue field
values:
Once you have chosen your export settings, select File and click Run.
Note: If you are missing any information needed to successfully perform the export, a warning dialog
box appears outlining the issue.
Export Warning
The Exporting a Saved Search set window is divided into two tabs; Data Source Tab and Destination
Files Tab.
The Searches drop-down allows you to select the search you’d like to export. Select from a
drop-down of available saved searches. The documents in the selected views are exported. If
your saved search references a dtSearch or Relativity Analytics index, that index must be active.
The Selected Columns section defines which fields you’d like to export for that search. These
boxes work in the same way as adding a field to a view in Relativity. All available fields are in the
right-side box. Fields on the left are exported.
The Production Precedence section allows you to set which, if any, produced version of the
produced documents is exported in place of the original image. Click the ... ellipsis in the pro-
duction precedence section to make your selection.
Export Location allows you to select the target window directory for the export. Click the ... ellipsis to
browse and select the location.
Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.
Physical File Export controls whether the files will be copied from the Relativity file repository.
Volume Information controls the naming and size of the volume identifier.
The Subdirectory Information controls the naming and size of volume subfolders.
Image Prefix is the alpha prefix for the subdirectory used to store exported images.
Native Prefix is the alpha prefix for the subdirectory used to store exported native files.
The File Path section controls the paths used to reference exported files.
Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg
Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg
Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg
Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats see that
section.
Text and Native File Names determines how exported native and extracted text files will be named.
Check append original file name to append the file’s original name to the end of the exported
file’s name.
22.2.2.8 Image
Image sets whether images are exported, and if so, how the export is formatted.
Documents with only black and white images will use Group IV compression.
Documents that include color images will contain LZW compression.
22.2.2.9 Native
22.2.2.10 Metadata
Metadata determines how the document-level load file and extracted text are exported.
Metadata Options
The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.
For example, say a document was tagged with the following issue field
values:
Once you have chosen your export settings, select File and click Run.
Note: If you are missing any information needed to successfully perform the export, a warning dialog
box appears outlining the issue.
Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
click Run to complete the export.
Note that you are exporting only the contents of the folder, not a folder and its subfolders. Exporting
the contents of a folder and its subfolders is covered in the next section. The setup options are the
same.
Once you have chosen your export settings, select File and click Run.
If you are missing any information needed to successfully perform the export, a warning dialog box
appears.
Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
Run to complete the export.
The same can be accomplished by right-clicking on the root folder of the workspace and selecting
Export, then Folder and Subfolders.
Exporting a folder and subfolders is divided into two tabs; Data Source and Destination Files.
The Views drop-down allows you to select the view you'd like to export.
The Selected Columns section defines which fields you’d like to export for that search. These
boxes work in the same way as adding a field to a view in Relativity. All available fields are in the
right-side box. Fields on the left will be exported.
The Start Export at Record # section allows you to identify which record begins your export by
selecting its document number.
The Production Precedence section allows you to set which, if any, produced version of the
produced documents is exported in place of the original image. Click the ... ellipsis in the pro-
duction precedence section to make your selection.
Export Location allows you to select the target window directory for the export. Click the ... ellipsis to
browse and select the location.
Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.
Physical File Export controls whether the files will be copied from the Relativity file repository.
Volume Information controls the naming and size of the volume identifier.
The Subdirectory Information controls the naming and size of volume subfolders.
Image Prefix is the alpha prefix for the subdirectory used to store exported images.
Native Prefix is the alpha prefix for the subdirectory used to store exported native files.
The File Path section controls the paths used to reference exported files.
Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg
Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg
Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg
Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats se e that
section.
Text and Native File Names determines how exported native and extracted text files will be named.
Check Append original filenameto append the file’s original name to the end of the exported
file’s name.
Named after sets the naming convention for the exported files.
o Select identifier to name the files after your workspace’s identifier.
o Select beginning Bates to name the files after the production’s Bates number
22.4.2.8 Image
Image sets whether images are exported, and if so, how the export is formatted.
Documents with only black and white images will use Group IV compression.
Documents that include color images will contain LZW compression.
o PDF will export out the files as multi-page PDFs, with one file per document.
22.4.2.9 Native
22.4.2.10 Metadata
Metadata determines how the document-level load file and extracted text are exported.
The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.
For example, say a document was tagged with the following issue field
values:
Once you have chosen your export settings, select File and click Run.
Note: If you are missing any information needed to successfully perform the export, a warning dialog
box appears outlining the issue.
Export Warning
Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
Run to complete the export.
23 History
Relativity’s audit system contains a rich set of functionality for tracking users’ actions throughout the
workspace.
The tracked actions, including who performed the action and when, are:
You can access this history from the History tab. Like other tabs, the history tab displays views. The
history views, while visually different, act in the same way. For information on how to build a view, see
the Section Views.
Additionally, when viewing a document in the Core Reviewer Interface, you can access its history in the
related item pane’s documents history context.
There is one special requirement for searching choice values in the details field. Actions related to field
choices are recorded using Artifact ID. For example as shown below.
If you would like to filter for the Issue choice "Really Hot", you must use the Artifact ID 2881180. The
name is for reference purposes only.
Click the Choice Legend icon in the view bar to see the choice values for all choice fields. The choice
legend displays all choices in the workspace, their artifact IDs and the fields with which they are
associated.
24 Security Permissions
Relativity’s security rights are highly customizable. Each group you add to a workspace can have vastly
different permissions than others. You can also copy an existing group’s permissions to save time on
configuring the security console.
You set group permissions when you add a group to workspace, but these permissions can be
changed at any time via the Workspace Details page.
To add a group or edit an already-attached group’s permissions, click the Edit Permissions button:
This brings up the Security of Workspace console. From here you can change the workspace security.
Selecting the radio button of a group and clicking OK will apply that group's permissions to the group
highlighted in the list above the console. Note that selecting to copy the System Administrator group's
permissions will apply every permission available in the console to the highlighted group, as System
Administrators have the highest level of permissions.
The groups with rights to the workspace are displayed in the box on the upper-left of the console. The
selected group’s permissions are detailed below when selected. All members of the selected group are
listed, by name, next to the rights detail box.
n Security
n Tab Visibility
n Browsers
n Mass Actions
n Admin Operations
24.1.1 Security
The group permissions area allows you to set object-level permissions. They follow a basic pattern,
with some variation. The rights are:
Security rights work jointly with corresponding tab visibility or browser permission.
Reports sets group permissions for summary reports. All of the below permissions require
access to the summary report tab.
o View allows group members to view summary reports.
o Edit allows group members to view and edit summary reports.
o Delete allows group members to view, edit and delete summary reports.
o Add allows group members to add new summary reports.
o Edit Security allows group members to edit the security of summary reports.
o Add Field Choice by Link allows users to add a choice to the field from a layout.
Production sets group permissions for production sets. This is the only default live text box.
o View allows group members to view production sets.
o Edit allows group members to view and edit production sets.
o Delete allows group members to view, edit and delete production sets.
Editing security for a production set requires access to the production sets tab.
Viewing any views besides document views requires access to the view object’s
tab.
o Edit allows group members to view and edit views.
Editing any views besides document views requires access to the view object’s tab
or the views tab.
o Delete allows group members to delete views.
Search Folder sets group permission for advanced and saved search folders.
o View allows group members to view search folders.
Viewing search folders requires access to the advanced and saved searches
browser.
o Edit allows group members to view and edit saved search folders.
Editing saved search folders requires access to the advanced and saved searches
browser.
o Delete allows group members to view, edit and delete saved search folders.
Deleting saved search folders requires access to the advanced and saved searches
browser.
o Add allows group members to add new saved search folders.
Adding advanced and saved searches requires access to the advanced and saved
searches browser.
o Edit Security allows group members to edit saved search security.
Editing Security for saved searches requires access to the advanced and saved
searches browser.
Search Sets group permissions for advanced and saved searches.
o View allows group members to view the results of saved searches.
Viewing saved searches requires access to the advanced and saved searches
browser.
o Edit allows group member to view and edit saved searches.
Editing saved searches requires access to the advanced and saved searches
browser.
o Delete allows group member to view, edit and delete searches.
Deleting searches requires access to the advanced and saved searches browser.
Editing security for a searches requires access to the advanced and saved searches
browser.
Choice sets the group permissions for choices.
o View allows group members to view choices
o Edit allows group member to view and edit choices.
New choices can be added from the choices tab, or directly from layouts.
o Edit Security allows group members to edit choice security.
Adding new markup sets requires access to the markup sets tab.
o Edit Security allows group members to edit markup set security.
Editing security for a markup set requires access to the markup sets tab.
Tab sets group permissions for tabs.
o View allows group members to view tabs.
o Edit allows group members to view and edit tabs.
Editing the security of existing batch sets requires access to the batch Sets tab.
Batch sets group permissions for batches.
o View allows group members to see batches.
o Edit allows group members to view, check-out and edit batches.
Adding new batch sets requires access to the batch sets tab.
o Edit Security allows group members to edit the security of existing batch sets.
Editing the security of existing batch sets requires access to the batch sets tab.
Object Type sets group permissions for object types.
o View allows group members to see object types.
o Edit allows group members to view and edit object types.
Editing the security of object types requires access to the object types tab.
Relativity Script sets group permissions for scripts.
o View allows group members to see Relativity scripts.
o Edit allows group members to view and edit any non locked scripts.
