Relativity

Relativity Admin Manualv7.4

March 2, 2012

Proprietary RightsThis documentation (“Documentation”) and the software to which it relates (“Software”) belongs tokCura Corporation and/or kCura’s third party software vendors. kCura grants written license agree-ments which contain restrictions. All parties accessing the Documentation or Softwaremust: respectproprietary rights of kCura and third parties; comply with your organization’s license agreement,including but not limited to license restrictions on use, copying, modifications, reverse engineering,and derivative products; and refrain from any misuse or misappropriation of this Documentation orSoftware in whole or in part. The Software and Documentation is protected by the Copyright Act of1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violationscan involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines andpossible imprisonment.©2012. kCura Corporation. All rights reserved. Relativity® and kCura® are registered trademarks ofkCura Corporation.

Relativity | Relativity Admin Manual - 3

TABLE OF CONTENTS

1 Overview 13

1.1 Changes to this Version 13

1.2 Before You Begin 13

1.3 Relativity Objects 13

2 Admin Mode Basics 15

2.1 Admin Mode Tabs 16

3 Clients 18

3.1 Adding a Client 18

3.2 Editing Client Information 20

4 Matters 21

4.1 Adding a Matter 21

4.2 Editing Matter Information 23

5 Users 24

5.1 Adding a User 24

5.2 Editing User Information 30

5.3 Reset Password 30

6 Groups 32

6.1 Adding a Group 32

6.2 Editing Group Information 33

6.3 Adding Users to Groups 34

6.4 System Groups 35

7 Workspaces 37

7.1 Adding aWorkspace 37

7.2 Viewing Workspace Details 39

7.2.1 Using the Relativity Utilities Console 40

7.2.2Managing System Keyboard Shortcuts 40

7.2.3 Viewing the Personal Items ofWorkspace Users 42

7.3 Editing Workspaces 42

7.3.1 Production Restrictions 43

8 Tabs 45

8.1 Adding a Tab 45

8.2 Editing Tab Information 47

8.3 Nesting Tabs 48


9 Fields 50

9.1 Adding a Field 50

9.1.1 Object 50

9.1.2 Field Information 51

9.1.3 Adding HTML Alerts and Links 53

9.1.4 Field Types 55

9.1.5 Propagation 58

9.1.6 List Properties 62

9.1.7 Yes/No Field Display Values 65

9.1.8 Relational Field Properties 65

9.1.9 Keyboard Shortcut 67

9.1.10 Relativity Applications 68

9.1.11 Other 68

9.2 Editing Field Information 69

9.3 System Fields 69

9.3.1 Relativity Compare 71

10 Choices 72

10.1 Adding a Choice 72

10.2 Editing Choice Information 75

11 Relativity Keyboard Shortcuts 76

11.1 Keyboard Shortcut Legend 76

11.2 Shortcuts for System Actions 78

11.3 User-Defined Shortcuts 79

11.3.1 Document Fields 80

11.3.2 Document Choices 80

11.4 Special Considerations 80

12 Importing 82

12.1 Importing a Load File 82

12.1.1 File and Import Menu Options 83

12.1.2 Selecting Settings for a Document Level Load File 85

12.1.3 Field Mapping 88

12.1.4 Overwrite and Overlay Identifiers 90

12.1.5 Folder Info 90

12.1.6 Native File Behavior 91

12.1.7 Extracted Text 92


12.1.8 Loading 93

12.1.9 Error Handling 94

12.1.10 Import Auditing 95

12.1.11 Saving Import Settings 96

12.2 Importing an Image File 97

12.2.1 Import Menu Options 97

12.2.2 Selecting Settings for an Image File 98

12.3 Importing a Production File 99

12.3.1 Selecting Settings for an Production File 100

12.4 Importing with Command Line Import 101

13 Transform Sets 102

13.1 Domain Parsing 102

13.1.1 Special Considerations 109

13.2 Conversation Index Parsing 109

14 Markup Sets 112

14.1 Adding a Markup Set 112

14.2 Editing Markup Set Information 113

14.3 Copying Markup Sets 113

14.4 Selecting Your Markup Set in the Viewer 114

14.5 Navigating Through Markups 115

15 Persistent Highlight Sets 117

15.1 Entering Highlight Terms 118

15.1.1 Color-Coding Persistent Highlights 119

15.2 Searching Functionality and Persistent Highlighting 120

15.3 Using Persistent Highlight Sets in the Viewer 120

15.3.1 Persistent Highlight Set Behavior Across Viewer Modes 122

15.4 Importing Search Terms for Persistent Highlighting 123

15.4.1 Relativity Component Setup 123

15.4.2 Importing Terms 123

16 Layouts 125

16.1 Adding a Layout 125

16.1.1 Viewing Layout Details 128

16.2 Adding Layout Content 128

16.2.1 Adding the Copy from Previous Toolbar 129

16.2.2 Creating a NewCategory 130


16.2.3 Adding Fields 131

16.2.4 Adding Text to a Layout 135

16.3 Adding Child and Associative Object Lists 136

16.3.1 Adding Child Object Lists 136

16.3.2 Adding Associative Object Lists 138

16.4 Editing Layout Information 139

16.4.1 Editing Directly on a Layout 140

16.5 Inline Tagging on Transcripts 141

16.5.1 Adding a Tag to a Transcript 141

16.5.2 Viewing a Tag 142

16.5.3 Removing a Tag 143

16.6 Reviewer Layout Options 144

16.6.1 Using the Skip Function 146

17 Views 147

17.1 Adding a View 147

17.1.1 Enter Basic Information (Step 1) 148

17.1.2 Select Fields (Step 2) 150

17.1.3 Select Conditions (Step 3) 152

17.1.4 Select Sort (Step 4) 153

17.2 Editing View Information 154

17.3 Adding Tab Views 155

17.4 System Views 155

17.5 Indented List View 156

17.5.1 Conversation Index Indented List 161

17.5.2 Equivio Indented List 162

17.5.3 Numeric Indented List 163

18 Search Terms Reports 164

18.1 Creating a New Search Terms Report 164

18.2 Running a Search Terms Report 166

18.3 Search Terms Report Results 166

18.4 Search Terms Reports and Persistent Highlighting 167

18.4.1 Searching Functionality and Persistent Highlighting 168

18.4.2 Additional Guidelines for Persistent Highlighting 168

19 Summary Reports 171

19.1 Adding a Summary Report 171


19.2 Editing Summary Report Information 174

20 Pivot Profiles 176

21 Production Sets 180

21.1 Adding a Production Set 180

21.1.1 Production Information 181

21.1.2 Production Numbering 182

21.1.3 Headers and Footers 188

21.1.4 Production Numbering Sort Order 190

21.2 Adding Documents to Your Production 191

21.3 Running a Production 192

21.3.1 Checking Production Conflicts 194

21.3.2 Production Statuses 194

21.4 Viewing Production Set Details 195

21.4.1 Displaying Production Set Details 195

21.4.2 Available Options on Production Set Details 195

21.5 Editing a Production Set 196

21.6 Tracking Redactions on Productions 197

22 Exporting 200

22.1 Exporting a Production Set 200

22.1.1 Production Set - Using Saved Export Settings 201

22.1.2 Production Set - Data Source Tab 201

22.1.3 Production Set - Destination Files Tab 202

22.1.4 Running a Production Set Export 209

22.2 Exporting a Saved Search 210

22.2.1 Saved Search - Using Saved Export Settings 210

22.2.2 Saved Search - Data Source Tab 211

22.2.3 Saved Search - Destination Files Tab 212

22.2.4 Running a Saved Search Export 219

22.3 Exporting a Folder 220

22.3.1 Folder - Using Saved Export Settings 220

22.3.2 Running a Folder Export 220

22.4 Exporting a Folder and Subfolders 221

22.4.1 Folder and Subfolders - Using Saved Export Settings 221

22.4.2 Folder and Subfolders - Data Source Tab 221

22.4.3 Folder and Subfolders - Destination Files Tab 222


22.4.4 Running a Folder and Subfolders Export 229

22.5 Saving Export Settings 230

23 History 231

23.1 History View Fields 231

23.2 Filters on the History Tab 232

23.3 Audited Actions 233

23.4 Search History 234

23.5 Imaging History 236

24 Security Permissions 238

24.1Workspace Permissions 239

24.1.1 Security 241

24.1.2 Tab Visibility 248

24.1.3 Browsers 249

24.1.4Mass Actions 250

24.1.5 Admin Operations 251

24.2 Permissions for Individual Items (Object Level) 252

24.2.1 Adding the Security Field to a View (Padlock icon) 253

25 Scripts 255

25.1 Creating a Script Tab 255

25.2 Adding a Script 256

25.2.1 Selecting from Script Library 257

25.2.2 Running a Library Script 258

25.3 Editing a Script 259

25.4 Script Library 260

25.4.1 Library Scripts 260

25.5 Script Compatibility and Updates 261

26 Search Indexes 262

26.1 Keyword Index 262

26.2 dtSearch Indexes 263

26.2.1 Creating a New dtSearch Index 264

26.2.2 Auto-Recognize Date, Email, and Credit Card 270

26.3 Dictionary 271

27 Relativity Analytics 272

27.1 Creating an Analytics Profile 272

27.2 Creating a Repeated Content Filter 275


27.3 Creating a Relativity Analytics Index 276

27.4 Adding NewDocuments to an Existing Search Index 286

27.5 Creating Categorization Sets 286

27.6 Searching on Categorization Fields 292

27.7 Analytics Categorization in the Viewer 293

27.7.1 Adding a Document as an Example in the Viewer 293

27.7.2 Adding a Text Excerpt in the Viewer 294

28 LiveNote Integration 296

29 Admin Mode Details 298

29.1 Views 298

29.1.1 System Views 298

29.2 Choices 299

29.3 Agents 299

29.3.1Workspace Statistics Manager 301

29.4 Errors 302

29.5 Tabs 302

29.6 Imaging Queue 302

29.7 OCR Queue 303

29.8 Production Queue 304

29.9 Branding Queue 306

29.10Message of the Day (MotD) 307

29.11 User Status 307

29.11.1 Send Messages 308

29.11.2 Force Users to Log Out 309

29.12 Relativity Script Library 310

29.13 Assemblies 310

29.14 Resource Pools 311

29.14.1 Creating a Resource Pool 311

29.14.2 Adding Resources to the Pool 312

29.15 Servers 313

29.16 License Tab 315

29.16.1 License Expiration and Error Messages 316

30 Batching 317

30.1 Adding Batch Sets and Batches 317

30.2 Editing Batch Set Information 321


30.3 Deleting a Batch 321

30.4 Checking Out Batches 322

30.5 Batch Fields 323

30.6 Building Views for Checked-Out Documents 323

31 Object Types 325

31.1 Adding an Object Type 326

31.1.1 Object Type Details 328

31.1.2 Selecting a Rule Type 330

31.2 Adding Information to Objects 334

32 OCR 335

32.1 Creating an OCR Profile 335

32.2 Editing an OCR Profile 337

32.3 Creating OCR Set 338

32.4 Running an OCR Set 341

32.5 Editing an OCR Set 344

33 Imaging Documents 346

33.1What is an Imaging Profile 346

33.2 Creating an Imaging Profile 346

33.2.1 Basic Imaging Engine Options 348

33.2.2 Native Imaging Engine Options 349

33.2.3 Spreadsheet Options 350

33.2.4 Email Options 352

33.2.5Word Processing Options 353

33.2.6 Presentation Options 353

33.2.7 HTML Options 353

33.2.8 Native File Imaging Profile Validation 353

33.2.9 Viewing Imaging Profile Details 355

33.2.10 Editing an Imaging Profile 356

33.3What is an Imaging Set 357

33.3.1 Creating an Imaging Set 357

33.3.2 Viewing Imaging Set Details 359

33.3.3 Running an Imaging Set 360

33.3.4Monitoring Imaging Status 362

33.3.5 Imaging Error Scenarios 363

33.4 Native Types 364


33.4.1 Editing a Native Type 365

33.5 Troubleshooting Imaging 365

Appendix A: Mass Operations 366

Appendix A.1Mass Edit 366

Appendix A.2Mass Move 371

Appendix A.3Mass Delete 373

Appendix A.3.1 Performing a Mass Delete on Documents 373

Appendix A.3.2 Performing a Mass Delete on Other Objects 375

Appendix A.3.3 Enable or Disable Snapshot Auditing on Delete 376

Appendix A.4Mass Produce 376

Appendix A.5Mass Replace 378

Appendix A.6Mass Image 379

Appendix A.7Mass Print Images 381

Appendix A.8 Tally/Sum/Average 383

Appendix A.9 Send to CaseMap 385

Appendix A.10 Export to File 393

Appendix A.11 Cluster 394

Appendix A.11.1 Creating a NewCluster 394

Appendix A.11.2 Deleting a Cluster 396

Appendix A.11.3 Replacing an Existing Cluster 396

Appendix A.12 Process Transcripts 396

Appendix B: Bandwidth Tester 398

Appendix B.1 Launching the Bandwidth Tester 398

Appendix B.2 Executing a Latency Test 399

Appendix B.3 Executing a Download Test 400

Appendix B.4 Executing an Upload Test 401

Appendix C: Document Skip 403

Appendix C.1 Skip Scenario 404

Appendix C.2 Special Considerations 404

Appendix D: Date Formats Recognized 405

Appendix E: Supported OCR Languages 406

Appendix F: Deleting Object Dependencies 407

Appendix F.1 Displaying the Dependencies Report 407

Appendix F.2 Viewing Dependency Report Results 408

Appendix F.2.1 Special Considerations for Fields 409


Appendix G: Relativity Desktop Client Installation and Setup 410

Appendix G.1 RDC Software Requirements 410

Appendix G.2 Installing the RDC 410

Appendix G.3 Changing, Repairing, or Removing an RDC Installation 414

Appendix G.4 Configuration Settings for the RDC 414

Appendix G.4.1 Batch Handling Configuration Settings 415

Appendix G.4.2 Validation and Auditing Configuration Settings 416

Appendix G.5 Running the RDC 417

Appendix G.5.1 Logging in to the RDC 418

Appendix G.5.2 RDC Menu Bar 418

Appendix G.5.3 Right-click Options for Workspace Folders 419

Appendix H: Additional Resources 421

Appendix H.1 Documentation 421

Appendix H.2 Extensibility Tools 422

Appendix H.3 Tutorials 423

Index 425


1 OVERVIEWRelativity is a flexible document review platform. This Admin Manual is intended to give you the knowledge toeffectively manage Relativity’s flexibility and granular security rights, thus providing an intuitive interface foryour users.

1.1 Changes to this VersionThis version of the Relativity Admin Manual contains the following changes to reflect new functionality:

n The Relativity Admin Manual now includes an index.

1.2 Before You BeginkCura recommends that you have a basic understanding of Relativity before attempting to configure or admin-ister the system. The Relativity User Guide contains information about how reviewers typically use Relativity.Training is also available.

Note: Printable versions of Relativity documentation, including the User Guide and Quick Start Guide, areavailable at the documentation page at kCura.com.

Refer to the Relativity Quick Start Guide for a basic explanation of the different areas of Relativity as seen by areviewer.

1.3 Relativity ObjectsThe Relativity document review platform is a series of connected objects all centered on a workspace. Under-standing these items and their connection is vital to your success as a Relativity Administrator. Below is a basicdiagram of these objects and their connections.

http://kcura.com/relativity/support/training

http://kcura.com/relativity/support/documentation





Relativity Objects


2 ADMIN MODE BASICSWhen you first login to Relativity, you are presented with a list of workspaces that you have been given rightsto see. Your group permissions determine the information available to you.A System Administrator is a user with rights to see every item within a Relativity environment. Administratorshave access to Admin mode, which allows them to create and edit new clients, matters, users, groups andviews, 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

System Administrators see the options displayed below:

Modes drop-down

Themode drop-down options are:

n Workspaces navigates to the workspace list view.n Admin navigates to Admin Modes.n Reset Password opens a pop-up that allows users to change their passwords.n My Settings opens a pop-up that allows the users to change their personal settings.n Logout logs users out of the Relativity Platform.

Users not designated as System Administrators will only see the areas that they have permissions to view.


Note: The Accessible field indicates whether the workspace was upgraded to match the environment's cur-rent Relativity version. If the field value is No, the workspace was not upgraded, and that workspace can-not be opened.

If you do not have an Admin option available in your list of links, you are not a System Administrator. Onlyother Relativity Administrators can provide these rights.Under themodes section are two additional links:

n Help launches the Relativity online help project containing all the information found in this manual inan easily-navigated format.

n Support opens a newwindow containing the Technical Support page of the kCura website, where youcan open a support ticket.

n About opens a webpage Dialog box displaying the Relativity version number and licensing agreementinformation. The Credits-Icons link is displayed below this information, and it opens a window listingcredits for the icons used in the application, as well as the URL for more information about these icons.

About dialog

Under the Support and About links is the logged in username, and the Interface Mode settings. Data Focusconsists of two radio buttons:

n On: An adjusted interface that displays more data in the view by removing the workspace name andwhite space from themain header.

n Off: Relativity’s standard interface that displays the workspace name in the top left corner.

2.1 Admin Mode TabsClick the Admin link to display Admin Mode. This mode allows you to perform system-level, non-workspaceadministrative functions. The following tabs are available in Admin Mode:


n Clients – See Clients on page 18.n Matters – SeeMatters on page 21.n Users – See Users on page 24.n Groups – See Groups on page 32.n Views – See Views on page 298.n Choices – See Choices on page 299.n Agents – See Agents on page 299.n Errors – See Errors on page 302.n Queue Management – Includes nested tabs called Production Queue, Branding Queue, Imaging

Queue, and OCR Queue. See Admin Mode Details on page 298.n Relativity Script Library – See Script Library on page 260.n User status – See User Status on page 307.n MotD – SeeMessage of the Day (MotD) on page 307.n Assemblies – See Assemblies on page 310.n Tabs – See Tabs on page 302.n Resource Pools – See Resource Pools on page 311.n Servers – See Servers on page 313.n License – See License Tab on page 315.n [Custom] – See Admin Mode Details on page 298.


3 CLIENTSClients are companies or organizations. In Relativity, they are linked with associated Users and Matters.

Client Associations

3.1 Adding a ClientTo add a client, open the Clients tab and click New Client.

New Client button

The NewClient form appears with required fields in orange and optional fields in gray.


New Client form

There are three fields of information required for every new client:Client Information:

n Name is the name of the client. Namemust be between 1 and 50 characters.n Client Number is the billing number for the client. Client Number must be between 1 and 50 characters.n Status is the current status of the client. The default options are active or inactive, but you can add any

status value. Use the status value to organize and display lists of clients using Relativity views. SeeViews on page 147.

Other:Additionally, there are two optional fields where you can record extra client information. Common uses ofthese fields include storing addresses or contact information.

n Keywordsn Notes

There are four buttons available at the top and bottom of the form:

n Save records the entered information and displays the Client Details page. This page outlines the savedinformation, plus any users or matters linked to the client. There are four buttons available on theClient Details page:

o Edit allows you to edit the client information.o Delete removes the client from Relativity.o Back redirects you to the client list.o View audit displays the client's audit history.

n Save and New records the entered information and launches a blank NewClient form.n Save and Back records the entered information and redirects you to the client list.n Cancel ends the client creation process and discards any entered information.


3.2 Editing Client InformationTo edit a client, go to the Clients tab and locate the desired client. Click Edit next to the client name.

Edit link

You can also edit client information by clicking the client’s name. This redirects you to the Client Details page.Click the Edit button to access and change the client information.

Note: If your Clients tab view list does not contain the Edit field, you can add it. See Admin Mode Detailson page 298.


4 MATTERSClients in Relativity are associated with one or morematters. This mirrors the billing structure at most lawfirms. Matters are used to define the different cases, disputes or advising that a firm may be involved with fora client. Within Relativity, a matter can have these associations:

n Must be associated with an existing clientn May be associated with one or more workspace

Matter Association

4.1 Adding a MatterTo add a matter, go to theMatters tab and click New Matter.

NewMatter button

The NewMatter form appears with required fields in orange and optional fields in gray.


NewMatter form

There are four fields of information required for every newmatter.Matter Information:

n Name is thematter’s name. This field must be between 1 and 50 characters.n Status is thematter’s current status. The default options are Active or Inactive, but you can add any

value. This field is useful when organizing and displaying lists ofmatters using Relativity views. For infor-mation about using the Status field as an organizational tool, See Views on page 298.

n Client is thematter’s associated client. Click the ellipsis (…) button to select from all available clients.

Note: If your client list is too large, click Show Filters to quickly narrow the list by any available fieldcriteria. Items in the client list are set by a system view. Therefore, it is possible you will only see asub-set of items.

Other:Additionally, there are two optional fields where you may record extra matter information.

n Keywordsn Notes


n Save records the entered information and displays the Client Details page. This page outlines the savedinformation, plus any clients linked to thematter. There are four buttons available on theMatterDetails page:

o Edit allows you to edit thematter information.o Delete removes thematter from Relativity.o Back redirects you to thematter list.o View displays thematter’s audit history.


n Save and New records the entered information and launches a blank NewMatter form.n Save and Back records the entered information and redirects you to thematter list.n Cancel ends thematter creation process and discards any entered information.

4.2 Editing Matter InformationSelect theMatters tab and click the Edit link next to thematter name.

Edit link

You may also edit matter information by clicking thematter’s name. This redirects you to theMatter Detailspage. Click the Edit button to access and change thematter information.

Note: You can add an Edit link to your matter list view if it does not already exist. See Admin Mode Detailson page 298.


5 USERSUsers are individuals who have access to the Relativity environment. Users are directly associated to Clientsand Groups.

User Associations

Note: Users cannot be directly added to a workspace; they must first be added to a group since work-space access is granted on a group basis. This process is covered in the section Groups.

5.1 Adding a UserTo add a new user, go to theUsers tab, and click New User.

New User button

The NewUser form appears with required fields in orange and optional fields in gray.


New User form

There are several fields of information required for every new user.User Information:

n First Name is the user’s first name. This field must be between 1 and 50 characters.n Last Name is the user’s last name. This field must be between 1 and 50 characters.

The system displays a user as <last name>, <first name>.n Email Address is the user’s email address. While the system won't validate this information, you must

enter it in the following format: [email protected]. This is useful in email tasks.


n Type is the user type. The default values are internal or external, but you can add any type value. Typeis for reference purposes only and has no impact on access or billing.

n Client is the client associated with the user. Click the ellipsis (…) button to select from available clients.

Note: Items on the selected 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 Admin Mode Details on page 298.

n 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 allows to log in to Relativity and counted and

billed as a named user on your Relativity license.o Disabled users will not be allowed to access Relativity and not be counted or billed as a named

user on your Relativity license.When Relativity is first deployed, the system sets the Relativity Access field for existing usersusing the following criteria. A System Administrator can change a user's access at any time.

n If a user is in a group with rights to a workspace, their Relativity Access is set to Enabled.n If a user is not in a group with rights to a workspace, their Relativity Access is set to Dis-

abled.n Document Skip is a drop-down that allows you to control whether or not the user has the ability to

skip documents during review that no longer meet the original conditions of a view due to propagationbeing enabled. See Document Skip on page 403. The available options are:

o Enabled enables the Skip function.o Disabled disables the Skip function.o Force Enabled always enables the Skip function so that the user is unable to turn it off. (This

option is only available for System Administrators.)n Authentication Data allows a user to log in using one of several different authentication technologies.

Options include:o RSA’s two-factor authentication technology. Enter RSA and then the user's RSA login name. For

more information on how to configure Relativity to use RSA, request a copy of the Relativity RSAIntegration Manual.

o Client SSL’s authentication. Enter clientsslcertification:<ISSUERCN>; <ISSUERCN> is the Cer-tificate Authority that issues the certificates the web server expects. For more information onClient SSL, contact [email protected].

o Active Directory Authorization allows you to use Active Directory login information to authen-ticate users. Contact [email protected] if you're interested in linking Relativity user accountsto your Active Directory accounts.

n Trusted IPs allows you to set a trusted IP address for users. If a user attempts to log in from anunauthorized IP address, authentication will fail. Enter an IP address in the following format"###.###.###.###". You can enter multiple IP addresses. Separate each address with a carriage return.

n Beta User should be used only when instructed by kCura Client Services. They will inform you how touse this field.

n Change Settings is a drop-down that allows users without system administrator rights to change theirsettings depending on whether the drop-down is enable or disabled.

o First nameo Last nameo Email address


o Item list page lengtho Default selected file typeo Advanced search defaulto Enable or disable Native Viewer Cache Ahead

n Change Password is a drop-down that allows users without system administrator rights to change theirpassword depending on whether the drop-down is enable or disabled. By default, this is enabled on aNewUser form. For more information, see the Relativity Configuration Table guide.

n Maximum Password Age is a whole number field used to designate the number of days a passwordremains valid.

o If you enter 0 or no value, the password will never expireo If you enter a whole number, such as 5, the password will expire five days from the time the pass-

word is set.o The Configuration Table value drives the default. For more information, see the Relativity Con-

figuration Table guide.

Note: When you set a password to expire, the counter starts when a password is set andrestarts when the password is reset.

n Keyboard Shortcuts allows you to choose a default setting for the keyboard shortcuts icon in the corereview interface. By default this property is set to Enabled. C.

o Enable or Disable by toggling the icon from color version to a gray version.

Keyboard Shortcut Icon Enabled

User Login Details:

n Invalid Login Attempts is a system field that increments every time a user attempts to log in with thecorrect username but using an incorrect password. When the user reaches themaximum number ofRelativity failed login attempts, the system locks the user out of Relativity. Logging in successfully willreset the count. If the account becomes locked, resetting the user’s password will unlock the account.You can set themaximum number of failed attempts in the environment configuration, outside of Rel-ativity’s web interface. For more information, see the Relativity Configuration Table guide.

n Password Expires is a read-only field that displays the number of days until the user’s passwordexpires.

User Settings:

n Item List Page Length is a numeric field indicating the default list length for all views in Relativity. Youcan set it from 1 to 200.


n Default Selected File Type is the default viewer mode:o Viewero Nativeo Imageo Long Texto Production

n Skip Default Preferenceo Skip advances a user to the next document in the queue that matches the defined view con-

ditions when the user clicks Save and Next.o Normal allows document review to operate normally, displaying all documents in the queue.

n Enforce Viewer Compatibility provides you with the ability to control when users are required todownload a new version of the viewer. You can select one of the following options:

o Yes: This option forces an upgrade of the viewer based on specific versioning criteria determinedby settings in the Relativity Configuration Table. These configuration settings control upgradebehavior across your Relativity environment. By default, Enforce Viewer Compatibility is set toYes. In the Relativity Configuration Table, you can set ForceWebClientManagerUpgrade andWebClientValidateAssemblyVersion to control upgrade requirements. See the Relativity Con-figuration Table document for more information about these configuration values.

o No: This option forces an upgrade of the viewer only when major versions of Relativity arereleased. You may want to select this option when creating users who will be working in multipleRelativity environments that have different minor versions installed. It prevents them from hav-ing to upgrade the viewer as they switch between environments. To avoid upgrading, theEnforce Viewer Compatibility option must be set to No in each of the environments accessedby these users.

n Advanced Search Public by Default drives the user's default search owner value. The property’sdefault value is configurable on a system level. Refer to the Relativity Configuration Table for moredetails.

n Native Viewer Cache Ahead drop-down if enabled will pre-load the next native document in the reviewqueue once the active document is loaded.

Note: To utilize Native Viewer Cache Ahead, you must have version 5.04 or greater of the Viewerrunning on your computer. If this application is not working properly, uninstall and reinstall yourViewer to ensure compatibility.

n Data Focus determines the default workspace view of the user. Data Focus on will remove the work-space name from the top of the window.

Set Password:

n Password is used to designate the required action on the user’s password. The choices are:o Use current passwordmakes no changes to the current password.

n This is the default value when users are being edited, but it is not available when creatinga new user.

n If this value is selected, the following fields are disabled:o Send new passwordo New/retype password


o Auto-generate password creates a new, Relativity-valid password.n The default length of this field is 8, though it can be configured on a system level. For

more information, refer to the Relativity Configuration Table.n If this value is selected, the Send New Password to” field is required.n If this value is selected, the following fields are disabled:n New / Retype password

o Manually set password allows you to type a specific password. Relativity requires that eachpassword contain at least:

n 8 charactersn 1 lowercase lettern 1 uppercase lettern 1 numbern 1 non-alphanumeric charactern If this value is selected, all options should be available, and the following fields should be

required:n User must change password on next login allows you to choose whether the user must reset their

password the next time they log in to Relativity.o If the checkbox is not selected, the current password remains valid for the designated periodo If the checkbox is selected, the user will be forced to reset their password the next time they log

in.n New Password is used to type the user’s new password. This field is only available ifManually Set Pass-

word is selected.n Retype Password is used to type and verify the user’s new password. This field is only available ifMan-

ually Set Password is selected.n Send new password to allows the user’s new password to be sent to one of the following:

o Me (email) sends an email to the logged in usern Themessage appearing in this option can be configured on a system level. For more infor-

mation, see the Relativity Configuration Table.o This user (email) sends an email to the user on the form

n Themessage appearing in this option can be configured on a system level. For more infor-mation, see the Relativity Configuration Table.

o Popup sends the username and generated password to a pop-up box.n The pop-up will launch when this option is selected.n This option is only available if Auto-generate Password is selected

Additionally, there are two optional fields where extra user information may be recorded:

n Keywordsn Notes


n Save records the entered information and displays the User Details page. Within this page, there arefour 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.

n Save and New records the entered information and launches a blank NewUser form.n Save and Back records the entered information and redirects you to the user list.n Cancel aborts the user creation and discards any entered information.

5.2 Editing User InformationSelect theUsers tab and click the Edit link next to a user name.

Edit User

You may also edit user information by clicking the user’s name. This redirects you to the User Details page.Click the Edit link to access and change the user information.

Note: An Edit link may be added to your user list view if it does not already exist. See Admin Mode Detailson page 298.

5.3 Reset PasswordIf a user forgets his/her password, as an Administrator you can reset it. Once a user has been created, theuser details screen will display a Reset Password link. Click Reset Password to reset the user’s password. Editthe information.

Reset Password link

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.


Note: A System Administrator can edit the configuration value "MaxPasswordHistory" to ensure that auser is not able to reuse previous passwords. For example, if this value is changed from 0 to 5, the usercan't re-use any of their previous five passwords when resetting their current password.


6 GROUPSRelativity users are organized by groups. A user can be a member ofmany groups. These groups are thenadded to Relativity workspaces; permissions are set per group, on a workspace-by-workspace basis.

Group associations

6.1 Adding a GroupTo add a group, go to theGroups tab and click New Group.

New Group button

The NewGroup form appears with required fields in orange and optional fields in gray.


New Group form

The fields available on the NewGroup form include:

n Name is the group’s name, and it is the only required field for creating a new group. This field must bebetween 1 and 50 characters.

Note: As your Relativity environment grows, arbitrary group names such as “Group 1” can producea difficult administrative workflow. Name each group according to their purpose and permissionlevel; for example: ACME Co. Reviewer and ABC Corp. Administrators.

n Keywords is an optional field where extra group information may be recorded.n Notes is an optional field where extra group information may be recorded.

There are four buttons available at the top of the form:

n Save records the entered information and displays the Group Details page. Within this page, there arefour 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.

n Save and New records the entered information and launches a blank NewGroup form.n Save and Back records the entered information and redirects you to the group list.n Cancel aborts the group creation and discards any entered information.

Although permissions are granted on a group level, no rights were granted during initial group creation. Allrights are granted when a group is added to a workspace. See Security Permissions on page 238.

6.2 Editing Group InformationTo edit group information, select theGroups tab then locate the desired group. Click the Edit link next to thegroup name.


Edit Group Link

You may also edit group information by clicking the group’s name. This redirects you to the Group Detailspage. Click the Edit button to access and change the group information.

Note: An Edit link may be added to your group list view if it does not already exist. See Admin ModeDetails on page 298.

After editing and saving group information, the Group Details page displays a list of added users within thegroup. In addition, group-accessible workspaces are displayed.

Group User andWorkspaces List

6.3 Adding Users to GroupsThere are two different ways to add and/or remove users from groups:


n From the Group Details pagen From the User Details page

To add users from the Group Details page, select theGroups tab and click the group’s Name link. Use the Addand Remove buttons at the bottom of the page.

Add and Remove buttons

To add users from the User Details page, select theUsers tab and click the user’s Name link. Use the Add andRemove buttons at the bottom of the page.

6.4 System GroupsThis section describes the three default system group settings used in Relativity.EveryoneAll users are a member of the everyone group. This group is only available in Admin mode. Within the Admin-istration section, you can now easily manage the permissions all users have on System level Views and Scripts.System AdministratorsRelativity System Administrators have rights to see every item within a Relativity environment. Administratorshave access to Admin mode, which allows them to create and edit new Clients, Matters, Users, Groups andViews, among other capabilities.Relativity Script AdminsRelativity Script Admins have the following script and applications related permissions:

n Viewn Runn Preview (locked and unlocked scripts)n Create/Writen Editn Linkn Import Applications (Refer to the Relativity Applications Manual)


Before a user can belong to the Relativity Script Admins group, the user must first belong to the SystemAdministrators group. Relativity Administrators are not automatically members of the Relativity Script Adminsgroup.The table below represents the script permissions for each group.

LockedScript

LockedScript

UnlockedScript

UnlockedScript

View Run Edit Preview Edit Preview Write Link

Script Admin

System Admin

Standard User * * **

*With view rights

**With add rights

Note: Regardless of permissions, System Administrators will not be able to edit locked scripts.


7 WORKSPACESIn Relativity, a workspace provides a secure data repository for documents used in cases or for applicationsdeveloped with custom objects. You can store all types of documents (such as productions, witness tes-timony, and others) in a workspace to facilitate searching, organizing, and categorizing content. In addition,you can use granular security settings to grant or deny permissions to specific content stored in the work-space.At the workspace level, you can also define views, layouts, fields, and choices. These Relativity features stream-line workflows, as well as simplify the processes for organizing and categorizing content. Views support fil-tering on item lists, while layouts, fields, and choices are used for categorizing documents.

Workspace level features

7.1 Adding a WorkspaceIn Workspaces mode, point to theWorkspaces tab. Click New Workspace to display the NewWorkspaceform.


NewWorkspace form

The fields available on the NewWorkspace form include:Workspace Information

n Name is the name used to identify the workspace. This must not exceed 50 characters.n Matter is the case or legal action associated with the workspace. Click the ellipsis (…) button to select a

matter. The Select Matter pop-up displays a list ofmatters based on the conditions set in Mat-tersOnPicker view.

n Template Workspace is an existing workspace structure used to create the newworkspace. Click theellipsis (…) button to select a template. The Select Workspace pop-up displays a list of templates basedon the conditions set in WorkspacesOnPicker view. All non-document objects in the template are cop-ied to the newworkspace:

o Choiceso Custom tabso User Objectso Fieldso Groups (and permissions)o Imaging Profileso Layoutso Markup Setso Native Typeso OCR Profileso Pivot Profileso Saved Searches not associated with a dtSearch or Analytics indexo Scriptso Summary Reportso Views


n Status is used to identify a workspace as Active or Inactive. This field has no impact on the workspacefunctionality, but it can be added to views for filtering workspaces. Inactive workspaces can beaccessed and edited.

n SQL Full Text Language determines the correct stemming and word-break characters used in the fulltext index. Select the primary language for documents added to the workspace. The default setting isEnglish.

Note: The SQL Server settings determine the languages available in this list. Contact your admin-istrator if you require additional languages.

Resource Information

n Resource Pool is a set of servers and file repositories that you can associate with a workspace. Contactyour System Administrator for information about available resource pools.

Note: Your selected resource pool determines the file repositories and SQL Servers available in thedrop-down menus. See the section Resource Pools for configuration information.

n Default File Repository specifies the path for the physical location of the files (including documentnatives and images) associated with the workspace.

n Database Location is the SQL server where the workspace database is stored.n Download Handler URL lists the default URL referencing the code responsible for making downloaded

files available to users. (This setting is independent of the selected resource pool.)Other

n Keywords are used to filter on the workspace in a view, as well as for other identification purposes.n Notes are used to enter additional comments about the workspace.

Action ButtonsAfter you complete the required fields, you can use the buttons at the top of the form to perform theseactions:

n Save stores the workspace information, and initiates the creation of the SQL database and the full textindex for the workspace. This process may take several minutes depending on the size of the templateworkspace. Relativity displays theWorkspace Details page after it has finished creating the workspace.

Note: Newworkspaces do not contain any documents, but they have the structure of the selectedtemplate. For information about adding documents, see Importing a Load File.

n Cancel stops the creation of the workspace, and discards any information that you entered.

7.2 Viewing Workspace DetailsOn theWorkspace Details page, Relativity displays read-only workspace settings history information, Rel-ativity Utilities console, and the Production Restrictions field. (You can update the Production Restrictionsfield when you edit a workspace.)


Workspace Details with Relativity Utilities console

You can also use the Action buttons on the top of this page to perform these tasks:

n Edit allows you to edit the workspace settings.n Delete removes the workspace from Relativity. Any files added to an EDDS folder, regardless of whether

or not they are associated with the database, will be deleted when the workspace is deleted.n Back redirects you to theWorkspaces tab.n Edit Permissions allows you to set the workspace permissions. See Security Permissions on page 238.

7.2.1 Using the Relativity Utilities ConsoleAdditional administrative features are available through the Relativity Utilities console on theWorkspaceDetails page. The console includes the following buttons:

n Manage System Keyboard Shortcuts displays a pop-up for modifying the key combination used by sys-tem shortcuts. To use this button, you must have security permission for the Admin Operation calledModify System Keyboard Shortcuts. SeeManaging System Keyboard Shortcuts on page 40.

n Download Relativity Desktop Client 32-bit displays a pop-up for saving or running this utility.n Download Relativity Desktop Client 64-bit displays a pop-up for saving or running this utility.

Note: To use these buttons, you must have security permission for the Admin Operation calledDownload Relativity Desktop Client. See Importing on page 82 and Exporting on page 200 forinformation about how to use the Relativity Desktop Client.

n Download Viewer Installation Kit allows you to download a standalone utility containing executablefiles used to install the viewer software.

n View Another User’s Personal Items displays pop-up for selecting workspace users. You will be able toview the personal items of these users. This button is available only to System Administrators. See View-ing the Personal Items ofWorkspace Users on page 42.

7.2.2 Managing System Keyboard ShortcutsYou can modify the system keyboard shortcuts for a workspace. These keyboard shortcuts are defined in Rel-ativity for use in the Core Reviewer Interface. You must have security permissions for the Admin Operation


calledModify System Keyboard Shortcuts. See Admin Operations on page 251.On theWorkspace Details page, clickManage System Keyboard Shortcuts in the Relativity Utilities console.

System Keyboard Shortcuts page

Use the following instructions to modify a system keyboard shortcut key:

n Select or clear the one or more of the following checkboxes: Ctrl, Alt, or Shift for the Control, Alt, andShift keys respectively.

Note: You must select either or both the Ctrl and Alt checkboxes. Relativity displays the error mes-sage <Invalid Keyboard Shortcut> when these checkboxes are not selected.

n In the Key drop-down, select a letter, number, or navigation key. The navigation keys include End,Home, Space, Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up.

n Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the Systemand Internet Explorer. See Keyboard Shortcut Legend on page 76.

n Click Clear to reset the options for keyboard shortcuts.After you have completed your updates, click Save to display theWorkspace Details page.


Note: You can create user-defined shortcuts when you add a new field to Relativity. See Adding a Field onpage 50, and User-Defined Shortcuts on page 79.

7.2.3 Viewing the Personal Items of Workspace UsersYou must be a System Administrator to view the personal items of workspace users. In the Relativity Utilitiesconsole, click View Another User’s Personal Items.

View Other's Personal Items dialog box

Use the following instructions to view personal items:

n If you want to view personal items for one or more workspace users, select user names in the Left box.Click an Arrow button to add the users to the Right box. You can now view their personal items.

n If you do not want to view personal items for workspace users, select user names in the Right box. Clickan Arrow button to add the users to the Left box. You will no longer see their personal items displayed.

Note: To move multiple users between boxes, click the double arrows. You can also select and dou-ble-click on user names to move the between boxes.

7.3 Editing WorkspacesWhen you edit workspace settings, Relativity will display an editable form that contains the same fields avail-able during workspace creation. It also displays the Production Restrictions field. See Adding aWorkspace onpage 37, and Production Restrictions on page 43.To edit a workspace, complete one of the following set of tasks:

n InWorkspacesmode, you will see a list of workspaces displayed. Use filters or views to locate the work-space that you want to update. Click the Edit link associated with the workspace.


Note: If the Edit link is not displayed in the workspace list view, you can add it by updating theview. See Views on page 147.

Edit link

n On theWorkspaces tab, click the name of a workspace, and then select theWorkspace Details tab ontheDocuments tab. Click Edit.

7.3.1 Production RestrictionsUsing the Production Restrictions option, you can ensure that your production set does not include privilegedor other confidential documents. You can select a saved search that returns documents that you wantexcluded from the production set. When you run a production, Relativity will compare these documentsagainst those in the production, and alert you to any conflicts. See Running a Production on page 192.Use the following guidelines when working with production restrictions:

n Create a saved search with criteria that will return documents that you want excluded from the pro-duction set.

Note: Include family groups in your saved search so that all of the family items are kept togetherand can be removed if necessary.

n Display the edit page for the workspace. You can only update the Production Restrictions option whenyou are editing a workspace. See Editing Workspaces on page 42.

n Select your saved search in the Production Restrictions option. The default value is <no restriction>.


Production Restrictions field

n Run your production set. If a conflict occurs you can override the Production Restriction, but you mustbe designated as a System Administrator with the Override Production Restrictions permission. SeeSecurity Permissions on page 238.

You can select any saved search in the Production Restriction option, including one that uses a dtSearch or Rel-ativity Analytics search index. If you later use the workspace as a template, you will see a warning messagethat requires you to select one of the following options:

n Select a New Production Restrictionn ContinueWith No Production Restriction

In addition, you cannot delete the saved search that is used by the Production Restriction option. You mustfirst edit the Production Restriction option so that it no longer references the search.


8 TABSWhen a new case workspace is created in Relativity, the following tabs are created as well:

n Documents is covered in the Relativity User Guide.n Review Batches and Batch Set is covered in the section on Batching.n Summary Reports is covered in the section on Summary Reports.n Search Indexes is covered in the section on Search Indexes.n User Status is covered in the section on User Status.n Search Terms Reports is covered in section on Search Terms Reports.n Transform Sets is covered in the section on Transform Sets and Domain Parsing.n Workspace Details is covered in the sections –Permissions, Workspaces and Editing a Workspace.n Markup Sets is covered in the section on Markup Sets.n Production Sets is covered in the section on Productions.n Pivot Profiles tab is for editing and saving Pivot Profiles.n Fields is covered in the section on Fields.n Choices is covered in the section on Choices.n Layouts is covered in the section on Layouts.n Views is covered in the section on Views.n Tabs is covered in the section on Tabs.n Relativity Applications allows you to create applications built on the Relativity platform using custom

objects; refer to the Relativity Applications manual for more information.n Scripts is covered in the section on scripts.n History is covered in the section on History.n Object Type is covered in the section on Object Type.n OCR Profiles is covered in the section on OCR Profiles.n OCR Sets is covered in the section on OCR Sets.n Imaging includes nested tabs called Imaging Profiles, Imaging Sets, and Native Types. All tabs are dis-

cussed in the section Imaging Documents.Depending on the template chosen, your workspacemay have one or more custom tabs. Custom tabs maybe created to link to any web address. You can add these custom tabs in both admin mode and workspacemode. The New Tab form is brought up, with required fields in orange and optional fields in gray.

8.1 Adding a TabTo add a tab, go to the Tabs tab and click New Tab.


New Tab button

The New Tab form is brought up, with required fields in orange and optional fields in gray.

New Tab form

There are five required fields when creating a new tab.

n Name is the tab’s name. This field must be between 1 and 50 characters. Be as concise as possible whennaming tabs.

n Order represents the position of the tab by a numerical value. It can be any positive or negativeinteger. No decimals are allowed. The lowest-numbered tab will be the leftmost tab. The highest-num-bered tab will be the rightmost tab. Items that share the same value are sorted in alphanumeric order.

Note: It’s always a good idea to set Tab Order by 10's, starting with 10, then 20, then 30, etc. Num-bering in groups of 10 allows you to insert an item into any position later in the workspace, withoutthe need to reorder (such as 10, 20, 25, 30, 40).


n View Orderwhen clicked displays a list of active tabs and their current order.n 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.n Parent allows the tab to be placed as a child tab in the drop-down list of any parent tab.n Object Type determines which object’s information is displayed in the tab for those specified as Link

Type = Object.

Note: You can created new objects within Relativity. These custom objects are securable, non-doc-ument objects within your workspace. They can be linked to documents and to each other, cre-ating powerful custom applications.

n Link, which is displayed only when the link type is set to External, is the web full address that is linkedwhen the tab is clicked.

n Is Default allows the tab to serve as the workspace’s default tab. Reviewers logging into the workspaceare taken to the default tab. If a reviewer does not have access to the default tab, he or she is directedto the Documents tab.

n Relativity Applicationsallows you to add this tab to a Relativity Application. Clicking the ellipsis bringsup a list of available applications.

There are four action buttons available at the top and bottom of the form:

n Save records the entered information and displays the Tab Details page. Within this page, there are fivebuttons available:

o Edit allows you to edit the tab information.o Delete removes the tab from Relativity. After you click Delete, a confirmation message is dis-

played with theDependencies button. See the section Displaying the Dependencies Report formore information.

o Back redirects you to the tab list.o Edit Permissions allows you to establish rights for the tab.

Note: By clicking Edit Permissions, you are editing rights only for the selected tab. By defaultthe tab will be secured according to the workspaces level tab rights. See Security Permissionson page 238.

o View Audit displays the tab’s audit history.

n Save and New records the entered information and launches a blank New Tab form.n Save and Back records the entered information and redirects you to the Tab list.n Cancel aborts the tab creation and discards any entered information.

8.2 Editing Tab InformationTo edit a tab select the Tabs tab and click Edit link next to the tab name.


Edit link

You may also edit tab information by clicking the tab’s name. This redirects you to the Tab Details page. Clickthe Edit button to access and change the tab information.

Note: An Edit link may be added to your tab list view if it does not already exist. See Admin Mode Detailson page 298.

8.3 Nesting TabsYou may prefer to nest several tabs within a parent to reduce clutter in your Relativity interface and make tabseasier to locate. To do this, simply create a new tab with a Link Type of Parent or edit an existing tab.Click the Edit link next to the tab you want nested. Under the Parent drop-down, choose the parent tab nameClick Save. Repeat for each tab you wish to nest. Any nested tabs will reside in the drop-down of the parent.

Link Type drop-down

From the Tabs tab, click the Edit link next to the tab you want to nest. Under the Parent drop-down, choosethe tab you've just created. Click Save.


Parent tab selection

Do the same for every tab you wish to nest. The tab will disappear from the tab strip and reside below the newtab.

Parent tab drop-down


9 FIELDSFields are used to store document metadata and coding choices within Relativity. You can display and usefields on views and layouts.

Fields Associations

9.1 Adding a FieldTo create a new field, go to the Fields tab and click New Field.

New Field button

The New Field form appears with required properties in orange and optional fields in gray. The following sec-tions in themanual discuss the fields listed under each heading in the New Field form.

9.1.1 Object

Object Type Drop-down


n Object Type determines the object that is used to classify the field.o Object types are created in the Object Type tab. For more information about object types, see

Object Types.o If you are unsure about which Object Type to select, ask yourself “What object do I want to add

information to?” The answer is your object type. For example, if you’d like your new field tostore information about a document, select Document.

Note: You can create new objects within Relativity. These custom objects are securable, non-document objects within your workspace. They can be connected to documents, and toeach other, allowing you to create powerful custom applications within your workspace.

9.1.2 Field Information

Field Information Display

n Name is the field’s name. This must be between 1 and 50 characters.n Field Type determines the field’s functionality and presentation. For example, a Yes/No field type indi-

cates that the reviewer must choose a value of either Yes or No to edit the field. The Types in this list aredescribed in Field Types on page 55

n Length is the length of a fixed-length text field.o The default length is 255 characters.o Themaximum length is 4,999 characters.

n Required determines whether the reviewer must populate the field with information in order to con-tinue with the review process. This does not apply when loading workspace data; it only applies whencoding documents using layouts.

n Include in Text Index adds the field values to the workspace’s SQL text index.n Unicode allows foreign language characters. Unicode encoding must be enabled before loading any Uni-

code data into the field.n Identifier indicates if the field is the workspace’s unique identifier with a value of Yes or No. By default,

this drop-down is grayed out and cannot be edited.n Available in Viewer displays this field in the Viewer, allowing the reviewer to check text against the orig-

inal document or image. This setting is only editable for long text fields with a Document object type. Ifthis is set to Yes, the field is available in a drop-down on the Extracted Text setting in the viewer. Thisfield is not available in the drop-down if is empty for the current document or if the reviewer does nothave permissions to it. Copies of reflected fields are not available in this drop-down.


n Formatting determines the field’s format and only applies to the following fields:o Date

n Date format displays only the date.n Date Time displays the date and time.

o Whole Numbern None displays the number as a string of numbers.n Integer displays the number with commas separating each group of three digits.

n Available in Field Tree places the field and its choices in the Field Tree browser.o By default, this is set to No.o For Document Object Type fields, this property is editable when the Field Type is Single Choice,

Multiple Choice, Single Object, or Multiple Object.o For non-Document Object Type fields, this property is editable when the Field Type is Single

Choice or Multiple Choice only.n Field Tree View is used to select a view that determines the values and the order that they are dis-

played the Field Tree. It also determines the views displayed in the pickers available when you set con-ditions for searches and views.

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 Viewwill reflect the default value

of <All Items>.o In order to have the ability to choose a View in the Field Tree View drop-down, the field must be

Single Object or Multiple Object.o To the right of the Field Tree View drop-down are two icons:

n Edit View allows you to edit the view via a popup that takes you to the Conditions (Step 3of 4) of the wizard.

n Create View allows you to create a new view from step 1 of the wizard. The process of cre-ating a new view is covered in the Views section.

o When a user-defined view is selected for the Field Tree View, the sort order of that view isrespected. If no sort order is defined in the user-defined view, the sort order will be Artifact ID.

n If Search Terms Reports is chosen as the associated Object Type, and you are adding the field to theField Tree View, only search term report items with a status of Completed will appear in the Field Tree.

Note: For the Field Tree View, you can select any view you have rights to see; however, youwill receive a warning when attempting to save the field if the selected View is personal. Ifyou edit the view that has been selected as the Field Tree View, you will receive a warningwhen attempting to save it as a personal view.

n 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.

