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Admin Manual

v6.9
January 7, 2011
Table of Contents
1 Overview 13

1.1 Changes to this Version 13

1.2 Before You Start 13

1.3 Standard Relativity Objects 13

1.4 Glossary 14

1.5 Relativity Dynamic Objects 15

2 Admin Mode Basics 15

2.1 Admin Mode Tabs 17

3 Clients 18

3.1 Adding a Client 18

3.2 Editing Client Information 20

4 Matters 20

4.1 Adding a Matter 21

4.2 Editing Matter Information 23

5 Users 23

5.1 Adding a User 24

5.2 Editing User Information 30

5.3 Reset Password 31

6 Groups 32

6.1 Adding a Group 32

6.2 Editing Group Information 34

6.3 Adding Users to Groups 34

6.4 Reviewing Group Information 35

6.5 System Groups 36

7 Workspaces 37

7.1 Adding a Workspace 38

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7.1.1 Production Restrictions 41

7.2 Native Types Restricted from Imaging 42

7.3 Editing Workspaces 43

8 Tabs 44

8.1 Adding a Tab 45

8.2 Editing Tab Information 47

8.3 Nesting Tabs 48

9 Fields 49

9.1 Adding a Field 49

9.1.1 Object 50

9.1.2 Field Information 50

9.1.3 Adding HTML Alerts and Links 52

9.1.4 Field Types 55

9.1.5 Propagation 57

9.1.5.1 Applying Propagation to Documents in Multiple Groups 58

9.1.6 List Properties 60

9.1.7 Yes/No Field Display Values 64

9.1.8 Relational Field Properties 64

9.1.9 Keyboard Shortcut 65

9.1.10 Other 66

9.2 Editing Field Information 67

9.3 System Fields 67

9.3.1 Relativity Compare 68

10 Choices 68

10.1 Adding a Choice 69

10.2 Editing Choice Information 71

11 Relativity Keyboard Shortcuts 72

11.1 Keyboard Shortcut Legend 73

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11.2 Shortcuts for System Actions 74

11.3 User-Defined Shortcuts 75

11.3.1 Document Fields 76

11.3.2 Document Choices 77

11.4 Special Consideration 77

12 Relativity Utilities or Administration Tab 78

13 Importing 79

13.1 Importing a Load File 87

13.1.1 Field Matching 92

13.1.2 Overwrite | Overlay Identifier 93

13.1.3 Folder Info 94

13.1.4 Native File Behavior 95

13.1.5 Extracted Text 96

13.1.6 Loading 97

13.1.6.1 File Transfer Mode 99

13.1.6.2 SQL Insert Mode 99

13.1.7 Error Handling 99

13.1.8 Import Auditing 100

13.1.9 Saving Your Settings 100

13.2 Importing an Image File 101

13.3 Importing a Production File 104

13.4 Importing with Command Line Import 105

14 Transform Sets 106

14.1 Domain Parsing 106

14.1.1 Special Considerations 112

14.2 Conversation Index Parsing 113

15 Markup Sets 114

15.1 Adding a Markup Set 114

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15.1.1 Entering Highlight Terms 116

15.1.1.1 Entering Highlight Terms 117

15.1.1.2 Color-Coding Persistent Highlights 118

15.1.2 Using Highlight Fields 119

15.1.2.1 Searching Functionality and Persistent Highlighting 119

15.1.2.2 Creating a Markup Set with the Highlight Fields Option 119

15.2 Editing Markup Set Information 121

15.3 Selecting your Markup Set in the Viewer 121

16 Layouts 122

16.1 Adding a Layout 123

16.2 Adding Layout Content 125

16.2.1 Creating a New Category 126

16.2.2 Adding Fields 128

16.2.3 Adding Text to a Layout 131

16.3 Adding Child and Associative Objects 132

16.3.1 Adding an Associated Object List 132

16.3.2 Adding an Associated Object List 134

16.4 Editing Layout Information 135

16.4.1 Editing directly on a Layout 135

16.5 Inline Tagging 136

16.5.1 Adding a Tag to a Document 136

16.5.2 Viewing a Tag 138

16.5.3 Removing a Tag 138

16.6 Reviewer Layout Options 139

17 Views 140

17.1 Adding a View 141

17.1.1 Enter Basic Information (Step 1) 142

17.1.2 Select Fields (Step 2) 144

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17.1.3 Select Conditions (Step 3) 145

17.1.4 Select Sort (Step 4) 147

17.2 Editing View Information 148

17.3 Adding Tab Views 149

17.4 System Views 149

17.5 Indented List View 150

17.5.1 Conversation Index Indented List 154

17.5.2 Equivio Indented List 156

17.5.3 Numeric Indented List 156

18 Search Terms Reports 157

18.1 Creating a New Search Terms Report 157

18.2 Running a Search Terms Report 159

18.3 Search Terms Report Results 159

18.4 Search Terms Reports and Persistent Highlighting 161

18.4.1 Searching Functionality and Persistent Highlighting 161

18.4.2 Additional Guidelines for Persistent Highlighting 162

19 Summary Reports 164

19.1 Adding a Summary Report 165

19.2 Editing Summary Report Information 167

20 Pivot Profiles 168

21 Production Sets 172

21.1 Adding a Production Set 172

21.1.1 Production Information 172

21.1.2 Bates Numbering 173

21.1.2.1 Create New Image Numbers 174

21.1.2.2 Use Original Image Numbers 175

21.1.3 Headers and Footers 176

21.1.4 Bates Numbering Sort Order 178

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21.2 Adding Documents to Your Production 179

21.3 Running a Production 180

21.4 Editing a Production Set 182

22 Exporting 183

22.1 Exporting a Production Set 184

22.1.1 Data Source Tab 184

22.1.2 Destination Files Tab 185

22.1.3 Export Location 185

22.1.3.1 Physical File Export 185

22.1.3.2 Volume Information 186

22.1.3.3 Subdirectory Information 186

22.1.3.4 File Path 187

22.1.3.5 Native Load File Characters 187

22.1.3.6 Text and Native File Names 188

22.1.3.7 Image 188

22.1.3.8 Native 189

22.1.3.9 Metadata 189

22.2 Exporting a Saved Search 192

22.2.1 Data Source Tab 192

22.2.2 Destination Files Tab 193

22.2.2.1 Export Location 194

22.2.2.2 Physical File Export 194

22.2.2.3 Volume Information 195

22.2.2.4 Subdirectory Information 195

22.2.2.5 File Path 196

22.2.2.6 Native Load File Characters 196

22.2.2.7 Text and Native File Names 197

22.2.2.8 Image 197

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22.2.2.9 Native 198

22.2.2.10 Metadata 198

22.3 Exporting a Folder 200

22.4 Exporting a Folder and Subfolders 201

22.4.1 Data Source Tab 201

22.4.2 Destination Files Tab 202

22.4.2.1 Export Location 203

22.4.2.2 Physical File Export 203

22.4.2.3 Volume Information 204

22.4.2.4 Subdirectory Information 204

22.4.2.5 File Path 205

22.4.2.6 Native Load File Characters 205

22.4.2.7 Text and Native File Names 206

22.4.2.8 Image 206

22.4.2.9 Native 207

22.4.2.10 Metadata 207

23 History 210

23.1 History View Fields 211

23.2 Searching History 212

24 Security Permissions 213

24.1 Workspace Permissions 215

24.1.1 Security 216

24.1.2 Tab Visibility 223

24.1.3 Browsers 224

24.1.4 Mass Actions 224

24.1.5 Admin Operations 226

24.2 Permissions for Individual Items (Object Level) 226

24.2.1 Adding the Security Field to a View (Padlock icon) 228

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25 Scripts 228

25.1 Creating a Script Tab 229

25.2 Adding a Script 229

25.2.1 Selecting from Script Library 231

25.2.2 Running a library script 232

25.3 Editing a Script 233

25.4 Script Library 234

25.4.1 Library Scripts 234

25.5 Script Compatibility and Updates 235

26 Search Indexes 235

26.1 Keyword Index 236

26.2 dtSearch 237

26.2.1 Creating A New Search Index 238

26.2.2 Auto-Recognize Date, Email and Credit Card 243

26.2.2.1 Dates 244

26.2.2.2 Email Addresses 244

26.2.2.3 Credit Card Numbers 244

26.3 Dictionary 245

26.4 Relativity Analytics 245

26.4.1 What is Conceptual Searching? 245

26.4.2 How Can I Use Relativity Analytics? 245

26.4.3 Creating a Relativity Analytics Index 246

26.5 Adding New Documents to an Existing Search Index 253

26.5.1 Creating a Category Index 254

26.5.2 Defining Categories and Examples 261

26.5.3 Categorizing your Documents 261

26.5.4 Adding Documents to a Category Index 262

26.5.5 Adding New Categories to a Category Index 263

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27 LiveNote Integration 263

28 Admin Mode Details 264

28.1 Views 265

28.1.1 System Views 265

28.2 Choices 266

28.3 Agents 266

28.3.1 Workspace Statistics Manager 268

28.3.1.1 Warning One -Persistent Messaging 268

28.3.1.2 Warning Two - Email 268

28.4 Errors 269

28.5 Tabs 269

28.6 Image Queue Manager 269

28.7 OCR Queue Manager 270

28.8 Production Queue Manager 272

28.9 Message of the Day (MotD) 272

28.10 User Status 272

28.10.1 Send Messages 273

28.10.2 Force Users to Log Out 274

28.11 Script Library 275

28.12 Assemblies 275

28.13 Resource Groups 276

28.14 Servers 278

28.15 License Tab 279

28.15.1 License Expiration and Error Messages 279

29 Batching 279

29.1 Adding Batch Sets and Batches 280

29.2 Editing Batch Set Information 284

29.3 Deleting a Batch 284

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29.4 Checking Out Batches 285

29.5 Batch Fields 286

29.6 Building Views for Checked-Out Documents 287

30 Object Types 288

30.1 What is a Dynamic Object? 288

30.2 Adding an Object Type 289

30.2.1 Object Type Details 292

30.3 Adding Information to Objects 294

31 Using OCR 294

31.1 Creating an OCR Profile 294

31.1.1 Editing OCR Profile Information 297

31.2 Creating OCR Set 297

31.3 Running an OCR Set 300

31.4 Editing an OCR Set 304

32 Using a Relativity Application 305

32.1 Creating an Application 306

32.1.1 Customizing an Application 306

32.2 Exporting an Application 307

32.2.1 Application Validation 309

32.3 Importing through the Relativity Desktop Client 310

32.4 Special Considerations for Existing Applications 312

32.5 Installing the Application Deployment System (If Required) 313

33 Appendix A: Mass Operations 315

33.1 Mass Edit 315

33.2 Mass Move 319

33.3 Mass Delete 321

33.3.1 Enable/Disable Snapshot Auditing on Delete 322

33.4 Mass Produce 323

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33.5 Mass Replace 325

33.6 Mass Image 326

33.7 Mass Print Images 328

33.8 Tally/Sum/Average 330

33.9 Send to CaseMap 332

33.10 Export to File 339

33.11 Cluster 340

33.11.1 Create New Cluster 341

33.11.2 Deleting a Cluster 342

33.11.3 Replace Existing Cluster 343

33.12 Process Transcripts 343

33.13 Create Word Index 344

34 Appendix B: Bandwidth Tester 345

35 Appendix C: Document Skip 349

35.1 Special Considerations 350

36 Appendix D: Additional Resources 350

36.1 Documentation 351

36.2 Extensibility Tools 351

36.3 Tutorials 352

37 Appendix E: Date Formats Recognized 353

38 Appendix F: Supported OCR Languages 354

39 Disclaimer 357

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

1.1 Changes to this Version


This version of the Relativity Admin Manual contains the following changes to reflect new functionality:

 The Using a Relativity Application section provides information on how to create, customize,
import, and export an application.
 The Using OCR section provides information on creating OCR Profiles and Sets, running an OCR
Job and viewing the results.
 The Admin Mode Details section has been updated to include information on the License tab in
Admin mode.

1.2 Before You Start


To best understand this manual, it is necessary to have a basic understanding of Relativity. This can be
accomplished by reading the Relativity User Guide.

All Relativity printable documentation – including the User Guide and


Quick Start Guide – can be found in the reference guides section of the
kCura Support site:

www.kcura.com/relativity-manual

As you read through this manual, you may want to refer to the Relativity Quick Start Guide, which
provides a basic explanation of the different areas of Relativity seen by a reviewer.

1.3 Standard Relativity Objects


The Relativity document review platform is a series of connected objects all centered on a workspace.
Understanding these items and their connection is vital to your success as a Relativity Administrator.
Below is a basic diagram of these objects and their connections.

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Relativity objects

1.4 Glossary
The table below defines the most commonly used object types in Relativity. It is important to become
familiar with these terms, as they are used throughout the study guide.

Object Type Definition


Client Clients are companies or organizations. In Relativity, Clients are
linked with associated Users and Matters.
Matter Matters are used to define different Cases, disputes, or consulting
instances that a firm may encounter with a Client. Within Relativity,
a Matter can be associated with one or more workspace. Clients in
Relativity may also be associated with one or more Matters
(mirroring the billing structure of most law firms).
User Users are individuals who have access to the Relativity environment.
Group Relativity Users are organized by Groups and may be associated with
more than one at a time. Groups are added to Relativity workspaces
where their permissions are set on a workspace-by-workspace basis.
Workspace Workspaces are data repositories used to store, display, search,
organize and categorize documents or information related to a
specific Client.
Field Fields are used to store Document metadata or coding within
Relativity.
Choice Choices are predetermined values that are applied to Single and

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Object Type Definition
Multi-Choice List fields.
View Views are customizable lists of items within Relativity. Essentially,
anytime you see a list of items in Relativity, it is a View..
Layout Layouts are web-based coding forms that allow Users to view and edit
Document fields.
Document A Document is a record within a Relativity Workspace.

Relativity Glossary

1.5 Relativity Dynamic Objects


In addition to the above standard objects, Relativity allows you to create your own dynamic objects.
These dynamic objects can be connected to documents, and to each other, allowing you to create
powerful extensions within your workspace. A common example might be a custodian object, where
you could store information about the custodian, and connect the custodians to their documents.

For more information see the section Object Types.

2 Admin Mode Basics


When you first login to Relativity, you are presented with a list of workspaces that you have been
given rights to see. The information available to you will depend on your group permissions.

Note that this guide is written for System Administrators. A System Administrator is a user with rights
to see every item within a Relativity environment. Administrators have access to Admin mode, which
allows them to create and edit new clients, matters, users, groups and views, among other
capabilities.

By selecting the greeting hyperlink in the upper right corner of the screen, you are presented with a
drop-down box containing links to the various modes where you have permissions.

User Greeting

System Administrators see the options displayed below:

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Modes Drop-down

The mode drop-down options are:

 Workspaces navigates to the workspace list view.


 Admin navigates to Admin Modes.
 Reset Password opens a pop-up that allows the user to change their password.
 My Settings opens a pop-up that allows the user to change their personal settings.
 Logout logs the user out of the Relativity Platform.

Users not designated as System Administrators will only see the areas they were granted permissions
for.

The Accessible field indicates whether an upgrade to the workspace


was successful. If the field value is No, the Workspace cannot be
opened.

If you do not have an Admin option available in your list of links, you are not a System Administrator.
Only other Relativity Administrators can provide these rights.

Under the modes section are two additional links:

 Support opens a new window containing the Technical Support page of the kCura website,
where you can open a support ticket
 About opens a Webpage Dialog box displaying the Relativity version number and licensing
agreement information. Below these is the Credits-Icons link which opens a window displaying
credits for the icons used in the application, as well as the URL for more information on these
icons.

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About Dialog Box

Under the Support and About links is the logged in username. Below this is the Interface Mode
settings, which consist of two radio buttons:

 Data Focus
o On- An adjusted interface that displays more data in the view by removing the work-
space name and white space from the main header.
o Off- Relativity’s standard interface that displays the workspace name in the top left
corner.

2.1 Admin Mode Tabs


Clicking on the Admin link takes you into Relativity admin mode. This mode allows you to perform
system-level, non-workspace administrative functions. The following tabs are available in admin mode:

 Clients – Covered in the section Clients


 Matters – Covered in the section Matters
 Users – Covered in the section Users
 Groups – Covered in the Section Groups
 Views – Covered in the section Admin Mode Details
 Choices – Covered in the section Admin Mode Details
 Agents – Covered in the section Admin Mode Details
 Errors – Covered in the section Admin Mode Details
 Tabs – Covered in the section Admin Mode Details
 MotD – Covered in the Section Admin Mode Details
 Production Queue – Covered in the section Admin Mode Details
 Imaging Queue – Covered in the section Admin Mode Details
 User status – Covered in the section Admin Mode Details

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 Script Library – Covered in the sections Scripts & Admin Mode Details
 Assemblies – Covered in the sections Admin Mode Details
 [Custom] – Covered in the section Admin Mode Details
 Resource Groups – Covered in the section Admin Mode Details
 Servers – Covered in the section Admin Mode Details

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

Client Associations

3.1 Adding a Client


To add a client, go to the Clients tab and click New Client.

New Client button

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

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New Client form

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

Client Information:

 Name is the name of the client. Name must be between 1 and 50 characters.
 Client Number is the billing number for the client. Client Number must be between 1 and 50
characters.
 Status is the current status of the client. The default options are active or inactive, but you can
add any status value. You can use the status value to organize and display lists of clients using
Relativity views.

For more information about using the Status field as an organizational


tool, see the section Admin Mode Details, Views.

Additionally, there are two optional fields where extra client information may be recorded. Common
uses of these fields include storing address or contact information.

Other:

n Keywords
n Notes

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

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

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

3.2 Editing Client Information


To edit a client, go to the Clients tab and locate the desired client. Click Edit next to the client name.

Edit client link

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

If your Clients view list does not contain the Edit field you can add it.
See the section Admin Mode Details.

4 Matters
Clients in Relativity are associated with one or more matters. This mirrors the billing structure at most
law firms. Matters are used to define the different cases, disputes or advising that a firm may be
involved with for a client.

Within Relativity, a matter:

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 Must be associated with an existing client
 May be associated with one or more workspace

Matter Association

4.1 Adding a Matter


To add a matter, go to the Matters tab and click New Matter.

New Matter button

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

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New Matter form

There are four fields of information required for every new matter.

Matter Information:

 Name is the matter’s name. This field must be between 1 and 50 characters.
 Matter Number is the matter’s billing number. This field must be between 1 and 50 characters.
 Status is the matter’s current status. The default options are Active or Inactive, but any value
may be added. This field is useful when organizing and displaying lists of matters using Relativity
views.

For more information about using the Status field as an organizational


tool, see the section Admin Mode Details, Views.

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

If your client list is too large, click Show Filters to quickly narrow the
list by any available field criteria.

Items in the client list are set by a system view. Therefore, it is


possible you will only see a sub-set of items.

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

Other:

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n Keywords
n Notes

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

 Save records the entered information and displays the Client Details page. This page outlines
the saved information, plus any clients linked to the matter. There are four buttons available on
the Matter Details page:
o Edit allows you to edit the matter information.
o Delete removes the matter from Relativity.
o Back redirects you to the matter list.
o View audit displays the matter’s audit history.

 Save and New records the entered information and launches a blank New Matter form.
 Save and Back records the entered information and redirects you to the matter list.
 Cancel ends the matter creation process and discards any entered information.

4.2 Editing Matter Information


Select the Matters tab and click the Edit link next to the matter name.

Edit matter

You may also edit matter information by clicking the matter’s name. This redirects you to the Matter
Details page as described above. Click the Edit button to access and change the matter information.

An Edit link may be added to your matter list view if it does not already
exist. See the section Admin Mode Details.

5 Users
Users are individuals who have access to the Relativity environment. Users are directly associated to
Clients and Groups.

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User Associations

Users cannot be directly added to a workspace; they must first be


added to a group since workspace access is granted on a group basis.
This process is covered in the section Groups.

5.1 Adding a User


To add a new user, go to the Users tab, and click New User.

New User button

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

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New User form

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

User Information:

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

When a user is displayed in Relativity, it will be by <last name>, <first


name>.

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 Email Address is the user’s email address. While this information will not be validated, it must
be in entered in the following format: name@domain.extension. This is useful in email tasks.
 Type is the user type. The default values are internal or external, but you can add any type
value. Type is for reference purposes only and has no impact on access or billing.
 Client is the client associated with the user. Click the ellipsis (…) button to select from available
clients.

Items on the select client list are set by a system view. It is possible
you will see only a sub-set of items.

For more information on editing system views, see the section Admin
Mode Details.

 Relativity Access is a drop-down that allows you to control the user’s access to Relativity.
o Enabled is the default value. Enabled users will be:

 Allowed to log into Relativity

 Counted and billed as a named user on your Relativity license

o Disabled users will not be:

 Not be allowed to access Relativity

 Not be counted or billed as a named user on your Relativity license

o When this feature is first deployed, Relativity will set the Relativity Access
field for existing users.
 If a user is in a group with rights to a workspace, their Relativity

Access will be set to Enabled.


 If a user is not in a group with rights to a workspace, their Relativity

Access will be set to Disabled.


 Relativity will only automatically set the values as described when

this feature is first deployed. From that point on, the System Admin-
istrators must manually manage the field.

By default, user license login information may not be used on two


separate machines at the same time. However, this setting can be
deactivated for law firms only. Contact kCura Support for more
information: support@kcura.com.

 Document Skip is a drop-down that allows you to control whether or not the user has the abil-
ity to skip documents during review that no longer meet the original conditions of a view, due
to propagation being enabled. See Appendix C for more information.
o Choices:

 Enabled will enable the Skip function.


 Disabled will disable the Skip function.
 Force Enabled will always enable the Skip function to that the user will be unable
to turn it off.
o This user property is only available to System Administrators.

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 Authentication Data allows a user to log in using one of several different authentication tech-
nologies.
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 RSA Integration Manual.


o Client SSL’s authentication:

 Enter clientsslcertification:<ISSUERCN>; <ISSUERCN> is the Certificate Authority


that issues the certificates the web server expects.
 For more on Client SSL, contact support@kcura.com.
o Active Directory Authorization allows you to use Active Directory login information to
authenticate users. Contact support@kcura.com if you are interested in linking Relativity
user accounts to your Active Directory accounts.
 Trusted IPs allows you to set a trusted IP addresses for users. If a user attempts to log in from
an unauthorized IP address, authentication will fail.
o The format for the IP addresses is “###.###.###.###”
o Multiple IP addresses can be entered. Separate each address with a carriage return.

 Beta User should be used only when instructed by kCura Client Services. They will inform you
how to use this field.
 Change Settings is a drop-down that allows users without system administrator rights to
change their settings depending on whether the drop-down is enable or disabled.
o First name
o Last name
o Email address
o Item list page length
o Default selected file type
o Advanced search default
o Enable or disable Native Viewer Cache Ahead

 Change Password is a drop-down that allows users without system administrator rights to
change their password depending on whether the drop-down is enable or disabled. By default,
this is enabled on a New User form. For more information, see the Relativity Configuration Table
guide.
 Maximum Password Age is a whole number field used to designate the number of days a pass-
word remains valid.
o If 0 or no value is entered, the password will never expire
o If a whole number such as 5 is entered, the password will expire five days from the time
the password is set.
o The default is driven by a Configuration Table value. For more information, see the Rel-
ativity Configuration Table guide.

If a password is set to expire, the counter starts when a password is


set, and restarts when the password is reset.

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 Keyboard Shortcuts allows you to choose a default setting for the keyboard shortcuts icon in
the core review interface. By default this property is set to Enabled. The default value for this is
set in the Configuration table.
o Enable or Disable by toggling the icon from color version to a gray version.

Keyboard Shortcut Icon Enabled

User Login Details:

 Invalid Login Attempts is a system field that increments every time a user attempts to log in
with the correct username but using an incorrect password. When the user reaches the max-
imum number of Relativity failed login attempts, he or she will be locked out of Relativity. Log-
ging in successfully will reset the count. If the account becomes locked, resetting the user’s
password will unlock the account.
o The maximum number of failed attempts can be set in the environment configuration,
outside of Relativity’s web interface. For more information, see the Relativity Con-
figuration Table guide.
 Password Expires is a read-only field that displays the number of days until the user’s pass-
word expires.

User Settings:

 Item List Page Length is a numeric field indicating the default list length for all views in Rel-
ativity. It can be set from 1 to 200.
 Default Selected File Type is the default viewer mode:
o Viewer
o Native
o Image
o Long Text
o Production

 Skip Default Preference


o Skip advances a user to the next document in the queue when clicking Save and Next pro-
vided it meets the condition of the view.

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o Normal allows document review to operate normally, displaying all documents in the
queue.
 Enforce Viewer Compatibility determines whether the user must upgrade the viewer for every
Relativity version upgrade or only major releases, for example from 6.x to 7.x. When set to Yes,
the user must adhere to the Configuration value setting that determines the requirement for
viewer upgrade. When set to No, the user is only forced to upgrade viewers on major releases.
By default, the configuration value is Yes, which only forces viewer upgrades for major versions
of Relativity.
 Advanced Search Public by Default drives the user's default search owner value. The prop-
erty’s default value is configurable on a system level. Refer to the Relativity Configuration Table
for more details.
 Native Viewer Cache Ahead drop-down if enabled will pre-load the next native document in
the review queue once the active document is loaded.

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

 Data Focus determines the default workspace view of the user. Data Focus on will remove the
workspace name from the top of the window.

Set Password:

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

 This is the default value when users are being edited, but it is not available when

creating a new user.


  If this value is selected, the following fields are disabled:

o Send new password


o New/retype password
o Auto-generate password creates a new, Relativity-valid password.

 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.


 If this value is selected, the Send New Password to” field is required.

 If this value is selected, the following fields are disabled:

 New / Retype password

o Manually set password allows you to type a specific password. Relativity requires that
each password contain at least:
 8 characters

 1 lowercase letter
 1 uppercase letter
 1 number
 1 non-alphanumeric character

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 If this value is selected, all options should be available, and the following fields
should be required:
 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
period
o If the checkbox is selected, the user will be forced to reset their password the next time
they log in.
 New Password is used to type the user’s new password. This field is only available if Manually
Set Password is selected.
 Retype Password is used to type and verify the user’s new password. This field is only available
if Manually Set Password is selected.
 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 user

 The message appearing in this option can be configured on a system level. For

more information, see the Relativity Configuration Table.


o This user (email) sends an email to the user on the form

 The message appearing in this option can be configured on a system level. For
more information, see the Relativity Configuration Table.
o Popup sends the username and generated password to a pop-up box.

 The pop-up will launch when this option is selected.


 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 Keywords
n Notes

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

 Save records the entered information and displays the User Details page. Within this page,
there are four buttons available:
o Edit allows you to edit the user information.
o Delete removes the user from Relativity.
o Back redirects you to the user list.
o View audit displays the user’s audit history.

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

5.2 Editing User Information


Select the Users tab and click the Edit link next to a user name.

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Edit User Link

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

An Edit link may be added to your user list view if it does not already
exist. See the section Admin Mode Details.

5.3 Reset Password


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

A System Administrator can edit the configuration value


"MaxPasswordHistory" to ensure that a user is not able to re-use
previous passwords. For example, if this value is changed from 0 to 5,
the user can't re-use any of their previous 5 passwords when resetting
their current password.

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6 Groups
Relativity users are organized by groups. A user can be a member of many groups. These groups are
then added to Relativity workspaces; permissions are set per group, on a workspace-by-workspace
basis.

Group Associations

6.1 Adding a Group


To add a group, go to the Groups tab and click New Group.

New Group button

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

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New Group form

There is only one required field for creating a new group.

Group Information:

 Name is the group’s name. This field must be between 1 and 50 characters.

As your Relativity environment grows, arbitrary group names such as


“Group 1” can produce a difficult administrative workflow.

Name each group according to their purpose and permission level; for
example: ACME Co. Reviewer and ABC Corp. Admins.

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

n Keywords
n Notes

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

 Save records the entered information and displays the Group Details page. Within this page,
there are four buttons available:
o Edit allows you to edit the group information.
o Delete removes the group from Relativity.
o Back redirects you to the group list.
o View Audit displays the group's audit history.

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

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Although permissions are granted on a group level, no rights were granted during initial group
creation. All rights are granted when a group is added to a workspace. This process is covered in the
section Security Permissions.

6.2 Editing Group Information


To edit group information, select the Groups tab then locate the desired group. Click the Edit link next
to the group name.

Edit Group Link

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

An Edit link may be added to your group list view if it does not already
exist. See the section Admin Mode Details.

6.3 Adding Users to Groups


There are two different ways to add and/or remove users from groups:

 From the Group Details page


 From the User Details page

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

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Group Details Add and Remove buttons

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

6.4 Reviewing Group Information


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

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Group User and Workspaces List

6.5 System Groups


There are three default system group settings:

 Everyone: All users are a member of the everyone group. This group is only available in Admin
mode. Within the Administration section, you can now easily manage the permissions all users
have on System level Views and Scripts.
 System Administrators: users with rights to see every item within a Relativity environment.
Administrators have access to Admin mode, which allows them to them to create and edit new
clients, matters, users, groups and views, among other capabilities.
 Relativity Script Administrators are part of a group that has permissions to preview, edit, and
create scripts. Before a user can belong to this group, they must be granted Relativity Admin-

Relativity | Admin Manual - 36


istrator permissions, and then added as a Relativity Script Administrator. Relativity Admin-
istrators are not automatically members of this group.

The table below represents the script permissions for each group.

Locked Locked Unlocked Unlocked


Script Script Script Script
View Run Edit Preview Edit Preview Write Link
Script
Admin
System
Admin
Standard * * **
User

* With view rights


**With add rights

Regardless of permissions, System Administrators will not be able to


edit locked scripts.

7 Workspaces
A workspace within Relativity can be used for cases, or other document repositories for dynamic
object applications. They are used to:

 Store
 Display
 Search
 Organize
 Categorize

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Workspace Associations

Rather than creating separate databases for different types of documents (productions, witness
testimony, etc.), you can use one workspace to store all versions of the documents. This gives you the
advantage of being able to search in one place.

Within a workspace, document access may be granted or denied, providing security while still allowing
users to view an organized selection of documents for which they have been granted permissions.

7.1 Adding a Workspace


To add a new workspace, click on New Workspace.

New Workspace button

This brings up the New Workspace form, with required fields in orange and optional fields in gray.

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Workspaces Details form

Complete the following to create a new workspace:

Workspace Information

 Name is the name used to identify the workspace. This must not exceed 50 characters.
 Matter is the matter you want to associate with the workspace. Click the ellipsis to select from
all available matters. The Matters found in the picker list are determined by the conditions set in
a system view called MattersOnPicker. For more information on editing system views, see the
Admin Mode Details section.
 Template Workspace is the existing workspace structure you would like to use as a basis for the
workspace you are creating. All non-document objects in the template are copied to the new
workspace:
o Groups (and permissions)
o Summary Reports
o Markup Sets
o Fields
o Choices
o Views
o Layouts
o Custom tabs
o Script kits
o Dynamic Objects
o Saved Searches not associated with a dtSearch or Analytics index

 Status lists whether the workspace is Active or Inactive. This field is useful for identifying and
organizing workspaces in a view and has no impact on the functionality of the workspace. For
example, even a workspace with a status of Inactive can still be accessed and edited.

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 SQL Full Text Language helps SQL determine the correct stemming and word-break characters,
which contributes to the accuracy of the full text index. The languages available in this drop-
down are determined by your SQL server settings. You should select your workspace’s primary
language. If the language you need is not present here, contact your organization’s SQL admin-
istrator. By default, this is set to English.

Resource Information

 Resource Group lists sets of resources such as servers and file repositories to associate with
your workspace. Please refer to your System Administrator on what Resource Group to select.
Resource Groups are configured in the Resource Group tab in Admin Mode. For more infor-
mation on this tab, please see the Resource Groups section.
 Default File Repository is the collection point of all files (images, documents, natives) asso-
ciated with the database. The values in this drop-down are determined by the Resource Group
selected above.
 Database Location is the SQL Server associated with the workspace you are creating. Like the
File Repository, the options for this field are determined by the Resource Group.
 Download Handler URL lists the URL through which all downloaded files are made available to
the Relativity user. This field is automatically populated and does not depend on any other field
in the Resource Information section.

Other

These optional fields are helpful in further identifying the workspace you are creating, so that one can
more easily filter for it in a view.

 Keywords allows you to attach terms of interest contained in the workspace.


 Notes allows you to attach a brief description of the workspace.

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

 Save records the entered information, creates the workspace and displays the Workspace
Details page. Depending on the size of the template workspace, this may take several minutes.
During this time, Relativity creates the SQL database and the fulltext index for the workspace.
o The Workspace Details page shows the saved information and allows you to restrict cer-
tain native file types from being imaged. From this page, there are four buttons available
at the top and bottom of the page:
 Edit allows you to edit the workspace information.

 Delete removes the workspace from Relativity.

 Back takes you back to the list of workspaces.

 Edit Permissions allows you to set the workspace permissions. This is covered in

the section Security Permissions.

 Cancel aborts the workspace creation and discards any entered information.

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Note that 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.

New workspaces will have no documents, only the structure of the selected template.

7.1.1 Production Restrictions


Production Restrictions provides a final quality control measure for a production set. It allows you to
incorporate a saved search that evaluates against documents you do not want added to the
production and gives you the option of removing them. This prevents accidental production of
documents such as privileged items.

Be sure to include family groups in your saved search so that all of the
family items are kept together and all can be removed if the remove
restrictions option is chosen.

A Production Restriction can be added to an existing workspace by clicking on the Workspace Details
tab and selecting Edit. Note the additional field of Production Restrictions now displays.

Production Restrictions Field

 Production Restrictions allows you to designate a saved search to define the properties of a
document you do not want added to a production. By default, this drop-down contains a value
of <no restriction>.
o Only System Admins with the Override Production Restrictions permission can override
any Production Restriction set on the Workspace Details page. For more information on
this permission, please see the section on Security Permissions.
o You can choose any saved search as a Production Restriction search.
o You cannot delete a saved search that has been selected as the Production Restriction
search, as it is being referenced directly by the workspace details.
o To see how Production Restrictions work, please see the section on Production Sets.

Note that dtSearch and Relativity Analytics search indexes don’t copy
to new workspaces. When creating a new workspace if the template
contains a saved search with Analytics or dtSearch the user will be
directed to a warning page containing two links:

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 Select a New Production Restriction
 Continue With No Production Restriction

7.2 Native Types Restricted from Imaging


The bottom half of the Workspace Details page allows you to control which file types are imaged by
Relativity’s TIFF-on-the-fly functionality.

File types in the list are restricted from TIFFing in Relativity. If you would like to add items to the
restricted list, click the Add button.

Native types restricted from imaging

A list appears, detailing all file types supported by the viewer. Select which file types you would like to
restrict and click OK. This will add the selected file types to the restricted list.

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Select Native Types

If you would like to remove any file types from the restricted list, thus allowing TIFFing on those file
types, select the checkbox next to the item and click the Remove button.

Remove File Type

7.3 Editing Workspaces


Go to Workspaces mode and locate the desired workspace in the list. You can use the filters and/or
view drop-down to assist you. Click Edit next to the workspace name.

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Edit Workspace Link

You may also edit you workspace information by clicking the workspace’s name. This redirects you to
the Documents tab, select the Workspace Details tab. Click the Edit button to access and change any
information.

An Edit link may be added to your workspace list view if it does not
already exist. See the section Admin Mode Details.

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

 Documents is covered in the Relativity User Guide.