Editing scripts requires the user to be a member of the Script Admin group.
o Delete allows group members to delete scripts.
Deleting scripts requires the user to be a member of the Script Admin group.
o Add allows group members to add new scripts.
o Edit Security allows group members to edit the security of existing scripts.
Editing security on scripts requires the user to be a member of the Script Admin
group.
Search Index sets group permissions for search indexes.
o View allows group members to see search indexes.
o Edit allows group members to edit search indexes.
Transform sets group permissions for the transforms that are added to transform sets.
o View allows group members to see transforms.
o Edit allows group members to see transforms.
o Delete allows group members to delete transforms.
o Add allows group members to add transforms.
o Edit Security allows group members to edit the security of existing transforms.
Search Terms Report sets group permissions for search terms reports.
o View allows group members to view search terms reports.
o Edit allows group members to edit search terms reports.
o Delete allows group members to delete search terms reports.
o Add allows group members to add search terms reports.
o Edit Security allows group members to edit the security of existing search terms reports.
Search Terms Result sets the group permissions for search terms results.
o View allows group members to view search terms results.
o Edit allows group members to edit search terms results.
o Delete allows group members to delete search terms results.
o Add allows group members to add search terms results.
o Edit Security allows group members to edit the security of existing search terms results.
OCR Sets
View allows group members to view OCR Sets.
Edit allows group members to edit OCR Sets.
Delete allows group members to delete OCR Sets.
Add allows group members to add OCR Sets.
Edit Security allows group members to edit the security of existing OCR Sets.
Documents
Workspace Details
Summary Reports
Markup Sets
Production Sets
24.1.3 Browsers
The Browsers section allows you to control which browser options are visible to the group. Check the
box next to the browser type to make it visible for the group.
Browser Permissions
Groups with rights to no browsers simply see their views with the documents area spanning the whole
screen.
Clusters
Workspace Folders
Advanced and Saved Searches
Field Tree
Cluster gives group members the rights to cluster documents using Relativity Analytics clus-
tering.
Process Transcript allows group members to process imported transcripts for viewing in Rel-
ativity.
Create Word Index gives group members the rights to create word indexes on selected doc-
uments.
Mass Copy gives group members the rights to copy securable objects such as views, layouts
and summary reports.
Mass Edit gives group members the rights to use their layouts to simultaneously edit doc-
ument field values for multiple documents.
Mass Move gives group members the right to simultaneously move documents from one or
more folders to one target folder.
o Mass Move also requires add and delete document rights.
Mass Produce gives group members the right to simultaneously add multiple documents to a
production set.
Mass Replace allows group members to perform a replace operation on multiple documents.
Examples include:
o Copying the contents of one text field to another.
o Adding a set string to the beginning or end of an existing field.
o Merging the values of a source field with the values of a target field.
Mass Image allows group members to simultaneously send image requests for multiple native
files.
Mass Print image gives group members the right to simultaneously print images from multiple
documents.
Tally/Sum/Average allows group members to tally, sum and average the values of any numeric
fields. This action is recorded under the document history.
Send to CaseMap allows group members to send multiple documents to CaseMap.
Export to File gives group members the right to export the contents of a view to a .csv, .xls or
.dat file.
For more information about mass operations, see the appendix on Mass Operations.
Assign Batches allows group members to check out batches to other reviewers.
Manage Object Types allows group members to add and edit object types.
Use Pivot/Chart allows group members to use the pivot grid and chart functions.
View Workspace Details allows group members to use the pivot grid and chart functions.
View User Status allows group members to access the User Status tab.
View Relativity Utilities allows group members to access the Download Relativity Desktop
Client button on the Administration tab.
Override Production Restrictions allows group members to override the Production Restric-
tions setting in Workspace Details and thus produce documents that contain conflicts based on
these restrictions.
Manage Relativity Applications allows group members to associate objects to applications by
making the Relativity Applications field available on create and edit pages for Field, Layout,
View, Script, Object Types, and all other objects compatible with applications.
View all Audits allows group members to view audits of workspace components (e.g., doc-
uments, markup sets, dynamic objects, fields, etc.).
View Batch Pane allows group members to view the batches associated with a document in the
related items pane.
However, it is often necessary to further secure workspace items. For instance, you may have a group
doing contract review. You want the group to be able to see the custodian fields but not edit it.
To secure individual items, go to that item’s details page and click Edit Permissions.
When the item is secured beyond the object-level permissions, the padlock is closed. If the padlock is
open, the item still is secured according to the object-level permissions, and it inherits those
permissions.
25 Scripts
Relativity scripts allow for the creation and execution of flexible SQL-based scripts that can be used to
customize and augment Relativity functionality. Scripts are Relativity artifacts. This means they have
the same features as standard Relativity objects, allowing them to be secured and audited.
Scripts may also be called through a SQL Stored Procedure, allowing them to be scheduled and run at
a specific time.
Scripts can only be written by Script Administrators, a special Relativity group who must also have
System Administrator permission. Relativity Script Administrators are part of a group that has
permissions to preview, edit, and create scripts. Before a user can belong to this group, they must be
granted Relativity Administrator permissions, and then added as a Relativity Script Administrator.
Relativity Administrators are not automatically members of this group.
The table below represents the script permissions allowed for each group.
Script Permissions
Name: Scripts
Tab Order: enter desired order
Link Type: Object
Parent: leave blank
Object Type: Relativity Script
Is Default: No
Click Save. For more information on creating tabs, see the sections Tabs.
Once the tab is available, you are able to execute existing scripts, add scripts from the Script Library
and create new scripts if you are part of the Relativity Script Administrator systems group. Available
scripts vary; visit the kCura Support site to download documentation on individual scripts.
To add a script, go to the Script tab and then click New Script.
Clicking New Script brings up the new script form. Properties in orange are required.
Enter or paste the required script into the script body section. To refer to a help file that outlines how
to write scripts, click the question mark button.
Save establishes the script in Relativity and displays the Script Information page.
Save and New establishes the selected script in Relativity and displays a new script page.
Save and Back establishes the selected script in Relativity and takes you to the script list.
Cancel aborts the selected script creation. All entered information is discarded.
The Select Script dialog box appears. Select your script from the list and click OK.
The script is populated in the Script type section. There are four buttons appearing at the top and
bottom of the form:
Save establishes the selected script in Relativity and displays the Script Information page.
Save and New establishes the selected script in Relativity and displays a new script page.
Save and Back establishes the selected script in Relativity and takes you to the script list.
Cancel aborts the selected script
For more information about writing scripts and the script library refer to the Relativity Script Guide.
The Script Information details page appears. A script may have required inputs, if necessary enter
these.
Additionally, there are five buttons appearing at the top of the form:
You can also export the script results from the Mass Operations bar.
You may also edit group information by clicking the group’s name. This redirects you to the Group
Details page. Click the Edit button to access and change the group information.
To Copy or Delete script, select the checkbox next to the script. In the Mass Operations Bar select the
required action from the drop-down, and then click Go.
By default all Relativity scripts are secured and are not available for editing.
Environmental Scripts:
User Billing Statistics reports on all users who had access to the workspace at any time during
the month, except where the email address contains @kcura.com.
Case Workspace Billing Statistics reports on peak billable data for all workspaces in a Relativity
environment; it can be used in environments where the auto emailed statistics feature is not
possible.
Long Running Query Audit is an environment script that reports on all long running queries for
the last 14 days. Long Running Queries are SQL queries that take several seconds or more to
complete.
Index Optimize Audit is an environment script that reports on the history of indexes optimized
over the last two weeks; the index optimize is a schedule task to eliminate index fragmentation
in SQL.
Transaction Log Truncation Shrink is an environment script that truncates and shrinks the LDF
file for a database to the minimum possible size.
Workspace Scripts:
Get Index Fragmentation Levels gathers current index fragmentation levels for a workspace on
indexes with more than 10 percent fragmentation, and above 50 page count; if all indexes in a
workspace have less than 10% fragmentation and under 50 pages, they will not be reported on.
When upgrading, your personally created existing scripts must be tested and revalidated before they
are run. The only exception to this is Relativity Library scripts, which are automatically updated with
any changes affecting the new version.
When upgrading your environment, the unique script key is referenced to determine if an update is
required. If so, this is performed automatically.
26 Search Indexes
Relativity’s searching options provide a powerful way of managing a document set by allowing you to
isolate individual terms within individual documents.
There are three main indexes in Relativity, all found in the Search Indexes tab:
The Search Indexes tab allows you to perform the following actions:
New dtSearch Index button allows you to create a new dtSearch index.
New Analytics Index button allows you to create a new Relativity Analytics index.
Export to Excel allows you to export the contents of the current list to Excel.
Reset Column Size allows you to reset the columns in the view.
Show Filters allows you to apply a filter on any field in the list.
Clear All clears any applied filters.
Sort is available by clicking any of the column headers.
Copy selected indexes.
Delete selected indexes.
Your Keyword Search index appears in your Search Indexes tab by default. Click the Keyword Search
link.
Name is the name of the keyword search index. The name is used as the display name for the
index in the documents tab search with drop-down.
Order is a number that represents the position of the index in the list. The lowest-numbered
index will be at the top. The highest-numbered index is at the bottom. Items that share the
same value are sorted in alphanumeric order.
o Index order can be any integer (positive or negative). No decimals are allowed.