Note: Using “allowHTML,” you can configure Relativity to throw an alert, when the field is


displayed in a view or layout. See the section Adding HTML Alerts and Links.

n Open to Associations determines whether an object field can display its information on an associatedobject field. For example, you have two associated objects: Custodian and Company. If you add a fieldon the Company – its address – you might want to display that address on a Custodian. To accomplishthis, create an address field and mark it as Open to Associations: Yes. This action creates two fields:

o Address - a company object fieldo Company address - a custodian field

9.1.3 Adding HTML Alerts and LinksIf a field is created with the AllowHTML value set to Yes, Relativity can be configured to throw an alert when adocument is opened. For example, you may want to alert a user that the document contains com-ments/tracked changes to ensure the document is reviewed the in both its original and edited state.

Note: When sending data out for processing you can request a Yes/No field be created to indicate if a doc-ument has comments or tracked changes. This will allow you search for these documents in Relativity inorder to apply an alert message.

To add an HTML alert, create a New Fieldwith a field type of Long Textwith the Allow HTML field set to Yes.Next add the newAlert field to an existing Layout. Select Add Field next to the layout name. Choose the Alertfield. Set Read Only to Yes. Leave all other fields as default. Click Save.

Edit Field Layout

Locate the documents that you want associated with an HTML alert. (These documents may contain com-ments or tracked changes, as indicated by your vendor.) You may want to create a Saved Search based onthese documents. When you have identified your documents, go to theMass Operation bar. In the first drop-down select All and in the second select Replace. Click Go.


Mass Replace

TheMass Replace form displays. Select your field from the drop-down and then the action Replace EntireField. In the Text box place the HTML alert; you may wish to use the example below:<script>alert('Document contains tracked changes and comments. Please be sure to view the documentwith the native application.');</script>

Mass Replace

Click Save. The field will now be replaced with the HTML text data alert, which will display when viewing thedocument.

Example HTML Alert message


You can also use an AllowHTML enabled field on a layout to search through the active document for all occur-rences of a specific phrase. Add the field to the layout and then place in the following text: <a class="D-ocumentFieldsLink"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 thelayout. Clicking on the term will cycle through the document, highlighting the hits.The example below used the term “demo.”

Layout Key Phrase Link

9.1.4 Field TypesThe following field types are available in Relativity:

n Fixed-length text is a text field with a limited length.o Maximum technical limitation of 4,999 characterso Examples: Email From, Email Subjecto While a fixed-length text field can technically store up to 4,999 characters, there are two major

performance considerations:n Fixed-length text fields larger than 500 characters are not optimal.n Go to the Object Type tab and select the Document object. The Control Panel section con-

tains a usage field showing howmany of your 8,060 bytes are remaining.n The sum of all fixed-length text fields should not be larger than 8,060 bytes.

n Long text is a text field larger than 4,999 characters.o The technical limitation of a long text field is 2 GB, but Relativity is usually set to stream only files

smaller than 50MB. Themaximum file size is set in the configuration table. The ConfigurationTable document can be downloaded from the Customer Portal.

o Examples: Email To, FullText.n Date stores the date, or date and time.

o Dates must be in a valid format. For example, 01/00/2000would not be accepted. Attempting toload an invalid date will produce an error.


o Many formats are accepted, including SQL-accepted formats that match your SQL server’sregional settings. However, the date will display as mm/dd/yyyy for the US, or dd/mm/yyyy forthe UK.

o Example: Email Sent Dateo When entering a date field you can use the picker to choose from a calendar or enter a date

directly in the field.n Whole number is a numeric field that can store any natural numbers or their negatives.

o This value cannot exceed 2147483647.o Example: Page Count

n Decimal is a numeric field that may include decimals.o Maximum of 15 digits before the decimal, 2 digits after the decimalo Example: Percentage

n Currency is a numeric field in currency format. The format is set based on the settings of the SQL serverhosting Relativity.

o Maximum of 10 digitso Example: Amount Sold

n 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

n A Single-Choice has a predetermined set of values called choices; only one valuemay be chosen. Forexample: Responsiveness.

n AMultiple-Choice has a predetermined set of values called choices; more than one valuemay bechosen.

o Choices may be nestedo Example: Issues

n User is a field type that contains Relativity users with rights to the current workspace. Depending onthe function of the field in Relativity, the list of users may be filtered to display only members of thenon-administrative groups added to the workspace, or system administrators and non-administrativegroup members as illustrated in the following table.

User Field Function Users Displayed in FieldAdded to layout Non-administrative group members of a workspaceAdded to review batch Non-administrative group members of a workspaceUsed as an owner on a saved search System administrators and other group members of a work-

spaceAvailable as saved search condition System administrators and other group members of a work-

space

Note: The Assigned To field displays user information in the format “Last Name, First Name”. Youmust use the email address of the user when loading this field in Relativity. For example, you wouldload a user named John Smith as [email protected].

n File is a field that allows you to upload a file for a non-document object. When you add a File field, Rel-ativity automatically creates File Size, File Icon, and Text fields for the object.


n Single Object is a field type that you can use to define a one-to-many relationship between twoobjects. The Single Object field is added on the object selected in Object Type option. It is then used tocreate a one-to-many relationship with the object selected in with the Associative Object Type option.For example, you could use a single object field called Sender Domain to create a relationship betweenemail messages and the domains of their senders. You add the Sender Domain field on an object oftype Document, and associate it with an object of type Domain. By doing so, you used a single objectfield to create a one-to-many relationship, since each email message can originate from only onedomain, but many different domains are available.

Single Object Field with Associative Object Type

n Multiple Object is a field type that you can use to define a many-to-many relationship between twoobjects. TheMultiple Object field is added on the object selected in Object Type option. It is then usedto create a many-to-many relationship with the object selected in the Associative Object Type option.In this example, you could use a multiple object field called Recipient Domains to create a relationshipbetween available domains and the email recipient domains from email messages. You add the Recip-ient Domain field on an object of type Document, and associate it with an object of type Domain. Bydoing so, you used a multiple object field to create a many-to-many relationship, since you can havemultiple domains, and each recipient of an email message can have a different domain.


Multiple Object Field with Associative Object Type

Relativity automatically creates two fields when you defineMultiple Object field type. As in the fol-lowing illustration, the first field named Recipient Domains is simply a field with the Object Type of Doc-ument. The second field represents the relationship between the Object Type and the AssociativeObject Type, such as Recipient Domains and Domain.

Auto-Created Multi-Object Fields

n Associative Object Type is an object that the Single Object or Multiple Object field type uses to createa relationship. The objects selected in the Object Type and Field Type options determine the availableassociative object types.

9.1.5 PropagationPropagation inside Relativity is used to automatically force a coding value to a specified group of relateditems. For example, a user can tag a document as Responsive and have the value propagate to that doc-ument’s family members.The propagation function is useful for enhancing workflows in the document review process, especially whenimplemented in a larger workspace, since 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 rela-tional fields set for the workspace. In the above screenshot you see Duplicates, Family, Similar Documentsand Content Analyst Index - Similar Documents. Click Save.When coding a document that has been identified as relational, the propagation function will automaticallycode the related documents with the same value. In the example below, the document AS000005 is coded asNot Responsive.

Document Layout

In the Family documents listed on the Related Items pane, you can see that the responsiveness value enteredin the layout above has been applied to all documents contained in the family.

Family Documents View

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 doc-uments.Note that propagation does not cascade or cause chain reactions, meaning that only the documents in thesaved 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 iscoded as Responsive, these actions will occur:

n Child email attachments will be coded as responsive (Family propagation)n Duplicate emails of the parent will be coded as responsive (Duplicate propagation)n Duplicates of the child attachments will not be coded as responsive. (This action would be a Duplicate

propagation triggered by Family propagation.)9.1.5.1 Applying Propagation to Documents in Multiple GroupsWhen propagation is applied to multiple related items groups – for example, Duplicates and Email Families – itis important to understand how documents will be coded in specific scenarios.

Note: If the reviewer’s Skip function is enabled, documents where the conditions of the view is met andpropagation was applied will automatically be skipped. This helps expedite the review process. For moreinformation, please see the Users and Review Layout Options sections.

The following scenarios illustrate how propagation will be applied to a set of documents. Assume that prop-agation is active for both Email Families and Duplicates. There are two email families:

n AS000001 – AS000005n TS000007 – TS000011

Within these families, two documents are duplicates:

n AS000003n TS000009

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 AS000002would tag only the family – indicated in blue.

Mass editing AS000002 and AS000003would tag the family, and the duplicate – indicated in blue.

Mass editing AS000003 and TS000009would tag all of the listed documents.


Note: Propagation is a valuable feature but needs to be clearly communicated to all users. There is nowarning to signal that propagation is being applied, so education is important. You may want to add atextbox to any affected layouts indicating that propagation rules are being applied.

9.1.6 List PropertiesList Properties control how an item is displayed in a view. Views are lists of items in Relativity and are coveredin the Views section.

List Properties Display

n Linked sets the field as a hyperlink.o In the example below, the Date field was set to linked: Yes. As a result, date is a hyperlink in the

view. Clicking the date entry launches the document AS000001 in the viewer. Similarly, clickingany link within the document will also launch the document in the viewer.

Date Hyperlink

n 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, thefilter type will downgrade to a textbox filter and write an error in the Error Log.


Note: The List filter type should only be used for single-choice lists and Yes/No fields. Applying listfilters to other fields may severely impact system performance.

n TextBox displays a textbox that can be queried for text. Several Search operators can be used in thefilter box. See the Relativity Searching Manual.

n Multi-List displays a list where one or more fields can be selected to filter on.n Boolean displays the Boolean choices for the field, allowing users to select one option. n CustomOnly (Advanced) allows you to search using the interface below, combining different search

terms and operators. The operators below are used for a fixed-length text fields. Depending on the fieldtype, you will see different operators.

Custom Only / Advanced Interface

n Popup displays a popup picker from which you can select multi-choice and multi-object values to usewhile filtering a list or modifying criteria in a saved search or view. You will be able to access this popupfrom the following:

o Layoutso Field Filters (via a Select…button)o View Conditionso Advanced Search conditionso Mass Edit window - This picker is accessed via the Check and Uncheck buttons next to the field

name. For more information on how themulti-choice/object popup picker functions, see the sec-tion Mass Edit.

o This filter is available for the following field types:n Single objectn Multiple Objectn Single Choicen Multiple Choice


Note: In the popup picker view drop-down, you can select any view you have rights to see; how-ever, you will receive a warning when attempting to save the field if the selected popup picker viewis 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.

Multi-Choice/Object Popup Picker Filter

n 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.

n Allow Sort/Tally allows you to sort document lists based on the field.n Width is the width (in pixels) of the column in the view. This field may be left blank to accept Relativity’s

default, or you may enter your own value.n Wrapping:

o If you select Yes, wrapping includes all of a field’s text, displaying the contents on multiple lines.o If you select No, the field spreads as far right as necessary within the width in order to display the

text.n Allow Group By - if set to yes, the field will be available to group by when using pivot.n Allow Pivot - if set to yes, the field will be available to pivot on.n For more information on the Pivot function, see the User Manual.

Note: depending on the field type you are creating, only specific filters will be available for selection:

n List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List, Usern TextBox - Fixed Text, Long Text, Date, Whole Number, Decimal, Currency, Object




n Custom Only - Fixed Text, Date, Whole Number, Decimal, Currencyn Multi-List - Single Choice List, Multiple-Choice Listn Boolean - Yes / No

9.1.7 Yes/No Field Display ValuesYou can display different values for Yes/No fields in the database.

Yes/No Display Values

These display values may be edited at any time; previously-tagged items will update to the new value.

9.1.8 Relational Field PropertiesWhen creating or editing a fixed-length text field, you have the option ofmaking it relational. A relational fieldis used to identify a group of related documents, such as families, duplicates, or near duplicates. For example,MD5Hash is commonly used to identify duplicates.

Relational Field Properties

The relational field properties are described in the following list:

n Relationalmust be set to Yes to identify the field as relational. Once this is set to Yes, the FriendlyName, Import Behavior, and Order fields become required in order to save the field.

Note: You can set the relational field properties only on fixed-length text fields that do notexceed 450 characters.

n Friendly Name is a label for the relational field that users can easily understand. For example, youcould rename a relationalMD5Hash field to Duplicates, since it is used to group copies of the same doc-ument. This name is displayed in the Include Related Documents box on workspaces, and in theRelated Items pane.


Include Related Documents Display onWorkspace

n Import Behavior option provides you with the ability to control how blank values are handled whenimporting values through the Relativity Desktop Client. Depending on how your vendor processesthese group identifiers, the relational field on the parent document may be blank. Select an option todetermine how blank fields are imported:

o Leave blank values unchanged: Relativity imports the fields with blank values.o Replace blank values with identifier: Relativity updates the blank relational field with an iden-

tifier value.

Note: When you append documents through the Relativity Desktop Client with a relational field’sImport Behavior set to Replace blank values with identifier, blank values will be replaced on thatrelational field even if it is not mapped to a load file field.

n Pane Icon is used to select and upload an icon for display in the Related Items pane of the CoreReviewer Interface. Users can click on the icon to display a list of items grouped by this relational field.You can download an icon from kCura Support site (http://kcura.com/relativity/support/), or you canupload a custom icon. Icons should not be larger than 16 x 16 pixels.

n Order indicates the position of the Pane Icon on the Related Items pane. At the bottom of this pane,you will see the icons ordered from left to right. Use the following guidelines when ordering icons:

o Icons with low order numbers are displayed to the left.o Icons with the same order number are sorted alphanumerically.o The order number can be any positive or negative integer.

Note: If you order icons by groups of 10 (such as 10, 20, and 30), you can easily insert another iconwithout having to reorder the existing ones.

n Relational View is the view that will appear in the Related Items pane. Documents pulled back by thisviewwill be determined by shared values in this field. You are unable to select a view that contains

http://kcura.com/relativity/support/


conditions here, nor can you add or edit conditions of a view referenced by a relational field. Note alsothat you cannot make a relational view personal. This field contains the Edit View and Create Viewicons, which allow you to edit the view selected or create a new view, which will automatically beselected as the Relational View value.

n View Order button provides you with the option to view how icons are currently ordered in theRelated Items pane. The Order Reference pop-up displays the leftmost icon at the top of the list.

9.1.9 Keyboard ShortcutIn this section, you can specify a keyboard shortcut for the new field. The following field is optional:

n Keyboard Shortcut allows you to define a keyboard shortcut for the document field you are editing orcreating. 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 theshortcut.

o Alt designates the Alt key to work in combination with the key you specify to trigger the short-cut.

o Shift designates the Shift key to work in combination with the key you specify to trigger theshortcut.

o Key is a drop-down from which you select the letter or number to use in combination with theCtrl, Alt, and/or Shift checkbox(es) you selected above.

Note: Ctrl and/or Alt must be used or you will get an <Invalid Keyboard Short-cut> warning next to the Key drop-down.

CTRL and/or Alt must be used or you will receive an <Invalid Keyboard Shortcut> warning next to the Keydrop-down.

Keyboard Shortcut Field Set

For a list of shortcuts reserved for Internet Explorer, See Relativity Keyboard Shortcuts on page 76. You can-not save duplicate keyboard shortcuts.

Note: You can modify the key combinations for system keyboard shortcuts if you have security per-mission for the Admin Operation calledModify System Keyboard Shortcuts. For more information, SeeRelativity Keyboard Shortcuts on page 76.


9.1.10 Relativity ApplicationsUnder the Relativity applications heading you can add your field to an application and arrange for choices tobe added.

n Relativity Applications allows you to associate this field with an application created in the RelativityApplications tab. Click the ellipsis to display an item list that allows you to select an existing application.This option is only available for those who have theManage Relativity Applications permission underAdmin Operations.

n Auto Add Choices will automatically add all choices associated with a Single or Multiple Choice field toan application. This property is only applicable for Single and Multiple Choice fields. If you are changingthis property from “No” to “Yes”, and this field has already been added to applications in your case, thechoices will not be automatically added until you re-add the field to each application. The RelativityApplications property in this section lists each application to which this field is currently assigned.

9.1.11 OtherThe 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 Keywordsn Notes


n Save records the entered information and displays the Field Details page. This page outlines the savedinformation. There are four buttons available:

o Edit allows you to edit the field information.o Delete removes the field from Relativity. After you click Delete, a confirmation message is dis-

played with theDependencies button.See Displaying the Dependencies Report on page 407.

Note: You will be unable to delete fields that are part of summary reports, or


Bates fields for productions.

o Back redirects you to the field list appears.o Edit Permissions allow you to establish rights for the field.o View Audit displays the field's audit history.

Note: By clicking Edit Permissions, you are only editing rights for the selectedfield. By default, the Fields tab is secured according to the workspace-level fieldrights. For more information about permissions, see the section Workspace Per-missions.

n Save and New records the entered information and launches a blank New Field form.n Save and Back records the entered information and redirects you to the field list.n Cancel aborts the field creation process and discards any entered information.

9.2 Editing Field InformationTo edit a field, go to the Fields tab and click the Edit link next to the desired field.

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.

Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 147.

9.3 System FieldsThere are several system fields that will be in all Relativity workspaces.


n Artifact ID is Relativity’s unique identifier for all database objects.n Batch, Batch::Assigned to, Batch:: Batch Set, Batch:: Status are fields that store values related to any

document batches. For more information about batching, see the section Batching.n Relativity Compare can be added to a view allowing you to compare the text of one document to

another.n Control Number is the workspace identifier. You can rename this field.n Extracted Text stores any FullText or OCR you load into Relativity. It is available as a radio button in the

viewer and for searching.n File Icon is an icon that represents the document’s Relativity Native File Type.n Folder Name is the name of the folder where the document resides. Note that this is just the location

folder, not the full folder path.n Has Images is a yes/no field that indicates whether a document has images.n Has Natives is a yes/no field that indicates whether a document has natives.n Has Inline Tags is a yes/no field that indicates whether a document has a right-click tag annotation.n Relativity Image Count stores the number of non-production images associated with a document.n Relativity Native Time Zone Offset is a numeric field that offsets how header dates and times appear

in the viewer for emails. If the value in this field is blank or 0 for a document, then the date and time isdisplayed as Coordinated Universal Time (UTC). You can enter a whole number in this field, positive ornegative, to offset the time from UTC to the local time zone. For example, if the document was from USCentral Time (CST), you would enter “-6” in the field, because CST is UTC-6.

Note: The Native Time Zone Offset field controls how the header dates and times for all emailmessages are displayed in the viewer. It does not modify the actual metadata fields asso-ciated with these displayed values. This field also controls the date and time displayed onredacted and annotated images. Therefore, it is important that you review and adjust theGM accordingly to avoid putting incorrect time designations on documents you intend toproduce, as this could lead to inaccurate productions.

n Relativity Native Type is the type of native file loaded into the system and is determined by the sys-tem.

n Supported by Viewer is a yes/no field that indicates whether the native document is supported by theviewer.

n System Last Modified On represents the date and time the document was last modified.n System Last Modified By represents the user who last modified the document.n System Created On represents the date and time the document was created.n System Created By represents the user who created the document.n <Markup Set Name> is a field created when a markup set is created. Its values are:

o Blank when the document has no highlighting or redactions for themarkup seto Has Redactions when the document has redactions for themarkup set.o Has Annotations when the document has highlights for themarkup set.

n <Production Name> is a field created when a production is created. This field stores how the documentwas added to a production. It will be blank, or contain Images Only, Natives Only, or Images andNatives.

n Production Alerts is a yes/no field to warn of any production execution problems.


9.3.1 Relativity CompareRelativity Compare is a system field that compares the extracted text of two specified documents, allowingyou to understand the key differences. This is particularly useful when working with groups of near duplicatesor conceptually similar documents.

This field can be included in any view and will display the Relativity Compare icon. For more informationsee the Relativity User Manual.

Note: The comparison is based on the documents' extracted text.





10 CHOICESChoices are the predetermined values that are applied to single and multi-choice list fields. Choices are used incoding fields to allow users to record decisions on a document. For example, a Responsiveness Field may havechoices like Responsive, Not Responsive or Not Sure.The NewChoice form appears, with required field in orange and optional fields in gray.

10.1 Adding a ChoiceTo create a new choice, go to the Choices tab and click New Choice.

New Choice button

The NewChoice form appears, with required field in orange and optional fields in gray.


New Choice Form

The fields options for a choice are:

n Field is a single or multi-choice list field in which the choice belongs.n Name is the choice value. Choice names can be up to 200 characters.n Order is a number that represents the position of the choice in relation to the field’s other choices. The

lower the number, the higher the position on the list. Items that share the same value are sorted inalphanumeric order. Pane order may be any integer positive or negative). No decimals are allowed.

Note: It’s always a good idea to set tab order by 10's, starting with 10, then 20, then 30, etc. Num-bering in groups of 10 allows you to insert an item into any position later in the workspace withoutthe need to reorder all items (e.g., 10, 20, 25, 30, 40).

n Parent choice allows you to select a parent choice belowwhich the current choice will nest. Be awarethat once you have set your family of choices and tagged values, editing a parent choice will causeinconsistencies.


Note: If you need to change a parent choice, create a new choice family, mass-edit the applicabledocuments, and then remove the old choice.

n Highlight Color allows you to set the annotation for the choice. For more information about right-clicktagging viewer text as a choice, see the Relativity User Guide.

Note: Highlight color applies to multi-choice lists only and does not appear as an option in single-choice list forms.

n Keyboard Shortcut designates a keyboard shortcut for the document choice you are editing or cre-ating. This can then be used to code and edit documents in the core reviewer interface. You will stillneed to be in edit mode before you can use keyboard shortcuts for choices. This setting is only avail-able 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 short-cut.

o Alt designates the Alt key as part of the combination used to trigger the keyboard shortcut.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.n CTRL and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warning next

to the Key drop-down.For a list of shortcuts that you are unable to use because they are reserved for Internet Explorer, pleasesee the Keyboard Shortcuts section of this document. The system will not allow duplicate keyboardshortcuts.

Additionally, there are two optional fields where extra choice information may be recorded.

n Keywordsn Notes


n Save records the entered information and displays the Choices Details page. This page outlines thesaved information, plus any associated fields or parents. There are four buttons available on theChoices Details page:

o Edit allows you to edit the choice information.o Delete removes the choice from Relativity. After you click Delete, a confirmation message is dis-

played with theDependencies button. Additional information regarding the dependenciesreport is available in the Deleting Object Dependencies section. See Displaying the DependenciesReport on page 407.

Note: You will be unable to delete choices that are part of summary reports or thathave been applied to any documents.

n You will be unable to delete choices that are part of summary reports, or that have been applied to anydocuments.


o Back redirects you to the choice list.o View Audit shows the history of the groupo Save and New records the entered information and launches a blank NewChoice form.o Save and Back records the entered information and redirects you to the choice list.o Cancel ends the choice creation process and discards any entered information.

10.2 Editing Choice InformationTo edit a choice, go to the Choices tab and click Edit next to the desired choice.

Edit Choice Link

You may also edit choice information by clicking the choice’s name. This redirects you to the Choices Detailspage as described above. Click the Edit button to access and change the choice information.

Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 147.


11 RELATIVITY KEYBOARD SHORTCUTSKeyboard shortcuts allow you to accelerate review by triggering edit and navigation actions in the CoreReviewer Interface, thus eliminating the need for multiple mouse-clicks. Keyboard shortcuts are enabled bydefault and can be used to change viewer modes, populate choices, save edits, cancel edits, and movebetween and within documents. To disable shortcuts, click on the ( ) icon.By default, standard user actions have been assigned system keyboard shortcuts, which are listed in the short-cut legend along with those used by Internet Explorer. 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 InternetExplorer print option.

Keyboard Shortcut

Users with permissions to edit fields and choices can create additional shortcuts via the Keyboard Shortcutsproperty on the Field and Choice.

Note: You can modify the key combinations for system keyboard shortcuts if you have security per-mission for the Admin Operation calledModify System Keyboard Shortcuts. For more information, SeeManaging System Keyboard Shortcuts on page 40.

11.1 Keyboard Shortcut LegendClicking the ( ) icon in the Core Reviewer Interface displays the Keyboard Shortcuts legend. This legendincludes the following sortable columns:


n Keyboard Shortcut is the key-combination used to execute the shortcut during document review.n Action is the action that results from using the keyboard shortcut.n 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.n Category lists the shortcut type. Below, the legend displays only those shortcuts designated by the Sys-

tem and Internet Explorer. If you configure additional shortcuts via Field and Choice properties, thesewill be displayed.

n Keyboard Shortcut Tips are listed above the legend:n Shortcuts only execute in the Core Reviewer Interface.n Shortcuts only execute in the Viewer Modes listed in the legend.n 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.

Keyboard Shortcuts Legend


11.2 Shortcuts for System ActionsWhen reviewing a document, the user can execute the following shortcuts in the following areas of the CoreReviewer interface:For viewer mode actions:

n Alt+E – Switch to Extracted Textn Alt+I – Switch to ImageModen Alt+N – Switch to NativeModen Alt+P – Switch to Productions Moden Alt+V – Switch to Viewer Moden Alt+M – ToggleModes (Draft, Normal, Preview)

For navigation within a document:

n Alt+Left Arrow – Page Upn Alt+Right Arrow – Page Downn Alt+Up Arrow – Previous Annotationn Alt+Down Arrow – Next Annotation

For navigation in Imagemode:

n Alt + Left Arrow – Previous Imagen Alt + Right Arrow – Next Image

For Layout actions:

n Alt+Space – Editn Alt+S - Saven Alt+Enter – Save and Nextn Alt+Z – Canceln Alt+Shift+Z - Copy from Previous

For navigation between documents:

n Alt+Page Up – Previous Documentn Alt+Page Down – Next Documentn Alt+Home – First Documentn Alt+End – Last Document

The following key combinations are not available for user-defined shortcuts:

n System Keyboard Shortcutsn The following IE shortcuts:

o Ctrl+A - Select Allo Ctrl+C - Copyo Ctrl+F - Findo Ctrl+P - Printo Ctrl+Shift+T - Reopen Last Tabo Ctrl+T - New Tabo Ctrl+V - Pasteo Ctrl+X - Cut


Note: You can modify the key combinations for system keyboard shortcuts if you have security per-mission for the Admin Operation calledModify System Keyboard Shortcuts. For more information, SeeManaging System Keyboard Shortcuts on page 40.

11.3 User-Defined ShortcutsAny user with permissions to create and/or edit a field or choice can create keyboard shortcuts. Shortcuts canonly be configured for Document fields and their associated choices.Shortcuts can be defined for most field types, but because the action that a shortcut triggers depends on thelayout display type selected for the fields and choices, you should use the table below as a reference. Forexample, a shortcut associated with a field or choice that uses a popup picker as its display type will trigger noaction.You can configure user defined keyboard shortcuts on the Field and Choice pages. These properties are iden-tical to each other. To configure a Field or Choice shortcut complete the following:

1. Click theNew Field button in the Fields tab.2. Give the New Field the following parameters:

n Object Type: Documentn Name: <required shortcut name>n Field Type: <data appropriate>n Required: Yesn Keyboard Shortcut:

o Check the Ctrl boxo Check the Alt boxo Choose S from the drop-downo If this shortcut is valid, you will receive a message saying <Valid Keyboard Short-

cut>Keyboard Shortcut Property>

Keyboard Shortcut Section of Field Setup

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.


11.3.1 Document FieldsThe following table outlines what Document Field types users can define shortcuts for and what behavior theshortcuts trigger:

Field TypeCan defineshortcut?

Layout DisplayType

Behavior

Fixed Length Text Yes Text Focus jumps to textbox

Long Text Yes Text OnlyRich Text

Focus jumps to textboxNO ACTION

Date Yes Date Focus jumps to textboxWhole Number Yes Integer Focus jumps to textboxDecimal Yes Decimal Focus jumps to textboxCurrency Yes Currency Focus jumps to textbox

User Yes Drop-downPicker

Drop-down choices are toggledNO ACTION

Boolean Yes CheckboxDrop-downRadio buttons

Checkbox state is toggledDrop-down choices are toggledRadio button selected

Single Choice No

Multiple Choice NoSingle Object NoMultiple Object No

File

11.3.2 Document ChoicesThe following table outlines what Document Choices users can define shortcuts for and what behavior theshortcuts will trigger:

Choice TypeCan defineshortcut?

Layout DisplayType

Behavior

Document SingleChoice Field

Yes Radio buttonDrop-down

Choice is selected /deselectedChoice is selected /deselected

Document MultipleChoice Field

Yes CheckboxPopup picker

Choice is selected /deselectedNO ACTION

11.4 Special ConsiderationsKeep in mind the following when using or configuring keyboard shortcuts:


n Keyboard shortcuts are active when:o Keyboard shortcuts are enabled.o Focus is in the Core Reviewer Interface.o The viewer is docked.o The viewer is undocked and IE only has one tab open.

n Keyboard shortcuts are not triggered when:o Keyboard shortcuts are disabled.o Focus is not in the Core Reviewer Interface.o The stand-alone document viewer is launched.o The viewer is undocked and IE has more than one tab open.o A document is viewed in Nativemode.

n If the shortcut overlaps with that of another open program, both shortcuts will be triggered. For exam-ple, if a program installed on a user’s computer uses the CTRL-ALT-R shortcut, clicking CTRL-ALT-R willtrigger that action regardless of whether a user is in the Core Reviewer Interface. To use keyboard short-cuts in this scenario, the user should exit out of the program that has overlapping shortcuts.


12 IMPORTINGYou can import document load files as well as image and production files through the Relativity Desktop Client(RDC). This section describes how to use the features in the RDC installed on your local machine to performimporting and other related tasks. Information regarding the installation of this utility is available in the Rel-ativity Desktop Client Installation and Setup section. See Relativity Desktop Client Installation and Setup onpage 410.

12.1 Importing a Load FileYou can use a document-level load file to import document metadata, native files, and extracted text.

Note: The RDC imports only metadata for native files with the size of 0 KB. In the RDC, the Warnings tabdisplays a message indicating that the file is empty and only metadata has been loaded for the record. Inthe viewer, users will see extracted text when it exists for the file. If the file has no extracted text, users willsee a blank placeholder, and no viewer options will be available. For more information, see ConfigurationSettings for the RDC.

Click Tools on themenu bar, and select Import | Document Load File to display the Load File tab.


Load File tab

12.1.1 File and Import Menu OptionsThis section describes the File and Importmenu options available on the Import Document Load File window.

n Filemenu includes these options:

o Load field map recalls all settings saved from the previous load. You may choose the set-tings saved in the “.kwe” file, or you may use another load file.

o Save field map saves the setting from your current load file for later use. The file createdhas a “.kwe” extension.

o Close exits the import load file window.o Refresh reloads the application refreshing the view.


File Menu

n Importmenu includes these options:o Preview file displays the first 1000 documents in the load file. Only matched fields are shown.o Preview error checks the first 1000 documents for potential loading errors.o Preview choices and folders is a pop-up that displays:

n The number of folders you create in the browser.n The number of choices you create by importing the records.n Run this preview to ensure that you havematched the correct fields. For instance, if you

were expecting to create 20 or so folders in the browser during your import, but the pre-view shows 13,342, you know you have selected you the wrong field.

o Import file loads the documents into the database.o Send email notification upon completionwill send an email to the logged in user when

the import is completed. If a check mark sits to the left, it is enabled. To enable or disable,simply click on the setting once.

o Force folder previewwill check the first 1000 records of the load file and report thenumber of folders created. It is initiated when you begin the import. If more folders aregoing to be created than expected you might wish to cancel the import and verify yourfolder information field. Relativity does not allow for mass deletion of folders in thebrowser if they are incorrect.

Note: If a checkmark displays to the left, the option is enabled. Click on the option toenable or disable it.


Import Menu

12.1.2 Selecting Settings for a Document Level Load FileTo select your document level load file, click on the load file ellipsis (...). Enter the correct settings for the loadfile. The Relativity defaults are shown below.

Load file defaults

n Check the first line contains column names option if your load file has a header.n 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.n Source Encoding is a drop-down containing themost common encodings for load files. Choose the

encoding for your file. This setting does not have a default value. If your file contains 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. Use the following guidelines:o Relativity uses auto-detection when determining the encoding of your text files. If it finds a dif-

ferent file type in your text files it will change to the appropriatemethod.o If you change the load file’s encoding, the change is applied immediately and displayed in the col-

umn header preview.o You can audit the encoding of the load file.o When previewing your import file, you can also preview the encoding of the extracted text files.o The ellipsis next to the encoding drop-down brings up a Pick Encoding window displaying addi-

tional encoding types.

Pick Encoding Window

n The question mark icon ( ) next to the Pick Encoding ellipsis provides additional information on thedifferent features and considerations of Unicode encoding.

n Use the characters section to set your load files delimiters.o Column delimiter is the character used to separate columnso Quote is the character used as the text qualifiero 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 hierarchy.

Consider a field that is imported with the following values: “Hot\Really Hot\Super Hot; Look at Later”With themulti-value delimiter set as “;” and the nested value delimiter set as “\"”, the choices would appearas:


The File Column Headers section may display the following message when you first select the load file:

File Column Headers

After you specify the encoding, the headers section displays the fields in the load file; this parsing is based onthe delimiters set. If your file columns headers are not lined up on top of each other in a list, you will see thedelimiters in the file and the load delimiters need to be changed to match the load file. Check your load fileand update your delimiters as needed.The fields will be displayed in alphanumeric order. Each field has a numeric value in parentheses that indicatesthe position on the field within the file. For example, in the above example, control number is the first column;Application Name is the second.

Headers List

When you have the load file tab settings selected, click on the field map tab. The field map tab allows you toconfigure how your data is loaded into Relativity.


Field Map tab

12.1.3 Field MappingAs illustrated below, the field map tab is divided into different sections. The field mapping section determineswhich fields are loaded from your load file into your database, and which workspace fields they are loadedinto.

Note: Before importing relational fields, you may want to review the Import Behavior option on the Newor Edit Field form. This option allows you to determine how blank values are handled in relational fields.See Relational Field Properties on page 65.


Field Mapping Display

The Case Fields window (far left), contains all fields available in your workspace.

Note: If you are importing a field that contains more than 200 choices, these choices will automatically bedisplayed in a Popup Picker. If duplicate choices exist for the field, an error will occur.

The Load File Fields window (far right), contains all fields available in the load file.

Note: Each row has contrasting colors. This is intended to ease the matching process for large numbers offields and has no impact on how data appears in the workspace.

To select fields to import into the workspace, map them in the center windows. In the example below, ControlNumber in the file would be loaded into Control Number in the workspace, and Date Sent from the file wouldbe loaded into 1: Date in the workspace.

Field matching

Only fields mapped in the center two sections are loaded into the workspace; the fields remaining in CaseFields and Load File Fields are ignored. The Control Number (or identifier field) must bemapped in every load.


Note: The order in which fields are matched has no impact on what fields a user sees, or in what order thefields are displayed. Users see and interact with database fields through views and layouts; both are com-pletely customizable.

12.1.4 Overwrite and Overlay IdentifiersTheOverwrite section determines the type of load.

Overwrite Drop-down

Select one of these options:

n Append Only loads only new records.n Overlay Only loads updates existing records only. You must include the workspace identifier in an over-

lay load. This acts as a linking field and is necessary to ensure that Relativity knows where to import thedata.

n Append/Overlay adds new records and overlays data on existing records.When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier allowsyou to specify the field that links your overlay load file to the workspace.

Note: The fields in the drop-down are fixed-length fields with a manually-applied SQL index. Note that thisis NOT the same as adding the field to the full-text index. Contact your SQL database administrator toapply an index to a field.

12.1.5 Folder InfoThe Folder Info section, in the upper-left corner of the Field Map tab, is used to create the folder structure foryour workspace based on a field ofmetadata.

Folder info


If you have built, or plan to build your own folder structure that is not based on any metadata, leave thefolder info box unchecked. If the box is left unchecked, all documents are loaded directly into the folder indi-cated by the import destination.If you would like to use a field ofmetadata to build the folder structure for the workspace, check the box inFolder Info. The drop-down below the checkbox will then become available, allowing you to select any fieldfrom your load file.Relativity uses the selected field to build the folder structure. Traditionally, this field is a source or folder pathfield. Relativity looks for backslashes to indicate a new sub-folder. All folders are built under the Import Des-tination folder.If the selected field contained a value of “UB Impairment\Accounts\Bunk Accounts”, Relativity would buildthis folder structure:

Folder structure

Note: Before beginning your load, use the option Preview Choices and Folders, as described above. Thistool reports the number of folders that will be created by the load.

12.1.6 Native File BehaviorThe Native File Behavior section determines whether native files are loaded along with the database records.

Native File Behavior

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, theNative filepaths contained in column drop-down becomes available. Select the field from your load file that contains apath (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 host-ing environment, ignore the Repository section.The Repository section should only be used if the native files for the workspace already reside in a valid Rel-ativity-accessible location.


File Repository Preferences Display

The following options are available:

n Copy files from current location to selected document repository copies the files from the location inthe selected load file field to the selected document repository.

n 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 finallocation, 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 Con-figuration Table.Using either option, the selected native file path field should point to the current location of the native files.

12.1.7 Extracted TextThe Extracted Text section controls how the Full Text or OCR is loaded into the database.

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, checkthe Cell contains file location checkbox. Select the correct Encoding for undetectable files option from thedrop-down, or click the ellipsis (…) button for additional language-specific options. Note that the questionmark icon sits to the right of the ellipsis; this takes you to the same Unicode information launched via the iconin the Load File tab.The options available for Text File Encoding include:

n Western European (Windows) is windows standard encoding for English.n Unicode consists ofmore than 107,000 characters covering 90 scripts.n Unicode (Big-Endian) is the same as Unicode, except that the byte order is reversed.n Unicode (UTF-7) represents Unicode text using a stream of ASCII character. This guarantees that the

high bit will always be zero.n Unicode (UTF-8) another system for storing a string of Unicode code points in memory using 8-bit

bytes.


12.1.8 LoadingYou can begin importing documents after you select your load settings. On the Import menu, click PreviewFile to view the first 1,000 records of the file. Before continuing, make sure that matched fields displayed inthe preview are correct.

Preview File Display

On the Import menu, click Preview Errors to check the entire file for errors. If there are no errors, themessagebelow appears:

Preview errors

If you see any errors, use the error report to correct the errors, and then re-add the file(s) to the RDC.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.Click Import Files. A progress bar indicates the progress of the load.


Import Load File Progress Display

In addition to the default Summary tab, the following tabs are available:

n Errors details any errors encountered during the load.

Note: Only records with no errors will be imported into the workspace

n Progress is a detailed view of the load progress.n Warnings notify you of any loading or connection issues.n Report provides you the option to export the following:

o Error report, which is a summary of the errors.o Error file, which is a document-level load file of only erroneous records.

12.1.8.1 File Transfer ModeAt the bottom of the import load file progress box, the file transfer mode is indicated:

n Web mode goes through the web server and is the standard.n 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 infor-mation about loading in direct mode.

12.1.8.2 SQL Insert ModeSQL insert mode always shows Bulk.

12.1.9 Error HandlingIf Relativity encounters an error during the loading process, it will skip the erroneous record completely. Afterall correct records have been loaded, Relativity warns you that errors were encountered.


Error Notification

Clicking OK in the error warning box creates a new document-level load file with only the erroneous records. Ifmore than 1,000 errors are encountered during the load process, only the first 1,000 errors are recorded. Youwill be prompted to save these records to prevent any loss of data. Choose a path to save your error file andclick OK.

Error File Path folder

After you have saved your error file, you can make any necessary corrections to those records, and then per-form an Append Load. A record of these errors is also available in the Errors tab, referencing the workspacename and Artifact ID.

12.1.10 Import AuditingAfter you have imported your file, the RDC records and audits this instance in the History tab. Click Import todisplay the settings used for the import. To view the transfer rate of the load file, add the Execution Time fieldto the view, if necessary.


History Tab - Import Audit

12.1.11 Saving Import SettingsIf you commonly work with your own internal processing tools or the same vendor, you may want to save thesettings used to import a load file. You can save your settings in a .kwe file. This file contains the settings usedby the RDC for a load file import. While most settings are saved, the following settings are not included in a.kwe file:

n Selected destination pathn Advanced settings – copy files to repository

To create a .kwe file, click Save Field Map.

Save Field Map

The next time you have an identically formatted load file, use your .kwe. When you open the .kwe file you willbe prompted to select the file being loaded or you update the path in the .kwe file.Below is the text of a .kwe file. The fourth line contains an absolute path to the document-level load file to beloaded. Update this section to point to your new load file.


.kwe file

After you have updated your .kwe file, select File and Load Field Map. Be sure to test for any errors, and thenload the file.

12.2 Importing an Image FileYou can import an Opticon-formatted page-level import load file to Relativity. Relativity only accepts singlepage, Group IV TIFs, or JPGs. Select Tools | Import |Image Load File.

Import Image Load File Display

12.2.1 Import Menu OptionsThis Importmenu options available on the Import Image Load File window include:


n Check Errors goes through your load file and checks for errors.n Import File imports the file into Relativity.n Send email notification on completion, when checked, sends an email to the address you used to log

into the RDC when the image file has been loaded.n Save Settings saves your image load settings.n Load settings loads your previously saved image load settings.

Import Menu Options

12.2.2 Selecting Settings for an Image FileBefore you can import an image file, you must select settings for the options in the Image Load File window:

n Load File provides an ellipsis with which you select an image file to load.n 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.n 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.

n General | Support Image Auto-Numbering is to be used when you are importing a set of TIFFs thatshare a page identifier for each record. For example:

Shared Page Identifier

Because the page identifiers are shared per document and are not unique - you need to select Support ImageAuto-Numbering. This applies a .01, .02, and so on to the page-level identifier, creating a unique number perpage. Use the load file ellipsis (…) button to browse to your page-level load file. Relativity accepts Opticon for-mat image load files.Extracted Text | Load Extract Text loads any extracted text into the database when checked.The text files must be:


n .txt extension filesn Stored in the same directory as TIFF filesn Named in the sameway as the TIFF files

If your files are on your desktop/laptop, or if you are a consulting partner loading data into kPlex, ignore theRepository 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 undetectableimage files. The ellipsis next to the drop-down brings up a window containing more encodings. The questionmark 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 Rel-ativity-accessible location.


The following options are available:

n Copy files from current location to selected document repository copies the files from the location inthe selected load file field to the selected document repository.

n 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 finallocation, accessible by Relativity.

The default option can be set on an environment wide level. For more information, refer to the Relativity Con-figuration Table.Using either option, the selected native file path field should point to the current location of the native files.When performing an overlay, theOverlay Identifier section becomes available. The overlay identifier allowsyou to specify the field that links your overlay load file to the workspace.

Note: The fields in the drop-down are fixed-length fields with a manually-applied SQL index. Note that thisis NOT the same as adding the field to the full-text index. Contact your SQL database administrator toapply an index to a field.

12.3 Importing a Production FileRelativity allows you to import productions in order to use an external tool to execute your production, butstill use the results in your workspace. Follow these general steps for working with productions:


n Create your production set in Relativity.

Note: For more information about creating productions, See Adding a Production Set on page 180.The Bates label setting in your imported production will not be used. The numbering imported inyour Opticon file becomes the Bates numbering.

n Run the production in your internal tool and generate two files:o A document-level control file that contains, at minimum:

n An identifier field present in your workspacen Newproduction number or Bates number

o A page-level Opticon file using a production numbering or Bates numbering schemen Overlay the document-level load file into Relativity.n Import in your Opticon load file according to the following steps.n Select Tools | Import |Production Load File.

Import Production Load File dialog box

12.3.1 Selecting Settings for an Production FileBefore you can import a production file, you must select settings for the options in the Import ProductionLoad File window. The Import menu options are similar to those for image files.

n Click the load file ellipsis (…) button to browse to your page-level load file. Relativity accepts Opticonformat image load files.


n Start Line is the line of the load file where the import process begins. The default value is 0, and will loadthe entire load file.

n Numbering defaults to use load file page IDs, however if page IDs in the production are not unique youmay want to auto-number pages.

Note: Enable Auto-number pages if you are importing productions that use document level num-bering without page numbers, and include documents that contain multiple pages.

n Select Mode is set to Overlay Only because you are overlaying production images onto existing doc-uments.

n Production is the Relativity production to which the images you are uploading corresponds. Only new,empty production sets appear in this list.

n Overlay Identifier is where the field that stores overlaid document-level Bates information on the doc-ument is set.

n Repository button opens a separate dialog box with location of images.


The following options are available:o Copy files from current location to selected document repository copies the files from the loca-

tion in the selected load file field to the selected document repository.o Do not copy files to a Relativity document repository. Files already reside in a valid and Rel-

ativity-accessible location. This option should be used if the native files have already been cop-ied to their final location, accessible by Relativity.

n Extracted Text allows you to load new text for Production documents that may be revised based onredactions.

12.4 Importing with Command Line ImportYou can use theWindows Command Line to import documents into Relativity. This allows you to automatedocument importing along with other parts of your processing and integration process.For more information, see the Relativity Command Line Import Guide.


13 TRANSFORM SETSTransform Sets transform fielded data inputs based on rules called a handler. Handlers analyze a specifiedsource text field, extract text matches, and then write the results to a destination field.

13.1 Domain ParsingDomain Parsing is a Relativity-defined handler that extracts email domains from email addresses in a doc-ument set. For example, “[email protected]” will yield “example.com”. The domains returned are writtento a destination field.Domain parsing utilizes a new object to save domain information. Prior to creating a new Transform Set youwill need to create a new object and field to hold the output, as well as a saved search to select the data thatwill be transformed.Begin by creating an object. Click on theObject Type tab and select New Object Type.

New Object CreationWindow

Object Type Information:

n Name is the name of your new object, which will appear as a tab on your screen. For the purposes ofthis exercise name it Domains.


n Parent Object Typewill remain the default Workspace.n 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.

New Object Field

n Object Type is Document.n Name can be whatever description you want for holding this data. For this example we use Author

Domain.n Field Type isMultiple Object; the Object Type will be the Object you just created (Domains).

Next, create a saved search of the documents from which you will extract the data. For this example underconditions, 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 theNew Trans-form Set button.


New Transform Sets Button

The New Transform Set form appears, with required fields in orange and optional fields in gray.

New Transform Set Information

The following fields appear on the form:

n Name is the name of the Transform Set.n Data Source is the saved search on which the transform will run. You may have to create a new saved

search for the transform set, depending on your desired results.n Handler is the handler on which the transform will run. There are currently two handlers available in

this drop-down for a transform set:o Domain Parsing extracts email domains from email addresses in a document seto Conversation Index Parsing makes a relational field that groups all emails from the same thread

into a set.o Note that the Add link next to the Handler drop-down will be visible to System Administrators.

n Status is the status of the job after it has been run; the possible listings for this field are:o Pendingo Processing


o Completedo Completed with Errorso Stopped by User

n Last Run Error lists the last error encountered if the job was completed with errors.n Notes allows for additional information to be entered.

Clicking Save records and saves these settings.In the example below, we have created a new transform set with the following settings:

n Name: Email Domain Parsingn Data Source: Email Domains (saved search)n Handler: Domain Parsing

Add New Transform Information

To add a transform to the Email Domain Parsing transform set, click theNew button.Next you need to add a Transform action to the newly created Transform Set in order to specify source anddestination fields for the email domains you hope to parse.Clicking theNew button launches the Add Transform window.


Add Transform Options

All fields in the Add Transform window are required:

n Transform Set is automatically populated with the transform set you just created.n Name is the name of the transform you are adding.n 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 nameand field type. The transform will only be saved if this field is a Document object Fixed Length orLong Text field.

o The source field must be a standard text field. No identifier, associative, relational, or systemfields can be used.

n Destination Field is the field that holds the results of the process.o A popup-picker displays all fields. The transform will only be saved if the selected field is a Multi-

object field. For our example we have created a Multi-object field in the document object thatpoints to the Domains object.

Destination Field Creation

Note: If you use a Destination Field that is tied to an existing object you will overwrite the field. You will beunable to add the results of new records without overwriting the existing data.

Click Save.When saving the transform, keep in mind the following requirements:


n The source field must be either fixed length or long textn The destination field must be an object connected to the documentn If the user has field types other than fixed length or long text selected for either the source or des-

tination fields, an error message will display and the save will not complete.Below, we have created a new transform designed to extract domains from all email authors in the documentset. The transform was created with the following settings:

n Transform Set: Email Domain Parsingn Name: Authorn Source Field: Authorn Destination Field: Author Domain

Transformation Information

The saved transform is displayed on the Transform Set page with the following fields:

n Namen Source Fieldn Destination Field

Transform View

You run your transform set via the Transform Set Console in the top right corner of the window.


Transform Set Console

This console contains the following options:

n Full Runwipes 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 content in

the selected Destination field(s). Are you sure?”o This is available when:

n There is at least one transformn There is no active job

n Incremental Run runs the transform set on all documents that have not yet been run. No values aredeleted. This is available when:

o This is available when:n There is at least one transformn There is no active jobn At least one document has gone through the transform process

n Stop is active when a run has been submitted and is still running; this allows a user to stop the process.n Refresh Page refreshes the page to see the current processing status.n Resolve Errors/ Retry attempts to re-run documents containing errors.

o This is available when:n There is at least one document in error state.n There is no active job

n Show Errors shows the error documents.o This is available when:

n At least one document is in error stateWhen 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 willupdate to reflect the completion.Upon completion of the run, the results populate with the author domain destination field specified duringthe transform set creation. Below, a basic Domains view has been set up to include this field:


Author Domains Field

Use an object to store the domains and see a list of documents that correspond with the domain.

1. Create a new object.2. Create a multi object field that references the new object from the document object.3. Change your new objects layout to include Associative objects.

13.1.1 Special ConsiderationsConsider the following when reviewing your returned domains:

n All output characters will be lower case.n If there is no text in the source field, nothing will be written to the destination field.n If the text is unidentifiable in the source field, nothing will be written to the destination field.n If more than one domain is in a field more than one domain will be connected to the document.

13.2 Conversation Index ParsingThe Conversation Index transform handler parses theMicrosoft Exchange field Conversation Index to utilizethe related items functionality in Relativity. Conversation Index Parsing follows a similar workflow to that ofDomain Parsing, in that a new fields and Transform Set must first be created. The settings for this new trans-form set are as follows:

n Name: name of the Transform Set.n Data Source: a Saved Search that returns fields that have the Conversation Index populated.n Handler: Conversation Index Parsing

Below is an example of a saved Conversation Index Parsing Transform Set:


Parse Conversation Index

Like Domain Parsing, wemust add a transform before we can run this transform set. Keep in mind the fol-lowing, specific to Conversation Index Parsing:

n The Source field will be the Conversation Index.n The destination field will be the Relational Field that groups all of the emails in the thread together. This

field will have to be created before running the transform.

Note: Items in your database other than emails will not have a conversation id. The transform process willnot fill the destination field for these items.

Below is an example of a saved Parse Conversation Index transform:

Parse Conversation Index Transform

Clicking Full Run in the Data Transform Console runs this transform set. When the run is completed, we canview 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 Relationalfields:


Conversation Index Fields

Note that the Destination Field - Conversation Index Relational - contains the first 44 characters of the Con-versation Index. This character count is based on Microsoft's conversation tracking settings.

Note: For more information on howMicrosoft's conversation tracking technology works, see http://msd-n.microsoft.com/en-us/library/cc765583.aspx.

http://msdn.microsoft.com/en-us/library/cc765583.aspx





14 MARKUP SETSMarkup sets are securable sets of annotations and redactions available to reviewers for applying text redac-tions to documents in the Viewer.