 Review Batches and Batch Set is covered in the section on Batching.
 Summary Reports is covered in the section on Summary Reports.
 Search Indexes is covered in the section on Search Indexes.
 User Status is covered in the section on User Status.
 Search Terms Reports is covered in section on Search Terms Reports.
 Transform Sets is covered in the section on Transform Sets and Domain Parsing.
 Workspace Details is covered in the sections –Permissions, Workspaces and Editing a Work-
space.
 Markup Sets is covered in the section on Markup Sets.
 Production Sets is covered in the section on Productions.
 Pivot Profiles tab is for editing and saving Pivot Profiles.
 Fields is covered in the section on Fields.
 Choices is covered in the section on Choices.
 Layouts is covered in the section on Layouts.
 Views is covered in the section on Views.
 Tabs is covered in the section on Tabs.

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 Relativity Utilities allows you to download the Relativity Desktop Client and is covered in the
section on Importing and Exporting.
 Relativity Applications allows you to create applications built on dynamic objects; this is cov-
ered in the Relativity Applications section.
 Scripts is covered in the section on scripts.
 History is covered in the section on History.
 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.

Depending on the template chosen, your workspace may have one or more custom tabs. Custom tabs
may be created to link to any web address . You can add these custom tabs in both admin mode and
workspace mode.

8.1 Adding a Tab


To add a tab, go to the Tabs tab and click New Tab.

New Tab button

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

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New Tab form

There are five required fields when creating a new tab.

Tab Information:

 Name is the tab’s name. This field must be between 1 and 50 characters. Be as concise as pos-
sible when naming tabs.
 Order represents the position of the tab by a numerical value. The lowest-numbered tab will be
the leftmost tab. The highest-numbered tab will be the rightmost tab. Items that share the
same value are sorted in alphanumeric order.
o Tab Order can be any integer (positive or negative). No decimals are allowed.

It’s always a good idea to set Tab Order by 10's, starting with 10, then
20, then 30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace, without the need to reorder (e.g., 10,
20, 25, 30, 40).

 View Order when clicked displays a list of active tabs and their current order.
 Link Type determines the type of tab you would like to create:
o Object creates a tab for a non-document object in your workspace.
o External allows you to link to any URL.
o Parent establishes the tab as a parent tab. This allows existing tabs to be set as children
of the parent tab, thereby creating a drop-down tab structure.
 Parent allows the tab to be placed as a child tab in the drop-down list of any parent tab.
 Object Type determines which object’s information is displayed in the tab for those specified as
Link Type = Object.

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Object refers to dynamic objects within Relativity. Dynamic objects
allow you to create securable, custom, non-document objects within
your case workspace. These objects can be linked to documents and to
each other, creating powerful custom applications.

 Link, which is displayed only when the link type is set to External, is the web full address that is
linked when the tab is clicked.
 Is Default allows the tab to serve as the workspace’s default tab. Reviewers logging into the
workspace are taken to the default tab. If a reviewer does not have access to the default tab, he
or she is directed to the Documents tab.

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

 Save records the entered information and displays the Tab Details page. Within this page, there
are five buttons available:
o Edit allows you to edit the tab information.
o Delete removes the tab from Relativity.
o Back redirects you to the tab list.
o Edit Permissions allows you to establish rights for the tab.
o View Audit displays the tab’s audit history.

By clicking Edit Permissions, you are editing rights only for the selected
tab. By default the tab will be secured according to the workspaces
level tab rights. More information on workspace permissions can be
found in Section 18 – Permissions.

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

8.2 Editing Tab Information


To edit a tab select the Tabs tab and click Edit link next to the tab name.

Tab Edit Link

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

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An Edit link may be added to your tab list view if it does not already
exist. See the section: Admin Mode Details.

8.3 Nesting Tabs


You may prefer to nest several tabs within a parent to reduce clutter in your Relativity interface and
make tabs easier 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 name Click Save. Repeat for each tab you wish to nest. Any nested tabs will reside in the drop-
down of the parent.

Parent Link Type

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

Tab Info 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 new tab.

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Parent Tab Drop-down

9 Fields
Fields are used to store document metadata and coding choices within Relativity. You can display and
use fields on views and layouts.

Fields Associations

9.1 Adding a Field


To 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 section break down each heading in the New Field form.

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9.1.1 Object

Object Type Drop-down

 Object type determines what object the field is classified under.


o Object types are created in the Object Type tab. For more information about object
types, please see the Object Types section.
o If you are unsure what to select as the Object Type, 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 to store information about a document, select Document.

Object can refer to a dynamic object within Relativity. Dynamic objects


allow you to create securable, custom, non-document objects within
your workspace. These objects can be connected to documents, and to
each other, allowing you to create powerful custom applications within
your workspace.

9.1.2 Field Information

Field Information Display

 Name is the field’s name. This must be between 1 and 50 characters.


 Field Type determines the field’s functionality and presentation. For example, selecting a
Yes/No field type means that to edit this field, the reviewer will choose a value of either Yes or
No. Types within this list are outlined in the Field Types section.
 Length is the length of a fixed-length text field.
o The default length is 255 characters.
o The maximum length is 4,999 characters.

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 Required determines whether the reviewer must populate the field with information in order to
continue with the review process. This does not apply when loading workspace data; it only
applies when coding documents using layouts.
 Include in Text Index adds the field values to the workspace’s SQL text index.
 Unicode allows foreign language characters. Unicode encoding must be enabled before loading
any Unicode data into the field.
 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.
 Relativity Applications allows you to associate this field with an application created in the Rel-
ativity Applications tab. Clicking the ellipsis brings up an item list from which you can select an
existing application. This is only available for those who have the Manage Relativity Applications
permission under Admin Operations.
 Available in Viewer displays this field in the Viewer, allowing the reviewer to check text against
the original document or image. This setting is only editable for long text fields with a Document
object type. If this is set to Yes, the field is available in a drop-down on the Extracted Text setting
in the viewer. This field is not available in the drop-down if is empty for the current document or
if the reviewer does not have permissions to it. Copies of reflected fields are not available in this
drop-down.
 Formatting determines the field’s format and only applies to the following fields:
o Date

 Date format displays only the date.


 Date Time displays the date and time.
o Whole Number

 None displays the number as a string of numbers.

 Integer displays the number with commas separating each group of three digits.

 Available in Field Tree places the field and its choices in the Field Tree browser. This option is
available for single and multi-choice lists, as well as single object and multi-object fields.
o By default, this is set to No.
o This field is only available for Document objects; for non-Document objects the Available
in Field Tree is set to No and is read-only.
 Field Tree View is a drop-down that allows you to select a view that determines which values
are displayed in which order in the Field Tree View.
o This drop-down is blank and disabled if the Available in Field Tree setting above is set to
No.
o If the Available in Field Tree setting is set to yes, the Field Tree View will reflect the default
value of <All Items>.
o To the right of the Field Tree View drop-down are two icons:

 Edit View allows you to edit the view via a popup that takes you to the Con-
ditions (Step 3 of 4) of the wizard.
 Create View allows you to create a new view from step 1 of the wizard. The proc-
ess of creating a new view is covered in the Views session of this document.
o When a user-defined view is selected for the Field Tree View, the sort order of that view is
respected. If no sort order is defined in the user-defined view, the sort order will be

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

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

 Allow HTML is a yes/no field that allows HTML code to be executed within the field.
o Selecting Yes executes the code when the field is displayed.
o Selecting No displays the field as plain text.

Using “allow HTML,” 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.

 Open to Associations determines whether an object field can display its information on an
associated object field. For example, say you have two associated objects: Custodian and Com-
pany. If you add a field on the Company – its address – you might want to display that address
on a Custodian. To accomplish this, create an address field and mark it as Open to Associations:
Yes.
o This action creates two fields:

 Address - a company object field

 Company address - a custodian field

9.1.3 Adding HTML Alerts and Links


If a field is created with the Allow HTML value set to Yes, Relativity can be configured to throw an alert
when a document is opened. For example, you may want to alert a user that the document contains
comments/tracked changes because to ensure the document is reviewed the in both its original and
edited state.

When sending data out for processing you can request a yes/no field
be created to indicate if a document has comments or tracked
changes. This will allow you search for these documents in Relativity in
order to apply an alert message.

To add an HTML alert, create a New Field with a field type of Long Text with the Allow HTML field set
to Yes.

Next add the new Alert field to an existing Layout. Select Add Field next to the layout name. Choose
the Alert field. Set Read Only to Yes. Leave all other fields as default. Click Save.

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Edit Field Layout

Locate the documents to which you want to add the HTML alert (these are the documents that
contain comments or tracked changes, as indicated by your vendor). You may want to create a Saved
Search based on these documents. When you have your documents, go to the Mass Operation bar. In
the first drop-down select All and in the second select Replace. Click Go.

Mass Replace

The Mass Replace form displays. Select your field from the drop-down and then the action Replace
Entire Field. In the Text box place the HTML alert; you may wish to use the example below.

 <script>alert('Document contains tracked changes and comments. Please be sure to view


the document with the native application.');</script>

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Mass Replace

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

Example HTML Alert message

You can also use an Allow HTML enabled field on a layout to search through the active document for all
occurrences of a specific phrase. Add the field to the layout and then place in the following text:

 <a class="DocumentFieldsLink"onclick="top.documentViewer.SearchForTerm('x');">x</a>

Replace x in the above statement with your term or phrase. Relativity will display your term
highlighted on the layout. Clicking on the term will cycle through the document, highlighting the hits.

The example below used the term “demo.”

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Layout Key Phrase Link

9.1.4 Field Types


The following field types are available in Relativity:

 Fixed-length text is a text field with a limited length.


o Maximum technical limitation of 4,999 characters
o Examples: Email From, Email Subject

While a fixed-length text field can technically store up to 4,999


characters, there are two major performance considerations:

o Fixed-length text fields larger than 500 characters are not


optimal.
o The sum of all fixed-length text fields should not be larger
than 8,060 characters.
o Go to the Object Type tab and select the Document object. The
Control Panel section contains a usage field showing how
many of your 8,060 characters are remaining.

 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 50 MB. The maximum file size is set in the configuration table. The
Configuration Table document can be downloaded from the Customer Portal.
 Date stores the date, or date and time.
o Dates must be in a valid format. For example, 01/00/2000 would not be accepted.
Attempting to load an invalid date will produce an error.

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o Many formats are accepted, including SQL-accepted formats that match your SQL
server’s regional settings. However, the date will display as mm/dd/yyyy for the US, or
dd/mm/yyyy for the UK.
o Example: Email Sent Date
o When entering a date field you can use the picker to choose from a calendar or enter a
date directly in the field.
 Whole number is a numeric field that can store any natural numbers or their negatives.
o Maximum of 10 digits
o Example: Page Count

 Decimal is a numeric field that may include decimals.


o Maximum of 15 digits before the decimal, 2 digits after the decimal
o Example: Percentage

 Currency is a numeric field in currency format. The format is set based on the settings of the
SQL server hosting Relativity.
o Maximum of 10 digits
o Example: Amount Sold

 Yes/No is a field that will have one of two values. The default values are Yes and No.
o The display values for Yes and No may be altered.
o Example: Reviewed
o Maximum of 2 GB of text
o Examples: Email To, FullText.

 A Single-Choice has a predetermined set of values called choices; only one value may be
chosen.
o Example: Responsiveness

 A Multiple-Choice has a predetermined set of values called choices; more than one value may
be chosen.
o Choices may be nested
o Example: Issues

 User is a Relativity user with rights to the current workspace.


o Example: Document Assigned To

 File is a field allowing you to upload a file for an item of a non-document object.
 Single Object links the object the field is created on to the selected Dynamic Object. One item
from the selected object type can be associated to another object, making a one-to-many rela-
tionship. For more information, see the section Object Types.
 Multiple Object links two objects in a many-to-many relationship. For example, there are two
object types in your workspace: Document and Custodian. If you add a document field with an
object type of Custodian, you will create an association between document and custodians.
You could place a Custodians field on your Document layout, allowing you to assign a custodian
to your document. You also could display associated documents on your custodian layout.
o Choosing either a Single or Multiple Object type field brings up additional required
Object Type drop-down to the right of the Field Type.

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Object Type

In the Object Type drop-down, you must select an object to associate with the field. The values
available depend on the selections made for the first Object Type and the Field Type. For example,
Object Type and Production are available in the associative object type drop-down only if the field is a
Single Object Field created on any object other than the Document object. Various object types listed
are system created objects. The functionality of these objects is limited.

9.1.5 Propagation
Propagation inside Relativity is used to automatically force a coding value to a specified group of
related items. For example, a user can tag a document as Responsive and have the value propagate to
that document’s family members.

The propagate to function is a valuable tool for enhancing workflow in the document review process,
especially when implemented in a larger workspace, in that it saves the user time in coding related
documents.

Propagate To checkbox

First ensure you have checked the Propagate to checkbox. The available options are dependent on the
relational fields set for the workspace. In the above screenshot you see Duplicates, Family, Similar
Documents and Content Analyst Index - Similar Documents. Click Save.

When coding a document that has been identified as relational, the propagation function will
automatically code the related documents with the same value. In the example below we have coded
document AS000005 as Not Responsive.

Document Layout

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On viewing the Family documents in the Related Items pane, we see that the responsiveness value
entered in 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 documents.

Note that Propagation does not cascade or cause chain reactions, meaning that only the documents in
the saved document’s groups will receive the propagated values.

For example, if a responsiveness field is created to propagate both family and duplicates, and a parent
email is coded as Responsive, these actions will occur:

 Child email attachments will be coded as responsive (Family propagation)


 Duplicate emails of the parent will be coded as responsive (Duplicate propagation)
 Duplicates of the child attachments will not be coded as responsive (this would be Duplicate
propagation triggered by Family propagation)

9.1.5.1 Applying Propagation to Documents in Multiple Groups

When propagation is applied to multiple related items groups – for example, Duplicates and Email
Families – it is important to understand how documents will be coded in specific scenarios.

If the reviewer’s Skip function is enabled, documents where the


conditions of the view is met and propagation was applied will
automatically be skipped. This helps expedite the review process.

For more information, please see the Users and Review Layout Options
sections.

The following scenarios break down how propagation would be applied to a set of documents. Assume
that propagation is active for both Email Families and Duplicates. There are two email families:

 AS000001 – AS000005
 TS000007 – TS000011

Within these families, two documents are duplicates:

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 AS000003
 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 AS000002 would tag only the family – indicated in blue.

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Mass editing AS000002 and AS000003 would tag the family, and the duplicate – indicated in blue.

Mass editing AS000003 and TS000009 would tag all of the listed documents.

Propagation is a valuable feature but needs to be clearly


communicated to all users. There is no warning to signal that
propagation is being applied, so education is important.

You may want to add a textbox to any affected layouts advising


propagation rules are being applied.

9.1.6 List Properties


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

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List Properties Display

 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. Sim-
ilarly, clicking any link within the document will also launch the document in the viewer.

Date hyperlink

 Filter Type determines which type of filter is available for the field. The filter types are:
o None: disables filtering on the field.
o List: displays a drop-down list of all the field’s values in the workspace. Users may select
only one of the values. There can be up to 255 items present in this type of filter, if this is
exceeded, the filter type will downgrade to a textbox filter and write an error in the Error
Log.

The List filter type should only be used for single-choice lists and
yes/no fields.

Applying list filters to other fields may severely impact system


performance.

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o TextBox displays a textbox that can be queried for text.
 Several Search operators can be used in the filter box. See the Relativity Searching

Manual.
o Multi-List displays a list where one or more fields can be selected to filter on.
o Boolean displays the Boolean choices for the field, allowing users to select one option.
o CustomOnly (Advanced) allows you to search using the interface below, combining dif-
ferent search terms and operators. The operators below are used for a fixed-length text
fields. Depending on the field type, you will see different operators.

Custom Only / Advanced Interface

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

 Field Filters (via a Select…button)

 View Conditions

 Advanced Search conditions

 Mass Edit window

o This picker is accessed via the Check and Uncheck buttons next to the field name.
For more information on how the multi-choice/object popup picker functions, see
the section Mass Edit.

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 This filter is available for the following field types:
o Single object
o Multiple Object
o Single Choice
o Multiple Choice

In the popup picker view drop-down, you can select any view you have
rights to see; however, you will receive a warning when attempting to
save the field if the selected popup picker view is a personal view.

In addition, if you edit the view that has been selected as the popup
picker view, you will receive a warning when attempting to save it as a
personal view.

Multi-Choice/Object Popup Picker Filter

 Popup Picker View allows you to define what items are available in the popup picker view.
o This drop-down is only available if Popup is chosen as the filter type in the drop-down
above; if not, it is blank and disabled.
o By default, <All Items> is the popup picker view condition.

 Allow Sort/Tally allows you to sort document lists based on the field.
 Width is the width (in pixels) of the column in the view. This field may be left blank to accept Rel-
ativity’s default, or you may enter your own value.
 Wrapping:
o If you select Yes, wrapping includes all of a field’s text, displaying the contents on mul-
tiple lines.

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oIf you select No, the field spreads as far right as necessary within the width in order to dis-
play the text.
 Allow Group By - if set to yes, the field will be available to group by when using pivot.
 Allow Pivot - if set to yes, the field will be available to pivot on.
o 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:

 List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List,
User
 TextBox - Fixed Text, Long Text, Date, Whole Number, Decimal, Currency, Object
 Custom Only - Fixed Text, Date, Whole Number, Decimal, Currency
 Multi-List - Single Choice List, Multiple-Choice List
 Boolean - Yes / No

9.1.7 Yes/No Field Display Values


You 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 Properties


Relational fields are used to identify groups of related documents in your workspace. Common
examples of relational fields are email families, duplicates, and near duplicates. For example, to group
duplicates, set your duplicate field, such as MD5 Hash, to Relational. Relational fields must be fixed-
length text. A user can designate a fixed-length field as Relational while creating the field or editing the
field even if the field is empty.

Once the MD5 Hash field has been set to Relational, documents that share the same hash value are
established as duplicate groups.

Relational Field Properties

Relativity | Admin Manual - 64


A relational field cannot exceed 450 characters. This is because an
indexed field cannot be more than 900 bytes. Each character, if
Unicode, would take up two bytes and as a result, that field cannot be
greater than 450 characters.

 Set Relational to Yes.


 Give the field a Friendly Name. For instance, most users will not know what MD5 Hash is.
Rename it to something familiar, such as Duplicates.
 Pane Icon is an icon used to display the field’s related items in the relational items pane. Icon
packs are available for download from the kCura Support site, www.kcura.com/support.
 Order is the order of the icon, from left to right, under the relational items pane. The item with
the lowest number is the furthest to the left. The item with the highest number is the furthest
to the right. Items that share the same value are sorted in alphanumeric order.
o View Order allows you to see the order of your current fields in the Order Reference win-
dow.
o Order can be any integer (positive or negative). No decimals are allowed.

It’s always a good idea to set tab order by 10's, starting with 10, then
20, then 30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace without the need to reorder all items
(e.g., 10, 20, 25, 30, 40).

9.1.9 Keyboard Shortcut


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

 Keyboard Shortcut allows you to define a keyboard shortcut for the document field you are
editing or creating. This shortcut can then be used to code and edit documents in the core
reviewer interface. This setting is only available for document fields and consists of the following
checkboxes and drop-down:
o Ctrl designates the Control key to work in combination with the key you specify to trigger
the shortcut.
o Alt designates the Alt key to work in combination with the key you specify to trigger the
shortcut.
o Shift designates the Shift key to work in combination with the key you specify to trigger
the shortcut.
o Key is a drop-down from which you select the letter or number to use in combination
with the Ctrl, Alt, and/or Shift checkbox(es) you selected above.
 Ctrl and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warn-

ing 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
Key drop-down.

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For a list of shortcuts that you are unable to use because they are reserved for Internet Explorer,
please see the Keyboard Shortcuts section. Note you cannot save duplicate keyboard shortcuts.

Keyboard Shortcut Field Setup

9.1.10 Other
The last heading in the form is Other, which is optional.

Other Display

There are two optional fields where extra client information may be recorded.

n Keywords
n Notes

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

 Save records the entered information and displays the Field Details page. This page outlines the
saved information. There are four buttons available:
o Edit allows you to edit the field information.
o Delete removes the field from Relativity.

You will be unable to delete fields that are part of summary reports, or
Bates fields for productions.

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.

By clicking Edit Permissions, you are only editing rights for the selected
field. By default, the Fields tab is secured according to the workspace-
level field rights.

For more information about permissions, see the section Workspace


Permissions.

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

9.2 Editing Field Information


To edit a field, go to the Fields tab and then 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.

An Edit link may be added to your choice list view if it does not already
exist. See the section Views.

9.3 System Fields


There are several system fields that will be in all Relativity workspaces.

 Artifact ID is Relativity’s unique identifier for all database objects.


 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.
 Relativity Compare can be added to a view allowing you to compare the text of one document
to another .
 Control Number is the workspace identifier. You can rename this field.
 Extracted Text stores any FullText or OCR you load into Relativity. It is available as a radio but-
ton in the viewer and for searching.
 File Icon is an icon that represents the document’s Relativity Native File Type.
 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.
 Has Images is a yes/no field that indicates whether a document has images.
 Has Natives is a yes/no field that indicates whether a document has natives.

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 Has Inline Tags is a yes/no field that indicates whether a document has a right-click tag anno-
tation.
 Relativity Image Count stores the number of non-production images associated with a doc-
ument.
 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 is displayed as GMT. You can enter a whole number in this field, positive or neg-
ative, to offset the time from GMT to the local time zone. For example, if the document was
from US Central Time, you would enter “-6” in the field, because Central Time is GMT -6.
 Relativity Native Type is the type of native file loaded into the system and is determined by the
system.
 Supported by Viewer is a yes/no field that indicates whether the native document is supported
by the viewer.
 System Last Modified On represents the date and time the document was last modified.
 System Last Modified By represents the user who last modified the document.
 System Created On represents the date and time the document was created.
 System Created By represents the user who created the document.
 <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 the markup set
o Has Redactions when the document has redactions for the markup set.
o Has Annotations when the document has highlights for the markup set.

 <Production Name> is a field created when a production is created. This field stores how the
document was added to a production. It will be blank, or contain Images Only, Natives Only, or
Images and Natives.
 Production Alerts is a yes/no field to warn of any production execution problems.

9.3.1 Relativity Compare


Relativity Compare is a system field that compares the extracted text of two specified documents,
allowing you to understand the key differences. This is particularly useful when working with groups of
near duplicates, or conceptually similar documents.

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

The comparison is based on the documents' extracted text.

10 Choices
Choices are the pre-determined values that are applied to single and multi-choice list fields. Choices are
used in coding fields to allow users to record decisions on a document. For example, a Responsiveness

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Field may have choices like Responsive, Not Responsive or Not Sure.

10.1 Adding a Choice


To create a new choice, go to the Choices tab and click New Choice.

New Choice button

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

New Choice Form

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The fields options for a choice are:

 Field is a single or multi-choice list field in which the choice belongs.


 Name is the choice value. Choice names can be up to 200 characters.
 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 in alphanumeric order.
o Pane order may be any integer positive or negative). No decimals are allowed.

It’s always a good idea to set tab order by 10's, starting with 10, then
20, then 30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace without the need to reorder all items
(e.g., 10, 20, 25, 30, 40).

 Parent choice allows you to select a parent choice below which the current choice will nest.
o Be aware that once you have set your family of choices and tagged values, editing a par-
ent choice will cause inconsistencies.

If you need to change a parent choice, create a new choice family,


mass-edit the applicable documents, and then remove the old choice.

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

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

 Keyboard Shortcut designates a keyboard shortcut for the document choice you are editing or
creating. This can then be used to code and edit documents in the core reviewer interface. You
will still need to be in edit mode before you can use keyboard shortcuts for choices. This setting
is only available for document fields and consists of the following checkboxes and drop-down:
o Ctrl designates the Control key as part of the combination used to trigger the keyboard
shortcut.
o Alt designates the Alt key as part of the combination used to trigger the keyboard short-
cut.
o Shift designates the shift key as part of the combination used to trigger the keyboard
shortcut.
o Key is a drop-down from which you can select the key you want to use in combination
with key specified in one of the checkboxes above.
 CTRL and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warn-
ing next to the Key drop-down.

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For a list of shortcuts that you are unable to use because they are reserved for Internet
Explorer, please see the Keyboard Shortcuts section of this document. The system will
not allow duplicate keyboard shortcuts.

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

 Keywords
 Notes

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

 Save records the entered information and displays the Choices Details page. This page outlines
the saved information, plus any associated fields or parents. There are four buttons available on
the Choices Details page:
o Edit allows you to edit the choice information.
o Delete removes the choice from Relativity.

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

o Back redirects you to the choice list.


o View Audit shows the history of the group
o Save and New records the entered information and launches a blank New Choice
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 Information


To 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
Details page as described above. Click the Edit button to access and change the choice information.

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An Edit link may be added to your choice list view if it does not already
exist. See the section Views.

11 Relativity Keyboard Shortcuts


Keyboard shortcuts allow you to accelerate review by triggering edit and navigation actions in the Core
Reviewer Interface, thus eliminating the need for multiple mouse-clicks. Keyboard shortcuts are
enabled by default and can be used to change viewer modes, populate choices, save edits, cancel
edits, and move between 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 shortcut legend along with those used by Internet Explorer. Users with permissions to edit fields
and choices can create additional shortcuts via the Keyboard Shortcuts property on the Field and
Choice. The Shortcut legend is accessible via the ( ) icon; within the legend, you can sort, filter,
Export to Excel, and print by right-clicking and choosing the Internet Explorer print option.

Keyboard Shortcut

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Keyboard Shortcuts are only available for Relativity Viewer 6.6 and
higher. If your Viewer does not automatically upgrade, you must re-
install the 6.6 Viewer; otherwise the keyboard shortcut icons will not
be visible in the Core Reviewer Interface.

To check your current version of the Viewer, click the ( ) icon in


the Core Reviewer Interface.

11.1 Keyboard Shortcut Legend

Clicking the ( ) icon in the Core Reviewer Interface displays the Keyboard Shortcuts legend. This
legend includes the following sortable columns:

 Keyboard Shortcut is the key-combination used to execute the shortcut during document
review.
 Action is the action that results from using the keyboard shortcut.
 Viewer Mode lists the viewer mode for which each shortcut is available. Note that most of the
System category shortcuts can be used in all viewer modes.
 Category lists the shortcut type. Below, the legend displays only those shortcuts designated by
the System and Internet Explorer. If you configure additional shortcuts via Field and Choice
properties, these will be displayed.
 Note the following Keyboard Shortcut Tips listed above the legend:
o Shortcuts only execute in the Core Reviewer Interface.
o Shortcuts only execute in the Viewer Modes listed in the legend.
o If the document viewer is undocked, shortcuts that move the cursor focus to a textbox
will only execute if Internet Explorer has a single tab open.

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Keyboard Shortcuts Legend

11.2 Shortcuts for System Actions


When reviewing a document, the user can execute the following shortcuts in the following areas of the
Core Reviewer interface:

For viewer mode actions:

 Alt+E – Switch to Extracted Text


 Alt+I – Switch to Image Mode
 Alt+N – Switch to Native Mode
 Alt+P – Switch to Productions Mode
 Alt+V – Switch to Viewer Mode
 Alt+M – Toggle Modes (Draft, Normal, Preview)

For navigation within a document:

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 Alt+Left Arrow – Page Up
 Alt+Right Arrow – Page Down
 Alt+Up Arrow – Previous Annotation
 Alt+Down Arrow – Next Annotation

For navigation in Image mode:

 Alt + Left Arrow – Previous Image


 Alt + Right Arrow – Next Image

For Layout actions:

 Alt+Space – Edit
 Alt+S - Save
 Alt+Enter – Save and Next
 Alt+Z – Cancel

For navigation between documents:

 Alt+Page Up – Previous Document


 Alt+Page Down – Next Document
 Alt+Home – First Document
 Alt+End – Last Document

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

 System Keyboard Shortcuts


 The following IE shortcuts:
o Ctrl+A - Select All
o Ctrl+C - Copy
o Ctrl+F - Find
o Ctrl+P - Print
o Ctrl+Shift + T - Reopen Last Tab
o Ctrl+T - New Tab
o Ctrl+V - Paste
o Ctrl+X - Cut

11.3 User-Defined Shortcuts


Any user with permissions to create and/or edit a field or choice can create keyboard shortcuts.
Shortcuts can only 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 the layout display type selected for the fields and choices, you should use the table below as a
reference. For example, a shortcut associated with a field or choice that uses a popup picker as its
display type will trigger no action.

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You can configure user defined keyboard shortcuts on the Field and Choice pages. These properties
are identical to each other. To configure a Field or Choice shortcut complete the following:

1. Click the New Field button in the Fields tab.


2. Give the New Field the following parameters:

 Object Type: Document


 Name: < required shortcut name>
 Field Type: <data appropriate>
 Required: Yes
 Keyboard Shortcut:
o Check the Ctrl box
o Check the Alt box
o Choose S from the drop-down
o If this shortcut is valid, you will receive a message saying: <Valid Key-
board Shortcut> 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 Fields


The following table outlines what Document Field types users can define shortcuts for and what
behavior the shortcuts trigger:

Can define short- Layout Display


Field Type Behavior
cut? Type
Fixed Length Text Yes Text Focus jumps to textbox
Long Text Yes Text Only Focus jumps to textbox

Rich Text NO ACTION


Date Yes Date Focus jumps to textbox
Whole Number Yes Integer Focus jumps to textbox
Decimal Yes Decimal Focus jumps to textbox

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Can define short- Layout Display
Field Type Behavior
cut? Type
Currency Yes Currency Focus jumps to textbox
User Yes Drop-down Drop-down choices are toggled

Picker NO ACTION
Boolean Yes Checkbox Checkbox state is toggled

Drop-down Drop-down choices are toggled


Single Choice No
Multiple Choice No
Single Object No
Multiple Object No
File

11.3.2 Document Choices


The following table outlines what Document Choices users can define shortcuts for and what behavior
the shortcuts will trigger:

Can define short- Layout Display


Choice Type Behavior
cut? Type
Document Single Yes Radio button Choice is selected /deselected
Choice Field
Drop-down Choice is selected /deselected
Document Multiple Yes Checkbox Choice is selected /deselected
Choice Field
Popup picker NO ACTION

11.4 Special Consideration


Keep in mind the following when using or configuring keyboard shortcuts:

 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

 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

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o Viewing a document in Native mode
 If the shortcut overlaps with that of another open program, both shortcuts will be triggered.
For example, if a program installed on a user’s computer uses the CTRL-ALT-R shortcut, clicking
CTRL-ALT-R will trigger that action regardless of whether a user is in the Core Reviewer Interface.
To use keyboard shortcuts in this scenario, the user should exit out of the program that has
overlapping shortcuts.

12 Relativity Utilities or Administration Tab


The Administration tab now referred to as the Relativity Utilities tab in newer versions has two main
purposes:

 Allows you to download the Relativity Desktop Client, as referenced in the sections Importing,
and Exporting.
 Allows system administrators to view other users’ personal items.

Administration Tab Display

Clicking View Another User’s Personal Items allows you to select which users’ personal items you see.
The left-side box shows workspace users whose personal items are not shown. The right-side box
shows workspace users whose personal items are shown. Move users between the boxes by selecting
and double-clicking, or by using the arrows between the boxes.

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View Other's Personal Items Display

13 Importing
Importing into Relativity is done using the Relativity Desktop Client, a separate application that runs
on your local machine. To install the Relativity Desktop Client, go to the Relativity Utilities tab and click
Download Relativity Desktop Client. On existing cases, this tab may be named Administration.

You have the option of downloading the 64-bit version of the desktop client or the 32-bit version. The
version you choose depends upon your operating system. Note that the 64-bit version will not work
on a machine running a 32-bit OS, while the 32-bit version will work on a machine running a 64-bit OS.
You should notice significant speed improvement in desktop client functions with the 64-bit version.

Download Relativity Desktop Client button

Run the downloaded file to bring up the Desktop Client Setup Wizard. This will allow you to install the
Relativity Desktop Client. In the first window of the setup wizard, click Next.

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Setup Wizard Welcome Screen

The next step offers three options for setup type:

n Typical installs the most common programs features.


n Custom allows users to choose which program features will be installed and where.
n Complete installs all program features.

Select your setup type and click Next.

Setup Type Options

While the Typical and Complete options take you to the final install window, the Custom button allows
you to customize your installation selecting what is loaded.

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Custom Setup options

Here you can use the Reset button to reset your custom options. You can also use the Disk Usage
button to look at the disk space required and available.

Disk Usage

Clicking either Next in the Custom Setup window or choosing either the Typical or Complete setup type
brings you to the Install window.

Note that if you are installing the desktop client on a machine on which it is already installed, you will
get the following three options:

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 Change allows you to change the way features are installed.
 Repair attempts to fix errors in the most recent installation.
 Remove removes the desktop client from your machine.

Change, Repair, or Remove

The next step asks you to begin the installation. Click Install.

Ready to Install

You are prompted to allow the installation by the User Account Control. Click Yes.

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User Account Control

The next step allows you to exit the setup wizard. Click Finish.

Exit Setup Wizard

When the install is complete, the following icon appears on your desktop.

Relativity Desktop Client shortcut

Double-click the icon to run the Relativity Desktop Client. The first time you run the Desktop Client,
you see the following settings:

 Force Folder Preview Default allows you to enable or disable the force folder preview setting .
This setting checks the first 1000 records of the load file and reports the number of folders

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created. If a larger number of folders than expected is going to be created you can stop the load
process and check your Folder Info field.
o This process is initiated when you send the import command in the Desktop Client.
o By default this is set to Enabled.

 WebService URL establishes how the Desktop Client connects to your server. Here you must
enter the appropriate URL path. If this path is entered incorrectly, you will be unable to connect
the Desktop Client to your database.

Options dialog box

Set your preferred Force Folder Preview default and enter the WebService URL provided by your
Relativity Administrator. These settings are retained in the machine registry and retained when
upgrading your Desktop Client software. Click OK. Next, enter your login and password. These are the
same credentials you use to log into Relativity.

Desktop Client Login

After logging in, you are presented with a list of workspaces you have rights to see. Use the filter bar to
narrow the list. Find your workspace and click OK to open the workspace in the Relativity Desktop
Client.

By default, a wildcard is used to filter workspaces in the Desktop


Client. For example, entering ELA would find a workspace named ELAN
and RELATIVITY.

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The folder structure of your workspace displays. If the workspace is new, there is only a root folder. If
there are subfolders click on the plus sign to see the subfolders.

Workspace Folder Structure

Above the workspace folder structure is the menu bar. This includes:

 File
o Open allows you to switch between different workspaces.
o Exit closes the Desktop Client.
o Refresh updates the folder browser.
 Tools
Import
o

 Image File imports images from a page-level load file.


 Document Load File imports native files, document metadata, and extracted text
from a document-level load file.
 Production File imports production data and images from a page-level load file.
 Application imports Relativity dynamic object applications from a load file. These
applications are available on the Relativity Customer Portal. Contact sup-
port@kcura.com if you do not have an account.
o Export is covered in the section Exporting.

 Production Set exports a production set.


 Saved Search exports from a saved search.
 Folder exports from a specific folder.
 Folder and Subfolders exports from a specific folder and its sub-folders.
 Options
o Settings allow you to change the Force Folder Preview default and WebService URL.
o Check Connectivity assists in troubleshooting any network and system configuration
errors that were encountered during imports and exports.
 Help
o About gives you information about the Desktop Client Version.

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In addition to the menu options above, you may right-click folders within the Relativity
Desktop Client to build the workspace folder structure, or to import and/or export directly to
and from the folder.

Workspace Folder Options

Select New Folder to create a subfolder. Type in the folder name then click OK. Folders created in the
Relativity Desktop Client will be added to your workspace.