The Index Management console appears on the right side of the screen. This console allows you to
deactivate and/or activate the index.
There are five buttons available at the top and bottom of the form:
26.2 dtSearch
In addition to Relativity’s keyword search, you can use dtSearch technology. Like Keyword Search,
dtSearch allows you to search document content, but dtSearch’s advanced functionality goes a step
Unlike Keyword Search, dtSearch contains fully managed indexes to support its extended operations;
you must update the index every time data is added, removed, or edited.
The New dtSearch Index form appears with required fields in orange and optional fields in gray.
Name is the name of the dtSearch index. The name is used as the display name for the index in
the documents tab search with drop-down.
Searchable Set is the set of documents to be indexed. Select all documents in the workspace, or
choose from any workspace-saved search.
o If you select all documents in your workspace, the fields where add to FullText is yes will
be indexed.
o If you select a saved search
Save establishes the index in Relativity using the entered settings and takes you to the search
index details page.
One you have entered your settings, click Save to bring up the Index Details page.
There are six buttons available at the top and bottom of the form:
In addition, the Search Index Console comes up on the right side of the screen when you click Save.
Click Full Build or Incremental Build to build your index. A pop-up displays to verify your build. It also
has a checkbox that allows the index to be automatically activated upon completion. Indexes must be
active in order to search them. Inactive indexes will not be usable during the search process.
Activate this index upon completion if checked will activate the index once created.
Compress this index upon completion if checked will compress the index once it has been
created.
When you reindex a new version of a document that you had previously indexed, dtSearch marks the
information about the old version of the document as obsolete but does not remove it from the index.
Compressing an index removes this obsolete information and also optimizes the index for faster
searching.
Click OK to build your index. If you did not select the checkbox in the build pop-up, click Activate in the
Search Index Console. The index will not activate if there are errors. By clicking Activate the index
becomes available in the Search drop-down.
Index Deactivate
Compress Index
n Activate this index upon completion when checked will activate the index when the com-
pressing process is complete.
Auto-Recognize is a powerful tool, but please note that enabling this feature will impact the speed of
the creation or updating of an index.
Date recognition looks for anything that appears to be a date, using English-language months
(including common abbreviations) and numerical formats. Examples of date formats that are
recognized include:
To search for a date, put "date()" around the date expression or range.
Email address recognition looks for text that follows the syntax for a valid email address (example:
sales@dtsearch.com). This makes it possible to search for a specific email address regardless of the
alphabet settings for the @ and . characters, as well as any other punctuation that may be present in
an email address. Also, this makes it possible to use the word listing functions in dtSearch to
enumerate all email addresses in a document collection.
To search for an email address, put "mail()" around the address. The * and ? wildcard expressions are
supported inside the () marks. Examples:
mail(sales@dtsearch.com)
mail(sa*@dtsearch.com)
Credit card number recognition looks for any sequence of numbers that appears to satisfy the criteria
for a valid credit card number issued by one of the major credit card issuers. Credit card numbers are
recognized regardless of the pattern of spaces or punctuation embedded in the number. Examples:
1234-5678-1234-5678
1234567812345678
1234 5678 1234 5678
Numerical tests used by credit card issuers for card validity are used to exclude sequences of numbers
that are not credit card numbers. However, these tests are not perfect, and thus the credit card
number recognition feature may pick up some numbers that are not really credit card numbers.
To search for a credit card number, put "creditcard()" around the number. Example:
creditcard(1234*)
To launch the Dictionary Search, click the Dictionary link next to the Keywords textbox.
Dictionary Link
There are no pre-established word lists, dictionaries or linguistic techniques such as sentence
structures. Relativity Analytics is language-independent and self-training. The search technology
“learns” all it requires from material selected for searching. Not only can it identify, classify and sort
information rapidly, it can find relevant documents that other search techniques miss.
Conceptual term searching allows you to enter a block of text and return conceptually cor-
related records.
Keyword expansion shows words that are conceptually correlated to a submitted word or high-
lighted text.
Similar document detection identifies groups of highly correlated documents and displays
them as related items in Relativity.
Submit selected concepts returns conceptually correlated documents based on a selection of
text.
Find similar documents returns conceptually correlated documents based on an entire doc-
ument.
Categorization finds similar documents based on a set of example documents.
Clustering groups conceptually similar documents, without the need for example documents.
Search Indexes can be used to search for keywords and concepts, and to find related doc-
uments based on words, phrases or entire documents. Search indexes are also used for clus-
tering, which is the automated method of document categorizing by concept.
Category Indexes are used to categorize large groups of documents based on a few manually
chosen examples that represent that concept.
To create a new index, go to the Search Index tab and click New Analytics Index.
The New Search Index Form appears, with required fields in orange and optional fields in gray.
Name is the search index name. This is used as the display name in the search drop-down or
when right clicking on the document viewer.
Order is the number that represents the position of the index in the search index drop-down.
The lowest-numbered index is at the top. Items that share the same value are sorted in alpha-
numeric order.
Index Type determines what type of index you create: Search or Category. By default, this is set
to Search.
Maximum Conceptual Highlight Terms controls how many conceptually related terms are high-
lighted on each hit document, by default this is set to 10. Recommended range is between 1
and 100.
o Only terms with a 50% or higher correlation are highlighted
Dimensions determines the dimensions of the concept space into which documents will be
mapped when the index is built; more dimensions increase the conceptual values applied to doc-
uments and refine the relationships between documents.
Number of Processes is the number of processors on the Relativity Analytics server that will be
used to create the index.
Batch Size is the number of documents inserted into the Analytics search or categorization
engine at a time. The default value is 1000.
Send Email Notification upon Completion or Failure allows you to send email notifications
when your index population fails or completes; here you will enter the email address(es) of the
recipient(s)
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon.
Training Set is the document set from which the Relativity Analytics engine will learn word rela-
tionships to create the index. Select any public saved search. It is recommended that you only
return the Full Text field in the search. The default search is <Default Training Set>. This search
will return only the extracted text field of all documents where the size of the field is greater than
0 mb and less than 2mb. This ensures that empty documents and documents that might have
many concepts are not included in training set. Documents without text cannot be indexed. Doc-
uments that have multiple concepts can distort search results.
Searchable Set is the document set that will be searched using the index. Select from any work-
space saved search. The default is <Default Searchable Set> which returns only extracted text for
all documents.
Minimum Coherence Score is the setting that is used when determining similar documents for
the related items pane. Increasing this number requires that documents in the related items
similar pane have a close similarity. Decreasing this number allows for a wider range of con-
ceptually similar documents.
Concept Stop Words determines the stop words for the conceptual index. The stop words are
displayed in a textbox. You can add or remove stop words from the list.
dtSearch Noise Words determines the noise words for the index’s keyword dtSearch index. The
noise words are displayed in a textbox. You can add or remove noise words from the list.
There are three buttons available at the top and bottom of the form:
Save records the index in Relativity using the entered settings and takes you to the Search
Index Details Page.
Save and Back establishes the index in Relativity using the entered settings and takes you to
index list.
Cancel aborts the creation of the index. All entered information will be discarded.
Once you have entered your settings, click Save to bring up the Index Details page.
There are six buttons available at the top and bottom of the form:
The Manage link is also available in the Advanced Options section. This link redirects you to the
Content Analyst index management application. Please visit their documentation to understand the
features and functionality. The only options that should be edited are filters.
The index has been established, but not populated or ready for use. From the Search Index Details
Page, you will be able to manage the index through the search index console.
Full Population adds all documents from the training set and searchable set to the ready-to-
index list.
Refresh Page refreshes the page, allowing you to check the status of the population.
Upon clicking the Full Population button, the red Stop Population button becomes available in
the console.
Stop Population stops a full or incremental population. After the Stop button is click, any doc-
ument with a status of Populated is indexed. After that operation completes, the process stops.
A partial index is not able usable. To repair your index, perform a Full Population to purge the
existing data. You can also delete the index from Relativity entirely. Resolve any errors during
the population by clicking Resolve Errors
Only one index can be populated at a time. If you submit more than
one index for population, they will be processed in order of submission.
When the documents have populated the list, the status is listed as Population: Populated. This may
take some time, depending on the size of the training set. You can occasionally hit Refresh to update
the status and see the number of items still pending.
After the population is complete, the console provides two new options:
Incremental Populationadds any new documents from the training set and searchable set to
the ready-to-index list.
Build Index takes the documents on the ready-to-index list and indexes them. The process
goes through the following stages:
o STARTING
o COPYING_ITEM_DATA
o FEATURE_WEIGHTING
o COMPUTING_CORRELATIONS
Once the index has been built, there is a new option available:
Enable Queries loads the index to server memory and prepares it for use.
After you have enabled queries for the workspace, you will need to activate it.
Activate makes the index available for users. Specifically, it adds the index to the Search With
drop-down on the Documents tab and the right-click menu in the viewer. Relativity Analytics
indexes must be active in order to be searchable.
After activating the index, you will have three new options:
Click Incremental Population to add the new documents to the ready-to-index list. After the
documents all have been populated, click Disable Queries, then Build Index to re-index the
documents, then Enable Queries.
For example, early in your review you may not know all the documents in your workspace. However,
you may understand the key concepts of the workspace and can find a few representative examples of
these concepts. The categorization process takes these example documents and finds conceptually
correlated documents in the rest of your workspace.