14.1 Adding a Markup SetIn Workspaces mode, select theMarkup Sets tab, and click New Markup Set.

NewMarkup Set Button

The NewMarkup Set form appears with required fields in orange and optional fields in gray.

NewMarkup Set Form

The fields available on the NewMarkup Set form include:

n Name is the name of themarkup set.n Order indicates the placement of themarkup set in theMarkup Set drop-down of the Relativity Core

Viewer. Use the following guidelines when ordering markup sets:o TheMarkup Set drop-down displays markup sets with low order numbers near the top of the

list. (The default markup set will have the lowest order number.)


o Those sets with the same order number are sorted alphanumerically.o The order number can be any positive or negative integer. Do not enter a decimal as an order

number.

Note: If you order markup sets by groups of 10 (such 10, 20, and 30), you can easily insert anothermarkup set without having to reorder the existing ones.

n Redaction text entries are words or phrases that you can apply to a textbox redaction. Enter a term orphrase, and press Enter. You can enter multiple terms but each onemust be on a separate line.

n Keywords text box provides you with the options to enter keywords associated with themarkup set.n Notes text box can be used for comments about themarkup set.

14.2 Editing Markup Set InformationSelect theMarkup Set tab, and click an Edit link associated with a markup set. (You can also click on the nameofmarkup set, and click Edit on the details page.)

Markup Set Edit Link

You also can click on themarkup set name. This redirects you to theMarkup Set Details page. From theMarkup Details page, you can click Edit.

14.3 Copying Markup SetsOn theMarkup Set list, you can use the Copy mass operation to duplicate a markup set. When you copy amarkup set, you also copy any existing redactions that have been applied to documents. For example, youredact documents with a markup set called Attorney, and then you copy this markup set, renaming it toExpert. In the viewer, you open a document previously redacted with the Attorney markup set, but now youselect the Expert markup set. The viewer displays the document with the previously applied redactions, whichwere copied when you duplicated themarkup set.


CopyMass Operation

Note: If you want to create a duplicate markup set without copying redactions, display the details view ofa markup set, and copy the entries in the Redaction Text box. Create a newmarkup set, and paste theseentries in it.

14.4 Selecting Your Markup Set in the ViewerYou can only use onemarkup set at a time. In the Relativity Core Viewer, select a set from the drop-down boxin the bottom left corner. You can now view the text redactions defined by that set as they are displayed inthe document.If you changemarkup sets, you will see a different set of for annotations and redactions in the document.


Markup Set Drop-down in Viewer

Note: Two users can redact the same document at the same time.

14.5 Navigating Through MarkupsIn the viewer, you can locatemarkups in a document using theMarkup Navigation pane. To open this pane,click the ( )Markup Finder icon in the lower right corner of the viewer. TheMarkup Navigation pane displaysa list of all redactions with text made in the document, as well as references to their page numbers and parentmarkup sets.


Markup Navigation Pane

You can click the hyperlinked page number to display the page where themarkup was added. In addition, Rel-ativity updates the activemarkup set to the one associated with your hyperlinked selection in theMarkupNavigation pane.

Note: Before you apply markups to a document, it is important to note that the Native Time Zone Offsetfield controls the date and time displayed on redacted and annotated images. Therefore, you may wantto review and adjust the UTC value accordingly to avoid putting incorrect time designations on doc-uments you intend to produce, as this could lead to inaccurate productions.


15 PERSISTENT HIGHLIGHT SETSYou have the option of creating a reusable, transferable set of persistent highlight parameters that will be avail-able for selection in the Viewer and can assist in document review. Persistent Highlight Sets are created andused independently ofMarkup Sets, giving an admin more control over what the user sees when workingwithin a document.To create a new set, select the Persistent Highlight Sets tab and then theNew Persistent Highlight Set but-ton.

Persistent Highlight Set Button

This brings up the default Persistent Highlight Set layout.

Persistent Highlight Set Layout

Complete all required fields to create a new set.

n Name is the descriptive name under which you want this set to appear in the Viewer and item list.n Order is the order in which you want this set to appear.


n Source determines the area that will be drawn from when designating characters to be highlighted anddisplayed in the Viewer. There are two options:

o Fields designates fields as the source of highlighting. Selecting this radio button means you mustselect a Highlight Field in order to save this set.

o Terms designates terms as the source of highlighting. Selecting this radio button means youmust enter terms into the Terms field below to save this set.

n Highlight Fields allows you choose the field referencing the list of terms to be highlighted. Clicking thisellipsis brings up the system view called Field Picker on Persistent Highlight Sets, which displays theName and Object Type for applicable multiple object fields, including those created by Search TermsReports. For example, all Search Terms Reports in the workspace that are completed and of typeReport and Tag are represented by a field in this picker view. To select the desired Highlight Field, checkthe field’s box, click Add, and click Set. The field is displayed on the layout.

n Terms allows you to enter terms to be highlighted and the color code with which to distinguish them inthe Viewer. See Entering Highlight Terms on page 118.

Note: Persistent highlighting created by using search terms reports or other multiple object fieldsrequires version 6.9 or higher of the Relativity web interface and Viewer. Users will receive an errormessage indicating that persistent highlighting is unavailable if they are using an incompatible ver-sion of the Viewer.

15.1 Entering Highlight TermsIf you choose Terms as the source of your highlighting, you will have to enter them in the Terms field text boxin order to save the new highlight set. You also have the option of specifying color-coding to these terms tomake them appear in your desired colors in the Viewer.Use the following guidelines when adding terms or phrases:

n Enter a term that you want highlighted, and press Enter. You can enter multiple terms but each onemust be on a separate line.

n If you enter multiple variations of a term and the additional variations include other words, list the addi-tional variations before the single term. For example, if your list includes the terms: United, UnitedStates, and United States of America, list the single term United after themultiple word terms thatbegin with United:

o United Stateso United States of Americao United

n Enter terms for persistent highlighting exactly as they appear in the document. Do not use quotationmarks and connectors. See Searching Functionality and Persistent Highlighting on page 120.

Note: Quotation marks are not compatible with persistent highlighting, which automaticallysearches for an exact phrase. You do not need to use quotation marks, which will result in slowerdocument loading speeds.

Review the following information about the use of special characters, operators, wildcards:


o Non-alphanumeric characters in persistent highlighting are treated as special character wild-cards by Relativity. If you surround search terms with quotation marks, Relativity will match thequotation marks with any special character, such as $, &, ^, %, @, and others. For example, ifyou enter the "The Phrase". Relativity will query on special characters to find matches like %ThePhrase@, or &The Phrase$. The process of finding the special characters dramatically slowsViewer performance.

o Operators including “AND” or “OR”, are not utilized as in keyword searching. If used, Relativitywill look for the exact phrase including “AND” or “OR”. For example, you entered these searchterms: Apple AND Banana. Relativity would highlight the entire phrase “apple and banana” in thedocument. Separate occurrences of apple, and occurrences of banana would NOT be high-lighted.

o Wildcardsmay still be used as in this example: appl*.This search term will highlight apple, appli-cation, applies, and so on. An excessive use of wildcards will affect performance. Leading wild-cards are not recommended such as *itting.

15.1.1 Color-Coding Persistent HighlightsWhen you enter a term in the Highlight Terms box, you can also specify the color for both the text and thebackground. Use the following format to color-code your persistently highlighted text:[background color];[text color];[term to be highlighted]For example, enter “3;16;Relativity” to highlight Relativity with dark green background and white text. The fol-lowing table includes available color codes.

Color Number[Default] 0Black 1Dark red 2Dark green 3Dark yellow 4Dark blue 5Dark magenta 6Dark cyan 7Light gray 8Gray 9Red 10Green 11Yellow 12Blue 13Magenta 14Cyan 15White 16

Note: If you enter terms with no color-coding, the background will be magenta and the text black.


Note: Default has different implications for text and background. The default background color is whiteand the default text color is black.

15.2 Searching Functionality and Persistent HighlightingYou may need to create the search terms reports or other multiple object field you want to use as the sourceof your highlighted terms. When you create a search terms report for persistent highlighting, avoid the use ofadvanced dtSearch functionality, including proximity, stemming, and fuzziness. Your terms will not be high-lighted if you use these advanced searching features, even though the Count column lists the number ofmatching terms.Persistent highlighting technology does not understand proximity searching. If you enter the phrase ”Re-lativity w/5 kCura” as a search term, the search term report will use a dtSearch to find and tag all documentsthat meet these criteria. However, the persistent highlighting technology will function differently than thedtSearch. It will look for the term Relativity, a space, the letter w, any special character (instead of “/”), thenumber 5, a space, and then the term kCura.Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you enter theterm “apply~” as a search term, the search term report will find and tag all documents with the word apply, orany document that stems from apply, including applied, applies, application, and so on. However, the per-sistent highlighting technology will look for the term apply followed by any special character, so you will notsee expected terms highlighted.In a Search Terms Report, you can work around these limitations by using the Dictionary Search to identifysearch terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste them in theAdd Terms box on the Search Terms Report form. You will enhance your search term list, while avoiding errorsdue to special characters.

Note: To highlight terms using objects, create a fixed-length text field for your object called Relativity High-light Color. You can enter color-coding in this field using the format: [highlight color];[text color].

15.3 Using Persistent Highlight Sets in the ViewerOnce saved, a Persistent Highlight Set is available for selection from a panel in the Viewer. Here, a user can seeall sets saved in the workspace and can apply them to the document currently being reviewed. Like other treeviews in Relativity, the user can expand the set to select and de-select specific terms in that set.Relativity will remember and maintain the user’s Persistent Highlight Set panel settings across sessions. If thepanel is open for one session, it will remain so the next time the user logs in. If an admin edits a PersistentHighlight Set while a reviewer is using it, the reviewer will receive notification that the set currently in use isundergoing modification and will appear differently in the panel the next time he/she logs in and launches theViewer.Below is an example of a saved Persistent Highlight Set that includes several Highlight terms with color-coding.This set will be available when the user opens the Viewer and any edits made to this set will be reflected imme-diately.


Saved Persistent Highlight Set

Opening the Viewer, the user sees the Show/Hide Persistent Highlight Sets icon on the left side of the tool bar.

Persistent Highlight Set Icon

Clicking this icon brings up the panel containing all saved sets. Clicking the + sign next to a set expands it sothat it displays all terms from that set found in the document. If any of the set’s terms aremissing from thistree view, you know that they are not present anywhere in the document. For example, you have just createda set named Investments that contains five highlight terms, but when you expand this set for a particular doc-ument you only see one of those terms present. This means that none of the other four terms are found inthis document.

Partially Represented Persistent Highlight Set


If a document contains not even a single term found in any set, you will not have the expand option for any ofthose sets. Below is an example of a panel containing sets that have no terms represented in the document.

Empty Panel

By default, the Select All box is checked, which means that all terms in the set are currently being applied tothe document. Removing any of these checks will remove the highlighting for that term from the document.Removing the check from the Select All box will remove all highlighting from the document.In addition to removing the check from the Select All box, you can also click on the Persistent Highlight Setlight bulb icon next to the set to disable it and remove all highlighting from the document.

Disabled Persistent Highlight Set

Note that the terms are grayed-out when the set is disabled. Note also that, although the other highlight setsin this workspace are currently active, the document does not contain any of the terms specified in any ofthese other sets, as there are no highlights on any of the text. It is possible to havemany active highlight setscontaining many terms and fields in the panel but no highlights whatsoever inside the document.

15.3.1 Persistent Highlight Set Behavior Across Viewer ModesNote the following regarding Persistent Highlight Set behavior as the reviewer moves from document to doc-ument, changes Viewer modes, and uses pane toggles:

n Any changes made to a Persistent Highlight Set tree in the panel when the Viewer is undocked, such asterms selected or unselected, will display when the Viewer is docked again.

n A synced Stand-Alone Viewer will not display changes made to a Persistent Highlight Set, such as termsselected or unselected, in the panel of the normal Viewer. However, Persistent Highlight Set panel set-tings will remain the same in the stand-alone Viewer as the reviewer goes from doc to doc within thestand-alone Viewer.

n The Persistent Highlight Set panel will maintain its current state when Viewer panes are swapped.


n The Persistent Highlight Set panel in Long Text mode and Viewer mode are independent of each other –a changemade to the panel in Long Text modewill not automatically be reflected when the reviewerswitches to Viewer mode and vice versa.

15.4 Importing Search Terms for Persistent HighlightingTo import search terms to use as a source for persistent highlighting, perform the following steps:

15.4.1 Relativity Component Setup1. Navigate to theObject Type tab in your workspace.2. Click New Object Type.

a. Provide a name for the new object in the required Name property.b. Keep all remaining properties at their default values.c. Click Save.

3. Navigate to the Fields tab.4. Click New Field to create the field that will hold the persistent highlight color information and that will

connect your custom object to the Document object.5. In the New Field form, specify the following properties:

a. Object Type: <Custom object created in step 2>b. Name: Relativity Highlight Color (suggested)c. Field Type: Fixed-Length Textd. Length: 10e. Keep all remaining properties at their default values.f. Click Save and New.

6. Create a new field to link your custom object and the Document object. Specify the following prop-erties:

a. Object Type: Documentb. Name: <User preference>c. Field Type: Multiple Objectd. Associative Object Type: <Custom object created in step 2>e. Keep all remaining properties at their default values.f. Click Save.

7. Navigate to the Persistent Highlight Sets tab in your workspace.8. Click New Persistent Highlight Set.9. Create a new set with the following properties:

a. Name: <User preference>b. Order: <User preference>; this controls the position of this set in the Persistent Highlight Tree in

the Viewer.c. Source: Highlight Fieldsd. Highlight Fields: <The name of the field created in step 6b.>e. Click Save.

15.4.2 Importing TermsThe following steps for importing assume that you a CSV or other Relativity-supported load file containingterms.


1. Open the Relativity Desktop Client.2. Select the workspace you are importing into.3. Select the custom object you created above from the object drop-down menu.4. Select Tools from the top menu.5. Select Import| <Custom Object> load file.6. Select your terms load file and corresponding delimiters.7. Map the field in your load file that contains the terms to the Name field in Relativity.

Here you can also import Relativity Highlight Color. You must have this information in the load file con-tained in a field in the following format: text color; highlight color (for example, 15;9). If you do not havethis information in the load file, you can manually enter it for terms in Relativity. Because the latter canbe time consuming, we recommend having this information in the load file if possible.

8. Click Import to import the terms.9. Verify that the terms are highlight through the following:

a. Open a document in the workspace.b. Open the Persistent Highlight Tree in the Viewer.c. Note the presence of the newly created Persistent Highlight Set and verify that terms are high-

light in the appropriate colors.


16 LAYOUTSLayouts are web-based coding forms that give users access to view and edit document fields. You can developlayouts that contain only the fields required to complete specific review tasks, making the review processclean and intuitive.The following illustration shows how a coding layout is displayed in the Core Reviewer Interface. In this exam-ple, the coding form consists of categories that group fields by read-only document details, and by enterablecoding options. It also contains a toolbar with the Copy from Previous button designed to facilitate doc-ument reviews.

Sample coding layout

16.1 Adding a LayoutIn Workspaces mode, point to the Administration tab, and click Layouts.


New Layout button

The New Layout Form displays required fields in orange and optional ones in gray.

New Layouts form

The fields available on the New Layout form include:

n Owner determines which users can have access to the layout. You can select from the followingoptions:

o Public provides all users with the ability to see the layout. By default, this value is selected.o Specific User limits the visibility of the layout to the selected user in the drop-down menu.


o Me limits visibility to the logged in user. Click theMe button to set this option.

Note: System administrators can view layouts and other items that users have made pri-vate. See System Groups on page 35.

n Object Type indicates the kind of object that the layout can be used to modify or code. For example,you would select Document as the object type if you were creating a layout for coding.

n Order indicates the placement of the layout in drop-down box displayed in the Relativity Core Viewer,or on other Relativity pages. When you are entering a number for a new layout, you can click ViewOrder to display the sequence of existing layouts. Use the following guidelines when ordering layouts:

o Drop-down boxes display layouts with low order numbers near the top of the list. (The defaultlayout will have the lowest order number.)

o Those layouts with the same order number are sorted alphanumerically.o The order number can be any positive or negative integer.

Note: If you order layouts by groups of 10 (such 10, 20, and 30), you can easily insert anotherlayout without having to reorder the existing ones.

n Overwrite Protection prevents a user from saving changes to an item that another process has mod-ified it since the layout has been opened. By default, this field is set to Enabled.

o You can edit this field only when the configuration value AllowChangesToOverwriteProtection isset to False in the Relativity Configuration Table.

o If you disable this property, this warning message will display, and require you to confirm yourselection: "Disabling overwrite protection allows users to save changes to the document, even ifother changes have been made since they last loaded the document. Are you sure you wouldlike to continue?" Before disabling Overwrite Protection, carefully consider the implications ofthis setting for your current workflows.

n Relativity Applications associates the layout with an application created on the Relativity Applicationstab. Click the ellipsis (…) button to display the Select Items pop-up, and choose an application. To setthis option, you must have the permission Manage Relativity Applications available under Admin Oper-ations on the Security page.

n Keywords are used to filter on the layouts in a view, as well as for other identification purposes.n Notes are used to enter additional comments about a layout.

Action ButtonsAfter you complete the required fields, you can use the buttons at the top of the form to perform theseactions:

n Save records the entered information. When you click this button, the details page is displayed withthe Layout Console. See Viewing Layout Details on page 128.

n Save and New records the entered information and launches a blank New Layout form.n Save and Back records the entered information and redirects you to the Layout List page.n Cancel stops the layout creation process and redirects you to the Layout List age.


16.1.1 Viewing Layout DetailsThe Layout Details page displays read-only layout settings and the Layout Console. (You can use the consoleto build your layout. See Adding Layout Content on page 128.)You can also use the Action buttons on the top of this page to perform these tasks:

n Edit allows you to edit the layout settings.n Delete removes the layout from Relativity. After you click Delete, a confirmation message is displayed

with theDependencies button. See Displaying the Dependencies Report on page 407.n Back displays the Layout List page.n Edit Permissions allows you to set permissions on the layout. See Security Permissions on page 238.n View Audit displays the layout audit history, including the date and time of updates.

16.2 Adding Layout ContentYou can use the Layout Console to display the options for adding items to a layout. The console is availableafter you save a layout, or after you display an existing layout from the Layout List page.Click Build Layout in the Layout Console.

Build Layout button

The Building Layout page is displayed with a default category and the Layout Tools console. You can use thebuttons in this console to add categories or lists, as well as the Copy from Previous toolbar to a layout. Adefault category is created for each layout.


Build Layout page for a Document Layout

16.2.1 Adding the Copy from Previous ToolbarWhen a layout has a document object type, you can add the Copy from Previous toolbar to it. The LayoutTools console includes the following buttons to add or remove this toolbar:

n Enable Copy from Previous adds the toolbar to a layout. In addition to enabling the toolbar, you mustalso add fields to the layout that have the option Allow Copy from Previous set to Yes. See AddingFields on page 131.

n Disable Copy from Previous removes the toolbar from a layout. This button is only available after youadd the toolbar to a layout.

When the toolbar is displayed in the Core Reviewer Interface, it contains the following items:

n Previous displays the document identifier of the document last saved by the reviewer. The copyablecoding values assigned to this document are applied to current document, when the reviewer clicks abutton in the toolbar.

n Copy from Previous applies the coding values to fields that have the option Allow Copy from Pre-vious set to Yes. The coding values from the copyable fields are applied to the document currently dis-played in the viewer. The reviewer can modify the values as necessary, and then save these changes.


Toolbar in core reviewer interface

Note: The system keyboard shortcut for the Copy from Pervious button is Alt+Shift+Z. However,you can configure a custom shortcut. See Managing System Keyboard Shortcuts on page 40.

16.2.2 Creating a New CategoryCategories act as headers for a layout that visually divide it into different sections. You can create a categoryfor each sub-task in a review.For each layout, Relativity automatically creates a default category that is populated with a default field deter-mined by the object type assigned to the layout. For example, the default category contains the documentidentifier when the object type of the layout is document and a Name field when the object type is OCR Set orAnalytics Profile. Click on the default category to rename it, and change its order.To add a category, click New Category in the Layout Tools console. You will see the Category Information formdisplayed.


Category Information form

The following list includes descriptions of the form fields and Action buttons:

n Title is the name of the category that is displayed as a section header in the layout.n Order indicates the placement of the category in the layout. Categories with low order numbers are dis-

played near the top of the layout. Order numbers can be any positive or negative integer. See Adding aLayout on page 125.

n Save creates the category on the layout.n Cancel stops the category creation process, and displays the Building Layout page.

After you save a category, it is displayed on the Building Layout page. To the left of the category name, youwill the order displayed, such as (O:10) and (O:20) in the illustration below.

Category added to layout

The following buttons are displayed on a category:

n Add Field used to add fields to the category.n Add Text used to add text to the category.n Delete used to remove a category. This button is available only when the category does not contain

any fields.

Note: You cannot delete a category that contains a field. You must remove any existing fields andthen delete the category.

16.2.3 Adding FieldsIn the Building Layout page, click Add Field on a category. (See Viewing Layout Details on page 128.) You willsee the Add Field to Layout form displayed.


Add Field to Layout form

The following list includes descriptions of the form fields:

n Category displays the name of the category where the field will be added. You select any category in thelayout, or use the default value populated when you clicked the Add Field button.

n Field displays the name of the field that will be added. You can select any available workspace field. Youcan add a specific field only once to the layout.

n Read Only includes the following options:o Yes indicates that the field is read-only.o No indicates that the field is editable.

n Order indicates the placement of the field within a row. Fields with low order numbers are displayednear the top of the row. Order numbers can be any positive or negative integer. See Adding a Layouton page 125.

n Column includes the following options:o Column 1 adds the field to the left half of the layout.o Column 2 adds the field to the right half of the layout.o Both Columns allows the field to span across both columns.

n Row is the order number within the column. All order rules apply to rows.

Note: Row is similar to order. It is the primary criterion for the position of an item on a layout.Order is the secondary criterion, indicating the position within a row.


Category organization

n Display Type controls how the field is displayed on the layout. The field type determines the availabledisplay options:

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. This field can be displayed as a drop-down, check-

box, or radio button list.o Long text is displayed as text.o Single-choice list can be displayed as a drop-down or radio button.o Decimal is displayed as a decimal.o Currency is displayed as currency.o Multiple-choice list can be displayed as a checkbox list or pop-up picker.

Note: A pop-up picker displays the field label and a box containing the current field values.Reviewers click an ellipsis (…) button, which displays a filterable list of field choices. For moreinformation on the pop-up picker, see the Relativity User Guide. When displaying a largenumber of choices with display type Checkbox, Drop-Down, or Radio Button List on a layout,performance could be very slow. The Display Type automatically flips to a popup picker if thenumber of choices exceeds the configurable choice display limit.

o User can be displayed as a drop-down or a picker.

n Show Column Name displays the field name as label when you select this checkbox. Clear the checkboxto hide the label.

n Repeat Columns controls how single and multiple-choice lists are displayed on a layout. When youselect this option for a multiple-choice field, choices are ordered left to right, and top to bottom.

o Single Column Display: Enter 0, 1, or leave the option blank. See below:

Vertical display


o Multiple Column Display: Enter any value higher than 1 to set the number of columns.A value of 2 results in a two column display.

Two-column display

A value of 3 results in a three column display.

Three-column display

n Rows (long text only) is used to set the number of visible lines in a long text box, such as attorney com-ments.

n Custom label is used to display your own text instead of the field name. Click the ellipsis (…) button toenter your custom label.

n Allow Copy from Previous controls the ability to copy the value in a field from the document listed inthe Previous field. It is available only on fields added to layouts of the document object type. You canselect the following options:

o Yes indicates that the coding value for this field can be copied from a subsequent document in areview. When you select this option, the icon is displayed next to field name on the BuildingLayout page. You must also enable the Copy from Previous toolbar to display this icon.

Icon indicates a copyable field

To copy values in a review, the document layout must include the Copy from Previous toolbar aswell as fields with Allow Copy from Previous set to Yes. See Adding the Copy from Previous Tool-bar on page 129.


o No indicates that the value for this field cannot be copied.

Note: The option Allow Copy from Previous is disabled for fields that have their Read-Onlyoption set to Yes, as well as for system and relational fields such as MD5HASH. See SystemFields on page 69.

After you complete the required fields, you can use the buttons at the top of the form to perform theseactions:

n Save records the entered information and displays the Layout Details page. This page is updated withthe new field.

n Save and New records the entered information and launches a blank Add Field to Layout form.n Cancel stops the add field creation and discards any entered information.

If you want the field deleted from the layout, click Remove

Note: If you want to delete the field from the layout, click the Remove button displayed on the LayoutBuild page. This button displays on the field title bar.

16.2.4 Adding Text to a LayoutIn addition to fielded data, you also can add any text to a layout. To add text to a Layout, ensure the layout isopen (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.

Add Text form

The add text to layout options are:

n Categories is the category where the text appears. Select from any layout category.n Row is the order number within the column. The lower the number, the higher the position in the cat-

egory.


n Column allows you to split the category into two columns.o Select Column 1 to add the field to the left half of the layout.o Select Column 2 to add the field to the right half of the layout.o Select Both Columns to have the field span across both columns.

n Order is the order of the text within the row. Each row has its own order numbering. The lower thenumber, the higher the position in the row. Items that share the same value are sorted in alpha-numeric order. Order can be any integer (positive or negative). No decimals are allowed.

Note: It’s always a good idea to Order by 10s, starting with 10, then 20, then 30, etc. Numbering ingroups of 10 allows you to insert an item into any position later in the workspace, without the needto reorder all items.

n Custom text is the text you’d like to add to the layout. Click the ellipsis and enter the text in the textbox.

There are three buttons available at the top of the form.

n Save records the entered information and displays the Layout Details page. This page outlines thesaved information.

n Save and New records the entered information and launches a blank new add text form.n Cancel aborts the add text creation and discards any entered information.

16.3 Adding Child and Associative Object ListsYou can add lists of child and associative objects to layouts. Child object lists can be added to layouts for theparent object type, while associated object lists are available for objects related by a single or multiple objectfield. The Layout Tools console displays the options for adding these lists to layouts, when child or associativeobjects exist for the current object type.

Note: Child and associative objects frequently refer to user-created objects in Relativity. These customobjects are securable, non-document objects added to a workspace. They can be linked to documentsand to other object types to create powerful custom applications within your workspace. See ObjectTypes on page 325. For additional information related to Relativity Applications, see the Relativity Appli-cations manual.

16.3.1 Adding Child Object ListsTo add a child object list, click Build Layout in the Layout Console displayed in the layout or on object detailspage. Click Add Child Object List in the Layout Tools console.


Add Child Object List

The fields available on the Add Child Object List form include:

n Child Object displays available child object types. Your selection determines the type of objects dis-played in the list.

n View displays views available for the selected child object.n Links Point to Popup creates a hyperlink that allows you to display object details in a popup. Select

Yes to create the link orNo if you do not want the link available.n Order indicates the placement of the child object list on the details page of the parent object. When

multiple lists are added to a page, they are displayed in numerical order from lowest to highest basedon the value in this field.

After you click Save, the Building Layout page displays the child object list that you added. If you want the listdeleted from the layout, click Remove.

Building a layout for a child object List

The following example illustrates how a layout with a child object list is displayed. The details page for areviewer object includes a child list of first level reviewers. The list also displays these buttons for working withthe child objects:


n New: Creates a new object of the type represented in the list.n Delete: Removes objects from Relativity.

Example of child object list

16.3.2 Adding Associative Object ListsYou can add associated object lists to the details page of an object that is related to another object by a singleor multiple object field. To add an associative object list, click Build Layout in the Layout Console displayed inthe layout or on object details page. Click Add Associative Object List in the Layout Tools console.

Add Associative Objects List form

The fields available on the Add Associative Object List form include:

n Associative Object displays available associative object types. Your selection determines the type ofobjects displayed in the list.

n View displays views available for the selected associative object.n Links Point to Popup creates a hyperlink that allows you to display object details in a popup. Select

Yes to create the link orNo if you do not want the link available.


n Order indicates the placement of the associative object list on the details page of the current object.When multiple lists are added to a page, they displayed in numerical order from lowest to highestbased on the value in this field.

After you click Save, the Building Layout page displays the associative object list that you added. If you wantthe list deleted from the layout, click Remove.

Add Associative Object List button

The following example illustrates how a layout with an associative object list is displayed. The details page for acompany object includes an associative list of custodian. The list also displays these buttons for working withthe associative objects:

n New: Creates a new object of the type represented in the list.n Link: Displays a popup for adding objects of the same type to list.n Unlink: Removes objects from the list.

Example of an associative object list

16.4 Editing Layout InformationTo edit a layout’s name or order, go to the Layouts tab and click Edit next to the desired layout.


Edit Layout link

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 Layoutbutton to bring up the options to add fields, text, new categories, child objects, and associative objects.

Edit Name link

16.4.1 Editing Directly on a LayoutWhen editing a document inside the viewer, you have the option of accessing the Building Layout window.Click the Build Layout icon next to the drop-down.

Build Layout icon

The warning message is displayed. "Changing the layout will cause you to lose all unsaved changes. Con-tinue?" Click OK to open the Build Layout window.


16.5 Inline Tagging on TranscriptsIf a record is large and covers many topics, it may be difficult to identify which part of the record relates towhich issue. Inline tagging allows users to tag highlighted sections of text within a document, which can be ref-erenced through hyperlinks. Inline tagging is only available for transcripts.In order to use this feature, add a multi-choice field to the system Inline Tagging layout with your desired tagchoices. See Adding Layout Content on page 128.

16.5.1 Adding a Tag to a TranscriptOnce you have setup the Inline Tag layout you can begin tagging sections of text in a transcript. Open the tran-script in the Relativity Viewer. Select the text, right-click and select Tag.

Tag option in right-click menu

The tag document dialog box displays. Here you can select any required choices, and if the field is present, addany additional notes or comments. Click Save.


Tag Document dialog box

16.5.2 Viewing a TagTo identify all the tags on a document, you can open the tag list by clicking the green tag icon in the lower-right corner of the viewer window. A hyperlink to each entry is displayed. Clicking on the link takes you to thetagged section and highlights it.


Hyperlink tag and highlight

16.5.3 Removing a TagTo remove a tag, right-click on the tag in the viewer. From themenu select Remove.


Remove option for tags

16.6 Reviewer Layout OptionsYou can access document layouts through the Core Reviewer Interface. Click a document identifier on the Doc-ument tab. After the viewer opens, select the layout from the drop-down, and click Edit.

Edit Layout button

The layout is displayed with additional options for coding the document and saving changes to the layoutform. In layouts, you can use the Tab key to highlight a checkbox in a Yes/No or Multiple-Choice field.When the Copy from Previous toolbar is enabled, a system keyboard shortcut (Alt+Shift+Z) is provided forcopying coding values. Aworkspacemay also be configured with a custom keyboard shortcut for the Copyfrom Previous button. SeeManaging System Keyboard Shortcuts on page 40.


Copy from Previous Toolbar

Relativity also displays the icon next to fields with values that can be copied. After you copy the value intothe field, the icon will be replaced with the icon. The icon redisplays next to a copied field that you havemodified.The following options are displayed in the layout:

n Save records the entered information and displays the Layout Details page. This page outlines thesaved information.

n Save and Next records the entered information and displays the next document in the queue.n Cancel stops the layout updates and discards any entered information.n Layout drop-down displays a list of layouts that the reviewer has permissions to view.

When a document layout is created with the Copy from Previous toolbar, these additional options will be avail-able:

n Previous displays the document identifier of the document that you last saved. The coding values ofthe copyable fields assigned to this document are applied to current document, when you click a but-ton in the Copy from Previous toolbar.

Note: You must save the coding values for a document before the Copy from Previous button isenabled on the layout. The document identifier of this saved document will then be displayed in thePrevious field.


n Copy from Previous button applies the coding values of the copyable fields as described for the Pre-vious field to the document currently displayed in the viewer. You can modify these values as nec-essary, and then use the Save & Next button to store your coding change.

Note: If you click Save or Cancel, the layout is displayed as read-only and the Copy from Previoustoolbar is disabled. You can click Edit to restart the review. You must then code the first document,and click Save & Next before the Copy from Previous toolbar is enabled. Whenever you leave Editmode or select a different layout, you will need to restart this process.

16.6.1 Using the Skip FunctionWhen the Skip function is enabled for a reviewer, a drop-down is displayed at the bottom of the layout.

Skip drop-down

n Normal indicates that the reviewwill move through each document in the queue.n Skip advances the user to the next document in the queue that meets the condition of the viewwhen

propagation is enabled. This feature works to accelerate the review process.When the Skip setting for a user is set to Disabled or Forced Enabled, the Skip drop-down is not displayed atthe bottom of the layout.


17 VIEWSViews are customizable lists of items within Relativity. Essentially, any time you see a list of items displayed inRelativity, it’s a view.

Views Associations

Views are effectively special saved queries that control three things:

n The items displayed on the list, based on a set of criterian The fields of information returned relating to the displayed itemsn The sort order of the items

There aremany different types of views, each corresponding with a Relativity object. For instance:

n To create a custom list of documents to be displayed on the documents tab, create a new documentview.

n To create a custom list of fields to be displayed on the fields tab, create a new field view.There are two ways to create a view:

n From the views tabn From the tab where the viewwill appear

17.1 Adding a ViewTo add a view, go to the Views tab and click New View.


New View button

The four steps to view creation are:

1. EnterName and type Information.2. Select Fields.3. Select Criteria.4. Select Sort.

17.1.1 Enter Basic Information (Step 1)The first step of the new viewwizard is entering basic information.

Step 1 - Basic Information

The Basic Information options are:Settings


n Owner sets the user(s) who can see the view. If the owner is set to “public,” all users with rights to theview 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 theMe button assigns the view to the logged user.

n Name is the title of the view.n Order sets where the view appears within the view drop-down list. Items that share the same value are

sorted in alphanumeric order.o Order can be any integer (positive or negative). No decimals are allowed.o The default order is “9999.”o In the screen below, for example, there are two field views. The viewAll Fields has a lower order

than Required Fields, so it appears higher on the drop-down.

Note: It’s always a good idea to Order by 10's, starting with 10, then 20, then 30, etc. Numbering ingroups of 10 allows you to insert an item into any position later in the workspace, without the need toreorder all items

n Available in Object Tabmakes the view available in the selected object type's tab.Advanced Settings

n Query Hint is used to optimize views. Only use the query hint if instructed by the kCura Client Servicesteam.

n Object Type is the type of view to be created:o Batchmakes a list of batches, which appears on the Review Batch tab.o Batch setmakes a list of batch sets, which appears on the Batch Set tab.o Choicemakes a list of choices, which appears on the Choices tab.o Documentmakes a list of documents, which appears on the Documents tab.o Fieldmakes a list of fields, which appears on the Fields tab.o Historymakes a list of audit items, which appears on the history tab.o Layoutmakes a list of layouts, which appears on the layouts tab.o Markup Setmakes a list ofmarkup sets, which appears on themarkup sets tab.o Object Typemakes a list of object types, which appears on the object type tab.o Productionmakes a list of productions, which appears on the productions tab.o Reportmakes a list of summary reports, which appears on the summary reports tab.o Search Term Resultsmakes a list of search results, which appears on the Search Term Results

tab.o Tabmakes a list of tabs, which appears on the tabs tab.o Transform Setmakes a list of transforms, which appears on the Transform Sets tab.o Viewmakes a list of all workspace views, which appears on the views tab.

Note: Object Type can be tricky when you’re first getting started. A good way to determine the correctdocument type: Ask yourself “What do I want to make a list of?” The answer is your object type

n Visualization Typewill either display items in the standard format or as indented lists for email con-versation visualization.


n Relativity Applications allows you to associate this viewwith an application created in the RelativityApplications tab. Clicking the ellipsis brings up an item list from which you can select an existing appli-cation. This is only available for those who have theManage Relativity Applications permission underAdmin Operations.

There are two buttons available at the top and bottom of the wizard:

n Next saves the information on the form and takes you to the next step of the wizard.n 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 propertydisplays underneath Object Type in Advanced Settings. This property is only editable on system-created viewsassociated with Relational Fields. Otherwise this field is set to Standard List and is read-only.

Visualization Type

When editable, this field offers an additional option – Indented List. This allows you set up an Indented List inthe Related Items pane, which is covered later in this chapter.

17.1.2 Select Fields (Step 2)The second step of the wizard, Select Fields, allows you to select the fields that appear on your view.


Step 2 - Fields Display

All potentially available fields will be displayed in the left box, available fields. Move any fields you would like inyour view to the right box, Selected Fields. You can move fields between boxes by:

n Double-clicking the field namen Using the arrows between the boxesn Hold Shift and click or drag to select a range of items, which can then bemoved using the arrows

Available fields will be sorted in alphanumeric order. If you move a field back to available fields from selectedfields, it will move to the bottom of the list.

Note: Choose the fields for your view carefully. Depending on the field type, you will be able to get only afew 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:

n Edit is a hyperlinked field that opens the item in edit format.n File icon is unique to document views and displays an icon representing the document’s Relativity

native file type.n Security is a hyperlinked field that opens the item’s security console.

Fields are ordered according to their position in the selected fields box. The topmost fields in the box are theleftmost field on the view. The bottommost fields in the box are the rightmost field on the view. To reorderthe fields, use the up and down arrows to the right of the selected fields box.


There are four buttons at the top of the wizard:

n Cancel aborts the creation of the view. No information entered in the wizard is saved.n Back takes you back to the previous step of the wizard.n Next saves the information on the form and takes you to the next step of the wizard.n Save records the information on the form and completes the creation of the view.

17.1.3 Select Conditions (Step 3)The third step of the wizard, Conditions, allows you to determine which items are returned in your view. Afield condition can contain up to 4000 characters.

Note: The Select Criteria section works in the same way as a Saved Search's Conditions section. For moreinformation on the available options, see the Relativity Searching Manual.

Step 3 - Conditions Display

Each row of the conditions builder represents a separate criterion. Each box of the row represents a differentpart of the criterion.

n The first box, Criteria, allows you to select a single, double or triple parenthesis. This allows complexlevels of grouping between different criteria.

n The second box, Field, allows you to select any available field in your workspace. The types of fieldspresent will differ based on the type of view you are creating.

n The third box, Operator, allows you to select your search operator. Available operators differ depend-ing on the type of field being searched.

n The fourth box, Value, allows you to select the value to be searched.n The fifth box allows you to close any parenthetical opened in the first box.n The sixth box and last box allows you to connect each criterion with an “AND” or “OR” operator.

Depending on the field type and operator the value/s may be chosen from a popup picker. A popup picker isavailable for selecting choices and objects that provide the following operators:

n Any of thesen None of thesen 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:

Available Items Popup

Checking any item in the Available Items list at the top and clicking the Add button will put that item into theSelected 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 Removewill place the item back into theAvailable 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 andwhen performing a mass edit.There are two additional buttons on the form:

n View Order brings up a pop-up that displays the order of existing items to determine where the newitem should display.

n Add Conditions displays a new conditions rowwhere additional conditions can be set.There are four buttons at the top and bottom of the wizard:

n Cancel aborts the creation of the view. No information entered in the wizard is saved.n Back takes you back to the previous step of the wizard.n Next saves the information on the form and takes you to the next step of the wizard.n Save records the information on the form and completes the creation of the view.

17.1.4 Select Sort (Step 4)The fourth and final step of the wizard, Select Sort, allows you to define the default sort order of the view. Ifno sort criterion is selected, the view is sorted by the identifier. Users are able to temporarily sort the view byany field included on the view.


Step 4 - Sort Display

Each row represents a sort criterion. The first box of the row allows you to select the desired sort field. The sec-ond box sets whether the sort should run ascending or descending. The sorts are applied in nested order.

n Cancel aborts the creation of the view. No information entered in the wizard is saved.n Back takes you back to the previous step of the wizard.n Save records the information on the form and completes the creation of the view.

17.2 Editing View InformationThere are several ways to edit a view:

n From any tab edit the active view by clicking the Edit View icon in the view bar and moving through thefour-step wizard.

n From the Views tab by clicking Edit next to the desired view or using the view bar icon. Move throughthe four step wizard.

Edit View Options


17.3 Adding Tab ViewsEach tab that can contain views will have a view bar. The view bar contains icons to create or edit a view, out-lined red in the screenshot below.

Create / Edit View Icons

The icons are:

n The Edit View icon launches the four-step viewwizard, allowing you to edit the active view.n The Create View icon launches the four-step viewwizard, allowing you to add the new view.

17.4 System ViewsThere are several workspace system views. These views are used to display lists of items in special locationsthroughout the workspace. System views are found on the views tab by filtering for Visible is No. They include:

n <Relational Field Friendly Name> documents control which fields are displayed in the related itemspane for relational field groups. Common examples are:

o Family documents controls for which fields are displayed in the related items pane when viewingfamily groups.

o Duplicate documents controls for which fields are displayed in the related items pane when view-ing duplicate groups.

n Search Results Pane view controls which fields are visible in the related items pane when you right-clickin the viewer to run a Relativity Analytics search for similar documents.

n History Pop-up controls which fields are displayed when clicking details from the related items panedocument history.

n Production Documents controls which fields are displayed for documents included on a productiondetails page.

Include the fields you use to qualify a document for production in the production documents view. This willallow you to filter the list for disqualifying field values, providing a final QC step in the production process.

n Production Picker view controls the fields displayed on the production picker. The production picker isused to mass-add documents to a production. For more information on the production picker seeAppendix A –Mass Operations –Mass Produce.

n CaseMap Fields view controls which fields are included in mass-sends to CaseMap. For more infor-mation on the production picker, see Appendix A –Mass Operations – Send to CaseMap.

n Markup History Details controls which fields are displayed when you launch a document’s historydetails from the related items pane.

n 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 selector. This view alsocontrols the sort order of these fields as well. For more information see the Relativity Searching Man-ual.


n Linked controls which fields are shown in the pop-up allowing you to link to a document in the viewer.n Link Pane view controls which fields are shown in the related items pane showing the linked doc-

uments.n Batch Set Batches controls which fields are shown for the list of batches displayed at the bottom of the

batch sets tab.n Document Batches (default) controls the pop-up for searching batches on a view or an advanced or

saved search.

Note: For more information on searching for Batch fields, see the Relativity Searching Manual.

17.5 Indented List ViewIndented Lists provide additional information to users by displaying levels within a relationship such as emailconversation thread. Viewing a list in the indented hierarchy allows for easier understanding of the emailorder in the family. Indented lists are available in the document item list or in the related items pane. Theindented items are aligned with dots indicating levels between the initial record and subsequent records. Theexample below shows emails and their replies or forwards.

Email Thread Hierarchy

The document item list also includes blue lines to distinguish groups.


Document Object View as Indented List


Related Items Pane View as Indented List

While indented lists can be defined based on any related items field, the examples in this document describeindented lists in the context of setting up an Email Thread view that shows Reply and Forward emails nestedunder the parent.For system-created views associated with Relational Fields, the object is Document by default and cannot bechanged. When creating a new view you will need to choose the Document Object in order to have indentedlists. The Visualization Type field offers two options:


Visualization Type

n Standard List is the default setting for all existing - and new - views; when this is the Visualization Typevalue, the viewwill display as a flat list with no indented values.

n Indented List allows you to define views that indent child items under their parent items. When appliedto emails, this gives users the ability to visualize an email in the context of its email conversationthread.

Choosing Indented List brings up additional required fields, which will define the logic to drive the field inden-tation:


Indentation List Fields

n Group Definition is the field that is identical across the email group. This is the related items field.n Indentation Method allows you to set themethod by which you will indent your list. This drop-down

contains three options:n Conversation Index indicates that the Definition Field that you will select contains theMicrosoft Out-

look Conversation Index. You should select this method if your imported data contains these values.n Equivio indicates that the Definition Field that you will select contains the Equivio-generated Equi-

Thread value. For more information go to www.Equivio.com and/or the Relativity Equivio Manual.n Numeric indicates that the Definition Field that you will select contains a simple count of indentations.

You should use this method if you wish to implement custom logic to show levels of hierarchy.n Indentation Definition Field is the field that drives the indentation logic. All non-system document

object fields of fixed length or long text type, as well as non-system whole number fields are available inthis drop-down:

n If Conversation Index is set as themethod, you should select the Conversation Index field as the def-inition.

n If Equivio is set as themethod, you should select the EquiThread field as the definition.n If Numeric is set as themethod, you should select a field that has been populated with the desired

number of indentations for the document.o A value of “0” or null will result in no indentationo A value of “1” will result in one level of indentationo A value of "2" will result in two levels of indentation, etc.

http://www.equivio.com/


n Display Field is the field that will reflect the indentations defined by the Indentation Definition Field. Alldocument object fields with the exception ofmulti-choice, multi-object and file icon fields are availablein this drop-down.

Be sure to sort the documents in this view based on the Indentation Definition Field so that the family itemsare 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.

Note: If needed, there is a workspace script available in the Relativity Script Library called Populate EmailThreading Visualization Field that allows for email beautification by populating an HTML-enabled longtext field with visualization for email threading.

17.5.1 Conversation Index Indented ListWhile the Conversation Index indented list is set up in the View settings, it will not be functional unless theuser has first done the following:

n Imported Conversation Index field values into Relativityn Made a relational field to group all emails from the same email thread into a set. This can be done by

using a Transform Set to parse the Conversation Index. For more information on parsing the Con-versation Index, please see the section on Transform Sets.

Once emails have been grouped into threads, you can build a view using Conversation Index to indent theemail thread.

1. For Visualization Type, select Indented List.2. For Indentation Method, select Conversation Index.3. For Indentation Definition Field, select the Relativity field that contains the imported Conversation

Index values.4. For Display Field select which document field you want to be indented. In the example shown below,

we selected Control Number as the Display Field.5. On the second step of the Viewwizard, choose which columns to display in the view.6. If you selected Control Number as the Display field, you will need to add it as a Selected Field in order

for it to display in the View. On the third step of the Viewwizard, set the view conditions.7. On the fourth step, set the sort order to Conversation Index ascending and click Save.

Note: 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 theemails to accurately reflect the email relationships. Because indentation logic requires that items are sortedcorrectly, if an end user changes the sort order from what is defined in the view, the Display columns will beflattened out and the indentation will be lost; it will be restored when the view is refreshed to the view-definedsort.Below is an example of a Conversation Index indented list in the related items pane:


Conversation Index Indented List

When the Display Field is rendered in the item list, the number of indentations on the document will bereflected in the number of dots preceding the value of the display field. For example, the initial email in athread will have no indentation (zero dots); a reply to that email will have one level of indentation (one dot).

17.5.2 Equivio Indented ListBefore creating an Equivio indented list, the user must make a relational field to group all emails and attach-ments from the same thread into a set by defining EmailSetID as a relational field.Once emails and attachments have been grouped into threads, the user can set the indentation method asEquivio.

1. For Visualization Type, select Indented List.2. For Indentation Method, select Equivio.3. For Indentation Definition Field, select the Relativity field that contains Equivio’s EquiThread data.4. For Display Field select which document field you want to be indented, for example Control Number.5. On the second step of the wizard, chose which columns to display in the view.

n If you selected Control Number as the Display field, make sure it is selected here.n If you selected Email Subject as the Display field, make sure you select it here.

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. This must be set to EquiSort Attach in ascending

order for the indentation of the emails to reflect the proper relationships between documents in theemail thread. Because indentation logic requires that items are sorted correctly, if an end user changesthe sort order from what is defined in the view, the Display columns will be flattened out and the inden-tation lost; it will be restored when the view is refreshed to the view-defined sort.

8. Click Save.


17.5.3 Numeric Indented ListOnce you make a relational field to group all documents into a set, you can build an indented list view using anumeric field.

1. For Visualization Type, select Indented List.2. For Indentation Method, select Numeric.3. For Indentation Definition Field, select a field that contains the indentation defined per document.4. For Display Field select which document field you want to be indented.5. On the second step of the wizard, chose which columns to display in the view.

n If you selected Control Number as the Display field, you will want to make sure it is selected here,too.

n If you selected Email Subject as the Display field, make sure you select it here, too.n The Display field won’t display in the view unless it is a selected field.

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.


18 SEARCH TERMS REPORTSThe Search Terms Report simplifies the process of identifying documents that contain a specific group of key-words. Instead of running complicated queries, you can use the Search Terms Report to enter a list of termsor phrases, and then generate a report listing their frequencies in a set of documents. You can determine theoutput of the report by selecting one of the following Type options:

n Report Only: Creates a report that includes the number of hits for each term or phrase. (A hit indicatesone or more uses of the term or phrase in a document.)

n Report and Tag: Creates a report that includes the number of hits for each term or phrase, and tags thedocuments that contain them.

You can also use the reports created with the Report and Tag option in your markup sets. When you select asearch terms report for use with a markup set, the report determines which terms or phrases are highlightedin the documents viewed through the Core Reviewer Interface.

18.1 Creating a New Search Terms ReportIn Workspaces mode, select the Search Terms Report tab and click New Search Terms Report to display theSearch Terms Report form.You must have permissions to see the Search Terms Report tab in a workspace and to create reports. If youdo not see the tab, contact your system administrator for information about updating your permissions.

New Search Terms Report button

The Search Terms Report form displays required fields in orange and optional fields in gray.


New Search Terms Report Form

The following list includes descriptions of the form fields:

n Name is the search term report’s name.n Index is the desired index utilized to create the report. Select only dtSearch indexes.n Type options Include:

o Report Only is used to create a report that includes the number of hits for each term orphrase.

o Report and Tag is used to create a report that includes the number of hits for each termor phrase, and tags the documents that contain them.

Note: The Add link displayed next to the Type field does not build a new report type.

n Searchable Set is a saved search, which includes a group of documents to search. Only documents inthe saved searched will used to create the report.

n Add Terms box is used to enter the search terms for a report. When the report will be referenced by amarkup 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.

Note: Each Add Terms line is treated as an individual dtSearch query. For more information aboutdtSearch, refer to the Relativity Searching Manual.

n Dictionary link displays the Dictionary Search pop-up, where you can perform searches using fuzzinesslevels and stemming. Click Copy to Clipboard to copy the search results, which you can paste into theAdd Terms box.

n Status is an auto generated status of the report. It will be Completed, Pending or Error.n Last Run Error lists the last error encountered if the report was completed with errors.n Note allows you to enter additional information about the report.

After you complete the fields on the New Search Terms Report form, you can perform the following actionswith the buttons located at the top of the form:


n Save records the entered information. When you click this button, the details page is displayed withthe Search Terms Report Console. See Running a Search Terms Report on page 166.

n Save and New records the entered information and launches a blank New Search Terms Reports form.n Save and Back records the entered information and redirects you to the search terms Report Details

Page.n Cancel ends the report creation process and redirects you to the Search Terms Reports Page.