Add New Folder

To import to a specific folder, right-click on that folder and select Import. There are four import
options:

 Image file
 Document load file
 Production file
 Application

If you have metadata, natives and images to load, run the load file import first, then the image file
import.

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Import file

13.1 Importing a Load File


Load file importing allows you to use a document-level load file to import document metadata, native
files and extracted text.

Load File tab

 File

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o Load field map recalls all settings saved from the previous load. You may choose
the settings 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
created has a “.kwe” extension.
o Close shuts the import load file window.
o Refresh reloads the application refreshing the view.
o

File Menu

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

 The number of folders you create in the browser.


 The number of choices you create by importing the records.
 Run this preview to ensure that you have matched the correct fields.
For instance, if you were expecting to create 20 or so folders in the
browser during your import, but the preview shows 13,342, you
know you have selected the wrong field.
 Import file loads the documents into the database.
 Send email notification upon completion will 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 ena-
ble or disable, simply click on the setting once.
 Force folder preview will check the first 1000 records of the load file and report
the number of folders created. It is initiated when you begin the import. If more
folders are going to be created than expected you might wish to cancel the import
and verify your folder information field. Relativity does not allow for mass deletion
of folders in the browser if they are incorrect.
 If a check mark sits to the left, it is enabled. To enable or disable, simply click on
the setting once.

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Import Menu

To select your document level load file, click on the load file ellipsis.

Once you have selected your file, enter the correct settings for the load file. The Relativity defaults are
shown below.

Load file defaults

 Check the first line contains column names option if your load file has a header.
 Start Line is the line of the load file where the import process will begin. The default value is 0,
and will load the entire load file.
 Source Encoding is a drop-down containing the most common encodings for load files. Here,
you will pick the encoding for your file. This setting does not have a default value. If your file con-
tains foreign languages, you may need to use one of Relativity’s Unicode options. If necessary,
consult your processing vendor or department to determine the correct encoding option.

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Please note the following:
o Relativity uses auto-detection when determining the encoding of your text files. If it finds
a different file type in your text files it will change to the appropriate method.
o If you change the load file’s encoding, the change is applied immediately and displayed
in the column 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
additional encoding types.

Pick Encoding Window


The question mark icon ( ) next to the Pick Encoding ellipsis provides additional information
on the different features and considerations of Unicode encoding.
 Use the characters section to set your load files delimiters.
o Column delimiter is the character used to separate columns
o Quote is the character used as the text qualifier
o Newline is the character used to indicate the end of a line in any extracted text or long
text field.
o Multi-value delimiter is the character used to separate choices within a field.
o Nested value is the character used to separate the different levels of a multi-choice hier-
archy.

Consider a field that is imported with the following values:


“Hot\Really Hot\Super Hot; Look at Later”
With the multi-value delimiter set as “;” and the nested value
delimiter set as “\"”, the choices would appear as:

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

File Column Headers

Once the encoding is specified, the headers section displays the fields in the load file; this parsing is
based on the delimiters set. If your file columns headers are not lined up on top of each other in a list
you will see the delimiters in the file and the load delimiters need to be changed to match the load file.
Check your load file and update your delimiters as needed.

The fields will be displayed in alphanumeric order. Each field has a numeric value in parentheses that
indicates the position on the field within the file. For example, in the above example, control number is
the first column; Application Name is the second.

When you have the load file tab settings correctly established, click on the field map tab. The field
map tab allows you to configure how your data is loaded into Relativity.

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Field Map tab

The field map tab is divided into different sections.

13.1.1 Field Matching


The field matching section determines which fields are loaded from your load file into your database,
and which workspace fields they are loaded into.

Field Matching Display

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

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

Note that each row has contrasting colors. This is intended to ease the
matching process for large numbers of fields and has no impact on
how data appears in the workspace.

To select fields to import into the workspace, simply match them in the center windows. For instance,
in the example below, Control Number in the file would be loaded into Control Number in the
workspace, and Date Sent from the file would be loaded into 1: Date in the workspace.

Field matching

Only fields matched in the center two sections are loaded into the workspace; the fields remaining in
Case Fields and Load File Fields are ignored. Control Number or identifier field must be matched in
every load.

The order in which fields are matched has no impact on what fields a
user sees, or in what order the fields are displayed.

Users see and interact with database fields through views and layouts;
both are completely customizable.

13.1.2 Overwrite | Overlay Identifier


The Overwrite section determines the type of load.

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Overwrite Drop-down

The three types are:

 Append Only loads only new records.


 Overlay Only loads updates existing records only. You must include the workspace identifier in
an overlay load. This acts as a linking field and is necessary to ensure that Relativity knows
where to import the data.
 Append/Overlay adds new records and overlays data on existing records.

When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier
allows you to specify the field that links your overlay load file to the workspace.

The fields in the drop-down are fixed-length fields with a manually-


applied SQL index. Note that this is NOT the same as adding the field
to the full-text index.

Contact your SQL database administrator to apply an index to a field.

13.1.3 Folder Info


The Folder Info section, in the upper-left corner of the Field Map tab, is used to create the folder
structure for your workspace based on a field of metadata.

Folder info

If you have built, or plan to build your own folder structure that is not based on any metadata, leave
the folder info box unchecked. If the box is left unchecked, all documents are loaded directly into the
folder indicated by the import destination.

If you would like to use a field of metadata to build the folder structure for the workspace, check the
box in Folder Info. The drop-down below the checkbox will then become available, allowing you to
select any field from your load file.

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Relativity uses the selected field to build the folder structure. Traditionally, this field is a source or
folder path field. Relativity looks for backslashes to indicate a new sub-folder. All folders are built under
the Import Destination folder.

For example, if the selected field contained a value of “UB Impairment\Accounts\Bunk Accounts”,
Relativity would build:

Folder structure

Before beginning your load, it’s a good idea to Preview Choices and
Folders, as described above. This tool reports the number of folders
that will be created by the load.

13.1.4 Native File Behavior


The 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, the
Native file paths contained in column drop-down becomes available. Select the field from your load
file that contains a path (relative or absolute) to the native file.

If your files are on your desktop/laptop, or if you are a consulting partner loading data into the kCura’s
hosting environment, ignore the Repository section.

The Repository section should only be used if the native files for the workspace already reside in a valid
Relativity-accessible location.

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File Repository Preferences Display

The first option, Copy files from current location to selected document repository copies the files
from the location in the selected load file field to the selected document repository.

The second option is, Do not copy files to a Relativity document repository. Files already reside in
a valid and Relativity-accessible location. This option should be used if the native files have already
been copied to their final location, accessible by Relativity. This location must not be the Relativity
document repository.

The default option can be set on an environment wide level. For more information, refer to the
Relativity Configuration Table.

Using either option, the selected native file path field should point to the current location of the native
files.

13.1.5 Extracted Text


The Extracted Text section controls how the FullText 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, check the Cell contains file location checkbox. Select the correct Encoding for undetectable
files option from the drop-down, or click the ellipsis (…) button for additional language-specific
options. Note that the question mark icon sits to the right of the ellipsis; this takes you to the same
Unicode information launched via the icon in the Load File tab.

Some of the Text File Encoding drop-down options are:

 Western European (Windows) is windows standard encoding for English


 Unicode consists of more than 107,00 characters covering 90 scripts

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 Unicode (Big-Endian) is the same as Unicode, except that the byte order is reversed
 Unicode (UTF-7) represents Unicode text using a stream of ASCII character. This guarantees
that the high bit will always be zero.
 Unicode (UTF-8)another system for storing a string of Unicode code points in memory using 8-
bit bytes

13.1.6 Loading
Once you have established the correct load settings, you can begin the loading process.

On the Import menu, click Preview File to preview the first 1,000 records of the file. Matched fields are
displayed. Before moving forward, ensure that fields are matched correctly.

Preview File Display

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

Preview errors

If you see any errors:

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 Use the error report to correct the errors, and then re-add the file(s) to the Relativity Desktop
Client.

Proceed with your load. As detailed in the error handling section below, Relativity will load only valid
records. Erroneous records will be skipped and can be exported for correction and reload.

Once you have made your selection, click Import Files. A progress bar indicates the progress of the
load.

Import Load File Progress Display

In addition to the default Summary tab, there are four other tabs:

 Errors details any errors encountered during the load.

Only records with no errors will be imported into the workspace.

 Progress is a detailed view of the load progress.


 Warnings notify you of any loading or connection issues.
 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.

At the bottom of the import load file progress box, there will be an indication of two modes:

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13.1.6.1 File Transfer Mode

File transfer mode is web or direct.

 Web mode goes through the web server and is the standard.
 Direct mode is significantly faster, but requires a connection to the network hosting the data,
as well as specific Windows group permissions to be used. Contact your Relativity administrator
for more information about loading in direct mode.

13.1.6.2 SQL Insert Mode

SQL insert mode always shows Bulk.

13.1.7 Error Handling


If Relativity encounters an error during the loading process, it will skip the erroneous record
completely. After all 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. You will be prompted to save these records to prevent any loss of data. Choose a path to save
your error file and click OK.

Error File Path folder

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

13.1.8 Import Auditing


Once you have imported your file, the Relativity Desktop Client records and audits this instance in the
History tab, including the import’s settings and load file transfer rate.

History Tab - Import Audit

13.1.9 Saving Your Settings


It is common to work with your own internal processing tools or the same vendor.

Instead of going through all the steps above every time you perform a load, save your settings in a
.kwe file, which contains Relativity Desktop Client settings for a load file import. Most settings will be
saved. The following settings are not saved in a .kwe:

 Selected destination path


 Advanced settings – copy files to repository

You can create a .kwe file by clicking 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 will be prompted to select the file being loaded or you update the path in the kwe file.

Below is the text of a .kwe file. Note that the fourth line contains an absolute path to the document-
level load file to be loaded. Update this section to point to your new load file.

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kwe file

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

13.2 Importing an Image File


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

Import Image Load File Display

The Import Image Load File window contains the following menu:

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 Import:
o Check Errors goes through your load file and checks for errors.
o Import File imports the file into Relativity.
o Send email notification on completion, when checked, sends an email to the address
you used to log into the Desktop Client when the image file has been loaded.
o Save Settings saves your image load settings.
o Load settings loads your previously saved image load settings.

Import Menu Options

Before you can import an image file you must complete the following properties in the Image Load File
window:

 Load File provides an ellipsis with which you select an image file to load.
 Start Line is the line of the load file where the import process will begin. The default value is 0,
and will load the entire load file.
 Overwrite elects the type of load. There are three options:
o Append only loads only new records.
o Overlay only updates existing records only.
o Append/overlay adds new records and overlays images for existing records.

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

Shared Page Identifier

Because the page identifiers are shared per document and thus are not unique - you need to select
Support Image Auto-Numbering. This applies a .01, .02, and so on, to the page-level identifier, creating
a unique number per page. Use the load file ellipsis (…) button to browse to your page-level load file.
Relativity accepts Opticon format image load files.

Extracted Text | Load Extract Text loads any extracted text into the database when checked.

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The text files must be:

 .txt extension files


 Stored in the same directory as TIFF files
 Named in the same way as the TIFF files

If your files are on your desktop/laptop, or if you are a consulting partner loading data into kPlex,
ignore the Repository section. The default selection is to copy files from current location to the server.

 Encoding for undetectable files is a drop-down that allows you to select an encoding for your
undetectable image files. The ellipsis next to the drop-down brings up a window containing
more encodings. The question mark icon takes you to more information on Unicode encoding.

The Repository section should only be used if the image files for the workspace already reside in a
valid Relativity-accessible location.

File Repository Preferences Display

The first option, Copy files from current location to selected document repository copies the files
from the location in the selected load file field to the selected document repository.

The second option is, Do not copy files to a Relativity document repository. Files already reside in
a valid and Relativity-accessible location. This option should be used if the native files have already
been copied to their final location, accessible by Relativity.

The default option can be set on an environment wide level. For more information, refer to the
Relativity Configuration Table.

Using either option, the selected native file path field should point to the current location of the native
files.

When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier
allows you to specify the field that links your overlay load file to the workspace.

The fields in the drop-down are fixed-length fields with a manually-


applied SQL index. Note that this is NOT the same as adding the field
to the full-text index.

Contact your SQL database administrator to apply an index to a field.

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13.3 Importing a Production File
Relativity allows you to import productions in order to use an external tool to execute your
production, but still use the results in your workspace. Here are the steps:

 Create your production set in Relativity.

For more information about creating productions, see the section


Creating a New Production Set.

Note that the Bates label setting in your imported production will not
be used. The numbering imported in your Opticon file becomes the
Bates numbering.

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

 An identifier field present in your workspace

 The new Bates values

o A page-level Opticon file using the Bates numbering scheme

 Overlay the document-level load file into Relativity.


 Import in your Opticon load file according to the following steps.
 Select Tools | Import |Production Load File.

Import Production Load File dialog box

The menu options are the same as in the standard image file import as described above.

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 Click the load file ellipsis (…) button to browse to your page-level load file. Relativity accepts
Opticon format image load files.
 Start Line is the line of the load file where the import process begins. The default value is 0, and
will load the entire load file.
 Numbering defaults to use load file page IDs, however if page IDs in the production are not
unique you may want to auto-number pages.
 Select Mode is set to Overlay Only because you are overlaying production images onto existing
documents.
 Production is the Relativity production to which the images you are uploading corresponds.
Only new, empty production sets appear in this list.
 Overlay Identifier is where the field that stores overlaid document-level Bates information on
the document is set.
 Repository button opens a separate dialog box with location of images.

File Repository Preferences Display

The first option, Copy files from current location to selected document repository copies the
files from the location in the selected load file field to the selected document repository.

The second option is, Do not copy files to a Relativity document repository. Files already
reside in a valid and Relativity-accessible location. This option should be used if the native
files have already been copied to their final location, accessible by Relativity.

 Extracted Textallows you to load new text for Production documents that might be revised
based on redactions.

13.4 Importing with Command Line Import


You can use the Windows Command Line to import documents into Relativity. This allows you to
automate document importing along with other parts of your processing and integration process.

For more information, please see the Relativity Command Line Import Guide, found on the Customer
Portal.

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14 Transform Sets
Transform Sets transform fielded data inputs based on rules called a handler. Handlers analyze a
specified source text field, extract text matches, and then write the results to a destination field.

14.1 Domain Parsing


Domain Parsing is a Relativity-defined handler that extracts email domains from email addresses in a
document set. For example, “name@kcura.com” will yield “kcura.com”. The domains returned are
written to a destination field.

Domain parsing utilizes a new object to save domain information. Prior to creating a new Transform
Set you will need to create a new object and field to hold the output, as well as a saved search to select
the data that will be transformed.

Begin by creating an object. Click on the Object Type tab and select New Object Type.

New Object Creation Window

Object Type Information:

 Name is the name of your new object, which will appear as a tab on your screen. For the pur-
poses of this exercise name it Domains.
 Parent Object Type will remain the default Workspace.
 Enable Snapshot Auditing On Delete can also be left to default of Yes.

Next, create a new field to hold this data connected to your object. Go to the Fields tab and create a
new field.

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New Object Field

 Object Type is Document.


 Name can be whatever description you want for holding this data. For this example we use
Author Domain.
 Field Type is Multiple 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
under conditions, select documents in which the email author is set.

Now you can create a Domain Parsing transform set. Go to the Transform Sets tab and click the New
Transform Set button.

New Transform Sets Button

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

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New Transform Set Information

The following fields appear on the form:

 Name is the name of the Transform Set.


 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.
 Handler is the handler on which the transform will run. There are currently two handlers avail-
able in this drop-down for a transform set:
o Domain Parsing extracts email domains from email addresses in a document set
o 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 Admin-
istrators.
 Status is the status of the job after it has been run; the possible listings for this field are:
o Pending
o Processing
o Completed
o Completed with Errors
o Stopped by User

 Last Run Error lists the last error encountered if the job was completed with errors.
 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:

 Name: Email Domain Parsing


 Data Source: Email Domains (saved search)
 Handler: Domain Parsing

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Add New Transform Information

To add a transform to the Email Domain Parsing transform set, click the New button.

Next you need to add a Transform action to the newly created Transform Set in order to specify source
and destination fields for the email domains you hope to parse.

Clicking the New button launches the Add Transform window.

Add Transform Options

All fields in the Add Transform window are required:

 Transform Set is automatically populated with the transform set you just created.
 Name is the name of the transform you are adding.
 Source Field is the field that holds the data to be processed.
o A popup-picker displays all fields the user has rights to see, as well as the object type,
field name and field type. The transform will only be saved if this field is a Document
object Fixed Length or Long Text field.
o The source field must be a standard text field. No identifier, associative, relational, or sys-
tem fields can be used.

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 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 that points to the Domains object.

Destination Field Creation

If you use a Destination Field that is tied to an existing object you will
overwrite the field. You will be unable to add the results of new rec-
ords without overwriting the existing data.

Click Save.

When saving the transform, keep in mind the following requirements:

 The source field must be either fixed length or long text


 The destination field must be an object connected to the document
 If the user has field types other than fixed length or long text selected for either the source or
destination 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
document set. The transform was created with the following settings:

 Transform Set: Email Domain Parsing


 Name: Author
 Source Field: Author
 Destination Field: Author Domain

Transformation Information

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

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 Name
 Source Field
 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:

 Full Run wipes out all content in the Destination field and runs all transforms.
o A confirmation message will appear that reads, “Performing a Full Run will erase all con-
tent in the selected Destination field(s). Are you sure?”
o This is available when:

 There is at least one transform


 There is no active job
 Incremental Run runs the transform set on all documents that have not yet been run. No
values are deleted. This is available when:
o This is available when:

 There is at least one transform


 There is no active job
 At least one document has gone through the transform process
 Stop is active when a run has been submitted and is still running; this allows a user to stop the
process.
 Refresh Page refreshes the page to see the current processing status.

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 Resolve Errors/ Retry attempts to re-run documents containing errors.
o This is available when:

 There is at least one document in error state.


 There is no active job
 Show Errors shows the error documents.
o This is available when:

 At least one document is in error state

When the transform set is run, it will go through source fields, find email addresses and extract the
domains.

When the transform set has completed running, the Status field in the Transform Set Information
setting will update to reflect the completion.

Upon completion of the run, the results populate with the author domain destination field specified
during the transform set creation. Below, a basic Author Domains view has been set up to include this
field:

Author Domains Field

Use a dynamic 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.

14.1.1 Special Considerations


Consider the following when reviewing your returned domains:

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

14.2 Conversation Index Parsing


The Conversation Index transform handler parses the Microsoft Exchange field Conversation Index to
utilize the related items functionality in Relativity. Conversation Index Parsing follows a similar
workflow to that of Domain Parsing, in that a new fields and Transform Set must first be created. The
settings for this new transform set are as follows:

 Name: name of the Transform Set.


 Data Source: a Saved Search that returns fields that have the Conversation Index populated.
 Handler: Conversation Index Parsing

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

Parse Conversation Index

Like Domain Parsing, we must add a transform before we can run this transform set. Keep in mind the
following, specific to Conversation Index Parsing:

 The Source field will be the Conversation Index.


 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.

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

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

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Parse Conversation Index Transform

Clicking Full Run in the Data Transform Console runs this transform set. When the run is completed,
we can view our results in the destination field we specified while creating the transform set.

Below is a Conversation Parse view that includes the Conversation Index and Conversation Index
Relational fields:

Conversation Index Fields

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

For more information on how Microsoft's conversation tracking


technology works, see

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

15 Markup Sets
Markup sets are securable sets of annotations, redactions and persistent word highlighting. Reviewers
use markup sets to apply text redactions, and to view highlighted terms or phrases.

15.1 Adding a Markup Set


In Workspaces mode, select the Markup Sets tab, and click New Markup Set.

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

New Markup Set Form

The fields available on the New Markup Set form include:

 Name is the name of the markup set.


 Order indicates the placement of the markup set in the Markup Set drop-down of the Relativity
Core Viewer. Use the following guidelines when ordering markup sets:
o The Markup 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.

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

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 Redaction text entries are words or phrases that you can apply to a textbox redaction. Enter a
term or phrase, and press Enter. You can enter multiple terms but each one must be on a sep-
arate line.
 Persistent Highlighting Source displays the following options to indicate how you will provide
list of terms:
o Highlight Terms indicates that you will enter the terms for highlighting in the Highlight
Terms box displayed on Markup Set form. See Entering Highlight Terms.
o Highlight Field indicates that you will create a search term report or dynamic object that
references a list of terms for highlighting. When you choose this option, the Highlight
Fields ellipsis is displayed, allowing you to select search terms reports or dynamic
objects. You can use this option for large numbers of persistently highlighted terms that
cause poor document loading speeds in the Relativity Core Viewer when used with the
Highlight Terms option. See the section Using Highlight Fields.

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

After you complete the fields on the Markup Set form, you can use the buttons to perform the
following actions:

 Save records the entered information and displays the Markup Set Details page.
 Save and New records the entered information and launches a blank markup set form.
 Save and Back records the entered information and redirects you to the markup list.
 Cancel aborts the markup set creation and discards any entered information.

The Markup Set Details page is displayed after you save a new markup set, or when you display an
existing set from the Markup Set tab. It displays the same fields as those on New Markup Set form, but
they are read-only.

The available Action buttons on this page include:

 Edit allows you to edit the markup set information.


 Delete removes the markup set from Relativity.
 Back redirects you to the markup list.
 Edit Permissions allows you to establish rights for the markup set.
 View History displays the markup sets audit history.

15.1.1 Entering Highlight Terms


You will see the Highlight Terms box displayed when you select the radio button of the same name as
the Persistent Highlighting Source. This text box is used to enter search terms and optional color-
coding.

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Highlight Terms Radio Button and Text Box

Use the following guidelines when adding terms or phrases to the Highlight Terms box on the Markup
Set form:

 Enter a term that you want highlighted, and press Enter. You can enter multiple terms but each
one must be on a separate line.
 Enter terms for persistent highlighting exactly as they appear in the document. Do not use quo-
tation marks and connectors. For more information, see the sections Highlight Term Searching
and Color-Coding Persistent Highlights.

Quotation marks are not compatible with persistent highlighting,


which automatically searches for an exact phrase. You do not need to
use quotation marks, which will result in slower document loading
speeds.

15.1.1.1 Entering Highlight Terms

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

 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 the
quotation marks with any special character, such as $, &, ^, %, @, and others. For example, you
enter the following search terms:

"The Phrase"

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Relativity will query on special characters to find matches like %The Phrase@, or &The Phrase$.
The process of finding the special characters dramatically slows Viewer performance.

 Operators, including “AND” or “OR”, are not utilized as in keyword searching. If used, Relativity
will look for the exact phrase including “AND” or “OR”. For example, you entered these search
terms:

Apple AND Banana

Relativity would highlight the entire phrase “apple and banana” in the document. Separate
occurrences of apple, and occurrences of banana would NOT be highlighted.

 Wildcards may still be used as in this example:

appl*

This search term will highlight apple, application, applies, and so on. An excessive use of
wildcards will affect performance.

15.1.1.2 Color-Coding Persistent Highlights

When you enter a term in the Highlight Terms box, you can also specify the color for highlighting and
text. Use the following format to color-code your persistently highlighted text:

[highlight color];[text color];[term to be highlighted]

For example, enter 3;16;Relativity to highlight Relativity with dark green background and white
text.The following table includes available color codes.

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

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Persistent Highlighting Color Codes

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

Default has different implications for text and background. The default
highlight color = white and the default text color = black.

15.1.2 Using Highlight Fields


Before you can create a markup set using the Highlight Fields option, you will need to create the search
terms reports or dynamic objects that you want to use as the source of your highlighted terms.

15.1.2.1 Searching Functionality and Persistent Highlighting

When you create a search terms report for persistent highlighting, avoid the use of advanced dtSearch
functionality, including proximity, stemming, and fuzziness. Your terms will not be highlighted if you
use these advanced searching features, even though the Count column lists the number of matching
terms.

Persistent highlighting technology does not understand proximity searching. If you enter the phrase
‘Relativity w/5 kCura’ as a search term, the search term report will use a dtSearch to find and tag all
documents that meet these criteria. However, the persistent highlighting technology will function
differently than the dtSearch. It will look for the term Relativity, a space, the letter w, any special
character (instead of “/”), the number 5, a space, and then the term kCura.

Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you
enter the term “apply~” as a search term, the search term report will find and tag all documents with
the word apply, or any document that stems from apply, including applied, applies, application, and
so on. However, the persistent highlighting technology will look for the term apply followed by any
special character, so you will not see expected terms highlighted.

In a Search Terms Report, you can work around these limitations by using the Dictionary Search to
identify search terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste
them in the Add Terms box on the Search Terms Report form. You will enhance your search term list,
while avoiding errors due to special characters. For more information, see section Search Terms
Reports and Persistent Highlighting.

15.1.2.2 Creating a Markup Set with the Highlight Fields Option

On the Markup Set form, you will see the Highlight Field ellipsis displayed when you select the radio
button of the same name for the Persistent Highlighting Source.

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Highlight Field for Markup Set

When you click the ellipsis, the Select Items pop-up displays, allowing you to choose the search terms
reports or dynamic objects that you want to use as the source of your search terms.

Selected Items - Highlight Field Popup

You can select the checkbox for a search term report or multiple object field. In addition, you can use a
combination of multiple search terms reports and dynamic objects. Click Add to display it in the
Selected Items section. Click Set. Your selection will display on the New Markup Set form.

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Search Term Report selected for Highlight Fields

To highlight terms using dynamic objects, create a fixed-length text


field for your dynamic object called Relativity Highlight Color. You can
enter color-coding in this field using the format:
[highlight color];[text color].

15.2 Editing Markup Set Information


Select the Markup Set tab, and click an Edit link associated with a markup set. (You can also click on
the name of markup set, and click Edit on the details page.)

Markup Set Edit Link

You also can click on the markup set name, this redirects you to the Markup Set Details page. From
the Markup Details page, you can click Edit.

15.3 Selecting your Markup Set in the Viewer


You can only use one markup set at a time. In the Relativity Core Viewer, select a markup set from the
drop-down box in the bottom left corner. You now view persistent highlighted terms and use the text
redactions defined for the markup set.

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Persistent highlighting created by using search terms reports or
dynamic objects requires version 6.9 or higher of the Relativity web
interface and Viewer. Users will receive an error message indicating
that persistent highlighting is unavailable if they are using an
incompatible version of the Viewer.

If you change markup sets, you will see a different set of for text redactions, and terms highlighted in
the document.

Relativity Viewer - Markup Set Drop-down

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

16 Layouts
Layouts are web-based coding forms that give users access to view and edit document fields.

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Each layout should correspond to a particular review task. That way, reviewers in the system will see a
layout corresponding to a review task, and that layout will show the fields needed to complete that
task. This keeps the review process clean and intuitive.

16.1 Adding a Layout


To add a layout, go to the Layouts tab and then click New Layout.

New Layout Button

The New Layout Form appears, with required fields in orange and optional fields in gray.

New Layouts Form

New Layout form fields are:

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 Owner sets the user(s) who can see the layout. If the owner is set to Public, all users with rights
to the layout will be able to see it. If the owner is set to a specific reviewer, the layout will be vis-
ible only to that reviewer.
o Me will set the owner to the logged in user.

System administrators also can set up a workspace so they’re able to


see certain users’ personal items.

For more information, see the section Administration Tab.

 Object Type is the type of object for which you would like to create a layout.
 Order is a number that represents the position of the layouts in the layout selection drop-
down. The lower the number of the layout, the higher it appears on the drop-down. Items that
share the same value will be sorted in alphanumeric order
o The lowest-ordered layout a group has access to will be its default layout.
o Order can be any integer (positive or negative). No decimals are allowed.
o Clicking on the View Order button brings up a pop-up that displays the order of existing
items to determine where the new item should display.
 Overwrite Protection by default is set to enabled and does not allow users to save changes to a
document if another process has modified the document since the layout was opened.
o This is only editable if the "AllowChangesToOverwriteProtection" configuration value is
set to False in the configuration table.
o Careful consideration and detailed planning should be taken before changing the default
value.
o Disabling this property results in a warning message: "Disabling overwrite protection
allows users to save changes to the document, even if other changes have been made
since they last loaded the document. Are you sure you would like to continue?"
 Relativity Applications allows you to associate this layout with an application created in the Rel-
ativity Applications tab. Clicking the ellipsis brings up an item list from which you can select an
existing application and make this layout available on that application. This is only for those
who have the Manage Relativity Applications permission under Admin Operations.

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

n Keywords
n Notes

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

 Save records the entered information and displays the Layout Details page. This page outlines
the saved information. From the details page, the options are:
o Edit allows you to edit the layout information.
o Delete removes the layout from Relativity.
o Back redirects you to the layout list.
o Edit Permissions allows you to establish rights for the layout.

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It’s always a good idea to Order by 10's, starting with 10, then 20, then
30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace, without the need to reorder all items.

o View Audit displays the layout audit history.


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

16.2 Adding Layout Content


Once the layout has been created, you can add any desired field/s or text to the layout by clicking the
Build Layout button in the Layout Management console.

Build Layout Button

Clicking the Build Layout button brings up the Building Layout window.

Build Layout Window

The Layout Tools console to the right, holds the following buttons:

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n New Category
n Add Child Object List
n Add Associative Object List

Note that fields cannot be added directly to a layout. Fields must be added to a category. Add any
additional fields to the category that a user might need to code or learn about the record.

Remember that the layout will be used in conjunction with the viewer.
There usually is no need to include metadata fields containing
information visible on the viewer.

16.2.1 Creating a New Category


Categories are sections of the layout. For end-users viewing a layout, categories are section headers
that visually divide the layout into different areas. For administrators, categories provide the means to
add fields and text to the layout

You can have many categories on a layout. If the task that corresponds to the layout has many sub-
tasks, it may be useful to use a separate category for each sub-task.

By default, each document layout will begin with one category, containing the control number field –
common to most layouts.

You should rename your category to something that corresponds to the rest of the information you’ll
place on the category. Or, if you prefer, you can delete the category.

Ensure the layout is open, click the layout name link and then the Build button. Next click the New
Category button on the Layout Tools console.

New Category Display

The Category Information Form appears, with required fields in orange and optional fields in gray.

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Category Information Display

There are two required fields that must be entered for each new category.

 Title is the title of the category. On the layout, the title is the section header.
 Order is a number that represents the order of the category within the layout. The lower the
order number, the higher the category appears on the layout. Items that share the same value
are sorted in alphanumeric order.
o Order can be any integer (positive or negative). No decimals are allowed.

There are two buttons available on the new category form:

 Save creates the category on the layout.


 Cancel aborts the creation of the category. Any information entered before you hit cancel is not
saved.

Once you save your category, it appears in the Building Layout window.

Saved Category

There are three category options available:

 Add Field allows you to add a field to the category.


 Add Text allows you to add any text to the category.
 Delete allows you to delete the new category. The delete button is only available if no fields
have been added to the category. You must remove any existing fields before you can delete a
category.

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Note that the order of the category is shown to the left of the category name. In the above example
the order is 10 and 20.

Note that you cannot delete a category if it contains a field. You must
delete the fields first, then the category.

16.2.2 Adding Fields


To add a field to a Layout, ensure the layout is open (click name link) and then click the Add Field
button under the category. The Add Field to Layout Form appears, with required fields in orange and
optional fields in gray.

Add Field to Layout Form

The add field to layout options are:

 Category by defaulted displays the category where you choose to add the field. You can select
from all categories on the layout.
 Field is the field to be added to the category. You can select from all available workspace fields.
Each field can be added to each layout only once.
 Read only sets whether the field can be edited:
o Select Yes to make the field read-only.
o Select No to make the field editable.

 Order is the order of the field within the row (see below). Each row has its own order num-
bering. The lower the number, the higher the position in the row. Items that share the same
value are sorted in alphanumeric order.
o Order can be any integer (positive or negative). No decimals are allowed.

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It’s always a good idea to Order by 10's, starting with 10, then 20, then
30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace, without the need to reorder all items.

 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.

 Row is the order number within the column. All order rules apply to row as well.

Row works just like order and is the primary criterion for the position
of an item on a layout. Order is the secondary criterion, and indicates
position within a row.

Category Organization

 Display Type controls how the field is displayed on the layout. There are different options
depending on the field type. Display type is applicable only if the field is set to read-only = “no.”
Read-only = “yes” fields will be displayed as text.
o Fixed length text is displayed as text.
o Whole number is displayed as an integer.
o Date is displayed as a date.
o Yes/no has three values - blank, yes, or no. It can be displayed as a:

 Drop-down

 Checkbox

o Long text is displayed as text.


o Single-choice list can be displayed as a:

 drop-down
 Radio button
o Decimal is displayed as a decimal.
o Currency is displayed as currency.

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o Multiple-choice list can be displayed as:
 Checkbox list
 Pop-up picker

A pop-up picker shows the field label and a box containing the current
field values. Reviewers click an ellipsis, which brings up a filterable list
of field choices.

For more information on the pop-up picker, see the Relativity User
Guide.

o User can be displayed as a:


 Drop-down

 Picker

 Show Column Name controls whether a label is displayed.


o Leave the checkbox checked to display the label.
o Uncheck the checkbox to hide the label.

 Repeat Columns is a number that determines how single and multiple-choice lists appear on a
layout. If you use this option on multiple-choice fields it will order left to right, top to bottom.
o Entering 0 or 1, or leaving repeat columns blank, results in the items being displayed
vertically, in one column. See below:

Vertical Display

o  Any value above 1 sets the number of columns used to display the choice values
o A value of 2 spreads the choices across two columns. See below:

Two-Column Display

o A value of 3 spreads the choices across three columns. See below:

Three-Column Display

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 Rows (long text only) sets the number of visible lines in a long textbox (like “attorney
comments”).
 Custom label allows you to enter your own label to be displayed in the place of the field name.
Click the ellipsis to enter your custom label.

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

 Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
 Save and New records the entered information and launches a blank new add field to layout
form.
 Cancel aborts the add field creation and discards any entered information.

You can add as many fields as you’d like to a layout, but take care to ensure you’re adding only fields
that help your users accomplish their task.

16.2.3 Adding Text to a Layout


In addition to fielded data, you also can add any text to a layout.

To add text to a Layout, ensure the layout is open (click name link) and then click the Add Text button
under the category. The Add Text form appears, with required fields in orange and optional fields in
gray.

Add Text Display

The add text to layout options are:

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

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 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.

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

It’s always a good idea to Order by 10s, starting with 10, then 20, then
30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace, without the need to reorder all items.

 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.

 Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
 Save and New records the entered information and launches a blank new add text form.
 Cancel aborts the add text creation and discards any entered information.

16.3 Adding Child and Associative Objects


When objects are created outside of the Document Object, other options are available on layouts to
connect to other objects. Objects field will link information between objects. The layout of those
objects allows for a display of linked items. The child and associative object items available on the
console allow you to add this linked list to the layout. If no other objects have been created, these
options will not be available.

16.3.1 Adding an Associated Object List


First ensure the layout is open (click name link), and then click Build Layout. The click Add Child
Object Liston the Layout Tools console.

The Add child Object List window opens.

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Add Child Object List Window

The Add Child Object List form contains the following required fields:

 Child Object is a drop-down of all available child objects.


 View is a drop-down of available views based on the child object chosen above.
 Links Point to Popup is a Yes/No field that allows you to link the child object to a popup.
 Order is the order in which you would like this child object to appear.

Click Save, your child object will appear in the Building Layout window:

Add Child Object

Note the Remove button allows you to delete the child object from the layout.

In most instances, adding a child object refers to a Relativity Dynamic Object. For more information,
see the section Object Types.

Object refers to Relativity Dynamic Objects. Relativity Dynamic Objects


allow you to create securable, custom, non-document objects within
your workspace. These objects can be linked to documents and to each
other, creating powerful custom applications within your workspace.