If you have little knowledge of your workspace data and would like
Relativity Analytics to examine your data and define categories itself –
without examples – use the search index’s clustering feature.
Before creating your category index, you need a few fields. The field names below are just a suggestion
– you can name your fields something more appropriate to your case.
Categorization example
o Type = yes/no
o Purpose – to establish the document as an exemplar of a category
Categorization concepts
o Type = multiple-choice list
o Purpose – to display the key concepts of your workspace; populate the choices in this
field. Make sure you have selected only one category per document.
Once you’ve created your categorization fields and coded information in the example and concept
fields, you can create your index. To create new category index, click the New Analytics Index button.
To create a search index, select Category from the Index Type drop-down.
The New Analytics Form appears, with required fields in orange and optional fields in gray.
Number of Processes is the number of processors on the Relativity Analytics server used to
create the index. Generally this should remain the default of 1.
Batch Size is the number of documents inserted into the Analytics search or categorization
engine at a time. The default value is 1000.
Send Email Notification upon Completion or Failure to allows you to send email notifications
when your index population fails or completes. Enter the email address(es) of the recipient(s)
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon
Training Set is the document set from which the Relativity Analytics engine will learn word rela-
tionships to create the index. Select any saved search. It is recommended that you only return
the Full Text field in the search. The default search is <Default Training Set>. This search will
return only the extracted text field of all documents where the size of the field is greater than 0
mb and less than 2 mb. This ensures that empty documents and documents that might have
many concepts are not included in index. Documents without text cannot be indexed. Doc-
uments that have multiple concepts can taint search results.
Searchable Set is the document set that will be searched using the index. Select from any work-
space saved searches. The default is <Default Searchable Set> which returns only extracted text
field for all documents.
Example Indicator Field is the field that will mark a document as an exemplar of a category.
Choose your example field created above.
Category Field is a field that contains the desired conceptual categories. Choose your multiple-
choice list created above. A document can have only one category selected.
Category Rank Field is a field that shows the correlation of conceptual hit to its example.
Choose your decimal field created above.
Minimum Score is the minimum percentage a document must have to the exemplar in order to
be categorized.
There are three buttons available at the top and bottom of the form:
Save establishes the index in Relativity using the entered settings and takes you to the search
index details page.
Save and Back establishes the index in Relativity using the entered settings and takes you to
index list.
Cancel aborts the creation of the index. All entered information is discarded.
Once you have entered your settings, click Save to bring up the Index Details page.
There are six buttons available at the top and bottom of the form:
The Manage link is also available in the Advanced Options section. This link redirects you to the
Content Analyst index management application. Please visit their documentation to understand the
features and functionality.
The index has been established, but not populated or ready for use. From the Category Index Details
Page, you are able to manage the index through the index management console.
Full Population adds all documents from the training set to the ready-to-index list.
n Refresh Page allows you to refresh the page and check on the status of a process.
Only one index can be populated at a time. If you submit more than
one index for population, they will be processed in order of submission
When the documents have populated the list, the status is listed as Population: Populated. This may
take some time, depending on the size of the training set. You can occasionally hit Refresh to update
the status. The Population process is complete when the Total number equals the Populated number.
Resolve Errors attempts to resolve errors encountered during the index building process.
Resolving Categorization Errors attempts to resolve an errors encountered during the cat-
egorization process.
After populating the items to the ready-to-index list, there is a new option:
Once the index has been built, there is a new option available:
Categorize All Documents categorizes all documents in a searchable set based on the tagging
of examples and categories in the training set.
Categorize New Documents categorizes any new documents added using incremental pop-
ulation.
Disable Queries disables categorization features.
Detailed Status displays a more in-depth index status.
The results of the categorization process are only as good as the categories and example documents
you choose. Categories should represent a specific workspace issue or workspace designation.
The best example documents are concise, clearly representing a single aspect of their category.
Extremely short documents are poor examples, because they generally do not contain enough
information to act upon. Long and broad documents are equally poor. A broad and unfocused
example leads to broad and unfocused categorization hits. Redundant examples are unnecessary.
If you are categorizing your documents for the first time, select Categorize All Documents.
Once the documents have been categorized, the resulting related documents can be accessed by
clicking on the category in the choice tree, or by searching for the choice value. It might also be helpful
to setup a view of Categorized documents and their results.
For more information on viewing categorization results, see the Relativity Searching Manual. You can
find the Relativity Searching Manual on the kCura Support site (www.kcura.com/support) or by
clicking the “?” button on the documents tab.
If you have added new documents to your training set, your steps are:
27 LiveNote Integration
Relativity is able to link with a LiveNote web database to view LiveNote case workspace transcripts. You
will need LiveNote’s viewer software installed to view transcripts.
To add your transcripts to your workspace, you first must create a new external tab. For more
information about creating a tab, see the section Tabs.
Enter information:
Name = LiveNote
Tab Order = the desired order
Link Type = external
Link = contact Support at support@kcura.com for the correct URL
Once you have correctly created your link to LiveNote, you are able to view all workspace transcripts.
28.1 Views
Views work the same way in admin mode as they do in workspaces. They are customizable lists of
items within Relativity – essentially saved queries that control three things:
To work with admin mode views, go to the views tab in admin mode.
These views are built in the same way as workspace views. For more information about views, see the
section Views.
Pickers:
ClientsOnPicker controls which client fields are displayed when selecting a client on the picker.
o The client picker is available from the new matter or new user form.
UsersOnPicker controls which user fields are displayed when adding a user to a group.
o The user picker is available from the group details page.
GroupsOnPicker controls which group fields are displayed when adding groups for a user.
o The group picker is available from the user details page.
WorkspacesOnPicker controls which workspace fields are displayed when selecting a template
workspace on the new workspace form.
MattersOnPicker controls which matter fields are displayed when selecting a matter on the new
workspace form.
28.2 Choices
Choices, in admin mode, are predetermined values applied to pre-workspace objects. To work
with admin mode choices, go to the choices tab in admin mode.
The types of admin mode choices are:
Workspace status
Client status
File location
Matter status
User type
These choices work the same way as workspace choices. For more information on how choices work,
see the section Choices.
28.3 Agents
Agents are process managers that run in the background of Relativity. The Agents tab (Admin Mode)
allows you to see which agents are running in your environment and the status of those agents.
You can click on an agent name to disable the agent or change the interval at which it runs, in
milliseconds. You may also activate disabled agents by clicking the Restart Disabled Agents button.
Or click on the Agent name link for more options: Click Stop to disable the agent or Start to restart it.
In the settings area, you can change the agent interval.
The Workspace Statistics Manager agent must be enabled for accurate billing information to be
collected. Accordingly, if the Workspace Statistics Manager has been disabled for 7 concurrent days,
Relativity access becomes restricted.
Once access has been restricted, only System Administrators are able to access the system. Other
users are locked out. This limited access allows SAs to log into Relativity and enable the agent.
Once the agent has been enabled and billing data begins recording, access returns to normal.
Given the dramatic impact of this feature, many steps are taken to clearly present the situation to
System Administrators.
If the Workspace Statistics Manager is disabled for more than 24 hours concurrently, System
Administrators are presented with a persistent message at the bottom of their Relativity window:
“The Workspace Statistics Manager agent has been disabled for more than 24 hours. You have
less than <x> days to enable the agent before Relativity access will be disabled.”
The value of <x> represents the number of days until Relativity becomes inaccessible.
To ensure that there is no ambiguity, kCura sends a warning email 48 hours before the system
becomes unavailable and again 24 hours before the system becomes unavailable. The message goes
to:
28.4 Errors
The Errors tab (Admin Mode) shows errors that have occurred in the Relativity environment. The fields
are filterable, so you can find specific types of errors quickly and efficiently.
Note that the errors tab is view-driven, so you should customize the tab in any way that is beneficial
for your team.
Artifact ID is the identifier of the error. Each error gets its own identifier.
Message describes the error and is the message the user receives.
Timestamp is when the error occurred.
Created By is the user who received the error.
Error Source is the section of the application where the error occurred.
Server is the server on which the error occurred.
URL is the URL the user was at when the error occurred.
28.5 Tabs
The tabs tab in admin mode controls admin mode tabs. The functionality of the tabs tab is the same as
workspace mode tabs. For more information, see the section Tabs.
Imaging Options
Selecting this tab brings you to the default OCR Queue view. This list displays all OCR jobs that have
been submitted and have not yet been successfully completed.
The order in which jobs are sent to the OCR engine is first by priority, then by submitted date. You can
change the priority of the OCR job by clicking the Change Priority button in the bottom left of the
view.
Clicking this button allows you to specify the new priority for an OCR job in the queue manager.
Entering a new value in the Priority field and clicking the Update button changes the priority in the
queue.
The Production Queue tab displays any in-progress productions. If there are several productions
queued, you can use the Change Priority button to set a production’s priority level. Only one
production is run at a time.
To activate or change the message of the day, click on the MotD tab. To edit the text of the message,
click Edit. Enter your message and click Save.
Click the checkbox Show Message of the Day? to activate the MotD.
MotD Display
Admin Mode: The tab lists users currently logged into Relativity. In this mode, you can send
web page messages, and email messages to users listed on the tab. You can also force the log
out of these users from the system.
Workspace Mode: The tab lists the subset of users who are accessing the current workspace. In
this mode, you can send web page messages, and email messages to users listed on the tab.
At the bottom of the page, select Send message from the drop-down box, and click Go. The
Web Page dialog box is displayed.