18.2 Running a Search Terms ReportYou generate a Search Terms Report by using the options available in the Search Terms Report Console. Theconsole is available after you saved a search terms report or when you display an existing report from theSearch Terms Report tab.The console includes the following options:

n Run All Terms is used to generate counts for each term. Use this option if you are generating thereport for the first time, or if you want to regenerate counts for all terms in the report. See the sectionSearch Terms Report Results.

n Run Pending Terms is used to update an existing report. It runs a report on only those terms with thestatus of Pending.

n Refresh Page is used to update the information displayed on the page.n Resolve Alerts attempts to regenerate the report for search terms that returned error messages.

18.3 Search Terms Report ResultsOn the Search Terms Report Details page, Relativity displays the report results, listing each term and thenumber of documents that were tagged.

Search Terms Report Details Page

The Search Terms Results section displays the following data:


n 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.

n Relativity Highlight Color lists the color-coding assigned to search terms. When a Search Terms Reportis referenced by a markup set, terms will be persistently highlighted according to these color codes. SeeSearch Terms Reports and Persistent Highlighting on page 167.

n Count represents the number of documents containing the search term.

Note: Count is not security aware and is thus not influenced by permissions. This means the countincludes documents the user is unable to view in a basic search. For example, a user performs adtSearch that returns a total of five documents, two of which are inaccessible. Even though onlythree hits are available in the view, the search terms count still includes all five documents originallytagged with the search term.

n Status is the current progress of the report. This field will contain one of three values: Pending, Com-pleted or Error.

n Error Message displays any errors encountered during processing.

Note: Be aware that the Search Terms Report results appear as they are processed. Refer to theStatus 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 atthe top of the page include:

n Edit allows you to edit the Search Terms Report information opening the Search Terms Reports Detailspage.

n Delete removes the Search Terms Report from Relativity. A confirmation message is displayed with theDependencies button. See Deleting Object Dependencies on page 407.

n Back redirects you to the Search Terms Report list.n Edit Permissions allows you to set the Search Terms Report permissions. These permissions determine

which groups have access to the report.n View Audit displays the Search Terms Report audit history.

In the Search Terms Result section, you also have features that allow you add terms and work with yourresults:

n Deletewill allow you to remove checked terms from the report. After you click Delete, a confirmationmessage is displayed with theDependencies button. See Displaying the Dependencies Report on page407.

n Filter, sort, and page search results. These features function similarly to those available on views.n Export search results to Excel.

18.4 Search Terms Reports and Persistent HighlightingWhen you can search term reports for use with markup sets, you should follow the searching and setup guide-lines outlined in this section.


18.4.1 Searching Functionality and Persistent HighlightingWhen you create a search terms report for persistent highlighting, avoid the use of advanced dtSearch func-tionality, including proximity, stemming, and fuzziness. Your terms will not be highlighted if you use theseadvanced searching features, even though the Count column lists the number ofmatching terms.Persistent highlighting technology does not understand proximity searching. If you enter the phrase ‘Rel-ativity w/5 kCura’ as a search term, the search term report will use a dtSearch to find and tag all documentsthat meet these criteria. However, the persistent highlighting technology will function differently than thedtSearch. It will look for the term Relativity, a space, the letter w, any special character (instead of “/”), thenumber 5, a space, and then the term kCura.Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you enter theterm “apply~” as a search term, the search term report will find and tag all documents with the word apply, orany document that stems from apply, including applied, applies, application, and so on. However, the per-sistent highlighting technology will look for the term apply followed by any special character, so you will notsee expected terms highlighted.In a Search Terms Report, you can work around these limitations by using the Dictionary Search to identifysearch terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste them in theAdd Terms box on the Search Terms Report form. You will enhance your search term list, while avoiding errorsdue to special characters.While you should not use advanced dtSearch operators, you can use wildcards in your search terms, such astest*. SeeMarkup Sets for a general discussion of supported search features used in persistent highlighting.

18.4.2 Additional Guidelines for Persistent HighlightingUse the following guidelines to ensure that your search terms report is setup properly and highlights therequired terms appropriately:

n Define a Saved Search using conditions that will return the required group of documents for the Search-able Set. Persistent highlighting will be applied only to documents in the searchable set.

n Confirm that the dtSearch used for the search terms report has been used to index all the documentsin the Searchable Set.

n Select Report and Tag in the Type drop-down box for the report. If you do not select this option, a mul-tiple object field is not created for the search terms report, and you will not be able to select it in theHighlight Fields option when you create a markup set.

n In the Add Terms box, use the following format to enter optional color coding:[highlight color number];[text color number];[term to be highlighted]For example, enter 3;16;Relativity to highlight Relativity with a dark green background and white text.


Color Coding Format for Search Terms Report

The following table includes available color codes.

Persistent Highlighting Color Codes

Color Number[Default] 0Black 1Dark red 2Dark green 3Dark yellow 4Dark blue 5Dark magenta 6Dark cyan 7Light gray 8Gray 9Red 10Green 11Yellow 12Blue 13Magenta 14Cyan 15White 16

Note: If you enter terms with no color coding the background will be magenta and the text black.

n In the Edit Search Terms Result form, use the following format for color coding:[highlight color number];[text color number]


Add Search Term Result

n After the search terms results are generated, you can't edit theName or Relativity Highlight Color of aterm.

Note: When you use search terms reports for persistent highlights, markup sets highlight only theterms in documents associated with the current reports. If you add new search terms to thereports, or add new documents to the workspace, you will need to follow the general processesused for these types of updates, such as running pending terms.


19 SUMMARY REPORTSSummary Reports provide aggregate tallies of field values. Field types available for reporting are limited to thefollowing:

n Multiple-choice listn Single-choice listn Usern Yes/No

The reports are based on an optional grouping criterion (the vertical axis) and the fields to be tallied (the hor-izontal axis).For example, below is a summary report. The grouping criterion is custodian and the field to be tallied isresponsiveness. The below report shows howmany documents have been tagged with each responsivenessvalue per custodian.

Summary Report Display

19.1 Adding a Summary ReportTo create a summary report, go to the Summary Report tab and click New Report.


New Report Button

The NewReport Form appears with required fields in orange and optional fields in gray.

New Report Form

The options for creating a report are:

n Folders, running along the left side of the form, allow you to report on the entire case workspace, oronly on specific folders and subfolders.


n Name is the title of the summary report.n Group By is an optional field that allows you to select a grouping criterion for the report. Grouping crite-

ria are displayed as rows on the report.o Leave the group by field blank to display only a summary with no grouping.o Click on the ellipsis to select your grouping condition.o Note that you can use filters to quickly find your field.

Pick Field to Group Report Display

n Report on subfolders is a yes/no field that allows you to report on just a folder or a folder and its sub-folders. The yes value, which reports on folders and their subfolders, is the default value.

n Columns allow you to select which fields are tallied. Selected fields are displayed as columns on thereport.

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 andyes /no fields can be reported on.


Pick Report Columns

n Add Columns allows you to add columns to the report. Click the button and then select the check-boxes for all the fields you want to include in your column selection.

n 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.

n Save records the entered information and runs the report. From a summary report, there are fiveoptions:

o Edit allows you to edit the report information.o Delete removes the report from Relativity. After you click Delete, a confirmation message

is displayed with theDependencies button. See Displaying the Dependencies Report onpage 407.

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.

n Save and New records the entered information and launches a blank new add report form.n Save and Back records the entered information and returns you to the Summary Reports list.n Cancel aborts the creation of the report and discards any entered information.

19.2 Editing Summary Report InformationTo edit a report, go to the Summary Reports tab and click Edit next to the desired report.


Edit Report Link

You also can click on the name of the report. Clicking on the report name redirects you to the report detailspage. From the report details page, click Edit.


20 PIVOT PROFILESPivot Profiles allow you to create, save, and edit custom Pivot settings to be used at any timewhile usingPivot in the data set. Once saved, these profiles are accessible via a drop-down in the upper left corner of theitem list.

Pivot Profile Drop-Down

Selecting a profile automatically applies the settings it contains to the active dataset, thus eliminating theneed to individually specify Group By, Pivot On, Chart Type, etc. Edits can bemade to an active profile andsaved 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 associatedwith it.

Pivot Profile Save and Save As Buttons

You can also access and edit all Pivot Profiles from the Pivot Profiles tab. Once on the Pivot Profiles Tab clickNew Pivot Profile.


New Pivot Profile

This brings up the Pivot Profile form. Fields in orange are required for you to save the profile. Note that onlyfields that have been Pivot-enabled will be available for selection in this form. For more information on ena-bling fields for Pivot, see Fields on page 50.


Pivot Profile form

Complete the following to create a new Pivot Profile.Pivot Profile Information

n Name is the identifier under which you would like to save the profile. You may want the name to reflectfields on which you pivoted.

n Object Type the object type you would like this profile to appear under.n Display provides three checkboxes to specify which of the three possible Pivot display types you want

to be used to represent your profile in the item list:o Pivot Grid designates the grid as part of the profile display.o Pivot Chart designates the chart as part of the profile display.o List designates the list as part of the profile display.

n 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.

n 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.n 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.n 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.

n Page Size determines the number of sets per page in Pivot chart and/or graph. Depending on the dis-play specifications you set, you may want to make this value low.

Chart Options

n 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.

n Chart Orientation determines how the chart is positioned. There are two options:o Horizontal arranges values horizontally.o Vertical arranges values vertically.

n 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.

n 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.

n Toggles allows you to configure additional chart instructions. The options in this drop-down are:o 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.o 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.o Rotate Labels rotates the group by labels at a 45 degree angle. This can help readability in fields

with many values.o Stagger Labels is another option to improve readability of group by values. Stagger labels varies

the horizontal position of the labels to improve readability.o Show Labels toggles the value count labels on Pivot Charts.

OtherThe following optional fields may be helpful in further distinguishing a profile from others in the same view.

n Keywords allows you to attach keywords to the profile.n Notes allows you to attach notes to the profile.

The System Created On and System Last Modified By fields under the Record History heading are auto-matically populated upon saving the new profile.


21 PRODUCTION SETSWhen you want to produce documents in a case workspace, you can create a production set that defines themarkup set for redactions, the document numbering, the appearance of the numbering, and other settings.Relativity uses these settings when you run the production. You can then view the produced images in theCore Reviewer Interface by selecting Production mode, and the production set.

21.1 Adding a Production SetBefore you can run a production, you must create a production set, and then add documents to it. Use the fol-lowing steps to create production set:

1. Navigate to the Production Sets tab.

New Production Set button

2. Click theNew Production Set button to display the Production Set form.3. Set the fields in the following sections as necessary. Required fields are orange and optional fields are

gray.n Production Information on page 181n Production Numbering on page 182n Headers and Footers on page 188n Production Numbering Sort Order on page 190

4. Click one of these buttons after you complete the production set form:n Save records the entered information and displays the Production Details page.

Options for saving a production set

n Save and New records the entered information and launches a New Production Set form.n Save and Back records the entered information and redirects you to the Production Set item list.n Cancel stops the creation of the production set and discards any information that was entered.


5. When you have finished creation production sets, add documents to them. See Adding Documents toYour Production on page 191.

21.1.1 Production InformationWhen you add or edit a production set, you can begin by modifying the settings in the Production Infor-mation section of the Production Set form.

Production Information section

The fields available in this section include:

n Name is the name of the production.n Markup Set indicates which markup set is used to apply redactions to the production images.n Burn redactions field indicates that redactions will be applied to the documents, when set to Yes. Set

this field to No if you do not want them applied.n Add image placeholder is used for image and native productions. When documents with no image are

encountered in an image and native production, a placeholder (slip-sheet) is included. The placeholderis branded based on the production settings, and the image includes a message indicating that therewas no record for the document.

n Date produced is the date that the documents were produced. Since Relativity does not automaticallyset this value, you can select any date in this field.

n Warning/error alert flag is a field that indicates whether any errors or warnings occurred during a pro-duction. Select the Production Error field.

n Email notification recipients field is used to send email notifications when a production fails or com-pletes. To send the email messages to multiple recipients, enter their email addresses separated by asemicolon.

n Branding font size is the font size for branding added to a page. The font type is Arial.


21.1.2 Production NumberingOn the Production Set form, you can definemultiple options that control how numbering is applied to imagesin your production. Relativity provides these numbering types for productions:

n Page Level Numbering on page 182n Document Level Numbering on page 184n Original Image Numbering on page 187

21.1.2.1 Page Level NumberingSelect Page level numbering to generate a new incremental number (also known as a Bates number) on everypage across your document set. This number will be branded on the images in your production.

Page level numbering

The form fields available when you select Page level numbering include:

n Prefix lists the characters added to the beginning of each Bates number.n Suffix lists optional characters applied to the end of each Bates number. It is a static, non-incremental

text string.n Start number indicates the first number used in a sequence of Bates numbers. To select a previous pro-

duction and continue with its numbering sequence, click Continue from Previous. Relativity auto-matically populates the Start number field with the value displayed for theNext doc number.


Continue Production Numbering

n Number of digits for document numbering determines howmany digits the Bates number contains.The range of available values is between 1 and 10. By default, this option is set to 7 characters.

n Preview Number button displays sample text illustrating how the Bates number will appear in theimages.

Preview Number dialog box

n Begin Bates field is used to store the Bates number assigned to the first page of a document during aproduction run.

n End Bates field is used to store the Bates number assigned to the last page of a document during a pro-duction run. For single page documents, the values in the Begin Bates field and End Bates field will bethe same.

Note: The Begin Bates field and End Bates field are fixed-length text fields that must be largeenough to accommodate the characters in the prefix, suffix, and Bates number digits. For example,the prefix RK plus the digits 000001 equals eight characters. You will not be able to save your pro-duction if the Bates fields hold only seven characters.

n Attachment relational field is used to select a relational field indicating a family group such as groupidentifier. You can optionally update the attachment beginning and ending Bates numbers during a pro-duction. The following fields are required when you select a relational field:

o Begin attachment field is used to store the beginning attachment Bates number for the pro-duction. This number will repeat for all documents in a related group.

o End attachment field is used to store the ending attachment Bates number for the production.This number will repeat for all documents in a related group.


Repeated attachment numbers

Note: Your Begin Bates field, End Bates field, Begin attachment field and End attachmentfield must be fixed-length text fields with a minimum of 255 characters. You can reuse thesefields in production sets. However, Relativity will overwrite the values in them each time yourerun a production.

21.1.2.2 Document Level NumberingSelect Document level numbering to generate a new document number for each document, which will bebranded on the images in your production.


Document level numbering

The form fields available when you select Document level numbering include:

n Prefix lists the characters added to the beginning of each document number.n Suffix lists optional characters applied to the end of each document number. The suffix is added after

the document number but before the page number when the Include page number option is selected.It is a static, non-incremental text string.

n Start number indicates the first number used in a sequence of document numbers. To select a previousproduction and continue with its numbering sequence, click Continue from Previous. Relativity auto-matically populates the Start number field with the value displayed for theNext doc number.


Continue Production Numbering

n Number of digits for document numbering determines howmany digits the document number con-tains. The range of available values is between 1 and 10. By default, this option is set to 7 characters.

n Include page numbers adds a unique page number after the document number on each page in a doc-ument, when it is set to Yes. By default, this option is set to No.

Note: If you export a production with document level numbering as single-page TIF, and it does notinclude page numbering, Relativity will automatically add page numbers to identify each pageuniquely.

n Separator between document and page number field is displayed when you select the Include pagenumber option. The following separators are available:

o _ (underscore, selected by default)o - (hyphen)o . (period)

n Number of digits for page numbering determines howmany digits the page number contains. Therange of available values is between 1 and 6. By default, this option is set to 4 characters.

n Preview Number button displays sample text illustrating how the document number will appear in theimages.

Preview Number dialog box

n Begin production number field is used to store the number assigned to the first page of a documentduring a production run.

n End production number field is used to store the number assigned to the last page of a document dur-ing a production run.


Note: The Begin production number field and End production number field are fixed-length textfields that must be large enough to accommodate the characters in the prefix, suffix, documentand page numbering digits, and the separator options. For example, the prefix RK, the documentdigits 000001, the underscore separator, and the page number digits 0001 equal thirteen char-acters. You will not be able to save your production if the production number fields hold only sevencharacters.

n Attachment relational field is used to select a relational field indicating a family group such as groupidentifier. You can optionally update the attachment beginning and ending numbers during a pro-duction. The following fields are required when you select a relational field:

o Begin attachment field is used to store the beginning attachment number for the production.This number will repeat for all documents in a related group.

o End attachment field is used to store the ending attachment number for the production. Thisnumber will repeat for all documents in a related group.

Repeated attachment numbers

Note: Your Begin production number field, End production number field, Begin attachmentfield and End attachment field must be fixed-length text fields with a minimum of 255 char-acters. You can reuse these fields in other production sets. However, Relativity will overwritethe values in them each time you rerun a production.

21.1.2.3 Original Image NumberingSelect theOriginal image numbering to retain the identifiers currently associated with your images. For exam-ple, you may want to retain the control number or other numbers already assigned to images uploaded to Rel-ativity. Relativity will utilize these values to create the production and attachment numbers.When you use original image numbering, this numbering format is used for each page of a document:

n [control number]-[page number]For example, for a 3-page document whose control number is ABC00001, the individual page numberingwould be:

n ABC00001-001n ABC00001-002n ABC00001-003


Original image numbering

The form fields available when you select Original image numbering include:

n Begin production number field is used to store the initial number assigned to a document during aproduction run. This number is based on an existing identifier assigned to the first image of the doc-ument.

n End production number field is used to store the final number assigned to a document during a pro-duction run. This number is based on an existing identifier assigned to the last image of a document.

n Attachment relational field is used to select a relational field indicating a family group such as groupidentifier. You can optionally update the attachment beginning and ending numbers during a pro-duction. The following fields are required when you select a relational field:

o Begin attachment field is used to store the beginning attachment number for the production.o End attachment field is used to store the ending attachment number for the production.

Note: Your Begin production number field, End production number field, Begin attachmentfield, and End attachment field must be fixed-length text fields with a minimum of 255 char-acters. You can reuse these fields in production sets. However, Relativity will overwrite thevalues in them each time you rerun a production.

21.1.3 Headers and FootersIn the Production Set form, you can set branding options for headers and footers. You can position headersand footers to the left, center, and right on the images in your production.


Header and Footer Options

Select a Type for each header or footer position where you want information branded in the image. The fol-lowing Types are available:

n Production Bates Number displays the Bates number associated with each document page. (Availablefor Page level numbering only)

n Production Number displays the document number associated with each page. (Available for Doc-ument level numbering and Original image numbering only)

n Field uses the value in the selected document field for branding on each image created for a document.n Free Text uses any combination of text, tokens, and carriage returns that you define. You can use car-

riage returns to position the header or the footer closer to the top and bottom margins respectively.Use tokens to include field data as follows:

o Production Number: {!PRODNUM!}o Any Data Field: {!FIELD:ARTIFACT ID!} as in the example {!FIELD:1034471!}

Note: The Artifact ID for a field is displayed in the URL on the Field Details page. To displaythis page, select the Fields tab, click on the name of a field, and viewURL in the Address bar.You will see an identifier such as ArtifactID=1035598.

Artifact ID Example


n Original Image Number uses the original page ID assigned by Relativity as follows:o Numbering used in load file is applied when an image load file was used to import the data.o Document ID, page ID and a hash value are applied in combination when images were created

using the Image-on-the-fly functionality.

Branded Original Image Number

n Document Identifier + Page Number uses the document identifier with the page number appended toit. This option sets the first page number to 1 even when the document contains only a single page. Thefollowing pages are numbered incrementally. In addition, the page number is padded with up to fourdigits as illustrated below.

Document identifier with padded page number

Note: Depending on the settings for the header and footer, Relativity prevents the image frombeing cut off by adding approximately five extra pixels to its edges.

21.1.4 Production Numbering Sort OrderIn the Production Numbering Sort Order, you can select a field that determines how your production issorted. You can also use a descending or ascending sort order. By default, the sort order is Artifact ID, which isthe load order of the documents.

Production Numbering Sort Order section


Note: When you perform a sort, family groups are not kept together.

21.1.4.1 Other OptionsYou can use the following fields to provide additional information about a production set:

n Keywordsn Notes

21.2 Adding Documents to Your ProductionYou can add documents to the production sets that you have previously created, and then you can run theproduction. Use these instructions to add the documents:

1. Create a production set. See Adding a Production Set on page 180.2. Navigate to the Documents tab.3. Select the documents that you want to produce, and use the Producemass operation to add doc-

uments to the production. SeeMass Produce on page 376.

Produce mass operation

4. Navigate to the Production Sets tab, and click the name of the production set. Scroll down to the doc-ument list on the details page.


Document list on production details page

Note: The fields displayed in this list are controlled by a system view called production documents.You may want to update this viewwith the fields that your firm uses to qualify documents for pro-duction. You can then use these fields to filter the document list as a final QC check. See SystemViews on page 155.

5. (Optional) Use the buttons on the document list to perform these tasks:n Remove deletes selected documents from a production. Select the documents and click the

Remove button.n View Report displays summary information about the production.

Production report

6. Run the production set. See Running a Production on page 192.

21.3 Running a ProductionYou can run a production after you have created a production set and added documents to it. Use the fol-lowing instructions to run a production:

1. Produce a group of documents. See Adding a Production Set on page 180.2. Navigate to the Production Sets tab, and click the name of the production set. On the detail view, the

Production Console displays enabled buttons for running the production.


Production Console

3. Before you run the production, use the following Production Console buttons as necessary:n Preview displays a sample document illustrating how the header and footer will appear in the

produced images. In the following example, footer text includes free text and a Bates number inArial font.

Production Preview - Footer

n Conflict Check determines if the production set includes any documents that conflict withanother pre-determined set of documents. See Checking Production Conflicts on page 194.

4. To run the production, click Produce in the console. If documents with conflicts have not beenremoved from the production set, the Production Restrictions warning is displayed. If you are a SystemAdministrator, you will have these options to resolve themessage:

n Override and Continue proceeds with the production without removing the conflicts based onthe Override Production Restrictions permission. See Checking Production Conflicts on page194.


n Cancel stops the production from running.5. (Optional) Click the Resolve Alerts/Retry button to rerun any problematic documents that produced

alerts. To ensure quality record processing, this button is not active until the production is complete.

21.3.1 Checking Production ConflictsYou can perform a conflict check that compares the documents in the production against those in a savedsearch selected in the Production Restrictions field on the workspace details page. For example, the savedsearch may include conditions that identify privileged documents and their families, which you would notwant to produce. See Production Restrictions on page 43.When you click the Conflict Check button, a Production Restrictions warning may be displayed if a savedsearch is being used to restrict productions.

Production RestrictionWarning

Click one of these buttons to resolve the conflict:

n Remove Conflicts deletes documents identified as conflicts from the production set (based on the Pro-duction Restrictions setting). If all the documents are conflicts, they will be removed from the pro-duction set, and only the Preview button will be enabled in the Production Console.

Note: To view a list of documents removed from the production, navigate to the History tab, andfilter on the Production - Remove Document action. See History on page 231.

n Cancel stops the conflict check and displays the production page.

21.3.2 Production StatusesAfter you click Produce, the Status field on the production set form is updated with the following stages as thedocuments are processed:

n Waiting indicates Relativity has not started producing the documents.n Producing indicates Relativity is assigning production numbers to the documents.n Branding indicates Relativity is branding the images.n Produced indicates the production is now complete and can be exported. See Exporting a Production

Set on page 200.

Note: In the viewer, you can view the produced images by selected the Production mode. You canview the images exactly as they were produced.


21.4 Viewing Production Set DetailsThe detail view of a production set displays all the form fields with any settings that have been entered. It alsodisplays additional fields added to the form after the production set was saved:

n Restriction Override By field displays the name of the user who clicked theOverride and Continue but-ton when running the production without removing conflicts. This user must have the Override Pro-duction Restrictions permission.

n Restriction Override On field lists the date and timewhen the production restrictions were overridden.

21.4.1 Displaying Production Set DetailsYou can display the detail view of a production set by performing one of these tasks:

n Add a new production set, and click Save. See Adding a Production Set on page 180.n Click the name link for the production set on the item list of the Production Sets tab.

Name link for production set

21.4.2 Available Options on Production Set DetailsYou can use the options available on the detail view for productions sets to edit permissions, view audit infor-mation, preview the production, and perform other tasks. These options are available as buttons displayed atthe top of the page, or in the Production Console.

Buttons available for production set details

Use these buttons to complete tasks as necessary:


n Edit redisplays the production set form so that you can update values in the fields. See Editing a Pro-duction Set on page 196.

n Delete removes the production set from Relativity. After you click Delete, a confirmation message is dis-played with theDependencies button. See Displaying the Dependencies Report on page 407.

n Back redirects you to the item list on the Production Sets tab.n Edit Permissions displays a security page where you can set user permissions on a production set. You

will be editing rights only on the current production set. By default, the Production Set tab is securedaccording to the workspace-level rights. See Security Permissions on page 238.

n View Audit displays the history for the production.n Preview displays a sample image showing how the branding will be applied to documents in the pro-

duction. This button is available in the Production Console.

Note: When you are running a production, the Production Console will display other buttons. SeeRunning a Production on page 192.

21.5 Editing a Production SetYou can edit the settings for a production set, but your new settings will not update any produced doc-uments. Use the following steps to edit a production set:

1. Navigate to the Production Sets tab.2. Perform one of the following tasks:

n Click the Edit link for a production set.

Edit link

n Click the name link for the production set to display the details page. Click the Edit button.

Edit button

3. Set the fields in the following sections as necessary. Required fields are orange and optional fields aregray.

n Production Information on page 181n Page Level Numbering on page 182


n Headers and Footers on page 188n Production Numbering Sort Order on page 190

4. Save your updates as necessary.

Note: If you have imported a production, the page numbering will be set by the imported Opticon file. Anymarkup set selection, branding, or other settings on the Production Set form will not be applied to theimported production. The images will be produced exactly as imported. See Importing a Production Fileon page 99.

21.6 Tracking Redactions on ProductionsTo help you track redactions in a production, Relativity automatically creates a multi-choice field with thesame name as the production set. This field includes a choice called Has Redactions which is set to True forimages with redactions.

Note: By default, the Has Redaction choice is set only for newly produced documents. It will not be set forpreviously produced documents.

You can use this multi-choice field with your production set name to define a condition in a search or a view sothat only documents which have produced images with redactions are returned. In the Conditions section ofa search or view, select the field with your production name. For example, you may have a production namedPatent Production 1.

Production field as search/view condition

In the Value column, click the ellipsis to display a pop-up, and then select theHas Redactions box. Click Add,and then Set to use this choice as a value.


Has Redactions choice

To filter on images with redactions, add the production field to the view. Next, click Show Filters, and selecttheHas Redactions choice as a filter. For details on filtering, see the Relativity Searching Manual.

Filtering on a production field

Only documents that have images with redactions are listed in the view.


Has Redactions on a view

Note: When using OCR sets, you can also track redactions on productions using the field called Only OCRProduction Images With Redactions. This field is available in the OCR set form. See Creating OCR Set onpage 338.


22 EXPORTINGYou can use the Relativity Desktop Client (RDC) to export production sets, search results, and folders. Whenperforming an export, the RDC will automatically create top level folders for images, text, and natives as illus-trated below.

Folder Structure of an Export

Note: For installation information, see Appendix H: Relativity Desktop Client Installation and Setup.

22.1 Exporting a Production SetYou can export the contents of a production set created in Relativity through the RDC. For more informationabout productions, see the section Production Sets.When you export a production, the Data Source and Destination Files tabs on the Export Production Set win-dow are displayed. This section describes the options available on these tabs, and how to configure them forexporting a production set.To export a production set, open the RDC. From the Toolsmenu, select Export | Production Set.


Start Export Display

22.1.1 Production Set - Using Saved Export SettingsYou can use settings from a previous export if you created an export settings file. To use this file,click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in theOpen dialog. For more information, see Saving Export Settings.

22.1.2 Production Set - Data Source TabTheData Source tab allows you to define the data for your export:

n The Views drop-down allows you to select the view you'd like to export.n The Selected Columns section defines which fields you’d like to export for that search. These boxes

work in the sameway 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.

n The Start Export at Record # section allows you to identify which record begins your export by select-ing its document number.

n The Production Precedence section allows you to set which, if any, produced version of the produceddocuments is exported in place of the original image. In this section of the tab, click the ellipsis... to dis-play the Pick Production Precedence windowwhere you can make your selections.


Produced Images Precedence

o Original Images exports only the original, non-produced images.o Produced Images exports a produced version of the images.o Click Include Original… to include original versions of images for documents that are not in a

specified production.

Note: Only one version of each document will be produced. If the document is in thetop selected production, that version is exported. If not, Relativity will look to the sec-ond production and so on. If the document is not a part of any of the selected pro-ductions, then the original document is produced – if the Include Original box ischecked.

o Move productions from Available to Selected to define productions eligible for export.Use the up and down arrows to the right of the selected productions box to set the prec-edence.

22.1.3 Production Set - Destination Files TabThe Destination Files tab allows you to configure how the files are exported. The following subsectionsdescribe how to use the options available on this tab.


Destination Files Tab Display

22.1.3.1 Production Set - Export LocationExport Location allows you to select the target window directory for the export. Click the ellipsis... to browseand select the location.

Export Location Display

Select Overwrite Files to overwrite any existing files of the same name in the target export directory.22.1.3.2 Production Set - Physical File ExportPhysical File Export controls whether the files will be copied from the Relativity file repository.

Physical File Export Display


Copy Files From Repository option functions as described below:

n If the box is checked (default) the files will be copied from the file server to the specified export location.n If the box is unchecked, the files will not be copied to the export location. Instead, the exported load

files will reference the files’ repository location.22.1.3.3 Production Set - Volume InformationVolume Information controls the naming and size of the volume identifier.

Volume Information Display

This section includes the following options:

n Prefix is the volume identifier’s alpha prefix.n Start # is the first number used for the numeric section of the volume identifier. If multiple volumes are

created during the export, the number will increment, creating unique volume identifiers.n # of Digits represents the amount of numerals attached to the prefix (e.g., if 2 were selected, the out-

put would be VOL001, VOL002.)n Max size is themaximum size allowed for each volume in MBs.

22.1.3.4 Production Set - Subdirectory InformationThe Subdirectory Information controls the naming and size of volume subfolders.

Subdirectory Information Display


n Image Prefix is the alpha prefix for the subdirectory used to store exported images.n Native Prefix is the alpha prefix for the subdirectory used to store exported native files.n Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.n Start # sets the starting number for the subdirectories.


n # of Digits represents the number of numerals attached to the subdirectory prefix (e.g., if 3 wereselected, the output would be IMG001, IMG002, etc.)

n Max Files sets the number of files that will be stored in each subdirectory.22.1.3.5 Production Set - File PathThe File Path section controls the paths used to reference exported files.

File Path Display


n Use absolute paths exports out paths to exported files as absolute paths.n C:\ Desktop\VOL001\NATIVE001\AS000001.msg

n Use relative paths exports out paths to exported files as relative paths.n .\VOL001\NATIVE001\AS000001.msg

n Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.n D:\VOL001\NATIVE001\AS000001.msg

22.1.3.6 Production Set - Native Load File CharactersNative Load File Characters controls which delimiters are used when exporting a document-level load filewhere the Data File Format is set to Custom. For more information on Data File Formats see that section.

Native Load File Characters Display


n The Column delimiter separates columns in the load file.n TheQuote delimiter qualifies the text in each field on the load file.


n TheNewline delimiter signifies the end of any extracted text or long text field in the load file.n TheMulti-Value delimiter separates different choices within a choice field.n TheNested Value delimiter shows the hierarchy of choices within a choice field.

22.1.3.7 Production Set - Text and Native File NamesText and Native File Names determines how exported native and extracted text files will be named.

Text and Native File Names Display


n Named after sets the naming convention for the exported files.o Select Identifier to name the files after your workspace’s identifier.o Select Begin production number to name the files after a production number or Bates number.

n Check append original file name to append the file’s original name to the end of the exported file’sname.

22.1.3.8 Production Set - ImageImage sets whether images are exported, and if so, how the export is formatted.

Export Images Checkbox


n Check Export Images if images are included in the export.n Date File Format is the format of the image-level load file. Select from the following formats:

o Opticono IPROo IPRO (FullText)

n File Type is the type of images that are exported.o Single-page TIF/JPG will export out the files as they were loaded or created in Relativity.o Multi-page TIF will export out the files as multi-page TIFs, with one file per document.

n Documents with only black and white images will use Group IV compression.n 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.n The PDFs are not searchable.n Color pages will remain in color.


22.1.3.9 Production Set - NativeNative determines whether native files are exported.

Export Native Files Checkbox

When Export Native Files is checked, the natives are exported.22.1.3.10 Production Set - MetadataMetadata determines how the document-level load file and extracted text are exported.

Metadata Options


n Data File Format determines the document-level load file format.o Comma separated (.csv) exports out a load file in csv format.o Tab Delimited (.txt) exports out a load file in tab delimited format.o Concordance exports out a load file with the standard Concordance delimiters.o Custom allows you to set your own custom delimiters, which you can set in the native load file

characters section, found above.o HTML exports out an HTML load file with hyperlinks to launch any exported files.

n Data File Encoding is the encoding of the document-level load file.n Export Text Field as Files is a checkbox that indicates how the extracted text or OCR will be exported.

o Select this checkbox if you want the files exported as individual document-level text files, withone file per document.

o Do not select the checkbox if you want the text is included as part of your load file.n Text File Encoding is the encoding of the document-level text files.n Text Precedence allows you to select and assign an order to long text fields that Relativity will check for

extracted text when performing an export. You must select one or more long text fields to use this func-tionality.Click the ellipsis to display the Pick Text Precedence pop-up. To move fields between columns, high-light them and click the Right or Left single or double arrows. Use theUp and Down arrows to order theprecedence of the fields.


Pick Text Precedence Pop-up

If you added more than one field to the Selected Long Text Fields column, Relativity will add the TextPrecedence column as the last column in the load file. During an export, Relativity checks the topmostfield in the Selected Long Text Fields column for extracted text, and if the field is null, it checks the nextfield in order of precedence for text. When it finds a field that contains extracted text, Relativity addsthe contents of that field to the Text Precedence column in the document load file, and then continueschecking the fields for the next document.For example, you want the Text Precedence column in the load file to contain the contents of the OCRText field when it is available for a document and the contents of the Extracted Text field when the OCRText for a document is null. In the Pick Text Precedence pop-up, you will need to add the OCR Text asthe first field in the Selected Long Text Fields column followed by the Extracted Text field. If you selectonly one field in the Selected Long Text Fields column, Relativity adds the any text to a column withthe same name as the field, and does not create the Text Precedence column.

Note: If you want to improve export performance, you do not need to add all of the long text fieldsthat you selected in the Pick Text Precedence pop-up to the Selected Columns option on the DataSource tab. When you do not select these fields on the Data Source tab, but you do add them toSelected Long Text Fields column, the content of these fields is added to the Text Precedence col-umn as described above. When you add the long text fields on the Data Source tab, Relativity willalso add these columns to the document level load file.

The Precedence Text column will display the file path to the exported files if you selected the ExportText Field as Files checkbox.

n Export Multiple-Choice Fields as Nestedmaintains the hierarchy of Relativity multiple-choice lists,when applicable. Child choices are separated by the nested value delimiter, a backslash by default.


For example, say a document was tagged with the following issue field values:

When exported, the doc would show as “Hot\Really Hot\Super Hot; Look at Later.”

22.1.4 Running a Production Set ExportAfter you have selected your export settings, select File and click Run.

Run Export Display

Note: If you are missing any information needed to successfully perform the export, a warning dialog boxappears outlining the issue.


Export Warning

Click OK. Return to your export dialog box to make the necessary adjustments, then select File and click Runto complete the export.

22.2 Exporting a Saved SearchYou can export the current results of a saved search through the RDC. For more information about searches,see the Searching Manual.When you export a saved search, the Data Source and Destination Files tabs on the Export Saved Search win-dow are displayed. This section describes the options available on these tabs, and how to configure them forexporting a saved search.To export a search, open the RDC. From the Toolsmenu, select Export | Saved Search.

Data Source Tab

22.2.1 Saved Search - Using Saved Export SettingsYou can use settings from a previous export if you created an export settings file. To use this file,


click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in theOpen dialog. For more information, see Saving Export Settings.

22.2.2 Saved Search - Data Source TabTheData Source tab allows you to define the data for your export:








Note: Only one version of each document will be produced. If the document is in thetop selected production, that version is exported. If not, Relativity will look to the sec-ond production and so on. If the document is not a part of any of the selected


productions, then the original document is produced – if the Include Original box ischecked.


22.2.3 Saved Search - Destination Files TabThe Destination Files tab allows you to configure how the files are exported. The following subsectionsdescribe how to use the options available on this tab.


22.2.3.1 Saved Search - Export LocationExport Location allows you to select the target window directory for the export. Click the ellipsis... to browseand select the location.


Select Overwrite Files to overwrite any existing files of the same name in the target export directory.


22.2.3.2 Saved Search - Physical File ExportPhysical File Export controls whether the files will be copied from the Relativity file repository.




files will reference the files’ repository location.22.2.3.3 Saved Search - Volume InformationVolume Information controls the naming and size of the volume identifier.






22.2.3.4 Saved Search - Subdirectory InformationThe Subdirectory Information controls the naming and size of volume subfolders.




n Image Prefix is the alpha prefix for the subdirectory used to store exported images.n Native Prefix is the alpha prefix for the subdirectory used to store exported native files.n Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.n Start # sets the starting number for the subdirectories.n # of Digits represents the number of numerals attached to the subdirectory prefix (e.g., if 3 were

selected, the output would be IMG001, IMG002, etc.)n Max Files sets the number of files that will be stored in each subdirectory.

22.2.3.5 Saved Search - File PathThe File Path section controls the paths used to reference exported files.

File Path Display






22.2.3.6 Saved Search - Native Load File CharactersNative Load File Characters controls which delimiters are used when exporting a document-level load filewhere the Data File Format is set to Custom. For more information on Data File Formats see that section.



n The Column delimiter separates columns in the load file.n TheQuote delimiter qualifies the text in each field on the load file.n TheNewline delimiter signifies the end of any extracted text or long text field in the load file.n TheMulti-Value delimiter separates different choices within a choice field.n TheNested Value delimiter shows the hierarchy of choices within a choice field.

22.2.3.7 Saved Search - Text and Native File NamesText and Native File Names determines how exported native and extracted text files will be named.


Check Append original filename to append the file’s original name to the end of the exported file’s name.22.2.3.8 Saved Search - ImageImage sets whether images are exported, and if so, how the export is formatted.









22.2.3.9 Saved Search - NativeNative determines whether native files are exported.


When Export Native Files is checked, the natives are exported.22.2.3.10 Saved Search - MetadataMetadata determines how the document-level load file and extracted text are exported.


Metadata Options

















22.2.4 Running a Saved Search ExportAfter you have selected your export settings, select File and click Run.

Run Export Display


Export Warning

Click OK. Return to your export dialog box to make the necessary adjustments, then select File and click Runto complete the export.


22.3 Exporting a FolderYou can export the contents of a workspace folder through the RDC. To export a folder, open the RDC. Right-click on a folder in the browser, and select Export | Folder. (You can also highlight the folder in the browser.Click File in the Tool menu and select Export | Folder.) The Data Source and Destination Files tabs on theExport Folder window are displayed.When you select this option, only the contents of the current folder are exported, but not its subfolders. Forinformation about export settings, see the section Exporting a Folder and Subfolders.

22.3.1 Folder - Using Saved Export SettingsYou can use settings from a previous export if you created an export settings file. To use this file,click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in theOpen dialog. For more information, see Saving Export Settings.

22.3.2 Running a Folder ExportAfter you select your export settings, click File and then Run.

Run Export Folder Display

Note: If you are missing any information needed to successfully perform the export, a warning dialog boxappears.

Export Folder Warning Display


Click OK. Return to your export dialog box to modify your settings, and then select File | Run to complete theexport.

22.4 Exporting a Folder and SubfoldersYou can export the contents of a folder and its subfolders as well as an entire workspace. To export an entireworkspace, highlight the root folder in the browser. When you export a folder and its subfolders, the DataSource and Destination Files tabs on the Export Folder and Subfolders window are displayed. This sectiondescribes the options available on these tabs, and how to configure them for exporting folders and sub-folders.To export a folder and its subfolders, open the RDC. From the Toolsmenu, click File, and select Export |Folder and Subfolders. You can also use the right-click menu for the folder.

Data Source Display

22.4.1 Folder and Subfolders - Using Saved Export SettingsYou can use settings from a previous export if you created an export settings file. To use this file,click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in theOpen dialog. For more information, see Saving Export Settings.

22.4.2 Folder and Subfolders - Data Source TabTheData Source tab allows you to define the data for your export:









Note: Only one version of each document will be produced. If the document is in thetop selected production, that version is exported. If not, Relativity will look to the sec-ond production and so on. If the document is not a part of any of the selected pro-ductions, then the original document is produced – if the Include Original box ischecked.


22.4.3 Folder and Subfolders - Destination Files TabThe Destination Files tab allows you to configure how the files are exported. The following subsectionsdescribe how to use the options available on this tab.



22.4.3.1 Folder and Subfolders - Export LocationExport Location allows you to select the target window directory for the export. Click the ellipsis... to browseand select the location.


Select Overwrite Files to overwrite any existing files of the same name in the target export directory.22.4.3.2 Folder and Subfolders - Physical File ExportPhysical File Export controls whether the files will be copied from the Relativity file repository.





files will reference the files’ repository location.22.4.3.3 Folder and Subfolders - Volume InformationVolume Information controls the naming and size of the volume identifier.






22.4.3.4 Folder and Subfolders - Subdirectory InformationThe Subdirectory Information controls the naming and size of volume subfolders.



n Image Prefix is the alpha prefix for the subdirectory used to store exported images.n Native Prefix is the alpha prefix for the subdirectory used to store exported native files.n Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.n Start # sets the starting number for the subdirectories.


n # of Digits represents the number of numerals attached to the subdirectory prefix (e.g., if 3 wereselected, the output would be IMG001, IMG002, etc.)

n Max Files sets the number of files that will be stored in each subdirectory.22.4.3.5 Folder and Subfolders - File PathThe File Path section controls the paths used to reference exported files.

File Path Display





22.4.3.6 Folder and Subfolders - Native Load File CharactersNative Load File Characters controls which delimiters are used when exporting a document-level load filewhere the Data File Format is set to Custom. For more information on Data File Formats see that section.



n The Column delimiter separates columns in the load file.n TheQuote delimiter qualifies the text in each field on the load file.


n TheNewline delimiter signifies the end of any extracted text or long text field in the load file.n TheMulti-Value delimiter separates different choices within a choice field.n TheNested Value delimiter shows the hierarchy of choices within a choice field.

22.4.3.7 Folder and Subfolders - Text and Native File NamesText and Native File Names determines how exported native and extracted text files will be named.


Check Append original filename to append the file’s original name to the end of the exported file’s name.22.4.3.8 Folder and Subfolders - ImageImage sets whether images are exported, and if so, how the export is formatted.








22.4.3.9 Folder and Subfolders - NativeNative determines whether native files are exported.



When Export Native Files is checked, the natives are exported.22.4.3.10 Folder and Subfolders - MetadataMetadata determines how the document-level load file and extracted text are exported.

Metadata Options

















22.4.4 Running a Folder and Subfolders ExportAfter you have selected your export settings, select File and click Run.

Run Export Display


Export Warning

Click OK. Return to your export dialog box to make the necessary adjustments, and then select File | Run tocomplete the export.


22.5 Saving Export SettingsYou can save the settings that you selected when exporting a production set, saved search, or group of fold-ers for reuse at a later time. The RDC will create a .kwx file, which contains the settings for the export job.To create an export file, click File, and choose Save Export Settings. Select a folder and enter a name for thefile in the Save As dialog box. The .kwx file will be added to this location.

Save Export Settings Option

When you want to run an export using the saved settings, select Load Export Settings from the Filemenu.You may need to select Overwrite Files if you re-exporting the same group of files to the previously usedExport Location.

Overwrite Files Option


23 HISTORYOn the History tab, you can view the audit records that track the actions of users throughout the workspace.Relativity has a comprehensive audit system that logs actions performed, object types, timestamps, andother details. This tab also includes several features to help you navigate through the audit records:

n History View Fields on page 231n Filters on the History Tab on page 232

Note: When you view a document in the Core Reviewer Interface, you can display its history in the relateditem pane by selecting the Document History icon.

23.1 History View FieldsYou can customize the views available on the History tab or create new views as necessary. The History tabincludes pre-configured views for recently updated documents, long running queries, and imaging history,which you can modify.

Views on History tab

The following table lists the fields available for views on this tab. See Views on page 147.

Field Name DescriptionAction User activity captured in an audit recordArtifactID Artifact ID of an itemDetails Description of an audit actionExecution Time Length of time (in milliseconds) for a document query to runID An identifier for the audited item (Each tracked action has its own unique identifier.)Name Name of the objectObject Type Type of objectRequest Origination Connection details for the user that sent the change request.Timestamp Date and timewhen the action occurredUser Name User who initiated the action


23.2 Filters on the History TabOn the History tab, you can search for specific audit records by using filters just as you would on other tabs.For more information, see the Relativity Searching Manual.You can also search for choice values in the using theDetails Filter. Actions related to field choices arerecorded using Artifact ID. To display the Artifact ID for choice values, click the Choice Legend icon in the viewbar.

Choice Legend popup

On the Choice Legend popup, you can search for choices in the workspace, their artifact IDs, and their asso-ciated fields. You can then enter Artifact ID listed for a choice value in the Details Filter, and filter the audit rec-ords. For example, you would use the Artifact ID 2881180 to filter on the Issue choice "Really Hot". (The choicename is for reference purposes only.)


Choice field update

Note: You can also use views to filter audit records. See History View Fields on page 231.

23.3 Audited ActionsThe following table lists the name of each audited action displayed in the Action column on the History tab. Italso includes a brief description of the activity that generates a specific audit record.

Note: There is no login action when you access a workspace. The login is interpreted based on any otherauditable action in the workspace. For example, if you view a document in Workspace A, that view actionis audited on the History tab and indicates that Workspace Awas accessed.

Action Name Description of ActivityCaseMap - Add Doc-ument

A document was sent to CaseMap.

CaseMap - Add Fact A selection of text from the viewer was sent to CaseMap as a fact.Create An item was created.Delete An item was deleted.Document Query A query was run on a list of documents.Export The contents of a production set, saved search, folder, or subfolder were exported.Images - Created Images were created.Images - Created for Pro-duction

Images corresponding to a production outside of Relativity were imported into thesystem.

Images - Deleted Images were deleted.Import Content associated with a load, production, or image file was imported.


Action Name Description of ActivityMarkup - Image -Created

Redactions or highlights were added to an image.

Markup - Image -Deleted

Redactions or highlights were removed from an image.

Markup - Image -Mod-ified

Redactions or highlights weremoved, resized or edited on an image.

Markup - Native -Created

Redactions or highlights were added. This audit entry applies to transcripts only.

Markup - Native -Deleted

Redactions or highlights were removed. This audit entry applies to transcripts only.

Markup - Native -Updated

Redactions or highlights weremoved, resized or edited. This audit entry applies totranscripts only.

Move A document was moved from one folder to another.Native - Created A native file was loaded into Relativity.Native - Deleted A native file was removed from Relativity.Pivot Query A Pivot report was run.Print A document was printed.Production - Add Doc-ument

A document was added to a production.

Production - RemoveDocument

A document was removed from a production.

Query A process ran a query (such as categorization).RelativityScriptExecution A Relativity script was run.ReportQuery A summary report was run.Run An Imaging Set, Image-on-the-Fly, or Mass Image job was performedSearch Cache Table Cre-ation

A search cache table was created. (Search cache tables are created the first time yousearch for a term or phrase using dtSearch or Relativity Analytics.)

Security Security rights were assigned or changedTally/Sum/Average Themass operation Tally/Sum/Average was run in the workspace.Update Document metadata was updated on a single-document basis.Update -Mass Edit Document metadata was updated on a mass basis.Update -Mass Replace Document metadata was edited using a text mass replacement.Update - Propagation Document metadata was edited according to a propagation rule.View A document was viewed.

23.4 Search HistoryOn the History tab, you can view the audit records for saved and unsaved searches, as well as for queries per-formed on views (such as filtering on a column).


Search Records

Use the following guidelines to interpret search history records:

n Saved Searches: TheName column displays the name of the search, and theObject Type column dis-plays Search. Click theQuery link to display a pop-up with the SQL statement for the query.

Query Text Pop-up

n Unsaved Searches or Views: TheName column displays the name of the View in which the search wasperformed, and theObject Type column displays View. Click the name link to display the details pagefor the view, or click theQuery link to display a pop-up with the SQL statement for the query.


23.5 Imaging HistoryYou can view the audit history when a job is run for an Imaging Set, Mass Image, or Image-on-the-fly job. Usethe following guidelines to interpret imaging history records:

n Imaging Set Jobs: TheName column displays the name of the imaging set, and theObject Type col-umn displays ImagingSet.

Imaging Set Records

n For each image created from the set, theName column displays the document name, and theObjectType column displays Document. Click Details to display a pop-up containing the name of the imagingprofile and the formatting options used to image a document. (The formatting options displayed onthe pop-up list those used when the imaging job was run. They do not reflect any subsequent changesto the imaging profile.)


Formatting Options used in an Imaging Job

n Image-on-the-Fly or Mass Image Jobs: TheName column displays the name of the imaging profile, andtheObject Type column displays ImagingProfile.

Imaging-on-the-Fly and Mass Image Records

For each image created, theName column displays the document name, and theObject Type columndisplays Document. Click Details to display a pop-up containing the name of the imaging profile andthe formatting options used to image a document as described above.


24 SECURITY PERMISSIONSRelativity’s security rights are highly customizable. Each group you add to a workspace can have vastly dif-ferent permissions than others. You can also copy an existing group’s permissions to save time on configuringthe security console.You set group permissions when you add a group to workspace, but these permissions can be changed at anytime via theWorkspace Details page.To add a group or edit an already-attached group’s permissions, click the Edit Permissions button:

Edit Permissions Button

This brings up the Security ofWorkspace console. From here you can change the workspace security.

Change Security Console

The workspace security console options are:

n Back returns you back to the workspace details page.n Add Group allows you to add a group to a workspace.n Remove Selected Group allows you to remove a group from the workspace.n Change Group Permissions allows you to change the group’s workspace rights.


n Apply Another Group's Full Permissions allows you to apply an existing group's security settings to anew group or another existing group; this means that you do not have to define each group's specificpermissions each time you add or modify groups. Clicking this button brings up a Select Group windowcontaining other groups from which security can be copied. Once a group is selected, its security isapplied to the current workspace. This copies all security down to individual items and documents. Thisonly takes the permissions this one time and does not update dynamically if changes occur in the orig-inal group.

Select group to copy from

Selecting the radio button of a group and clicking OK will apply that group's permissions to the group high-lighted in the list above the console. Note that selecting to copy the System Administrator group's per-missions will apply every permission available in the console to the highlighted group, as SystemAdministrators 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. Theselected group’s permissions are detailed belowwhen selected. All members of the selected group are listed,by name, next to the rights detail box.

24.1 Workspace PermissionsTo add a group to a workspace, go to theWorkspace Details tab and click Edit Permissions. Next on the Secu-rity Console click Add Group. Select the desired group by clicking on the radio button next to the group name.If necessary, use the filters to quickly find your group.


