Relativity - Admin Manual - 7.4

Relativity Admin Manual
v7.4
March 2, 2012
Proprietary Rights
This documentation (Documentation) and the software to which it relates (Software) belongs to kCura Corporation and/or kCuras third party software vendors. kCura grants written license agreements which contain restrictions. All parties accessing the Documentation or Software must: respect proprietary rights of kCura and third parties; comply with your organizations license agreement, including but not limited to license restrictions on use, copying, modifications, reverse engineering, and derivative products; and refrain from any misuse or misappropriation of this Documentation or Software in whole or in part. The Software and Documentation is protected by the Copyright Act of 1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violations can involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines and possible imprisonment. 2012. kCura Corporation. All rights reserved. Relativity and kCura are registered trademarks of kCura Corporation.
TABLE OF CONTENTS
1 Overview 1.1 Changes to this Version 1.2 Before You Begin 1.3 Relativity Objects 2 Admin Mode Basics 2.1 Admin Mode Tabs 3 Clients 3.1 Adding a Client 3.2 Editing Client Information 4 Matters 4.1 Adding a Matter 4.2 Editing Matter Information 5 Users 5.1 Adding a User 5.2 Editing User Information 5.3 Reset Password 6 Groups 6.1 Adding a Group 6.2 Editing Group Information 6.3 Adding Users to Groups 6.4 System Groups 7 Workspaces 7.1 Adding a Workspace 7.2 Viewing Workspace Details 7.2.1 Using the Relativity Utilities Console 7.2.2 Managing System Keyboard Shortcuts 7.2.3 Viewing the Personal Items of Workspace Users 7.3 Editing Workspaces 7.3.1 Production Restrictions 8 Tabs 8.1 Adding a Tab 8.2 Editing Tab Information 8.3 Nesting Tabs 13 13 13 13 15 16 18 18 20 21 21 23 24 24 30 30 32 32 33 34 35 37 37 39 40 40 42 42 43 45 45 47 48
Relativity | Relativity Admin Manual - 3
9 Fields 9.1 Adding a Field 9.1.1 Object 9.1.2 Field Information 9.1.3 Adding HTML Alerts and Links 9.1.4 Field Types 9.1.5 Propagation 9.1.6 List Properties 9.1.7 Yes/No Field Display Values 9.1.8 Relational Field Properties 9.1.9 Keyboard Shortcut 9.1.10 Relativity Applications 9.1.11 Other 9.2 Editing Field Information 9.3 System Fields 9.3.1 Relativity Compare 10 Choices 10.1 Adding a Choice 10.2 Editing Choice Information 11 Relativity Keyboard Shortcuts 11.1 Keyboard Shortcut Legend 11.2 Shortcuts for System Actions 11.3 User-Defined Shortcuts 11.3.1 Document Fields 11.3.2 Document Choices 11.4 Special Considerations 12 Importing 12.1 Importing a Load File 12.1.1 File and Import Menu Options 12.1.2 Selecting Settings for a Document Level Load File 12.1.3 Field Mapping 12.1.4 Overwrite and Overlay Identifiers 12.1.5 Folder Info 12.1.6 Native File Behavior 12.1.7 Extracted Text
50 50 50 51 53 55 58 62 65 65 67 68 68 69 69 71 72 72 75 76 76 78 79 80 80 80 82 82 83 85 88 90 90 91 92
12.1.8 Loading 12.1.9 Error Handling 12.1.10 Import Auditing 12.1.11 Saving Import Settings 12.2 Importing an Image File 12.2.1 Import Menu Options 12.2.2 Selecting Settings for an Image File 12.3 Importing a Production File 12.3.1 Selecting Settings for an Production File 12.4 Importing with Command Line Import 13 Transform Sets 13.1 Domain Parsing 13.1.1 Special Considerations 13.2 Conversation Index Parsing 14 Markup Sets 14.1 Adding a Markup Set 14.2 Editing Markup Set Information 14.3 Copying Markup Sets 14.4 Selecting Your Markup Set in the Viewer 14.5 Navigating Through Markups 15 Persistent Highlight Sets 15.1 Entering Highlight Terms 15.1.1 Color-Coding Persistent Highlights 15.2 Searching Functionality and Persistent Highlighting 15.3 Using Persistent Highlight Sets in the Viewer 15.3.1 Persistent Highlight Set Behavior Across Viewer Modes 15.4 Importing Search Terms for Persistent Highlighting 15.4.1 Relativity Component Setup 15.4.2 Importing Terms 16 Layouts 16.1 Adding a Layout 16.1.1 Viewing Layout Details 16.2 Adding Layout Content 16.2.1 Adding the Copy from Previous Toolbar 16.2.2 Creating a New Category
93 94 95 96 97 97 98 99 100 101 102 102 109 109 112 112 113 113 114 115 117 118 119 120 120 122 123 123 123 125 125 128 128 129 130