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16.3.2 Adding an Associated Object List
If your layout’s object has an associated object, you can add it to your layout. First ensure the layout
is open (click name link), and then click Add Associative Object List on the Layout Tools console.

The Add Associative Object List window opens.

Add Associative Objects List

The Add Associative Object List form contains the following required fields:

 Associative Object is a drop-down of available associative objects.


 View is a drop-down of available views based on the child object chosen above.
 Links Point to Popup is a Yes/No field that allows you to link the child object to a popup.
 Order is the order in which you would like this child object to appear.

Click Save, your associative object will appear in the Building Layout window:

Associative Object Display

Note that, like child objects, you can click the Remove button to delete it from the form.

In most instances, adding an associative object refers to a Relativity Dynamic Object. For more
information, see the section Object Types.

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16.4 Editing Layout Information
To 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
Layout button 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 Layout


When 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

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

16.5 Inline Tagging


If a record is large and covers many topics, it may be difficult to identify which part of the record relates
to which issue. Inline tagging allows users to tag highlighted sections of text within a document, which
can be referenced through hyperlinks.

In order to use this feature, add a multi-choice field to the system Inline Tagging layout with your
desired tag choices. For more information on layouts, refer to the section Adding Layout Content.

16.5.1 Adding a Tag to a Document


Once you have setup the Inline Tag layout you can begin tagging sections of text in a document. Open
the document in the Relativity Viewer. Select the text, right-click and select Tag.

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Inline Tag

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

Tag Document Dialog Box

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16.5.2 Viewing a Tag
To 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 the tagged section and highlights it.

Hyperlink Tag and Highlight

16.5.3 Removing a Tag


To remove a tag, right-click on the tag in the viewer. From the menu select Remove.

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Remove Tag

16.6 Reviewer Layout Options


The layout you create becomes available for use once the reviewer clicks on a document’s control
number and then clicks the Edit button next to the layout picked in the drop-down.

Edit Layout Button

The layout offers the reviewer the following options:

 Save records the entered information and displays the Layout Details page. This page outlines
the saved information.
 Save and Next records the entered information and move to the next document in the queue.
 Cancel aborts the layout and discards any entered information.
 Layout drop-down allows users to select from a list of layouts they have permissions to view.

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Layout Options

In layouts, you can use the Tab key to highlight a checkbox in a Yes/No
or Multiple-Choice field. You can then press Enter to select or clear the
highlighted checkbox.

Reviewers for whom the Skip function has been enabled will see a drop-down at the bottom of the
layout.

Skip Drop-down

 Normal allows document review to operate normally, moving through all documents in the
queue.
 Skip advances a user to the next document in the queue that currently meets the condition of
the view when propagation is enabled. This feature helps in accelerating the review process.

The Skip drop-down will not appear at the bottom of the layout if the user's skip setting has been set
to Disabled or Forced Enabled.

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

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Views Associations

Views are effectively special saved queries that control three things:

 The items displayed on the list, based on a set of criteria


 The fields of information returned relating to the displayed items
 The sort order of the items

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

 To create a custom list of documents to be displayed on the documents tab, create a new doc-
ument view.
 To create a custom list of fields to be displayed on the fields tab, create a new field view.

There are two ways to create a view:

 From the views tab


 From the tab where the view will appear

17.1 Adding a View


To add a view, go to the Views tab and click New View.

New View button

The four steps to view creation are:

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1. Enter Name 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 view wizard is entering basic information.

Step 1 - Basic Information

The Basic Information options are:

Settings

 Owner sets the user(s) who can see the view. If the owner is set to “public,” all users with rights
to the view are able to see it.
o If the owner is set to a specific reviewer, the view is visible only to that reviewer.
o Clicking the Me button assigns the view to the logged user.

 Name is the title of the view.


 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 view All Fields has a lower
order than Required Fields, so it appears higher on the drop-down.

It’s always a good idea to Order by 10's, starting with 10, then 20, then
30, etc.

Numbering in groups of 10 allows you to insert an item into any


position later in the workspace, without the need to reorder all items.

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 Available in Object Tab makes the view available in the selected object type's tab.

Advanced Settings

 Query Hint is used to optimize views. Only use the query hint if instructed by the kCura Client
Services team.
 Object Type is the type of view to be created:
o Batch makes a list of batches, which appears on the Review Batch tab.
o Batch set makes a list of batch sets, which appears on the Batch Set tab.
o Choice makes a list of choices, which appears on the Choices tab.
o Document makes a list of documents, which appears on the Documents tab.
o Field makes a list of fields, which appears on the Fields tab.
o History makes a list of audit items, which appears on the history tab.
o Layout makes a list of layouts, which appears on the layouts tab.
o Markup Set makes a list of markup sets, which appears on the markup sets tab.
o Object Type makes a list of object types, which appears on the object type tab.
o Production makes a list of productions, which appears on the productions tab.
o Report makes a list of summary reports, which appears on the summary reports tab.
o Search Term Results makes a list of search results, which appears on the Search Term
Results tab.
o Tab makes a list of tabs, which appears on the tabs tab.
o Transform Set makes a list of transforms, which appears on the Transform Sets tab.
o View makes a list of all workspace views, which appears on the views tab.

Object Type can be tricky when you’re first getting started.

A good way to determine the correct document type: Ask yourself


“What do I want to make a list of?” The answer is your object type.

 Visualization Type will either display items in the standard format or as indented lists for email
conversation visualization.
 Relativity Applications allows you to associate this view with an application created in the Rel-
ativity Applications tab. Clicking the ellipsis brings up an item list from which you can select an
existing application. This is only available for those who have the Manage Relativity Applications
permission under Admin Operations.

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

 Next saves the information on the form and takes you to the next step of the wizard.
 Cancel aborts the creation of the view. No information entered in the wizard is saved.

Note that while editing Document Views available in the Related Items pane, the Visualization Type
property displays underneath Object Type in Advanced Settings. This property is only editable on
system-created views associated with Relational Fields. Otherwise this field is set to Standard List and
is read-only.

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Visualization Type

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

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

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

 Double-clicking the field name


 Using the arrows between the boxes
 Hold Shift and click or drag to select a range of items, which can then be moved using the
arrows

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

Choose the fields for your view carefully. Depending on the field type,
you will be able to get only a few fields visible on the screen.

Select only those fields a user will need to see, filter on, or sort by.

There are several special system fields, unique to views that you can add to a view:

 Edit is a hyperlinked field that opens the item in edit format.


 File icon is unique to document views and displays an icon representing the document’s Rel-
ativity native file type.
 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 the leftmost field on the view. The bottommost fields in the box are the rightmost field on the
view. To reorder the fields, use the up and down arrows to the right of the selected fields box.

There are four buttons at the top of the wizard:

 Cancel aborts the creation of the view. No information entered in the wizard is saved.
 Back takes you back to the previous step of the wizard.
 Next saves the information on the form and takes you to the next step of the wizard.
 Save records the information on the form and completes the creation of the view.

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. A field condition can contain up to 4000 characters.

The select criteria section works in exactly the same way as the
advanced and saved searches “conditions” areas.

For more information on the options available, see the Relativity


Searching Manual.

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Step 3 - Conditions Display

Each row of the conditions builder represents a separate criterion. Each box of the row represents a
different part of the criterion.

 The first box, Criteria, allows you to select a single, double or triple parenthesis. This allows
complex levels of grouping between different criteria.
 The second box, Field, allows you to select any available field in your workspace. The types of
fields present will differ based on the type of view you are creating.
 The third box, Operator, allows you to select your search operator. Available operators differ
depending on the type of field being searched.
 The fourth box, Value, allows you to select the value to be searched.
 The fifth box allows you to close any parenthetical opened in the first box.
 The sixth box and last box allows you to connect each criterion with an “AND” or “OR” oper-
ator.

Depending on the field type and operator the value/s may be chosen from a popup picker. A popup
picker is available for selecting choices and objects that provide the following operators:

n Any of these
n None of these
n All of these (only for multi-object fields)
n Not all of these (only for multi-object fields)

Upon clicking the ellipsis accompanying any of these operators, the following will come up:

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Available Items Popup

Checking any item in the Available Items list at the top and clicking the Add button will put that item
into the Selected Items list below. Clicking the Set button will add the Selected Item as a condition in
the view.

Likewise, checking any item in the Selected Items list and clicking Remove will place the item back into
the Available Items list. Clicking Set then removes the item from the view condition.

Note that this Available Items popup picker is also available when setting advanced search conditions
and when performing a mass edit.

There are two additional buttons on the form:

 View Order brings up a pop-up that displays the order of existing items to determine where the
new item should display.
 Add Conditions displays a new conditions row where additional conditions can be set.

There are four buttons at the top and bottom of the wizard:

 Cancel aborts the creation of the view. No information entered in the wizard is saved.
 Back takes you back to the previous step of the wizard.
 Next saves the information on the form and takes you to the next step of the wizard.
 Save records the information on the form and completes the creation of the view.

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. If no sort criterion is selected, the view is sorted by the identifier. Users are able to temporarily

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sort the view by any 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 second box sets whether the sort should run ascending or descending. The sorts are applied in
nested order.

 Cancel aborts the creation of the view. No information entered in the wizard is saved.
 Back takes you back to the previous step of the wizard.
 Save records the information on the form and completes the creation of the view.

17.2 Editing View Information


There are several ways to edit a view:

 From any tab edit the active view by clicking the Edit View icon in the view bar and moving
through the four-step wizard.

 From the Views tab by clicking Edit next to the desired view or using the view bar icon. Move
through the four step wizard.

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Edit View Options

17.3 Adding Tab Views


Each tab that can contain views will have a view bar. The view bar contains icons to create or edit a
view, outlined red in the screenshot below.

Create / Edit View Icons

The icons are:

 The Edit View icon launches the four-step view wizard, allowing you to edit the active view.
 The Create View icon launches the four-step view wizard, allowing you to add the new view.

17.4 System Views


There are several workspace system views. These views are used to display lists of items in special
locations throughout the workspace. System views are found on the views tab by filtering for Visible is
No. They include:

 <Relational Field Friendly Name> documents control which fields are displayed in the related
items pane for relational field groups. Common examples are:
o Family documents controls for which fields are displayed in the related items pane when
viewing family groups.
o Duplicate documents controls for which fields are displayed in the related items pane
when viewing duplicate groups.
 Search Results Pane view controls which fields are visible in the related items pane when you
right-click in the viewer to run a Relativity Analytics search for similar documents.
 History Pop-up controls which fields are displayed when clicking details from the related items
pane document history.

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 Production Documents controls which fields are displayed for documents included on a pro-
duction details page.

Include the fields you use to qualify a document for production in the production documents view.
This will allow you to filter the list for disqualifying field values, providing a final QC step in the
production process.

 Production Picker view controls the fields displayed on the production picker. The production
picker is used to mass-add documents to a production. For more information on the pro-
duction picker see Appendix A – Mass Operations – Mass Produce.
 CaseMap Fields view controls which fields are included in mass-sends to CaseMap. For more
information on the production picker, see Appendix A – Mass Operations – Send to CaseMap.
 Markup History Details controls which fields are displayed when you launch a document’s his-
tory details from the related items pane.
 Default Search view controls which fields are returned, by default, on an advanced or saved
search. You can always include additional fields from the advanced or saved search field selec-
tor. This view also controls the sort order of these fields as well. For more information see the
Relativity Searching Manual.
 Linked controls which fields are shown in the pop-up allowing you to link to a document in the
viewer.
 Link Pane view controls which fields are shown in the related items pane showing the linked
documents.
 Batch Set Batches controls which fields are shown for the list of batches displayed at the bot-
tom of the batch sets tab.
 Document Batches (default) controls the pop-up for searching batches on a view or an
advanced or saved search.

For more information on searching for Batch fields, see the Relativity
Searching Manual.

17.5 Indented List View


Indented Lists provide additional information to users by displaying levels within a relationship such as
email conversation thread. Viewing a list in the indented hierarchy allows for easier understanding of
the email order in the family. Indented lists are available in the document item list or in the related
items pane. The indented items are aligned with dots indicating levels between the initial record and
subsequent records. The example below shows emails and their replies or forwards.

Email Thread Hierarchy

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The document item list also includes blue lines to distinguish groups.

Document Object View as Indented List

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Related Items Pane View as Indented List

While indented lists can be defined based on any related items field, the examples in this document
describe indented lists in the context of setting up an Email Thread view that shows Reply and Forward
emails nested under the parent.

For system-created views associated with Relational Fields, the object is Document by default and
cannot be changed. When creating a new view you will need to choose the Document Object in order
to have indented lists. The Visualization Type field offers two options:

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Visualization Type

 Standard List is the default setting for all existing - and new - views; when this is the Vis-
ualization Type value, the view will display as a flat list with no indented values.
 Indented List allows you to define views that indent child items under their parent items. When
applied to emails, this gives users the ability to visualize an email in the context of its email con-
versation thread.

Choosing Indented List brings up additional required fields, which will define the logic to drive the field
indentation:

Indentation List Fields

 Group Definition is the field that is identical across the email group. This is the related items
field.
 Indentation Method allows you to set the method by which you will indent your list. This drop-
down contains three options:
o Conversation Index indicates that the Definition Field that you will select contains the
Microsoft Outlook Conversation Index. You should select this method if your imported
data contains these values.

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o Equivio indicates that the Definition Field that you will select contains the Equivio-gen-
erated EquiThread value. For more information go to www.Equivio .com and/or the Rel-
ativity Equivio Manual.
o 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.
 Indentation Definition Field is the field that drives the indentation logic. All non-system doc-
ument object fields of fixed length or long text type, as well as non-system whole number fields
are available in this drop-down:
o If Conversation Index is set as the method, you should select the Conversation Index
field as the definition.
o If Equivio is set as the method, you should select the EquiThread field as the definition.
o If Numeric is set as the method, you should select a field that has been populated with
the desired number of indentations for the document.
 A value of “0” or null will result in no indentation
 A value of “1” will result in one level of indentation
 A value of "2" will result in two levels of indentation, etc
 Display Field is the field that will reflect the indentations defined by the Indentation Definition
Field. All document object fields with the exception of multi-choice, multi-object and file icon
fields are available in this drop-down.

Be sure to sort the documents in this view based on the Indentation Definition Field so that the family
items are together. Changing the sort while filtering will remove all indentation and sort based on the
selected field.

The following sections outline how to setup each of the available Indentation Methods for the
indented list.

17.5.1 Conversation Index Indented List


While the Conversation Index indented list is set up in the View settings, it will not be functional unless
the user has first done the following:

 Imported Conversation Index field values into Relativity


 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 pars-
ing the Conversation 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
the email 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 Con-
versation Index values.

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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 View wizard, 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.
o On the third step of the View wizard, set the view conditions.

7. On the fourth step, set the sort order to Conversation Index ascending and click Save.

The display field won't display in the view unless it is a selected field.

Note that the sort order must be set to Conversation Index in ascending order for the indentation of
the emails to accurately reflect the email relationships. Because indentation logic requires that items
are sorted correctly, if an end user changes the sort order from what is defined in the view, the Display
columns will be flattened out and the indentation will be lost; it will be restored when the view is
refreshed to the view-defined sort.

Below is an example of a Conversation Index indented list in the related items pane:

Conversation Index Indented List

When the Display Field is rendered in the item list, the number of indentations on the document will
be reflected in the number of dots preceding the value of the display field. For example, the initial
email in a thread will have no indentation (zero dots); a reply to that email will have one level of
indentation (one dot).

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17.5.2 Equivio Indented List
Before creating an Equivio indented list, the user must make a relational field to group all emails and
attachments 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 as Equivio.

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.
o If you selected Control Number as the Display field, make sure it is selected here.
o 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.
o This must be set to EquiSort Attach in ascending order for the indentation of the
emails to reflect the proper relationships between documents in the email thread.
Because indentation logic requires that items are sorted correctly, if an end user
changes the sort order from what is defined in the view, the Display columns will
be flattened out and the indentation lost; it will be restored when the view is
refreshed to the view-defined sort.
8. Click Save.

17.5.3 Numeric Indented List


Once you make a relational field to group all documents into a set, you can build an indented list view
using a numeric 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 doc-
ument.
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.
o If you selected Control Number as the Display field, you will want to make sure it is
selected here, too.
o If you selected Email Subject as the Display field, make sure you select it here, too.
o 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.

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18 Search Terms Reports
The Search Terms Report simplifies the process of identifying documents that contain a specific group
of keywords. Instead of running complicated queries, you can use the Search Terms Report to enter a
list of terms or phrases, and then generate a report listing their frequencies in a set of documents. You
can determine the output of the report by selecting one of the following Type options:

 Report Only: Creates a report that includes the number of hits for each term or phrase. (A hit
indicates one or more uses of the term or phrase in a document.)
 Report and Tag: Creates a report that includes the number of hits for each term or phrase, and
tags the documents that contain them.

You can also use the reports created with the Report and Tag option in your markup sets. When you
select a search terms report for use with a markup set, the report determines which terms or phrases
are highlighted in the documents viewed through the Core Reviewer Interface.

18.1 Creating a New Search Terms Report


In Workspaces mode, select the Search Terms Report tab and click New Search Terms Report to
display the Search Terms Report form.

You must have permissions to see the Search Terms Report tab in a workspace, and to create reports.
If you do not see the tab, contact your system administrator for information about updating your
permissions.

New Search Terms Report button

The Search Terms Report form displays required fields in orange and optional fields in gray.

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New Search Terms Report Form

The following list includes descriptions of the form fields:

 Name is the search term report’s name.


 Index is the desired index utilized to create the report. Select only dtSearch indexes.
 Type options Include:
o Report Only is used to create a report that includes the number of hits for each
term or phrase.
o Report and Tag is used to create a report that includes the number of hits for
each term or 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.

 Searchable Set is a saved search, which includes a group of documents to search. Only doc-
uments in the saved searched will used to create the report.
 Add Terms box is used to enter the search terms for a report. When the report will be ref-
erenced by a markup set for persistent highlighting, you can add optional color-coding for
search terms in this box. See the section Search Terms Report and Persistent Highlighting for
more information.

Each line of Add Terms is treated as an individual dtSearch query. For


more information about dtSearch, see the Relativity Searching Manual.

 Dictionary link displays the Dictionary Search pop-up, where you can perform searches using
fuzziness levels and stemming. Click Copy to Clipboard to copy the search results, which you
can paste into the Add Terms box.
 Status is an auto generated status of the report. It will be Completed, Pending or Error.
 Last Run Error lists the last error encountered if the report was completed with errors.
 Note allows you to enter additional information about the report.

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After you complete the fields on the New Search Terms Report form, you can perform the following
actions with the buttons located at the top of the form:

 Save records the entered information. When you click this button, the details page is displayed
with the Search Terms Report Console. See the section Running a Search Term Report.
 Save and New records the entered information and launches a blank New Search Terms
Reports form.
 Save and Back records the entered information and redirects you to the search terms Report
Details Page.
 Cancel ends the report creation process and redirects you to the Search Terms Reports Page.

18.2 Running a Search Terms Report


You generate a Search Terms Report by using the options available in the Search Terms Report
Console. The console is available after you saved a search terms report, or when you display an
existing report from the Search Terms Report tab.

The console includes the following options:

 Run All Terms is used to generate counts for each term. Use this option if you are generating
the report for the first time, or if you want to regenerate counts for all terms in the report. See
the section Search Terms Report Results.
 Run Pending Terms is used to update an existing report. It runs a report on only those terms
with the status of Pending.
 Refresh Page is used to update the information displayed on the page.
 Resolve Alerts attempts to regenerate the report for search terms that returned error mes-
sages.

18.3 Search Terms Report Results


On Search Terms Report Details page, Relativity displays the report results, listing each term and the
number of documents that were tagged.

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Search Terms Report Details Page

The Search Terms Results section displays the following data:

 Name is a linked search term. Each link corresponds to a search term entered in the Add Terms
box, located in the New Search Term Reports form.
 Relativity Highlight Color lists the color-coding assigned to search terms. When a search terms
report is referenced by a markup set, terms will be persistently highlighted according to these
color codes. See the section Search Terms Report and Persistent Highlighting for more infor-
mation.
 Count is the number of documents containing the search term.

Count is not security aware and is thus not influenced by permissions.


This means that it includes even those documents the user is unable to
view in a basic search will be counted.

For example, a user performs a dtSearch that returns a total of five


documents, two of which are inaccessible. Even though only three hits
are available in the view, the search terms count still includes all five
documents originally tagged with the search term.

 Status is the current progress of the report. This field will contain one of three values: Pending,
Completed or Error.
 Error Message displays any errors encountered during processing.

Be aware that the search terms report results appear as they are
processed. Refer to the Status field of each search term to check its
progress.

The Search Terms Reports Details page also allows you to perform the various tasks. The buttons
displayed at the top of the page include:

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 Edit allows you to edit the search terms report information opening the Search Terms Reports
Details page.
 Delete removes the Search Terms Report from Relativity.
 Back redirects you to the search terms report list.
 Edit Permissions allows you to set the search terms report permissions. These permissions
determine which groups have access to the report.
 View Audit displays the search terms report audit history.

To remove a Search Term Report from the system:

 Delete the Multiple Object Field created with the Search Term
Report name.
 Delete the Search Term Report Results.
 Delete the Search Term Report.

In the Search Terms Result section, you also have features that allow you add terms and work with
your results:

 New allows you to add new terms to the report. The Add Search Terms Result pop-up allows
you to enter a new term, and an optional highlight color code. You can then Run Pending Terms
in the console. See the section Running a Search Terms Report.
 Delete will allow you to remove checked terms from the report.
 Filter, sort, and page search results. These features function similarly to those available on
views.
 Export search results to Excel.

18.4 Search Terms Reports and Persistent Highlighting


When you can search term reports for use with markup sets, you should follow the searching and
setup guidelines outlined in this section.

18.4.1 Searching Functionality and Persistent Highlighting


When you create a search terms report for persistent highlighting, avoid the use of advanced dtSearch
functionality, including proximity, stemming, and fuzziness. Your terms will not be highlighted if you
use these advanced searching features, even though the Count column lists the number of matching
terms.

Persistent highlighting technology does not understand proximity searching. If you enter the phrase
‘Relativity w/5 kCura’ as a search term, the search term report will use a dtSearch to find and tag all
documents that meet these criteria. However, the persistent highlighting technology will function
differently than the dtSearch. It will look for the term Relativity, a space, the letter w, any special
character (instead of “/”), the number 5, a space, and then the term kCura.

Similarly, the stemming character (~) is not understood by persistent highlighting technology. If you
enter the term “apply~” as a search term, the search term report will find and tag all documents with
the word apply, or any document that stems from apply, including applied, applies, application, and

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so on. However, the persistent highlighting technology will look for the term apply followed by any
special character, so you will not see expected terms highlighted.

In a Search Terms Report, you can work around these limitations by using the Dictionary Search to
identify search terms using stemming or fuzziness. Copy the list of terms returned in this search. Paste
them in the Add Terms box on the Search Terms Report form. You will enhance your search term list,
while avoiding errors due to special characters.

While you should not use advanced dtSearch operators, you can use wildcards in your search terms,
such as test*. See Markup Sets for a general discussion of supported search features used in persistent
highlighting.

18.4.2 Additional Guidelines for Persistent Highlighting


Use the following guidelines to ensure that your search terms report is setup properly and highlights
the required terms appropriately:

 Define a Saved Search using conditions that will return the required group of documents for the
Searchable Set. Persistent highlighting will be applied only to documents in the searchable set.
 Confirm that the dtSearch used for the search terms report has been used to index all the doc-
uments in the Searchable Set.
 Select Report and Tag in the Type drop-down box for the report. If you do not select this
option, a multiple object field is not created for the search terms report, and you will not be
able to select it in the Highlight Fields option when you create a markup set.
 In the Add Terms box, use the following format to enter optional color coding:

[highlight color];[text color ];[term to be highlighted]

For example, enter 3;16;Relativity to highlight Relativity with dark green background and white
text.

Color Coding Format for Search Terms Report

The following table includes available color codes.

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

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

 In the Add Search Terms Result form, use the following format for color coding:

[highlight color];[text color]

Add Search Term Result

 After the search terms results are generated, you cannot edit the Name or Relativity Highlight
Color of a term.

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When you use search terms reports for persistent highlights, markup
sets highlight only the terms in documents associated with the current
reports. If you add new search terms to the reports, or add new
documents to the workspace, you will need to follow the general
processes used for these types of updates, such as running pending
terms.

19 Summary Reports
Summary Reports provide aggregate tallies of field values. Field types available for reporting are
limited to the following:

 Multiple-choice list
 Single-choice list
 User
 Yes/No

The reports are based on an optional grouping criterion (the vertical axis) and the fields to be tallied
(the horizontal axis).

For example, below is a summary report. The grouping criterion is custodian, and the field to be tallied
is responsiveness. The below report shows how many documents have been tagged with each
responsiveness value per custodian.

Summary Report Display

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19.1 Adding a Summary Report
To create a summary report, go to the Summary Report tab and click New Report.

New Report Button

The New Report Form appears, with required fields in orange and optional fields in gray.

New Report Form

The options for creating a report are:

 Folders, running along the left side of the form, allow you to report on the entire case work-
space, or only on specific folders and subfolders.
 Name is the title of the summary report.

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 Group By is an optional field that allows you to select a grouping criterion for the report. Group-
ing criteria 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

 Report on subfolders is a yes/no field that allows you to report on just a folder, or a folder and
its subfolders. The yes value, which reports on folders and their subfolders, is the default value.
 Columns allow you to select which fields are tallied. Selected fields are displayed as columns on
the report.

To add your columns, click on the Add Columns button and check the box for all fields you would like
to tally. Note that you can use filters to quickly find the desired fields. Only multi-choice list, single-
choice list, user and yes /no fields can be reported on.

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Pick Report Columns

 Add Columns allows you to add columns to the report. Click the button, the check the box for
all fields you wish to include in your column selection.
 Remove selected columns allows you to remove fields from your columns section.

There are four buttons at the top and bottom of the new report form.

 Save records the entered information and runs the report. From a summary report, there are
five options:
o Edit allows you to edit the report information.
o Delete removes the report from Relativity.
o Back redirects you to the Summary Reports list.
o Edit Permissions allows you to establish rights for the summary report.
o View Audit displays the report audit history.

 Save and New records the entered information and launches a blank new add report form.
 Save and Back records the entered information and returns you to the Summary Reports list.
 Cancel aborts the creation of the report and discards any entered information.

19.2 Editing Summary Report Information


To edit a report, go to the Summary Reports tab and click Edit next to the desired report.

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Edit Report Link

You also can click on the name of the report, this will redirect you to the report details page. From the
report details page, click Edit.

20 Pivot Profiles
Pivot Profiles allow you to create, save, and edit custom Pivot settings to be used at any time while
using Pivot in the data set. Once saved, these profiles are accessible via a drop-down in the upper left
corner of the item list.

Pivot Profile Drop-Down

Selecting a profile automatically applies the settings it contains to the active dataset, thus eliminating
the need to individually specify Group By, Pivot On, Chart Type, etc. Edits can be made to an active
profile and saved to a new name using the Save As button. If no profile has been selected and a Pivot
has been created, click on Save to make the active settings a Profile. The Pivot Profile does not save
the documents associated with it.

Pivot Profile Save and Save As Buttons

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You can also access and edit all Pivot Profiles from the Pivot Profiles tab. Once on the Pivot Profiles Tab
click New 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
only fields that have been Pivot-enabled will be available for selection in this form. For more
information on enabling fields for Pivot, please see the Fields section.

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Pivot Profile form

Complete the following to create a new Pivot Profile.

Pivot Profile Information

 Name is the identifier under which you would like to save the profile. You may want the name
to reflect fields on which you pivoted.
 Object Type the object type you would like this profile to appear under.

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 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.

 Group By is a list from which you select the field you want to act as your Group By value in your
profile. Only fields that have been Pivot-enabled on the Field page are available in this list.
 Group By Date is a drop-down providing the three date values for the Group By field:
o Date displays the date, with day, month, and year.
o Year displays only a year value.
o YearMonth displays the year and month values.

 Pivot On is the Pivot On field in your profile. Only fields that have been Pivot-enabled on the
Field page are available in this list.
 Pivot On Date provides the same three dates for the Pivot On field as found above on Group
By, with the addition of the following:
o Month displays only a month value. Month is only available in Pivot On if your Group By
field is also a date.

 Page Size determines the number of sets per page in Pivot chart and/or graph. Depending on
the display specifications you set, you may want to make this value low.

Chart Options

 Chart Type determines what kind of chart will be used to represent the profile in the item list:
o Bar represents values in bar form.
o Pie represents values in pie form.
o Line represents values in line form.

 Chart Orientation determines how the chart is positioned. There are two options:
o Horizontal arranges values horizontally.
o Vertical arranges values vertically.

 Sort By determines the basis on which the chart information is sorted. There are two options:
o Grand Total sorts by the total.
o Group By Field sorts by the Group By field you specified.

 Sort Direction determines the order in which records are sorted. There are two options:
o Ascending sorts starting with the last record and ending with the first.
o Descending sorts starting with the first record and ending with the last.

 Toggles allows you to configure additional chart instructions. The options in this drop-down
are:
 Show Grand Total toggles the display of grand total in the Pivot Chart. This value can help add
context, but may throw off the scale of the Pivot Chart and reduce readability.
 Show Legend toggles the display of the Pivot Chart legend. This information can often be
intuited from looking at the chart. If not, it can be added.
 Rotate Labels rotates the group by labels at a 45 degree angle. This can help readability in fields
with many values.

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 Stagger Labels is another option to improve readability of group by values. Stagger labels varies
the horizontal position of the labels to improve readability.
 Show Labels toggles the value count labels on Pivot Charts.

Other

The following optional fields may be helpful in further distinguishing a profile from others in the same
view.

 Keywords allows you to attach keywords to the profile.


 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
automatically populated upon saving the new profile.

21 Production Sets
Production sets allow you to produce your case workspace documents. Once produced, production
sets are accessible via the production radio button in the Relativity Viewer. If more than one
production version of a document exists a drop-down will allow you to select the desired production
view.

21.1 Adding a Production Set


To create a new production, go to the Production Set tab and click New Production Set.

New Production Button

This brings up the Production Set form, with required fields in orange and optional fields in gray. There
are five subsections of information to be entered for a production.

21.1.1 Production Information


The first section is Production Information.

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Production Information Section

The options for the production information section are:

 Name is the name of the production.


 Markup Set allows you to set which markup set’s redactions to apply to the production.
 Burn Redactions sets whether redactions are applied to the documents.
 Add Image Placeholder is for image and native productions. When documents with no image
are encountered in an image and native production, a placeholder (slip sheet) included.
o The placeholder is branded according to the production settings.
o The image includes a message that there was no record for the document.

 Date Produced is the date the documents were produced. This date is not automatically set
when you run a production. You can select any date.
 Warning/Error Alert Flag is a field that notes whether any errors or warnings occurred during
the production process. Use the system production alerts field.
 Email Notification Recipients allows you to send email notifications when your production
fails or completes. Enter the email address(es) of the recipient(s).
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon.
 Branding Font Size is the font size for any branding to be done on the page. Arial is used as the
font.

21.1.2 Bates Numbering


The second section is the Bates Label settings.

Bates Label Settings Section

The options for the Bates Label section are:

 Bates Numbering determines what image numbers will be used to generate your production.
Select one of the radio buttons: Create New Image Numbers or Use Original Image Numbers.

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21.1.2.1 Create New Image Numbers

Create New Image Numbers allows you to create Bates numbers and brand those numbers to the
documents.

 Prefix is the initial portion of the Bates number.


 Suffix is an optional text-only suffix that is applied to every Bates number. Suffix is a static, non-
incremental text string.
 Begin Bates Field is the field that is written to and stores produced documents’ Begin Bates
values. Select from workspace fixed length text fields. Make sure the fixed-length text field
selected is long enough to accommodate the prefix, number and suffix values.
 End Bates Field selects the field that stores produced documents’ End Bates values. Select
from workspace fixed length text fields.Make sure the fixed-length text fields selected is long
enough to accommodate the prefix, number and suffix values.
 Start Number is the first number to be used in the Bates number.
 Number of Digits sets the number of digits in your Bates number. The number of #s is the
number of digits in the Bates number. By default, this number is set to seven (7) characters.
 Attachment Relational Field is a relational field that specifies the family groups of documents
referenced by the Begin and End Attachment fields. Selecting a value from this drop-down
makes the Begin and End Attachment fields required. Updating attachment numbers is not
required for production.
 Begin Attachment Field is a user created fixed length field that stores the Begin Attachment
value based on the attachment relation field selected; this field is required if the Attachment
Relational Field has been populated.
 End Attachment Field is a user created fixed length text field that stores the End Attachment
value; this field is required if the Attachment Relational Field has been populated.

The attachment number field will repeat the begin and end numbers for all documents in the related
group.

Create New Numbers for Bates

The Bates numbers and attachment numbers will be applied to whichever fields you select. If Bates or
attachment data already exists in the field it will be overwritten.

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Repeated Attachment Numbers

Make sure that the prefix plus the specified number of digits is not
larger than the length of your selected beginning Bates field (e.g., a
prefix of RK plus value of six digits, “000001” combines to be 8
characters.

This would not fit into a Bates field of 7 digits. If this occurs, you will
be unable to save your production until after increasing the Bates
number length.

21.1.2.2 Use Original Image Numbers

Use Original Image Numbers allows you to populate the original unique id into the database Bates
and Attachment fields. If you make this selection, the fields for Create New Image Numbers will be
hidden from view. Using original numbers no longer requires you to choose a Prefix, Start Number,
Suffix or the number of digits for new numbering.

Use Original Image Number if you have documents loaded as images with Bates numbers already
assigned. This uses the assigned numbers of the unique identifier field to create end Bates and
attachment numbers. This will overwrite all Bates fields selected. These fixed-length text fields must be
a minimum of 100 characters.

If you need to number images from natives keeping the original number in the system, you can use
the Unique Identifier in the database as a Bates. Use Original Image Numbers for documents TIFF'd in
Relativity will use the Unique Doc ID appended with a page number and then the unique TIFF ID
created when those images are created in Relativity.

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Using Original IDs and unique identifiers as Bates numbers

Use Original Image Numbers Options

 Begin Bates Field is the field selected to hold the begin number. This will be created from the
image ID number. This will overwrite the fixed length text field chosen with the image id that
becomes the Bates number.
 End Bates Field is the field selected to hold the end Bates number.
 Attachment Relational Field is an option to have the attachment begin and end numbers
updated in the database during the production. Select the relational field indicating family
group.
 Begin Attachment Fieldstores the beginning attachment number for the production.
 End Attachment Field stores the ending attachment number for the production.

21.1.3 Headers and Footers


The third section, Headers and Footers allows you to brand information in six different positions; Left
Header, Center Header, Right Header, Left Footer, Center Footer and Right Footer.

Left Header Display

Each of the six areas has the same options:

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 Type allows you to select what will be branded:
o Production Bates number will brand each page’s Bates number.

 Field will brand the value of the selected field for each document onto all pages of the doc-
ument.
 Text allows you to enter carriage returns to lower the location of the header or raise the loca-
tion of the footer. It also allows you to brand any desired text. Using tokens, you also can
include fielded data within this test.
o To include the production number within the free text, use:

 {!PRODNUM!}
o To include any field of data, use:

 {!FIELD:ARTIFACT ID!}

 For example – {!FIELD:1034471!}


 To find a field’s artifact ID, go to the field detail page and look in the URL as shown
in the screenshot below.