Add Group Button

Click Set Permissions to bring up the permissions form.

Permissions Form

The permissions are divided into sections:

n Securityn Tab Visibilityn Browsersn Mass Actionsn Admin Operations


24.1.1 SecurityThe group permissions area allows you to set object-level permissions. They follow a basic pattern, with somevariation. The rights are:

n View allows users to view and is theminimal permission.n Edit allows users to edit and view.n Delete allows users to delete, edit and view.n Add allows users to add new instances of the object.n Edit security allows users to edit the security for instances of the object.

Security rights work jointly with corresponding tab visibility or browser permission.For example, a user with all the rights listed above for fields would only be able to add, edit, delete or edit secu-rity for fields if he/she had access to the fields tab as well. This pattern follows for most workspace objects.There is a separate security section for each Relativity object:

n Workspace sets the group’s permissions for the workspace.o View is theminimum permission level and allows the group members to see the workspace.o Edit allows the group members to see the workspace and edit the workspace details.

n Editing the workspace requires access to the workspace details tab.o Delete allows the group members to see the workspace, edit the workspace details and delete

the workspace.n Editing or deleting the workspace requires access to the workspace details tab.

o Edit security allows the group members to access and edit the workspace security.n Accessing the security console

n Folders sets the group’s permissions for the folder browser. The group members also must have per-mission to view the folder browser, set in the browser permissions section.

o View allows group members to view the folder browser.o Edit allows group members to edit the folder names and view the folders.o Delete allows the group to delete folders, edit the folder names and view the folders.o Add allows the group to add folders to the workspace.o Edit security allows group members to edit folders' security.

n Document sets the group's permissions for the documents.o View allows group members to view documents.o Edit allows group members to view and edit documents.

Note: The edit document permission allows users to tag documents with workspace codingvalues using layouts. It is a common mistake to assign coding users rights to edit fields oredit layouts. The edit field's permission (in concert with access to the fields tab) allows usersto edit field properties, such as changing a fixed length text field from 255 to 320 characters.

o Delete allows group members to view, edit and delete documents.o Add allows group members to add new documents.o Edit security allows group members to secure documents.o Print allows group members to print individual documents from Relativity.


o Local Access allows group members to open the file in its native application, to copy text fromthe viewer, or to perform a print screen.

o Redact Document allows group members to place stamp or textbox redactions on a document.o Annotate Document allows group members to place a highlight on a document.o Add Image allows group members to use Relativity’s Image-on-the-fly functionality.o Delete Image allows group members to delete images present in Relativity.

n Reports sets group permissions for summary reports. All of the below permissions require access to thesummary 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.

n Fields sets group permissions for fields.o View allows group members to view fields.o Edit allows group members to view and edit fields

n Editing fields requires access to the fields tab.o Delete allows group members to view, edit and delete fields.

n Deleting fields requires access to the fields tab.o Add allows group members to add new fields.

n Adding fields requires access to the fields tab.o Edit Security allows group members to edit field security.

n Editing security for a field requires access to the fields tab.o Add Field Choice by Link allows users to add a choice to the field from a layout.

n Layouts sets group permissions for layouts.o View allows group members to view layouts.o Edit allows group members to view and edit layouts.

n Editing a layout requires access to the layouts tab. Delete allows group members to view,edit and delete layouts.

o Delete allows group members to view, edit and delete layoutsn Deleting layouts requires access to the layouts tab.

o Add allows group members to add new layouts.n Adding new layouts requires access to the layouts tab.

o Edit Security allows group members to edit layout security.n Editing security for a layout requires access to the layouts tab.

n 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.

n Editing production sets requires access to the production sets tab.o Delete allows group members to view, edit and delete production sets.

n Deleting production sets requires access to the production sets tab.


o Add allows group members to add new production sets.n Adding production sets requires access to the production sets tab.

o Edit Security allows group members to edit production sets’ permissions.n Editing security for a production set requires access to the production sets tab.

Note: The Production checkbox is a live checkbox by default. There are no permissionsfor specific viewer options. Clear the Production checkbox in order to restrict pro-ductions from appearing in the viewer for a certain group.

n View sets group permissions for views.o View allows group members to view views.

n Viewing any views besides document views requires access to the view object’s tab.o Edit allows group members to view and edit views.

n Editing any views besides document views requires access to the view object’s tab or theviews tab.

o Delete allows group members to delete views.n Deleting views requires access to the views tab.

o Add allows group members to add a view.n With add view rights, group members can add views for any tabs they have rights to see.

o Edit security allows group members the rights to edit view security.n Editing security for a view requires access to the views tab.

n Search Folder sets group permission for saved search folders.o View allows group members to view search folders.

n Viewing search folders requires access to the saved searches browser.o Edit allows group members to view and edit saved search folders.

n Editing saved search folders requires access to the saved searches browser.o Delete allows group members to view, edit and delete saved search folders.

n Deleting saved search folders requires access to the saved searches browser.o Add allows group members to add new saved search folders.

n Adding saved searches requires access to the saved searches browser. o Edit Security allows group members to edit saved search security.

n Editing Security for saved searches requires access to the saved searches browser.n Search Sets group permissions for saved searches.

o View allows group members to view the results of saved searches.n Viewing saved searches requires access to the saved searches browser.

o Edit allows group member to view and edit saved searches.n Editing saved searches requires access to the saved searches browser.

o Delete allows group member to view, edit and delete searches.n Deleting searches requires access to the saved searches browser.

o Add allows group members to add new searches.n New searches can be added from the saved searches browser.


o Edit Security allows group members to edit choice security.n Editing security for a search requires access to the saved searches browser.

n Choice sets the group permissions for choices.o View allows group members to view choiceso Edit allows group member to view and edit choices.

n Editing choices requires access to the choices tab.o Delete allows group member to view, edit and delete choices.

n Deleting choices requires access to the choices tab.o Add allows group members to add new choices.

n New choices can be added from the choices tab, or directly from layouts.o Edit Security allows group members to edit choice security.

n Editing security for a choice requires access to the choices tabn Markup Set sets group permissions for markup sets.

o View allows group member to viewmarkup sets.o Edit allows group members to view and edit markup sets.

n Editing Markup sets requires access to themarkup sets tab.o Delete allows group members to view, edit and deletemarkup sets.

n Deleting markup sets requires access to themarkup sets tab.o Add allows group members to add newmarkup sets.

n Adding newmarkup sets requires access to themarkup sets tab.o Edit Security allows group members to edit markup set security.

n Editing security for a markup set requires access to themarkup sets tab.n Tab sets group permissions for tabs.

o View allows group members to view tabs.o Edit allows group members to view and edit tabs.

n Editing tabs requires access to the tabs tab.o Delete allows group members to view, edit and delete tabs.

n Deleting tabs requires access to the tabs tab.o Add allows group members to add new tabs.

n Adding new tabs requires access to the tabs tab.o Edit Security for a tab allows group members to edit tab security.

n Editing security for tabs requires access to the tabs tab.n Batch Set sets group permissions for batch sets.

o View allows group members to see batch sets.o Edit allows group members to view and edit batch sets.

n Editing batch sets requires access to the batch sets tab.o Delete allows users to view, edit and delete batch sets.

n Deleting batch sets requires access to the batch sets tab.o Add allows group members to add new batch sets.

n 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.n Editing the security of existing batch sets requires access to the batch Sets tab.

n 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.

n Editing batch sets requires access to the batches tab.o Delete allows users to view, edit and delete batches.

n Deleting batches requires access to the batches tab.o Add allows group members to add new batch sets.

n 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.

n Editing the security of existing batch sets requires access to the batch sets tab.n 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.

n Editing object types requires access to the object types tab.o Delete allows group members to view, edit and delete object types.

n Deleting object types requires access to the object types tab.o Add allows group members to add new object types.

n Adding object types requires access to the object types tab.o Edit security allows group members to edit the security of existing object types.

n Editing the security of object types requires access to the object types tab.n 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.

n Editing scripts requires the user to be a member of the Script Admin group.o Delete allows group members to delete scripts.

n 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.

n Editing security on scripts requires the user to be a member of the Script Admin group.n 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.

n Editing search indexes requires access to the search indexes tab.o Delete allows group members to delete search indexes.

n Deleting search indexes requires access to the search index tab.o Add allows group members to add search indexes.

n Adding search indexes requires access to the search index tab.o Edit Security allows group members to edit search indexes.

n Editing search indexes requires access to the search index tab.


o Dictionary Access allows group member to see the dictionary function when searching with adtSearch index.

n Transform Set sets groups permissions for transform sets.o View allows group members to see transform sets.o Edit allows group members to edit transform sets.o Delete allows group members to delete transform sets.o Add allows group members to add transform sets.o Edit Security allows group members to edit the security of existing transform sets.

n 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.

n 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.

n 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.

n Pivot Profiles sets the group's permissions for pivot profiles.o View allows group members to view pivot profiles.o Edit allows group members to edit pivot profiles.o Delete allows group members to delete pivot profiles.o Add allows group members to add pivot profiles.o Edit Security allows group members to edit the security of existing pivot profiles.

n Relativity Applications sets the group permissions for applications.o View allows group members to view applications.o Edit allows group members to edit unlocked applications.o Delete allows group members to delete unlocked applications.o Add allows group members to add new applications.o Edit Security allows group members to edit the security of existing applications.

Note: Groups assigned Relativity Applications permissions require access to the RelativityApplications tab in order to perform any tasks associated with the View, Edit, Delete, Add,or Edit Security permissions. Select Relativity Applications in the Tab Visibility per-missions category.


n OCR Profileso View allows group members to viewOCR Profiles.o Edit allows group members to edit OCR Profiles.o Delete allows group members to delete OCR Profiles.o Add allows group members to add OCR Profiles.o Edit Security allows group members to edit the security of existing OCR Profiles

n OCR Setso View allows group members to viewOCR Sets.o Edit allows group members to edit OCR Sets.o Delete allows group members to delete OCR Sets.o Add allows group members to add OCR Sets.o Edit Security allows group members to edit the security of existing OCR Sets.

n Native Typeso View allows group members to view native types.o Edit allows group members to edit native types.o Delete allows group members to delete native types.o Add allows group members to add native types.

Note: Even though they are given permissions, users cannot add native file types. Relativityis already configured with the native file types that it recognizes. For more information, seethe Native File Types section.

o Edit Security allows group members to edit the security of existing native types.n Imaging Profile

o View allows group members to view imaging profiles.o Edit allows group members to edit imaging profiles.o Delete allows group members to delete imaging profiles.o Add allows group members to add imaging profiles.o Edit Security allows group members to edit the security of existing imaging profiles.

n Imaging Setso View allows group members to view imaging sets.o Edit allows group members to edit imaging sets.o Delete allows group members to delete imaging sets.o Add allows group members to add imaging sets.o Edit Security allows group members to edit the security of existing imaging sets.

n Persistent Highlight Setso View allows group members to view Persistent Highlight Sets.o Edit allows group members to edit Persistent Highlight Sets.o Delete allows group members to delete Persistent Highlight Sets.o Add allows group members to add Persistent Highlight Sets.o Edit Security allows group members to edit the security of existing Persistent Highlight Sets.

n Analytics Profileso View allows group members to view Analytics Profiles.o Edit allows group members to edit Analytics Profiles.o Delete allows group members to delete Analytics Profiles


o Add allows group members to add Analytics Profiles.o Edit Security allows group members to edit the security of existing Analytics Profiles.

n Repeated Content Filterso View allows group members to view Repeated Content Filters.o Edit allows group members to edit Repeated Content Filters.o Delete allows group members to delete Repeated Content Filters.o Add allows group members to add Repeated Content Filters.o Edit Security allows group members to edit the security of existing Repeated Content Filters.

n Analytics Categorization Setso View allows group members to view Analytics Categorization Sets.o Edit allows group members to edit Analytics Categorization Sets.o Delete allows group members to delete Analytics Categorization Sets.o Add allows group members to add Analytics Categorization Sets.o Edit Security allows group members to edit the security of existing Analytics Categorization Sets.

24.1.2 Tab VisibilityThe Tab Visibility section allows you to grant group rights to view tabs. As described above, you need to com-bine sets of rights and tab visibility to give users the tools they need to complete their tasks. Check the boxnext to a tab to make it visible for the group.

Tab Visibility Permissions

The tabs available for checking include the following:

n Documentsn Workspace Detailsn Summary Reportsn Markup Sets


n Production Setsn Fieldsn Choicesn Layoutsn Viewsn Administrationn Tabsn Historyn Batch Setsn Object Typesn Review Batchesn Search Indexesn User Statusn Transform Setsn Search Terms Reportsn Scriptn Pivot Profilesn Relativity Applicationsn OCRn OCR Setsn OCR Profilesn Imagingn Imaging Profilesn Imaging Setsn Native Typesn Analyticsn Analytics Categorization Setn Analytics Profilesn Repeated Content Filtersn Persistent Highlight Setsn <Custom> - custom tabs will be listed individually

24.1.3 BrowsersThe Browsers section allows you to control which browser options are visible to the group. Check the box nextto 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.

n Clustersn Workspace Foldersn Advanced and Saved Searchesn Field Tree


24.1.4 Mass ActionsTheMass Actions section allows you to control which types ofmass action rights the group can access. Put acheck next to theMass Action you want group members to have access to.

Mass Actions Permissions

The following Mass Actions are available for checking:

n Cluster gives group members the rights to cluster documents using Relativity Analytics clustering.n Process Transcript allows group members to process imported transcripts for viewing in Relativity.n Mass Copy gives group members the rights to copy securable objects such as views, layouts and sum-

mary reports.n Mass Edit gives group members the rights to use their layouts to simultaneously edit document field

values for multiple documents.n Mass Move gives group members the right to simultaneously move documents from one or more fold-

ers to one target folder.o Mass Move also requires add and delete document rights.

n Mass Delete allows group members to mass-delete documents.o Mass delete also requires the rights to delete documents.

n Mass Produce gives group members the right to simultaneously add multiple documents to a pro-duction set.

n Mass Replace allows group members to perform a replace operation on multiple documents. Examplesinclude:

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.

n Mass Image allows group members to simultaneously send image requests for multiple native files.n Mass Print image gives group members the right to simultaneously print images from multiple doc-

uments.n 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.n Send to CaseMap allows group members to send multiple documents to CaseMap.n 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, seeMass Operations on page 366.


24.1.5 Admin OperationsYou can secure several Admin operations separately. To assign permissions to a group, select checkboxes forany combination of these operations.

Admin Operations Permissions

The options available in the Admin Operations section include:

n Assign Batches gives group members permissions to check out batches to other reviewers.n Manage Object Types gives group members permissions to add and edit object types.n Use Pivot/Chart gives group members permissions to use the pivot grid and chart functions.n View Workspace Details gives group members permissions to access theWorkspace Details page and

the Relativity Utilities console.n View User Status gives group members permissions to access the User Status tab.n Download Relativity Desktop Client gives group members permission to theDownload Relativity

Desktop Client 32-bit and Download Relativity Desktop Client 64-bit buttons. These buttons arelocated in the Relativity Utilities console on theWorkspace Details page. For more information, see thesection Using the Relativity Utilities Console.

n Override Production Restrictions gives group members permissions to override the setting in the Pro-duction Restrictions option on theWorkspace Details page. The group members will be able to producedocuments that contain conflicts based on these restrictions. For more information, see the sectionProduction Restrictions.

n Manage Relativity Applications allows group members to associate objects with applications by mak-ing the Relativity Applications field available on create and edit pages for Field, Layout, View, Script,Object Types, and all other objects compatible with applications. Users with this and Edit permissionsfor Applications are allowed to lock and unlock an application from editing.

n Modify System Keyboard Shortcuts gives group members permission to theManage System Key-board Shortcuts button. This button is located in the Relativity Utilities console on theWorkspaceDetails page. For more information, seeManaging System Keyboard Shortcuts on page 40

n Allow dtSearch Index Swap gives group members the ability to execute the Index Swap function fromthe dtSearch console. For more information, see the Search Indexes section.

n View all Audits gives group members permission to view audit reports for workspace components(such as documents, markup sets, dynamic objects, fields, and so on).

n View Batch Pane gives group members permission to view the batches associated with a document inthe related items pane.

n Delete Object Dependencies gives group members permission to force the deletion of an object, whichincludes unlinking associative objects and deleting child objects. The group members must also have


permissions to delete any dependent child and/or modify associative objects. For more information,see the sections Security and Deleting Object Dependencies.

n View Image Thumbnails gives group members permission to access the thumbnail viewer while inImagemode in the Core Reviewer Interface. This viewer allows users to run a quality control check onimages by scanning and deleting blank thumbnails from a document. Note that the thumbnail vieweruses up significant environment resources. It is recommended that no more than 20 users in an envi-ronment be granted this permission.

24.2 Permissions for Individual Items (Object Level)Individual items inherit the rights of their objects. For instance, a group’s rights to an individual field are deter-mined by their workspace-wide field rights.However, it is often necessary to further secure workspace items. For instance, you may have a group doingcontract 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.

Edit Permissions Button

The security console for the individual item is launched.


Change Security Options

The Change Security form appears with the following options:

n Overwrite Inherited Security overrides, or trumps, the workspace level settings.n Inherit Security is the default, and leaves the item open to inherit security settings from its object (i.e.,

case workspace).

Note: Altering security permissions from Overwrite Inherited Security to Inherit Security and vice-versa may involve a wait time for 50,000 records or more. If this occurs, a notification appears toinform you of the impact of the change

n Add Group allows groups to be granted access to the item.n Remove Selected Group removes group access to the item.n Change Group Permissions allows individual groups’ permissions to be edited.

24.2.1 Adding the Security Field to a View (Padlock icon)To easily secure individual objects, you can add the Security field to any view. The security field icon is a pad-lock you can click to open the item’s security screen.


Adding Security Field

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 SCRIPTSRelativity scripts allow for the creation and execution of flexible SQL-based scripts that can be used to cus-tomize and augment Relativity functionality. Scripts are Relativity artifacts. This means they have the same fea-tures 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 spe-cific time.Scripts can only be written by Script Administrators, a special Relativity group who must also have SystemAdministrator 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 Administratorpermissions, and then added as a Relativity Script Administrator. Relativity Administrators are not auto-matically members of this group.If a script is locked it appears as read only and cannot be edited. If a script is unlocked it is available for editing.The table below represents the script permissions allowed for each group.

Locked Script Unlocked ScriptView Run Edit Preview Edit Preview Write Link

Script Admin x x x x x x xSystem Admin x x xStandard User x* x* x**

*With view rights**With add rights

25.1 Creating a Script TabScripts can be added to any workspace. To activate the scripts, add a new tabwith the following information:

n Name: Scriptsn Tab Order: enter desired ordern Link Type: Objectn Parent: leave blankn Object Type: Relativity Scriptn Is Default: No

Click Save. For more information on creating tabs, see the sections Tabs.

Note: By default, newly created tabs are visible only to system administrators. This applies even if the cre-ating user’s group has access to see all other tabs. Edit workspace permissions to assign rights to the newtab.

Once the tab is available, you are able to execute existing scripts, add scripts from the Script Library and createnew scripts if you are part of the Relativity Script Administrator systems group. Available scripts vary; visit thekCura Support site to download documentation on individual scripts.


25.2 Adding a ScriptAs long as you are a Script Administrator, you can create, edit and run your own scripts. Before running ascript it is important to read the script formatting section of this document.Due to the complexity and impact a script can have, they should only be created, and run by expert users ofRelativity, SQL and XML.

Note: Refer to the Relativity Script Guide before running your own scripts.

To add a script, go to the Script tab and then click New Script.

New Script Button

Clicking New Script brings up the new script form. Properties in orange are required.


New Script Form

There are two script options available:

n Create New Workspace Script allows you to create and edit your own environment and workspacescripts via the Script tab.

n Select from Script Library allows you to choose from a list of predefined Relativity scripts. The ScriptLibrary tab is created when Relativity is deployed.

n Relativity Applications associates the script with an application created on the Relativity Applicationstab. All existing applications are available when you click the ellipsis. This is only available for those whohave theManage Relativity Applications permission under Admin Operations. For information on appli-cations, please refer to the Relativity Applications manual.

Enter or paste the required script into the script body section. To refer to a help file that outlines how to writescripts, click the question mark button.There are four buttons appearing at the top of the form:

n Save establishes the script in Relativity and displays the Script Information page.n Save and New establishes the selected script in Relativity and displays a new script page.n Save and Back establishes the selected script in Relativity and takes you to the script list.n Cancel aborts the selected script creation. All entered information is discarded.

25.2.1 Selecting from Script LibraryTo add a script, go to the Script tab and click New Script. In the script type, choose Select from Script Libraryand click the ellipsis... button.


Select from Script Library Option

The Select Script dialog box appears. Select your script from the list and click OK.

Select Script Display

The script is populated in the Script type section. There are four buttons appearing at the top and bottom ofthe form:

n Save establishes the selected script in Relativity and displays the Script Information page.n Save and New establishes the selected script in Relativity and displays a new script page.n Save and Back establishes the selected script in Relativity and takes you to the script list.n Cancel aborts the selected script

For more information about writing scripts and the script library refer to the Relativity Script Guide.

25.2.2 Running a Library ScriptGo to the Script Tab and click on the desired Script Name. If necessary you can use the Show Filters to locateyour script.


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:

n Edit allows you to edit the script information.n Delete removes the script from Relativity.n Back redirects you to the script list.n Edit Permissions allows you to establish rights for the script.n View Audit displays the layout audit history.

To execute the script, click Run on the Script Console.

Run Script from Console

Once the script is run you will be able to:

n Preview displays a pop-up allowing you to view the SQL script. n Run allows you to execute the script again.

You can also export the script results from theMass Operations bar.

25.3 Editing a ScriptTo edit a script go to the Script tab and click Edit next to the desired script.

Edit Script Link


You may also edit group information by clicking the group’s name. This redirects you to the Group Detailspage. Click the Edit button to access and change the group information.To Copy or Delete script, select the checkbox next to the script. In theMass Operations Bar select the requiredaction from the drop-down, and then click Go.

Script Mass Operations

25.4 Script LibraryWithin Relativity there is a library of commonly used scripts that can be run at any time. It is important tonote depending on your Relativity version, certain scripts may not be available to you.By default all Relativity scripts are secured and are not available for editing.

25.4.1 Library ScriptsThe following is a list of standard Relativity scripts available in the library. This list may vary per version of Rel-ativity.

Script What Does It Do?

Billing Statistics -Case Rollup

Reports on peak billable data for all cases in a Relativity environment; this can beused in environments where the auto emailed statistics feature is not possible

Billing Statistics -Users

Reports on all users who have had access to the case at any time during themonth

dtSearch Index AutoIncremental Build

Incrementally builds all dtSearch indexes in all cases

Create Sample Set Randomly samples documents from a saved search to create a sample set

Get Index Frag-mentation Levels

Gathers current index fragmentation levels for a case on indexes with more than 10percent fragmentation, and above 50 page count

Propagate Sent Dateto Family Documents

Sets all email families' documents to the same sent date as their parent documents ina case


Script What Does It Do?

Reviewer Statistics Reports on the efficiency of reviewers over the specified date range; the returned sta-tistics provide a count on howmany documents were reviewed over a certain periodof time

Set Duplicate FlagField

Identifies and sets a Yes/No field on all case documents to indicate it as a duplicate ormaster

Set Extracted TextSize Field

Stores a document's extracted text data length (in Kilobytes) in a decimal field for alldocuments in a case

Set Native File SizeField

Stores the native file size (in KB), for each case document in a decimal field

Set ProductionBeg/End AttachFields

Populates the production beginning and end attachment range fields for each casedocument included in a production

Set Relativity FolderPath Field

Stores the current Relativity folder path of each document in a long text field

Switch SecurityGroup

Allows a user to switch a generic template group on a case with a substitute group

Globally AdministerKeyboard Shortcuts

Forcibly assigns a keyboard shortcut to a specific system function; this script runsagainst all workspaces

Populate EmailThreading Vis-ualization Field

Populates a HTML enabled long text field with visualization for email threading

Relativity SMTP Con-figuration

Sets up the available SMTP fields in the kCura.Notification section of the Con-figuration table

Upgrade LegacyApplications

Upgrades a legacy application (v 6.8 and earlier) to a Relativity Application object

List ConfigurationTable

Displays all values in the Configuration Table

Analytics Billing Esti-mate

Allows a partner to assess the billable size of a potential Relativity Analytics index sub-mission

Additional scripts not installed with Relativity - and thus not available in the Relativity Script Library - can berequested through Support.

25.5 Script Compatibility and UpdatesTo improve system performance, architecture improvements are often applied to Relativity’s SQL tables fornew versions.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 affect-ing 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 INDEXESRelativity’s searching options provide a powerful way ofmanaging a document set by allowing you to isolateindividual terms within individual documents. There are threemain indexes in Relativity, all found in theSearch Indexes tab:

n Keyword Searchn dtSearchn Relativity Analytics - for more information see the Relativity Analytics section

The Search Indexes tab allows you to perform the following actions:

n New dtSearch Index button allows you to create a new dtSearch index.n New Analytics Index button allows you to create a newRelativity Analytics index.n Export to Excel allows you to export the contents of the current list to Excel.n Reset Column Size allows you to reset the columns in the view.n Show Filters allows you to apply a filter on any field in the list.n Clear All clears any applied filters.n Sort is available by clicking any of the column headers.n Copy selected indexes.n Delete selected indexes. After you click Delete, a confirmation message is displayed with theDepend-

encies button. See Displaying the Dependencies Report on page 407 for more information.

Search Indexes Tab

26.1 Keyword IndexKeyword Search is Relativity’s default search engine. While it does not have as many available options asother types of searching, it has the advantage of being an automatically populated index. This reduces main-tenance and ensures your searches are running on all documents.Your Keyword Search index appears in your Search Indexes tab by default. Click the Keyword Search link.


Keyword Search Link

The Keyword Search Index Details Page appears.

Keyword Search Index Details

n Name is the name of the keyword search index. The name is used as the display name for the index inthe documents tab search with drop-down.

n Order is a number that represents the position of the index in the list. The lowest-numbered index willbe at the top. The highest-numbered index is at the bottom. Items that share the same value aresorted in alphanumeric order. Index order can be any integer (positive or negative). No decimals areallowed.

The Search Index Console sits on the right side of the screen. This console allows you to deactivate and/or acti-vate the index.There are five buttons available at the top of the form:

n Edit allows you to edit the index information.n Delete removes the index from Relativity. After you click Delete, a confirmation message is displayed

with theDependencies button. See Displaying the Dependencies Report on page 407 for more infor-mation.

n Back redirects you to the index list.n Edit Permissions allows you to establish rights for the index.n View Audit displays the index’s audit history.

26.2 dtSearch IndexesIn addition to Relativity keyword search, you can use dtSearch technology. Like Keyword Search, dtSearchallows you to search document content, but dtSearch’s advanced functionality goes a step further by allowingyou to perform proximity searches, stemming, and other advanced keyword searching operations not avail-able in keyword search.


Unlike Keyword Search, dtSearch contains fully managed indexes to support its extended operations; youmust update the index every time data is added, removed, or edited.

26.2.1 Creating a New dtSearch IndexTo create a new index, go to the Search Index tab and click New dtSearch Index.

New dtSearch Index Button

The NewdtSearch Index form appears with required fields in orange and optional fields in gray.

Creating a dtSearch Index

n Name is the name of the dtSearch index. The name is used as the display name for the index in the doc-uments tab search with drop-down.

n Order is the number that represents the position of the index in the list. The lowest-numbered index isat the top. The highest-numbered index is at the bottom. Items that share the same value will besorted in alphanumeric order. Index order can be any integer (positive or negative). No decimals areallowed.

n Searchable Set is the set of documents to be indexed. Select all documents in the workspace, or choosefrom any workspace-saved search.


o If you select all documents in your workspace, the fields where add to FullText is yes will beindexed.

o If you select a saved searchn The documents returned by the search will be indexed.n The fields returned for hit records will be indexed.n It may use a dtSearch or Relativity Analytics index. Make sure the index is active.

n Index Share is populated by default. Your Relativity administrator will inform you if you need to changethe entry.

n Auto Recognize Date, Email, and CCs is a yes/no field and is described in the next section.n 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). If you wouldlike to send the email to multiple recipients, separate the entries with a semicolon.

n TheNoise Words box allows you to edit the list of words to be ignored during indexing.n The Alphabet box allows you to edit the index’s alphabet file.

o The alphabet file determines which characters are treated as text, which cause a word break, andwhich are ignored. The categories of items in the alphabet file are:

n Letter is a searchable character. All of the characters in the alphabet (a-z and A-Z) and all ofthe digits (0-9) should be classified as letters.

n Hyphen is removed when creating indexes. First-Level will become two separate words ina dtSearch index. Relativity does not currently support allowing the hyphen to beremoved and FirstLevel to become oneword in an index.

n Space is a character that causes a word break. For example, if you classify the period (".")as a space character, then dtSearch would process U.S.A. as three separate words: U, Sand A.

n Ignore a character that is disregarded in processing text. For example, if you classify theperiod as ignore instead of space, then dtSearch would process U.S.A. as one word: USA.

There are three buttons available at the top of the form:

n Save establishes the index in Relativity using the entered settings and takes you to the search indexdetails page.

n Save and Back establishes the index in Relativity using the entered settings and takes you to index list.n Cancel aborts the creation of the index. All entered information will be discarded.

One you have entered your settings, click Save to bring up the Index Details page.


Index Details Page

The following action buttons are available at the top of the dtSearch index form:

n Edit allows you to edit the index information.n Delete removes the index from Relativity. After you click this, a confirmation message is displayed with

theDependencies button. See Displaying the Dependencies Report on page 407.n Back redirects you to the index list.n Edit Permissions allows you to establish rights for the index.n View Audit displays the index’s audit history.

Note that three new read-only fields display on the index's page:

n Active indicates whether or not the index is active. A value of Yes indicates that it is active, while a valueof No indicates that it is inactive.

n Status indicates the current state of the index. You could you see any of the following values, depend-ing on how often you refresh the page and whether your index encounters issues while building:

o Initializingo Creating population tableo Indexingo Mergingo Updating document IDs


o Finalizingo Stopping job (if you click the Stop Build button on the console)o Job stopped by user (if you click the Stop Build button on the console)o Indexing; with errorso Indexing incomplete; Agent error

n Fragmentation Level indicates howmuch fragmentation is currently in the index. This has two possiblevalues:

o Fragmentation level acceptable - no compression recommended lets you know that frag-mentation has not yet reached a double-digit percentage and that you do not need to executethe Compress Index function on the console in order to improve index performance and results.

o Excessive fragmentation - compression recommended lets you know that fragmentation hasreached a double-digit percentage and that you should execute the Compress Index function onthe console in order to ensure index performance and results.

Note: If no dtSearch Worker agents were added to the Agent Servers associated with theResource Pool in which the workspace resides, or those agents become disabled due to anerror, the dtSearch index will fail to build. Any attempt to build an index for which no workersare available will receive a warning message. For more information, refer to the UpgradeManual.

The Search Index Console comes up on the right side of the screen when you click Save.

Search Index Console

This console allows you to:

n Perform a Full Build to create an index for documents.n Perform an Incremental Build to add documents that have been added to the workspace to the index.

o If you remove indexed documents from the workspace, the index will not be updated. However,only documents still in the workspace will be returned as hits. To clean up documents removedfrom the index you should compress the index, which removes references to these removed doc-uments in the dictionary.

o Building incrementally can cause index fragmentation; if this occurs and the Fragmentationcount found in the Detailed Status display reaches double digits, search performance can be sig-nificantly affected and it is again recommended that you compress the index, as described


below. Each time you update an index, fragmentation increases. For example, if you build anindex and update it 5 times, Fragmentation will be at least 6 and possibly more depending onthe amount of data brought in by the incremental build.

o An index that is in themiddle of an incremental build is still active and can be searched on whilethe build is occurring.

Note: You are unable to perform an Incremental Build on indexes built before Relativity ver-sion 6.0 because the population tables of these indexes do not include dtSearch documentIDs. Instead of an incremental build, you can perform a Full Build on these indexes, which willadd the document ID and increase search performance.

n Stop a full or incremental build by clicking Stop Build. This button will:o Change the index status to Stopping Build.o Abort the indexing thread, which leaves the index in an unstable state. The index is given an Inac-

tive status and deleted from the population table. A user cannot search against this index, andthe only way to use it again is to run a Full Build.

n Refresh the page during an index build or compress by clicking Refresh Page.n Resolve any errors during the build by clicking Resolve Errors.n Compress Index will compress the index to optimize index structure and de-fragment searches to

improve performance. If index fragmentation occurs as a result of an incremental build and the frag-mentation count reaches double digits, Compress Index can correct the adverse effects. Please con-sider the following:

o The time required to compress an index is proportional to the size of the index and depends onboth CPU and hard disk speed. For a rough estimate of compression time in minutes, divide thetotal size of the index by 150MB.

o For frequently-updated indexes, compression is usually performed on a scheduled basis. If theindex is not frequently updated and compression is not scheduled, it is recommended that youcompress after initial creation and then again when data increases by 10-20%.

n Activate activates the index and makes it available in the Search With drop-down on the document list.n Deactivate deactivates the index and removes it from the Search With drop-down on the document

list.n Swap Index allows you to swap your index with a replacement index in order to use its resources while

your index incrementally builds or is inactive/disabled for any reason. Only indexes with a status ofActive are available for selection in the Replacement Index field.

Swap Index


Selecting the index from the drop-down and clicking OK will complete the index swap. Note that theresults of the swap cannot be reversed; however, you can swap more than once and with any activeindex.

n View statistical data for the dtSearch index with theDetailed Status option. TheDetailed Status buttonappears in the Search Index Console after a successful dtSearch index full build. Examples of dataincluded in the status are: total document count (DocCount), total word count (WordCount), and sizeof the index (IndexSize).

Click Full Build or Incremental Build to build your index. A pop-up displays to verify your build. It also has acheckbox that allows the index to be automatically activated upon completion. Indexes must be active inorder to search them. Inactive indexes will not be usable during the search process.

Note: If a dtSearch manager or worker agent encounters a network-related error during the build proc-ess, it will execute up to three retry attempts at 20 second intervals.

Full Build Option

n Activate this index upon completion if checked will activate the index once created.n Compress this index upon completion if checked will compress the index once it has been created.

When you manually re-index a new version of a document that you had previously indexed, dtSearchmarks the information about the old version of the document as obsolete but does not remove it fromthe index. Compressing an index removes this obsolete information and also optimizes the index forfaster searching.

Note: If you compress an index outside of Relativity, the index cannot be used in Relativity versions6 and higher. Use the compression function available in Relativity to perform this task.

Click OK to build your index. If you did not select the checkbox in the build pop-up, click Activate in the SearchIndex Console. The index will not activate if there are errors. By clicking Activate the index becomes availablein the Search drop-down. Once an index has been activated, you can deactivate it by clicking Deactivate. Thiswill remove the index from the Search list drop-down but not remove it from the database.


Index Deactivate

Clicking Compress Index brings up the following message:

Compress Index

Activate this index upon completion, when checked, will activate the index when the compressing process iscomplete.

26.2.2 Auto-Recognize Date, Email, and Credit CardThe Auto-Recognize Date, Email and CC’s yes/no option on the dtSearch index reads documents and inter-prets within the data various formats of dates, email addresses and credit card numbers. This allows you tofind variations on these formats.Auto-Recognize is a powerful tool, but please note that enabling this feature will impact the speed of the cre-ation or updating of an index.26.2.2.1 DatesDate recognition looks for anything that appears to be a date using English-languagemonths (including com-mon abbreviations) and numerical formats. Examples of date formats that the system recognizes include:

n January 15, 2006n 15 Jan 06n 2006/01/15n 1/15/06n 1-15-06n The fifteenth of January, two thousand six

To search for a date, put "date()" around the date expression or range. For example, "date(January 15, 2006)".


26.2.2.2 Email AddressesEmail address recognition looks for text that follows the syntax for a valid email address (example: [email protected]). This makes it possible to search for a specific email address regardless of the alphabet settingsfor the@ and period (.) 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 adocument collection.To search for an email address, put "mail()" around the address. The * and ? wildcard expressions are sup-ported inside the () marks. Examples:

n mail([email protected])n mail(js*@example.com)

26.2.2.3 Credit Card NumbersCredit card number recognition looks for any sequence of numbers that appears to satisfy the criteria for avalid credit card number issued by one of themajor credit card issuers. Credit card numbers are recognizedregardless of the pattern of spaces or punctuation embedded in the number. Examples:

n 1234-5678-1234-5678n 1234567812345678n 1234 5678 1234 5678

Numerical tests used by credit card issuers for card validity are used to exclude sequences of numbers that arenot credit card numbers. However, these tests are not perfect, and thus the credit card number recognitionfeaturemay pick up some numbers that are not really credit card numbers.To search for a credit card number, put "creditcard()" around the number. For example, creditcard(1234*)

26.3 DictionaryAfter building your dtSearch index, a Dictionary Search option is available. TheDictionary Search allows you tosearch the index for a specific term, see the total occurrences of the term and the number of documents con-taining it.To launch the Dictionary Search, click theDictionary link next to the Keywords textbox.

Dictionary Link

For more information searching with a dtSearch index, please refer to the Relativity Searching Manual.


27 RELATIVITY ANALYTICSRelativity offers conceptual searching functionality through Relativity Analytics. Conceptual searching workswith concepts instead of keywords. Unlike traditional search engines, indexing is based on co-occurrences ofwords and recognizes ideas and concepts between documents. The supporting technology is themath-ematically-based latent semantic indexing (LSI).There are no pre-established word lists, dictionaries or linguistic techniques such as sentence structures. Rel-ativity Analytics is language-independent and self-training. The search technology “learns” all it requires frommaterial selected for searching. Not only can it identify, classify and sort information rapidly, it can find rel-evant documents that other search techniques miss.There are several ways to use Relativity Analytics:

n Conceptual term searching allows you to enter a block of text and return conceptually correlated rec-ords.

n Keyword expansion shows words that are conceptually correlated to a submitted word or highlightedtext.

n Similar document detection identifies groups of highly correlated documents and displays them asrelated items in Relativity.

n Submit selected concepts returns conceptually correlated documents based on a selection of text.n Find similar documents returns conceptually correlated documents based on an entire document.n Categorization finds similar documents based on a set of example documents.n Clustering groups conceptually similar documents, without the need for example documents.

Note: Refer to the Relativity Searching Manual and Relativity Analytics Manual for more infor-mation regarding the Relativity Analytics tools.

27.1 Creating an Analytics ProfileBefore creating a newAnalytics search index, you need to make sure there is an available Analytics Profile tospecify values for the index’s Dimensions, Concept Stop Words, dtSearch NoiseWords, and Filter Con-figurations. You cannot save an index without selecting a value for the Analytics Profile field on the new/editindex page.These profiles are reusable and transferable, which means you are not required to create a new profile forevery new index you create. However, you still want to ensure that the details of the profile you select for thatindex fit the specific needs of that index. Therefore, you will most likely want to havemore than one profile onhand, and if you plan on using an existing profile for an index, you may want to make sure it is compatiblewith the index you are setting up. Relativity provides your workspace with a basic profile called Default, whichwill be visible when you attempt to create a new profile.To create a new profile, select the Analytics Profile tab.


Analytics Profiles tab

This brings you to the All Analytics Profiles view. Click theNew Analytics Profile button in the top left corner.

New Analytics Profile button

This brings up the newAnalytics Profile Layout.

New Analytics Profile layout

To create a new profile, complete the following. Fields in orange are required:Information


n Name is the name the profile will appear under in the Analytics Profile drop-down on the index createpage.

Advanced Options

n Dimensions determines the dimensions of the concept space into which documents will bemappedwhen the index is built; more dimensions increase the conceptual values applied to documents andrefine the relationships between documents. The default setting is 100 dimensions.

Note: A larger number of dimensions can lead to more nuances due to more subtle correlationsthat the system detects between documents. However, the trade-off is that higher dimensionalityrequires more resources from the Relativity Analytics server, especially RAM memory. Based on ourresearch, higher dimensionality has a diminishing return on results once you exceed 300 or moredimensions.

n Concept Stop Words determines the words you want the conceptual index to suppress. You can addor remove stop words from the list.

n dtSearch Noise Words determines the noise words for the index’s keyword dtSearch index. You canadd or remove noise words from the list.

Filter Configuration

n Email cleans up emails by removing common header fields, reply-indicator lines, and arranges only forsubstantive email body text to be considered. This prevents the inclusion of low-content terms and therepeated content of default email settings.

n OCR cleans up data that originated from documents transformed using the OCR engine. For more infor-mation on OCR, please see the Using OCR section.

n Go Words ensures that only pre-defined words are allowed to pass through.

Note: You need to apply filters before populating the index.

Clicking the Save button saves the profile and makes it available for selection when creating an AnalyticsIndex.

Analytics Profile Field on Index Page

Note that a Repeated Content Filter list occurs at the bottom of the saved profile. Here, you can create a newRepeated Content filter, link to an existing filter, or unlink a filter currently associated with this profile.


Saved Analytics profile

Note: You can transfer an Analytics Profile to a newworkspace if the Analytics Profile object type has avalue of Yes on the Copy Instances On Case Creation field. If this is set to No, your profiles will not be cop-ied to a newworkspace.

27.2 Creating a Repeated Content FilterA Repeated Content Filter removes repeated content from document text when it is attached to your Ana-lytics Profile. You can attach more than one filter to your profile.In addition to creating a Repeated Content Filter from the saved profile layout, you can create a new filterfrom the Repeated Content Filters tab and New Repeated Content Filter button.

New Repeated Content Filter Button

Clicking this brings up the Repeated Content Filter Layout.


Repeated Content Filter Layout

Complete the following to create a new filter. Fields in orange are required.

n Name is the name of the filter.n Type determines whether the filter is designed for Repeated Content or Regular Expression.

o Regular Expression filters out words that match a specified regular expression. This can be usedas a kind of stop words filter in which a regular expression is used instead of defining all stopwords. You specify the expression in the Configuration field.

o Repeated Content filters out text in the data that matches the content you specify in the Con-figuration field below the Type field.

Note: For more information about filters, see the Relativity Analytics Manual.

n Configuration is a string value defining the repeated content or regular expression to be removed bythis filter.

Clicking the Save button saves the filter and makes it available for linking to any Analytics Profile.

27.3 Creating a Relativity Analytics IndexAnalytics Indexes can be used to search for keywords and concepts, and to find related documents based onwords, phrases or entire documents. Analytics indexes are also used for clustering, which is the automatedmethod of document categorizing by concept.To create a new index, go to the Search Indexes tab and click New Analytics Index.


New Analytics Index Button

This brings up the NewAnalytics Index form, with required fields in orange and optional fields in gray.

Search Index Options

n Name is the index name. This value is displayed in the search drop-down.n Order is the number that represents the position of the index in the index drop-down. The lowest-num-

bered index is at the top. Items that share the same value are sorted in alphanumeric order.n Analytics Profile is the reusable set of parameters created in the Analytics Profiles tab that provides

the index with values for dimensions, concept stop words, dtSearch noise words, and filter con-figuration. If no profiles have been created in this workspace, you are limited to selecting the Defaultprofile from this drop-down. If you want to create a profile for a specific index, you must do it before cre-ating the new index.

n Enable Keyword Search allows you to choose whether to build a dtSearch index to accompany yourAnalytics Index. By default this is set to Yes, which means that your Analytics Index will be equippedwith dtSearch functionality. Leaving this at Yes will allow for dtSearch functionality but will also affectperformance when the index is building.

n Relativity Analytics Server is the specific Content Analyst server designated to work with this analyticsindex. This field may be automatically populated with the URL of your default analytics server but it iseditable. This must be a valid URL.

n Send Email Notification upon Completion or Failure or Automatic Deactivation to allows you tosend email notifications when your index successfully completes, fails, or when the index has been dis-abled because it has gone unused. Enter the email address(es) of the recipient(s). If you would like to


send the email to multiple recipients, separate the entries with a semicolon. Amessage will be sent forboth automated and manual index building.

n Training Set is the document set from which the Relativity Analytics engine will learn word relationshipsto create the index. Select any public saved search. It is recommended that you only return theExtracted Text field in the search. The default search is <Default Training Set>. This search will returnonly the extracted text field of all documents where the size of the field is greater than 0MB and lessthan 2MB. This ensures that empty documents and documents that might havemany concepts arenot included in the training set. Documents without text cannot be indexed. Documents that havemul-tiple concepts can distort search results.

Note: If you do not plan on selecting a Training Set or Searchable Set created specifically for yourindex, it is recommended that you select the <default training/searchable set> option, as thissearch has been designed for use with any Analytics index.

n Searchable Set is the document set that will be searched using the index. Select from any workspacesaved search. The default is <Default Searchable Set> which returns only extracted text for all doc-uments. If items that exist in the Training Set are removed from the Searchable Set, a retraining of theindex is not required. If items that exist in the Training Set that do not also exist in the Searchable Setare added to the Searchable Set, a retraining will occur.

Note: For both the Training Set and Searchable Set fields, it is strongly recommended that you doNOT select <all documents in workspace> when creating your index because doing so could even-tually distort you search results.

n Minimum Coherence Score determines similar documents for the related items pane. Increasing thisnumber requires that documents in the related items similar pane have a close similarity. Decreasingthis number allows for a wider range of conceptually similar documents.

There are three buttons available at the top and bottom of the form:

n Save records the index in Relativity using the entered settings and takes you to the Search Index DetailsPage.

n Save and Back establishes the index in Relativity using the entered settings and takes you to index list.n Cancel aborts the creation of the index. All entered information will be discarded.

Once you have entered your settings, click Save. The saved index details now display.


Index Details Page

There are five buttons available at the top and bottom of the form:

n Edit allows you to edit the index information.n Delete removes the index from Relativity. After you click Delete, a confirmation message is displayed

with theDependencies button. See Displaying the Dependencies Report on page 407.n Back redirects you to the index list.n Edit Permissions allows you to establish rights for the index.n View Audit displays the index’s audit history.

The Index Information, Data Source, and Similar Document Identification sections of the page reflect thevalues you entered when creating the index. The Index Status and Processing Information sections providedata on where the index is in the building and/or population process.Index Status

n Active displays whether the index is active or inactive.n Status displays where the index is in the building process. The possible Status values are described later

in this section.n Last Used On is the date and time at which the index was last used.n Created On is the date and time the index was created on.n Document Last Added On is the date and time any document was last added to the index.n Build Completed On is the date and time the build was completed.

Note: If an Analytics index goes unused for 30 days, it will be automatically disabled to conserveserver resources. It will then have a status of Inactive and will not be available for use through theSearch With drop-down until it is activated again. This setting is determined by the Max-AnalyticsIndexIdleDays entry in the Configuration Table. The default value for this entry can beedited to change the number ofmaximum idle days for an index.


Processing Information

n Total Index Size (in documents) is the number of documents that make up the index.n Population Count is the number of documents already populated out of the total index size. For exam-

ple, “1900 out of 20405.” When the last document of the total index size has been met, this field reads“Completed.”

n Build Phase reflects what state the build process is in. The possible Build Phase values are describedlater in this section.

n Last Population Error is the last error encountered during population.n Last Build Error is the last errors encountered during the building phase.

Upon saving the index, the Search Index Console displays on the right side of the screen.

Search Index Console

The options that are initially available in the Analytics Index Console are:

n Full Population adds all documents from the training set and searchable set to the ready-to-index list.Clicking this brings up options for automated index building that allow you to kick off not only the FullPopulation process but also that of Build Index, Enable Queries, and Activate with one click. This meansthat you do not have to select these options on the console when the one preceding it has completed.


Automated Index Building Options

o Start building upon a successfully completed population eliminates the need to clickthe Build Index button on the console once population has completed. This is checked bydefault. Un-checking this means that you must click Build Index upon population com-pletion.

o Enable queries after a successful build eliminates the need to click the Enable Queriesbutton on the console once the index has finished building. This is checked by default. Un-checking this means you must click Enable Queries upon build index completion.

o Activate index after queries are successfully enabled eliminates the need to click theActivate button on the console once all queries have been enabled. This is checked bydefault. Un-checking this means that you must manually activate the index by clicking Acti-vate upon the completion of the enable queries process.

n Refresh Page refreshes the page, allowing you to check the status of the population.n Population Stats pops up a Population Statistics view that displays details on the population process,

including Status, Training Set, and Searchable Set columns. Clicking this button brings up a display sim-ilar to the following, although values will vary depending on index, and all rows will display a value of"0" until population has been kicked off:

Population Stats

Population will go through the following stages, any of which will be reflected in the Status field on the index.Depending on when and how frequently you click Refresh Page and if there are any errors while population isprocessing you could see any of the following:


n Waiting - indexing job in queuen Populatingn Populating - 1 or more documents in error statusn Build recommendedn Build recommended - Disable queries to continuen Build possible - 1 or more documents in error statusn Buildingn Enable Queries recommendedn Enable Queries possible - 1 or more documents in error statusn Activation recommendedn Queries Enabledn Index build failedn Index build failed - 1 or more documents in error status

If you automated the index building process but return to check on its progress, you could still see statusvalues containing the word “recommended” even though the next process will be automatically kicked off.The console options change once you click Refresh Page after the Full Population has been kicked off.

Index Console Refreshed

The following can be clicked at any time if they are enabled:

n Cancel Population cancels a full or incremental population. Canceling the population process willrequire you to initiate a full population in the future. After this button is clicked, any document with astatus of Populated is indexed. After that operation completes, the process stops. Note that a partialindex is not usable. To repair your index, perform a Full Population to purge the existing data. You canalso delete the index from Relativity entirely.

n Cancel Automationwill override the options you chose for automating the index building when youclicked Full Population. This disallows the next step in the index building to be kicked off automatically.This means you will have to return to the console to manually start the next process once the currentone is completed.


You can click the following at any time in the index build process if they are enabled:

n Incremental Population adds any new documents from the training set and searchable set to theready-to-index list. Clicking this brings up the same Automated Index Building Options offered to youwhen you click Full Population.

n Show Errors brings up a pop-up list of all errors encountered during the population and/or build proc-ess.

n Resolve Errors attempts to resolve any errors encountered during the population or index buildingprocess. If no errors are encountered, this button will remain gray and disabled.

Note: Only one index can be populated at a time. If you submit more than one index for pop-ulation, they will be processed in order of submission.

n Build Index takes the documents that are ready to index and indexes them. You do not have to clickthis if you arranged for it to be kicked off automatically in the Automated Index Building options pop-up. A build will go through the following stages, any of which will be reflected in the Status field on theindex. Depending on when and how frequently you click Refresh Page, and if there are any errors, whilepopulation is processing you could see any of the following numbered statuses:

1. STARTING2. COPYING_ITEM_DATA3. FEATURE_WEIGHTING4. COMPUTING_CORRELATIONS5. INITIALIZING_VECTOR_SPACES6. UPDATING_SEARCHABLE_ITEMS7. OPTIMIZING_VECTOR_SPACE_QUERIES8. FINALIZING

n Enable Queries loads the index to server memory and prepares it for use. Once this button is clickedand queries are enabled, the following options become available.

n Disable Queriesn Activate (if not arranged for in the Automated Index Building Options)n Identify Similar Documentsn Detailed Status

After you have enabled queries for the workspace, the index is ready for activation.