Enter the text of your message in the popup, and click Send message. The user will receive a
web page message that contains your text as illustrated below.
You can also send an email message to a single recipient by clicking the email address link. Your native
email application will open, so you can enter the text for your message.
Note: You are identified as the sender of the email messages based on your login information.
Note: Any unsaved changes made by users will be lost, when you use the Force Log Out option to
terminate their sessions.
At the bottom of the page, select Force Log Out from the drop-down box, and click Go.
Click OK on the confirmation message. The users will be logged out of Relativity.
For more information on scripts and the library, see the section Scripts.
28.12 Assemblies
Assemblies, also known as event handlers and syncs, are used to apply special rules to coding forms .
These work similar to scripts, as in once loaded they can be checked out and attached to either user
created dynamic objects or documents within a workspace.
To add a new assembly, click the Assembly tab in Admin Mode and then click New Assembly.
The New Assembly Information form appears, with required fields in orange and optional fields in gray.
Keywords
Notes
Save establishes the assembly in Relativity and displays the assembly information page.
Save and New establishes the assembly in Relativity and displays a new assembly page.
Save and Back establishes the assembly in Relativity and takes you to the assembly page.
Cancel aborts the assembly creation. All entered information is discarded.
Save establishes the Resource Group in Relativity and displays the Resource Group on the infor-
mation page.
Save and New establishes the Resource Group in Relativity and displays a new Resource Group
page.
Save and Back establishes the Resource Group in Relativity and takes you back to the saved
Resource Group page.
Cancel aborts Resource Group creation. All entered information is discarded.
Other
The following optional fields are useful in further identifying the group and allowing you to more
quickly filter for it in a view.
n Keywords
n Notes
A group is not available for association with a workspace until you add resources to it. Clicking Save on
your new Resource Group modifies the page to include new settings for adding these resources.
n Agent Servers
n SQL Servers
n File Repositories
28.14 Servers
This tab shows you a list of all instances of web servers, agent servers, and SQL servers available on the
network through an auto-registering agent. All servers in this view are available to add to a Resource
Group.
Servers View
Note that the following project types all register themselves to the Servers table upon startup:
Agent
Distributed
Web
Web API
Services API
For more information on web server registration, please contact Support at support@kcura.com.
License Details
See the Relativity Client Licensing Guide for information about requesting and activating a license key
for your installation.
Note: If you are deploying a new instance or upgrading to version 6.9, Relativity activates a 7-day trial
license that you can temporarily use until obtaining your official license key.
License Alert
You enter a grace period if you have not renewed your Relativity before the expiration date. It
provides you with an additional 7 days to complete the renewal process. In Relativity, the License tab
will display the expiration date for the grace period, as well as your contractual seating and license type
information.
After the expiration date for your trial or grace period, Relativity will display an error message when
users attempt to access the system. Administrators will have access only to the License tab, which
provides functionality for obtaining an activation key.
29 Batching
Relativity’s batching feature is intended to bring structure to the often-complex task of managing a
large-scale document review with multiple reviewers. Batches can automatically generated or be
Relativity can split a static set of documents into batches based on administrator-set criteria, and then
allow users to check out these batches, assigning themselves documents.
This automated document assignment reduces the chances of accidental redundancy in the review
process, increases review organization, and improves progress tracking.
The New Batch Set Information form appears, with required fields in orange and optional fields in gray.
If you are performing a multi-stage review with multiple batch sets per
phase, be sure to include the phase name in the batch set name. This
helps you search for information within a specific phase. Searching
batch fields is covered later in this Section and in the Relativity
Searching Manual.
Auto Batching:
Minimum Batch Size is only available if Auto Batch is set to enabled. This is the smallest pos-
sible number of documents in a batch.
Auto Create Rate is only available if Auto Batch is set to enabled. This represent how often (in
minutes) the system will attempt to create batches.
There are two optional fields you can populate with any beneficial information:
Other:
Keywords
Notes
There are four action buttons available at the top and bottom of the form:
Save establishes the entered information and displays the batch set details page. The batch set
details page shows the saved information. From the details page, there are seven options:
o Edit allows you to edit the batch information.
o Delete removes the batch set from Relativity.
o Back takes you back to the Batch Sets tabs.
o Edit Permissions allows you to establish rights for the Batch Set.
o View Audit displays the Batch Set audit history.
Save and New establishes the entered information and launches a new Batch Set form.
Save and Back saves the entered information and brings you back to the Batch Set list.
Cancel aborts the creation of the batches. Any information entered before you hit cancel is not
saved.
The new batches are shown on the batch sets. Any reviewers with the
ability to see the batches tab - and rights to the batch set - are able to
see the batches.
By clicking edit permissions, you are editing rights only for the selected
batch set. By default, the tab is secured according to the case
workspace-level batch set rights.
More information on workspace permissions can be found in the
section Security Permissions.
Status:
Status displays the current status of the batch; Pending, Processing, Error or finished
once a Batch Set has been
Documents to be Batched is the remaining documents that do not meet the minimum
batch size. You will need to manually create a batch for these remaining documents.
Last Successful Run is the date and time stamp of when the last successful batch was
run.
Last Error Reported is the date and time stamp of when the last error was created.
You also can click on the batch set name from the batch sets tab. Click on the batch set name, and
then click Edit to alter any batch set information.
Note that while you can make changes to a batch set at any time,
created batches are not updated to include the new properties.
For example, say you have created batches with a batch size of 500,
but reviewers found that too large. You would have to purge the
existing values, make any changes, then re-create the batches.
Any existing data in the original batch set would be lost when those
batches were purged.
In the mass operations bar select Delete from the drop-down, and then click Go. A pop-up
confirmation message displays, click OK.
There are several ways to control which reviewers see which batches:
You can apply any views to the batches tab, creating any list of batches you’d like to see. These
views can be restricted.
Batch sets can be secured, allowing you to assign permissions to all batches in a batch set.
Individual batches can be secured.
Conversely, you can keep the batches tab restricted so only workspace managers and administrators
can see the batches tab. In this model, an administrator or user with assign batch permissions would
need to check out batches to reviewers as needed.
To check out batches, go to the Review Batches tab, find the batch you are interested in checking out
and click Edit.
Check In As Pending allows you to check the batch as pending for the assigned user.
Check In As Completed allows you to check the batch in as completed for the assigned user.
Reassign To allows you to assign the batch to another user.
Note that a System Administrator cannot check out batches using the Me link.
Reviewers with permissions to assign batches see the screen below and can only check out batches to
themselves. Clicking Check Out assigns the documents in the batch to the set reviewer. The Batch::
Assigned To field contains that reviewer’s name.
For more details about creating a view, see the section Views.
In step 3 of creating a new view, conditions select Batch followed by the operator and then click the
ellipsis.
Ellipses Button
Batch
Batch::batch set
Batch::assigned to
Batch::status
Field = Batch::Assigned To
Operator = is logged in user
However, you can make your conditions as simple or complex as your workspace’s workflow requires.
30 Object Types
The Object Type tab allows you to add Relativity Dynamic Objects to your Relativity workspace.
You can also connect the custodian object with the document object, so you can show the custodian
information on a document.
You could even create another object for companies and connect it to custodians.
This is just one example of objects you can build in the system. You also could build objects to track
how documents were processed, key dates within the system, depositions whatever else helps your
team organize its data.
The New Object Types form appears, with required fields in orange and optional fields in gray.
Dynamic sets the object as dynamic and is set to Yes by default. This field is read only.
Enable Snapshot Auditing on Delete is set to Yes by default.
o If it is set to Yes, when deleting items from the object, Relativity captures a snapshot of
the items current field values. This increases the size of the delete audit for the record,
but may be useful when querying the workspace history.
o If this is set to No when deleting items from the object, Relativity deletes the item with-
out capturing its field values.
Pivot allows you to enable or disable Pivot functionality on the object. By default, this drop-
down is set to Enabled which will add the Pivot icon to the object tab. Pivot in the object tab
functions as it does on the document list but instead Pivots only on the object fields. Setting
this to Disabled removes the Pivot Icon from the object tab.
Relativity Applications allows you to associate this object type with an application created in
the Relativity Applications tab. Clicking the ellipsis brings up an item list from which you can
select an existing application. This is only available for those who have the Manage Relativity
Applications permission under Admin Operations.
There are two optional fields you can populate with any beneficial information:
n Keywords
n Notes
There are four action buttons available at the top and bottom of the form:
Save establishes the entered information and displays the batch set details page. The batch set
details page shows the saved information. From the details page, there are seven options:
o Edit allows you to edit the tab information.
o Delete removes the tab from Relativity.
o Back takes you back to the list of tabs.
o Edit Permissions allows you to establish rights for the tab.
By clicking edit permissions, you are editing rights only for the selected
object type. By default, the object type will be secured according to the
workspace-level object type rights. More information on workspace
permissions can be found in the section Security Permissions.
Save and New establishes the entered information and launches a blank new tab form.
Save and Back saves the entered information and brings you back to the list of all tabs.
Cancel aborts the creation of the tab. Any information entered before you hit cancel is not
saved.
Event Handlers also known as syncs add special functionality or conditions to your layouts. For
more information contact support@kcura.com.
Rules allow you to control which layouts reviewers see based on set event conditions. Click Add
to add a new rule. There are two types of rules:
o Default Layout allows you to determine which layout reviewers see by default – or at all –
based on a set field value.