Field Artifact ID

 Original Image Number will brand the images with the original Relativity page id
o If the pages were imported using a page-level load file, the load file’s numbering will be
applied.
o If the pages were created using Relativity’s TIFF –on-the-fly functionality, the numbering
will consist of the document id, a page id and a Relativity-generated system ID.

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Branded Unique ID of Original Image number

21.1.4 Bates Numbering Sort Order


The final section is where you set the Bates Numbering Sort Order. By default the sort order is Artifact
ID, this is the order the documents were loaded in.

Note that when you sort, family groups are not kept together.

Bates Numbering Sort Order

 Fields to Sort by allows you to sort your production set by any field.

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

n Keywords
n Notes

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

 Save records the entered information and displays the Production Details page. This page
shows the saved information and any documents that have been added to the production.
Within this page, there are four buttons available:
o Edit allows you to edit the production information.
o Delete removes the production from Relativity.
o Back redirects you to the productions list.
o Produce executes the production. Produce is only available once documents have been
added to the production.

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o Preview shows a sample TIFF with any branding applied.
o Resolve Alerts/Retry reruns any problematic documents that produced alerts.
o Edit Permissions allow you to establish right for the production.

By clicking edit permissions, you are editing rights only for the selected
production. By default, the tab will be secured according to the
workspace-level production rights.

More information on workspace permissions can be found in the


section Security Permissions.

o View Audit displays the history for the production.


 View audit displays the group’s audit history.
 Save and New records the entered information and launches a blank New Production form.
 Save and Back records the entered information and redirects you to the Productions list.
 Cancel aborts the group creation and discards any entered information

Upon saving the production set, two additional properties come up:

 Restriction Override By will display the name of the user who clicked the Override and Con-
tinue button in order to Produce documents without first removing conflicts; this is dependent
upon the user having the Override Production Restrictions permission.
 Restriction Override On will list the date and time at which the production restrictions were
overridden.

21.2 Adding Documents to Your Production


Once you have entered all your settings, you can add documents to the production. For information
about adding documents to a production see Appendix A – Mass Operations.

A list of documents added to a production is available at the bottom of the production details screen.

Adding Document Display

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 Remove allows you to remove selected document from a production. Check the required doc-
ument then click on the remove button.

The fields displayed on this list are controlled by a system view called production documents. For more
information on system views see the section Views | System Views.

It is useful to include in this view the fields your firm uses to qualify a
document for a production.

This allows you to filter the document list by those fields as a final QC
check.

21.3 Running a Production


Once you have added documents to the production, three buttons on the Production Console
become available.

Production Console

 Preview allows you to preview the production by bringing up an image of a document with the
header and footer settings specified when you created the production set.
o The header and footer are in Arial font as per the below example.

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Production Preview - Header and Footer

 Conflict Check allows you to check the production for conflicts that may exist based on the
saved search set in the Production Restrictions field on the workspace details page. While con-
flicts can be based on any conditions in a saved search, a common conflict could be privileged
documents and their families.
o If a saved search was used to restrict a production, then the Conflict Check button will
bring up a warning:

Production Restriction Warning

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o Remove Conflicts will remove those documents designated as conflicts by the pro-
duction restrictions setting; if all documents are conflicts, clicking remove will take the
conflict documents out of the production set and the Production Console will offer only
the Preview button.
o Cancel will abort the conflict check and return you to the production page.

In order to find the documents removed from the production use the
history tab and filter on the action "Production – Remove Document".

 Produce will produce the production set; if there are conflicts that have not yet been removed,
the above warning will come up when the Produce button is clicked. System Admins will
received the following options:
o Override and Continue allows you to continue with the production without removing
the conflicts based on the Override Production Restrictions permission.
o Cancel will abort the Produce action.

Click Produce. The productions status goes through the following stages:

 Waiting indicates Relativity has not started producing the documents.


 Producing indicates Relativity is assigning Bates numbers to the documents.
 Branding indicates Relativity is branding the TIFFs.
 Produced indicates the production is now complete and can be exported. For more information
about exporting productions, see the section Exporting. Any produced TIFFs are available as a
new mode of the viewer, productions. Users are able to see a version of the images exactly as
they were produced.

To ensure quality record processing, the “resolve alerts/retry” button is


not active until your production is complete.

21.4 Editing a Production Set


To edit a production, go to the Production Set tab and click Edit next to the desired production.

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Edit Production Set

While editing a production is allowed technically, changes made will not update any produced
documents.

You can also click on the production name, this will display the Production Details page. Click Edit.

Note that if you are importing your production, using the steps
described in the section Importing, many of the settings will not be
used:

The pages numbering will be set by the imported Opticon file.

The images will be produced exactly as imported – your markup set


selection, branding, etc, will be irrelevant.

22 Exporting
To export documents from Relativity, you need to use the Desktop Client. For information on
installation or opening your workspace in the Desktop Client please refer to the beginning of the
Importing section.

Once you have selected your workspace, you will be able to export. From the Tools menu, select
Export. There are four export options:

 Production sets exports the contents of a production set.


 Saved search exports the current results of a saved search.
 Folder exports the contents of a folder.
 Folder and subfolders exports the content of a folder and its subfolders.

When performing an export, the Relativity Desktop Client will automatically create top level folders for
images, text and natives.

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Folder structure of Export

22.1 Exporting a Production Set


Exporting a production set is divided into two tabs; Data Source and Destination Files.

22.1.1 Data Source Tab


The Data Source tab allows you to define the data for your export.

Start Export Display

 The Productions drop-down allows you to select which production to export.


 The Selected Columns section defines which fields you’d like to export for that search. These
boxes work in the same way as adding a field to a view in Relativity. All available fields are in the
right-side box. Fields on the left will be exported.

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 The Start Export at Document # section allows you to identify which record begins your export
by selecting its document number.

22.1.2 Destination Files Tab


The destination files tab allows you to set the manner in which the files are exported.

Destination Files Tab Display

The tab is divided into subsections as outlined below:

22.1.3 Export Location


Export Location allows you to select the target window directory for the export. Click the ... ellipsis to
browse and select the location.

Export Location Display

 Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.

22.1.3.1 Physical File Export

Physical File Export controls whether the files will be copied from the Relativity file repository.

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Physical File Export Display

 Copy Files From Repository


o If the box is checked (default) the files will be copied from the file server to the specified
export location.
o 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.

22.1.3.2 Volume Information

Volume Information controls the naming and size of the volume identifier.

Volume Information Display

 Prefix is the volume identifier’s alpha prefix.


 Start # is the first number used for the numeric section of the volume identifier. If multiple vol-
umes are created during the export, the number will increment, creating unique volume iden-
tifiers.
 # of Digits represents the amount of numerals attached to the prefix (e.g., if 2 were selected,
the output would be VOL001, VOL002.)
 Max size is the maximum size allowed for each volume in MBs.

22.1.3.3 Subdirectory Information

The Subdirectory Information controls the naming and size of volume subfolders.

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Subdirectory Information Display

 Image Prefix is the alpha prefix for the subdirectory used to store exported images.
 Native Prefix is the alpha prefix for the subdirectory used to store exported native files.
 Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.
 Start # sets the starting number for the subdirectories.
 # of Digits represents the amount of numerals attached to the subdirectory prefix (e.g., if 3
were selected, the output would be IMG001, IMG002, etc.)
 Max Files sets the number of files that will be stored in each subdirectory.

22.1.3.4 File Path

The File Path section controls the paths used to reference exported files.

File Path Display

 Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg

 Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg

 Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg

22.1.3.5 Native Load File Characters

Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats see that

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section.

Native Load File Characters Display

 The Column delimiter separates columns in the load file.


 The Quote delimiter qualifies the text in each field on the load file.
 The Newline delimiter signifies the end of any extracted text or long text field in the load file.
 The Multi-Value delimiter separates different choices within a choice field.
 The Nested Value delimiter shows the hierarchy of choices within a choice field.

22.1.3.6 Text and Native File Names

Text and Native File Names determines how exported native and extracted text files will be named.

Text and Native File Names Display

 Check append original file name to append the file’s original name to the end of the exported
file’s name.
 Named after sets the naming convention for the exported files.
o Select identifier to name the files after your workspace’s identifier.
o Select beginning Bates to name the files after the production’s Bates number

22.1.3.7 Image

Image sets whether images are exported, and if so, how the export is formatted.

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Export Images Checkbox

 Check Export Images if images are included in the export.


 Date File Format is the format of the image-level load file. Select from:
o Opticon
o IPRO
o IPRO (FullText)

 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.

 Documents with only black and white images will use Group IV compression.
 Documents that include color images will contain LZW compression.
o PDF will export out the files as multi-page PDFs, with one file per document.

 The PDFs are not searchable.


 Color pages will remain in color.

22.1.3.8 Native

Native determines if native files are exported.

Export Native Files Checkbox

 Export Native Files if checked, exports the natives.

22.1.3.9 Metadata

Metadata determines how the document-level load file and extracted text are exported.

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Metadata Options

 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.

 Data File Encoding is the encoding of the document-level load file.


 Export Text Field as files is a checkbox that indicates how the extracted text or OCR will be
exported.
o If the box is checked, the files are exported as individual document-level text files, with
one file per document.
o If the box is not checked, the text is included as part of your load file.

 Text File Encoding is the encoding of the document-level text files.


 Text Field allows you to select which field you’d like to export.
o If you leave the box blank, extracted text contents are exported.
o If you select one of your workspaces’ long text fields, that field is exported.

The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.

 Export Multiple-Choice Fields as Nested maintains 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:

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When exported, the doc would show as “Hot\Really Hot\Super Hot;
Look at Later”

Once you have chosen 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
box appears outlining the issue.

Export Warning

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Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
click Run to complete the export.

22.2 Exporting a Saved Search


Once you have created your Advanced Search, open the desktop client. From the Tools menu, select
Export | Saved Search. For more information on Saved and Advanced Searches refer to the Searching
Manual.

The Exporting a Saved Search set window is divided into two tabs; Data Source Tab and Destination
Files Tab.

22.2.1 Data Source Tab


The Data Source tab allows you to define the data for your export.

Data Source Tab

 The Searches drop-down allows you to select the search you’d like to export. Select from a
drop-down of available saved searches. The documents in the selected views are exported. If
your saved search references a dtSearch or Relativity Analytics index, that index must be active.
 The Selected Columns section defines which fields you’d like to export for that search. These
boxes work in the same way as adding a field to a view in Relativity. All available fields are in the
right-side box. Fields on the left are exported.
 The Production Precedence section allows you to set which, if any, produced version of the
produced documents is exported in place of the original image. Click the ... ellipsis in the pro-
duction precedence section to make your selection.

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Pick Production Precedence

 Original Images exports only the original, non-produced images.


 Produced Images exports a produced version of the images.
 Click Include Original… to include original versions of images for documents that are not in a
specified production.
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.
 Note that only one version of each document will be produced. If the document is
in the top selected production, that version is exported. If not, Relativity will look
to the second 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 Orig-
inal box is checked.

22.2.2 Destination Files Tab


The Destination Files tab allows you to set the manner in which the files are exported.

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Destination Files Tab

The tab is divided into subsections as outlined below:

22.2.2.1 Export Location

Export Location allows you to select the target window directory for the export. Click the ... ellipsis to
browse and select the location.

Export Location Display

 Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.

22.2.2.2 Physical File Export

Physical File Export controls whether the files will be copied from the Relativity file repository.

Physical File Export Display

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 Copy Files From Repository
o If the box is checked (default) the files will be copied from the file server to the specified
export location.
o 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.

22.2.2.3 Volume Information

Volume Information controls the naming and size of the volume identifier.

Volume Information Display

 Prefix is the volume identifier’s alpha prefix.


 Start # is the first number used for the numeric section of the volume identifier. If multiple vol-
umes are created during the export, the number will increment, creating unique volume iden-
tifiers.
 # of Digits represents the amount of numerals attached to the prefix (e.g., if 2 were selected,
the output would be VOL001, VOL002.)
 Max size is the maximum size allowed for each volume in MBs.

22.2.2.4 Subdirectory Information

The Subdirectory Information controls the naming and size of volume subfolders.

Subdirectory Information Display

 Image Prefix is the alpha prefix for the subdirectory used to store exported images.
 Native Prefix is the alpha prefix for the subdirectory used to store exported native files.

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 Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.
 Start # sets the starting number for the subdirectories.
 # of Digits represents the amount of numerals attached to the subdirectory prefix (e.g., if 3
were selected, the output would be IMG001, IMG002, etc.)
 Max Files sets the number of files that will be stored in each subdirectory.

22.2.2.5 File Path

The File Path section controls the paths used to reference exported files.

File Path Display

 Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg

 Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg

 Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg

22.2.2.6 Native Load File Characters

Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats see that
section.

Native Load File Characters Display

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 The Column delimiter separates columns in the load file.
 The Quote delimiter qualifies the text in each field on the load file.
 The Newline delimiter signifies the end of any extracted text or long text field in the load file.
 The Multi-Value delimiter separates different choices within a choice field.
 The Nested Value delimiter shows the hierarchy of choices within a choice field.

22.2.2.7 Text and Native File Names

Text and Native File Names determines how exported native and extracted text files will be named.

Text and Native File Names Display

 Check append original file name to append the file’s original name to the end of the exported
file’s name.

22.2.2.8 Image

Image sets whether images are exported, and if so, how the export is formatted.

Export Images Checkbox

 Check Export Images if images are included in the export.


 Date File Format is the format of the image-level load file. Select from:
o Opticon Opticon
o IPRO
o IPRO (FullText)

 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.

 Documents with only black and white images will use Group IV compression.
 Documents that include color images will contain LZW compression.

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o PDF will export out the files as multi-page PDFs, with one file per document.
 The PDFs are not searchable.
 Color pages will remain in color.

22.2.2.9 Native

Native Load File Characters determines if native files are exported.

Export Native Files Checkbox

 Export Native Files if checked, exports the natives.

22.2.2.10 Metadata

Metadata determines how the document-level load file and extracted text are exported.

Metadata Options

 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.

 Data File Encoding is the encoding of the document-level load file.


 Export Text Field as files is a checkbox that indicates how the extracted text or OCR will be
exported.
o If the box is checked, the files are exported as individual document-level text files, with
one file per document.

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o If the box is not checked, the text is included as part of your load file.
 Text File Encoding is the encoding of the document-level text files.
 Text Field allows you to select which field you’d like to export.
o If you leave the box blank, extracted text contents are exported.
o If you select one of your workspaces’ long text fields, that field is exported.

The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.

 Export Multiple-Choice Fields as Nested maintains 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”

Once you have chosen 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
box appears outlining the issue.

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Export Warning

Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
click Run to complete the export.

22.3 Exporting a Folder


Exporting a folder allows you to export the contents of an entire workspace folder. Right-click on the
folder in the browser, select Export, and then Folder.

Note that you are exporting only the contents of the folder, not a folder and its subfolders. Exporting
the contents of a folder and its subfolders is covered in the next section. The setup options are the
same.

Once you have chosen your export settings, select File and click Run.

Run Export Folder Display

If you are missing any information needed to successfully perform the export, a warning dialog box
appears.

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Export Folder Warning Display

Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
Run to complete the export.

22.4 Exporting a Folder and Subfolders


To export the entire workspace, highlight the root folder of the workspace, go to the tools menu,
select Tools | Export, then Folder and Subfolders.

The same can be accomplished by right-clicking on the root folder of the workspace and selecting
Export, then Folder and Subfolders.

Exporting a folder and subfolders is divided into two tabs; Data Source and Destination Files.

22.4.1 Data Source Tab


The Data Source tab allows you to define the data for your export.

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Data Source Display

 The Views drop-down allows you to select the view you'd like to export.
 The Selected Columns section defines which fields you’d like to export for that search. These
boxes work in the same way as adding a field to a view in Relativity. All available fields are in the
right-side box. Fields on the left will be exported.
 The Start Export at Record # section allows you to identify which record begins your export by
selecting its document number.
 The Production Precedence section allows you to set which, if any, produced version of the
produced documents is exported in place of the original image. Click the ... ellipsis in the pro-
duction precedence section to make your selection.

22.4.2 Destination Files Tab


The Destination Files tab allows you to set the manner in which the files are exported.

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Destination Files Tab

The tab is divided into subsections as outlined below:

22.4.2.1 Export Location

Export Location allows you to select the target window directory for the export. Click the ... ellipsis to
browse and select the location.

Export Location Display

 Select Overwrite Files to overwrite any existing files of the same name in the target export direc-
tory.

22.4.2.2 Physical File Export

Physical File Export controls whether the files will be copied from the Relativity file repository.

Physical File Export Display

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 Copy Files From Repository
o If the box is checked (default) the files will be copied from the file server to the specified
export location.
o 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.

22.4.2.3 Volume Information

Volume Information controls the naming and size of the volume identifier.

Volume Information Display

 Prefix is the volume identifier’s alpha prefix.


 Start # is the first number used for the numeric section of the volume identifier. If multiple vol-
umes are created during the export, the number will increment, creating unique volume iden-
tifiers.
 # of Digits represents the amount of numerals attached to the prefix (e.g., if 2 were selected,
the output would be VOL001, VOL002.)
 Max size is the maximum size allowed for each volume in MBs.

22.4.2.4 Subdirectory Information

The Subdirectory Information controls the naming and size of volume subfolders.

Subdirectory Information Display

 Image Prefix is the alpha prefix for the subdirectory used to store exported images.
 Native Prefix is the alpha prefix for the subdirectory used to store exported native files.

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 Text Prefix is the alpha prefix for the subdirectory used to store exported extracted text files.
 Start # sets the starting number for the subdirectories.
 # of Digits represents the amount of numerals attached to the subdirectory prefix (e.g., if 3
were selected, the output would be IMG001, IMG002, etc.)
 Max Files sets the number of files that will be stored in each subdirectory.

22.4.2.5 File Path

The File Path section controls the paths used to reference exported files.

File Path Display

 Use absolute paths exports out paths to exported files as absolute paths.
o C:\ Desktop\VOL001\NATIVE001\AS000001.msg

 Use relative paths exports out paths to exported files as relative paths.
o .\VOL001\NATIVE001\AS000001.msg

 Use prefix allows you to add a prefix to the relative path, such as a cd drive letter.
o D:\VOL001\NATIVE001\AS000001.msg

22.4.2.6 Native Load File Characters

Native Load File Characters controls which delimiters are used when exporting a document-level load
file where the Data File Format is set to Custom. For more information on Data File Formats se e that
section.

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Native Load File Characters Display

 The Column delimiter separates columns in the load file.


 The Quote delimiter qualifies the text in each field on the load file.
 The Newline delimiter signifies the end of any extracted text or long text field in the load file.
 The Multi-Value delimiter separates different choices within a choice field.
 The Nested Value delimiter shows the hierarchy of choices within a choice field.

22.4.2.7 Text and Native File Names

Text and Native File Names determines how exported native and extracted text files will be named.

Text and Native File Names Display

 Check Append original filenameto append the file’s original name to the end of the exported
file’s name.
 Named after sets the naming convention for the exported files.
o Select identifier to name the files after your workspace’s identifier.
o Select beginning Bates to name the files after the production’s Bates number

22.4.2.8 Image

Image sets whether images are exported, and if so, how the export is formatted.

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Export Images Checkbox

 Check Export Images if images are included in the export.


 Date File Format is the format of the image-level load file. Select from:
o Opticon Opticon
o IPRO
o IPRO (FullText)

 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.

 Documents with only black and white images will use Group IV compression.
 Documents that include color images will contain LZW compression.
o PDF will export out the files as multi-page PDFs, with one file per document.

 The PDFs are not searchable.


 Color pages will remain in color.

22.4.2.9 Native

Native Load File Characters determines if native files are exported.

Export Native Files Checkbox

 Export Native Files if checked, exports the natives.

22.4.2.10 Metadata

Metadata determines how the document-level load file and extracted text are exported.

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Metadata Options

 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.

 Data File Encoding is the encoding of the document-level load file.


 Export Text Field as files is a checkbox that indicates how the extracted text or OCR will be
exported.
o If the box is checked, the files are exported as individual document-level text files, with
one file per document.
o If the box is not checked, the text is included as part of your load file.

 Text File Encoding is the encoding of the document-level text files.


 Text Field allows you to select which field you’d like to export.
o If you leave the box blank, extracted text contents are exported.
o If you select one of your workspaces' long text fields, that field is exported.

The text field export is used to export a secondary OCR field. This
secondary OCR field might store the OCR for the redacted version of an
image.

 Export Multiple-Choice Fields as Nested maintains 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:

Relativity | Admin Manual - 208


When exported, the doc would show as “Hot\Really Hot\Super Hot;
Look at Later”

 Original Images exports only the original, non-produced images.


 Produced Images exports a produced version of the images.
 Click Include Original… to include original versions of images for documents that are not in a
specified production.
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.
 Note that only one version of each document will be produced. If the document is
in the top selected production, that version is exported. If not, Relativity will look
to the second 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 Orig-
inal box is checked.

Once you have chosen your export settings, select File and click Run.

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Run Export Display

Note: If you are missing any information needed to successfully perform the export, a warning dialog
box appears outlining the issue.

Export Warning

Click OK. Return to your export dialog box to make the necessary adjustments, then select File and
Run to complete the export.

23 History
Relativity’s audit system contains a rich set of functionality for tracking users’ actions throughout the
workspace.

The tracked actions, including who performed the action and when, are:

 CaseMap add document – when a document is sent to CaseMap


 CaseMap add fact – when a selection of text from the viewer is sent to CaseMap as a fact
 Create – when an item is created
 Delete – when an item is deleted
 Document query – when a query is run
 Images created – when images are created
 Images created for production – when images corresponding to a production outside of Rel-
ativity are imported into the system
 Images deleted – when images are deleted
 Markup image created – when redactions or highlights are added to an image
 Markup image deleted – when redactions or highlights are removed from an image

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 Markup image modified – when redactions or highlights are moved, resized or edited on an
image
 Markup native created – when redactions or highlights are placed on a native
 Markup native deleted – when redactions or highlights are removed from a native
 Move – when a document is moved from one folder to another
 Native created – when a native file is loaded into Relativity
 Native deleted – when a native file is removed from Relativity
 Print – when a document is printed
 Production add document – when a document is added to a production
 Production remove document – when a document is removed from a production
 Search cache table creation – when a search cache table is created. Search cache tables are
created the first time you search for a term or phrase using dtSearch or Relativity Analytics
 Security – when security rights are assigned or changed
 Update – when a document’s metadata is updated on a single-document basis
 Update mass edit – when a document’s metadata is updated on a mass basis
 Update mass replace – when a document’s metadata is edited using a text mass replacement
 Update propagation – when a document’s metadata is edited according to a propagation rule
 View – when a document is viewed

You can access this history from the History tab. Like other tabs, the history tab displays views. The
history views, while visually different, act in the same way. For information on how to build a view, see
the Section Views.

Additionally, when viewing a document in the Core Reviewer Interface, you can access its history in the
related item pane’s documents history context.

23.1 History View Fields


The fields available to add are:

 Action is the action that was recorded.


 Artifact ID is the Artifact id of the item.
 Execution Time is the time taken for a document query, in milliseconds.
 ID is an identifier for the audit item. Each tracked action has its own unique identifier.
 Name is the name of the object.
 Object type describes the type of object.
 Record Origination is the server that sent the request.
 Request Origination is the connection details for the user that sent the change request.
 Username is the user that initiated the action.
 Timestamp is when the action took place.
 Details describes the action that was taken

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23.2 Searching History
From the History tab you can search history views using filters, just like any other view in Relativity.
For more information on using filters to search views, see the Relativity Searching Manual.

There is one special requirement for searching choice values in the details field. Actions related to field
choices are recorded using Artifact ID. For example as shown below.

Choice Field Update

If you would like to filter for the Issue choice "Really Hot", you must use the Artifact ID 2881180. The
name is for reference purposes only.

Click the Choice Legend icon in the view bar to see the choice values for all choice fields. The choice
legend displays all choices in the workspace, their artifact IDs and the fields with which they are
associated.

Choice Legend Display

Within the History tab you can also filter for:

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 Long running queries by Execution Time
 Import job to view the settings used, field mapped etc

24 Security Permissions
Relativity’s security rights are highly customizable. Each group you add to a workspace can have vastly
different permissions than others. You can also copy an existing group’s permissions to save time on
configuring the security console.

You set group permissions when you add a group to workspace, but these permissions can be
changed at any time via the Workspace Details page.

To add a group or edit an already-attached group’s permissions, click the Edit Permissions button:

Edit Permissions Button

This brings up the Security of Workspace console. From here you can change the workspace security.

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Change Security Console

The workspace security console options are:

 Back returns you back to the workspace details page.


 Add Group allows you to add a group to a workspace.
 Remove Selected Group allows you to remove a group from the workspace.
 Change Group Permissions allows you to change the group’s workspace rights.
 Copy Group's Full Permissions allows you to apply an existing group's security settings to a
new group or another existing group; this means that you do not have to define each group's
specific permissions each time you add or modify groups. Clicking this button brings up a Select
Group window containing other groups from which security can be copied. Once a group is
selected, its security is applied to the current workspace. This copies all security down to individ-
ual items and documents. This only takes the permissions this one time and does not update
dynamically if changes occur in the original group.

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Group selection to copy permissions from

Selecting the radio button of a group and clicking OK will apply that group's permissions to the group
highlighted in the list above the console. Note that selecting to copy the System Administrator group's
permissions will apply every permission available in the console to the highlighted group, as System
Administrators have the highest level of permissions.

The groups with rights to the workspace are displayed in the box on the upper-left of the console. The
selected group’s permissions are detailed below when selected. All members of the selected group are
listed, by name, next to the rights detail box.

24.1 Workspace Permissions


To add a group to a workspace, go to the Workspace Details tab and click Edit Permissions. Next on
the Security 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.

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Permissions Form

The permissions are divided into sections:

n Security
n Tab Visibility
n Browsers
n Mass Actions
n Admin Operations

24.1.1 Security
The group permissions area allows you to set object-level permissions. They follow a basic pattern,
with some variation. The rights are:

 View allows users to view and is the minimal permission.


 Edit allows users to edit and view.
 Delete allows users to delete, edit and view.
 Add allows users to add new instances of the object.
 Edit security allows users to edit the security for instances of the object.

Security rights work jointly with corresponding tab visibility or browser permission.

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For example, a user with all the rights listed above for fields would only be able to add, edit, delete or
edit security 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:

 Workspace sets the group’s permissions for the workspace.


o View is the minimum permission level and allows the group members to see the work-
space.
o Edit allows the group members to see the workspace and edit the workspace details.

 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.
 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.

 Accessing the security console


 Folders sets the group’s permissions for the folder browser. The group members also must
have permission 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.

 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

The edit document permission is the permission that allows groups


members to tag documents with workspace coding values using
layouts.

It is a common mistake to assign coding users rights to edit fields or


edit layouts. The edit fields permission (in concert with access to the
fields tab) allows users to 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
from the viewer, or to perform a print screen.
o Redact Document allows group members to place stamp or textbox redactions on a doc-
ument.
o Annotate Document allows group members to place a highlight on a document.

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o Add Image allows group members to use Relativity’s TIFF on-the-fly functionality.
o Delete Image allows group members to delete TIFFs present in Relativity.

 Reports sets group permissions for summary reports. All of the below permissions require
access to the summary report tab.
o View allows group members to view summary reports.
o Edit allows group members to view and edit summary reports.
o Delete allows group members to view, edit and delete summary reports.
o Add allows group members to add new summary reports.
o Edit Security allows group members to edit the security of summary reports.

 Fields sets group permissions for fields.


o View allows group members to view fields.
o Edit allows group members to view and edit fields

 Editing fields requires access to the fields tab.

o Delete allows group members to view, edit and delete fields.

 Deleting fields requires access to the fields tab.

o Add allows group members to add new fields.

 Adding fields requires access to the fields tab.

o Edit Security allows group members to edit field security.

 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.

 Layouts sets group permissions for layouts.


o View allows group members to view layouts.
o Edit allows group members to view and edit layouts.
o 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 layouts

 Deleting layouts requires access to the layouts tab.


o Add allows group members to add new layouts.

 Adding new layouts requires access to the layouts tab.

o Edit Security allows group members to edit layout security.

 Editing security for a layout requires access to the layouts tab.

 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.

 Editing production sets requires access to the production sets tab.

o Delete allows group members to view, edit and delete production sets.

 Deleting production sets requires access to the production sets tab.

o Add allows group members to add new production sets.

 Adding production sets requires access to the production sets tab.

o Edit Security allows group members to edit production sets’ permissions.

 Editing security for a production set requires access to the production sets tab.

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Note that the checkbox for productions is the only live checkbox.

There are no permissions for specific viewer options, so if you’d like to


restrict productions from appearing in the viewer for a certain group,
you can de-select the box.

 View sets group permissions for views.


o View allows group members to view views.

 Viewing any views besides document views requires access to the view object’s

tab.
o Edit allows group members to view and edit views.

 Editing any views besides document views requires access to the view object’s tab
or the views tab.
o Delete allows group members to delete views.

 Deleting views requires access to the views tab.


o Add allows group members to add a view.
o 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.

 Editing security for a view requires access to the views tab.

 Search Folder sets group permission for advanced and saved search folders.
o View allows group members to view search folders.

 Viewing search folders requires access to the advanced and saved searches
browser.
o Edit allows group members to view and edit saved search folders.

 Editing saved search folders requires access to the advanced and saved searches
browser.
o Delete allows group members to view, edit and delete saved search folders.

 Deleting saved search folders requires access to the advanced and saved searches
browser.
o Add allows group members to add new saved search folders.
 Adding advanced and saved searches requires access to the advanced and saved
searches browser.
o Edit Security allows group members to edit saved search security.

 Editing Security for saved searches requires access to the advanced and saved
searches browser.
 Search Sets group permissions for advanced and saved searches.
o View allows group members to view the results of saved searches.

 Viewing saved searches requires access to the advanced and saved searches

browser.
o Edit allows group member to view and edit saved searches.

 Editing saved searches requires access to the advanced and saved searches

browser.
o Delete allows group member to view, edit and delete searches.

 Deleting searches requires access to the advanced and saved searches browser.

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o Add allows group members to add new searches.
 New searches can be added from the advanced and saved searches browser.

o Edit Security allows group members to edit choice security.

 Editing security for a searches requires access to the advanced and saved searches

browser.
 Choice sets the group permissions for choices.
o View allows group members to view choices
o Edit allows group member to view and edit choices.

 Editing choices requires access to the choices tab.


o Delete allows group member to view, edit and delete choices.

 Deleting choices requires access to the choices tab.


o Add allows group members to add new choices.

 New choices can be added from the choices tab, or directly from layouts.
o Edit Security allows group members to edit choice security.

 Editing security for a choice requires access to the choices tab


 Markup Set sets group permissions for markup sets.
o View allows group member to view markup sets.
o Edit allows group members to view and edit markup sets.

 Editing Markup sets requires access to the markup sets tab.


o Delete allows group members to view, edit and delete markup sets.

 Deleting markup sets requires access to the markup sets tab.


o Add allows group members to add new markup sets.

 Adding new markup sets requires access to the markup sets tab.
o Edit Security allows group members to edit markup set security.

 Editing security for a markup set requires access to the markup sets tab.
 Tab sets group permissions for tabs.
o View allows group members to view tabs.
o Edit allows group members to view and edit tabs.

 Editing tabs requires access to the tabs tab.


o Delete allows group members to view, edit and delete tabs.

 Deleting tabs requires access to the tabs tab.


o Add allows group members to add new tabs.

 Adding new tabs requires access to the tabs tab.


o Edit Security for a tab allows group members to edit tab security.

 Editing security for tabs requires access to the tabs tab.


 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.

 Editing batch sets requires access to the batch sets tab.


o Delete allows users to view, edit and delete batch sets.

 Deleting batch sets requires access to the batch sets tab.

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o Add allows group members to add new batch sets.
 Adding new batch sets requires access to the batch sets tab.
o Edit Security allows group members to edit the security of existing batch sets.

 Editing the security of existing batch sets requires access to the batch Sets tab.
 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.

 Editing batch sets requires access to the batches tab.


o Delete allows users to view, edit and delete batches.

 Deleting batches requires access to the batches tab.


o Add allows group members to add new batch sets.

 Adding new batch sets requires access to the batch sets tab.
o Edit Security allows group members to edit the security of existing batch sets.

 Editing the security of existing batch sets requires access to the batch sets tab.
 Object Type sets group permissions for object types.
o View allows group members to see object types.
o Edit allows group members to view and edit object types.

 Editing object types requires access to the object types tab.


o Delete allows group members to view, edit and delete object types.

 Deleting object types requires access to the object types tab.


o Add allows group members to add new object types.

 Adding object types requires access to the object types tab.


o Edit security allows group members to edit the security of existing object types.

 Editing the security of object types requires access to the object types tab.
 Relativity Script sets group permissions for scripts.
o View allows group members to see Relativity scripts.
o Edit allows group members to view and edit any non locked scripts.

 Editing scripts requires the user to be a member of the Script Admin group.
o Delete allows group members to delete scripts.

 Deleting scripts requires the user to be a member of the Script Admin group.
o Add allows group members to add new scripts.
o Edit Security allows group members to edit the security of existing scripts.

 Editing security on scripts requires the user to be a member of the Script Admin
group.
 Search Index sets group permissions for search indexes.
o View allows group members to see search indexes.
o Edit allows group members to edit search indexes.

 Editing search indexes requires access to the search indexes tab.


o Delete allows group members to delete search indexes.

 Deleting search indexes requires access to the search index tab.


o Add allows group members to add search indexes.

 Adding search indexes requires access to the search index tab.

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o Edit Security allows group members to edit search indexes.
 Editing search indexes requires access to the search index tab.
o Dictionary Access allows group member to see the dictionary function when searching
with a dtSearch index.
 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.

 Transform sets group permissions for the transforms that are added to transform sets.
o View allows group members to see transforms.
o Edit allows group members to see transforms.
o Delete allows group members to delete transforms.
o Add allows group members to add transforms.
o Edit Security allows group members to edit the security of existing transforms.

 Search Terms Report sets group permissions for search terms reports.
o View allows group members to view search terms reports.
o Edit allows group members to edit search terms reports.
o Delete allows group members to delete search terms reports.
o Add allows group members to add search terms reports.
o Edit Security allows group members to edit the security of existing search terms reports.

 Search Terms Result sets the group permissions for search terms results.
o View allows group members to view search terms results.
o Edit allows group members to edit search terms results.
o Delete allows group members to delete search terms results.
o Add allows group members to add search terms results.
o Edit Security allows group members to edit the security of existing search terms results.

 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.

 Relativity Applications sets the group permissions for applications.


o View allows group members to view applications.
o Edit allows group members to edit applications.
o Delete allows group members to delete applications.
o Add allows group members to add applications.
o Edit Security allows group members to edit the security of existing applications.

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 OCR Profiles
o View allows group members to view OCR 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

 OCR Sets
 View allows group members to view OCR Sets.
 Edit allows group members to edit OCR Sets.
 Delete allows group members to delete OCR Sets.
 Add allows group members to add OCR Sets.
 Edit Security allows group members to edit the security of existing OCR Sets.

24.1.2 Tab Visibility


The Tab Visibility section allows you to grant group rights to view tabs. As described above, you need
to combine sets of rights and tab visibility to give users the tools they need to complete their tasks.
Check the box next to a tab to make it visible for the group.

Tab Visibility Permissions

The tabs available for checking include the following:

 Documents
 Workspace Details
 Summary Reports
 Markup Sets
 Production Sets

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 Fields
 Choices
 Layouts
 Views
 Administration
 Tabs
 History
 Batch Sets
 Object Types
 Review Batches
 Search Indexes
 User Status
 Transform Sets
 Search Terms Reports
 Script
 Relativity Applications
 OCR
 OCR Sets
 OCR Profiles
 <Custom> - custom tabs will be listed individually

24.1.3 Browsers
The Browsers section allows you to control which browser options are visible to the group. Check the
box next to the browser type to make it visible for the group.