Note: If the Relativity Analytics server is restarted, you need to re-enable queries.

n Activatemakes 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 mustbe active in order to be searchable.

n Identify Similar Documents is an automated process that analyzes all the documents in the searchableset of the index and identifies groups of conceptually similar documents. The level of similarity requiredis based on theMinimum coherence score set in the index information page. These similar documentsthen appear in the related items pane and are accessible via the ( ) icon. Three fields are created todescribe these similar documents. Removing these fields from the database will remove the icon fromthe related items pane. These fields are:


o <Index Name>-IsMain is a Yes/No field to indicate the Yes on themain conceptual document ina similar group. The coherence score indicates similarity to this document.

o <Index Name>-Score is a decimal field that indicates the coherence value to themain document.The higher the number themore conceptually related the document is to themain document.The related items pane defaults to show the higher coherence scored items at the top of the list.The score of 1.00 is an exact duplicate and .95 is the default for the lowest score.

o <Index Name>-SimilarDocs is a fixed-length field populated with the document identifier of themain document for the group. This repeated document id is the related value for the group.

n Index Stats displays a more in-depth set of index details. This information can be helpful when inves-tigating issues with your index. Clicking this button brings up a display similar to the following, althoughsettings may vary:

Index Stats Display

The index Stats display provides the following fields:

n Initial Build Date is the date and time at which the index was first built.n Dimensions is the number of concept space dimensions specified when the Analytics Profile for this

index was created.n Keyword Search Enabled is a True/False value that reflects the Enable Keyword Search field set when

the Analytics Index was created.n Index ID is the automatically generate ID created with a new index. It is {Workspace ID_{incrementing

number}n Unique Words in the Index is the total number of words in all documents in the training set, excluding

duplicate words. If a word occurs in multiple documents or multiple times in the same document, thatword only counts as 1.

n Searchable Documents is the number of documents determined by the saved search you chose as theSearchable Set value when creating the Analytics index.

n Training Documents is the number of documents in the Training Set, as determined by the savedsearch chosen for the Training Set field when creating the index. The normal range is two-thirds of theSearchable Set up to 5million documents, after which it is half of the Searchable Set. If this value is out-side that range, you will receive a note stating this fact next to the value.


n Unique Words per Document is the total number of words, excluding duplicates, per document in thetraining set.

n Average Document Size in Words is the average number of words in each document in the trainingset. The normal range is 120-200. If this field displays a value lower or higher than this range, you willreceive a note next to the value that states, “This value is outside of the normal range.”

The ShowDetails link at the bottom of the Index Stats displays opens a Detailed Status display:

Detailed Status


27.4 Adding New Documents to an Existing Search IndexIf you add new documents to the training or searchable set used to create your search index, you mustupdate your index to include these new documents.Click the Incremental Population button on the console to add the new documents to the ready-to-index list.After all the documents have been populated, click Disable Queries, then Build Index to re-index the doc-uments, then Enable Queries.

27.5 Creating Categorization SetsIn addition to creating search indexes, you can create a Categorization Set to categorize large groups of doc-uments based on a few examples that represent a single concept.For example, early in your review you may not know all the documents in your workspace. However, you mayunderstand 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 inthe rest of your workspace.These are created in the Analytics Categorization Set tab and New Analytic Categorization Set button, whichare found under the Analytics tab.

Analytics Categorization Sets Tab

Clicking theNew Analytics Categorization Set button allows you to create a new set.


New Categorization Set Form

Complete the following to create the set. Orange fields are required:Categorization Set Information

n Name is the name you would like the set to appear under. If you attempt to save a set with a namethat is either reserved by the system or already in use by another set in the workspace, you will beprompted to provide a different name.

n Documents To Be Categorized is the saved search containing the documents you want to categorize.Clicking the ellipsis allows you to select a saved search.

n Analytics Index is the index you want to use to define the space in which documents will be cat-egorized. Clicking the ellipsis allows you to select an index.

n Minimum Coherence Score is theminimum percentage of similarity a document must have to theexemplar in order to be categorized. The default value for this is 50.

n Maximum Categories Per Document determines howmany categories a single document can appearin concurrently. In someworkspaces, a document may meet the criteria to be included in more thanthemaximum number of categories. If that maximum is exceeded, the document is categorized in themost conceptually relevant categories. The default value for this is 1. Keeping this value at 1 creates asingle object relationship and allows you to sort documents based on the Category Rank field in theAnalytics Categorization Result object list or any viewwhere the rank field is included. Raising this valueabove 1 creates a multi-object relationship and eliminates the ability to sort on documents by the rankfield.

n Categories and Examples Source is the single or multiple choice field used as a source for categoriesand examples when using the Synchronize option on the Categorization Set Console. Completing thiswill enable the Synchronize button and eliminate the need to manually add categories and examples tothe set before running a categorization job. Relativity will create categories for all choices associatedwith the specified field and will create example records for all documents where this field is set. Leavingthis field blank will disallow synchronization. Clicking the ellipsis brings up a picker containing all singleand multiple choice fields in the workspace.

n Example Indicator Field is an optional field used as a basis for creating new examples when the Syn-chronize option is chosen on the console. Clicking the ellipsis brings up a picker containing all Yes/No


fields in the workspace. Selecting the Example Indicator will create examples for only those documentsmarked with a “Yes” value in this field.

n Auto Synchronize on Categorize All determines whether or not the Synchronize process is auto-matically kicked before categorization is run. Setting this to Yes enables automatic synchronization andeliminates the need click the Synchronize button on the console before every categorization job. Set-ting this to No disables automatic synchronization. By default this is set to No.

Note: When dealing with multiple Categorization Sets, create a unique Category Name for eachset. If multiple Categorization Sets share an identical Category Name, an error will appear onimport.

Job Information

n Categorization Status is the current state of the categorization job.n Categorization Last Run Error is the last error encountered in the categorization job.n Synchronization Status is the current state of the synchronization process.n Synchronization Last Run Error is the last error encountered during the synchronization process.

If you have completed the Categories and Examples Source field on the categorization set, your Cat-egorization Set Console will include an activated Synchronize button at the top.

Synchronize Button

Clicking the Synchronize button brings up the following confirmation message:

Synchronize Confirmation

Clicking OK kicks off the synchronization job.Once synchronization has completed the Analytics Category and Analytics Example associative object lists willreflect the results of your field values. With these populated, you can kick off the categorization job by clicking


the Categorize All Documents button on the console, if you did not set the Auto Synchronize on CategorizeAll field to Yes.

Categorize All After Synchronize

If you do not complete the fields that allow for synchronization, you will need to add at least one category andexample to the set after saving it in order to kick off a categorization job.

Category/Example Associative Objects


The only console button initially enabled upon saving an unsynchronized categorization set is Refresh Page.Only after you add a category and an example to the set is the console fully enabled to categorize documents.Click New in the Analytics Category heading to add a new category via the following layout:

Add Analytics Category

To add the new category, complete the following steps:

1. Make sure the set populating the Analytics Categorization Set field is correct. If it is not, click the ellip-sis and select another set.

2. Provide a name for the category in theName field.3. Click Save. The category is now listed in the set.

Click New to add a new analytics example via the following layout:

Add Analytics Example

To add a new example, complete the following:

1. Make sure the set populating the Analytics Categorization Set field is correct. If it is not, click the ellip-sis and select another set.

2. Provide a name for the example in theName field.3. Select a category from the Category field via the ellipsis. The selected Category must be associated with

the Categorization Set you are currently working in.


4. Select a document via the ellipsis in theDocument field. Clicking this brings up a list of documents inthe workspace.

5. If you want to add text and not a document, provide any text in the Text box. Note that if both the Doc-ument and Text fields in the example are populated, Text will override Document. So, if you intend onselecting a document from the ellipsis to use in your category, do not supplement it with information inthe Text field because only the text will be considered.

6. Click Save. The Example is now listed in the set.

Categorization Set Console

The console, once equipped with at least one category and example object, provides the following option:

n Categorize All Documents executes a categorization job based on the settings specified when youcreated the set. Clicking this brings up a confirmation message that states, “This will run Categorization.Continue?” Click OK. Note that this will delete all results of the previous categorization job.

Once the categorization has been kicked off, you have the following options:

n Stop Categorization halts the categorization job.n Refresh Page updates the page to reflect where the job is in its process. The Status field is updated, as

well as any of the object lists, to show the progress of the categorization.n Show Errors brings up a list displaying all errors encountered during the categorization process.n Resolve Errors attempts to reprocess any errors encountered during the categorization process.

After the initial categorization process is complete or after you have clicked Stop Categorization, the followingbutton is enabled:

n Categorize New Documents incrementally runs the categorization process by adding to the categoryset records that have been imported since the initial categorization was run.

When a categorization job is completed, you can view the results in the Field Tree under the name of “Cat-egory - <Name of Categorization Set>”. For example, a Categorization Set designed for Primary Language


Identification and named accordingly will display with all attached categories. Below, each language is a cat-egory.

Categories in Field Tree

27.6 Searching on Categorization FieldsThese fields created by your categorization set are available as Conditions when creating a Saved Search,which allows you to search on them and view the results.For example, say you created a categorization set based on Primary Language Identification and you wouldlike to see all documents that fall under the Arabic category of the Primary Language Identification set. Youwould perform the following:

1. Create a new Saved Search.2. Select the field condition of Categories – Primary Language Identification.3. Select these conditions as the Operator.4. Click the Values ellipsis and select Arabic. Click OK.5. Click Save & Search.6. View the results.

Categories as Saved Search Conditions

The number of documents returned will be the same as when you filter for Arabic in the Categories Field Treeview.For more information on creating a Saved Search, refer to the Relativity Searching Manual.


27.7 Analytics Categorization in the ViewerWhile reviewing a document in the Viewer, you have the option of adding that document as an example to acategory in a Categorization Set. You can also highlight a section of text and add it as an example excerpt. Bothof these are done by right-clicking inside the document.

27.7.1 Adding a Document as an Example in the ViewerWhile reviewing a document in the Viewer, you have the option of adding that document as an example to acategory in a Categorization Set. To do this, right-click inside the document, select the Analytics Categorizationoption, and click Add Document as Example.

Add Document As Example

This brings up the Add Analytics Example window.

Add Analytics Example

To add the example, complete the following:

n Categorization Set provides a list of all categorization sets available to you. Select the set you want toadd the document to.


n Category provides a list of all categories available in the set you selected above. Select the category youwant to add this document to.

Click Add Example at the top of the window to add this document as an example. If you need to Create a NewCategory and make it available in the Category drop-down, click the Create New Category button to the rightof the Add Example button. This brings up the Add Analytics Categorywindow. To add a category, completethe following:

n Analytics Categorization Set provides a list of existing Categorization Sets. Click the ellipsis and select aset.

n Name is the name you want the category to appear under.Clicking Save saves the category and makes it available for selection on the Add Analytics Example window.

27.7.2 Adding a Text Excerpt in the ViewerAnother right-click option in the viewer allows you to add an excerpt of text as an example. To do this first high-light a section of text. Then right-click on the highlighted section and select the Analytics Categorization |Add Excerpt as Example options.

Add Excerpt As Example

Selecting Add Excerpt as Example brings up an Add Analytics Example window. However, a read-only Textfield occurs containing the text you highlighted inside the document in the viewer. Make sure to review thetext excerpt before adding it as an example. Note that the excerpt cannot exceed 2MB of text.


Add Text Example

To add the excerpt, complete the following:

n Category Set provides a list of all category sets available to you. Select the set you want to add this textexcerpt to.

n Category provides a list of all categories available in the set you selected above. Select the category youwant to add this text excerpt to.

Click Add Example at the top of the window to add this excerpt as an example. If you need to Create a NewCategory and make it available in the Category drop-down, click the Create NewCategory button to the rightof the Add Example button. This brings up the Add Analytics Category window. To add a category, completethe following:

n Analytics Categorization Set provides a list of existing Categorization Sets. Click the ellipsis and select aset.

n Name is the name you want the category to appear under.Clicking Save saves the category and makes it available for selection on the Add Analytics Example window.


28 LIVENOTE INTEGRATIONRelativity is able to link with a LiveNote web database to view LiveNote case workspace transcripts. You willneed LiveNote’s viewer software installed to view transcripts.To add your transcripts to your workspace, you first must create a new external tab. See Tabs on page 45.Enter information:

n Name = LiveNoten Tab Order = the desired ordern Link Type = externaln Link = contact Support at [email protected] for the correct URL

Note: By default, newly created tabs are visible only to system administrators. This applies even if the cre-ating user’s group has access to see all other tabs. Go to workspace permissions to assign the rights toview the new tab.

Once you have correctly created your link to LiveNote, you are able to view all workspace transcripts.

LiveNote Transcript Display

Clicking on a transcript name launches that transcript in the LiveNote viewer.


Live Note Transcript Viewer


29 ADMIN MODE DETAILSIn addition to the Client, Matters, Users, and Groups tabs used when configuring a workspace, the AdminMode includes the following specialized tabs:

n Viewsn Choicesn Agentsn Errorsn QueueManagement includes nested tabs called Production Queue, Branding Queue, Imaging Queue,

and OCR Queue.n Relativity Script Libraryn User Statusn MotDn Assembliesn Tabsn Resource Poolsn Serversn License

29.1 ViewsViews work the sameway in admin mode as they do in workspaces. They are customizable lists of items withinRelativity – essentially saved queries that control three things:

n The items displayed on the list, based on a set of criterian The fields of information returned relating to the displayed itemsn The sort order of the items

To work with admin mode views, go to the views tab in admin mode.The types of admin mode views are:

n User creates a list of users.n Group creates a group of lists.n View creates a list of admin mode views.n Client creates a list of client views.n Matter creates a list ofmatter views.n Choice creates a list of admin mode choices.n Workspace creates a list of workspaces.n Error creates a list of errors.n Tab creates a list of admin mode tabs.

These views are built in the sameway as workspace views. See Views on page 147.

29.1.1 System ViewsAny time you see a list of items in Relativity, it is a view. There are several system views. Admin mode systemviews can be divided into two categories:


n Page detail views:o MattersOnClientPage controls which linked matters’ fields are displayed on the client details

page.o UsersOnClientPage controls which linked users’ fields are displayed on the client details page.o UserViewRenderer controls which users fields are displayed on the group details page.o GroupViewRenderer controls which group fields are displayed on the user details page.

n Pickers:o ClientsOnPicker controls which client fields are displayed when selecting a client on the picker.

The client picker is available from the newmatter or new user form.o UsersOnPicker controls which user fields are displayed when adding a user to a group. The user

picker is available from the group details page.o GroupsOnPicker controls which group fields are displayed when adding groups for a user. The

group picker is available from the user details page.o WorkspacesOnPicker controls which workspace fields are displayed when selecting a template

workspace on the newworkspace form.o MattersOnPicker controls which matter fields are displayed when selecting a matter on the new

workspace form.

Note: Pickers have special restricting functionality within Relativity. You can use picker views’ crite-ria to control which items are available on the picker. For example, you can set up Relativity so thatonly clients with an active status are available for linking to users and matters. To accomplish this,edit the criteria for the “ClientsOnPicker” view to include status = active.

29.2 ChoicesChoices, in Admin mode, are predetermined values applied to pre-workspace objects. To work with Adminmode choices, go to the choices tab in Admin mode.The types of Admin mode choices are:

n Workspace statusn Client statusn File locationn Matter statusn User type

These choices work the sameway as workspace choices. For more information on how choices work, seeChoices on page 72.

29.3 AgentsAgents are process managers and workers that run in the background of Relativity to complete jobs initiatedby user actions. The Agents tab (Admin Mode) allows you to see which agents are running in your envi-ronment and the status of those agents.


Agents Display

You can activate disabled agents by clicking the Restart Disabled Agents button in the bottom left corner ofthe Agents view.The default Agents view provides the following fields:

n Agent Name is a link that allows you to access the options for that agent. Those are:o Startwill start the agent. If the agent is already running, this button is disabled.o Stopwill stop the agent. If the agent is stopped, the action that agent allows for in other parts of

Relativity will be suspended. The user may see a warning message when the agent is stopped tell-ing them that their action cannot be completed.

o Save allows you to save a change, either an increase or decrease in milliseconds, you make tothe Interval field.

o Cancel will abort any change you made to the agent.

Start Agents Display

n Enabled is a true/false field that indicates if the agent is enabled. Truemeans the agent is enabled. Falsemeans the agent is not enabled. If the agent is not enabled, it is not available to perform its


corresponding action in other parts of Relativity. It is also not available to add to Agent Servers asso-ciated with a Resource Pool, which is then associated with a workspace. If the agent is disabled in themiddle of the job, it will have to be restarted with the Restart Disabled Agents button.

n Interval provides the interval in milliseconds for the agent. If the agent requires an increase or decreasein this value, you can click the agent name to edit that Interval field in the options window.

n Message provides a description of the current state of the job the agent is doing. For some agents, thismessage will indicate the workspace in which the agent is working, as well as the point in the job it is cur-rently at.

n Time is the time and date at which the agent last performed a job.n Server is the server on which the agent is installed.

29.3.1 Workspace Statistics ManagerOne special agent worth noting is theWorkspace Statistics Manager.TheWorkspace Statistics Manager agent collects billing information to be sent to kCura. This agent must beenabled for accurate billing information to be recorded.TheWorkspace Statistics Manager generates a zip file that includes a report of current billing statistics. This filemust be sent to kCura for billing information to be processed; you can send the file automatically through theSMTP server, or you can send the file manually. The AutoEmailWithCaseStatisticsManager configurationvalue determines themode of file sending. If you intend to send the report manually, you must designate alocation where the zip file will be stored in the BillingInfoFileLocation value.You can set additional configuration values to determine how case names and user e-mail addresses display inthe report generated by theWorkspace Statistics Manager. The ReplaceCaseNameWithArtifactID value deter-mines whether case names are replaced by case artifact IDs. The ReplaceUserNameWithHashValue valuedetermines whether the user name portions of user e-mail addresses are replaced by hash values.29.3.1.1 Access RestrictionsIf theWorkspace Statistics Manager has been disabled for seven concurrent days, Relativity access becomesrestricted. Once access has been restricted, only System Administrators are able to access the system. Otherusers are locked out. This limited access allows Administrators 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 SystemAdministrators.29.3.1.2Warning One -Persistent MessagingIf theWorkspace Statistics Manager is disabled for more than 24 hours concurrently, System Administratorsare presented with a persistent message at the bottom of their Relativity window:

n “TheWorkspace Statistics Manager agent has been disabled for more than 24 hours. You have lessthan <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.29.3.1.3Warning Two - EmailTo ensure that there is no ambiguity, kCura sends a warning email 48 hours before the system becomesunavailable and again 24 hours before the system becomes unavailable. Themessage goes to:

n Relativity Sales ([email protected])n Billing contacts at your organization


Contact [email protected] to set or update your billing contact

29.4 ErrorsThe Errors tab (Admin Mode) shows errors that have occurred in the Relativity environment. The fields are fil-terable, so you can find specific types of errors quickly and efficiently.The errors tab is view-driven, so you should customize the tab in any way that is beneficial for you.The fields available for the errors view are:

n Artifact ID is the identifier of the error. Each error gets its own identifier.n Message describes the error and is themessage the user receives.n Timestamp is when the error occurred.n Created By is the user who received the error.n Error Source is the section of the application where the error occurred.n Server is the server on which the error occurred.n URL is the URL the user was at when the error occurred.

29.5 TabsThe Tabs tab in admin mode controls admin mode tabs. The functionality of the tabs tab is the same as work-spacemode tabs.

29.6 Imaging QueueThe Imaging Queue displays all current imaging jobs running in your environment. You can view the queue inAdmin Mode. Select theQueue Management tab, and click Imaging Queue.

Imaging Queue Display

The Imaging Queue view displays the following fields:

n Workspace indicates the workspace associated with the imaging set, Mass Image, or Image-on-the-flyjob.

n Imaging Set Name indicates the imaging set, Mass Image, or Image-on-the-fly operation used for thejob. Mass Image and Image-on-the-fly jobs are named and auto-incremented when they are added tothe queue.


n Imaging Set Artifact ID is unique identifier for the imaging set. The artifact ID will be set to blank forImage-on-the-fly or Mass Image jobs because these operations do not have imaging sets.

n Imaging Profile lists the name of profile used to create the document images.n Documents Remaining lists the number of documents waiting to be imaged.n Status displays the current stage of the imaging job. Image-on-the-fly or Mass Image operations have

only Waiting and Processing statuses.n Priority indicates the order in which the imaging job will be run. Jobs initiated through image sets or

Mass Image operations have default values of 100, while jobs initiated by Image-on-the-fly have defaultvalues of 1.

n Submitted Date indicates the date and timewhen an imaging job was submitted, or an attempt wasmade to resolve errors in a job through the Imaging Set Console.

n Submitted By lists the name of the user who initiated the imaging job.Relativity sends jobs to the imaging engine by priority, and then orders them by submitted date. To changethe priority of a job, click the Change Priority button at the bottom of the view. Enter a new integer value inthe Priority field, and click Update. Jobs assigned a lower value have a higher priority.

Imaging Options

To cancel imaging jobs, select one or more jobs, and click Cancel Imaging Job. You can cancel jobs that havethe status of waiting or that have a processing status, such as building tables, inserting records, or compiling.

29.7 OCR QueueThe OCR Queue tab allows you to view all submitted OCR jobs in the environment to check their status, prior-ity and the workspace they can be found in. The OCR Queue tab is accessible only in Admin mode.To display the default OCR Queue view, select theQueue Management tab, and click OCR Queue. This list dis-plays all OCR jobs that have been submitted and have not yet been successfully completed.


OCR Queue Tab

You can view the following fields:

n Workspace is the name of the workspace containing the OCR set. n OCR Set Name is the name of the OCR set that has a job running.n Artifact ID is the OCR set’s artifact ID.n Status displays the status of the submitted job; this field will be updated as the OCR job progresses.n Priority is the priority of the OCR set job. This is set to 100 by default.n Submitted Date is the date and time at which one of the two actions was taken:

n Run was clicked on the OCR Set console.n Resolve Errors was clicked on the OCR Set console when the set was completed with errors.

The order in which jobs are sent to the OCR engine is first by priority, then by submitted date. You can changethe priority of the OCR job by clicking the Change Priority button in the bottom left of the view.

Change OCR Priority

Clicking this button allows you to specify the new priority for an OCR job in the queue. Entering a new value inthe Priority field and clicking the Update button changes the priority in the queue.

29.8 Production QueueThe Production Queue tab displays all current production jobs running in your environment, and any jobs inerror status. A job remains in this queue until the completion of branding and other processing.You can view the production queue in Admin Mode. Select theQueue Management tab, and click ProductionQueue.


Production Queue Display

The Production Queue displays the following fields:

n Workspace indicates which workspace contains the production set used for a job.n Production Name indicates the production set used for the job.n Artifact ID is unique identifier for the production set.n Status displays the current stage of the production job.n Priority indicates the order in which the imaging job will be run. Relativity sends jobs to the production

engine by priority, and then orders them by submitted date and time. The default value is 100.n Submitted Date indicates the date and timewhen a production job was submitted, or an attempt was

made to resolve errors in a job. (In the Production Set Console, the user clicked Run, or ResolveErrors.)

n Submitted By indicates the user who initiated the job. You can use this information to prioritize pro-duction jobs by user.

To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integervalue in the Priority field, and click Update. Jobs assigned a lower value have a higher priority.

Change Priority Pop-up

Note: During a production job, Relativity will also send a job to the branding queue for the stamping ofredactions, headers, or other modifications. Any change to the priority of a job in the production queuewill change its priority in the branding queue.


29.9 Branding QueueThe Branding Queue displays production jobs currently undergoing branding of redactions, header, footer, orother modifications. A production job is displayed in this queue only while it has a status of branding, but itremains in the production queue until all processing is complete.You can view the branding queue in Admin Mode. Select theQueue Management tab, and click BrandingQueue.

Branding Queue Display

The Branding Queue view displays the following fields:

n Workspace indicates which workspace contains the production set used for the job.n Production Name indicates the production set used for the job.n Artifact ID is unique identifier for the production set.n Images Remaining indicates the number of images that require branding.n Status displays the current stage of the branding job.n Priority indicates the order in which the branding job will be run. Relativity completes branding jobs by

priority. The default value is 100.n Submitted By indicates the user who initiated the job. You can use this information to prioritize brand-

ing jobs by user.To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integervalue in the Priority field, and click Update. Jobs assigned a lower value have a higher priority.

Change Priority Pop-up


Note: Any change to the priority of a job in the branding queue will also change its priority in the pro-duction queue.

29.10 Message of the Day (MotD)Themessage of the day is a message (MotD) displayed to all users when they log in to Relativity. MotD is mostcommonly used to inform users of planned system maintenance.To activate or change themessage of the day, click on theMotD tab. To edit the text of themessage, clickEdit. Enter your message and click Save.Click the checkbox Show Message of the Day? to activate theMotD.

MotD Display

29.11 User StatusYou can obtain information about users currently logged in to Relativity from the User Status tab, which isavailable in both Admin and Workspacemodes. Themode determines the functionality and information avail-able on the User Status tab as follows:

n Admin Mode: The tab lists users currently logged into Relativity. In this mode, you can send web pagemessages, and email messages to users listed on the tab. You can also force the log out of these usersfrom the system.

n Workspace Mode: The tab lists the subset of users who are accessing the current workspace. In thismode, you can send web pagemessages, and email messages to users listed on the tab.


29.11.1 Send MessagesIn both Admin and Workspacemodes, you can send web pagemessages to one or more users with themasssend message feature. Use the following steps to send a message:

n Select the checkbox next to the names of the recipients.

User Status Page

n At the bottom of the page, select Send message from the drop-down box, and click Go. TheWeb Pagedialog box is displayed.

Web Page Dialog Box

n Enter the text of your message in the popup, and click Send message. The user will receive a web pagemessage that contains your text as illustrated below.


Web Page Message

You can also send an email message to a single recipient by clicking the email address link. Your native emailapplication 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.

29.11.2 Force Users to Log OutIn Admin mode, you can force users to log out of Relativity from the User Status tab.

Note: Any unsaved changes made by users will be lost, when you use the Force Log Out option to ter-minate their sessions.

Use the following steps to log users out:

n Select the checkbox next to one or more user names.

User Status Tab

n At the bottom of the page, select Force Log Out from the drop-down box, and click Go.n Click OK on the confirmation message. The users will be logged out of Relativity.


29.12 Relativity Script LibraryWithin Relativity there is a library of commonly used scripts that can be run at any time. By default thesescripts are secured and are not available for editing. See Scripts on page 255.

29.13 AssembliesAssemblies, also known as event handlers and syncs, are used to apply special rules to coding forms. Thesework similar to scripts, as in once loaded they can be checked out and attached to either custom objects ordocuments within a workspace.To add a new assembly, click the Assembly tab in Admin Mode and then click New Assembly.

New Assembly Button

The NewAssembly Information form appears, with required fields in orange and optional fields in gray.

New Assembly Details

The NewAssembly fields are:


n Assembly File is used to reference the file to be uploaded to Relativity.n The assembly file is stored in the database central repository.n An assembly can be added to a workspace document or custom object via the object type. The

action will be executed on either a Save or Save and Next.There are two optional fields you can populate with any beneficial information.

n Keywordsn Notes

There are four buttons appearing at the top of the form:

n Save establishes the assembly in Relativity and displays the assembly information page.n Save and New establishes the assembly in Relativity and displays a new assembly page.n Save and Back establishes the assembly in Relativity and takes you to the assembly page.n Cancel aborts the assembly creation. All entered information is discarded.

29.14 Resource PoolsA resource pool is a set of servers and file repositories that you can associate with a workspace. You can createa resource pool to group resources based on litigation matter, location, or other categories. For example, youcould create resource pools for theWest Coast and East Coast to manage resources specific to these regions.

29.14.1 Creating a Resource PoolIn Admin mode, select the Resource Pools tab, and click New Resource Pool.

New Resource Pool Form

The fields available on the NewResource Pool form include:

n Name is used to identify the resource pool, and it must not exceed 50 characters. Enter a user-friendlyname for the resource pool indicating its purpose.

n Keywords are used to filter on the resource pool in a view, as well as for other identification purposes.n Notes are used to enter additional comments about the resource pool.



n Save stores the resource pool definition and displays the details page.n Save and New stores the resource pool definition and displays a blank Resource Pool form.n Save and Back stores the resource pool definition and displays the Resource Pools list page.n Cancel stops the creation of the resource pool, and discards any information that you entered.

29.14.2 Adding Resources to the PoolYou must add servers or file repositories to a resource pool before you can associate it with a workspace. Afteryou click Save, you will see the Resource Pool Details page displayed.

Resource Pool Details Page

Click Add on the title bar for Agent Servers, and select one or more servers on the pop-up. Repeat this proc-ess for SQL Servers and File Repositories. When you complete these tasks, the resource pool will be availablefor use in workspaces. Aworkspace can only be associated with one Resource Pool.Use the following guidelines when you are working with resource pools:


n Addition of Primary SQL Server: The Primary SQL Server is added to all resource pools during a firsttime upgrade or installation.

n Available Resource Pools: Only resource pools that have at least one file repository and SQL server areavailable on theWorkspace Details page.

n Workspace Creation and SQL Servers:When you create a workspace, the Database Location field willonly list SQL servers associated with the selected resource pool. You cannot change the SQL serverselected in this field after the workspace is created.

n Removal of SQL Servers: You cannot remove an SQL server from a resource pool when a workspaceassociated with the resource pool is using the server.

n Changing Resource Pools: You can change the resource pool on workspace, but you can only change itto a resource pool that contains the SQL server selected as the Database Location.

n Agent Availability in Workspaces: Only agents residing in the respective Agent Servers of the selectedResource Pool are available to pick up jobs for the workspace associated with that Resource Pool. Forexample, if the Transform Set Manager agent is not present on any of the Agent Servers of the selectedResource Pool, you will not be able to run a Transform Set in that workspace. This applies to all agentsexcept for the following:

o CaseManagero Case Statistics Managero File Deletion Manager

29.15 ServersThe Servers tab lists all instances of web servers, agent servers, and SQL servers available on the network.These resources register themselves with the Relativity environment.

Servers Item List

At startup, all of the following resources listed in the Types column register themselves to the Servers table:


n SQL Serversn Agentsn Various Web Components (Distributed, Web, Web API, and Services API)

Although you do not create new Servers, you can edit certain fields of server information through the Edit linknext to the server’s name. Clicking Edit brings up the following form:

Edit Server Page

The following fields are editable:

n Status determines whether this server is active and available to add as an Agent Server to a ResourcePool. Although this field is editable for all types of servers, only Agent Servers are impacted by this if it isset to Inactive. Setting this to Inactivemeans that one cannot select this server as part of a ResourcePool.

n Enable User Load Balancing determines whether or not a workload is distributed across multiple webservers. This is available only for web servers. This value is valid only if a unique and legitimate URL hasbeen provided below. Relativity validates the authenticity of this URL. If a URL has been provided, thedefault value of this field is No. Changing this value to Yes will enable user load balancing. (RSA user loadbalancing is not supported.)

n URL is the location of the web server you want to use to balance a workload.The Enable User Load Balancing feature is used to equally distribute user loads across all web servers thathave Enable User Load Balancing set to Yes. When a user hits the login page, the platform looks at the userstatus table to see howmany users are logged into each web server. The user will then be logged into the web


server with the small number of users. This requires setting up multiple URLs in addition to having multipleweb servers.In theWeb Servers view on the Servers tab, you can keep track of load balancing per server through the fol-lowing fields:

n URL is the location of the web server you want to use to balance a workload.n Enable User Load Balancing is a Yes/No value that lists if user load balancing has been turned on or off

for that server.n Failed Redirection Attempts is the number of times the user was unable to be redirected to the URL

provided. When Relativity detects servers participating in user load balancing it will attempt to passnew login requests to the least utilized server. If that server is unresponsive, Relativity logs a failed redi-rection attempt, and then passes the user to the next least utilized server. After 10 failed redirectionattempts to a server (participating in user load balancing) in 10minutes, Relativity will disable user loadbalancing for that server. Users who are redirected due to a failed attempt will see no noticeable dif-ference.

n Last Failed Redirection Attempt is the date and time of the last instance of a failed redirection to theURL provided to for load balancing.

n Current User Count is the number of users currently using the web server.

Web Servers View

For more information on web server registration, contact [email protected].

29.16 License TabThe License tab provides you with the functionality required to obtain or renew your Relativity license. Thisprocess involves generating a license request that you send to kCura Client Services, and then applying theactivation key for your official Relativity license. The License tab also displays information about your currentlicense, including the instance name, expiration date, number of seats, and type.


License Details

See the Relativity Client Licensing Guide for information about requesting and activating a license key for yourinstallation.

Note: If you are deploying a new instance or upgrading from an unlicensed version, Relativity activates a7-day trial license that you can temporarily use until obtaining your official license key.

29.16.1 License Expiration and Error MessagesAs a system administrator, you will be notified by email and alerts, when your license is going to expire. Rel-ativity will begin sending daily email notifications 30 days prior to the expiration date of your license, and it willdisplay alerts during that same timeframe.

License Alert

You enter a grace period if you have not renewed your Relativity before the expiration date. It provides youwith an additional seven days to complete the renewal process. In Relativity, the License tab will display theexpiration 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 usersattempt to access the system. Administrators will have access only to the License tab, which provides func-tionality for obtaining an activation key.


30 BATCHINGRelativity’s batching feature is intended to bring structure to the often-complex task ofmanaging a large-scaledocument reviewwith multiple reviewers. Batches can be automatically generated or created manually.Relativity can split a static set of documents into batches based on administrator-set criteria and then allowusers 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.

30.1 Adding Batch Sets and BatchesTo add a new batch set, go to the Batch Sets tab and click New Batch Set.

New Batch Set Button

The NewBatch Set Information form appears, with required fields in orange and optional fields in gray.


New Batch Set Form

There are four required fields to create a batch set.Batch Set Information:

n Name is the name of the batch set.

Note: If you are performing a multi-stage reviewwith multiple batch sets per phase, be sure toinclude the phase name in the batch set name. This helps you search for information within a spe-cific phase. Searching batch fields is covered later in this Section and in the Relativity SearchingManual.

n Maximum Batch Size is themaximum number of documents in one batch.n Batch Prefix sets the prefix for the batch numbering.n Batch Data Source is the saved search containing documents that you want to batch. If the saved

search references a dtSearch or Relativity Analytics index, that indexmust be active.n Batch Unit Field is an optional grouping mechanism, allowing you to group similar documents in the

same batch. Documents with different values in a batch unit field are not included in the same batch.n Family Field allows you to select your workspace group identifier. Documents in a family group are not

split across batches.


Note: When a value for Family Field is selected, the resulting number of documents within eachbatch may be larger than the value for the Maximum Batch Size field. For example, if your max-imum batch size is set to 100, the first 100 documents returned by the batch source will be put intothe first batch. After this is done, any family members to the documents in the first batch are thenincluded in the first batch. This may result in the batch being larger than 100. Depending on the sizeof your family groupings, the size of your batches may vary significantly.

n Reviewed Field is an optional yes/no field that allows you to select from any Yes/No, Single-Choice, orMulti-Choice field from the drop-down. Based on your selection, a tally is kept of howmany documentsin the batch have been reviewed. The Batch Set monitors the field you specify as the Reviewed field andincrements a count for each document in the batch that has been coded with a value for that field.

Note: A common batch unit field is custodian. However, any non-system single choice, multi-choiceor fixed length text field may be used.

Auto Batching:

n Auto Batch enables the system to automatically generate batches.o Disabled is the default, and allows for standard manual batch processing. o Enabledwill automatically generate batches according to the below settings.

n Minimum Batch Size is only available if Auto Batch is set to enabled. This is the smallest possiblenumber of documents in a batch.

n 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:

n Keywordsn Notes

There are four action buttons available at the top and bottom of the form:

n Save establishes the entered information and displays the batch set details page. The batch set detailspage 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. After you click Delete, a confirmation message is

displayed with theDependencies button. See the section Displaying the Dependencies Reportfor more information.

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.

n Save and New establishes the entered information and launches a newBatch Set form.n Save and Back saves the entered information and brings you back to the Batch Set list.n Cancel aborts the creation of the batches. Any information entered before you hit cancel is not saved.


Note: The new batches are shown on the batch sets. Any reviewers with the ability to see thebatches tab - and rights to the batch set - are able to see the batches.

Batch Set Display

n Batch Management Consoleo Create Batches creates the batches based on the entered settings. Created batches shows on

the bottom half of batch set’s details page.o Purge Batches deletes any batches associated with the batch set.

Note: By clicking edit permissions, you are editing rights only for the selected batch set. By default, thetab is secured according to the case workspace-level batch set rights. For more information on workspacepermissions, see Security Permissions on page 238.

n Status:o Status displays the current status of the batch; Pending, Processing, Error or finished once a

Batch Set has beeno Documents to be Batched is the remaining documents that do not meet theminimum batch

size. You will need to manually create a batch for these remaining documents.o Last Successful Run is the date and time stamp of when the last successful batch was run.o Last Error Reported is the date and time stamp of when the last error was created.


30.2 Editing Batch Set InformationTo edit a batch set, go to the Batch Set tab. Click Edit next to the desired batch set.

Edit Batch Set Information

You also can click on the batch set name from the batch sets tab. Click on the batch set name, and then clickEdit to alter any batch set information.

Note: While you can make changes to a batch set at any time, created batches are not updated toinclude the new properties. For example, say you have created batches with a batch size of 500 butreviewers find this number too large. You will have to purge the existing values, make any changes, andre-create the batches. Any existing data in the original batch set will be lost when those batches arepurged.

30.3 Deleting a BatchTo delete a batch, go to the Batch Set tab. Select the checkbox next to the batch you want to delete.

Batch Delete

In themass operations bar select Delete from the drop-down, and then click Go. A pop-up confirmation mes-sage displays, click OK. For more information, seeMass Delete on page 373.


30.4 Checking Out BatchesAll existing batches are shown on the Review Batches tab.There are several ways to control which reviewers see which batches:

n You can apply any views to the batches tab, creating any list of batches you’d like to see. These viewscan be restricted.

n Batch sets can be secured, allowing you to assign permissions to all batches in a batch set.n Individual batches can be secured.

Conversely, you can keep the batches tab restricted so only workspacemanagers and administrators can seethe batches tab. In this model, an administrator or user with assign batch permissions would need to checkout batches to reviewers as needed.

Note: There is a special permission found in the admin operations section of the security console calledAssign Batches. Reviewers with this permission can assign batches to other reviewers. Reviewers withoutthis permission can only check out batches for themselves.

To check out batches, go to the Review Batches tab, find the batch you are interested in checking out andclick Edit.

Edit Batch Link

As an Administrator you will see the options below:

Admin Batch Options

n Check In As Pending allows you to check the batch as pending for the assigned user.n Check In As Completed allows you to check the batch in as completed for the assigned user.


n Reassign To allows you to assign the batch to another user.Note that a System Administrator cannot check out batches using theMe link.Reviewers with permissions to assign batches see the screen below and can only check out batches to them-selves. Clicking Check Out assigns the documents in the batch to the set reviewer. The Batch:: Assigned Tofield contains that reviewer’s name.

Check Out Batch

30.5 Batch FieldsThere are several fields that store values related to batches:

n Batch Set is the batch set to which the batch belongs.n Batch is the batch name.n Batch Status is the status of the batch. A batch may be:

o Blanko In progress, which means the batch has been checked outo Completed, which means the batch has been checked in as completed

n Batch Unit is the optional grouping condition on the batch.n Assigned To is the reviewer to whom the batch is checked out.n Reviewed is whether the batch is reviewed.n Batch Size is howmany records are in the batch.

30.6 Building Views for Checked-Out DocumentsYou can build views for a reviewer to access his or her checked-out documents. For more details about cre-ating 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

Clicking the ellipsis brings up the Batch Criteria Selector.The fields available are:

n Batchn Batch::batch setn Batch::assigned ton Batch::status

To create a simple view that shows the reviewer his or her checked-out documents, you could create the fol-lowing conditions:

n Field = Batch::Assigned Ton Operator = is logged in user

Select Batch Criteria Display

However, you can make your conditions as simple or complex as your workspace’s workflow requires.


31 OBJECT TYPESOn the Object Type tab, you can create your own securable, custom objects within a workspace. You can con-nect these custom objects to documents and each other, extending the functionality available in a workspace.For example, you define a custom custodian object used to store information about the custodian and to con-nect the custodians to their documents.Each Relativity workspace already contains system objects such as document, and OCR objects. The doc-ument object allows you to create fields, which store objective or subjective information about the doc-ument. You can create other objects outside of the document object to store data and link to other objects.Without objects, a document might have a custodian field that stores the name of the custodian.

Document object

Howdo you store information about the custodian? Using Relativity objects, you can create a custodianobject. This object can then store information about the custodian – their name, their role, their start date,and so on.

Custodian object

You can then connect that custodian object to the document object.


Custodian - document connection

For more information about how to build objects, see the Relativity Building Custom Objects workbook.

31.1 Adding an Object TypeIn Workspacemode, point to the Administration tab, and click Object Type.

New Object Type button

Click New Object Type to display the Object Type form.


New Object Type form

The fields available on this Object Type form include:

n Name is the designation used to identify the object.n Parent Object Type is used to select another object type. The object that you are creating will be a child

of the selected object type. The following options are available:o Workspace indicates that the new object type will be a child of the workspace. Relativity creates

a tab for the object in the workspace, and assigns it workspace-level security. These objects canalso be associated with other object types.

o <Object> indicates that the new object type is a child of another Relativity object. This type ofchild object does not have workspace tabs, and it inherits permissions from the parent object.

Note: You can also use fields and layouts to create connections between object types.Objects that are connected through associations can each have their own security settings.See Fields on page 50.

n Dynamic indicates whether you can extend an object by adding fields, views, and other items. Thisread-only field is set to Yes for document and custom objects. It is set to No for system-createdobjects, excluding document objects.

n Enable Snapshot Auditing on Delete is used to capture audit information about the values stored inobject fields. The following options are available:

o Yes is the default setting, which results in Relativity capturing a snapshot of the current fieldvalues for the object. By capturing this data, the size of the delete audit record will be increased,but the field values will be available when querying the workspace history.

o No indicates that Relativity will delete the object without capturing its field values.n Pivot is used to enable or disable Pivot functionality on the object. The default value is Enabled, result-

ing in the display of Pivot icon on the object tab. Pivot runs on only the object fields when it is enabled.Select Disabled to remove the icon from the object tab.


n Copy Instances on Workspace Creation determines whether instances of the object type are copiedduring workspace creation. If one of the following conditions exists, you will be unable to copyinstances of an object:

o The template workspace contains an object with Copy Instances On Workspace Creation set toYes, but one of its associative objects has this same field set to No.

o The template workspace contains an object that is associated with a document object.n Relativity Applications is used for associating the object type with an application created on the Rel-

ativity Applications tab. Click the ellipsis (…) button to select an existing application. To use this option,you must have the permissionManage Relativity Applications in the Admin Operations section of theSecurity page.

n Keywords are used to filter on the object type in a view, as well as for other identification purposes.n Notes are used to enter additional comments about the object type.


n Save stores the object type information, and displays the Object Type details page. See Object TypeDetails on page 328.

n Save and New stores the object type information and displays a blank Object Type form.n Save and Back stores the object type information and redirects you to the Object Type list page.n Cancel stops the creation process and redirects you to the Object Type list page.

31.1.1 Object Type DetailsOn the details view of the Object Type page, Relativity displays read-only information about object type set-tings. The details page is displayed after you click Save on the Object type form, or after you click an objectname on the list page.


Object Type Details form

In addition to displaying the object details, this page also includes the following sections:

n Event Handlers also known as syncs add special functionality or conditions to your layouts. For moreinformation, contact [email protected].

n Rules allow you to control the layouts that users see based on set event conditions, and the visibility ofobject operations, such as the Newbutton. See Adding an Object Rule on page 330.

You can use the Action buttons on the top of this page to perform these tasks:

n Edit allows you to edit the object type details.n Delete removes the object type from Relativity. After you click Delete, a confirmation message is dis-

played with theDependencies button. See Displaying the Dependencies Report on page 407.n Back redirects you to the Object Type list page.n Edit Permissions allows you to set access rights on the object type.n View Audit displays the update history for the object type.

Note: When you click Edit Permissions, you will modify only the security for the current object type. Theobject type is secured with the workspace-level rights by default, unless it inherits permissions from a par-ent object. See Security Permissions on page 238.


31.1.1.1 Adding an Object RuleOn the Object Type Details page, click Add on the Rules title bar.

Add New Rule form

The following list describes the fields on the Add NewRule form:

n Name is the designation used to identify the rule.n Rule Type is used to determine the type or content of the layout that is displayed. See Selecting a Rule

Type on page 330.n Field indicates the Relativity field containing the value drives rule behavior.n Value indicates field value that drives rule behavior.n Action is the layout that displays based on the rule.n User can select another layout determines the layouts that reviewers can see if the rule condition is

met:o If the box is checked, reviewers see the layout selected in the Action field by default, but they are

not able to move to another field.o If the box is not checked, reviewers are locked into using only the layout selection in the Action

field.

Note: For example, you could establish a rule that controls the layout that a reviewer sees inFirst and Second Pass Reviews. When the First Pass Review Complete field is equal to yes fora document, the reviewer is taken to the Second Level Review layout and is able to see onlythat layout.

31.1.2 Selecting a Rule TypeYou can select one of the following options for the Rule Type:

n Default Layout determines which layout that reviewers see by default, or if the reviewers see any lay-out at all. It is based on a set field value.


n Default Layout on New determines which layout a reviewer sees for new documents. When you selectthis option, Add NewRule form redisplays with only the Name, Rule Type, and Action options. Use theAction option to select the layout displayed for new documents.

Add New Rule form

n Global Button Visibility determines the visibility of specific buttons or action options available on anobject type.

Add rule for global button visibility

When you select this option, the Add NewRule form redisplays with the following Visibility options.You can clear the checkbox associated with a Visibility option to hide the related functionality from Rel-ativity users. The following table outlines the effect of clearing these checkboxes.

VisibilityOption

When You Clear this Checkbox…

ShowNew

The following options are not displayed:n Newbutton on the Object List pagen Mass Copy on the Object List page, and on any other page where themass oper-

ation is available for this object typen Save & Newbutton on the edit page for an object instancen Newbutton on child or associative object lists of this object type

Show The following options are not displayed:


VisibilityOption


Deleten Mass Delete on the Object List page, and on any other page where themass oper-

ation is available for this object typen Delete button on the details page for an object instance

ShowLink

The Link button is not displayed on associative objects lists added to the layout of anotherobject associated by a multiple or single object field to the current object type. See AddingAssociative Object Lists on page 138.

ShowUnlink

The Unlink button is not displayed on associative objects lists added to the layout ofanother object associated by a multiple or single object field to the current object type. SeeAdding Associative Object Lists on page 138.

n Sub-List Button Visibility provides granular control over the display of the buttons for child and asso-ciative object lists. You can define a condition that determines the availability of these options, or youcan create a rule that targets these options for a specific associative or child list without defining anycondition.

Sub-list button visibility for child or associative object lists

You can select values for the following fields when you add this rule type:

n Associative/Child Object displays all child or associative objects lists for the object type on which therule is added. You control the button visibility for this object type. See Adding Child and AssociativeObject Lists on page 136.

n Field and Value are optional fields that you can use to set a condition for controlling the display of theVisibility options. Only single choice fields are listed in the Field drop-down.


n Visibility is a list of options used for controlling the display of specific buttons. When Associative/ChildObject is a child object list, only the Show New and Show Delete options are displayed. When thisoption is set to an associative object list, only the Show New, Show Link, and Show Unlink options aredisplayed.The following table describes how to hide a button by clearing its checkbox. If Field and Value areblank, the buttons are always hidden or displayed, depending on which checkboxes are selected orcleared.

VisibilityOption


ShowNew The Newbutton is not displayed on the list selected in the Associative/Child Objectoption.

ShowDelete The Delete button is not displayed on the child object list selected in the Asso-ciative/Child Object option.

Show Link The Link button is not displayed on the associative object list selected in the Asso-ciative/Child Object option.

ShowUnlink The Unlink button is not displayed on the associative object list selected in the Asso-ciative/Child Object option.

Note: A Sub-List Button Visibility rule will override a Global Button Visibility rule when a conflictoccurs between the two.

n New Choice Creation controls availability of the following:o Add - Hyperlink button to add choices to existing single and multiple choice fields

Add choice link

o New Choice - Single or multiple choice field name(s) listed in the Field drop-down menu when cre-ating a new choice in Administration::Choices

o Mass Copy - Ability to create a new field choice with themass Copy option in Admin-istration::Choices

The following table describes the expected behavior when applying a New Choice Creation object ruleto a single or multiple-choice field.

VisibilityOption


ShowNewn Add hyperlink is not displayed for the selected single or multiple choice fieldn Field configured in object rule is unavailable in Field drop-down menu when cre-

ating a new choice in Administration::Choicesn Ability to Copy a choice in Administration::Choices is blocked


n New Button Override allows you to override the Edit page that displays by default when clicking theNew button on the object page. Enter a URL in the Link field. Clicking New on the object page willbypass the default Edit page and launch this URL.Use the following text replacement options to customize the URL, allowing you to display currentdetails about your workspace:

Text Replacement Option Replacement Text%ApplicationPath% The actual Application path%AppID% AppID=<Current Workspace ID>%AuthenticationToken% AuthenticationToken=<NewAuthentication Token>%artifactTypeid% ArtifactTypeID=<Current ArtifactTypeID>%parentArtifactID% ParentArtifactID=<Current Parent ArtifactID>%associatedartifactid% AssociatedArtifactID=<Current Instance Artifact ID>%connectorfieldartifactid% ConnectorFieldArtifactID=<Current Connector Field Artifact ID>

31.2 Adding Information to ObjectsYou can add information to custom objects in the sameway you add information to documents in Relativity.In addition, the Relativity Desktop Client allows this information to be exported to an external file for furtherreview.A new object has default fields, a default view and a default layout. You can add fields to custom objects andplace those fields on layouts and views. To learn more about adding information to objects, see the following:

n Fields on page 50n Layouts on page 125n Views on page 147n Relativity Building Applications Workbook.






32 OCROptical character recognition (OCR) translates images of text, such as scanned and redacted documents, intoactual text characters. This allows you to view and search on text that is normally locked inside images. OCRworks using pattern recognition to identify individual text characters on a page, such as letters, numbers,punctuation marks, spaces, and ends of lines.There are two main steps involved in OCRing documents:

n Defining a production or saved search that contains the documents you want to OCR.n 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 out-side your workspace to another application.