In the above screenshot, the following rule has been established: When
the First Pass Review Complete field is equal to yes for a document,
the reviewer is taken to the Second Level Review layout and is able to
see only that layout..
The Rule Type, Default Layout on New allows you to determine which layout a reviewer sees for new
documents.
In the above screenshot, the following rule has been established: When
the First Pass Review Complete field is equal to yes for a document,
the reviewer is taken to the Second Level Review layout and is able to
see only that layout..
A new object has default fields, a default view and a default layout.
You can add fields to the Relativity Dynamic Objects and place those fields on layouts and views. For
more information on adding information to dynamic objects, see the sections Fields, Layouts, and
Views.
31 Using OCR
Optical character recognition (OCR) translates images of text, such as scanned and redacted
documents, into actual text characters. This allows you to view and search on text that is normally
locked inside images. OCR works using pattern recognition to identify individual text characters on a
page, such as letters, numbers, punctuation marks, spaces, and ends of lines.
Defining a production or saved search that contains the documents you want to OCR.
Using the OCR Profiles and OCR Sets tabs to run an OCR job on your pre-defined documents.
Relativity allows you to perform OCR translation through the tabs mentioned above without having to
go outside your workspace to another application. The following sections outline how to use each of
these tabs to manage and execute OCR.
Note that you are not required to create a Profile for every OCR Set you create; you have the option of
using only one Profile for all sets. However, you may wish to have multiple Profiles saved with different
accuracy or language settings to use for different document sets you plan to OCR.
Under the OCR Profiles tab in your workspace you can find the New OCR Profile button.
Clicking the New OCR Profile button brings up the OCR Profile form.
Complete the following to create a new OCR Profile. Properties in orange are required.
Auto-Rotate Images makes the OCR engine detect page positioning and then reposition the
page accordingly. Note that this can potentially impact the accuracy of OCR results.
Languages is the language(s) you want the OCR engine to recognize while running the job. Click
the ellipsis to choose from a list of languages. If the saved search or production you plan to use
as your document set contains multiple languages, you may want to select more than one from
this list. Note, however, that selecting more than one may decrease accuracy. For a complete
list of available languages see the Supported OCR Languages appendix.
Accuracy determines the desired accuracy of your OCR results and the speed with which you
want the job completed. This drop-down contains three options:
o High (Slowest Speed) runs the OCR job with the highest accuracy and the slowest speed.
o Medium (Average Speed) runs the OCR job with medium accuracy and average speed.
o Low (Fastest Speed) runs the OCR job with the lowest accuracy and fastest speed.
On Partial Error determines the behavior when the OCR engine encounters an error on an
image:
Leave Empty records no results if an error is encountered in a document; even images without errors are
excluded from being written. For example, if one document contains five images and one of the images
errors, no results are written for that document.
o Write Partial Results records all text that was successfully OCRed while excluding text
from errored images. This allows you to see potentially relevant text that would not be
visible if you chose to leave the results of documents containing errored images empty.
Note that this option runs the risk of excluding potentially relevant text.
Image Timeout (Seconds) determines the maximum number of seconds per image before the
OCR engine times out; if the job does not complete in this amount of time, it errors on that
image. The default value for this is 60 seconds.
Other
Keywords
Notes
Once saved, the Profile provides the following options. These are the same options available on the
saved OCR Set layout:
You can also click the Edit button on the OCR Profile layout. All properties are editable on the edit
Profile page.
If you edit an OCR Profile that is referenced by an OCR Set that has already been run, these changes
will not have an impact until that Set is run again.
You will find the New OCR Set button in the OCR Sets tab.
On the default OCR Set list, you will notice that the Image Completion
field contains no values for any of the sets, even if those sets are
processing or completed. The Image Completion value is only visible
when clicking the OCR Set and entering its view or edit page.
Clicking the New OCR Set button brings up the OCR Set form.
Complete the following to create a new OCR Set. Properties in orange are required.
You must complete either one or the other of the following in order to save the OCR Set:
Data Source selects the saved search containing the appropriate set of documents you plan to
OCR.
o If the list you see in the Saved Search Picker on OCR Set view does not contain the appro-
priate search, you will need to create it.
o Choosing a data source will OCR only the original image and not redactions (unless there
are redactions on the image itself).
o The OCR engine only processes files that have been tiffed in Relativity or uploaded as
image files.
o You cannot use a production as your data source.
Production selects the production set containing the documents you plan to OCR.
o The Production Picker on OCR Set view you see when clicking the ellipsis displays all pro-
duction sets with a status of Produced that you have access to.
o The engine will OCR all burned-in redactions, branding, headers and footers, and text.
o All documents with images in the production are OCRed, not only those with redactions.
OCR Settings
OCR Profile selects the OCR Profile that contains the parameters you want to run when you
execute the OCR Set. Clicking the ellipsis brings up the OCR Profile Picker on OCR Set view, which
lists Profiles that have already been created in the OCR Profiles tab.
Destination Field specifies the field where you want the OCR text to reside after you run the
OCR.
o Clicking the ellipsis brings up the Field Picker on OCR Set view, which lists all document
long text fields you have access to.
o If you selected non-Western European languages in your OCR Profile, the destination
field should be Unicode-enabled.
o This field is overwritten each time a document is OCRed with that destination field
selected.
OCR Status
Status allows you to view where the OCR Set is in the process of running. Upon saving the set,
this field shows a value of Staging until you click the Run button in the OCR Set Console. The fol-
lowing statuses occur after you click Run in the console:
o Waiting
o Processing – Building Tables
o Processing – Inserting Records
o Processing – OCRing
o Processing – Compiling Results
o Completed (if no errors occurred)
Image Completion allows you to view the count of images completed in the OCR Set, the
number of images with errors, and the number of images left to be OCRed. Any errors are dis-
played in red.
Last Run Error allows you to view the last job error that occurred in the running of the OCR Set.
Other
n Keywords
n Notes
Clicking Save saves the OCR Set and brings up the OCR Set Console, which you will use to execute the
OCR job.
If you copy an OCR Set, every current setting in that Set is copied over.
This includes the status the original Set is currently in, as well as all
items in the Documents (OCR Results) list.
For this reason, it is recommended that you only copy those sets that
have not yet been run and that have a status of Staging to avoid
potential issues with copied-over results from original OCR sets.
Run starts the OCR job. This will process all images in the selected data source or production.
o If the job was stopped by the user, completed with errors, or failed, clicking Run will start
the job again.
o If there are documents in the OCR Results list, these will not be immediately cleared
when the Run button is clicked on the console. These are only cleared when the job goes
into processing, which is reflected in the Status when you click the Refresh page button.
Only existing images are OCRed when Run is clicked – documents in
the process of being tiffed and images that are currently being loaded
will NOT be OCRed if those images are added after Run is clicked.
Stop terminates the running OCR job. Once stopped, a job cannot be resumed from the point
at which it was stopped; you must click Run to begin the job over again.
Refresh Page updates the Status and Image Completion fields while the Set is running. Clicking
this button reloads the page and may reflect different values in those fields, depending on what
has happened during the OCR job.
Resolve Errors allows you to attempt to re-run a job with errors:
o Selecting this for a job with a status of Error-Job Failed will run the job from the point at
which it failed.
Once the OCR job is completed, the Document (OCR Results) list displays all documents successfully
OCRed. The fields in this view are Control Number and File Icon.
The most effective way of viewing your OCR text is through the following steps:
1. Click the Control Number of a document to launch the core reviewer interface.
2. Change the viewer mode to either Image or Production, depending on what you have OCRed.
3. Launch the Stand Alone Viewer via the ( ) icon.
4. Click the Unsynced icon to sync the Stand Alone Viewer with the main window.
In Production mode:
Production Mode
Comparing the two panes, you can see that the OCRed text has omitted the redacted text displayed in
Production mode, as noted by the red boxes above.
All properties are editable on the edit OCR set page but changing these properties won’t affect an OCR
set until Run is clicked to execute the job.
Scoped to a workspace: It is accessible through a single workspace and cannot occur across sev-
eral workspaces.
Created in Relativity
Upgradable
Once you create an application, you can export it from your workspace and later import into another.
After naming the application, click Save to save it. The new application is then available to be
associated with the standard Relativity parts mentioned above.
1. Click the Build Layout icon ( ) to the right of the layout drop-down.
2. Click the Add Associative Object List button in the Layout Tools console.
3. Select the Associative Object you would like to add. Common choices include Object Type,
View, Field, and Tab.
4. In the View field, select the view you want the object to appear in.
5. In the Link View field, select the view you want to be available when the user clicks the Link but-
ton of that Associative Object.
6. If editable, set the Links to Popup value to either Yes or No.
7. Specify the Order in which you want this Associative Object List to display on the layout.
8. Click Save.
9. Repeat Steps 2 – 8 to add additional Associative Object Lists to the layout.
Below is an example of a Relativity Application layout that includes associative object lists.
Applications Console
Application Download
Click Save to save the application to a location outside of Relativity. Specify the location for the file and
then click Save again on the Save As window. The application has now been exported out of Relativity.
If errors occur during the export, you can view them via the Show Errors button on the console.
Note that clicking the Help button on the console brings up this document.
The Object Type owning the field is included in the application or is Document.
Single/Multiple Object fields have their Associated Object Type included in the application or
are Document.