16.2.3 Adding Fields 16.2.4 Adding Text to a Layout 16.3 Adding Child and Associative Object Lists 16.3.1 Adding Child Object Lists 16.3.2 Adding Associative Object Lists 16.4 Editing Layout Information 16.4.1 Editing Directly on a Layout 16.5 Inline Tagging on Transcripts 16.5.1 Adding a Tag to a Transcript 16.5.2 Viewing a Tag 16.5.3 Removing a Tag 16.6 Reviewer Layout Options 16.6.1 Using the Skip Function 17 Views 17.1 Adding a View 17.1.1 Enter Basic Information (Step 1) 17.1.2 Select Fields (Step 2) 17.1.3 Select Conditions (Step 3) 17.1.4 Select Sort (Step 4) 17.2 Editing View Information 17.3 Adding Tab Views 17.4 System Views 17.5 Indented List View 17.5.1 Conversation Index Indented List 17.5.2 Equivio Indented List 17.5.3 Numeric Indented List 18 Search Terms Reports 18.1 Creating a New Search Terms Report 18.2 Running a Search Terms Report 18.3 Search Terms Report Results 18.4 Search Terms Reports and Persistent Highlighting 18.4.1 Searching Functionality and Persistent Highlighting 18.4.2 Additional Guidelines for Persistent Highlighting 19 Summary Reports 19.1 Adding a Summary Report
131 135 136 136 138 139 140 141 141 142 143 144 146 147 147 148 150 152 153 154 155 155 156 161 162 163 164 164 166 166 167 168 168 171 171
19.2 Editing Summary Report Information 20 Pivot Profiles 21 Production Sets 21.1 Adding a Production Set 21.1.1 Production Information 21.1.2 Production Numbering 21.1.3 Headers and Footers 21.1.4 Production Numbering Sort Order 21.2 Adding Documents to Your Production 21.3 Running a Production 21.3.1 Checking Production Conflicts 21.3.2 Production Statuses 21.4 Viewing Production Set Details 21.4.1 Displaying Production Set Details 21.4.2 Available Options on Production Set Details 21.5 Editing a Production Set 21.6 Tracking Redactions on Productions 22 Exporting 22.1 Exporting a Production Set 22.1.1 Production Set - Using Saved Export Settings 22.1.2 Production Set - Data Source Tab 22.1.3 Production Set - Destination Files Tab 22.1.4 Running a Production Set Export 22.2 Exporting a Saved Search 22.2.1 Saved Search - Using Saved Export Settings 22.2.2 Saved Search - Data Source Tab 22.2.3 Saved Search - Destination Files Tab 22.2.4 Running a Saved Search Export 22.3 Exporting a Folder 22.3.1 Folder - Using Saved Export Settings 22.3.2 Running a Folder Export 22.4 Exporting a Folder and Subfolders 22.4.1 Folder and Subfolders - Using Saved Export Settings 22.4.2 Folder and Subfolders - Data Source Tab 22.4.3 Folder and Subfolders - Destination Files Tab
174 176 180 180 181 182 188 190 191 192 194 194 195 195 195 196 197 200 200 201 201 202 209 210 210 211 212 219 220 220 220 221 221 221 222
22.4.4 Running a Folder and Subfolders Export 22.5 Saving Export Settings 23 History 23.1 History View Fields 23.2 Filters on the History Tab 23.3 Audited Actions 23.4 Search History 23.5 Imaging History 24 Security Permissions 24.1 Workspace Permissions 24.1.1 Security 24.1.2 Tab Visibility 24.1.3 Browsers 24.1.4 Mass Actions 24.1.5 Admin Operations 24.2 Permissions for Individual Items (Object Level) 24.2.1 Adding the Security Field to a View (Padlock icon) 25 Scripts 25.1 Creating a Script Tab 25.2 Adding a Script 25.2.1 Selecting from Script Library 25.2.2 Running a Library Script 25.3 Editing a Script 25.4 Script Library 25.4.1 Library Scripts 25.5 Script Compatibility and Updates 26 Search Indexes 26.1 Keyword Index 26.2 dtSearch Indexes 26.2.1 Creating a New dtSearch Index 26.2.2 Auto-Recognize Date, Email, and Credit Card 26.3 Dictionary 27 Relativity Analytics 27.1 Creating an Analytics Profile 27.2 Creating a Repeated Content Filter
229 230 231 231 232 233 234 236 238 239 241 248 249 250 251 252 253 255 255 256 257 258 259 260 260 261 262 262 263 264 270 271 272 272 275