32.1 Creating an OCR ProfileAn OCR Profile is a saved, reusable set of parameters that you use when creating an OCR Set. To run an OCRjob, you must first create an OCR Profile. If no Profiles have been created, you are unable to save or run anOCR Set.Note that you are not required to create a Profile for every OCR Set you create; you have the option of usingonly one Profile for all sets. However, you may wish to havemultiple Profiles saved with different accuracy orlanguage settings to use for different document sets you plan to OCR.Under the OCR Profiles tab in your workspace, you can find theNew OCR Profile button.

OCR Profiles tab/button

Clicking theNew OCR Profile button brings up the OCR Profile form.


New OCR Profile form

Complete the following to create a newOCR Profile. Properties in orange are required.OCR Profile Information

n Name is the name of the Profile.n Preprocess Images enhances the images to get rid of distortions before OCRing. If you set this to Yes,

the preprocess will take place before the OCR engine attempts to recognize characters. Note that thisimproves the accuracy of the results while significantly slowing down job completion. Setting this to Yesarranges for any or all of the following sub-processes:

o Resolution Enhancement yields a pixel density 1.5 to 2 times than that found in the originalimage to improve visibility.

o Text line straightening removes distortion when capturing book pages that cannot bemade com-pletely flat.

o Removing parallax distortion assists in situations in which the camera is not perpendicular to thepage and the image is flawed as a result; for best results, the image should contain at least sixlines of justified text.

o Deskewing corrects documents that became slanted during scanning.n Auto-Rotate Imagesmakes the OCR engine detect page positioning and then reposition the page

accordingly. Note that this can potentially impact the accuracy of OCR results.n Languages is the language(s) you want the OCR engine to recognize while running the job. Click the ellip-

sis 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 onemay decrease accuracy. See Supported OCR Languages on page406.

n Accuracy determines the desired accuracy of your OCR results and the speed with which you want thejob 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.

n On Partial Error determines the behavior when the OCR engine encounters an error on an image:o 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 andone 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 fromerrored images. This allows you to see potentially relevant text that would not be visible if youchose to leave the results of documents containing errored images empty. Note that this optionruns the risk of excluding potentially relevant text.

n Image Timeout (Seconds) determines themaximum number of seconds per image before the OCRengine times out; if the job does not complete in this amount of time, it errors on that image. Thedefault value for this is 60 seconds.

Other

n Keywordsn Notes

Once saved, the Profile provides the following options. These are the same options available on the savedOCR Set layout:

n Edit: Edit the Profile’s information.n Delete: Remove the Profile from Relativity. See Deleting Object Dependencies on page 407.n Back: Redirect to the OCR Profiles list.n Edit Permissions: Set the OCR Profile’s permissions. These permissions determine which groups have

access to this Profile.n View Audit: View the Profile’s audit history.

32.2 Editing an OCR ProfileTo edit an OCR Profile, go to the OCR Profiles tab. Click Edit next to the desired OCR Profile.


Edit link for OCR profile

You can also click the Edit button on the OCR Profile layout. All properties are editable on the edit Profile page.

Edit button for OCR profile

If you edit an OCR Profile that is referenced by an OCR Set that has already been run, these changes will nothave an impact until that Set is run again.

32.3 Creating OCR SetThe OCR Sets tab in your workspace allows you to submit groups of documents defined by a data source orproduction to be OCRed based on the settings defined by the OCR Profile. The results are then written to aDestination Field.You will find the NewOCR Set button in the OCR Sets tab.


OCR Sets tab/button

Note: On the default OCR Set list, you will notice that the Image Completion field contains no values forany of the sets, even if those sets are processing or completed. The Image Completion value is only visiblewhen clicking the OCR Set and entering its view or edit page.

Clicking the NewOCR Set button brings up the OCR Set form.

New OCR Set form


Complete the following to create a newOCR Set. Properties in orange are required.OCR Set Information

n Name is the name of the OCR Set.OCR Document SetYou must complete either one or the other of the following in order to save the OCR Set:

n 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 appropriate

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 imaged in Relativity or uploaded as image

files.o You cannot use a production as your data source.

n 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 production

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.

n Only OCR Production Documents Containing Redactions allows you to OCR only documentsproduced with redactions so that you can easily track them. You can only set this to Yes if you haveselected a Production Set in the Production field above. This field does not check to see if there are anyimages with redactions in the production selected above, so make sure that you select the correct pro-duction. By default, this is set to No.

OCR Settings

n OCR Profile selects the OCR Profile that contains the parameters you want to run when you executethe OCR Set. Clicking the ellipsis brings up the OCR Profile Picker on OCR Set view, which lists Profilesthat have already been created in the OCR Profiles tab.

n 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 StatusThe following are read-only:

n Status allows you to viewwhere the OCR Set is in the process of running. Upon saving the set, this fieldshows a value of Staging until you click the Run button in the OCR Set Console. The following statusesoccur after you click Run in the console:

o Waitingo Processing – Building Tableso Processing – Inserting Recordso Processing – OCRing


o Processing – Compiling Resultso Completed (if no errors occurred)

If errors occurred or the job was canceled for any reason, the following statuses are possible:o Error – Job Failedo Completed With Errorso Stoppingo Stopped by User

n Image Completion allows you to view the count of images completed in the OCR Set, the number ofimages with errors, and the number of images left to be OCRed. Any errors are displayed in red.

n Last Run Error allows you to view the last job error that occurred in the running of the OCR Set.Other

n Keywordsn Notes

Clicking Save saves the OCR Set and brings up the OCR Set Console, which you will use to execute the OCR job.

Note: If you copy an OCR Set, every current setting in that Set is copied over. This includes the status theoriginal Set is currently in, as well as all items in the Documents (OCR Results) list. For this reason, it is rec-ommended that you only copy those sets that have not yet been run and that have a status of Staging toavoid potential issues with copied-over results from original OCR sets.

32.4 Running an OCR SetA saved OCR Set presents a console on the right side of the layout that you will use to run the OCR job.

OCR Set Console

The OCR Set Console provides the following action buttons:

n 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 Runwill 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.

Note: Only existing images are OCRed when Run is clicked – documents in the process ofbeing imaged and images that are currently being loaded willNOT be OCRed if those imagesare added after Run is clicked. Changes made to an OCR Profile that is referenced by an OCRSet will not be reflected until Run is clicked on that Set.

n Stop terminates the running OCR job. Once stopped, a job cannot be resumed from the point at whichit was stopped; you must click Run to begin the job over again.

n Refresh Page updates the Status and Image Completion fields while the Set is running. Clicking this but-ton reloads the page and may reflect different values in those fields, depending on what has happenedduring the OCR job.

n 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.o Selecting this for a job with a status of Completed with Errors will attempt to run those images in

the OCR Set that previously resulted in errors. Only errored documents will be processed duringerror resolution.

n Show Errors displays all image-level errors encountered during the OCR job. This button is only ena-bled if image-level errors occur. Clicking Show Errors brings up a filterable errors item list. Note theerror fields displayed:

o Document IDo Control Numbero Page Numbero Message

Note: Upon completion of the OCR run, if you want to be able to search on the OCR text, youmust either build a search index based on those results only or integrate those results anexisting search index.

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.Themost 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 themain window.5. Change themode of the Stand Alone Viewer to the long text drop-down. Select the destination field

you created for the results of the OCR set.

Note: If this field is not visible in the drop-down, then you must edit that field to make the Availablein Viewer value Yes.

6. Compare the OCR text to that of the document’s original or produced image.Below is an example of an image-OCR text comparison in synced viewers in Production mode:


Production mode

In OCR Text (long text) mode, you can see that the OCRed text has omitted the redacted text displayed in Pro-duction mode as indicated by the red boxes in the illustration.


OCR text mode

32.5 Editing an OCR SetTo edit an OCR Set, go to the OCR Sets tab. Click the Edit link next to the desired OCR set.


Edit link for OCR set

You can also click Edit on the OCR Set layout.

Edit button for OCR set

All properties are editable on the edit OCR set page but changing these properties won’t affect an OCR setuntil Run is clicked to execute the job.


33 IMAGING DOCUMENTSIn Relativity, you can convert a group of documents to images using imaging profiles and sets. You can fine-tune how your images are generated by creating reusable profiles that use specific image settings.With Imaging Sets, you can image a group of documents by selecting a saved search and a specific imagingprofile. Imaging sets also provide error-handling functionality that you can use to view error messages andrerun imaging on specific documents or jobs.In addition, you can use the following methods for converting documents to images:

n Image-on-the-fly: Image a single document using the Image button in the Relativity Core ReviewerInterface. This feature allows you to select an Imaging Profile to use when imaging the document. Formore information, refer to the Relativity User Manual. Imaging Profiles are covered later in this chapter.

n Mass Image: Use theMass Image option to image a group of documents selected on the Documentstab. This feature allows you to select an Imaging Profile to use when imaging a group of documents.Image Profiles are covered later in this chapter. For more information on mass imaging, seeMassImage on page 379.

33.1 What is an Imaging ProfileAn imaging profile controls the settings used to image a group of documents. You can convert documents toblack and white TIFF files or colored JPEG files. After you create a profile, you can use it in multiple imagingsets, update the profile settings, and set permissions on it. Imaging profiles, as well as any updates to thedefault profile, are included in workspace templates.For the user's convenience, Relativity includes a default Imaging Profile that has the recommended default set-tings preset for you. It is a recommended best practice to make a copy of this default profile and makechanges as appropriate when creating additional profiles. TheMass Image and the Image-on-the-fly func-tionality available through the Relativity Core Reviewer Interface defaults to this profile, but you can select anyother profile when converting documents to images.There are two main options for creating an Imaging Profile:

n Basic Imaging Engine Options provides a select number of simple settings for creating the profile. Thiswill be your only option if you do not have Relativity’s native imaging engine installed in your envi-ronment. Creating a basic imaging profile is covered later in this chapter.

n Native Imaging Engine Options provides an expanded range of settings for creating a profile with Rel-ativity’s native imaging engine. Installing Relativity Native Imaging is done outside of your Relativityenvironment. Creating a Native Imaging Profile is covered later in this chapter.

For more information on installing the native imaging feature, refer to the Relativity – Native Imaging Instal-lation Manual.

33.2 Creating an Imaging ProfileIn Workspaces mode, select the Imaging Profiles tab under the Imaging tab.


Imaging Profiles Tab

Click theNew Imaging Profile button to launch the Imaging Profile form. When you create a new profile fromscratch there are no default values for any profile fields. If you would like to create a new profile with defaultvalues already in place, you can copy the Default profile provided by Relativity, give it a unique name, and useit as a base.

New Imaging Profile

Depending on whether you are creating a Basic or Native Imaging Profile, select the settings for the followingsections of the Imaging Profile form. These sections and the fields they contain are described in detail through-out this chapter:

n Basic Imaging Engine Optionsn Native Imaging Engine Optionsn Spreadsheet Optionsn Email Optionsn Word Processing Optionsn Presentation Optionsn HTML Options

If the Native Imaging engine is not installed on your machine, the default layout for creating a profile is theBasic Imaging Profile Layout. If you attempt to switch to the Native Imaging Profile Layout, you will be directedback to the basic layout.If the Native Imaging engine is installed on your machine, the default layout for creating a profile is the NativeImaging Profile Layout. If you attempt to switch to the Basic Imaging Profile Layout you will be directed backto the native layout.Once the new profile is complete, perform one of the following with the action buttons located at the top ofthe form:

Action DescriptionSave Records the entered information and displays the Imaging Profile Details

page. You now have the option to modify the list of Restricted Native Types.For more information, see Viewing Imaging Profile Details on page 355.

Save and New Records the entered information and displays a blank Imaging Profile form.


Action DescriptionSave and Back Records the entered information and redirects you to the Imaging Profile

tab.Cancel Stops the creation process and redirects you to the Imaging Profile tab.

Note: Relativity propagates native file types to imaging profiles only when the profile is created.

33.2.1 Basic Imaging Engine OptionsIf you do not have Relativity Native Imaging installed in your environment, only the fields in the Basic ImagingEngine Options section are available for completion, which means you are only able to create and save a basicprofile.

Basic Imaging Options

The Basic Imaging Engine Options are:

n Basic Image Output Quality (DPI) controls the resolution and density of an image in dots per inch. Thehigher the DPI, themore detail is shown in the image. A typical range for DPI is 200-600. The rec-ommendation for this field is 300; this is the value found in the Default profile.

n Basic Image Format sets the image format for files sent to the basic imaging engine for the profile. Theoptions are:

o JPEG renders the image as a color JPEG file. Selecting this can possibly decrease imaging per-formance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.

o TIFF renders the image as a black and white TIFF file. This is recommended; this is the value inthe Default profile.

n Basic Image Size sets the image size for all images rendered with the basic imaging engine profile. Theoptions are:

o Original Setting renders the image with the original document settings.o Letter (8.5 in x 11 in) renders the image in standard letter size.o A4 (8.27 in x 11.69 in) renders the image in A4 size.o Legal (8.5 in x 14 in) renders the image in legal paper size.


o Custom sizes the image by using either or both values in theMaximum ImageWidth and Max-imum Image Height fields. When you enter a value in either or both of these fields, Relativity con-verts the document to an image size that fits within these parameters, while maintaining theaspect ratio. If both these fields are empty, Relativity displays an error message indicating thatyou must enter a value in one of them.

n Maximum Image Height (Inches) andMaximum Image Width (Inches) specify the largest allowablesize for the generation of custom images. Relativity converts the document to an image size that fitswithin these parameters, while maintaining the aspect ratio. Only the Custom option references thesefields, requiring you to enter a value in at least one of them.

33.2.2 Native Imaging Engine OptionsIf you have Relativity Native Imaging installed in your environment and have a valid web service URL for thenative imaging server in the configuration table, you can save a profile that uses Native Imaging EngineOptions, which more granularly define the settings used for imaging documents.

Native Imaging Engine Options

The Native Imaging Engine Options are:

n Native Image Output Quality (DPI) controls the resolution and density of an image in dots per inch.The higher the DPI the, themore detail is shown in the image. A typical range for DPI is 200-600. The rec-ommendation for this field is 300; this is the value found in the Default profile.

n Native Image Format sets the image format for files sent to the native imaging engine for the profile.The options are:

o JPEG renders the image as a color JPEG file. Selecting this can possibly decrease imaging per-formance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.


o TIFF renders the image as a black and white TIFF file. This is recommended; this is the valuefound in the Default profile.

n Automatically detect and render color pages to JPEG (Overrides ‘Native Image Format’ selection ofTIFF) auto-detects and arranges for color pages to be imaged to JPEG files even if TIFF was selected asthe Native Image Format. If you select Yes, the TIFF Native Image Format will be overridden over forcolor pages only. If you select No, color pages will remain TIFFs.

n Maximum pages imaged per file is a native global setting for all document types that sets themax-imum number of document pages that are imaged. For example, if you set this value to 50 and have a100-page document, only the first 50 pages of the document will be imaged. Use this option to imageonly the number of pages entered in this box.

n Dithering Algorithm is the procedure the native imaging engine will use to convert images from colorto black and white TIFFS. This setting is only used if Native Image Format is set to TIFF. The algorithmoptions are:

o Clustered 6x6 groups pixels into clusters of 6x6.o Clustered 8x8 groups pixels into clusters of 8x8.o Clustered 16x16 groups pixels into clusters of 16x16.o Dispersed 4x4 disperses pixels in a 4x4matrix.o Dispersed 8x8 disperses pixels in an 8x8matrix.o Dispersed 16x16 dispersed pixels in a 16x16matrix.o Floyd & Steinberg diffuses the difference between the actual analog value and quantized digital

value of a pixel to its neighboring pixels.o Threshold compares each pixel value against a fixed threshold. During this process, individual pix-

els in an image aremarked as object pixels if their value is greater than the threshold value. Iftheir value is less, they aremarked as background pixels. If you select this, you must provide avalue between 0-255 in the Dithering Threshold field.

n Dithering Threshold sets the threshold against which all pixels are compared. This is required if you’vechosen Threshold for the Dithering Algorithm field above. You can provide any value between 0 - 10255.The recommended default threshold is 128. When the pixel RGB color model in an image is greater thanthe threshold, it is converted to black. When less, it is converted to white.

n Time Zone Field on Document determines what time zone will be used to display dates/times in a doc-ument image. The time zone value can be set on documents in Relativity using the document-levelTime Zone field. Clicking the ellipsis next to this field brings up a picker list with available time zones. Ifno selection is made here, the time zone will default to Coordinated Universal Time (UTC).

n Last Modified Date on Document allows you to select any document-level date field available in thepopup picker as the last modified date used when rendering date-related document field codes. If noselection is made here, the last modified date will default to the current date (today’s date).

n Original file path allows you to set a file path field per document to image. Clicking the ellipsis herebrings up a popup picker of Document fixed-length text fields. File path fields can vary per document.

33.2.3 Spreadsheet OptionsSpreadsheet Options include:

n Paper size/orientation allows you to specify a paper size and orientation for your spreadsheet. Theoptions are:

o Original Settingo Letter (8.5 in x 11 in)


o Letter (11 in x 8.5 in)o Tabloid (11 in x 17 in)o Ledger (17 in x 11 in)

n Page Order determines the order used to render the pages in the spreadsheets. The options are:o Original Setting uses the original page setting of the document.o Down, then over renders pages in an order of down first and then over.o Over, then down renders pages in an order of over first and then down.

n Print Area allows you to override any pre-defined print area in an Excel file. When you select this, theentire document is imaged. The options are:

o Original Setting uses the original print area settings of the document.o Ignore original setting ignores the original print area settings of the document.

n Hide and page break after _ consecutive blank rows and columns sets a maximum value for con-secutive blank rows or columns. By default, the native imaging engine checks for a run of 10 blank rowsor columns and compresses them to limit the number of pages rendered for a spreadsheet.

n Show track changes in spreadsheet displays any modifications made to the document through theTrack Changes option in Excel. The options are:

o Yes shows track changes.o No does not show track changes.

n Include row and column headings renders row and column headings (the number assigned to rowsand the letters assigned to columns). The options are:

o Original Setting uses the original row and column headings of the document.o Yes renders the row and column headings.o No does not render row and column headings.

n Include comments determines whether comments found in the spreadsheet are rendered. Theoptions are:

o Yes renders comment found in the spreadsheet. This is the value used in the Default profile.o No does not render comments found in the spreadsheet.

n Include header and footers renders headers and footers in the spreadsheet. The printing of theseitems will interfere with the ability of the native imaging engine to detect blank pages – for this reason,it is recommended that you leave this set to No. The options are:

o Original Setting uses the original header and footer settings of the document.o Yes renders the headers and footers of the document.o No does not render the headers or footers of the document.

n Include gridlines renders the gridlines between rows and columns in the spreadsheet. The options are:o Original Setting uses the original gridline settings of the document.o Yes renders the gridlines between rows and columns in the spreadsheet.o No does not render the gridlines between rows and columns in the spreadsheet.

n Include borders renders the borders of the spreadsheet. The options are:o Yes renders the borders of the spreadsheet.o No does not render the borders of the spreadsheet.

n Unhide hidden worksheets displays hidden columns and rows.n Limit spreadsheet rendering to _ pages images only the whole number value of pages entered in this

field’s textbox. This valuemust be less than or equal to theMaximum pages imaged per file valueentered in the Native Imaging Options section above.


n Zoom Level % resets the zoom level for a spreadsheet. This value will override the default settings inter-nally stored in the file. The zoom level range is 10% - 400%.

n Fit to _ pages wide resets the page width for a spreadsheet. This value will override the default settingsinternally stored in the file.

n Fit to _ pages tall reset the page height for a spreadsheet. This value will override the default settinginternally stored in the file.

n Formatting determines the formatting of the spreadsheet with the following options:o Auto-fit rows expands the dimensions of rows to accommodate their content. When these

options are selected, any hidden rows are displayed. This option is selected by default. Note:You can prevent native imaging from displaying hidden rows by setting the Unhide hidden work-sheets option to No.

o Auto-fit columns expands the dimensions of columns to accommodate their content. Whenthis option is selected, any hidden columns are displayed. This option is selected by default.Note: You can prevent native imaging from displaying hidden rows by setting the Unhide hiddenworksheets option to No.

o Clear formatting in empty rows removes formatting from empty rows from a spreadsheet andrenders as few pages as possible.

o Clear formatting in empty columns removes formatting from empty columns from a spread-sheet and renders as few pages as possible.

n Text Visibility determines the visibility of the text in a spreadsheet through the following options:o Remove background fill colors removes background color and ensures that any hidden text or

rows formatted to match the background color are displayed.o Set text color to black displays the font color of text as black and ensures that any hidden text is

displayed, such as text with a white font on a white background.Note the following special considerations:

n If an Excel spreadsheet contains comments, those comments will appear on a separate page after thespreadsheet is rendered.

n Native Imaging will automatically clear any filters set in a spreadsheet.

33.2.4 Email OptionsEmail Options include:

n Orientation determines the orientation of the email when it is rendered. The options are:o Portrait selects a standard portrait display in which the height is greater than the width.o Landscape selects a standard landscape display in which the width is greater than the height.

n Resize images to fit pagemodifies the image sizes to make them compatible with the page size. Select-ing Yes allows resizing while selecting No prevents it.

n Resize tables to fit pagemodifies the table sizes to make them compatible with the page size. SelectingYes allows resizing while selecting No prevents it.

n Download images from Internet allows the downloading of images from the Internet if Yes is selectedand prevents the downloading of images from the Internet is No is selected.

n Clear indentations removes the tabs from e-mail threads to improve their display. Select Yes to pre-vent the entries in the thread from aligning too far to the right. Select No to keep tabs in email threads.

n Display SMTP addresses renders SMTP addresses for To, Cc, and Bcc fields instead ofMicrosoftExchange information. Selecting Yes allows rendering while selecting No prevents it.


n Show message type in header adds text in the header identifying the image as a message, appoint-ment, distribution list, etc. Selecting Yes allows the addition of text while selecting No prevents it.

33.2.5 Word Processing OptionsWord Processing Options include:

n Show track changes renders any markups added to the document through the Track Changes featurein Word. The options are:

o Original Setting uses the original settings for the document.o Yes renders the document’s markups.o No does not render the document’s markups.

n Include determines which additional document attributes to render. The options are:o Comments renders any comments added to the document through the Review feature in Word.o Field codes renders the field code rather than the value in the document.o Hidden text renders any text added to the document with Hidden feature in Word.

33.2.6 Presentation OptionsPresentation Options include:

n Show speaker notes renders the slide at the top of the page and the speaker’s notes at the bottom. Ifyou select Yes, the orientation of the presentation will be portrait. If you select No, the orientation willbe landscape with the slide only.

Native Imaging will automatically unhide any hidden slides in a presentation.

33.2.7 HTML OptionsHTML Options include:

n Remove non-breaking space (NBSP) codes removes long rows of non-breaking spaces (NBSP) codes,which prevent the text from wrapping properly. Native imaging automatically formats page breaks with-out cutting text or margins when rendering HTML as PDF.

33.2.8 Native File Imaging Profile ValidationNative Imaging profiles must follow specific validation guidelines. Imaging profile validation reviews the fol-lowing rules for all Native Imaging Engine Options:

n Valid numerical values - Numerical values fit within a designated range based on individual numericalfield requirements

n Configuration specific to format type - Option selections and requirements vary based on the NativeImage Format selection

n Field dependencies - Specific fields require additional field configurations to satisfy groups of settingsavailable for Native Imaging, and specific fields are ignored based on the configuration of a related field

Native File Imaging profile validation only runs when using the default Native Imaging Profile Layout for newimaging profiles.Numerical Field Values


The following table provides valid numerical value ranges and recommended values for select numerical con-figuration fields. Valid value ranges include theminimum and maximum values provided.

Field Minimum Value Maximum Value Recommended ValueNative Image Output Quality (DPI) 0 2400 300Dithering Threshold 0 255 128

Format Specific RequirementsThe following table states whether a field is required or ignored based on the selected Native Image Format. Ifapplicable, select the required field value.

Native ImagingFormat

FieldField Required/Ig-nored

Required Field Value(if applicable)

JPEG Images/DitheringAlgorithm

Ignored

JPEG Dithering Threshold IgnoredJPEG Render color pages

to JPEGIgnored

TIFF Images/DitheringAlgorithm

Required

TIFF Render color pagesto JPEG

Required Yes

Field DependenciesThe following table lists field dependencies and required field values if applicable. The Field 1 and Field 1 Valuecolumns list fields and values that require you to configure the fields and values listed in the Required Field 2and Required Field 2 Value columns.For example, if Images/Dithering Algorithm is set to Threshold, you must configure a value for the DitheringThreshold field.

Field 1 Field 1 Value Required Field 2 Required Field 2 ValueImages/Dithering Algorithm Threshold Dithering Threshold <any>Dithering Threshold <any> Images/Dithering Algorithm ThresholdFit to ___ pages wide <any> Fit to ___ pages tall <any>Fit to ___ pages tall <any> Fit to ___ pages wide <any>

When fields in the Field Set column are configured, values set for fields listed in the Field Ignored column areignored:

Field Set Field IgnoredZoom Level % Fit to pages ___ wideZoom Level % Fit to pages ___ tallFit to ___ pages wide Zoom Level %Fit to ___ pages tall Zoom Level %


Note: Validation rules only allow you to configure Zoom Level % or the set of Fit to ___ pages fields. Do notset values for all three fields.

33.2.9 Viewing Imaging Profile DetailsOn the Imaging Profile Details page, Relativity displays profile settings and a list of restricted native type files.

Restricted Native Types

The Restricted Native Types section lists the file formats that will not be converted into images. It also includesfeatures that you can use to modify this list. You will see the following columns and options displayed in theRestricted Native Types section:

n Name lists file formats.n Category (Native) indicates a grouping of related file types or formats for native imaging.n Category (Basic) indicates a grouping of related file types or formats. For example, Word Processor is

the category for common word processing formats such as Word, WordStar, WordPerfect, and others.(Additional super types are Database, Spreadsheet, Graphic, Multimedia, and Other.)

n Link is used to add existing native types to the restricted list through the Select Items pop-up. Selectone or more file types in the Available Items list, click Add to include them in the Select Items list, andclick Set to link them to the profile.

Note: You cannot add new native file types to Relativity with the New button. For a list of native types cur-rently supported by Relativity, see the Native Types tab, or the document Relativity - Viewer SupportedFile Types. Contact kCura Client Services if you have additional questions about supported native types.


n Link is used to add existing native types to the restricted list through the Select Items pop-up. Selectone or more file types in the Available Items list, click Add to include them in the Select Items list, andclick Set to link them to the profile.

Select Items – Restricted Native Types Pop-up

n Unlink is used to remove restricted native types from the list. When you use this profile, the doc-uments with these native types will be imaged. Select one or more file types, and click Unlink.

n Filter, sort, and page the list of restricted native types. These features function similarly to those avail-able on views.

n Export allows you to create a list of restricted native types in Excel.You can also use the Action buttons on the top of this page to perform these tasks:

n Edit allows you to edit the imaging profile.n Delete removes the profile from Relativity. For more information, see Deleting Object Dependencies on

page 407.n Back redirects you to the Imaging Profile tab.n Edit Permissions allows you to set access rights on the profile.n View Audit displays the update history of the profile.

33.2.10 Editing an Imaging ProfileIn Workspaces mode, point to the Imaging tab, and click Imaging Profiles. Click the Edit link for an ImagingProfile. You can also click the Edit button on the details page. Relativity will display an editable form that con-tains the same fields available during profile creation. For more information, See Creating an Imaging Profileon page 346.


Edit Link for Imaging Profile

33.3 What is an Imaging SetAn Imaging Set consists of a saved search containing the documents that you want to image, and an imagingprofile. On the Imaging Set Details page, you can use troubleshooting features to view document-level errormessages, and to rerun the imaging process on jobs that failed.

Note: For convenience, Relativity provides a default imaging profile that you can use out-of-the-box. Youalso have the option to create custom profiles. For more information, see Creating an Imaging Profile onpage 346.

33.3.1 Creating an Imaging SetIn Workspaces mode, point to the Imaging tab, and click Imaging Set. Click New Imaging Set to display theImaging Set Form.


Imaging Set Form

The Imaging Set form contains the following fields:Imaging Set Information

n Name is the designation for the imaging set.n Data Source is a saved search, which includes a group of documents to image. Only documents in the

saved searched will imaged.n Imaging Profile is a pre-determined set of parameters used to control how the images are generated.

The list you encounter when clicking the ellipsis will contain both Native and Basic profiles. See the Cre-ating an Imaging Profile section and all applicable sub-sections.

n Email Notification Recipients allows you to add email addresses of those who require notification ofthe completion of processes within the imaging job. Those processes are:

o Imaging Set completed successfullyo Imaging Set completed with errorso Imaging Set failed due to fatal erroro Imaging Set suspended due to unavailable worker agents

Native Imaging Information

n Native Imaging Server is the valid web service URL where the Native Imaging engine resides. Imagingagents will send work to this location. Several imaging sets can point to the same URL. When creating anew Imaging Set, this field is automatically populated by the Native Imaging engine configuration valueif Native Imaging has been installed and that value has been set. If this field is cleared, the imaging jobwill not go to the Native Imaging engine but will go to Oracle to be imaged with basic settings. Note:You will encounter issues if more than one person is logged into the Native Imaging Server at the sametime and more than one job is running directly from this location.

Imaging Status


n Status is the current state of the imaging job. This value depends on issues encountered during the joband how often you refresh the page while the job is running. Statuses are covered in detail later in thischapter.

n Image Completion is the number of images completed.n Last Run Error is the date and time of the last error.

Once the new set is complete, perform one of the following with the action buttons located at the top of theform:

Action DescriptionSave Records the entered information and displays the Imaging Set Details page.Save and New Records the entered information and displays a blank Imaging Set form.Save and Back Records the entered information and redirects you to the Imaging Sets tab.Cancel Stops the creation process and redirects you to the Imaging Sets tab.

33.3.2 Viewing Imaging Set DetailsAfter you save an imaging set, Relativity displays the detail view, which contains read-only imaging set infor-mation and imaging status fields. It also displays the Imaging Set Console, which is described in the sectionRunning an Imaging Set on page 360.You can use the Action buttons on the top of this page to perform the following tasks:

n Edit redisplays the imaging set information section as an enterable form.n Delete removes the imaging set from Relativity. For more information, see Deleting Object Depend-

encies on page 407. You will receive an error message and be redirected to theWorkspaces tab, whenyou try to delete an Imaging Set that is undergoing processing. You should only delete Imaging Setswith the following statuses: Staging, Stopped by User, Error - Job Failed, Completed with Errors, or Com-pleted.

n Back redirects you to the imaging set list page.n Edit Permissions allows you to set permissions on the imaging set, controlling which groups have

access to it.n View Audit displays a pop-up with the audit history for the imaging set. When a job is run for the imag-

ing set, the History record is updated with a new entry, which is displayed in the pop-up. Click theDetails link to display the name of the imaging profile and the formatting options used for a specificjob.


Imaging Set Audit History

33.3.3 Running an Imaging SetYou can process an imaging set with the options available in the Imaging Set Console. The console is availableafter you have saved an imaging set, or when you display an existing imaging set from the Imaging Sets tab.

Saved Imaging Set


The console includes the following options:

n Run is used to convert documents to images.n Stop is used to interrupt an imaging job. It is only available while the job is running.n Refresh Page is used to update the information displayed on the page.n Resolve Errors offers you the option to rerun documents with imaging errors.n Show Errors provides the option to view document level errors. When you click this button, a pop-up

displays a filterable list of documents and the following information: Control Number, Artifact ID, Iden-tified File Types, Imaging Methods and Error Messages. Clicking Show Errors brings up the following dis-play:

Show Errors

n The fields included in the errors view are:o Control Number is the control number of the item in error.o Artifact ID is the artifact ID of the item in error.o File Type Identification (Native) is the file type of the item in error as identified by the native

imaging engine. This is only populated if it was run by the native imaging engine.o File Type Identification (Basic) is the file type of the item in error as identified by the basic imag-

ing engine. This is value is populated when the document is identified by the basic engine whenthe document is imported into Relativity.

o Imaging Method is themethod selected in the Native Types table for the identified file type inerror – Basic or Native.

o Actual Imaging Method is themethod that was actually used to image the item in error – Basicor Native.

o Message is the concise description of the cause of the error.o Full Text is the complete text string of the error as provided by the system, including stack trace.

33.3.3.1 Special Considerations - Imaging Profile CachingAll Imaging Profile settings are cached until the imaging job you kick off through the console on the ImagingSet is completed. The only exceptions to this are the following scenarios:


n In the case of fatal errors, the Imaging Profile information remains cached until the set is deleted or thejob record associated with that set is deleted from the ImagingQueue table.

n In the case of non-fatal errors, all profile information is no longer cached except for the Time Zone andLast Modified Date information.

33.3.4 Monitoring Imaging StatusIn the Imaging Status section, you can monitor the progress of the conversion process.

Imaging Status

The following information is displayed:

n Status indicates the state of the imaging job as it is processing documents. The following table breaksdown each status and its meaning:

Status Value What Happened What It MeansWaiting User clicked Run Job is in queue table but

has not been picked up byan agent yet

Initializing Manager agent picked upjob

Data source search is beingrun; population table isbeing created


Status Value What Happened What It MeansImaging Manager agent has fin-

ished initializing; job isready to be picked up byworker agent(s)

Worker agents are imagingdocuments in populationtable

Imaging: Imaging hasbeen suspended becausethere are currently noImaging Worker agentsavailable...

No worker agents havelogged their status in 5min-utes

There are no imaging work-ers available to image thedocuments; no documentswill be imaged until work-ers are started

Finalizing All documents have beenimaged by worker; man-ager has picked up the jobagain

Job manager is finishing upimaging job; setting finalstate; sending notifications

Completed Job has completed All documents imaged suc-cessfully

Completed with errors Job has completed withimaging errors

One or more documentsencountered an error dur-ing imaging job

Error - Job Failed Job manager encounteredan exception

Manager terminated imag-ing job due to exception

Stopping User clicked Stop Job has been marked tostop but has not yet beenstopped

Stopped by user Job has stopped All worker agents havestopped imaging doc-uments; job manager hasstopped the job

n Image Completion displays the number of remaining documents, successfully imaged documents, doc-uments with errors, and skipped documents.

n Last Run Error displays themost recently run job that completed with errors.Note the following:

n During the conversion process, Relativity skips documents that already have images, documents withrestricted native types, and documents with images in a pending state (that is with the field Has Imagesset to Yes). It includes these items in the skipped documents count.

n If you need to delete an Imaging Set, you should only delete those with the following statuses: Stoppedby User, Error - Job Failed, Completed with Errors, or Completed.

33.3.5 Imaging Error ScenariosYou will encounter errors in your imaging job if any of the following scenarios occur:

n The Native Imaging engine attempts to render a corrupted native file.n The Native Imaging engine attempts to render a password-protecting native file.


n The Native Imaging engine attempts to render a document when the native file for that document isdeleted from the repository.

n The Native Imaging engine attempts to render a native file when the FileShare repository is unavailable(access is denied).

n The imaging worker agents are not available and the user attempts to run an imaging job.n The imaging worker agents become disabled in themiddle of an imaging job.n The Native Imaging queue service is stopped when the user attempts to run an imaging job.n The Native Imaging queue service becomes disabled in themiddle of an imaging job.n The Native Imaging engine attempts to render a native file when there is no hard drive space in the file

share repository.n The Native Imaging engine is installed but the imaging job is not pointing to a valid server because the

Native Imaging URL in the configuration table is incorrect or invalid.When Relativity Native Imaging encounters an error, it will automatically retry once to continue imaging thejob. Any additional errors will be logged in the error report.

33.4 Native TypesOn the Native Types tab, you will see a list of file types that Relativity supports. You can use this list as a ref-erence, when you are selecting file types that you want to restrict from imaging. The Relativity Desktop Clientalso supports the same list of file types.

All Native Types

To locate specific file types, use the Show Filters option or create a new view to customize the content dis-played on the tab. Default restricted file types will be propagated to new imaging profiles. You can edit thedefault value for the option that restricts the imaging of a file type.


Note: You cannot add new native file types to Relativity with New Native Type button. For more infor-mation about supported types, see the document Relativity - Viewer Supported File Types. Contact kCuraClient Services if you have additional questions.

33.4.1 Editing a Native TypeIn Workspaces mode, point to the Imaging tab, and click Native Types. Click the Edit link for a file type. Youcan also click the Edit button on the details page. On the edit form, select or clear the checkbox for theRestricted From Imaging By Default option, and click Save.

Native Type Information Form

33.5 Troubleshooting ImagingIn the event a user reports missing Image commands (in the Viewer or mass operations menu), or the ImagingSets Run button is disabled, address the following potential causes if applicable:

n Imaging application was uninstalled from Relativity Applicationsn User is a member of a group that does not have one or both of the following security permissions

granted:o Mass Images (Mass Actions permissions)o Add Image (Document security permissions)


APPENDIX A: MASS OPERATIONSAlthough most user-level functionality is covered in the Relativity User Manual, many mass operations are pri-marily administrative functions. Access to each of thesemass operations can be granted individually.

Appendix A.1 Mass EditUsing Mass Edit, you can modify fields and coding values for multiple documents or objects at the same time.You can use any layout providing you have access rights to it.On the document or object list, select an option to edit All searchable items, Checked items or These items inthe current returned set.

Note: For a full explanation of the searchable set and returned set, please see the Relativity User Guide.

Next select Edit in the drop-down, and then click Go.

Mass Edit Option

TheMass Edit form will display. Using the drop-down, you can select from all layouts you have rights to see.





Mass Edit Form

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, known as a tri-state check box:

n Blank (Wrongful Termination or Theft), as shown on the Personal choice, removes the value from anyof the selected documents.

n Shaded (Hot) leaves any values on the selected documents as-is.n Checked (Employee Dispute) applied the option to all selected documents.

Once you havemade your changes, click Save to apply.In themass 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 optionsto edit the field; Check and Uncheck. Additional information regarding layouts is available in the Layouts sec-tion. See Layouts on page 125.


Multi-Choice Mass Edit

Note: On Mass Edit form, you can use the Tab key to highlight a checkbox in a Yes/No or Multiple-Choicefield in the layout.

Clicking the Check button allows you to create a list of items to add to the field. Uncheck allows you to createa list of items to remove from the field. Items not selected will remain unchanged. Clicking either Check orUncheck opens the Available Items window.


Available ItemsWindow

From the Available Items list, you can move choices and objects into the Selected Items list below. Select thecheck box next to the desired selection and click Add. This will build a list in the bottom window of selecteditems. To remove something from this list select it and click Remove. Click Set to proceed with the action toCheck or Uncheck the items from the field. Cancel stops any action. Items not selected will remain unchanged.


Set/Cancel Buttons

Below, themass edit form reflects checked and unchecked objects and choices.


Multi choice Mass Edit Set

Once values have been set, a Clear link appears next to the Check and/or Un-Check buttons. This allows youto clear the set values without having to return to the Items to Check window and remove them. Note alsothe 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.

Note: When you attempt to mass edit documents in the Related Items pane while there are unsavedchanges in the current layout, Relativity displays a message indicating that your changes will be lost. Ifyou continue, the coding values in the layout will be updated to match those selected for the mass edit.

Appendix A.2 Mass MoveMass Move allows you to move selected documents to a new folder.On the document list, choose whether you’d like to move All searchable items, Checked items or These itemsin the current returned set.


Next selectMove in the drop-down, and then click Go.


MassMove Option

Themass move select folder form displays. Select the target location and click OK. Note that all documents aremoved to the target directory. The subdirectory structure of the source document is maintained.

Select Folder Display

If you mass move any documents, any custom security applied to those documents is lost. The documentinherits the rights of the new parent folder.


Appendix A.3 Mass DeleteMass Delete provides you with the ability to remove a group of documents or objects from Relativity in a sin-gle operation. When you delete documents, you can also remove their images and natives from the fileservers.If you have the appropriate security permissions, you may also be able to force the deletion of documentsand certain objects, which includes unlinking associative objects and deleting child objects. This option is avail-able when you have the security permission Delete Object Dependencies listed in the Admin Operations sec-tion of the Security page. For more information, see the section Admin Operations.

Note: You cannot undo a Mass Delete.

Appendix A.3.1 Performing a Mass Delete on DocumentsNavigate to theDocuments tab. At the bottom of the page, select Checked items, All searchable items, orThese items in the current returned set. (See the Relativity User Guide for more information on searchable andreturned sets.)

Mass Delete Option


Select Delete and then click Go. The Delete Details form prompts you to the select the files associated with thedocuments that you want to delete.

Delete Details Form

Select a setting to specify the files for deletion and optionally to force the deletion of certain documents:

n Delete documents and all associated files removes the selected documents, including images,natives, and field values.

n Delete only images from selected documents removes only the images for the selected documents.Native files and field values for the documents are not deleted.

n Delete only natives from selected documents removes only the native files for the selected doc-uments. The images and field values for the documents are not deleted.

n Delete only images and natives from select documents removes only the images and native files forthe selected documents. The field values for the documents are not deleted.

n (Optional) Force a delete even if Redactions, Annotations, Links, or Tags are present: If this box ischecked, theMass Delete removes the documents, as well as any redactions, annotations, links or tagsthat they contain. If this box is unchecked, documents containing redactions, annotations, links, ortags are not deleted, and Relativity displays a warning message.

Note: Relativity deletes the documents in batches. If an error occurs in a batch, documents thathave not been processed are not deleted, and Relativity continues by processing the next batch.

Depending on your security permissions, you may see the option Delete children and unlink associativeobjects to force delete. Select this option if you want to force the deletion of the selected documents, whichincludes deleting children and unlinking any associative objects.The child objects are deleted and associative objects are unlinked only when a document itself is successfullyremoved from the Relativity. If an error occurs, and the document is not deleted, then any children and asso-ciative objects are unchanged.


Force Deletion Option

To view a report showing affected objects, click Dependencies. When the current object does not have anychildren or associative objects, theDependencies button will be disabled. See Displaying the DependenciesReport on page 407.

Appendix A.3.2 Performing a Mass Delete on Other ObjectsNavigate to the tab for the object that you want to delete. At the bottom of the page, select Checked items,All searchable items, or These items in the current returned set. (See the Relativity User Guide for more infor-mation on searchable and returned sets.)Select Delete and then click Go. The Delete Details form prompts you to confirm the deletion.

Delete Details Form

Depending on your security permissions, you may see a message on the Delete Details Form indicating thatRelativity will delete children and unlink associative objects when you remove the selected objects. Thisoption is available for the deletion of custom objects such as Transform Sets, Analytics Categorization Sets,Search Terms Reports, OCR Sets, Image Sets, and their associated objects.


Force Deletion Option

Click Delete to delete the object and its children, as well as unlink associative objects.

Note: This message is displayed when you have the security permission Delete Object Dependencieslisted in the Admin Operations section of the Security page. For more information, see Admin Operationson page 251.

To view a report showing affected objects, click Dependencies. When the current object does not have anychildren or associative objects, theDependencies button will be disabled. See Displaying the DependenciesReport on page 407 for more information.

Appendix A.3.3 Enable or Disable Snapshot Auditing on DeleteWhen performing a delete, you can optionally create a snapshot of the current field values in the deleted rec-ord. This data is stored in the history for the workspace. While you can enable this property to facilitate search-ing workspace history, it can also significantly increase the size of the audit table for the workspace.To enable or disable this option, navigate to theObject Type tab, and edit theDocument object type. Formore information, see Object Types on page 325.

Appendix A.4 Mass ProduceMass Produce allows you to add documents to an open production and to set themanner in which thoseitems are produced.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 liketo 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 Theseitems in the current returned set.


Next select Produce in the drop-down, and then click Go.


Mass Produce Option

Themass produce form displays.

Mass Produce Form

Select your production from all open productions. Production sets that have been produced will not be avail-able.

n 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 want to

include slipsheets for native documents, you must select this option.


Note: If you are producing images and natives, ensure that you are not including natives forimages with redactions. There is no way to redact the exported natives, so exporting nativeswith redacted images would expose the information behind the redactions.

o Images Only includes only images for the selected records.o Natives Only includes only natives for the selected records.

The fields available on this form are set by a system view. See Views on page 147.

Appendix A.5 Mass ReplaceWith theMass Replace operation, you can replace existing field text with new content.On the document or object list, select an option to replace text in All searchable items, Checked items orThese items in the current returned set.Next select Replace in the drop-down and then click Go.

Mass Replace Option

TheMass Replace form displays.

Mass Replace Form

TheMass Replace from fields are:


n Field is the field you would like to update. Select from workspace fixed length or long text fields.n 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. A delimiter option appears – enter a

character to separate the existing and 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 prepended 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.

n 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.

n Click Add Another Field at the top of the form to add an additional replacement action to the form.

n Click Add Another Field at the top of the form to add an additional replacement action to the form.

Appendix A.6 Mass ImageMass Image creates TIFF or JPEG images for a document set based on the settings in an imaging profile thatyou select. Relativity also provides a default imaging profile that you can use out-of-the-box. You can cus-tomize profiles to create color JPEG images, adjust image size, and leverage other formatting options. Addi-tional information is available in the Imaging section. See Imaging Documents on page 346.

Note: The Mass Image operation is disabled if the Imaging application is not installed.

Use the following steps to run a Mass Image operation:

1. Navigate to the Documents tab.2. Select All searchable items, Checked items or These items in the current returned set.

Note: For a full explanation of the searchable set and returned set, see the Relativity User Guide.


Mass Image Operation

3. Select Image in the drop-down and then click Go to display a pop-up.4. Select an option in the Imaging Profile drop-down box. Only profiles that you have permissions to use

are displayed. You can also use theDefault profile for the imaging job.

Imaging Profile Drop-down Box

5. Click OK to create the images. Depending on the number of images being created, this may take sometime. Image- on-the-fly jobs take precedence over batch image jobs.

Note: The mass image operation uses the same technology as the Relativity native file viewer. Fora full listing of the known issues with the viewer, see the Viewer Details document.


Appendix A.7 Mass Print ImagesMass Print Image allows you to batch-print document images. On the document list, choose whether you’dlike to print All searchable items, Checked items or These items in the current returned set.

Mass Print Images Option

Next select Print Images and then click Go. The print options pop-up displays allowing you to set your printsettings.


Print Setting Display

Printer

n Name drop-down allows you to select any local printers.n Send each document individuallymakes each document print as a separate print job. Send all doc-

uments as one print job will combine all documents into one print job.n Send all documents as one print job (only for PDF Printers) - This is only intended for PDF creation

using a PDF print driver and will create one PDF from all the documents selected. In order to use thisoption you need to verify your viewer is version 5.08 or later.

Note: Sending all documents as one print job to a physical printer is not recommended. Dependingon your printer setup it can cause issues with your print queue.

Image Set Options

n Select Original if you’d like to print non-produced versions of the documents.n Select Produced Images if you’d like to print produced versions.

o If you select produced documents, you can select which version of the document you’d like toprint by clicking modify production order.

o If a document was not part of the selected production, you can check Include original images fordocuments that haven’t been produced to include the original instead.

o Modify Production Order allows you to see a list of production in our workspace. From here youcan set which version of the document is included in the print set.

n The print job will first look at the production set at the top of the list. If it is included in thisproduction, that version will be printed. If not, the print job will check if the document is


in the next production, if it is, that version will be printed, if not it moves to the next pro-duction and so on.

Print Options

n Print Annotations includes any highlighting on original imagen Print Redactions includes any text or stamp redactions.n Slipsheets includes a slipsheet between documents. Your slipsheet can be:

o Blank page) includes a blank page.o (Stamp identifier) includes a page with the document identifier stamped.o <Document layouts> includes a slipsheet with the fields from any document layout. The values

for the proceeding document are shown for those fields.n Stamp identifier allows you to select whether you’d like to print any identifier value on the pages.

o None does not include any identifier.o Document identifier includes the images’ document identifier.o Page identifier includes the images’ page identifier.

n Stamp location allows you to designate where the identifier is stamped. Select from:o Top lefto Top centero Top righto Bottom lefto Bottom centero Bottom right

n Markup Set allows you to select which markup set’s redactions and annotations are applied. Thisoption is present only if there are two or moremarkup sets on the workspace that you have rights tosee.

Appendix A.8 Tally/Sum/AverageYou can use the Tally/Sum/Average operation to tally, sum, or average the values of Fixed-Length Text,Choice, User, and Number fields associated with documents or objects. This operation is commonly used todetermine the number of pages in a print job or production. For documents, it is recorded under the doc-ument history.On the document or object list, select an option to tally/sum/average All searchable items, Checked items orThese items on in the current returned set.


Next select Tally/Sum/Average in the drop-down, and then click Go.


Tally/Sum/Average

The Tally/Sum/Average form is displayed to make your selection.On the Tally/Sum/Average form, you can choose options for the following fields:

n Field is used as the basis of the calculation. For example, you could select a custodian field if you want atally of these entries.

n Function is the option performed on the field:o Tally lists a count for each item type in the specified fields of all selected documents or objects.o Sum adds the values in the specified numeric fields of all selected documents or objects.o Average calculates mean value of the specified numeric fields for all selected document s or

objects.

Tally/Sum/Average Form

The result of a tally is similar to a summary report; it outlines the values of a field and the count for each. Afteryour results are displayed, you can perform the following actions:


n Filter the resultsn Clear All filter textn Browse through the results using the blue arrowsn Sort the resultsn Export results to an external file

Appendix A.9 Send to CaseMapYou can use the Send to CaseMap feature to bulk-send items to your CaseMap database, versions 7 andabove. To perform the bulk send, you need to have CaseMap installed and open to the correct workspace.There is a Relativity system view called CaseMap fields that controls which fields are sent to CaseMap. See thesection Views for more information about editing views.On the document list, choose whether you’d like to export All searchable items, Checked items or Theseitems in the current returned set. Next select Send to CaseMap in the drop-down and click Go.

Mass Operation Items

You may be prompted to open or save a file, CaseMapSend.cmbulk. If so, click Open.


Open or Save File Display

Clicking Openwill launch the Bulk Send to CaseMap Wizard. Click Next on themain screen.

Bulk Send to CaseMapWizard

If you do not have CaseMap open, you are prompted to launch the application. Once CaseMap is open, thewizard prompts you to switch to the application. Click the Switch to CaseMap button, and then click Next.


Open a CaseMap Case Display

The wizard asks you to confirm that the case workspace you have open is the correct target workspace. If theworkspace listed is the correct target, click Next.


Destination CaseMap Case Display

Clicking Next brings up the View/Edit Field Mappings section, allowing you to map the Relativity fields (set inthe CaseMap fields view) to CaseMap fields. The first time you go through this process, you need to map thefields. ClickModify to set the correct field mapping. CaseMap should automatically populate thematches onsubsequent bulk sends.


View/Edit Field Mapping Display

Clicking Modify brings up the field mapping section of the wizard.


Field Mapping Display

You can use the options to preview any of the data, reset themappings, load mapping settings from a pre-vious load or save your current mappings.

Mapping Options

To map your fields, go to theDocument Spreadsheets field and double-click on the field you’d like to map.


Document Spreadsheet Display

Double-clicking themapping opens the New Item box. Select the Relativity field from the Select a Source DataField box and click OK.

New Item Display

Repeat the above for all fields you would like to map, and then click OK in the Bulk Send to CaseMapwizard.Clicking OK brings you back to the second screen of the wizard. Review thematches, and then click Next.