Browser Permissions

Groups with rights to no browsers simply see their views with the documents area spanning the whole
screen.

 Clusters
 Workspace Folders
 Advanced and Saved Searches
 Field Tree

24.1.4 Mass Actions


The Mass Actions section allows you to control which types of mass action rights the group can access.
Put a check next to the Mass Action you want group members to have access to.

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Mass Actions Permissions

The following Mass Actions are available for checking:

 Cluster gives group members the rights to cluster documents using Relativity Analytics clus-
tering.
 Process Transcript allows group members to process imported transcripts for viewing in Rel-
ativity.
 Create Word Index gives group members the rights to create word indexes on selected doc-
uments.
 Mass Copy gives group members the rights to copy securable objects such as views, layouts
and summary reports.
 Mass Edit gives group members the rights to use their layouts to simultaneously edit doc-
ument field values for multiple documents.
 Mass Move gives group members the right to simultaneously move documents from one or
more folders to one target folder.
o Mass Move also requires add and delete document rights.

 Mass Delete allows group members to mass-delete documents.


o Mass delete also requires the rights to delete documents.

 Mass Produce gives group members the right to simultaneously add multiple documents to a
production set.
 Mass Replace allows group members to perform a replace operation on multiple documents.
Examples include:
o Copying the contents of one text field to another.
o Adding a set string to the beginning or end of an existing field.
o Merging the values of a source field with the values of a target field.

 Mass Image allows group members to simultaneously send image requests for multiple native
files.
 Mass Print image gives group members the right to simultaneously print images from multiple
documents.
 Tally/Sum/Average allows group members to tally, sum and average the values of any numeric
fields. This action is recorded under the document history.
 Send to CaseMap allows group members to send multiple documents to CaseMap.
 Export to File gives group members the right to export the contents of a view to a .csv, .xls or
.dat file.

For more information about mass operations, see the appendix on Mass Operations.

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24.1.5 Admin Operations
There are several admin operations that can be separately secured. Put a check next to the operation
you want group members to have access to.

Admin Operations Permissions

The following operations are available for checking:

 Assign Batches allows group members to check out batches to other reviewers.
 Manage Object Types allows group members to add and edit object types.
 Use Pivot/Chart allows group members to use the pivot grid and chart functions.
 View Workspace Details allows group members to use the pivot grid and chart functions.
 View User Status allows group members to access the User Status tab.
 View Relativity Utilities allows group members to access the Download Relativity Desktop
Client button on the Administration tab.
 Override Production Restrictions allows group members to override the Production Restric-
tions setting in Workspace Details and thus produce documents that contain conflicts based on
these restrictions.
 Manage Relativity Applications allows group members to associate objects to applications by
making the Relativity Applications field available on create and edit pages for Field, Layout,
View, Script, Object Types, and all other objects compatible with applications.
 View all Audits allows group members to view audits of workspace components (e.g., doc-
uments, markup sets, dynamic objects, fields, etc.).
 View Batch Pane allows group members to view the batches associated with a document in the
related items pane.

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 determined by their workspace-wide field rights.

However, it is often necessary to further secure workspace items. For instance, you may have a group
doing contract review. You want the group to be able to see the custodian fields but not edit it.

To secure individual items, go to that item’s details page and click Edit Permissions.

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Edit Permissions Button

The security console for the individual item is launched.

Change Security Options

The Change Security form appears with the following options:

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 Overwrite Inherited Security overrides, or trumps, the workspace level settings.
 Inherit Security is the default, and leaves the item open to inherit security settings from its
object (i.e., case workspace).

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 will appear to inform you
of the change’s impact.

 Add Group allows groups to be granted access to the item.


 Remove Selected Group removes group access to the item.
 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 padlock 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 Scripts
Relativity scripts allow for the creation and execution of flexible SQL-based scripts that can be used to
customize and augment Relativity functionality. Scripts are Relativity artifacts. This means they have
the same features as standard Relativity objects, allowing them to be secured and audited.

Scripts may also be called through a SQL Stored Procedure, allowing them to be scheduled and run at
a specific time.

Scripts can only be written by Script Administrators, a special Relativity group who must also have
System Administrator permission. Relativity Script Administrators are part of a group that has
permissions to preview, edit, and create scripts. Before a user can belong to this group, they must be
granted Relativity Administrator permissions, and then added as a Relativity Script Administrator.
Relativity Administrators are not automatically members of this group.

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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.

Script Permissions

*With view rights


** With add rights

25.1 Creating a Script Tab


Scripts can be added to any workspace. To activate the scripts, add a new tab with the following
information:

 Name: Scripts
 Tab Order: enter desired order
 Link Type: Object
 Parent: leave blank
 Object Type: Relativity Script
 Is Default: No

Click Save. For more information on creating tabs, see the sections Tabs.

By default, newly created tabs are visible only to system


administrators. This applies even if the creating user’s group has
access to see all other tabs. Go to workspace permissions to assign the
rights to view the new tab.

Once the tab is available, you are able to execute existing scripts, add scripts from the Script Library
and create new scripts if you are part of the Relativity Script Administrator systems group. Available
scripts vary; visit the kCura Support site to download documentation on individual scripts.

25.2 Adding a Script


As long as you are a Script Administrator, you can create, edit and run your own scripts. Before
running a script it is important to read the script formatting section of this document.

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Due to the complexity and impact a script can have, they should only be created, and run by expert
users of Relativity, SQL and XML.

It is recommended that you read 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:

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 Create New Workspace Script allows you to create and edit your own environment and work-
space scripts via the Script tab.
 Select from Script Library allows you to choose from a list of predefined Relativity scripts. The
Script Library tab is created when Relativity is deployed.
 Relativity Applications associates the script with an application created in the Relativity Appli-
cations tab. All existing applications are available when you click the ellipsis. This is only available
for those who have the Manage Relativity Applications permission under Admin Operations.
For information on applications, please see the Relativity Applications section.

Enter or paste the required script into the script body section. To refer to a help file that outlines how
to write scripts, click the question mark button.

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

 Save establishes the script in Relativity and displays the Script Information page.
 Save and New establishes the selected script in Relativity and displays a new script page.
 Save and Back establishes the selected script in Relativity and takes you to the script list.
 Cancel aborts the selected script creation. All entered information is discarded.

25.2.1 Selecting from Script Library


To add a script, go to the Script tab and click New Script. In the script type, choose Select from Script
Library and click the ellipsis ... button.

Select from Script Library Option

The Select Script dialog box appears. Select your script from the list and click OK.

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Select Script Display

The script is populated in the Script type section. There are four buttons appearing at the top and
bottom of the form:

 Save establishes the selected script in Relativity and displays the Script Information page.
 Save and New establishes the selected script in Relativity and displays a new script page.
 Save and Back establishes the selected script in Relativity and takes you to the script list.
 Cancel aborts the selected script

For more information about writing scripts and the script library refer to the Relativity Script Guide.

25.2.2 Running a library script


Go to the Script Tab and click on the desired Script Name. If necessary you can use the Show Filters to
locate your 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:

 Edit allows you to edit the script information.


 Delete removes the script from Relativity.
 Back redirects you to the script list.

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 Edit Permissions allows you to establish rights for the script.
 View Audit displays the layout audit history.

To execute the script, click Run on the Script Console.

Once the script is run you will be able to:

 Preview displays a pop-up allowing you to view the SQL script.


 Run allows you to execute the script again.

You can also export the script results from the Mass Operations bar.

25.3 Editing a Script


To 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
Details page. Click the Edit button to access and change the group information.

To Copy or Delete script, select the checkbox next to the script. In the Mass Operations Bar select the
required action from the drop-down, and then click Go.

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Script Mass Operations

25.4 Script Library


Within Relativity there is a library of commonly used scripts that can be run at any time. It is important
to note 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 Scripts


Below is a list of standard Relativity scripts available from the library. Note this list may be subject to
change in different versions of Relativity.

Environmental Scripts:

 User Billing Statistics reports on all users who had access to the workspace at any time during
the month, except where the email address contains @kcura.com.
 Case Workspace Billing Statistics reports on peak billable data for all workspaces in a Relativity
environment; it can be used in environments where the auto emailed statistics feature is not
possible.
 Long Running Query Audit is an environment script that reports on all long running queries for
the last 14 days. Long Running Queries are SQL queries that take several seconds or more to
complete.
 Index Optimize Audit is an environment script that reports on the history of indexes optimized
over the last two weeks; the index optimize is a schedule task to eliminate index fragmentation
in SQL.
 Transaction Log Truncation Shrink is an environment script that truncates and shrinks the LDF
file for a database to the minimum possible size.

Workspace Scripts:

 Get Index Fragmentation Levels gathers current index fragmentation levels for a workspace on
indexes with more than 10 percent fragmentation, and above 50 page count; if all indexes in a
workspace have less than 10% fragmentation and under 50 pages, they will not be reported on.

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 Script Propagate Sent Date to Family Documents sets all email families documents to the
same sent date as their parent documents in a workspace; allows for chronological sorting
within all documents.
 Set Duplicate Flag Field identifies and sets a Yes/No field on all workspace documents to indi-
cate a duplicate or master; where the field’s value is empty; master documents are the doc-
uments with the lowest artifact ID in a set of duplicates, or documents that do not have any
duplicates.
 Set Extracted Text Size Field stores a document's extracted text data length (in Kilobytes) in a
decimal field; used for documents in a workspace where the field’s value is empty.
 Set Production Beg/End Bates Field is an action script that populates the production begin-
ning and end attachment range fields for each workspace document included in a production
and utilizes the Family Identifier field, which must be present and valid.
 Set Relativity Folder Path Field is a workspace script that stores the current Relativity folder
path of each document in a long text field; allows you to see the full path structure of a folder
for example, Custodian / J Smith / Inbox; this script will populate the new long text field with the
current workspace folder structure.
 Script DBCC Clean Table allows you to reclaim free space from dropped variable-length col-
umns in tables or indexed views of a workspace; you may wish to run this script after any major
cleanup of fixed length text fields in a workspace.
 Script Identify Max Character Length for All Case Workspace Fields reports on all fixed length
text fields in a workspace and returns the current set length value, and the required maximum
character length to determine the field’s minimum requirement without worrying about trun-
cating data; when determining the new field length, you will want to create it slightly larger than
the field's value returned in the Relativity Script.

25.5 Script Compatibility and Updates


To improve system performance, architecture improvements are often applied to Relativity’s SQL
tables for new 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 affecting the new version.

When upgrading your environment, the unique script key is referenced to determine if an update is
required. If so, this is performed automatically.

26 Search Indexes
Relativity’s searching options provide a powerful way of managing a document set by allowing you to
isolate individual terms within individual documents.

There are three main indexes in Relativity, all found in the Search Indexes tab:

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 Keyword Search
 dtSearch
 Relativity Analytics

The Search Indexes tab allows you to perform the following actions:

 New dtSearch Index button allows you to create a new dtSearch index.
 New Analytics Index button allows you to create a new Relativity Analytics index.
 Export to Excel allows you to export the contents of the current list to Excel.
 Reset Column Size allows you to reset the columns in the view.
 Show Filters allows you to apply a filter on any field in the list.
 Clear All clears any applied filters.
 Sort is available by clicking any of the column headers.
 Copy selected indexes.
 Delete selected indexes.

Search Index Display

26.1 Keyword Index


Keyword Search is Relativity’s default search engine. While it does not have as many available options
as other types of searching, it has the advantage of being an automatically populated index. This
reduces maintenance 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.

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Keyword Search Link

The Keyword Search Index Details Page appears.

Keyword Search Index Details

 Name is the name of the keyword search index. The name is used as the display name for the
index in the documents tab search with drop-down.
 Order is a number that represents the position of the index in the list. The lowest-numbered
index will be at the top. The highest-numbered index is at the bottom. Items that share the
same value are sorted in alphanumeric order.
o Index order can be any integer (positive or negative). No decimals are allowed.

The Index Management console appears on the right side of the screen. This console allows you to
deactivate and/or activate the index.

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

 Edit allows you to edit the index information.


 Delete removes the index from Relativity.
 Back redirects you to the index list.
 Edit Permissions allows you to establish rights for the index.
 View Audit displays the index’s audit history.

26.2 dtSearch
In addition to Relativity’s keyword search, you can use dtSearch technology. Like Keyword Search,
dtSearch allows you to search document content, but dtSearch’s advanced functionality goes a step

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further by allowing you to perform proximity searches, stemming, and other advanced keyword
searching operations not available in keyword search.

Unlike Keyword Search, dtSearch contains fully managed indexes to support its extended operations;
you must update the index every time data is added, removed, or edited.

26.2.1 Creating A New Search Index


To create new index, go to the Search Index tab and click New dtSearch Index.

New dtSearch Index Button

The New dtSearch Index form appears with required fields in orange and optional fields in gray.

Creating a dtSearch Index

 Name is the name of the dtSearch index. The name is used as the display name for the index in
the documents tab search with drop-down.

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 Order is the number that represents the position of the index in the list. The lowest-numbered
index is at the top. The highest-numbered index is at the bottom. Items that share the same
value will be sorted in alphanumeric order.
o Index order can be any integer (positive or negative). No decimals are allowed.

 Searchable Set is the set of documents to be indexed. Select all documents in the workspace, or
choose from any workspace-saved search.
o If you select all documents in your workspace, the fields where add to FullText is yes will
be indexed.
o If you select a saved search

 The documents returned by the search will be indexed.


 The fields returned for hit records will be indexed.
 It may use a dtSearch or Relativity Analytics index. Make sure the index is active.
 Index Share is populated by default. Your Relativity administrator will inform you if you need to
change the entry.
 Auto Recognize Date, Email, and CC’s is a yes/no field and is described in the next section.
 Send Email Notification upon Completion or Failure to allows you to send email notifications
when your index population fails or completes. Enter the email address(es) of the recipient(s)
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon.
 The Noise Words box allows you to edit the list of words to be ignored during indexing.
 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, and which are ignored. The categories of items in the alphabet file are:
 Letter
o A searchable character. All of the characters in the alphabet (a-z and A-Z)
and all of the digits (0-9) should be classified as letters.
 Hyphen
o Hyphens are removed when creating indexes. First-Level will become two
separate words in a dtSearch index. Relativity does not currently support
allowing the hyphen to be removed and FirstLevel to become one word in
an index.
 Space
o 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 sep-
arate words: U, S and A.
 Ignore
o A character that is disregarded in processing text. For example, if you clas-
sify the period 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:

 Save establishes the index in Relativity using the entered settings and takes you to the search
index details page.

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 Save and Back establishes the index in Relativity using the entered settings and takes you to
index list.
 Cancel aborts the creation of the index. All entered information will be discarded.

One you have entered your settings, click Save to bring up the Index Details page.

Index Details Page

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

 Edit allows you to edit the index information.


 Delete removes the index from Relativity.
 Back redirects you to the index list.
 Refresh updates the page.
 Edit Permissions allows you to establish rights for the index.
 View Audit displays the index’s audit history.

In addition, the Search Index Console comes up on the right side of the screen when you click Save.

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Search Index Console

This console allows you to:

 Perform a Full Build to create an index for documents


 Perform an Incremental Build to add new documents to the index.
o This is done when new documents are added to the workspace and must be indexed.
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 doc-
uments removed from the index you should choose the option to compress the index
which removes references to these removed documents in the dictionary.
 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 Inactive status and deleted from the population table. A user cannot search against
this index and the only way to use it again is to run a full build.
 Refresh the page during an index build or compress by clicking Refresh Page.
 Resolve any errors during the build by clicking Resolve Errors/Retry.
 Compress an index by clicking Compress Index. This button will:
o Change the index status to Compressing Index.

 Activate the index


 Deactivate the index

Click Full Build or Incremental Build to build your index. A pop-up displays to verify your build. It also
has a checkbox that allows the index to be automatically activated upon completion. Indexes must be
active in order to search them. Inactive indexes will not be usable during the search process.

If the dtSearch agent encounters a network-related error during the


build process, it will execute up to three retry attempts at 20 second
intervals.

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Full Build Option

 Activate this index upon completion if checked will activate the index once created.
 Compress this index upon completion if checked will compress the index once it has been
created.

When you reindex a new version of a document that you had previously indexed, dtSearch marks the
information about the old version of the document as obsolete but does not remove it from the index.
Compressing an index removes this obsolete information and also optimizes the index for faster
searching.

If you compress the index outside of Relativity it cannot be used in


Relativity versions 6 and greater.

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
Search Index Console. The index will not activate if there are errors. By clicking Activate the index
becomes available in the Search drop-down.

Search Index Console

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Once an index has been activated, you can deactivate it by clicking Deactivate. This will 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

n Activate this index upon completion when checked will activate the index when the com-
pressing process is complete.

26.2.2 Auto-Recognize Date, Email and Credit Card


The Auto-Recognize Date, Email and CC’s yes/no option on the dtSearch index reads documents and
interprets within the data various formats of dates, email addresses and credit card numbers. This
allows you to find variations on these formats.

Auto-Recognize is a powerful tool, but please note that enabling this feature will impact the speed of
the creation or updating of an index.

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26.2.2.1 Dates

Date recognition looks for anything that appears to be a date, using English-language months
(including common abbreviations) and numerical formats. Examples of date formats that are
recognized include:

 January 15, 2006


 15 Jan 06
 2006/01/15
 1/15/06
 1-15-06
 The fifteenth of January, two thousand six

To search for a date, put "date()" around the date expression or range.

26.2.2.2 Email Addresses

Email address recognition looks for text that follows the syntax for a valid email address (example:
sales@dtsearch.com). This makes it possible to search for a specific email address regardless of the
alphabet settings for the @ and . characters, as well as any other punctuation that may be present in
an email address. Also, this makes it possible to use the word listing functions in dtSearch to
enumerate all email addresses in a document collection.

To search for an email address, put "mail()" around the address. The * and ? wildcard expressions are
supported inside the () marks. Examples:

 mail(sales@dtsearch.com)
 mail(sa*@dtsearch.com)

26.2.2.3 Credit Card Numbers

Credit card number recognition looks for any sequence of numbers that appears to satisfy the criteria
for a valid credit card number issued by one of the major credit card issuers. Credit card numbers are
recognized regardless of the pattern of spaces or punctuation embedded in the number. Examples:

 1234-5678-1234-5678
 1234567812345678
 1234 5678 1234 5678

Numerical tests used by credit card issuers for card validity are used to exclude sequences of numbers
that are not credit card numbers. However, these tests are not perfect, and thus the credit card
number recognition feature may pick up some numbers that are not really credit card numbers.

To search for a credit card number, put "creditcard()" around the number. Example:

 creditcard(1234*)

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26.3 Dictionary
After building your dtSearch index, a Dictionary Search option is available. The Dictionary Search
allows you to search the index for a specific term, see the total occurrences of the term and the
number of documents containing it.

To launch the Dictionary Search, click the Dictionary link next to the Keywords textbox.

Dictionary Link

For more information, refer to the Relativity Searching Manual.

26.4 Relativity Analytics


Relativity offers conceptual searching functionality through Relativity Analytics.

26.4.1 What is Conceptual Searching?


Conceptual searching works with concepts instead of keywords. Unlike traditional search engines,
indexing is based on co-occurrences of words and recognizes ideas and concepts between documents.
The supporting technology is the mathematically based latent semantic indexing (LSI).

There are no pre-established word lists, dictionaries or linguistic techniques such as sentence
structures. Relativity Analytics is language-independent and self-training. The search technology
“learns” all it requires from material selected for searching. Not only can it identify, classify and sort
information rapidly, it can find relevant documents that other search techniques miss.

26.4.2 How Can I Use Relativity Analytics?


There are several ways to use Relativity Analytics:

 Conceptual term searching allows you to enter a block of text and return conceptually cor-
related records.
 Keyword expansion shows words that are conceptually correlated to a submitted word or high-
lighted text.
 Similar document detection identifies groups of highly correlated documents and displays
them as related items in Relativity.
 Submit selected concepts returns conceptually correlated documents based on a selection of
text.
 Find similar documents returns conceptually correlated documents based on an entire doc-
ument.
 Categorization finds similar documents based on a set of example documents.
 Clustering groups conceptually similar documents, without the need for example documents.

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These tools are documented in the Relativity Searching Manual and the
Relativity Analytics Manual.

26.4.3 Creating a Relativity Analytics Index


There are two types of Relativity Analytics indexes:

 Search Indexes can be used to search for keywords and concepts, and to find related doc-
uments based on words, phrases or entire documents. Search indexes are also used for clus-
tering, which is the automated method of document categorizing by concept.
 Category Indexes are used to categorize large groups of documents based on a few manually
chosen examples that represent that concept.

To create a new index, go to the Search Index tab and click New Analytics Index.

New Analytics Index button

The New Search Index Form appears, with required fields in orange and optional fields in gray.

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Search Index Options

 Name is the search index name. This is used as the display name in the search drop-down or
when right clicking on the document viewer.
 Order is the number that represents the position of the index in the search index drop-down.
The lowest-numbered index is at the top. Items that share the same value are sorted in alpha-
numeric order.
 Index Type determines what type of index you create: Search or Category. By default, this is set
to Search.
 Maximum Conceptual Highlight Terms controls how many conceptually related terms are high-
lighted on each hit document, by default this is set to 10. Recommended range is between 1
and 100.
o Only terms with a 50% or higher correlation are highlighted

 Dimensions determines the dimensions of the concept space into which documents will be
mapped when the index is built; more dimensions increase the conceptual values applied to doc-
uments and refine the relationships between documents.

A larger number of dimensions can lead to more nuances due to more


subtle correlations that the system detects between documents.
However, the trade-off is that higher dimensionality requires more
resources from the Relativity Analytics server, especially RAM memory.
Based on our research, higher dimensionality has a diminishing return
on results once you exceed 300 or more dimensions.

The default setting is 100 dimensions.

 Number of Processes is the number of processors on the Relativity Analytics server that will be
used to create the index.

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Number of processes should not surpass the number of processors on
the Analytics server. Always take advantage of multiple processes
when indexing more than 1,000,000 documents.

 Batch Size is the number of documents inserted into the Analytics search or categorization
engine at a time. The default value is 1000.
 Send Email Notification upon Completion or Failure allows you to send email notifications
when your index population fails or completes; here you will enter the email address(es) of the
recipient(s)
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon.
 Training Set is the document set from which the Relativity Analytics engine will learn word rela-
tionships to create the index. Select any public saved search. It is recommended that you only
return the Full Text field in the search. The default search is <Default Training Set>. This search
will return only the extracted text field of all documents where the size of the field is greater than
0 mb and less than 2mb. This ensures that empty documents and documents that might have
many concepts are not included in training set. Documents without text cannot be indexed. Doc-
uments that have multiple concepts can distort search results.
 Searchable Set is the document set that will be searched using the index. Select from any work-
space saved search. The default is <Default Searchable Set> which returns only extracted text for
all documents.
 Minimum Coherence Score is the setting that is used when determining similar documents for
the related items pane. Increasing this number requires that documents in the related items
similar pane have a close similarity. Decreasing this number allows for a wider range of con-
ceptually similar documents.
 Concept Stop Words determines the stop words for the conceptual index. The stop words are
displayed in a textbox. You can add or remove stop words from the list.
 dtSearch Noise Words determines the noise words for the index’s keyword dtSearch index. The
noise words are displayed in a textbox. You can add or remove noise words from the list.

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

 Save records the index in Relativity using the entered settings and takes you to the Search
Index Details Page.
 Save and Back establishes the index in Relativity using the entered settings and takes you to
index list.
 Cancel aborts the creation of the index. All entered information will be discarded.

Once you have entered your settings, click Save to bring up the Index Details page.

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Index Details Page

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

 Edit allows you to edit the index information.


 Delete removes the index from Relativity.
 Back redirects you to the index list.
 Refresh updates the page.
 Edit Permissions allows you to establish rights for the index.
 View Audit displays the index’s audit history.

The Manage link is also available in the Advanced Options section. This link redirects you to the
Content Analyst index management application. Please visit their documentation to understand the
features and functionality. The only options that should be edited are filters.

The index has been established, but not populated or ready for use. From the Search Index Details
Page, you will be able to manage the index through the search index console.

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Search Index Console

The initial options in the search index console will be:

 Full Population adds all documents from the training set and searchable set to the ready-to-
index list.
 Refresh Page refreshes the page, allowing you to check the status of the population.

Upon clicking the Full Population button, the red Stop Population button becomes available in
the console.

Stop Population Available

 Stop Population stops a full or incremental population. After the Stop button is click, any doc-
ument with a status of Populated is indexed. After that operation completes, the process stops.
A partial index is not able usable. To repair your index, perform a Full Population to purge the
existing data. You can also delete the index from Relativity entirely. Resolve any errors during
the population by clicking Resolve Errors

Only one index can be populated at a time. If you submit more than
one index for population, they will be processed in order of submission.

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Population Status display

When the documents have populated the list, the status is listed as Population: Populated. This may
take some time, depending on the size of the training set. You can occasionally hit Refresh to update
the status and see the number of items still pending.

After the population is complete, the console provides two new options:

Build Index Available

 Incremental Populationadds any new documents from the training set and searchable set to
the ready-to-index list.
 Build Index takes the documents on the ready-to-index list and indexes them. The process
goes through the following stages:
o STARTING
o COPYING_ITEM_DATA
o FEATURE_WEIGHTING
o COMPUTING_CORRELATIONS

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o INITIALIZING_VECTOR_SPACES
o UPDATING_SEARCHABLE_ITEMS
o OPTIMIZING_VECTOR_SPACE_QUERIES
o FINALIZING

Once the index has been built, there is a new option available:

Enable Queries Options

 Enable Queries loads the index to server memory and prepares it for use.

If the Relativity Analytics server is restarted, you need to re-enable


queries.

After you have enabled queries for the workspace, you will need to activate it.

 Activate makes the index available for users. Specifically, it adds the index to the Search With
drop-down on the Documents tab and the right-click menu in the viewer. Relativity Analytics
indexes must be active in order to be searchable.

After activating the index, you will have three new options:

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New Console Options

 Disable Queries will make the index inaccessible to users.


 Identify Similar Documents is an automated process that analyzes all the documents in the
searchable set of the index and identifies groups of conceptually similar documents. The level of
similarity required is based on the Minimum coherence score set in the index information page.
These similar documents then appear in the related items pane with the icon. To indicate
these similar documents three fields are created. Removing these fields from the database will
remove the icon from the related items pane. These fields are:
o <Index Name>-IsMain is a Yes/No field to indicate the Yes on the main conceptual doc-
ument in a similar group. The coherence score indicates similarity to this document.
o <Index Name>-Score is a decimal field that indicates the coherence value to the main doc-
ument. The higher the number the more conceptually related the document is to the
main 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 the main document for the group. This repeated document id is the related value for
the group.
 Detailed Status will display a more in-depth index details. This information can be helpful when
finding issues with an index.

26.5 Adding New Documents to an Existing Search Index


If you add new documents to the training or searchable set used to create your search index, you
must update your index to include these new documents.

Go to the search’s index console.

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Search Index Console

Click Incremental Population to add the new documents to the ready-to-index list. After the
documents all have been populated, click Disable Queries, then Build Index to re-index the
documents, then Enable Queries.

26.5.1 Creating a Category Index


In addition to creating search indexes, you also can create category indexes. Category indexes are used
to categorize large groups of documents based on a few examples that represent that concept.

For example, early in your review you may not know all the documents in your workspace. However,
you may understand the key concepts of the workspace and can find a few representative examples of
these concepts. The categorization process takes these example documents and finds conceptually
correlated documents in the rest of your workspace.

If you have little knowledge of your workspace data and would like
Relativity Analytics to examine your data and define categories itself –
without examples – use the search index’s clustering feature.

Before creating your category index, you need a few fields. The field names below are just a suggestion
– you can name your fields something more appropriate to your case.

 Categorization example
o Type = yes/no
o Purpose – to establish the document as an exemplar of a category

 Categorization concepts
o Type = multiple-choice list
o Purpose – to display the key concepts of your workspace; populate the choices in this
field. Make sure you have selected only one category per document.

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 Categorization rank
o Type = decimal
o Purpose – to show how correlated a hit document is to the category’s example

Once you’ve created your categorization fields and coded information in the example and concept
fields, you can create your index. To create new category index, click the New Analytics Index button.

New Analytics Index Button

To create a search index, select Category from the Index Type drop-down.

The New Analytics Form appears, with required fields in orange and optional fields in gray.

New Analytics Form

 Name is the index’s name.


 Index Type is the type of index to create. Select Category to create a category index.

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 Dimensions is the number of dimensions used to build the index.

A larger number of dimensions can lead to more nuanced results due


to more subtle correlations that the system detects between
documents.

However, the trade-off is that higher dimensionality requires more


resources from the Relativity Analytics server, especially RAM memory.
Based on our research, higher dimensionality has a diminishing return
on results once you exceed 400 or more dimensions.

The default setting for dimensionality is 100 dimensions.

 Number of Processes is the number of processors on the Relativity Analytics server used to
create the index. Generally this should remain the default of 1.

Number of processes should not surpass the number of processors on


the Analytics server. Always take advantage of multiple processes
when indexing more than 1,000,000 documents.

 Batch Size is the number of documents inserted into the Analytics search or categorization
engine at a time. The default value is 1000.
 Send Email Notification upon Completion or Failure to allows you to send email notifications
when your index population fails or completes. Enter the email address(es) of the recipient(s)
o If you would like to send the email to multiple recipients, separate the entries with a sem-
icolon
 Training Set is the document set from which the Relativity Analytics engine will learn word rela-
tionships to create the index. Select any saved search. It is recommended that you only return
the Full Text field in the search. The default search is <Default Training Set>. This search will
return only the extracted text field of all documents where the size of the field is greater than 0
mb and less than 2 mb. This ensures that empty documents and documents that might have
many concepts are not included in index. Documents without text cannot be indexed. Doc-
uments that have multiple concepts can taint search results.
 Searchable Set is the document set that will be searched using the index. Select from any work-
space saved searches. The default is <Default Searchable Set> which returns only extracted text
field for all documents.
 Example Indicator Field is the field that will mark a document as an exemplar of a category.
Choose your example field created above.
 Category Field is a field that contains the desired conceptual categories. Choose your multiple-
choice list created above. A document can have only one category selected.
 Category Rank Field is a field that shows the correlation of conceptual hit to its example.
Choose your decimal field created above.
 Minimum Score is the minimum percentage a document must have to the exemplar in order to
be categorized.

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 Maximum Categories/document determines how many categories a document can appear in
concurrently.
o In some workspaces, a document may meet the criteria to be included in more than the
maximum number of categories. If that maximum is exceeded, the document is cat-
egorized in the most conceptually relevant categories.
 Concept Stop Words determine the noise words for the conceptual index. The stop words are
displayed in a textbox. You can add or remove stop words from the list.

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

 Save establishes the index in Relativity using the entered settings and takes you to the search
index details page.
 Save and Back establishes the index in Relativity using the entered settings and takes you to
index list.
 Cancel aborts the creation of the index. All entered information is discarded.

Once you have entered your settings, click Save to bring up the Index Details page.

Index Details Page

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

 Edit allows you to edit the index information.


 Delete removes the index from Relativity.
 Back redirects you to the index list.

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 Refresh updates the page.
 Edit Permissions allows you to establish rights for the index.
 View Audit displays the index’s audit history.

The Manage link is also available in the Advanced Options section. This link redirects you to the
Content Analyst index management application. Please visit their documentation to understand the
features and functionality.

The index has been established, but not populated or ready for use. From the Category Index Details
Page, you are able to manage the index through the index management console.

Search Index Console

The initial options in the index management console will be:

 Full Population adds all documents from the training set to the ready-to-index list.
n Refresh Page allows you to refresh the page and check on the status of a process.

Click Full Population to populate your index.

Only one index can be populated at a time. If you submit more than
one index for population, they will be processed in order of submission

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Populated Index Display

When the documents have populated the list, the status is listed as Population: Populated. This may
take some time, depending on the size of the training set. You can occasionally hit Refresh to update
the status. The Population process is complete when the Total number equals the Populated number.

Build Index Option

Note the options for resolving errors:

 Resolve Errors attempts to resolve errors encountered during the index building process.
 Resolving Categorization Errors attempts to resolve an errors encountered during the cat-
egorization process.

After populating the items to the ready-to-index list, there is a new option:

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 Build Index takes the documents on the ready-to-index list and indexes them. The process
goes through the following stages:
o STARTING
o COPYING_ITEM_DATA
o FEATURE_WEIGHTING
o COMPUTING_CORRELATIONS
o INITIALIZING_VECTOR_SPACES
o UPDATING_SEARCHABLE_ITEMS
o OPTIMIZING_VECTOR_SPACE_QUERIES
o FINALIZING

Enable Queries Option

Once the index has been built, there is a new option available:

 Enable Queries allows you to categorize the documents.

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Categorize Document Options

Enabling queries opens four new options:

 Categorize All Documents categorizes all documents in a searchable set based on the tagging
of examples and categories in the training set.
 Categorize New Documents categorizes any new documents added using incremental pop-
ulation.
 Disable Queries disables categorization features.
 Detailed Status displays a more in-depth index status.

26.5.2 Defining Categories and Examples


Start utilizing categorization by defining your categories and example documents. To work with these
fields, build a Categorization Layout. For more information on building layouts, see the section
Layouts.

The results of the categorization process are only as good as the categories and example documents
you choose. Categories should represent a specific workspace issue or workspace designation.

The best example documents are concise, clearly representing a single aspect of their category.
Extremely short documents are poor examples, because they generally do not contain enough
information to act upon. Long and broad documents are equally poor. A broad and unfocused
example leads to broad and unfocused categorization hits. Redundant examples are unnecessary.

26.5.3 Categorizing your Documents


Once you have defined your categories and examples, go to the categorization index’s index
management console.

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Categorize All Documents Options

If you are categorizing your documents for the first time, select Categorize All Documents.

Once the documents have been categorized, the resulting related documents can be accessed by
clicking on the category in the choice tree, or by searching for the choice value. It might also be helpful
to setup a view of Categorized documents and their results.

For more information on viewing categorization results, see the Relativity Searching Manual. You can
find the Relativity Searching Manual on the kCura Support site (www.kcura.com/support) or by
clicking the “?” button on the documents tab.

Relativity Searching Manual

26.5.4 Adding Documents to a Category Index


If you have added documents to your searchable set, you can simply click Categorize All Documents.

If you have added new documents to your training set, your steps are:

1. Run an incremental population


2. Disable queries
3. Build the index
4. Enable queries
5. Categorize all documents

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If you’re not sure your new documents are in the searchable set, training set, both, or neither, use the
following steps:

1. Run a full population


2. Disable queries
3. Build the index
4. Enable queries
5. Categorize all documents

26.5.5 Adding New Categories to a Category Index


If you add new categories, you can re-categorize your documents to include these changes. With new
categories added and exemplars tagged, take the following steps:

1. Run an incremental population


2. Disable queries
3. Build the index
4. Enable queries
5. Categorize all documents

Re-categorizing all documents will delete all existing categorization


results.

27 LiveNote Integration
Relativity is able to link with a LiveNote web database to view LiveNote case workspace transcripts. You
will need LiveNote’s viewer software installed to view transcripts.

To add your transcripts to your workspace, you first must create a new external tab. For more
information about creating a tab, see the section Tabs.

Enter information:

 Name = LiveNote
 Tab Order = the desired order
 Link Type = external
 Link = contact Support at support@kcura.com for the correct URL

By default, newly created tabs are visible only to system


administrators. This applies even if the creating user’s group has
access to see all other tabs. Go to workspace permissions to assign the
rights to view the new tab.