27.3 Creating a Relativity Analytics Index 27.4 Adding New Documents to an Existing Search Index 27.5 Creating Categorization Sets 27.6 Searching on Categorization Fields 27.7 Analytics Categorization in the Viewer 27.7.1 Adding a Document as an Example in the Viewer 27.7.2 Adding a Text Excerpt in the Viewer 28 LiveNote Integration 29 Admin Mode Details 29.1 Views 29.1.1 System Views 29.2 Choices 29.3 Agents 29.3.1 Workspace Statistics Manager 29.4 Errors 29.5 Tabs 29.6 Imaging Queue 29.7 OCR Queue 29.8 Production Queue 29.9 Branding Queue 29.10 Message of the Day (MotD) 29.11 User Status 29.11.1 Send Messages 29.11.2 Force Users to Log Out 29.12 Relativity Script Library 29.13 Assemblies 29.14 Resource Pools 29.14.1 Creating a Resource Pool 29.14.2 Adding Resources to the Pool 29.15 Servers 29.16 License Tab 29.16.1 License Expiration and Error Messages 30 Batching 30.1 Adding Batch Sets and Batches 30.2 Editing Batch Set Information
276 286 286 292 293 293 294 296 298 298 298 299 299 301 302 302 302 303 304 306 307 307 308 309 310 310 311 311 312 313 315 316 317 317 321
30.3 Deleting a Batch 30.4 Checking Out Batches 30.5 Batch Fields 30.6 Building Views for Checked-Out Documents 31 Object Types 31.1 Adding an Object Type 31.1.1 Object Type Details 31.1.2 Selecting a Rule Type 31.2 Adding Information to Objects 32 OCR 32.1 Creating an OCR Profile 32.2 Editing an OCR Profile 32.3 Creating OCR Set 32.4 Running an OCR Set 32.5 Editing an OCR Set 33 Imaging Documents 33.1 What is an Imaging Profile 33.2 Creating an Imaging Profile 33.2.1 Basic Imaging Engine Options 33.2.2 Native Imaging Engine Options 33.2.3 Spreadsheet Options 33.2.4 Email Options 33.2.5 Word Processing Options 33.2.6 Presentation Options 33.2.7 HTML Options 33.2.8 Native File Imaging Profile Validation 33.2.9 Viewing Imaging Profile Details 33.2.10 Editing an Imaging Profile 33.3 What is an Imaging Set 33.3.1 Creating an Imaging Set 33.3.2 Viewing Imaging Set Details 33.3.3 Running an Imaging Set 33.3.4 Monitoring Imaging Status 33.3.5 Imaging Error Scenarios 33.4 Native Types
321 322 323 323 325 326 328 330 334 335 335 337 338 341 344 346 346 346 348 349 350 352 353 353 353 353 355 356 357 357 359 360 362 363 364
33.4.1 Editing a Native Type 33.5 Troubleshooting Imaging Appendix A: Mass Operations Appendix A.1 Mass Edit Appendix A.2 Mass Move Appendix A.3 Mass Delete Appendix A.3.1 Performing a Mass Delete on Documents Appendix A.3.2 Performing a Mass Delete on Other Objects Appendix A.3.3 Enable or Disable Snapshot Auditing on Delete Appendix A.4 Mass Produce Appendix A.5 Mass Replace Appendix A.6 Mass Image Appendix A.7 Mass Print Images Appendix A.8 Tally/Sum/Average Appendix A.9 Send to CaseMap Appendix A.10 Export to File Appendix A.11 Cluster Appendix A.11.1 Creating a New Cluster Appendix A.11.2 Deleting a Cluster Appendix A.11.3 Replacing an Existing Cluster Appendix A.12 Process Transcripts Appendix B: Bandwidth Tester Appendix B.1 Launching the Bandwidth Tester Appendix B.2 Executing a Latency Test Appendix B.3 Executing a Download Test Appendix B.4 Executing an Upload Test Appendix C: Document Skip Appendix C.1 Skip Scenario Appendix C.2 Special Considerations Appendix D: Date Formats Recognized Appendix E: Supported OCR Languages Appendix F: Deleting Object Dependencies Appendix F.1 Displaying the Dependencies Report Appendix F.2 Viewing Dependency Report Results Appendix F.2.1 Special Considerations for Fields
365 365 366 366 371 373 373 375 376 376 378 379 381 383 385 393 394 394 396 396 396 398 398 399 400 401 403 404 404 405 406 407 407 408 409
Appendix G: Relativity Desktop Client Installation and Setup Appendix G.1 RDC Software Requirements Appendix G.2 Installing the RDC Appendix G.3 Changing, Repairing, or Removing an RDC Installation Appendix G.4 Configuration Settings for the RDC Appendix G.4.1 Batch Handling Configuration Settings Appendix G.4.2 Validation and Auditing Configuration Settings Appendix G.5 Running the RDC Appendix G.5.1 Logging in to the RDC Appendix G.5.2 RDC Menu Bar Appendix G.5.3 Right-click Options for Workspace Folders Appendix H: Additional Resources Appendix H.1 Documentation Appendix H.2 Extensibility Tools Appendix H.3 Tutorials Index
410 410 410 414 414 415 416 417 418 418 419 421 421 422 423 425
1 OVERVIEW
Relativity is a flexible document review platform. This Admin Manual is intended to give you the knowledge to effectively manage Relativitys 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:
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The Relativity Admin Manual now includes an index.
1.2 Before You Begin