Bulk Send to CaseMapWizard Display

Clicking Next presents a final confirmation screen. Click Finish to complete the send.


Send Confirmation Display

Appendix A.10 Export to FileExport to File, (previously known as Export to Excel) allows you to export the contents of the current list to afile. Any items and fields in the current view or report are exported. Unicode characters are allowed.

Note: In Admin mode, you will see the Export to Excel link displayed in navigation bar on the Views, Tabs,and Relativity Scripts Library tabs.

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 Export to File in the drop-down and click Go.

Export to File Options


n 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.

n Encodingo Select the desired encoding for the output file.

To export the file, click Run. To cancel the export, click Cancel.

Appendix A.11 ClusterClustering allows you to use an existing Relativity Analytics index to identify conceptual groups within anentire workspace or sub-set of data. These conceptual groups form a Cluster and can be viewed in the clusterbrowser. Unlike other uses of Relativity Analytics, clustering does not require you to submit an example to theindex – only a set of documents you would like clustered.

Note: Information regarding building a Relativity Analytics index is available in the Relativity Analytics sec-tion. See Relativity Analytics on page 272.

On the document list, choose whether you’d like to cluster All searchable items, Checked items or Theseitems in the current returned set.Next select Cluster in the drop-down and click Go. The Cluster Documents form displays.

Clustering Options

First, select your Cluster Option by clicking on the appropriate radio button:

n Create New Cluster creates a new cluster set.n Replace Existing Cluster creates a new cluster set and replaces it with an existing one.

Appendix A.11.1 Creating a New ClusterSelecting Create New Cluster brings up the options to create a new cluster set.


New Cluster Options

n Name is the name of the cluster set. This is used to display the cluster set on the cluster browser.n Content Analyst Index allows you to select which Relativity Analytics index you would like to use to

cluster your documents.Advanced options can be accessed by clicking +.

n Title Format sets how the clusters are named.

Advanced Cluster Options

o Outline and Title show outline number, plus the cluster name.o Title Only shows only the title. In the example above, “Enron.com, Pm”o Outline Only shows only the outline numbering. In the example above, “1”, “1.1”, etc.

n Maximum Hierarchy Depth sets howmany levels deep the cluster hierarchy can go. The default is 4 lev-els. A value of 1 creates only top-level clusters.

n Minimum Coherence is how conceptually correlated the items must be to be included in the samecluster.

n Generality is themeasure of how general the cluster will be, with 0 as themost specific and 1 themostgeneral. The higher the generality setting, the fewer top-level settings will be created.


When you create a new cluster, a pair of new fields is automatically created:

n AMultiple-Choice List named “Cluster :: clusterName”. Stores cluster node names.n ADecimal Field named “Cluster :: clusterName :: Score”. Stores cluster score values.

These fields allow you to query for documents contained in a certain cluster and/or set criteria for a scorethreshold when making advanced searches or Views. Themulti-choice field also allows for the cluster to beadded to the choice tree.

Appendix A.11.2 Deleting a ClusterTo delete a cluster go to the index information page from which the cluster was created. Check the box next tothe cluster you wish to delete from the cluster list at the bottom of the window and then select delete.When attempting to delete a cluster, you are presented with the option of deleting the fields associated withit. This option allows you to keep field information in your workspace even if you no longer want to keep thecluster data itself. Doing this would allow you to keep the index size slightly smaller while still maintaining thecluster relationships via these fields.

Delete Cluster Options

Note: Deleting or not deleting these associated fields has no impact on your workspace or your future abil-ity to cluster. Keeping the checkbox unchecked will merely preserve the document relationships identifiedby the cluster once the cluster has been deleted.

Appendix A.11.3 Replacing an Existing ClusterReplace Existing Cluster is the same as Create a NewCluster Set, except the results will replace existing clus-tering options. When you select Replace Existing Cluster, you are prompted to select the existing cluster setyou would like to replace.

Appendix A.12 Process TranscriptsTo work with transcripts, first load the transcripts into Relativity as you would any other type of native file. Rel-ativity accepts only ASCII text transcripts.

Note: For organizational purposes, you may find it beneficial to create a folder called Transcripts at theroot of your workspace. You can store your transcripts in this folder. Additionally, you can add any sub-folder options you would like.


Processing of a transcript will read the ASCII text file, identify page breaks and parse out the content of thetranscript into a hyperlinked word index for fast searching of the content. More information on transcriptscan be found in the Relativity User Manual.On the document list, choose whether you’d like to process All searchable items, Checked items or Theseitems in the current returned set.

Note: For a full explanation of the searchable set and returned set, please see the Relativity User Manual.

Go to themass operations bar, select Process Transcripts in the drop-down, and then click Go.

Process Transcripts Display

There are four options when processing a transcript to control how the transcript appears in the viewer:

n Header to Add allows you to add text to the header of each page. Added headers only shows in viewerpreviewmode and on printed versions of a transcript.

n Footer to Add allows you to add text to the footer of each page. Added footers only shows in viewerpreviewmode and on printed versions of a transcript.

n Header to Remove allows you to remove any existing headers. n Footer to Remove allows you to remove any existing footers.

Note: Court reporters often put a header or footer on each page of the transcript. This is an example of aheader or footer that you might want to remove.





APPENDIX B: BANDWIDTH TESTERYou can use the Bandwidth Tester to test the capacity of a network connection. When a user experiencesviewer performance issues, the Bandwidth Tester can troubleshoot the lack of data rate support from a net-work connection.

Note: For information about how to interpret bandwidth test results, see the Relativity Bandwidth Testerdocument.

Appendix B.1 Launching the Bandwidth TesterUse the following steps to launch the Bandwidth Tester and execute various tests for network performance.

1. In Relativity, open a document in the viewer.2. Click the Launch Bandwidth Tester icon. (The icon is displayed in the bottom right corner of the viewer,

and to the left of the Layout or Related Items pane.)

Launch Bandwidth Tester Display

The Bandwidth Testing Tool window opens.

Bandwidth Testing Tool


3. Select one of the following tests:n Execute Latency Test:Measures time elapsed for a single byte to reach its destination. See

Executing a Latency Test on page 399.n Execute Download Test:Measures the time it takes for data from a remote system to be

received by a local system. See Executing a Download Test on page 400.n Execute Upload Test:Measures the time it takes to send data from a local system to a remote

system. See Executing an Upload Test on page 401.

Appendix B.2 Executing a Latency TestLatency is a measure of the time delay in processing network traffic. It is the total time for a network packet totravel from the application on one server, through the network adapter, over the wire, through the secondadapter, and into an application on another server.

Note: Another name for a latency test is a Ping test. Ping is a utility used to test whether a particular hostis reachable across an IP network and to measure the round-trip time for packets sent from the local hostto a destination computer, including the local host's own interfaces. Thus, ping is a way to measureround-trip latency.

Latency test results will vary per user, and from test to test within the same environment. The following fac-tors affect the latency test results including:

n Distance between the user and the servern Operating systemn Protocol overhead

These factors are overhead, which do not contribute information to themessage content. Instead, they sup-port computer communications schemes, which prevent an application that transfers data across a networkfrom using the full bandwidth of the communications medium. Some of the transferred data is necessary forrouting themessage, describing the information content of themessage, and other protocol needs. Protocoloverhead, expressed as a percentage, is the number of non-application bytes divided by the total number ofbytes in themessage:

n Number and characteristics of the devices that the data must pass through, including network adapt-ers, switches, and so on

n Additional load or congestion on the networkTo execute a latency test:


1. Launch the Bandwidth Tester.

Execute Latency Test

Note: Click Clear Output to remove any results from previous tests, if necessary.

2. In theNumber of Tests box, enter a value for the number of tests that you want to run.3. Enter a value in the Test Delay box.4. Click Execute Latency Test. A request is sent to theWebAPI to measure network speed. If the request is

accepted, latency is measured in milliseconds from themoment the request is received to when theping is returned.

5. Review the results displayed in list box displayed under the Clear Output button. The previous illus-tration shows a round-trip time of zero milliseconds.

Appendix B.3 Executing a Download TestWhen you execute a download test, a request is sent to the EDDS.Distributed virtual directory, where it iseither accepted or rejected. If accepted, the directory generates data, which is streamed to the client via HTTP.If the data send is completed, latency is measured from themoment that the request was sent to receipt ofthe data.To execute a download test:



2. In theNumber of Tests box, enter a value for the number of tests that you want to run.


3. Select a Payload Size of 1, 5, 10, or 50 from the drop-down.

Execute Download Test

4. Click Execute Download Test.5. Review the results displayed in list box displayed under the Clear Output button. The previous illus-

tration shows a single download test run on onemegabyte, and executed at a rate of 9.09megabits persecond.

Appendix B.4 Executing an Upload TestWhen you execute an upload test, a request is sent to theWebAPI virtual directory. IfWebAPI accepts therequest, latency is measured from themoment that the request was sent to receipt of the data.To execute an upload test:




Execute Upload Test

2. In theNumber of Tests box, enter a value for the number of tests that you want to run.3. Select a Payload Size of 1, 5, 10, or 50 from the drop-down.4. Click Execute Upload Test.5. Review the results displayed in list box displayed under the Clear Output button. The previous illus-

tration shows a single upload test executed at a rate of four megabits per second. Like latency, thedownload and upload test results will vary per user and test.


APPENDIX C: DOCUMENT SKIPDuring document review, if the skip function is enabled, and the user clicks the Save & Next button, any doc-uments after the current document that do not already meet the view or Saved Search criteria are skippeduntil a document that does meet the criteria is found.

Skip drop-down

Document skipping will not occur if any of the following occurs:

n The skip drop-down is set to Normaln The user clicks Saven The user clicks Canceln The user clicks any of the document record navigators

The illustration below exhibits basic Skip functionality:


Appendix C.1 Skip ScenarioConsider the following conditions under which Skip could be helpful:

n A user is using a view called My Unreviewed Documents containing documents that have yet to bereviewed.

n The Responsiveness field is used to indicate that a document has been reviewed.n TheMy Unreviewed Documents view is looking at documents that have Responsiveness not yet set.n Propagation is enabled for the Responsiveness field to family and duplicates.n An email and its attachments are in your review queue.

Given these conditions, perform the following:

1. Code the parent as Responsive. Because propagation is enabled, its attachments and duplicates arecoded as Responsive.

2. Click Save and Next.

Note: The attachments and duplicates to the email are skipped because they no longer meet thecriteria of the My Unreviewed Documents view.

3. Although they are still part of the batch, the Responsiveness field has been set, thus disqualifying themfrom the condition. Instead, you see just the next document in the queue that is neither family to theemail you just coded nor a duplicate of it.

Appendix C.2 Special Considerationsn Document skip is available whether browsing the results of a view or a saved search.n Any combination of skip permissions can be set for a user:

o If you do not want a user to have the option to skip, disable the user property.o If you want to force a user to have skip enable, select the “Force Enable” property.o If you want a user to set their own skip mode, enable the user property.

n The user can change the Document Skipping indicator between documents. However, if the user leavesthe document review and then returns, the document skip indicator is set to the user’s default.

n Skip does not function based on propagation alone; if another user changes a document that makes itno longer part of the queue, it will be skipped.

n If a user clicks Save and Next and none of the documents remaining in the queue still meet the con-ditions, the user will receive a message.


APPENDIX D: DATE FORMATS RECOGNIZEDThe table below lists the date formats recognized by the Relativity Desktop Client and the Import API. This listcontains both valid and invalid date formats:

Entry in Load File Object Type Definition12/31/9999 12/31/9999 0:00Monday January 4 2010 1/4/2010 0:005.08:40 PM 6/30/2009 17:08 The current year will be entered if the year is missing.17:08:33 6/30/2009 17:08 The current year will be entered if the year is missing.17:08 6/30/2009 17:08 The current year will be entered if the year is missing.5:08 PM 6/30/2009 17:08 The current year will be entered if the year is missing.14-Apr 4/14/2009 0:00 The current year will be entered if the year is missing.9-Apr 4/9/2009 0:00 The current year will be entered if the year is missing.14-Mar 3/14/2009 0:00 The current year will be entered if the year is missing.1-Mar 3/1/2009 0:00 The current year will be entered if the year is missing.22-Feb 2/22/2009 0:00 The current year will be entered if the year is missing.20080420 4/20/2008 0:0020080420 2:22:00 AM 4/20/2008 0:004/9/2008 16:13 4/9/2008 16:134/9/2008 8:49 4/9/2008 8:499-Apr-08 4/9/2008 0:00Apr. 9, 08 4/9/2008 0:004.9.2008 4/9/2008 0:004.9.08 4/9/2008 0:004/9/2008 4/9/2008 0:004;9;2008 4/9/2008 0:00Wednesday, 09 April 2008 4/9/2008 0:0012-31-1753 12/31/1753 12:00 AM4/9/08 13:30 PM Results in an error2008-044-09 Results in an error4/9/2008 10:22:00 a.m. Results in an error


APPENDIX E: SUPPORTED OCR LANGUAGESThe following languages are supported by Relativity’s OCR engine and are available for selection when creatingan OCR Profile:

English Esperanto Kabardian Nahuatl SiouxAfrikaans Estonian Kashubian Northern Sami SlovakAlbanian Faroese Kawa Norwegian SlovenianAymara Fijian KikuyuKongo Nyanja SomaliBasque Finnish Korean Occidental Sotho, Suto, or SesutoBemba French Kpelle Ojibway Southern SamiBlackfoot Frisian Kurdish Papiamento Spanish SudaneseBreton Friulian Latin Pidgin English Swahili SwaziBugotu Gaelic Irish Latvian Polish SwedishBulgarian (Cyrillic) Gaelic Scottish Lithuanian Portuguese TagalogByelorussian (Cyrillic) Galician Luba Provencal TahitianCatalan Ganda or Luganda Lule Sami Quechua TinpoChamarro German Luxembourgian Rhaetic TonganChechen Greek Macedonian (Cyrillic) Romanian TunChinese (Simplified) Guarani Malagasy Romany Turkish

Chinese (Traditional) Hani Malay Ruanda Ukrainian (Cyrillic)

Chuana or Tswana Hawaiian Malinke Rundi VisayanCorsican Hungarian Maltese Russian (Cyrillic) WelshCroatian Icelandic Maori Sami Wend or SorbianCrow Ido Mayan Samoan WolofCzech Indonesian Miao Sardinian XhosaDanish Interlingua Minankabaw Serbian (Cyrillic) ZapotecDutch Italian Mohawk Serbian (Latin) ZuluEskimo Japanese Moldavian (Cyrillic) Shona


APPENDIX F: DELETING OBJECT DEPENDENCIESYou may have the security permission to remove any object dependencies on the documents or customobjects that you want to delete. The ability to delete object dependencies is available when you have the secu-rity permission Delete Object Dependencies listed in the Admin Operations section of the Security page.With the Delete Object Dependencies permission, you can force the deletion of the current object, whichincludes deleting its children and unlinking associative objects. These actions are required to remove the cur-rent object completely when child and associative relationships exist. Instead ofmanually removing depend-encies, the force deletion feature automatically performs these actions for you.

Option for Deleting Object Dependencies

Click Delete to remove the object and its children, as well as unlink associative objects. You can also view areport listing the affected objects by clicking Dependencies. See Displaying the Dependencies Report on page407.

Appendix F.1 Displaying the Dependencies ReportThe Dependencies Report helps you understand how deleting an object affects its child and associativeobjects. You may want to run this report before deleting an object or group of objects to determine how thisoperation will change your workspace. The Dependencies Report is available for workspace-level objects in Rel-ativity, including documents.You can display this report when you delete a single object, or perform aMass Delete operation. Use the fol-lowing instructions to display the report from one of these locations:

n Details Page: Navigate to a parent or child tab in a workspace. Click on the name of an item displayedon the list page. Click Delete on the details page. Click Dependencies on the Delete Details form.

Dependencies Button on Delete Details Form


n Mass Delete: Navigate to a tab for an object, or to the Documents tab. On the list page, select theitems that you want to delete, and select theMass Delete option. Click Dependencies on the DeleteDetails form. SeeMass Delete on page 373.

Note: When the current object does not have any children or associative objects, the Depend-encies button will be disabled.

Appendix F.2 Viewing Dependency Report ResultsThe Dependencies Report for an object generates a list of its child and associative objects, as well as a count ofeach object type.

Sample Dependencies Report

When you run a Dependencies Report on an object, the following information is displayed:

n Object Type is used to identify child and associative objects that the current object has a dependencyon.

n Action displays Delete for child objects and Unlink for most associative objects. Relativity performsthese actions on child and associative objects when you select the option to force the deletion of thecurrent object.

Note: To complete these actions, you must have the security permission Delete Object Depend-encies listed in the Admin Operations section of the Security page.

n Count indicates the number of each object type that the current object has a dependency on.n Connection indicates the type of dependency that exists between the current object and the object

type listed in the report.You can use the following features to view your report results:

n Filter, sort, and page through report results. You can also reset column sizes. These features functionsimilarly to those available on other views.

n Export report results to Excel.


Appendix F.2.1 Special Considerations for FieldsThe Dependencies Report provides you with information about the relationship between the current objectand other child or associative objects. However, it does not list other objects that reference the fields on thecurrent object because they are not identified as children nor are they linked by an association.When you force the deletion of an object, Relativity may modify the content of the object’s fields or deletethem. Since other objects may reference these fields, make sure that you have a clear understanding of howthey are used in Relativity. The following examples illustrate how the forced deletion of an object affects ref-erences to its fields:

n Analytics Categorization Set:When you create a categorization set, Relativity generates a Category SetResult field, which you can add to searches, views, pivot profiles, and so on. The categorization setresult field referenced by these Relativity objects will be blank after you force delete the categorizationset. Consequently, any saved searches referencing this field will be blank, and any views using this fieldas a condition no longer list the condition.

n Search Terms Reports: Similar to the previous example, Relativity generates a search term results fieldwhen you create a search term report. You can add this field to a persistent highlight set. If you forcedelete the search terms report, the search term results will also be deleted, and the viewer will nolonger display persistent highlights based on these results. In this case, the search term results fielditself is still referenced by the persistent highlight set, but it does not contain any results.

You can avoid unintended behavior after a forced delete of an object by running Dependencies Reports on itsfields before you perform this operation. Display the Delete Details form on the field, and click theDepend-encies button. See Displaying the Dependencies Report on page 407.


APPENDIX G: RELATIVITY DESKTOP CLIENT INSTAL-LATION AND SETUPThe Relativity Desktop Client (RDC) provides the functionality for importing document load, image, and pro-duction files, as well as for exporting production sets, saved searches, and folders. You can also use this utilityto import and export custom Relativity applications and object information.For details regarding importing applications into Relativity with the RDC, see the Relativity Applications man-ual.

Appendix G.1 RDC Software RequirementsThe RDC 7.1 or higher requires that Microsoft .NET 4.0 and Microsoft Visual C++ 2010 Redistributable isinstalled on the workstation. Your operating system determines whether you need to download the 64-bit or32-bit version of these applications:

n If you are running a 32-bit machine, you must install the RDC 32-bit and the Visual C++ 2010 x86 Redis-tributable.

n If you are running a 64-bit machine, you will want to install the RDC 64-bit and the Visual C++ 2010 x64Redistributable. You may notice a significant improvement in the speed of the RDC with the 64-bit ver-sion. However, a 64-bit machine can have both the x86 and x64 redistributables installed at the sametime, and it can run the 32-bit or 64-bit version of the RDC.

Appendix G.2 Installing the RDCYou will need to download a copy of the installer for the RDC. To obtain a copy of this application, open a work-space in Relativity. Select the Administration tab, and clickWorkspace Details to display the Relativity UtilitiesConsole. Depending on the configuration of your machine, click theDownload Relativity Desktop Client but-ton for a 32-bit or 64-bit operating system (OS). See Using the Relativity Utilities Console on page 40.

Workspace Details page with console


To install the RDC, click Run on the File Download dialog box, and on any security messages. You will see thesetup wizard for the RDC displayed. Click Next to start the installation.

SetupWizardWelcome dialog box

On the Choose Setup Type dialog box, click on one of the following options:

n Typical installs themost common programs features.n Custom provides options to choose application features and location where they will be installed.n Complete installs all application features.

Setup Type options

If you selected Custom, you can click on the icons in the tree to select the features that you want toinstall. Click Reset if you want to redisplay the default settings.


Custom Setup options

You can also use theDisk Usage button to display the amount disk space available and required for the instal-lation. After you have selected your custom settings, click Next to display the Ready to Install dialog box.

Disk Space Requirements

If you selected the Typical or Complete option, you will immediately see the Ready to Install dialog box. ClickInstall to run the installation wizard.


Ready to Install dialog box

Click Finishwhen the setup is complete.

Exit SetupWizard

Your desktop will display a shortcut icon for the RDC.

Relativity Desktop Client shortcut


Appendix G.3 Changing, Repairing, or Removing an RDC Instal-lationYou can also run the installer to modify, repair, or remove an existing installation of the RDC. Run the installeron a machine where the application is installed. Select one of the following options:

n Change allows you to modify the features that are installed.n Repair attempts to fix errors in themost recent installation.n Remove uninstalls the RDC from your machine.

Change/Repair/Remove options

Appendix G.4 Configuration Settings for the RDCYou can fine-tune the performance of the RDC in your environment by adjusting the configuration settingsthat control these features:

n Batch Handling: You have the option to set several configuration settings that control how the RDCuses batches to load records in the database. Large batch sizes may cause timeouts to occur during theloading process because Relativity initially attempts to load all documents or images in these batches.By default, the RDC uses dynamic batch resizing when a timeout occurs to automatically lower the sizeof the batch and retry the import. The RDC reduces the batch size by 100 until it determines the opti-mum number of records for import. It can also reduce the number of records when the data size (inbytes) for the batch approaches the value set for the ImportBatchMaxVolume. See Batch Handling Con-figuration Settings on page 415.

n Validation and Auditing: You have the option to add configuration settings that control whether theRDC performs validation for native and image file types, as well as native and image file locations for allimport jobs. You can also set the level of detail that you want captured in the audit log for all importjobs. These settings must bemanually added to the configuration file. See Validation and Auditing Con-figuration Settings on page 416.


Appendix G.4.1 Batch Handling Configuration SettingsUse these instructions to set custom configuration setting for batch handling in your RDC configuration file:

1. Exit the RDC if it is currently open.2. Navigate to the kCura.EDDS.Winform.exe.config file on themachine where the RDC is installed. By

default, this configuration file is located in the following directory:[Installation_Directory]\kCura Corporation\Relativity Desktop Client

Note: Make a backup copy of this file in case you need to rollback any configuration changes madeto it.

3. Open the kCura.EDDS.Winform.exe.config file in a text or XML editor.4. Delete the opening comment tag <! -- displayed before the tag <kCura.WinEDDS>, and the closing tag --

> displayed after the tag </kCura.WinEDDS>. See the following illustration. <-- Delete comment tag

5. Edit the attribute values as necessary. Modify only the values in the previous code sample.n ImportBatchMaxVolume: This value represents themaximum data size (in bytes) for a batch.

When the data size approaches this value, the RDC reduces the batch size by 100 using dynamicbatch resizing. The default value is 10485760 bytes (or 10MB).

n ImportBatchSize: This value represents the initial number of records in an import batch. Ifdynamic batch resizing is enabled, this valuemay be reset for a job to accommodate thenumber of records or the size of the data. The default value is 1000 records.

n ExportBatchSize: This value represents the number of records in an export batch. The defaultvalue is 1000 records.

n DynamicBatchResizingOn:When default value of True is set, the RDC will automatically usedynamic batch resizing to decrease the batch size by 100 records and retry the import job. Whenthe value is set to False, the RDC will timeout when the import job is too large to complete.

n MinimumBatchSize:When DynamicBatchResizingOn is set to True, this value represents lowerbound on the batch size. Batch sizes cannot be smaller than this value. The default value is 100records.

n WaitTimeBetweenRetryAttempts: This value represents the time interval in seconds betweenimport attempts made by the RDC. The default value is 30 seconds.


n CreateErrorForEmptyNativeFile:When the default value of False is set, the RDC imports onlythemetadata for the record associated with an empty file (of 0 KB), and it displays a message ontheWarning tab. When this value is set to True, the RDC does not import themetadata for theempty file, and the Error tab displays a message.

Note: The RDC does not import empty files. This configuration value controls only the importofmetadata, and where information about an empty file is displayed.

6. Save your changes to the file. You can now log in to the RDC.

Appendix G.4.2 Validation and Auditing Configuration SettingsUse these instructions to customize the configuration settings for native and image validation, as well as auditlevel.Before disabling validation, you may want to confirm that your files are all supported types and that thenative file paths in the load files are correct. Otherwise, you may encounter the following issues:

n When file type validation is disabled, you will not receive any warns about unsupported file types, sothese files may be imaged and result in errors. Disabled file type validation also causes the applicationto set the Relativity Native Types field to “Unknown Format”.

n When file location validation is disabled, the RDC may temporarily stop and then restart if the load filelists paths that do not contain files. Similarly, the RDC will stop when the load file does not include apath for a native file, but it will load any files prior to encountering this issue.

Complete these steps to configure file validation and auditing:

1. Exit the RDC if it is currently open.2. Navigate to the kCura.EDDS.Winform.exe.config file on themachine where the RDC is installed. By

default, this configuration file is located in the following directory:[Installation_Directory]\kCura Corporation\Relativity Desktop Client

Note: Make a backup copy of this file in case you need to rollback any configuration changes madeto it.

3. Open the kCura.EDDS.Winform.exe.config file in a text or XML editor.4. Delete the opening comment tag <! -- displayed before the tag <kCura.WinEDDS>, and the closing tag --

> displayed after the tag </kCura.WinEDDS>.5. To disable the validation of native file types for the all jobs, add the following setting between the

<kCura.WinEDDS>…</<kCura.WinEDDS> tags:<add key="DisableNativeValidation" value="True" />

6. To disable the validation of the native file locations for the all jobs, add the following setting betweenthe <kCura.WinEDDS>…</<kCura.WinEDDS> tags:<add key="DisableNativeLocationValidation" value="True" />

7. To disable the validation of image file types for the all jobs, add the following setting between the<kCura.WinEDDS>…</<kCura.WinEDDS> tags:<add key="DisableImageTypeValidation" value="True" />


8. To disable the validation of the image file locations for the all jobs, add the following setting betweenthe <kCura.WinEDDS>…</<kCura.WinEDDS> tags:<add key="DisableImageLocationValidation" value="True" />

Note: To enable validation, you can set any of the values in Steps 5- 8 to False.

9. To disable auditing, add the following setting between the <kCura.WinEDDS>…</<kCura.WinEDDS>tags:<add key="AuditLevel" value="NoAudit" />

You can set audit level to any of the following values:n FullAudit: Includes create, update, and deletemessages. Snapshot is also enabled so all current

field values (Audit Details) are captured for updates. This is the default setting.n NoSnapshot: Includes create, update, and deletemessages. Snapshot is disabled so current field

values (Audit Details) are not captured for updates.n NoAudit: Auditing is disabled.

10. Save your changes to the file. You can now log in to the RDC.

Appendix G.5 Running the RDCTo open the RDC, double-click on the shortcut installed on your desktop. When you open the application forfirst time, the Settings dialog box is displayed.

Options dialog box

Select or enter settings for the following options:

n Force Folder Preview Default includes options to enable or disable this feature. When it is enabled, theRDC will check the first 1000 records of the load file after you click Import. It then displays the numberof folders that will be created. You can use this information to ensure that the load process is behavingas expected. If a large number of folders are listed, you can stop the load file, and verify that the FolderInfo field is set correctly. By default, this feature is Enabled. For more information, see the sectionImporting.

n WebService URL allows you to enter the URL provided by your Relativity Administrator. This URL isused to establish a connection between the RDC and your server. If the URL path is entered incorrectly,you will be unable to connect the RDC to your database.


Click OK. These settings are stored in your machine registry and they are retained when you upgrade the RDC.

Appendix G.5.1 Logging in to the RDCTo log in, enter your Login name and Password. These are the same credentials you use to log in to Relativity.

Relativity Desktop Client Login

After you log in, the RDC displays a list of workspaces where you have access rights. Use the filter bar to nar-row the list.

Note: By default, a wildcard is used to filter workspaces in the RDC. For example, enter ELA to find work-spaces named ELAN and RELATIVITY.

Highlight your workspace and click OK to open it in the RDC. The folder structure of your workspace displays.A newworkspace will contain only a root folder, while an existing workspacemay contain subfolders that youcan display by clicking the plus sign.

Workspace folder structure

Appendix G.5.2 RDC Menu BarThe RDC menu bar is displayed above the workspace folder structure. It includes the following menu options:


n Fileo Open allows you to switch between different workspaces.o Exit closes the RDC.o Refresh updates the folder browser.

n Toolso Import

n Image File imports images from a page-level load file.n Document Load File imports native files, document metadata, and extracted text from a

document-level load file.n Production File imports production data and images from a page-level load file.n Application imports Relativity applications from a load file. Some applications are avail-

able on the Relativity Customer Portal. Contact [email protected] if you do not havean account. Refer to the Relativity Applications manual for more information regardingapplications.

o Exportn Production Set exports a production set.n Saved Search exports from a saved search.n Folder exports from a specific folder.n Folder and Subfolders exports from a specific folder and its subfolders. See Importing on

page 82.n Options

o Settings allow you to change the default value for Force Folder Preview and to enter a Web-Service URL.

o Check Connectivity assists in troubleshooting any network and system configuration errors thatwere encountered while importing and exporting.

n Helpo About displays the version of the RDC.

Appendix G.5.3 Right-click Options for Workspace FoldersThe RDC also provides right-click options on folders, which you can use to build the workspace folder struc-ture, or to import and/or export directly to and from a folder.

Workspace folder options

When you right-click on a workspace or folder, the following menu options are displayed:


n New Folder: Use this option to create subfolders. In the Add New Folder pop-up, enter a folder nameand click OK. The new folder will be added to the workspace through the RDC.

Add New Folder dialog box

n Import: Use this option to import an image file, document load file, or production file into a specificfolder. Highlight the folder, point to Import, and select a file type. If you havemetadata, natives andimages to load, run the load file import first, then the image file import. See Importing on page 82.

Import menu for files

n Export: Use this option to export a specific folder, or a folder and its subfolders. See Exporting on page200.

Export menu for folders


APPENDIX H: ADDITIONAL RESOURCESkCura offers comprehensive Relativity documentation and training materials for reviewers, system admin-istrators, and IT professionals. This information is available in manuals, specialized technical documents, andonline tutorials, which you can find on the kCura Website and Customer Portal. Review the following lists formore details about selected documents and training materials:

n Documentation on page 421n Extensibility Tools on page 422n Tutorials on page 423

Appendix H.1 Documentationn Relativity Admin Manual - This document details the Administrative functions within Relativity.n Relativity Analytics Manual - This document outlines Relativity's conceptual searching functionality.n Relativity Applications Manual - This document describes how to develop and implement custom

applications for improved case and matter management, and user experience based on the needs ofyour environment.

n Relativity Best Practices Imaging - This document details the best practices and considerations whenusing the imaging tools in Relativity.

n Relativity Certified Admin Workbook - This document helps you prepare for the Relativity CertifiedAdmin exam. Additionally, new administrators can use the document's tutorial to becomemore famil-iar with the administrative functionality of Relativity.

n Relativity Client Licensing Guide - This guide includes the instructions for system administrators, whowill need to request a license as part of the Relativity installation or upgrade process.

n Relativity Client SSL Integration Manual - This document walks you through the process of integratingClient SSL into your Relativity environment.

n Relativity Command Line Import Manual - Documents the use of theWindows Command Line toimport documents into Relativity.

n Relativity Configuration Table - This document lists the names, default values, and purposes of theconfigurations found in Relativity.

n Relativity Custom Mass Operations Guide - This document describes how to integrate your custommass operation code with Relativity by updating the case database, and setting specific variables usedin JavaScript code.

n Relativity Database Schema Updates - An overview of the database schema, as well as all schemachanges and additions in this version of Relativity.

n Relativity Building Applications Workbook - This document outlines the securable, customizableobjects within your workspace in Relativity.

n Relativity Environment Optimization Manual - This manual outlines the best practices for maintainingand optimizing a Relativity environment.

n Relativity Event Handler Updating and Conversion - This document provides the steps by which oneconverts Event Handlers to make them usable inside Relativity 7.0.

n Relativity Event Handlers Manual - This document outlines how to use Event Handlers in documentlayouts for individual and document objects.

n Relativity LiveNote Integration Manual - This document outlines the required components and proc-esses for integrating LiveNote with Relativity.

http://www.kcura.com/relativity

http://www.kcura.com/relativity

http://kcura.com/relativity/support/technical-support

http://kcura.com/relativity/support/technical-support


n Relativity Load File Specifications - This document outlines the requirements for loading files in Rel-ativity.

n Relativity Modifying Agent Installations - This document describes how to add new agents to the Rel-ativity configuration file.

n Relativity Native Imaging Installation Manual - This document describes how to install the Invariantengine, which powers the Native Imaging functionality for converting native files to TIFFs or JPEGs in Rel-ativity.

n Relativity Pre-Installation Manual -This document guides you through the prerequisite software andoperating system installation and configuration steps necessary to prepare your environment for Rel-ativity installation.

n Relativity Pivot Quick Start - A single page PDF that highlights the different screen areas and icons inthe Relativity interface for working with Pivot.

n Relativity Quick Start - A two-page PDF that highlights the different screen areas and icons in the Rel-ativity interface.

n Relativity RSA Integration Manual - This document provides you with information related to Rel-ativity's integration with RSA.

n Relativity Searching Manual - Details Relativity's searching functionality.n Relativity Starter Template - This manual is designed to familiarize you with the Starter Template

installed with Relativity.n Relativity System Keyboard Shortcuts - A one-page PDF listing all system keyboard shortcuts and the

actions they trigger.n Relativity System Requirements - This document outlines the recommended server setup for running

a Relativity environment.n Relativity System Requirements 25-50 User Instance - This document outlines the system require-

ments for hosting Relativity in an environment with 25-50 users.n Relativity Upgrade Considerations - Outlines the system requirement changes, general con-

siderations, and timeline to note when making preparations for the upgrade from Relativity 6.0 to Rel-ativity 7.0.

n Relativity Upgrade Manual - This document is designed to help you successfully update your versionof Relativity.

n Relativity User Manual - This document details the user-level functionality of Relativity.n Relativity Viewer Detail - This document details all known issues with the viewer, and lists all of its sup-

ported file types.n Relativity Viewer Supported File Types - Lists the file types supported by the native file viewer in Rel-

ativity.n Relativity Workstation Configuration - Outlines the requirements for workstations used to review doc-

uments with Relativity.

Appendix H.2 Extensibility ToolsRelativity offers the following API extensions:

n Import API - Allows developers to write a custom utility to import processed data into a case withoutthe need for the desktop client or a load file. This utility is used to import documents and metadatausing a relational data source, which allows a client to expedite the document import process andpotentially avoid those errors that occur during the creation and facilitation of a load file.


n Services API - enables developers to write custom code that manipulates Relativity objects directly. TheServices API is a set of web services one can use to programmatically create, read, update, delete andquery some of themost commonly used Relativity object/artifact types in the Relativity environment.

Appendix H.3 Tutorialsn 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.n Navigating Case Documents - This tutorial illustrates how to navigate the CaseWorkspace, allowing

you to browse, sort, and view case documents.n Checking Documents In and Out - Are you required to “check out” documents before beginning your

review? In this lesson you will learn to work with batches of documents.n Reviewing your Documents - Ready to start viewing your documents? Learn how to use the Core

Reviewer Interface to see all the versions of your document.n Using Pivot - Are you looking for deeper insight into your document set? Learn howRelativity lets you

visualize your data, leverage your fields, and discover trends and patterns.n 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.n Coding and Tagging Documents - Ready to code your documents? Learn how to work with layouts to

code and tag you documents in this tutorial.n Using Persistent Highlight Sets - This tutorial shows you how to use the Persistent Highlight Sets panel

to manage a list of terms in a document.n Working with Related Items - How does a document you’re viewing in Relativity connect to other doc-

uments in your case? In this lesson, you will learn how to work with a document’s related items.n Working with Transcripts - In this tutorial, you will learn how to work with transcript documents.n Performing Mass Operations - Looking to perform an action on a group of documents? This tutorial

teaches you how to perform a mass operation.n Conducting a Keyword Search - In this lesson you will learn how to run a keyword search, and filter

your results.n Conducting a dtSearch - Do you need more detailed searching options than keyword search allows?

This tutorial teaches you about dtSearch capabilities.n Creating a Saved Search - 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.n 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.n Customer Portal - This tutorial shows you how the Relativity Customer Portal allows administrators to

search solutions, monitor and submit tickets, view and post ideas, run reports, download Relativitycontent, and subscribe to updates.

n Customer Portal Answers Forum - This tutorial walks you through using the Relativity Answers forumon the Customer Portal.

n Using Keyboard Shortcuts - This tutorial demonstrates how to configure keyboard shortcuts to speedup document review.

n Using the Customer Portal - Don’t wait for support, find solutions to common issues. This tutorial dem-onstrates how to create, manage and report on ticket, submit and vote on ideas, get documentationand more.


n Creating Pivot Profiles - Looking for the ability to save a pivot? In this tutorial, you’ll walk through thesteps to create profiles in order to run common pivot queries on different data sets.


INDEX

A

adding

choices 72

clients 18

fields 50

groups 32

HTML alerts and links 53

markup sets 112

matters 21

tabs 45

users 24

users to groups 34

workspaces 37

additional resources 13, 421

documentation 421

extensibility tools 422

tutorials 423

Admin mode

Agents tab 299

Assemblies tab 310

basics 15

Branding Queue tab 306

Choices tab 299

Errors tab 302

Imaging Queue tab 302

License tab 315

MotD tab 307

OCR Queue tab 303

Production Queue tab 304

Relativity Script Library tab 310

Resource Pools tab 311

Servers tab 313

system views 298

tabs 16, 298

Tabs tab 302

User Status tab 307-309

Views tab 298

agent servers

adding to resource pool 312

agents

Agents tab 299

enabling 299

starting or stopping 299

viewing server list 313

Workspace Statistics Manager 301

Analytics

category example 290

clustering 394

creating an Analytics profile 272

repeated content filter 275

Analytics index console

Activate 283

Build Index 283

Cancel Automation 282

Cancel Population 282

Disable Queries 283

Enable Queries 283

Full Population 280

Identify Similar Documents 283

Incremental Population 283

Index Stats 284

Population Stats 281

Refresh Page 281

Resolve Errors 283

Show Errors 283

Analytics profile 272

advanced options 274


Concept Stop Words 274

Dimensions 274

dtSearch NoiseWords 274

filter configuration 274

Repeated Content Filter 274

API components

viewing registered components 313

applications 68

assemblies

adding 310

associative objects

unlinking 407

auditing

Deletemass operation 376

History tab 231

RDC configuration settings 414, 416

user actions 233

B

Bandwidth Tester 398

download latency 400

latency 399

launching 398

upload latency 401

batch size

configuring for RDC 414-415

batching 317

adding batch sets 317

Batch field 323

checked-out documents views 323

deleting a batch 321

editing a batch set 321

branding


job status 306

setting font size 181

C

CaseMap

mass operation 385

categories

adding categorization sets 290

categorization

example documents 293

excerpts 293-294

fields 292

Categorization Set Console 291

Categorize All Documents 291

Categorize NewDocuments 291

Refresh Page 291

Resolve Errors 291

Show Errors 291

Stop Categorization 291

Synchronize 288

categorization sets 286

Analytics index 287

Auto Synchronize on Categorize All 288

Categories and Examples Source 287

Categorization Set Console 288

creating 286

Documents to be Categorized 287

Example Indicator Field 287

job information 288

Maximum Categories per Document 287

Minimum Coherence Score 287

checking connectivity

Relativity Desktop Client 418

child objects

deleting 407


choices 72

adding 72

admin mode 299

editing 75

clients 18

adding 18

editing 20

clusters

creating 394

deleting 396

mass operation 394

replacing 396

command line import 101

conflict checking 192

conversation index parsing 109

D

date formats

recognized by RDC and Import API 405

deleting

affecting field references 409

auditing mass operation 376

clusters 396

mass operation on documents 373

mass operation on objects 373, 375

object dependencies 407

viewing Dependencies Report 407

dependencies

dependencies report

categorization set 409

displaying 407

interpreting results 408

search term report 409

documents 373

objects 375

disk usage


document fields 80

document level load file 85

document level numbering 184

Document Skip 403

example 404

special considerations 404

documents

choices 80

deleting dependencies 407

deleting with mass operation 373

domain parsing 102


downloading latency test 400

dtSearch 263

Active 266

Alphabet 265

auto-recognizable syntaxes

credit card 270-271

date 270

email 270-271

Auto Recognizable Date, Email, and CCs 265

creating dtSearch index 264

Dictionary link 271

Fragmentation Level 267

Index Share 265

NoiseWords 265

Search Index Console 267

Activate 268

Compress Index 268

Deactivate 268

Full Build 267

Incremental Build 267

Refresh Page 268


Resolve Errors 268

Stop Build 268

Swap Index 268

Searchable Set 264

Send Email Notification 265

Status 266

dynamic batch resizing

configuring for RDC 414

E

EDDS.Distributed virtual directory 400

editing

choices 75

fields 69

groups 33

markup sets 113

mass operation 366

tabs 47

users 30

workspaces 42

empty files

handling by RDC 415

errors

Errors tab 302

licensing 316

loading records 94

event handlers

assemblies 310

Export to File

mass operation 393

exporting 200

export location 223

folder 220

folder and subfolders 221

production sets 200

RDC options 418

saved export settings 220

saved search 210

extracted text

importing a load file 92

F

Field matching

during loading 88

fields 50

adding 50

defining information 51

editing 69

keywords and notes 68

types 55

file repository


resource pool 311

file transfer mode 94

file validation 414

RDC configuration settings 416

files

importing 82

filters

using filters on History tab 232

Folder Information Column

during loading 90

Force Log Out feature 309

G

Generality

clustering 394

grace period

licensing 316


groups 32

adding 32

adding users 34

editing information 33

system 35

H

History tab 231

audited actions 233

fields in view 231

filtering 232

imaging history 236

search history 234

HTML alerts 53

I

imaging

basic imaging engine 348

documents 346

error scenarios 363

imaging queue 302

importing an image file 97

job status 302

mass operation 379

native imaging engine 349

settings 98

status 362

troubleshooting 365

imaging profile 346

caching 362

creating 346

editing 356

email options 352

HTML options 353

presentation options 353

spreadsheet options 350

using in Mass Image 379

validation 353

viewing details 355

word processing options 353

imaging set 357

creating 357

running 360

viewing details 359

Import API

date formats 405

importing

auditing 95

command line 101

document load files 82

menu options 97

Relativity Desktop Client (RDC) 418

saving settings 96

Interval

agents 299

introduction

administrators 13

K

kCura.EDDS.Winform.exe.config

updating 415-416

keyboard shortcuts

defining 67

legend 76

managing 40


system actions 78

user-defined 79

viewer 76


keyword index 262

L

languages

supported for OCR 406

latency

downloading 400

testing 399

uploading 401

layouts 125

adding

associative object list 138

child object list 136

child/associative object list 136

fields 131

layout 125

layout content 128

tag to transcript 141

text 135

Copy from Previous toolbar 129

creating categories 130

editing layout information 139

editing on a layout 140

inline tagging 141

removing tags 143

reviewer layout options 144

Skip function 146

viewing

layout details 128

tags 142

license key

applying 315

licensing

admin mode 315

error messages 316

expiring 316

generating a request 315

links 53

list properties 62

LiveNote

adding transcripts to workspace 296

integrating 296

load balancing

enabling 313

viewing redirection attempts 313

load file

importing 82

using in RDC 418

loading

command line 101

documents 93

extracted text 92

field matching 88

file and import menu options 83

file transfer mode 94

Folder Information Column 90

import auditing 95

import menu options 97

importing

image files 97

load files 82

production files 99

saving import settings 96

M

markup sets 112

adding 112

copying 113

editing 113

selecting in viewer 114


Markups

navigating 115

Mass Operation 366

Cluster 394

Delete 373, 376

deleting documents 373

deleting objects 375

Edit 366

Export to File 393

Image 379

Move 371

Print Images 381

Process Transcripts 396

Produce 376

Replace 378

Send to CaseMap 385

Tally/Sum/Average 383

matters 21

adding 21

editing 23

Maximum Hierarchy Depth

clustering 394

message of the day

admin mode 307

MotD tab 307

Minimum Coherence

clustering 394

MotD tab

admin mode 307

Move

mass operation 371

N

native files 91

native types 364

editing 365

nesting

tabs 48

network connection

capacity testing 398

testing speed 399

O

object level permissions 252

object types 325

adding information 334

adding object rule 330

adding object type 326

details 328

selecting rule type 330

objects 13, 50

affects of deletion on field references 409

deleting dependencies 407

deleting with mass operation 375

OCR 335

creating profiles 335

creating sets 338

editing 337, 344

editing permissions 335

job status 303

OCR queue 303

running 341

supported languages 406

viewing audit history 335

viewing errors 341

viewing results 341

viewing status 338

viewing text 341


operating systems

RDC software requirements 410

optical character recognition (OCR) 335

overlay identifiers 90

override production restrictions 192

overwrite identifiers 90

P

padlock icon 253

page detail views

system views 298

page level numbering 182

password

reset 30

persistent highlight sets 117

behavior across viewer modes 122

color-coding 119

entering highlight terms 118

importing search terms 123

searching functionality 120

using in viewer 120

persistent messaging

Workspace Statistics Manager 301

pickers

system views 298

Pivot profiles 176

New 176

Pivot Profile Layout 177

previewing import file 93

Print Image

mass operation 381

priority

branding queue 306

imaging queue 302

OCR queue 303

production queue 304

Process Transcripts

mass operation 396

Produce

mass operation 376

Production Sets 180

adding 180

document sort order 190

editing 196

header and footer options 188

modifying production information 181

numbering options 182

overriding restrictions 190

running productions 192

selecting relational fields 184

tracking redactions 197

using document level numbering 184

using page level numbering 182

viewing audit history 190

Productions

adding documents 191

file settings 43, 100

job status 304

production queue 304

removing documents 191

restrictions 99

propagation 58

applying to documents 60

Q

QueueManagement tab


Imaging Queue tab 302

OCR Queue tab 303

Production Queue tab 304


R

RDC

Relativity Desktop Client overview 410

redirection attempts

viewing 313

redistributables

RDC software requirements 410

relational fields 65

selecting in Production Sets 182, 184

Relativity Analytics index 276

adding new documents 286

Analytics Index console 280

Analytics profile 277

creating 276

Enable Keyword Search 277

Incremental Population 286

Index Status 279

Minimum Coherence Score 278

processing information 280

Relativity Analytics server 277

Searchable Set 278

Send Email Notification 277

Training Set 278

Relativity applications

adding fields and choices 68

Relativity compare field 71


.NET 4.0 410

auditing 414, 416

changing 414

configuring environment variables 414-416

date formats 405

dynamic batch resizing 415

empty native files 415

file validation 414, 416

installing 410

logging in 418

removing 414

repairing 414

right-click options 419

running 417

software requirements 410

viewing menu bar 418

Relativity Objects 13

Relativity Utilities console 40

repeated content filter 275

configuration 276

regular expression 276

repeated content 276

type 276

Replace

mass operation 378

replacing a cluster 396

reset

password 30

resource pool

adding resources 312

admin mode 311

changing 312

creating 311

restrictions

productions 43

S

script compatibility 261

Script library 260

script permissions 255

scripts 255

adding 256


copying 260

creating script tabs 255

creating workspace scripts 257

deleting 260

editing 259

library scripts 260

Relativity Script Library tab 310

running library scripts 258

selecting from the Script Library 257

Search indexes 262

Search Terms Reports 164

creating new search terms report 164

persistent highlighting 167-168

results 166

running search terms reports 166

Security field 253

security permissions 238

Add Group 238

Apply Another Group's Permissions 239

Change Group Permissions 238

Remove Selected Group 238

Send Message feature

admin mode 308

Send to CaseMap

mass operation 385

server


load balancing 313

resource pool 311

status 313


Services API


settings

document level load file 85

image files 98

production file 100

shortcuts

keyboard 67

skip function 403

example 404


slipsheet

printing images 381

SQL insert mode 94

SQL server


removing from resource pool 312


stamp identifier

printing images 381

Summary Reports 171

adding 171

editing 174

syncs

assemblies 310

system actions

keyboard shortcuts 78

system fields 69

Relativity compare 71

system groups 35

system views

page detail views 298

pickers 298

T

tabs 45

adding 45

admin mode 16, 298

editing 47


nesting 48

Tabs tab

admin mode 302

Tally/Sum/Average

mass operation 383

transcripts

LiveNote integration 296

mass operation for processing 396

transform sets 102

types

fields 55

U

uploading

testing latency 398, 401

URL

load balancing 313

User Status tab

admin mode 307

Force Log Out feature 309

Send Message feature 308

users 24

adding 24

adding to groups 34

editing 30

viewing personal items in workspace 42

viewing status in admin mode 307

V

viewer

categorization examples 293

categorization excerpts 293-294

displaying produced documents 180

selecting markup sets 114

viewing

personal items of workspace users 42

workspace details 39

views 147

adding tab views 155

adding view 147

admin mode 298

conditions 152

conversation index indented list 161

editing view 154

entering basic information 148

Equivio indented list 162

fields 150

indented list view 156

numeric indented list 163

Security field 253

sort 153

system views 155

W

Web API


web server

load balancing 313

WebAPI virtual directory 401

WebService URL

setting in RDC 417

Workspace Statistics Manager

agent 301

email messages 301

persistent messaging 301

workspaces 37

adding 37

admin operations 251

allow dtSearch index swap 251


assign batches 251

delete object dependencies 251

download Relativity Desktop Client 251

manage object types 251

manage Relativity Applications 251

modify system keyboard shortcuts 251

override production restrictions 251

use pivot/chart 251

view all audits 251

view batch pane 251

view image thumbnails 252

view user status 251

viewworkspace details 251

browsers 249

editing 42

mass actions 250

cluster 250

export to file 250

mass copy 250

mass delete 250

mass edit 250

mass image 250

mass move 250

mass print image 250

mass produce 250

mass replace 250

process transcript 250

send to CaseMap 250

tally/sum/average 250

permissions 239

security 241

Analytics categorization sets 248

Analytics profiles 247

batch 245

batch set 244

choice 244

document 241

fields 242

folders 241

imaging profile 247

imaging sets 247

layouts 242

markup set 244

native types 247

object type 245

OCR profiles 247

OCR sets 247

persistent highlight sets 247

pivot profiles 246

production 242

Relativity applications 246

Relativity script 245

repeated content filters 248

reports 242

search 243

search folder 243

search index 245

search terms report 246

search terms result 246

tab 244

transform 246

transform set 246

view 243

workspace 241

tab visibility 248

viewing details 39

viewing personal items of users 42


Y

Yes/No field

display values 65

Relativity - Admin Manual - 7.4

Documents

desktopvol001native001as000001

newline delimiter

quote delimiter

disabling

admin mode

core reviewer

credit card