Fields with a filter type of popup picker with a specific view (any view other than <All Items>)
have the view included in the application.
Single/Multiple Object Fields included in the Field Tree with a specific view (any view other than
<All Items>) have the view included in the application.
Relational fields are not exportable.
Document System fields are not exportable.
The Object Type owning the layout is included in the application or is Document.
All fields included in the layout are included in the application.
Views referenced by Associative or Child lists are included in the application.
The Object Type owning the view is included in the application or is Document
All fields included in the view are included in the application
Indented List views require a relational field, so they are not exportable.
Views may not contain conditions.
Once you are logged in to the RDC, you must select the workspace you want to import into and specify
the object you want to import. Select Relativity Application from the drop-down.
Next, select the Tools tab, and then Import. The Import sub tab offers two options for importing.
Select Application. Note: you cannot import an application through the Relativity Application Load File
option.
Select the application by clicking the ellipsis on the right side of the Application File box.
Upon selecting the application, all associated Object Types and Tabs display in their respective read-
only Application Artifacts sections.
Select the Import | Import Application option in the upper left corner.
This brings up the Application Deployment System window, which displays a message stating,
“Installation successful” when the application has been imported into the specified workspace.
Check the Relativity Applications tab in your workspace to confirm that the application you imported is
included in the list. Note that the application’s layout is not displayed when you view or edit the
application. Although all associated items have been imported, you must rebuild the layout if you
want it to display them.
If you have exported the application once before, you must use the external ADS utility to
import/export the application.
If you have never exported the existing application before and the application shares an object
with another application that was exported before, you must use the external ADS utility to
import/export the application.
If the existing application has never been exported and does not share an object with another
application, you should use the ADS utility built into Relativity and accessible through the
Export button on the Applications Console to export it.
The diagram below illustrates the considerations above, as well as those involving export failure:
The ADS requires a connection to the local SQL instance and therefore needs to be deployed to a
machine in the same domain as the environment’s SQL server.
1. Download the ADS installer file named kCura.TemplateManager.Setup from the client package
folder formsAuth\EDDS\WinEDDSInstaller or from the HTTP link at http://SER-
VERNAME/Relativity/wineddsinstaller/kcura.templatemanager.setup.msi in your production
environment. Make sure to specify your server name in this link. Click Run to install ADS. Click
Save to save the msi.
2. Test connectivity to SQL environment by double-clicking on kCura.EDDS.T-
emplateManager.WinForm.exe
a. Click on the Tools menu, then Export Template.
b. Check - Do not use windows authentication.
i. If your environment is configured to use Windows Authentication then leave this
unchecked.
c. Enter your Relativity username and password.
d. Click Next.
e. If you receive an error, review the steps above and confirm that all values are correct.
If you are successful logging in, the initial Relativity Application Deployment System screen will be
available.
In order to move an application between workspaces you need to create an export. Exporting is an
option under the Tools menu. Follow the steps below to create an export of objects.
b. If the Relativity environment uses Windows Authentication uncheck the box "Do not use
windows authentication."
3. Click Next for the system to recognize your login.
4. Select the Case name from the drop-down list.
On the document list, choose whether you’d like to edit All searchable items, Checked items or These
items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
The Mass Edit form will display. Using the drop-down, you can select from all layouts you have rights
to see.
You must check any fields you’d like to edit. Options set in unchecked fields are not applied.
There are three options for multiple-choice field values, know as a tri-state check box:
In the mass edit window there are two options for editing multi-choice fields - a checkbox or a pop-up
picker. When the pop-up picker has been selected as the display type during the layout build, there
are two options to edit the field; Check and Uncheck. For information see the Layouts section.
On Mass Edit form, you can use the Tab key to highlight a checkbox in a
Yes/No or Multiple-Choice field in the layout. You can then press Enter
to select or clear the highlighted checkbox.
Clicking the Check button allows you to create a list of items to add to the field. Uncheck allows you to
create a list of items to remove from the field. Items not selected will remain unchanged. Clicking either
Check or Uncheck opens the Available Items window.
From the Available Items list, you can move choices and objects into the Selected Items list below.
Select the check box next to the desired selection and click Add. This will build a list in the bottom
window of selected items. To remove something from this list select it and click Remove. Click Set to
proceed with the action to Check or Uncheck the items from the field. Cancel stops any action. Items
not selected will remain unchanged.
Set/Cancel Buttons
Below, the mass edit form reflects checked and unchecked objects and choices.
Once values have been set, a Clear link appears next to the Check and/or Un-Check buttons. This
allows you to clear the set values without having to return to the Items to Check window and remove
them. Note also the Add link in the bottom right corner of the field setting. This allows you to add a
new choice to a multi-choice field.
Clicking Save at the top of the form will save the edits you made.
On the document list, choose whether you’d like to move All searchable items, Checked items or
These items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
The mass move select folder form displays. Select the target location and click OK. Note that all
documents are moved to the target directory. The subdirectory structure of the source document is
maintained.
If you mass move any documents, any custom security applied to those documents is lost. The
document inherits the rights of the new parent folder.
On the document list, choose whether you’d like to delete All searchable items, Checked items, or
These - items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
You are prompted to choose and confirm which document attributes and/or whole documents you
would like to delete.
Delete documents and all associated files delete the entirety of all selected documents. This
includes images, natives, and field values.
Delete only images from selected documents deletes only the images from selected doc-
uments, leaving the natives and documents’ field values in place.
Delete only natives from selected documents deletes only the natives from selected doc-
uments, leaving the images and documents’ field values in place.
Delete only images and natives from selected documents deletes only the images and natives
from selected documents, leaving the documents’ field values in place.
Force a delete even if Redactions, Annotations, Links, or Tags are present allows the Mass
Delete to successfully complete, even if the selected documents contain these additions.
o If this box is not checked, and redactions, annotations, links, or tags are present, sec-
tions of the mass delete are not complete. A warning is generated.
o Deleting is done in batches and if an error occurs the remaining item in that batch will be
left and the system will continue to the next batch.
o If this box is checked, any redactions, annotations, links or tags are deleted along with
the designated items.
For example, you could run a search for all items you’d like to produce and then filter for Excel
documents. You could add those to your production as native only. You could then find the remaining
records you’d like to produce and add them to your production as images only.
On the document list, choose whether you’d like to produce All searchable items, Checked items or
These items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
Files to Produce allows you to select which versions of each document will be produced.
o Images and Natives includes both natives and images for the selected records.
If you are producing images and natives, ensure that you are not
including natives for images with redactions. There is no way to redact
the exported natives, so exporting natives with redacted images would
expose the information behind the redactions.
The fields available on this form are set by a system view. For more information on editing this view,
see the section Views – Editing a View – System Views.
On the document list, choose whether you’d like to replace text in all searchable items, checked items
or items in the current returned set.
Field is the field you would like to update. Select from workspace fixed length or long text fields.
Action sets the action to be performed:
o Replace Entire Field replaces the field entirely.
o Append to End adds the new value to the end of the field.
appended values.
o Insert at Beginning adds the new value to the beginning of the field.
A delimiter option appears – enter a character to separate the existing and pre-
pended values.
o Search For allows you to search (and thus replace) only selected text in the field instead
of the entire field.
A new text option appears, allowing you to enter the text to be replaced.
Update With sets what you would like to apply to the field.
o Text allows you to add text to the field.
o Field allows you to add another field’s value to the field set above.
Click Add Another Field at the top of the form to add an additional replacement action to the
form.
Click Save to execute the mass replace.
A pop-up prompt displays asking you to confirm the imaging of TIFFs. Click OK to create the TIFFs.
Depending on the number of TIFFs being created, this may take some time. Please note that TIFF on-
the-fly jobs take precedence over batch TIFF jobs.
For a full listing of the known issues with the viewer, see the Viewer
Details document.
Next select Print Images and then click Go. The print options pop-up displays allowing you to set your
print settings.
Printer
included in this production, that version will be printed. If not, the print job will
Print Options
Stamp location allows you to designate where the identifier is stamped. Select from:
o Top left
o Top center
o Top right
o Bottom left
o Bottom center
o Bottom right
Markup Set allows you to select which markup set’s redactions and annotations are applied.
This option is present only if there are two or more markup sets on the workspace that you
have rights to see.
33.8 Tally/Sum/Average
Tally/Sum/Average allows you to tally, sum and average the values of any numeric fields. This action is
recorded under the document history. This is commonly used to determine the number of pages in a
print job or production.
On the document list, choose whether you’d like to tally/sum/average All searchable items, Checked
items or These items on in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
Tally/Sum/Average Form
There is a Relativity system view called CaseMap fields that controls which fields are sent to CaseMap.
See the section Views for more information about editing views.
On the document list, choose whether you’d like to export All searchable items, Checked items or
These items in the current returned set. Next select Send to CaseMap in the drop-down and click Go.
You may be prompted to open or save a file, CaseMapSend.cmbulk. If so, click Open.
Clicking Open will launch the Bulk Send to CaseMap Wizard. Click Next on the main screen.
If you do not have CaseMap open, you are prompted to launch the application. Once CaseMap is
open, the wizard prompts you to switch to the application. Click the Switch to CaseMap button, then
click Next.
The wizard asks you to confirm that the case workspace you have open is the correct target
workspace. If the workspace listed is the correct target, click Next.