kCura recommends that you have a basic understanding of Relativity before attempting to configure or administer the system. The Relativity User Guide contains information about how reviewers typically use Relativity. Training is also available. Note: Printable versions of Relativity documentation, including the User Guide and Quick Start Guide, are available at the documentation page at kCura.com. Refer to the Relativity Quick Start Guide for a basic explanation of the different areas of Relativity as seen by a reviewer.
1.3 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.
Relativity Objects
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. Your group permissions determine the information available to you. A System Administrator is a user with rights to see every item within a Relativity environment. 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 dropdown box containing links to the various modes where you have permissions.
User Greeting
System Administrators see the options displayed below:

Modes drop-down
The mode drop-down options are:

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Workspaces navigates to the workspace list view. Admin navigates to Admin Modes. Reset Password opens a pop-up that allows users to change their passwords. My Settings opens a pop-up that allows the users to change their personal settings. Logout logs users out of the Relativity Platform.
Users not designated as System Administrators will only see the areas that they have permissions to view.
Note: The Accessible field indicates whether the workspace was upgraded to match the environment's current Relativity version. If the field value is No, the workspace was not upgraded, and that 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:
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Help launches the Relativity online help project containing all the information found in this manual in an easily-navigated format. 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. The Credits-Icons link is displayed below this information, and it opens a window listing credits for the icons used in the application, as well as the URL for more information about these icons.
About dialog
Under the Support and About links is the logged in username, and the Interface Mode settings. Data Focus consists of two radio buttons:
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On: An adjusted interface that displays more data in the view by removing the workspace name and white space from the main header. Off: Relativitys standard interface that displays the workspace name in the top left corner.
2.1 Admin Mode Tabs

Click the Admin link to display Admin Mode. This mode allows you to perform system-level, non-workspace administrative functions. The following tabs are available in Admin Mode:
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Clients See Clients on page 18. Matters See Matters on page 21. Users See Users on page 24. Groups See Groups on page 32. Views See Views on page 298. Choices See Choices on page 299. Agents See Agents on page 299. Errors See Errors on page 302. Queue Management Includes nested tabs called Production Queue, Branding Queue, Imaging Queue, and OCR Queue. See Admin Mode Details on page 298. Relativity Script Library See Script Library on page 260. User status See User Status on page 307. MotD See Message of the Day (MotD) on page 307. Assemblies See Assemblies on page 310. Tabs See Tabs on page 302. Resource Pools See Resource Pools on page 311. Servers See Servers on page 313. License See License Tab on page 315. [Custom] See Admin Mode Details on page 298.
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, open 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.
New Client form
There are three fields of information required for every new client: Client Information:
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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. Use the status value to organize and display lists of clients using Relativity views. See Views on page 147.
Other: Additionally, there are two optional fields where you can record extra client information. Common uses of these fields include storing addresses or contact information.
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Keywords Notes 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: Edit allows you to edit the client information. 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.
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There are four buttons available at the top and bottom of the form:
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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 link
You can also edit client information by clicking the clients name. This redirects you to the Client Details page. Click the Edit button to access and change the client information. Note: If your Clients tab view list does not contain the Edit field, you can add it. See Admin Mode Details on page 298.
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 can have these associations:
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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.
New Matter form
There are four fields of information required for every new matter. Matter Information:
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Name is the matters name. This field must be between 1 and 50 characters. Status is the matters current status. The default options are Active or Inactive, but you can add any value. This field is useful when organizing and displaying lists of matters using Relativity views. For information about using the Status field as an organizational tool, See Views on page 298. Client is the matters associated client. Click the ellipsis () button to select from all available clients. Note: If your client list is too large, click Show Filters to quickly narrow the list by any available 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.
Other: Additionally, there are two optional fields where you may record extra matter information.
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Keywords Notes 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 o o o
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Edit allows you to edit the matter information. Delete removes the matter from Relativity. Back redirects you to the matter list. View displays the matters audit history.
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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 link
You may also edit matter information by clicking the matters name. This redirects you to the Matter Details page. Click the Edit button to access and change the matter information. Note: You can add an Edit link to your matter list view if it does not already exist. See Admin Mode Details on page 298.
5 USERS
Users are individuals who have access to the Relativity environment. Users are directly associated to Clients and Groups.
User Associations
Note: 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.
New User form
There are several fields of information required for every new user. User Information:
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First Name is the users first name. This field must be between 1 and 50 characters. Last Name is the users last name. This field must be between 1 and 50 characters. The system displays a user as <last name>, <first name>. Email Address is the users email address. While the system won't validate this information, you must enter it 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. Note: Items on the selected client list are set by a system view. It is possible you will see only a subset of items. For more information on editing system views, See Admin Mode Details on page 298.
Relativity Access is a drop-down that allows you to control the users access to Relativity.
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Enabled is the default value. Enabled users will be allows to log in to Relativity and counted and billed as a named user on your Relativity license. Disabled users will not be allowed to access Relativity and not be counted or billed as a named user on your Relativity license. When Relativity is first deployed, the system sets the Relativity Access field for existing users using the following criteria. A System Administrator can change a user's access at any time.
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If a user is in a group with rights to a workspace, their Relativity Access is set to Enabled. If a user is not in a group with rights to a workspace, their Relativity Access is set to Disabled. Document Skip is a drop-down that allows you to control whether or not the user has the ability to skip documents during review that no longer meet the original conditions of a view due to propagation being enabled. See Document Skip on page 403. The available options are:
o o o
Enabled enables the Skip function. Disabled disables the Skip function.
Force Enabled always enables the Skip function so that the user is unable to turn it off. (This option is only available for System Administrators.) Authentication Data allows a user to log in using one of several different authentication technologies. Options include: RSAs two-factor authentication technology. Enter RSA and then the user's RSAlogin name. For more information on how to configure Relativity to use RSA, request a copy of the Relativity RSA Integration Manual. o Client SSLs authentication. Enter clientsslcertification:<ISSUERCN>; <ISSUERCN> is the Certificate Authority that issues the certificates the web server expects. For more information 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're interested in linking Relativity user accounts to your Active Directory accounts. Trusted IPs allows you to set a trusted IP address for users. If a user attempts to log in from an unauthorized IP address, authentication will fail. Enter an IPaddress in the following format "###.###.###.###". You can enter multiple IPaddresses. 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 o o o
First name Last name Email address
Item list page length 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 password remains valid.
o o o o
If you enter 0 or no value, the password will never expire If you enter a whole number, such as 5, the password will expire five days from the time the password is set. The Configuration Table value drives the default. For more information, see the Relativity Configuration Table guide. Note: When you set a password to expire, the counter starts when a password is set and restarts when the password is reset.
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. C.
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Enable or Disable by toggling the icon from color version to a gray version.
Keyboard Shortcut Icon Enabled
User Login Details:

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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 maximum number of Relativity failed login attempts, the system locks the user out of Relativity. Logging in successfully will reset the count. If the account becomes locked, resetting the users password will unlock the account. You can set the maximum number of failed attempts in the environment configuration, outside of Relativitys web interface. For more information, see the Relativity Configuration Table guide. Password Expires is a read-only field that displays the number of days until the users password expires. Item List Page Length is a numeric field indicating the default list length for all views in Relativity. You can set it from 1 to 200.
User Settings:
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Default Selected File Type is the default viewer mode: Viewer Native o Image o Long Text o Production Skip Default Preference
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Skip advances a user to the next document in the queue that matches the defined view conditions when the user clicks Save and Next. o Normal allows document review to operate normally, displaying all documents in the queue. Enforce Viewer Compatibility provides you with the ability to control when users are required to download a new version of the viewer. You can select one of the following options:
o o
Yes: This option forces an upgrade of the viewer based on specific versioning criteria determined by settings in the Relativity Configuration Table. These configuration settings control upgrade behavior across your Relativity environment. By default, Enforce Viewer Compatibility is set to Yes. In the Relativity Configuration Table, you can set ForceWebClientManagerUpgrade and WebClientValidateAssemblyVersion to control upgrade requirements. See the Relativity Configuration Table document for more information about these configuration values. No: This option forces an upgrade of the viewer only when major versions of Relativity are released. You may want to select this option when creating users who will be working in multiple Relativity environments that have different minor versions installed. It prevents them from having to upgrade the viewer as they switch between environments. To avoid upgrading, the Enforce Viewer Compatibility option must be set to No in each of the environments accessed by these users.
Advanced Search Public by Default drives the user's default search owner value. The propertys 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. Note: 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. Password is used to designate the required action on the users password. The choices are:
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Set Password:
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Use current password makes no changes to the current password.

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

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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
Manually set password allows you to type a specific password. Relativity requires that each password contain at least:
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8 characters 1 lowercase letter n 1 uppercase letter n 1 number n 1 non-alphanumeric character n 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. If the checkbox is not selected, the current password remains valid for the designated period 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 users new password. This field is only available if Manually Set Password is selected. Retype Password is used to type and verify the users new password. This field is only available if Manually Set Password is selected. Send new password to allows the users new password to be sent to one of the following:
o o 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. This user (email) sends an email to the user on the form
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The message appearing in this option can be configured on a system level. For more information, see the Relativity Configuration Table. The pop-up will launch when this option is selected. This option is only available if Auto-generate Password is selected
Popup sends the username and generated password to a pop-up box.

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Additionally, there are two optional fields where extra user information may be recorded:
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Keywords Notes Save records the entered information and displays the User Details page. Within this page, there are four buttons available:
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Edit allows you to edit the user information. Delete removes the user from Relativity.
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Back redirects you to the user list. View audit displays the users 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.
Edit User
You may also edit user information by clicking the users name. This redirects you to the User Details page. Click the Edit link to access and change the user information. Note: An Edit link may be added to your user list view if it does not already exist. See Admin Mode Details on page 298.
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 users 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 users name. This redirects you to the User Details page. Click the Edit button to access, scroll down to the password section and change.
Note: A System Administrator can edit the configuration value "MaxPasswordHistory" to ensure that a user is not able to reuse previous passwords. For example, if this value is changed from 0 to 5, the user can't re-use any of their previous five passwords when resetting their current password.
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.
New Group form
The fields available on the New Group form include:

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Name is the groups name, and it is the only required field for creating a new group. This field must be between 1 and 50 characters. Note: 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. Administrators.
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Keywords is an optional field where extra group information may be recorded. Notes is an optional field where extra group information may be recorded. Save records the entered information and displays the Group Details page. Within this page, there are four buttons available: Edit allows you to edit the group information. 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.
o o
There are four buttons available at the top of the form:

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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. See Security Permissions on page 238.
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 groups name. This redirects you to the Group Details page. Click the Edit button to access and change the group information. Note: An Edit link may be added to your group list view if it does not already exist. See Admin Mode Details on page 298. 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.
Group User and Workspaces List
6.3 Adding Users to Groups

There are two different ways to add and/or remove users from groups:
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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 groups Name link. Use the Add and Remove buttons at the bottom of the page.
Add and Remove buttons
To add users from the User Details page, select the Users tab and click the users Name link. Use the Add and Remove buttons at the bottom of the page.
6.4 System Groups