Once you have correctly created your link to LiveNote, you are able to view all workspace transcripts.

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LiveNote Transcript Display

Clicking on a transcript name launches that transcript in the LiveNote viewer.

Live Note Transcript Viewer

28 Admin Mode Details


The first four tabs of the admin mode (Client, Matters, Users, and Groups) were covered in earlier
sections of this document. The remaining admin mode tabs are:

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 Views
 Choices
 Agents
 Errors
 Tabs
 Image Queue Manager
 OCR Queue Manager
 Production Queue Manager
 MotD
 User Status
 Relativity Script Library
 Assemblies
 Resource Groups
 Servers
 License

28.1 Views
Views work the same way in admin mode as they do in workspaces. They are customizable lists of
items within Relativity – essentially saved queries that control three things:

 The items displayed on the list, based on a set of criteria


 The fields of information returned relating to the displayed items
 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:

 User creates a list of users.


 Group creates a group of lists.
 View creates a list of admin mode views.
 Client creates a list of client views.
 Matter creates a list of matter views.
 Choice creates a list of admin mode choices.
 Workspace creates a list of workspaces.
 Error creates a list of errors.
 Tab creates a list of admin mode tabs.

These views are built in the same way as workspace views. For more information about views, see the
section Views.

28.1.1 System Views


Any time you see a list of items in Relativity, it is a view. There are several system views. Admin mode
system views can be divided into two categories:

Page detail views:

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 MattersOnClientPage controls which linked matters’ fields are displayed on the client details
page.
 UsersOnClientPage controls which linked users’ fields are displayed on the client details page.
 UserViewRenderer controls which users fields are displayed on the group details page.
 GroupViewRenderer controls which group fields are displayed on the user details page.

Pickers:

Pickers have special restricting functionality within Relativity. You can


use picker views’ criteria to control which items are available on the
picker. For example, you can set up Relativity so that only 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.

 ClientsOnPicker controls which client fields are displayed when selecting a client on the picker.
o The client picker is available from the new matter or new user form.

 UsersOnPicker controls which user fields are displayed when adding a user to a group.
o The user picker is available from the group details page.

 GroupsOnPicker controls which group fields are displayed when adding groups for a user.
o The group picker is available from the user details page.

 WorkspacesOnPicker controls which workspace fields are displayed when selecting a template
workspace on the new workspace form.
 MattersOnPicker controls which matter fields are displayed when selecting a matter on the new
workspace form.

28.2 Choices
Choices, in admin mode, are predetermined values applied to pre-workspace objects. To work
with admin mode choices, go to the choices tab in admin mode.
The types of admin mode choices are:

 Workspace status
 Client status
 File location
 Matter status
 User type

These choices work the same way as workspace choices. For more information on how choices work,
see the section Choices.

28.3 Agents
Agents are process managers that run in the background of Relativity. The Agents tab (Admin Mode)
allows you to see which agents are running in your environment and the status of those agents.

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Agents Display

You can click on an agent name to disable the agent or change the interval at which it runs, in
milliseconds. You may also activate disabled agents by clicking the Restart Disabled Agents button.

Or click on the Agent name link for more options: Click Stop to disable the agent or Start to restart it.
In the settings area, you can change the agent interval.

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start Agents Display

 Start allows you to restart the agent.


 Stop allows you to disable the agent.
 Save allows you to save any changes made to the agent.
 Cancel aborts any changes. All entered information will be discarded.
 Interval allows you to change the agent interval (milliseconds).

28.3.1 Workspace Statistics Manager


One special agent worth noting is the Workspace Statistics Manager.

The Workspace Statistics Manager agent must be enabled for accurate billing information to be
collected. Accordingly, if the Workspace Statistics Manager has been disabled for 7 concurrent days,
Relativity access becomes restricted.

Once access has been restricted, only System Administrators are able to access the system. Other
users are locked out. This limited access allows SAs to log into Relativity and enable the agent.

Once the agent has been enabled and billing data begins recording, access returns to normal.

Given the dramatic impact of this feature, many steps are taken to clearly present the situation to
System Administrators.

28.3.1.1 Warning One -Persistent Messaging

If the Workspace Statistics Manager is disabled for more than 24 hours concurrently, System
Administrators are presented with a persistent message at the bottom of their Relativity window:

 “The Workspace Statistics Manager agent has been disabled for more than 24 hours. You have
less than <x> days to enable the agent before Relativity access will be disabled.”

The value of <x> represents the number of days until Relativity becomes inaccessible.

28.3.1.2 Warning Two - Email

To ensure that there is no ambiguity, kCura sends a warning email 48 hours before the system
becomes unavailable and again 24 hours before the system becomes unavailable. The message goes
to:

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 Relativity Sales (sales@kcura.com)
 Billing contacts at your organization
o Contact support@kcura.com to set or update your billing contact

28.4 Errors
The Errors tab (Admin Mode) shows errors that have occurred in the Relativity environment. The fields
are filterable, so you can find specific types of errors quickly and efficiently.

Note that the errors tab is view-driven, so you should customize the tab in any way that is beneficial
for your team.

The fields available for the errors view are:

 Artifact ID is the identifier of the error. Each error gets its own identifier.
 Message describes the error and is the message the user receives.
 Timestamp is when the error occurred.
 Created By is the user who received the error.
 Error Source is the section of the application where the error occurred.
 Server is the server on which the error occurred.
 URL is the URL the user was at when the error occurred.

28.5 Tabs
The tabs tab in admin mode controls admin mode tabs. The functionality of the tabs tab is the same as
workspace mode tabs. For more information, see the section Tabs.

28.6 Image Queue Manager


The Image Queue shows all current imaging jobs running in your environment. To access, click on the
Image Queue tab in Admin Mode.

Image Queue Display

All active imaging jobs are displayed.

At the bottom of the list, there are two options:

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 Remove Imaging Request cancels the imaging job.
 Change Priority changes the priority of the imaging job. The options are high or low. High-prior-
ity jobs run before low-priority jobs. Within priority status, jobs are run in the order they were
submitted.

Imaging Options

28.7 OCR Queue Manager


The OCR Queue Manager tab allows you to view all submitted OCR jobs in the environment to check
their status, priority and the workspace they can be found in. The OCR Queue Manager tab is
accessible only in Admin mode.

Selecting this tab brings you to the default OCR Queue view. This list displays all OCR jobs that have
been submitted and have not yet been successfully completed.

OCR Queue Manager Tab

You can view the following fields:

 Workspace is the name of the workspace containing the OCR set.


 OCR Set Name is the name of the OCR set that has a job running.
 Artifact ID is the OCR set’s artifact ID.
 Status displays the status of the submitted job; this field will be updated as the OCR job prog-
resses.
 Priority is the priority of the OCR set job. This is set to 100 by default.

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 Submitted Date is the date and time at which one of the two actions was taken:
o Run was clicked on the OCR Set console
o 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
change the 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 manager.
Entering a new value in the Priority field and clicking the Update button changes the priority in the
queue.

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28.8 Production Queue Manager
The production queue shows all current production jobs running in your environment. To access the
production queue, click on the Production Queue tab in Admin Mode.

Production Queue Display

The Production Queue tab displays any in-progress productions. If there are several productions
queued, you can use the Change Priority button to set a production’s priority level. Only one
production is run at a time.

28.9 Message of the Day (MotD)


The message of the day is a message (MotD) displayed to all users when they log into Relativity. MotD
is most commonly used to inform users of planned system maintenance.

To activate or change the message of the day, click on the MotD tab. To edit the text of the message,
click Edit. Enter your message and click Save.

Click the checkbox Show Message of the Day? to activate the MotD.

MotD Display

28.10 User Status


You can obtain information about users currently logged in to Relativity from the User Status tab,
which is available in both Admin and Workspace modes. The mode determines the functionality and
information available on the User Status tab as follows:

 Admin Mode: The tab lists users currently logged into Relativity. In this mode, you can send
web page messages, and email messages to users listed on the tab. You can also force the log
out of these users from the system.
 Workspace Mode: The tab lists the subset of users who are accessing the current workspace. In
this mode, you can send web page messages, and email messages to users listed on the tab.

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28.10.1 Send Messages
In both Admin and Workspace modes, you can send web page messages to one or more users with
the mass send message feature. Use the following steps to send a message:

 Select the checkbox next to the names of the recipients.

User Status Page

 At the bottom of the page, select Send message from the drop-down box, and click Go. The
Web Page dialog box is displayed.

Web Page Dialog Box

 Enter the text of your message in the popup, and click Send message. The user will receive a
web page message that contains your text as illustrated below.

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Web Page Message

You can also send an email message to a single recipient by clicking the email address link. Your native
email application will open, so you can enter the text for your message.

Note: You are identified as the sender of the email messages based on your login information.

28.10.2 Force Users to Log Out


In 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
terminate their sessions.

Use the following steps to log users out:

 Select the checkbox next to one or more user names.

User Status Tab

 At the bottom of the page, select Force Log Out from the drop-down box, and click Go.
 Click OK on the confirmation message. The users will be logged out of Relativity.

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28.11 Script Library
Within Relativity there is a library of commonly used scripts that can be run at any time. By default
these scripts are secured and are not available for editing.

For more information on scripts and the library, see the section Scripts.

28.12 Assemblies
Assemblies, also known as event handlers and syncs, are used to apply special rules to coding forms .
These work similar to scripts, as in once loaded they can be checked out and attached to either user
created dynamic objects or documents within a workspace.

To add a new assembly, click the Assembly tab in Admin Mode and then click New Assembly.

New Assembly Button

The New Assembly Information form appears, with required fields in orange and optional fields in gray.

New Assembly Details

The New Assembly from fields are:

 Assembly File is used to reference the file to be uploaded to Relativity.


o The assembly file is stored in the database central repository.
o An assembly can be added to a workspace document or user created dynamic object via
the object type. The action will be executed on either a Save or Save and Next.

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There are two optional fields you can populate with any beneficial information.

 Keywords
 Notes

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

 Save establishes the assembly in Relativity and displays the assembly information page.
 Save and New establishes the assembly in Relativity and displays a new assembly page.
 Save and Back establishes the assembly in Relativity and takes you to the assembly page.
 Cancel aborts the assembly creation. All entered information is discarded.

28.13 Resource Groups


Resource Groups allow you to create a set of resources such as file repositories and servers to
associate with your workspace. You can create a group for any purpose - to group resources based on
litigation matter or location; for example, you may have a West Coast and East Coast group set up to
manage resources specific to these regions.

To create a Resource Group click New Resource Group.

There are four buttons at the top of the form:

 Save establishes the Resource Group in Relativity and displays the Resource Group on the infor-
mation page.
 Save and New establishes the Resource Group in Relativity and displays a new Resource Group
page.
 Save and Back establishes the Resource Group in Relativity and takes you back to the saved
Resource Group page.
 Cancel aborts Resource Group creation. All entered information is discarded.

New Resource Group Information

Complete the following to create a new Resource Group:

Resource Group information

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 Name is the name of the Resource Group. For identification purposes, this should reflect the
basis on which the group was created. This must not exceed 50 characters.

Other

The following optional fields are useful in further identifying the group and allowing you to more
quickly filter for it in a view.

n Keywords
n Notes

A group is not available for association with a workspace until you add resources to it. Clicking Save on
your new Resource Group modifies the page to include new settings for adding these resources.

Resource Group Tab

Add the following to make your group functional:

n Agent Servers
n SQL Servers
n File Repositories

Please note the following:

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 The Primary SQL Server is added to all Resource Groups upon first time upgrade and on first
time installation.
 On Workspace creation, only the SQL Servers associated with the selected Resource Group are
available for Database Location field.
 You are unable to remove a SQL Server from a Resource Group if the SQL Server is associated
with a Workspace in that Resource Group.
 You cannot change the SQL Server Database Location associated with a Workspace once it is
created.
 You cannot change the Resource Group associated with a Workspace unless the currently
selected SQL Server is associated with the new Resource Group.
 When selecting a Resource Group on the Workspace Details Page, only Resource Groups that
have at least one File Repository and one SQL Server are available.

28.14 Servers
This tab shows you a list of all instances of web servers, agent servers, and SQL servers available on the
network through an auto-registering agent. All servers in this view are available to add to a Resource
Group.

Servers View

Note that the following project types all register themselves to the Servers table upon startup:

 Agent
 Distributed
 Web
 Web API
 Services API

For more information on web server registration, please contact Support at support@kcura.com.

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28.15 License Tab
The License tab provides you with the functionality required to obtain or renew your Relativity license.
This process involves generating a license request that you send to kCura Client Services, and then
applying the activation key for your official Relativity license. The License tab also displays information
about your current license, 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 your installation.

Note: If you are deploying a new instance or upgrading to version 6.9, Relativity activates a 7-day trial
license that you can temporarily use until obtaining your official license key.

28.15.1 License Expiration and Error Messages


As a system administrator, you will be notified by email and alerts, when your license is going to expire.
Relativity will begin sending daily email notifications 30 days prior to the expiration date of your
license, and it will display 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 you with an additional 7 days to complete the renewal process. In Relativity, the License tab
will display the expiration date for the grace period, as well as your contractual seating and license type
information.

After the expiration date for your trial or grace period, Relativity will display an error message when
users attempt to access the system. Administrators will have access only to the License tab, which
provides functionality for obtaining an activation key.

29 Batching
Relativity’s batching feature is intended to bring structure to the often-complex task of managing a
large-scale document review with multiple reviewers. Batches can automatically generated or be

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created manually.

Relativity can split a static set of documents into batches based on administrator-set criteria, and then
allow users to check out these batches, assigning themselves documents.

This automated document assignment reduces the chances of accidental redundancy in the review
process, increases review organization, and improves progress tracking.

29.1 Adding Batch Sets and Batches


To add a new batch set, go to the Batch Sets tab and click New Batch Set.

New Batch Set Button

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

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New Batch Set Form

There are four required fields to create a batch set.

Batch Set Information:

 Name is the name of the batch set.

If you are performing a multi-stage review with multiple batch sets per
phase, be sure to include the phase name in the batch set name. This
helps you search for information within a specific phase. Searching
batch fields is covered later in this Section and in the Relativity
Searching Manual.

 Maximum Batch Size is the maximum number of documents in one batch.


 Batch Prefix sets the prefix for the batch numbering.
 Batch Data Source is the saved search whose documents you would like to batch. If the saved
search references a dtSearch or Relativity Analytics index, that index must be active.
 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.

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 Family Field allows you to select your workspace group identifier. Documents in a family group
are not split across batches.
 Reviewed Field is an optional yes/no field that allows you to select from any Yes/No, Single-
Choice, or Multi-Choice field from the drop-down. Based on your selection, a tally is kept of how
many documents in the batch have been reviewed. The Batch Set monitors the field you specify
as the Reviewed field and increments a count for each document in the batch that has been
coded with a value for that field.

A common batch unit field is custodian however any non-system single


choice, multi-choice or fixed length text field may be used.

Auto Batching:

 Auto Batch enables the system to automatically generate batches.


o Disabled is the default, and allows for standard manual batch processing.
o Enabled will automatically generate batches according to the below settings.

 Minimum Batch Size is only available if Auto Batch is set to enabled. This is the smallest pos-
sible number of documents in a batch.
 Auto Create Rate is only available if Auto Batch is set to enabled. This represent how often (in
minutes) the system will attempt to create batches.

There are two optional fields you can populate with any beneficial information:

Other:

 Keywords
 Notes

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

 Save establishes the entered information and displays the batch set details page. The batch set
details page shows the saved information. From the details page, there are seven options:
o Edit allows you to edit the batch information.
o Delete removes the batch set from Relativity.
o Back takes you back to the Batch Sets tabs.
o Edit Permissions allows you to establish rights for the Batch Set.
o View Audit displays the Batch Set audit history.

 Save and New establishes the entered information and launches a new Batch Set form.
 Save and Back saves the entered information and brings you back to the Batch Set list.
 Cancel aborts the creation of the batches. Any information entered before you hit cancel is not
saved.

The new batches are shown on the batch sets. Any reviewers with the
ability to see the batches tab - and rights to the batch set - are able to
see the batches.

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Batch Set Display

 Batch Management Console


o 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.

By clicking edit permissions, you are editing rights only for the selected
batch set. By default, the tab is secured according to the case
workspace-level batch set rights.
More information on workspace permissions can be found in the
section Security Permissions.

 Status:
 Status displays the current status of the batch; Pending, Processing, Error or finished
once a Batch Set has been
 Documents to be Batched is the remaining documents that do not meet the minimum
batch size. You will need to manually create a batch for these remaining documents.
 Last Successful Run is the date and time stamp of when the last successful batch was
run.
 Last Error Reported is the date and time stamp of when the last error was created.

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29.2 Editing Batch Set Information
To 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 click Edit to alter any batch set information.

Note that while you can make changes to a batch set at any time,
created batches are not updated to include the new properties.

For example, say you have created batches with a batch size of 500,
but reviewers found that too large. You would have to purge the
existing values, make any changes, then re-create the batches.

Any existing data in the original batch set would be lost when those
batches were purged.

29.3 Deleting a Batch


To delete a batch, go to the Batch Set tab. Select the checkbox next to the batch you want to delete.

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Batch Delete

In the mass operations bar select Delete from the drop-down, and then click Go. A pop-up
confirmation message displays, click OK.

29.4 Checking Out Batches


All existing batches are shown on the Review Batches tab.

There are several ways to control which reviewers see which batches:

 You can apply any views to the batches tab, creating any list of batches you’d like to see. These
views can be restricted.
 Batch sets can be secured, allowing you to assign permissions to all batches in a batch set.
 Individual batches can be secured.

Conversely, you can keep the batches tab restricted so only workspace managers and administrators
can see the batches tab. In this model, an administrator or user with assign batch permissions would
need to check out batches to reviewers as needed.

There is a special permission found in the admin operations section of


the security console called Assign Batches. Reviewers with this per-
mission can assign batches to other reviewers. Reviewers without this
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
and click Edit.

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Edit Batch Link

As an Administrator you will see the options below:

Admin Batch Options

 Check In As Pending allows you to check the batch as pending for the assigned user.
 Check In As Completed allows you to check the batch in as completed for the assigned user.
 Reassign To allows you to assign the batch to another user.

Note that a System Administrator cannot check out batches using the Me link.

Reviewers with permissions to assign batches see the screen below and can only check out batches to
themselves. Clicking Check Out assigns the documents in the batch to the set reviewer. The Batch::
Assigned To field contains that reviewer’s name.

Check Out Batch

29.5 Batch Fields


There are several fields that store values related to batches:

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 Batch Set is the batch set to which the batch belongs.
 Batch is the batch name.
 Batch Status is the status of the batch. A batch may be:
o Blank
o In progress, which means the batch has been checked out
o Completed, which means the batch has been checked in as completed

 Batch Unit is the optional grouping condition on the batch.


 Assigned To is the reviewer to whom the batch is checked out.
 Reviewed is whether the batch is reviewed.
 Batch Size is how many records are in the batch.

29.6 Building Views for Checked-Out Documents


You can build views for a reviewer to access his or her checked-out documents.

For more details about creating a view, see the section Views.

In step 3 of creating a new view, conditions select Batch followed by the operator and then click the
ellipsis.

Ellipses Button

Clicking the ellipsis brings up the Batch Criteria Selector.

The fields available are:

 Batch
 Batch::batch set
 Batch::assigned to
 Batch::status

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To create a simple view that shows the reviewer his or her checked-out documents, you could create
the following conditions:

 Field = Batch::Assigned To
 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.

30 Object Types
The Object Type tab allows you to add Relativity Dynamic Objects to your Relativity workspace.

30.1 What is a Dynamic Object?


Relativity Dynamic Objects are securable, custom, non-document objects within your workspace.
These objects can be linked to documents and to each other – creating powerful custom applications
within your workspace.

For example, a custodian is a commonly tracked piece of information about a document. It is


traditionally stored as one of many pieces of information about the document. Document AS00001
has a custodian of John Smith – just like it has an email sent date of 06/09/09.

Document Object Display

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However, when you’re really working with a case, there’s a lot of information to remember about a
custodian. What company did he or she work for? What was his or her role at that company? Did he
or she have more than one role? How involved is he or she in the case? Using Relativity’s dynamic
objects, you can create an object for custodians, tracking whatever information you would like for
each custodian.

Custodian Object Display

You can also connect the custodian object with the document object, so you can show the custodian
information on a document.

You could even create another object for companies and connect it to custodians.

This is just one example of objects you can build in the system. You also could build objects to track
how documents were processed, key dates within the system, depositions whatever else helps your
team organize its data.

For more information see the Relativity Dynamic Objects workbook.

30.2 Adding an Object Type


To create an object type, switch to Admin Mode then go to the Object Type tab and click New Object
Type.

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New Object Type Button

The New Object Types form appears, with required fields in orange and optional fields in gray.

New Object Type Form

There are two required fields for adding an object:

 Name is the name of the object.


 Parent Object Type allows you to select the object type under which this object falls.
o Workspace sets the object as a child of the workspace. You still can connect this object to
other objects. Child objects of workspaces have a tab in the workspace.
o <Object> sets the object as a child of another Relativity Object. Child objects of other Rel-
ativity Dynamic Objects do not have a tab in the workspace.
 A child object inherits permissions from its parent.

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Two objects do not need to have a parent/child relationship to be
connected.

Child objects inherit security permissions from their parent object.


Items that are connected via an association can be separately secured.

For more information on connecting object types, see the sections


Fields, and Layouts..

 Dynamic sets the object as dynamic and is set to Yes by default. This field is read only.
 Enable Snapshot Auditing on Delete is set to Yes by default.
o If it is set to Yes, when deleting items from the object, Relativity captures a snapshot of
the items current field values. This increases the size of the delete audit for the record,
but may be useful when querying the workspace history.
o If this is set to No when deleting items from the object, Relativity deletes the item with-
out capturing its field values.
 Pivot allows you to enable or disable Pivot functionality on the object. By default, this drop-
down is set to Enabled which will add the Pivot icon to the object tab. Pivot in the object tab
functions as it does on the document list but instead Pivots only on the object fields. Setting
this to Disabled removes the Pivot Icon from the object tab.
 Relativity Applications allows you to associate this object type with an application created in
the Relativity Applications tab. Clicking the ellipsis brings up an item list from which you can
select an existing application. This is only available for those who have the Manage Relativity
Applications permission under Admin Operations.

There are two optional fields you can populate with any beneficial information:

n Keywords
n Notes

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

 Save establishes the entered information and displays the batch set details page. The batch set
details page shows the saved information. From the details page, there are seven options:
o Edit allows you to edit the tab information.
o Delete removes the tab from Relativity.
o Back takes you back to the list of tabs.
o Edit Permissions allows you to establish rights for the tab.

By clicking edit permissions, you are editing rights only for the selected
object type. By default, the object type will be secured according to the
workspace-level object type rights. More information on workspace
permissions can be found in the section Security Permissions.

 Save and New establishes the entered information and launches a blank new tab form.
 Save and Back saves the entered information and brings you back to the list of all tabs.
 Cancel aborts the creation of the tab. Any information entered before you hit cancel is not
saved.

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30.2.1 Object Type Details
The object type details page has two special options; Event Handlers and Rules.

Object Type Details Display

 Event Handlers also known as syncs add special functionality or conditions to your layouts. For
more information contact support@kcura.com.
 Rules allow you to control which layouts reviewers see based on set event conditions. Click Add
to add a new rule. There are two types of rules:
o Default Layout allows you to determine which layout reviewers see by default – or at all –
based on a set field value.

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Add New Rule Display

The Add New Rule form fields are:

 Rule Type allow you to select the layout


 Field is the field that contains the value that drives the rule.
 Value is the value that drives the rule.
 Action is the layout that appears based on the rule.
 User can select another layout which determines what layouts the 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.

In the above screenshot, the following rule has been established: When
the First Pass Review Complete field is equal to yes for a document,
the reviewer is taken to the Second Level Review layout and is able to
see only that layout..

The Rule Type, Default Layout on New allows you to determine which layout a reviewer sees for new
documents.

 Action is the layout reviewers see on new records.

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30.3 Adding Information to Objects
You can add information to Relativity Dynamic Objects in the same way you add information to
documents in Relativity. In addition, the Relativity Desktop Client allows this information to be
exported to an external file for further review.

In the above screenshot, the following rule has been established: When
the First Pass Review Complete field is equal to yes for a document,
the reviewer is taken to the Second Level Review layout and is able to
see only that layout..

A new object has default fields, a default view and a default layout.

You can add fields to the Relativity Dynamic Objects and place those fields on layouts and views. For
more information on adding information to dynamic objects, see the sections Fields, Layouts, and
Views.

For more information refer to the Relativity Dynamic Objects Workbook.

31 Using OCR
Optical character recognition (OCR) translates images of text, such as scanned and redacted
documents, into actual text characters. This allows you to view and search on text that is normally
locked inside images. OCR works using pattern recognition to identify individual text characters on a
page, such as letters, numbers, punctuation marks, spaces, and ends of lines.

There are two main steps involved in OCRing documents:

 Defining a production or saved search that contains the documents you want to OCR.
 Using the OCR Profiles and OCR Sets tabs to run an OCR job on your pre-defined documents.

Relativity allows you to perform OCR translation through the tabs mentioned above without having to
go outside your workspace to another application. The following sections outline how to use each of
these tabs to manage and execute OCR.

31.1 Creating an OCR Profile


An OCR Profile is a saved, reusable set of parameters that you use when creating an OCR Set. To run an
OCR job, you must first create an OCR Profile. If no Profiles have been created, you are unable to save
or run an OCR Set.

Note that you are not required to create a Profile for every OCR Set you create; you have the option of
using only one Profile for all sets. However, you may wish to have multiple Profiles saved with different
accuracy or language settings to use for different document sets you plan to OCR.

Under the OCR Profiles tab in your workspace you can find the New OCR Profile button.

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OCR Profiles Tab/Button

Clicking the New OCR Profile button brings up the OCR Profile form.

New OCR Profile Form

Complete the following to create a new OCR Profile. Properties in orange are required.

OCR Profile Information

 Name is the name of the Profile.


 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 this improves the accuracy of the results while significantly slowing down job com-
pletion. Setting this to Yes arranges 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 orig-
inal image to improve visibility.
o Text line straightening removes distortion when capturing book pages that cannot be
made completely flat.

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o Removing parallax distortion assists in situations in which the camera is not per-
pendicular to the page and the image is flawed as a result; for best results, the image
should contain at least six lines of justified text.
o Deskewing corrects documents that became slanted during scanning.

 Auto-Rotate Images makes the OCR engine detect page positioning and then reposition the
page accordingly. Note that this can potentially impact the accuracy of OCR results.
 Languages is the language(s) you want the OCR engine to recognize while running the job. Click
the ellipsis to choose from a list of languages. If the saved search or production you plan to use
as your document set contains multiple languages, you may want to select more than one from
this list. Note, however, that selecting more than one may decrease accuracy. For a complete
list of available languages see the Supported OCR Languages appendix.
 Accuracy determines the desired accuracy of your OCR results and the speed with which you
want the job completed. This drop-down contains three options:
o High (Slowest Speed) runs the OCR job with the highest accuracy and the slowest speed.
o Medium (Average Speed) runs the OCR job with medium accuracy and average speed.
o Low (Fastest Speed) runs the OCR job with the lowest accuracy and fastest speed.

 On Partial Error determines the behavior when the OCR engine encounters an error on an
image:
 Leave Empty records no results if an error is encountered in a document; even images without errors are
excluded from being written. For example, if one document contains five images and one of the images
errors, no results are written for that document.
o Write Partial Results records all text that was successfully OCRed while excluding text
from errored images. This allows you to see potentially relevant text that would not be
visible if you chose to leave the results of documents containing errored images empty.
Note that this option runs the risk of excluding potentially relevant text.
 Image Timeout (Seconds) determines the maximum number of seconds per image before the
OCR engine times out; if the job does not complete in this amount of time, it errors on that
image. The default value for this is 60 seconds.

Other

 Keywords
 Notes

Once saved, the Profile provides the following options. These are the same options available on the
saved OCR Set layout:

 Edit: Edit the Profile’s information.


 Delete: Remove the Profile from Relativity. You cannot delete a Profile if it is being referenced
by an existing OCR Set.
 Back: Redirect to the OCR Profiles list.
 Edit Permissions: Set the OCR Profile’s permissions. These permissions determine which
groups have access to this Profile.
 View Audit: View the Profile’s audit history.

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31.1.1 Editing OCR Profile Information
To edit an OCR Profile, go to the OCR Profiles tab. Click Edit next to the desired OCR Profile.

Edit OCR Profile

You can also click the Edit button on the OCR Profile layout. All properties are editable on the edit
Profile page.

Edit OCR Profile

If you edit an OCR Profile that is referenced by an OCR Set that has already been run, these changes
will not have an impact until that Set is run again.

31.2 Creating OCR Set


The OCR Sets tab in your workspace allows you to submit groups of documents defined by a data
source or production to be OCRed based on the settings defined by the OCR Profile. The results are
then written to a Destination Field.

You will find the New OCR Set button in the OCR Sets tab.

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OCR Sets Tab/Button

On the default OCR Set list, you will notice that the Image Completion
field contains no values for any of the sets, even if those sets are
processing or completed. The Image Completion value is only visible
when clicking the OCR Set and entering its view or edit page.

Clicking the New OCR Set button brings up the OCR Set form.

New OCR Set Form

Complete the following to create a new OCR Set. Properties in orange are required.

OCR Set Information

 Name is the name of the OCR Set.

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OCR Document Set

You must complete either one or the other of the following in order to save the OCR Set:

 Data Source selects the saved search containing the appropriate set of documents you plan to
OCR.
o If the list you see in the Saved Search Picker on OCR Set view does not contain the appro-
priate search, you will need to create it.
o Choosing a data source will OCR only the original image and not redactions (unless there
are redactions on the image itself).
o The OCR engine only processes files that have been tiffed in Relativity or uploaded as
image files.
o You cannot use a production as your data source.

 Production selects the production set containing the documents you plan to OCR.
o The Production Picker on OCR Set view you see when clicking the ellipsis displays all pro-
duction sets with a status of Produced that you have access to.
o The engine will OCR all burned-in redactions, branding, headers and footers, and text.
o All documents with images in the production are OCRed, not only those with redactions.

OCR Settings

 OCR Profile selects the OCR Profile that contains the parameters you want to run when you
execute the OCR Set. Clicking the ellipsis brings up the OCR Profile Picker on OCR Set view, which
lists Profiles that have already been created in the OCR Profiles tab.
 Destination Field specifies the field where you want the OCR text to reside after you run the
OCR.
o Clicking the ellipsis brings up the Field Picker on OCR Set view, which lists all document
long text fields you have access to.
o If you selected non-Western European languages in your OCR Profile, the destination
field should be Unicode-enabled.
o This field is overwritten each time a document is OCRed with that destination field
selected.

OCR Status

The following are read-only:

 Status allows you to view where the OCR Set is in the process of running. Upon saving the set,
this field shows a value of Staging until you click the Run button in the OCR Set Console. The fol-
lowing statuses occur after you click Run in the console:
o Waiting
o Processing – Building Tables
o Processing – Inserting Records
o Processing – OCRing
o Processing – Compiling Results
o Completed (if no errors occurred)

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If errors occurred or the job was canceled for any reason, the following statuses are possible:
o Error – Job Failed
o Completed With Errors
o Stopping
o Stopped by User

 Image Completion allows you to view the count of images completed in the OCR Set, the
number of images with errors, and the number of images left to be OCRed. Any errors are dis-
played in red.
 Last Run Error allows you to view the last job error that occurred in the running of the OCR Set.

Other

n Keywords
n Notes

Clicking Save saves the OCR Set and brings up the OCR Set Console, which you will use to execute the
OCR job.

If you copy an OCR Set, every current setting in that Set is copied over.
This includes the status the original Set is currently in, as well as all
items in the Documents (OCR Results) list.

For this reason, it is recommended that you only copy those sets that
have not yet been run and that have a status of Staging to avoid
potential issues with copied-over results from original OCR sets.

31.3 Running an OCR Set


A saved OCR Set presents a console on the right side of the layout that you will use to run the OCR job.

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OCR Set Console

The OCR Set Console provides the following action buttons:

 Run starts the OCR job. This will process all images in the selected data source or production.
o If the job was stopped by the user, completed with errors, or failed, clicking Run will start
the job again.
o If there are documents in the OCR Results list, these will not be immediately cleared
when the Run button is clicked on the console. These are only cleared when the job goes
into processing, which is reflected in the Status when you click the Refresh page button.
Only existing images are OCRed when Run is clicked – documents in
the process of being tiffed and images that are currently being loaded
will NOT be OCRed if those images are added after Run is clicked.

Changes made to an OCR Profile that is referenced by an OCR Set will


not be reflected until Run is clicked on that Set.

 Stop terminates the running OCR job. Once stopped, a job cannot be resumed from the point
at which it was stopped; you must click Run to begin the job over again.
 Refresh Page updates the Status and Image Completion fields while the Set is running. Clicking
this button reloads the page and may reflect different values in those fields, depending on what
has happened during the OCR job.
 Resolve Errors allows you to attempt to re-run a job with errors:
o Selecting this for a job with a status of Error-Job Failed will run the job from the point at
which it failed.

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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 during error resolution.
 Show Errors displays all image-level errors encountered during the OCR job. This button is only
enabled if image-level errors occur. Clicking Show Errors brings up a filterable errors item list.
Note the error fields displayed:
o Document ID
o Control Number
o Page Number
o Message

Show Errors List

Upon completion of the OCR run, if you want to be able to search on


the OCR text, you must either build a search index based on those
results only or integrate those results an existing 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.

The most effective way of viewing your OCR text is through the following steps:

1. Click the Control Number of a document to launch the core reviewer interface.
2. Change the viewer mode to either Image or Production, depending on what you have OCRed.
3. Launch the Stand Alone Viewer via the ( ) icon.
4. Click the Unsynced icon to sync the Stand Alone Viewer with the main window.

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5. Change the mode 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 Available in 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:

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OCR Text Mode

Comparing the two panes, you can see that the OCRed text has omitted the redacted text displayed in
Production mode, as noted by the red boxes above.

31.4 Editing an OCR Set


To edit an OCR Set, go to the OCR Sets tab. Click the Edit link next to the desired OCR set.

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Edit OCR Set

You can also click Edit on the OCR Set layout.

Edit OCR Set

All properties are editable on the edit OCR set page but changing these properties won’t affect an OCR
set until Run is clicked to execute the job.

32 Using a Relativity Application


A Relativity Application is a reusable set of objects (Fields, Object Types, Views, Layouts, etc.) created
to perform a customized workflow within your Relativity environment. This workflow can take the
form of anything that enhances and expands your ability to use Relativity. Applications are based on
the same RDO logic found in Transform Sets, Search Terms Reports, and Method.

Relativity defines applications by the following characteristics:

 Contains standard Relativity objects


o Object Type
o Fields
o Tabs
o Layouts
o Views
o Scripts
o Choices
o Assemblies

 Scoped to a workspace: It is accessible through a single workspace and cannot occur across sev-
eral workspaces.
 Created in Relativity
 Upgradable

Once you create an application, you can export it from your workspace and later import into another.

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32.1 Creating an Application
To create a new application, click New Relativity Application in the upper left corner of the Relativity
Applications tab.

New Relativity Application

You will see the New Application form displayed.

New Application Form

 Name is the name of the application.

After naming the application, click Save to save it. The new application is then available to be
associated with the standard Relativity parts mentioned above.