Clicking Next brings up the View/Edit Field Mappings section, allowing you to map the Relativity fields
(set in the CaseMap fields view) to CaseMap fields. The first time you go through this process, you
need to map the fields. Click Modify to set the correct field mapping. CaseMap should automatically
populate the matches on subsequent bulk sends.
You can use the options to preview any of the data, reset the mappings, load mapping settings from a
previous load or save your current mappings.
Mapping Options
To map your fields, go to the Document Spreadsheets field and double-click on the field you’d like to
map.
Double-clicking the mapping opens the New Item box. Select the Relativity field from the Select a
Source Data Field box and click OK.
Repeat the above for all fields you would like to map, then click OK in the Bulk Send to CaseMap
Clicking Next presents a final confirmation screen. Click Finish to complete the send.
On the document list, choose whether you’d like to export All searchable items, Checked items or
These - items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
Format:
o Excel spreadsheet via HTML (.xls) creates an Excel file.
o Comma Separated Values (.csv) creates a comma delimited text file.
o Concordance DAT Format (.dat) creates a DAT text file with the standard Concordance
delimiters.
Encoding
o Select the desired encoding for the output file.
To export the file, click Run. To cancel the export, click Cancel.
33.11 Cluster
Clustering allows you to use an existing Relativity Analytics index to identify conceptual groups within
an entire workspace or sub-set of data. These conceptual groups form a Cluster and can be viewed in
the cluster browser. Unlike other uses of Relativity Analytics, clustering does not require you to submit
an example to the index – only a set of documents you would like clustered.
On the document list, choose whether you’d like to cluster All searchable items, Checked items or
These items in the current returned set.
Next select Cluster in the drop-down and click Go. The Cluster Documents form displays.
First, select your Cluster Option by clicking on the appropriate radio button:
Name is the name of the cluster set. This is used to display the cluster set on the cluster
browser.
Content Analyst Index allows you to select which Relativity Analytics index you would like to
use to cluster your documents.
Maximum Hierarchy Depth sets how many levels deep the cluster hierarchy can go. The
default is 4 levels. A value of 1 creates only top-level clusters.
Minimum Coherence is how conceptually correlated the items must be to be included in the
same cluster.
Generality is the measure of how general the cluster will be, with 0 as the most general and 1
the most specific. The higher the generality setting, the fewer top-level settings will be created.
When you create a new cluster, a pair of new fields are automatically created:
These fields allow you to query for documents contained in a certain cluster and/or set criteria for a
score threshold when making advanced searches or Views. The multi-choice field also allows for the
cluster to be added to the choice tree.
When attempting to delete a cluster, you are presented with the option of deleting the fields
associated with it. This option allows you to keep field information in your workspace even if you no
longer want to keep the cluster data itself. Doing this would allow you to keep the index size slightly
smaller while still maintaining the cluster relationships via these fields.
Note that deleting or not deleting these associated fields has no impact on your workspace or your
future ability to cluster. Keeping the checkbox unchecked will merely preserve the document
relationships identified by the cluster once the cluster has been deleted.
Processing of a transcript will read the ASCII text file, identify page breaks and parse out the content of
the transcript into a hyperlinked word index for fast searching of the content. More information on
transcripts can be found in the Relativity User Manual.
For more information about using transcripts, see the Relativity User
Guide.
On the document list, choose whether you’d like to process All searchable items, Checked items or
These items in the current returned set.
For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.
Go to the mass operations bar, select Process Transcripts in the drop-down, and then click Go.
There are four options when processing a transcript, to control how the transcript appears in the
viewer:
Header to Add allows you to add text to the header of each page. Added headers only shows in
viewer preview mode and on printed versions of a transcript.
Footer to Add allows you to add text to the footer of each page. Added footers only shows in
viewer preview mode and on printed versions of a transcript.
Header to Remove allows you to remove any existing headers.
Footer to Remove allows you to remove any existing footers.
.MSG
.EML
.TXT
.XLS
.XLSX
.DOC
.DOCX
.PPT
.PPTX
.RTF
On the document list, choose whether you’d like to process All searchable items, Checked items, or
These items in the current returned set.
For more information about using transcripts, see the Relativity User
Guide.
Click Run to create the word indexes. Depending on the number of documents submitted and their
size, this operation may take some time.
To launch the Bandwidth Tester, click the Launch Bandwidth Tester icon in the bottom right corner of
the viewer (to the left of the Layout or Related Items pane).
Click Launch Bandwidth Tester icon. The Bandwidth Testing Tool window opens.
There are three types of testing that can be performed through this tool:
Execute Latency Test: measures the elapsed time for a single byte to reach its destination
Execute Download Test: measures the time it takes to receive data to a local system from a
remote system
Execute Upload Test: measures the time it takes to send data from a local system to a remote
system
Latency is a measure of the time delay in processing network traffic. It is the total time for a network
packet to travel from the application on one server, through the network adapter, over the wire,
through the second adapter and into an application on another server.
Another name for a latency test is a Ping test. Ping is a utility used to
test whether a particular host is reachable across an IP network and to
measure the round-trip time for packets sent from the local host to a
destination computer, including the local host's own interfaces. Thus,
ping is a way to measure round-trip latency.
Choose the Number of Tests you wish to run and set the Test Delay. Then click Execute Latency Test.
Once this button is clicked a request is sent to the WebAPI to measure network speed. If the request is
accepted, latency is measured from the moment the request was received to when the ping is
returned.
Latency is measured in milliseconds, as shown in the test results that populate the box below the Clear
Output button. Note that, while the above screenshot shows a roundtrip time of 0 milliseconds, test
results will vary drastically per user, even from test to test in the same environment. This is because
latency is affected by several factors:
The second button runs a download test. To do so, first specify the Number of Tests you wish to run
and choose a Payload Size of 1, 5, 10, or 50 from the drop-down. Click Execute Download Test.
When the Execute button is clicked, the request is sent to the EDDS. Distributed virtual directory,
where it is either accepted or rejected. If accepted, the EDDS. Distributed directory generates data to
transfer to the client. The data is then streamed to the client via HTTP. If the data send is completed,
latency is measured from the when the request was sent to when the data was received.
The box again populates with the test results. Here, one download test has been run on one
megabyte. The download was executed at a rate of 9.09 megabits per second.
Clicking the Clear Output button empties the screen of the previous test’s results. To run an Upload
test, again specify the Number of Tests you would like to run and the Payload Size. Click Execute
Upload Test.
When the Execute button is clicked, a request is sent to the WebAPI virtual directory. If the request is
accepted by WebAPI, latency is then measured from when the request was sent to when the data was
received. The box populates with the test results. In the screenshot above, one test has been run on
one megabyte, and the download was executed at a rate of 4 megabits per second. Like latency, the
download and upload test results will vary per user and test.
The user can change the Document Skipping indicator between documents. However, if the
user leaves the document review and then returns, the document skip indicator is set to the
user’s default.
Skip does not function based on propagation alone; if another user changes a document that
makes it no longer part of the queue, it will be skipped.
If a user clicks Save and Next and none of the documents remaining in the queue still meet the
conditions, the user will receive a message.
Import API - Allows developers to write a custom utility to import processed data into a case
without the need for the desktop client or a load file. This utility is used to import documents
and metadata using a relational data source, which allows a client to expedite the document
import process and potentially avoid those errors that occur during the creation and facilitation
of a load file.
Services API - enables developers to write custom code that manipulates Relativity objects
directly. The Services API is a set of web services one can use to programmatically create, read,
36.3 Tutorials
Getting started in Relativity- Just getting started in Relativity? This tutorial will introduce you
to the application; logging in, editing personal settings, changing your password, and opening a
case.
Navigating case documents - This tutorial illustrates how to navigate the Case Workspace,
allowing you to browse, sort, and view case documents.
Checking documents in and out - Are you required to “check out” documents before begin-
ning your review? In this lesson you will learn to work with batches of documents.
Viewing your documents - Ready to start viewing your documents? Learn how to use the Core
Reviewer Interface to see all the versions of your document.
Adding redactions and annotations - Need to redact or annotate a document? This tutorial
explains Relativity’s markup sets, and how to apply redactions and annotations.
Coding and tagging - documents Ready to code your documents? Learn how to work with lay-
outs to code and tag you documents in this tutorial.
Tagging sections of a document - Looking to mark a few important lines in a large document?
This tutorial outlines how to tag sections of documents.
Working with related items - How does a document you’re viewing in Relativity connect to
other documents in your case? In this lesson, you will learn how to work with a document’s
related items.
Using the word index - Do you need to perform a detailed search within an individual doc-
ument? This tutorial will demonstrate the use of the document word index.
Performing mass operations - Looking to perform an action on a group of documents? This
tutorial teaches you how to perform a mass operation.
Creating keyword searches - In this lesson you will learn how to run a keyword search, and
filter your results.
Creating a dtSearch- Do you need more detailed searching options than keyword search
allows? This tutorial teaches you about dtSearch capabilities.
Creating and running advanced searches - Looking to combine different Relativity searching
techniques in one step? This lesson outlines how to create, edit, and run an advanced search,
and filter your results.
Printing case documents- Do you need to print documents? This tutorial will show you how to
print a single document, or a group of images.
Using the Customer Portal – Don’t wait for support, find solutions to common issues. This
tutorial demonstrates how to create, manage and report on ticket, submit and vote on ideas,
get documentation and more.
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