This section describes the three default system group settings used in Relativity. 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 Relativity System Administrators have 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. Relativity Script Admins Relativity Script Admins have the following script and applications related permissions:
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View Run Preview (locked and unlocked scripts) Create/Write Edit Link Import Applications (Refer to the Relativity Applications Manual)
Before a user can belong to the Relativity Script Admins group, the user must first belong to the System Administrators group. Relativity Administrators are not automatically members of the Relativity Script Admins group. The table below represents the script permissions for each group. Locked Script Edit Locked Script Preview Unlocked Script Edit Unlocked Script Preview
View Script Admin System Admin Standard User

*With view rights **With add rights
Run
Write
Link
**
Note: Regardless of permissions, System Administrators will not be able to edit locked scripts.
7 WORKSPACES
In Relativity, a workspace provides a secure data repository for documents used in cases or for applications developed with custom objects. You can store all types of documents (such as productions, witness testimony, and others) in a workspace to facilitate searching, organizing, and categorizing content. In addition, you can use granular security settings to grant or deny permissions to specific content stored in the workspace. At the workspace level, you can also define views, layouts, fields, and choices. These Relativity features streamline workflows, as well as simplify the processes for organizing and categorizing content. Views support filtering on item lists, while layouts, fields, and choices are used for categorizing documents.
Workspace level features
7.1 Adding a Workspace

In Workspaces mode, point to the Workspaces tab. Click New Workspace to display the New Workspace form.
New Workspace form
The fields available on the New Workspace form include: Workspace Information
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Name is the name used to identify the workspace. This must not exceed 50 characters. Matter is the case or legal action associated with the workspace. Click the ellipsis () button to select a matter. The Select Matter pop-up displays a list of matters based on the conditions set in MattersOnPicker view. Template Workspace is an existing workspace structure used to create the new workspace. Click the ellipsis () button to select a template. The Select Workspace pop-up displays a list of templates based on the conditions set in WorkspacesOnPicker view. All non-document objects in the template are copied to the new workspace:
o o o o o o o o o o o o o o o
Choices Custom tabs User Objects Fields Groups (and permissions) Imaging Profiles Layouts Markup Sets Native Types OCR Profiles Pivot Profiles Saved Searches not associated with a dtSearch or Analytics index Scripts Summary Reports Views
Status is used to identify a workspace as Active or Inactive. This field has no impact on the workspace functionality, but it can be added to views for filtering workspaces. Inactive workspaces can be accessed and edited. SQL Full Text Language determines the correct stemming and word-break characters used in the full text index. Select the primary language for documents added to the workspace. The default setting is English. Note: The SQL Server settings determine the languages available in this list. Contact your administrator if you require additional languages.
Resource Information
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Resource Pool is a set of servers and file repositories that you can associate with a workspace. Contact your System Administrator for information about available resource pools. Note: Your selected resource pool determines the file repositories and SQL Servers available in the drop-down menus. See the section Resource Pools for configuration information.
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Default File Repository specifies the path for the physical location of the files (including document natives and images) associated with the workspace. Database Location is the SQL server where the workspace database is stored. Download Handler URL lists the default URL referencing the code responsible for making downloaded files available to users. (This setting is independent of the selected resource pool.) Keywords are used to filter on the workspace in a view, as well as for other identification purposes. Notes are used to enter additional comments about the workspace.
Other
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Action Buttons After you complete the required fields, you can use the buttons at the top of the form to perform these actions:
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Save stores the workspace information, and initiates the creation of the SQL database and the full text index for the workspace. This process may take several minutes depending on the size of the template workspace. Relativity displays the Workspace Details page after it has finished creating the workspace. Note: New workspaces do not contain any documents, but they have the structure of the selected template. For information about adding documents, see Importing a Load File.
Cancel stops the creation of the workspace, and discards any information that you entered.
7.2 Viewing Workspace Details

On the Workspace Details page, Relativity displays read-only workspace settings history information, Relativity Utilities console, and the Production Restrictions field. (You can update the Production Restrictions field when you edit a workspace.)
Workspace Details with Relativity Utilities console
You can also use the Action buttons on the top of this page to perform these tasks:
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Edit allows you to edit the workspace settings. Delete removes the workspace from Relativity. Any files added to an EDDS folder, regardless of whether or not they are associated with the database, will be deleted when the workspace is deleted. Back redirects you to the Workspaces tab. Edit Permissions allows you to set the workspace permissions. See Security Permissions on page 238.
7.2.1 Using the Relativity Utilities Console

Additional administrative features are available through the Relativity Utilities console on the Workspace Details page. The console includes the following buttons:
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Manage System Keyboard Shortcuts displays a pop-up for modifying the key combination used by system shortcuts. To use this button, you must have security permission for the Admin Operation called Modify System Keyboard Shortcuts. See Managing System Keyboard Shortcuts on page 40. Download Relativity Desktop Client 32-bit displays a pop-up for saving or running this utility. Download Relativity Desktop Client 64-bit displays a pop-up for saving or running this utility. Note: To use these buttons, you must have security permission for the Admin Operation called Download Relativity Desktop Client. See Importing on page 82 and Exporting on page 200 for information about how to use the Relativity Desktop Client.
Download Viewer Installation Kit allows you to download a standalone utility containing executable files used to install the viewer software. View Another Users Personal Items displays pop-up for selecting workspace users. You will be able to view the personal items of these users. This button is available only to System Administrators. See Viewing the Personal Items of Workspace Users on page 42.
7.2.2 Managing System Keyboard Shortcuts