32.1.1 Customizing an Application


To customize your Relativity Application layout and quickly add items to it, perform the following
steps:

1. Click the Build Layout icon ( ) to the right of the layout drop-down.
2. Click the Add Associative Object List button in the Layout Tools console.
3. Select the Associative Object you would like to add. Common choices include Object Type,
View, Field, and Tab.
4. In the View field, select the view you want the object to appear in.
5. In the Link View field, select the view you want to be available when the user clicks the Link but-
ton of that Associative Object.
6. If editable, set the Links to Popup value to either Yes or No.
7. Specify the Order in which you want this Associative Object List to display on the layout.
8. Click Save.
9. Repeat Steps 2 – 8 to add additional Associative Object Lists to the layout.

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10. Associate any Relativity items under the associative objects by selecting the Link button on the
object of your choice.

Below is an example of a Relativity Application layout that includes associative object lists.

Application-Associative Object List

32.2 Exporting an Application


Exporting an application is done through the Applications Console on the right side of the layout.

Applications Console

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Click the Export button on the console to begin exporting the application. Clicking this brings up the
following file download prompt:

Application Download

Click Save to save the application to a location outside of Relativity. Specify the location for the file and
then click Save again on the Save As window. The application has now been exported out of Relativity.

If errors occur during the export, you can view them via the Show Errors button on the console.

Show Errors Button

Clicking Show Errors brings up the following window:

Application Errors List

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The error text displayed above is based on the requirements for application validation listed in the next
section.

Note that clicking the Help button on the console brings up this document.

32.2.1 Application Validation


An application is considered valid if all Fields, Scripts, Layouts, Views, Object Types, and Tabs are
exportable. If any of the requirements below are not met, an error message will display and you will
not be able to export the application.

Field Exportability Requirements

A field is considered exportable if all of the following conditions are met:

 The Object Type owning the field is included in the application or is Document.
 Single/Multiple Object fields have their Associated Object Type included in the application or
are Document.
 Fields with a filter type of popup picker with a specific view (any view other than <All Items>)
have the view included in the application.
 Single/Multiple Object Fields included in the Field Tree with a specific view (any view other than
<All Items>) have the view included in the application.
 Relational fields are not exportable.
 Document System fields are not exportable.

Layout Exportability Requirements

A layout is considered exportable if all of these conditions are met:

 The Object Type owning the layout is included in the application or is Document.
 All fields included in the layout are included in the application.
 Views referenced by Associative or Child lists are included in the application.

View Exportability Requirements

A view is considered exportable if all of these conditions are met:

 The Object Type owning the view is included in the application or is Document
 All fields included in the view are included in the application
 Indented List views require a relational field, so they are not exportable.
 Views may not contain conditions.

Tab Exportability Requirements

A tab is considered exportable if all of these conditions are met:

 Parent tabs are always exportable.


 All tabs that have a parent tab must have their parent tab included in the application.
 Object Type tabs must have their associated object type included in the application.

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 External tabs are exportable, but the URL associated with them may become invalid upon
importing. Use at your own risk.

Relativity Script Exportability Requirements

A Relativity Script is considered exportable if all of these conditions are met:

 A Relativity Script defined in the Workspace is always exportable .


 A Relativity Script checked out from the Script Library is exportable, but will be imported as a
Workspace Script.

Object Type Exportability Requirements

An Object Type is considered exportable if all of these conditions are met:

 An Object type must have an identifier field included in the application.


 A child Object Type must have its parent object type included in the application (or have a par-
ent of Document or Workspace).
 All Layouts referenced by Object Rules must be included in the application.
 All Choice Fields referenced by Object Rules must be included in the application.
 All Choices referenced by Object Rules must be included in the application.

32.3 Importing through the Relativity Desktop Client


Like productions and document load files, you can use the Relativity Desktop Client (RDC) to import an
application into a new or existing workspace. Only Script Administrators can import Applications
through the RDC.

Once you are logged in to the RDC, you must select the workspace you want to import into and specify
the object you want to import. Select Relativity Application from the drop-down.

Application Object in RDC

Next, select the Tools tab, and then Import. The Import sub tab offers two options for importing.
Select Application. Note: you cannot import an application through the Relativity Application Load File
option.

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Application Import

Select the application by clicking the ellipsis on the right side of the Application File box.

Select an Application File

Upon selecting the application, all associated Object Types and Tabs display in their respective read-
only Application Artifacts sections.

Select the Import | Import Application option in the upper left corner.

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Import Application

This brings up the Application Deployment System window, which displays a message stating,
“Installation successful” when the application has been imported into the specified workspace.

Installation Successful Message

Check the Relativity Applications tab in your workspace to confirm that the application you imported is
included in the list. Note that the application’s layout is not displayed when you view or edit the
application. Although all associated items have been imported, you must rebuild the layout if you
want it to display them.

32.4 Special Considerations for Existing Applications


If you have an application from an earlier version of Relativity than 6.9, please note the following when
preparing to import and export:

 If you have exported the application once before, you must use the external ADS utility to
import/export the application.
 If you have never exported the existing application before and the application shares an object
with another application that was exported before, you must use the external ADS utility to
import/export the application.
 If the existing application has never been exported and does not share an object with another
application, you should use the ADS utility built into Relativity and accessible through the
Export button on the Applications Console to export it.

The diagram below illustrates the considerations above, as well as those involving export failure:

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Application Flowchart

32.5 Installing the Application Deployment System (If Required)


If you need to use the ADS desktop utility due to the circumstances outlined in the diagram above,
you will have to perform the steps below.

If you do not have a copy of the ApplicationDeploymentSystem folder


available, please contact support@kcura.com.

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Note: Applications can only be transferred between environments with the same version of Relativity.
Because Relativity objects may undergo changes with each new version, transferring an application
that is built upon those objects across even one version will lead to functional issues.

The ADS requires a connection to the local SQL instance and therefore needs to be deployed to a
machine in the same domain as the environment’s SQL server.

1. Download the ADS installer file named kCura.TemplateManager.Setup from the client package
folder formsAuth\EDDS\WinEDDSInstaller or from the HTTP link at http://SER-
VERNAME/Relativity/wineddsinstaller/kcura.templatemanager.setup.msi in your production
environment. Make sure to specify your server name in this link. Click Run to install ADS. Click
Save to save the msi.
2. Test connectivity to SQL environment by double-clicking on kCura.EDDS.T-
emplateManager.WinForm.exe
a. Click on the Tools menu, then Export Template.
b. Check - Do not use windows authentication.
i. If your environment is configured to use Windows Authentication then leave this
unchecked.
c. Enter your Relativity username and password.
d. Click Next.
e. If you receive an error, review the steps above and confirm that all values are correct.

If you are successful logging in, the initial Relativity Application Deployment System screen will be
available.

ADS Main Screen

In order to move an application between workspaces you need to create an export. Exporting is an
option under the Tools menu. Follow the steps below to create an export of objects.

1. Select Tools, and then choose Export Template.


2. The login screen appears.
 Log in using Relativity Credentials.

b. If the Relativity environment uses Windows Authentication uncheck the box "Do not use
windows authentication."
3. Click Next for the system to recognize your login.
4. Select the Case name from the drop-down list.

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5. Click Next.
6. A new drop-down becomes available. All available Objects appear in drop-down along with the
option for New Application. Selecting New Application allows you to pick more than one object
for exporting. Select New Application to see the available options. Click Next.
7. All objects in the system are available for export individually or together. Check the boxes of all
the items that belong in the export. Click Next.
8. Tabs are now available for export. Select any tabs you would like to export. Click Next.
9. Next choose a location and name the XML file. You can also apply a name and version for the
application. Click Next.

33 Appendix A: Mass Operations


Although most user-level functionality is covered in the Relativity User Manual, many mass operations
are primarily administrative functions. Access to each of these mass operations can be granted
individually.

33.1 Mass Edit


Mass Edit allows you to edit field and coding values for multiple documents at once. You can use any
layout to which you have access.

On the document list, choose whether you’d like to edit All searchable items, Checked items or These
items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Edit in the drop-down, and then click Go.

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Mass Edit Option

The Mass 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, know as a tri-state check box:

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 Blank (Wrongful Termination or Theft), as shown on the Personal choice, removes the value
from any of the selected documents.
 Shaded (Hot) leaves any values on the selected documents as-is.
 Checked (Employee Dispute) applied the option to all selected documents.

Once you have made your changes, click Save to apply.

In the mass edit window there are two options for editing multi-choice fields - a checkbox or a pop-up
picker. When the pop-up picker has been selected as the display type during the layout build, there
are two options to edit the field; Check and Uncheck. For information see the Layouts section.

Multi-Choice Mass Edit

On Mass Edit form, you can use the Tab key to highlight a checkbox in a
Yes/No or Multiple-Choice field in the layout. You can then press Enter
to select or clear the highlighted checkbox.

Clicking the Check button allows you to create a list of items to add to the field. Uncheck allows you to
create a list of items to remove from the field. Items not selected will remain unchanged. Clicking either
Check or Uncheck opens the Available Items window.

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Available Items Window

From the Available Items list, you can move choices and objects into the Selected Items list below.
Select the check box next to the desired selection and click Add. This will build a list in the bottom
window of selected items. To remove something from this list select it and click Remove. Click Set to
proceed with the action to Check or Uncheck the items from the field. Cancel stops any action. Items
not selected will remain unchanged.

Set/Cancel Buttons

Below, the mass edit form reflects checked and unchecked objects and choices.

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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 you to clear the set values without having to return to the Items to Check window and remove
them. Note also the Add link in the bottom right corner of the field setting. This allows you to add a
new choice to a multi-choice field.

Clicking Save at the top of the form will save the edits you made.

33.2 Mass Move


Mass 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 items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Move in the drop-down, and then click Go.

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Mass Move Option

The mass move select folder form displays. Select the target location and click OK. Note that all
documents are moved to the target directory. The subdirectory structure of the source document is
maintained.

Select Folder Display

If you mass move any documents, any custom security applied to those documents is lost. The
document inherits the rights of the new parent folder.

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33.3 Mass Delete
Mass Delete allows you to remove entire documents or specified document components in one
action. In addition to deleting the specified items from the workspace, these actions also delete the
associated files from the file servers. This action cannot be undone. Accordingly, please use great care
when performing a mass delete.

On the document list, choose whether you’d like to delete All searchable items, Checked items, or
These - items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Delete in the drop-down and then click Go.

Mass Delete Option

You are prompted to choose and confirm which document attributes and/or whole documents you
would like to delete.

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Delete Details Form

The following options are available when performing a Mass Delete:

 Delete documents and all associated files delete the entirety of all selected documents. This
includes images, natives, and field values.
 Delete only images from selected documents deletes only the images from selected doc-
uments, leaving the natives and documents’ field values in place.
 Delete only natives from selected documents deletes only the natives from selected doc-
uments, leaving the images and documents’ field values in place.
 Delete only images and natives from selected documents deletes only the images and natives
from selected documents, leaving the documents’ field values in place.
 Force a delete even if Redactions, Annotations, Links, or Tags are present allows the Mass
Delete to successfully complete, even if the selected documents contain these additions.
o If this box is not checked, and redactions, annotations, links, or tags are present, sec-
tions of the mass delete are not complete. A warning is generated.
o Deleting is done in batches and if an error occurs the remaining item in that batch will be
left and the system will continue to the next batch.
o If this box is checked, any redactions, annotations, links or tags are deleted along with
the designated items.

Click OK to proceed. This operation is final and cannot be undone.

33.3.1 Enable/Disable Snapshot Auditing on Delete


When performing a delete, you have the option of creating a snapshot of the current field values of
the deleted record. This data is stored in the history for the workspace. While enabling this property
can be useful when searching the workspace history, it can also significantly increase the size of your
case workspace's audit table.

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To enable or disable, edit the Document object type on the Object Type tab. For more information,
see Section Object Types.

33.4 Mass Produce


Mass Produce allows you to add documents to an open production and to set the manner in which
those items 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 like to produce and add them to your production as images only.

On the document list, choose whether you’d like to produce All searchable items, Checked items or
These items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Produce in the drop-down, and then click Go.

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Mass Produce Option

The mass produce form displays.

Mass Produce Form

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Select your production from all open productions. Production sets that have been produced will not
be available.

 Files to Produce allows you to select which versions of each document will be produced.
o Images and Natives includes both natives and images for the selected records.

If you are producing images and natives, ensure that you are not
including natives for images with redactions. There is no way to redact
the exported natives, so exporting natives with redacted images would
expose the information behind the redactions.

o Images Only includes only images for the selected records.


o Natives Only includes only natives for the selected records.
 Slipsheets can be included when producing natives.

The fields available on this form are set by a system view. For more information on editing this view,
see the section Views – Editing a View – System Views.

33.5 Mass Replace


Mass Replace allows you to replace existing field text with new text.

On the document list, choose whether you’d like to replace text in all searchable items, checked items
or items in the current returned set.

Next select Replace in the drop-down and then click Go.

Mass Replace Option

The Mass Replace form displays.

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Mass Replace Form

The Mass Replace from fields are:

 Field is the field you would like to update. Select from workspace fixed length or long text fields.
 Action sets the action to be performed:
o Replace Entire Field replaces the field entirely.
o Append to End adds the new value to the end of the field.

 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 pre-
pended values.
o Search For allows you to search (and thus replace) only selected text in the field instead
of the entire field.
 A new text option appears, allowing you to enter the text to be replaced.
 Update With sets what you would like to apply to the field.
o Text allows you to add text to the field.
o Field allows you to add another field’s value to the field set above.

 Click Add Another Field at the top of the form to add an additional replacement action to the
form.
 Click Save to execute the mass replace.

33.6 Mass Image


Mass Image creates TIFF images for selected documents. On the document list, choose whether you’d
like to image All searchable items, Checked items or These - items in the current returned set.

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For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Image in the drop-down and then click Go.

Mass Operation to Image

A pop-up prompt displays asking you to confirm the imaging of TIFFs. Click OK to create the TIFFs.
Depending on the number of TIFFs being created, this may take some time. Please note that TIFF on-
the-fly jobs take precedence over batch TIFF jobs.

Image Confirmation Display

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The mass image operation uses the same technology as the Relativity
native file viewer.

For a full listing of the known issues with the viewer, see the Viewer
Details document.

33.7 Mass Print Images


Mass Print Image allows you to batch-print document TIFF images. On the document list, choose
whether you’d like 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
print settings.

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Print Setting Display

Printer

 Name drop-down allows you to select any local printers.


 Send each document individually makes each document print as a separate print job. Send all
documents as one print job will combine all documents into one print job.
 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 this option you need to verify your viewer is version 5.08 or later.
o Note sending all documents as one print job to a physical printer is not recommended.
Depending on your printer setup it can cause issues with your print queue.

Image set options:

 Select Original if you’d like to print non-produced versions of the documents.


 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 to print by clicking modify production order.
o If a document was not part of the selected production, you can check Include original
images for documents 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 you can set which version of the document is included in the print set.
 The print job will first look at the production set at the top of the list. If it is

included in this production, that version will be printed. If not, the print job will

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check if the document is in the next production, if it is, that version will be printed,
if not it moves to the next production and so on.

Print Options

 Print Annotations includes any highlighting on original image


 Print Redactions includes any text or stamp redactions.
 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.
 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.

 Stamp location allows you to designate where the identifier is stamped. Select from:
o Top left
o Top center
o Top right
o Bottom left
o Bottom center
o Bottom right

 Markup Set allows you to select which markup set’s redactions and annotations are applied.
This option is present only if there are two or more markup sets on the workspace that you
have rights to see.

33.8 Tally/Sum/Average
Tally/Sum/Average allows you to tally, sum and average the values of any numeric fields. This action is
recorded under the document history. This is commonly used to determine the number of pages in a
print job or production.

On the document list, choose whether you’d like to tally/sum/average All searchable items, Checked
items or These items on in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Tally/Sum/Average in the drop-down, and then click Go.

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Tally/Sum/Average

The Tally/Sum/Average form is displayed to make your selection.

The fields are:

 Field is the field to be calculated.


 Function is the function to be performed:
o Tally provides a list of unique items and their total number based on the items selected.
o Sum tallies all selected documents’ values for any number field.
o Average finds the average values of all selected documents’ values for the specified field.

Tally/Sum/Average Form

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The result of a tally is similar to a summary report; it outlines the values of a field and the count for
each. After receiving your results, the following actions may be performed:

 Filter the results


 Clear All filter text
 Browse through the results using the blue arrows
 Sort the results
 Export results to an external file

33.9 Send to CaseMap


You can use the Send to CaseMap feature to bulk-send items to your CaseMap database, versions 7
and above. 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 the section Views for more information about editing views.

On the document list, choose whether you’d like to export All searchable items, Checked items or
These items in the current returned set. Next select Send to CaseMap in the drop-down and click Go.

Mass Operation Items

You may be prompted to open or save a file, CaseMapSend.cmbulk. If so, click Open.

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Open or Save File Display

Clicking Open will launch the Bulk Send to CaseMap Wizard. Click Next on the main screen.

Bulk Send to CaseMap Wizard

If you do not have CaseMap open, you are prompted to launch the application. Once CaseMap is
open, the wizard prompts you to switch to the application. Click the Switch to CaseMap button, then
click Next.

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Open a CaseMap Case Display

The wizard asks you to confirm that the case workspace you have open is the correct target
workspace. If the workspace listed is the correct target, click Next.

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Destination CaseMap Case Display

Clicking Next brings up the View/Edit Field Mappings section, allowing you to map the Relativity fields
(set in the CaseMap fields view) to CaseMap fields. The first time you go through this process, you
need to map the fields. Click Modify to set the correct field mapping. CaseMap should automatically
populate the matches on subsequent bulk sends.

View/Edit Field Mapping Display

Clicking Modify brings up the field mapping section of the wizard.

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Field Mapping Display

You can use the options to preview any of the data, reset the mappings, load mapping settings from a
previous load or save your current mappings.

Mapping Options

To map your fields, go to the Document Spreadsheets field and double-click on the field you’d like to
map.

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Document Spreadsheet Display

Double-clicking the mapping opens the New Item box. Select the Relativity field from the Select a
Source Data Field box and click OK.

New Item Display

Repeat the above for all fields you would like to map, then click OK in the Bulk Send to CaseMap

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wizard. Clicking OK brings you back to the second screen of the wizard. Review the matches, then click
Next.

Bulk Send to CaseMap Wizard Display

Clicking Next presents a final confirmation screen. Click Finish to complete the send.

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Send Confirmation Display

33.10 Export to File


Export to File, (previously known as Export to Excel) allows you to export the contents of the current
list to a file. Any items and fields in the current view or report are exported. Unicode characters are
allowed.

On the document list, choose whether you’d like to export All searchable items, Checked items or
These - items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Next select Export to File in the drop-down and click Go.

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Export to File Options

 Format:
o Excel spreadsheet via HTML (.xls) creates an Excel file.
o Comma Separated Values (.csv) creates a comma delimited text file.
o Concordance DAT Format (.dat) creates a DAT text file with the standard Concordance
delimiters.
 Encoding
o Select the desired encoding for the output file.

To export the file, click Run. To cancel the export, click Cancel.

33.11 Cluster
Clustering allows you to use an existing Relativity Analytics index to identify conceptual groups within
an entire workspace or sub-set of data. These conceptual groups form a Cluster and can be viewed in
the cluster browser. Unlike other uses of Relativity Analytics, clustering does not require you to submit
an example to the index – only a set of documents you would like clustered.

For more information on building a Relativity Analytics index


technology behind it, see the section Relativity Analytics.

On the document list, choose whether you’d like to cluster All searchable items, Checked items or
These items in the current returned set.

Next select Cluster in the drop-down and click Go. The Cluster Documents form displays.

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Clustering Options

First, select your Cluster Option by clicking on the appropriate radio button:

 Create New Cluster creates a new cluster set.


 Replace Existing Cluster creates a new cluster set and replaces it with an existing one.

33.11.1 Create New Cluster


Selecting Create New Cluster brings up the options to create a new cluster set.

New Cluster Options

 Name is the name of the cluster set. This is used to display the cluster set on the cluster
browser.
 Content Analyst Index allows you to select which Relativity Analytics index you would like to
use to cluster your documents.

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Advanced options can be accessed by clicking +.

 Title Format sets how the clusters are named.


o Outline and Title show outline number, plus the cluster name.
o Title Only shows only the title

 In the example below, “Enron.com, Pm”


o Outline Only shows only the outline numbering.

 In the example below, “1”, “1.1”, etc.

 Maximum Hierarchy Depth sets how many levels deep the cluster hierarchy can go. The
default is 4 levels. A value of 1 creates only top-level clusters.
 Minimum Coherence is how conceptually correlated the items must be to be included in the
same cluster.
 Generality is the measure of how general the cluster will be, with 0 as the most general and 1
the most specific. The higher the generality setting, the fewer top-level settings will be created.

When you create a new cluster, a pair of new fields are automatically created:

 A Multiple-Choice List named “Cluster :: clusterName”


o Stores cluster node names

 A Decimal Field named “Cluster :: clusterName :: Score”


o Stores cluster score values

These fields allow you to query for documents contained in a certain cluster and/or set criteria for a
score threshold when making advanced searches or Views. The multi-choice field also allows for the
cluster to be added to the choice tree.

33.11.2 Deleting a Cluster


To delete a cluster go to the index information page from which the cluster was created. Check the box
next to the 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 with it. This option allows you to keep field information in your workspace even if you no
longer want to keep the cluster data itself. Doing this would allow you to keep the index size slightly
smaller while still maintaining the cluster relationships via these fields.

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Delete Cluster Options

Note that deleting or not deleting these associated fields has no impact on your workspace or your
future ability to cluster. Keeping the checkbox unchecked will merely preserve the document
relationships identified by the cluster once the cluster has been deleted.

33.11.3 Replace Existing Cluster


Replace Existing Cluster is the same as Create a New Cluster Set, except the results will replace existing
clustering options. When you select Replace Existing Cluster, you are prompted to select the existing
cluster set you would like to replace.

33.12 Process Transcripts


To work with transcripts, first load the transcripts into Relativity as you would any other type of native
file. Relativity accepts only ASCII text transcripts.

For organizational purposes, you may find it beneficial to create a


folder called Transcripts at the root of your workspace. You can store
your transcripts in this folder. Additionally, you can add any subfolder
options you would like

Processing of a transcript will read the ASCII text file, identify page breaks and parse out the content of
the transcript into a hyperlinked word index for fast searching of the content. More information on
transcripts can be found in the Relativity User Manual.

For more information about using transcripts, see the Relativity User
Guide.

On the document list, choose whether you’d like to process All searchable items, Checked items or
These items in the current returned set.

For a full explanation of the searchable set and returned set, please
see the Relativity User Guide.

Go to the mass operations bar, select Process Transcripts in the drop-down, and then click Go.

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Process Transcripts Display

There are four options when processing a transcript, to control how the transcript appears in the
viewer:

 Header to Add allows you to add text to the header of each page. Added headers only shows in
viewer preview mode and on printed versions of a transcript.
 Footer to Add allows you to add text to the footer of each page. Added footers only shows in
viewer preview mode and on printed versions of a transcript.
 Header to Remove allows you to remove any existing headers.
 Footer to Remove allows you to remove any existing footers.

Court reporters often put a header or footer on each page of the


transcript. This is an example of a header or footer that you might
want to remove.

33.13 Create Word Index


Create Word Index creates a document-level, hyperlinked index of all words in a specific document.
This functionality is available for the following document types:

 .MSG
 .EML
 .TXT
 .XLS
 .XLSX
 .DOC
 .DOCX
 .PPT
 .PPTX
 .RTF

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 .XML
 .PDF

On the document list, choose whether you’d like to process All searchable items, Checked items, or
These items in the current returned set.

For more information about using transcripts, see the Relativity User
Guide.

Next select Create Word Index, and the click Go.

You will be presented with a confirmation prompt.

Create Word Indexes Confirmation

Click Run to create the word indexes. Depending on the number of documents submitted and their
size, this operation may take some time.

34 Appendix B: Bandwidth Tester


The Bandwidth Tester is designed to test the capacity of a network connection. This function can be
executed at any time and is especially valuable as a troubleshooting tool for users whose viewer issues
may be explained by a lack of data rate support from a network connection.

To launch the Bandwidth Tester, click the Launch Bandwidth Tester icon in the bottom right corner of
the viewer (to the left of the Layout or Related Items pane).

Launch Bandwidth Tester Display

Click Launch Bandwidth Tester icon. The Bandwidth Testing Tool window opens.

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Bandwidth Testing Tool

There are three types of testing that can be performed through this tool:

 Execute Latency Test: measures the elapsed time for a single byte to reach its destination
 Execute Download Test: measures the time it takes to receive data to a local system from a
remote system
 Execute Upload Test: measures the time it takes to send data from a local system to a remote
system

Latency is a measure of the time delay in processing network traffic. It is the total time for a network
packet to travel from the application on one server, through the network adapter, over the wire,
through the second adapter and into an application on another server.

Another name for a latency test is a Ping test. Ping is a utility used to
test whether a particular host is reachable across an IP network and to
measure the round-trip time for packets sent from the local host to a
destination computer, including the local host's own interfaces. Thus,
ping is a way to measure round-trip latency.

Choose the Number of Tests you wish to run and set the Test Delay. Then click Execute Latency Test.

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Execute Latency Test

Once this button is clicked a request is sent to the WebAPI to measure network speed. If the request is
accepted, latency is measured from the moment the request was received to when the ping is
returned.

Latency is measured in milliseconds, as shown in the test results that populate the box below the Clear
Output button. Note that, while the above screenshot shows a roundtrip time of 0 milliseconds, test
results will vary drastically per user, even from test to test in the same environment. This is because
latency is affected by several factors:

 Distance between you and the server


 Operating system
 Protocol overhead
o This refers to characteristics of computer communications schemes; an application that
transfers data across a network cannot expect to use the full bandwidth of the com-
munications medium, since some data is necessary for routing the message, describing
the information content of the message, and other protocol needs. This extra data is
referred to as overhead, since it does not contribute to the information in the content of
the message. Thus, protocol overhead, expressed as a percentage, is the number of non-
application bytes divided by the total number of bytes in the message.
 Number and characteristics of the devices the data must pass through, including network
adapters, switches, and so on
 Additional load or congestion on the network

The second button runs a download test. To do so, first specify the Number of Tests you wish to run
and choose a Payload Size of 1, 5, 10, or 50 from the drop-down. Click Execute Download Test.

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Execute Download Test

When the Execute button is clicked, the request is sent to the EDDS. Distributed virtual directory,
where it is either accepted or rejected. If accepted, the EDDS. Distributed directory generates data to
transfer to the client. The data is then streamed to the client via HTTP. If the data send is completed,
latency is measured from the when the request was sent to when the data was received.

The box again populates with the test results. Here, one download test has been run on one
megabyte. The download was executed at a rate of 9.09 megabits per second.

Clicking the Clear Output button empties the screen of the previous test’s results. To run an Upload
test, again specify the Number of Tests you would like to run and the Payload Size. Click Execute
Upload Test.

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Execute Upload Test

When the Execute button is clicked, a request is sent to the WebAPI virtual directory. If the request is
accepted by WebAPI, latency is then measured from when the request was sent to when the data was
received. The box populates with the test results. In the screenshot above, one test has been run on
one megabyte, and the download was executed at a rate of 4 megabits per second. Like latency, the
download and upload test results will vary per user and test.

35 Appendix C: Document Skip


During document review, if the skip function is enabled, and the user clicks the Save & Next button,
any documents after the current document that do not already meet the view or Saved Search criteria
are skipped until a document that does meet the criteria is found.

Skip Drop-down setting

Document skipping will not occur if any of the following occurs:

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 The skip drop-down is set to Normal
 The user clicks Save
 The user clicks Cancel
 The user clicks any of the document record navigators

The illustration below exhibits basic Skip functionality:

35.1 Special Considerations


 Document skip is available whether browsing the results of a view or a saved search.
 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.

 The user can change the Document Skipping indicator between documents. However, if the
user leaves the document review and then returns, the document skip indicator is set to the
user’s default.
 Skip does not function based on propagation alone; if another user changes a document that
makes it no longer part of the queue, it will be skipped.
 If a user clicks Save and Next and none of the documents remaining in the queue still meet the
conditions, the user will receive a message.

36 Appendix D: Additional Resources


The following additional resources can be found on the kCura Website and Customer Portal:

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36.1 Documentation
 Relativity Admin Manual - This document details the Administrative functions within Rel-
ativity.
 Relativity Best Practices Tiffing - This document details the best practices and considerations
when using the imaging tools in Relativity.
 Relativity Certified Admin Workbook - This document helps you prepare for the Relativity Cer-
tified Admin exam. Additionally, new admins can use the document's tutorial to become more
familiar with the administrative functionality of Relativity.
 Relativity Command Line Import Manual - Documents the use of the Windows Command Line
to import documents into Relativity.
 Relativity Configuration Table - This document lists the names, default values, and purposes
of the configurations found in Relativity.
 Relativity Dynamic Objects Workbook - This document outlines the securable, customizable
objects within your workspace in Relativity.
 Relativity Environment Optimization Manual - This manual outlines the best practices for
maintaining and optimizing a Relativity environment.
 Relativity Load File Specifications - This document outlines the requirements for loading files
in Relativity.
 Relativity Quick Start – A two-page PDF that highlights the different screen areas and icons in
the Relativity interface.
 Relativity System Requirements - This document outlines the recommended server setup for
running a Relativity 6.2 environment.
 Relativity Upgrade Considerations – Outlines the system requirement changes, general con-
siderations, and timeline to note when making preparations for the upgrade from Relativity 5.0
to Relativity 6.0.
 Relativity User Manual - This document details the user-level functionality of Relativity.
 Relativity Viewer Detail - This document details all known issues with the viewer, and lists all of
its supported file types.
 Relativity Viewer Supported File Types - Lists the file types supported by the native file viewer
in Relativity.
 Relativity Workstation Configuration - Outlines the requirements for workstations used to
review documents with Relativity.

36.2 Extensibility Tools


Relativity offers the following API extensions:

 Import API - Allows developers to write a custom utility to import processed data into a case
without the need for the desktop client or a load file. This utility is used to import documents
and metadata using a relational data source, which allows a client to expedite the document
import process and potentially avoid those errors that occur during the creation and facilitation
of a load file.
 Services API - enables developers to write custom code that manipulates Relativity objects
directly. The Services API is a set of web services one can use to programmatically create, read,

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update, delete and query some of the most commonly used Relativity object/artifact types in
the Relativity environment.

36.3 Tutorials
 Getting started in Relativity- Just getting started in Relativity? This tutorial will introduce you
to the application; logging in, editing personal settings, changing your password, and opening a
case.
 Navigating case documents - This tutorial illustrates how to navigate the Case Workspace,
allowing you to browse, sort, and view case documents.
 Checking documents in and out - Are you required to “check out” documents before begin-
ning your review? In this lesson you will learn to work with batches of documents.
 Viewing your documents - Ready to start viewing your documents? Learn how to use the Core
Reviewer Interface to see all the versions of your document.
 Adding redactions and annotations - Need to redact or annotate a document? This tutorial
explains Relativity’s markup sets, and how to apply redactions and annotations.
 Coding and tagging - documents Ready to code your documents? Learn how to work with lay-
outs to code and tag you documents in this tutorial.
 Tagging sections of a document - Looking to mark a few important lines in a large document?
This tutorial outlines how to tag sections of documents.
 Working with related items - How does a document you’re viewing in Relativity connect to
other documents in your case? In this lesson, you will learn how to work with a document’s
related items.
 Using the word index - Do you need to perform a detailed search within an individual doc-
ument? This tutorial will demonstrate the use of the document word index.
 Performing mass operations - Looking to perform an action on a group of documents? This
tutorial teaches you how to perform a mass operation.
 Creating keyword searches - In this lesson you will learn how to run a keyword search, and
filter your results.
 Creating a dtSearch- Do you need more detailed searching options than keyword search
allows? This tutorial teaches you about dtSearch capabilities.
 Creating and running advanced searches - Looking to combine different Relativity searching
techniques in one step? This lesson outlines how to create, edit, and run an advanced search,
and filter your results.
 Printing case documents- Do you need to print documents? This tutorial will show you how to
print a single document, or a group of images.
 Using the Customer Portal – Don’t wait for support, find solutions to common issues. This
tutorial demonstrates how to create, manage and report on ticket, submit and vote on ideas,
get documentation and more.

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37 Appendix E: Date Formats Recognized
The table below lists the date formats recognized by Relativity’s importing tool, WinEDDS. This list
contains both valid and invalid date formats:

Entry in Load File Object Type Definition


12/31/9999 12/31/9999 0:00
Monday January 4 2010 1/4/2010 0:00

5.08:40 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 0:00
20080420 2:22:00 AM 4/20/2008 0:00
4/9/2008 16:13 4/9/2008 16:13
4/9/2008 8:49 4/9/2008 8:49
9-Apr-08 4/9/2008 0:00
Apr. 9, 08 4/9/2008 0:00
4.9.2008 4/9/2008 0:00
4.9.08 4/9/2008 0:00
4/9/2008 4/9/2008 0:00
4;9;2008 4/9/2008 0:00
Wednesday, 09 April 2008 4/9/2008 0:00
12-31-1753 12/31/1753 12:00 AM
4/9/08 13:30 PM Results in an error
2008-044-09 Results in an error
4/9/2008 10:22:00 a.m. Results in an error

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38 Appendix F: Supported OCR Languages
The following languages are supported by Relativity’s OCR engine and are available for selection when
creating an OCR Profile:

 English
 Afrikaans
 Albanian
 Aymara
 Basque
 Bemba
 Blackfoot
 Breton
 Bugotu
 Bulgarian (Cyrillic)
 Byelorussian (Cyrillic)
 Catalan
 Chamorro
 Chechen
 Chinese (Simplified)
 Chinese (Traditional)
 Chuana or Tswana
 Corsican
 Croatian
 Crow
 Czech
 Danish
 Dutch
 Eskimo
 Esperanto
 Estonian
 Faroese
 Fijian
 Finnish
 French
 Frisian
 Friulian
 Gaelic Irish
 Gaelic Scottish
 Galician
 Ganda or Luganda
 German
 Greek

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 Guarani
 Hani
 Hawaiian
 Hungarian
 Icelandic
 Ido
 Indonesian
 Interlingua
 Italian
 Japanese
 Kabardian
 Kashubian
 Kawa
 KikuyuKongo
 Korean
 Kpelle
 Kurdish
 Latin
 Latvian
 Lithuanian
 Luba
 Lule Sami
 Luxembourgian
 Macedonian (Cyrillic)
 Malagasy
 Malay
 Malinke
 Maltese
 Maori
 Mayan
 Miao
 Minankabaw
 Mohawk
 Moldavian (Cyrillic)
 Nahuatl
 Northern Sami
 Norwegian
 Nyanja
 Occidental
 Ojibway
 Papiamento
 Pidgin English

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 Polish
 Portuguese
 Provencal
 Quechua
 Rhaetic
 Romanian
 Romany
 Ruanda
 Rundi
 Russian (Cyrillic)
 Sami
 Samoan
 Sardinian
 Serbian (Cyrillic)
 Serbian (Latin)
 Shona
 Sioux
 Slovak
 Slovenian
 Somali
 Sotho, Suto, or Sesuto
 Southern Sami
 Spanish Sundanese
 Swahili Swazi
 Swedish
 Tagalog
 Tahitian
 Tinpo
 Tongan
 Tun
 Turkish
 Ukrainian (Cyrillic)
 Visayan
 Welsh
 Wend or Sorbian
 Wolof
 Xhosa
 Zapotec
 Zulu

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39 Disclaimer
This documentation is proprietary information of kCura Corporation and may be modified, altered, or
repurposed only in accordance with written consent from kCura.

© 2011. All rights reserved.

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