You can modify the system keyboard shortcuts for a workspace. These keyboard shortcuts are defined in Relativity for use in the Core Reviewer Interface. You must have security permissions for the Admin Operation
called Modify System Keyboard Shortcuts. See Admin Operations on page 251. On the Workspace Details page, click Manage System Keyboard Shortcuts in the Relativity Utilities console.
System Keyboard Shortcuts page
Use the following instructions to modify a system keyboard shortcut key:

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Select or clear the one or more of the following checkboxes: Ctrl, Alt, or Shift for the Control, Alt, and Shift keys respectively. Note: You must select either or both the Ctrl and Alt checkboxes. Relativity displays the error message <Invalid Keyboard Shortcut> when these checkboxes are not selected.
In the Key drop-down, select a letter, number, or navigation key. The navigation keys include End, Home, Space, Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up. Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the System and Internet Explorer. See Keyboard Shortcut Legend on page 76. Click Clear to reset the options for keyboard shortcuts.
After you have completed your updates, click Save to display the Workspace Details page.
Note: You can create user-defined shortcuts when you add a new field to Relativity. See Adding a Field on page 50, and User-Defined Shortcuts on page 79.
7.2.3 Viewing the Personal Items of Workspace Users

You must be a System Administrator to view the personal items of workspace users. In the Relativity Utilities console, click View Another Users Personal Items.
View Other's Personal Items dialog box
Use the following instructions to view personal items:

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If you want to view personal items for one or more workspace users, select user names in the Left box. Click an Arrow button to add the users to the Right box. You can now view their personal items. If you do not want to view personal items for workspace users, select user names in the Right box. Click an Arrow button to add the users to the Left box. You will no longer see their personal items displayed. Note: To move multiple users between boxes, click the double arrows. You can also select and double-click on user names to move the between boxes.
7.3 Editing Workspaces

When you edit workspace settings, Relativity will display an editable form that contains the same fields available during workspace creation. It also displays the Production Restrictions field. See Adding a Workspace on page 37, and Production Restrictions on page 43. To edit a workspace, complete one of the following set of tasks:
n
In Workspaces mode, you will see a list of workspaces displayed. Use filters or views to locate the workspace that you want to update. Click the Edit link associated with the workspace.
Note: If the Edit link is not displayed in the workspace list view, you can add it by updating the view. See Views on page 147.
Edit link
On the Workspaces tab, click the name of a workspace, and then select the Workspace Details tab on the Documents tab. Click Edit.
7.3.1 Production Restrictions

Using the Production Restrictions option, you can ensure that your production set does not include privileged or other confidential documents. You can select a saved search that returns documents that you want excluded from the production set. When you run a production, Relativity will compare these documents against those in the production, and alert you to any conflicts. See Running a Production on page 192. Use the following guidelines when working with production restrictions:
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Create a saved search with criteria that will return documents that you want excluded from the production set. Note: Include family groups in your saved search so that all of the family items are kept together and can be removed if necessary.
Display the edit page for the workspace. You can only update the Production Restrictions option when you are editing a workspace. See Editing Workspaces on page 42. Select your saved search in the Production Restrictions option. The default value is <no restriction>.
Production Restrictions field
Run your production set. If a conflict occurs you can override the Production Restriction, but you must be designated as a System Administrator with the Override Production Restrictions permission. See Security Permissions on page 238.
You can select any saved search in the Production Restriction option, including one that uses a dtSearch or Relativity Analytics search index. If you later use the workspace as a template, you will see a warning message that requires you to select one of the following options:
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Select a New Production Restriction Continue With No Production Restriction
In addition, you cannot delete the saved search that is used by the Production Restriction option. You must first edit the Production Restriction option so that it no longer references the search.
8 TABS
When a new case workspace is created in Relativity, the following tabs are created as well:
n n n n n n n n n n n n n n n n n
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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 Workspace. 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. Relativity Applications allows you to create applications built on the Relativity platform using custom objects; refer to the Relativity Applications manual for more information. 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. OCR Profiles is covered in the section on OCR Profiles. OCR Sets is covered in the section on OCRSets. Imaging includes nested tabs called Imaging Profiles, Imaging Sets, and Native Types. All tabs are discussed in the section Imaging Documents.
Depending on the template chosen, your workspace may have one or more custom tabs. Custom tabs may be created to link to any web address. You can add these custom tabs in both admin mode and workspace mode. The New Tab form is brought up, with required fields in orange and optional fields in gray.
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 is brought up, with required fields in orange and optional fields in gray.
New Tab form
There are five required fields when creating a new tab.

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Name is the tabs name. This field must be between 1 and 50 characters. Be as concise as possible when naming tabs. Order represents the position of the tab by a numerical value. It can be any positive or negative integer. No decimals are allowed. 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. Note: Its 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 (such as 10, 20, 25, 30, 40).
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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: Object creates a tab for a non-document object in your workspace. 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 objects information is displayed in the tab for those specified as Link Type = Object.
o o
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Note: You can created new objects within Relativity. These custom objects are securable, non-document objects within your workspace. They can be linked to documents and to each other, creating powerful custom applications.
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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 workspaces 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. Relativity Applicationsallows you to add this tab to a Relativity Application. Clicking the ellipsis brings up a list of available applications. Save records the entered information and displays the Tab Details page. Within this page, there are five buttons available:
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There are four action buttons available at the top and bottom of the form:
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Edit allows you to edit the tab information. Delete removes the tab from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See the section Displaying the Dependencies Report for more information. Back redirects you to the tab list. Edit Permissions allows you to establish rights for the tab. Note: By clicking Edit Permissions, you are editing rights only for the selected tab. By default the tab will be secured according to the workspaces level tab rights. See Security Permissions on page 238.
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View Audit displays the tabs audit history.
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.
Edit link
You may also edit tab information by clicking the tabs name. This redirects you to the Tab Details page. Click the Edit button to access and change the tab information. Note: An Edit link may be added to your tab list view if it does not already exist. See Admin Mode Details on page 298.
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.
Link Type drop-down
From the Tabs tab, click the Edit link next to the tab you want to nest. Under the Parent drop-down, choose the tab you've just created. Click Save.
Parent tab selection
Do the same for every tab you wish to nest. The tab will disappear from the tab strip and reside below the new tab.
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 sections in the manual discuss the fields listed under each heading in the New Field form.
9.1.1 Object
Object Type Drop-down
Object Type determines the object that is used to classify the field.
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Object types are created in the Object Type tab. For more information about object types, see Object Types. If you are unsure about which Object Type to select, ask yourself What object do I want to add information to? The answer is your object type. For example, if youd like your new field to store information about a document, select Document. Note: You can create new objects within Relativity. These custom objects are securable, nondocument objects within your workspace. They 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
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Name is the fields name. This must be between 1 and 50 characters. Field Type determines the fields functionality and presentation. For example, a Yes/No field type indicates that the reviewer must choose a value of either Yes or No to edit the field. The Types in this list are described in Field Types on page 55 Length is the length of a fixed-length text field. The default length is 255 characters. The maximum length is 4,999 characters. 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 workspaces 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 workspaces unique identifier with a value of Yes or No. By default, this drop-down is grayed out and cannot be edited. 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.
o o
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Formatting determines the fields format and only applies to the following fields:
o
Date
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Date format displays only the date. Date Time displays the date and time.
Whole Number
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None displays the number as a string of numbers. n 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. By default, this is set to No. For Document Object Type fields, this property is editable when the Field Type is Single Choice, Multiple Choice, Single Object, or Multiple Object. o For non-Document Object Type fields, this property is editable when the Field Type is Single Choice or Multiple Choice only. Field Tree View is used to select a view that determines the values and the order that they are displayed the Field Tree. It also determines the views displayed in the pickers available when you set conditions for searches and views.
o o o o
This drop-down is blank and disabled if the Available in Field Tree setting above is set to No. If the Available in Field Tree setting is set to Yes, the Field Tree View will reflect the default value of <All Items>. In order to have the ability to choose a View in the Field Tree View drop-down, the field must be Single Object or Multiple Object. 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 Conditions (Step 3 of 4) of the wizard. n Create View allows you to create a new view from step 1 of the wizard. The process of creating a new view is covered in the Views section. 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 Artifact ID.
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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. Note: 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. 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.
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Selecting Yes executes the code when the field is displayed. Selecting No displays the field as plain text.
Note: 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.
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Open to Associations determines whether an object field can display its information on an associated object field. For example, you have two associated objects: Custodian and Company. 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. This action creates two fields:
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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 to ensure the document is reviewed the in both its original and edited state. Note: When sending data out for processing you can request a Yes/No field be created to indicate if a 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.
Edit Field Layout
Locate the documents that you want associated with an HTML alert. (These documents may 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 identified your documents, go to the Mass Operation bar. In the first dropdown 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>
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.
Layout Key Phrase Link
9.1.4 Field Types

The following field types are available in Relativity:
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Fixed-length text is a text field with a limited length.

o o o
Maximum technical limitation of 4,999 characters 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:
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Fixed-length text fields larger than 500 characters are not optimal. Go to the Object Type tab and select the Document object. The ControlPanel section contains a usage field showing how many of your 8,060 bytes are remaining. n The sum of all fixed-length text fields should not be larger than 8,060 bytes. Long text is a text field larger than 4,999 characters. 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. o Examples: Email To, FullText. Date stores the date, or date and time.
o 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.
Many formats are accepted, including SQL-accepted formats that match your SQL servers 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
This value cannot exceed 2147483647. Example: Page Count Decimal is a numeric field that may include decimals.
o o
Maximum of 15 digits before the decimal, 2 digits after the decimal 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 o
Maximum of 10 digits Example: Amount Sold Yes/No is a field that will have one of two values. The default values are Yes and No.
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The display values for Yes and No may be altered. Example: Reviewed A Single-Choice has a predetermined set of values called choices; only one value may be chosen. For example:Responsiveness. A Multiple-Choice has a predetermined set of values called choices; more than one value may be chosen.
o o o o
Choices may be nested Example: Issues
User is a field type that contains Relativity users with rights to the current workspace. Depending on the function of the field in Relativity, the list of users may be filtered to display only members of the non-administrative groups added to the workspace, or system administrators and non-administrative group members as illustrated in the following table. User Field Function Added to layout Added to review batch Used as an owner on a saved search Available as saved search condition Users Displayed in Field Non-administrative group members of a workspace Non-administrative group members of a workspace System administrators and other group members of a workspace System administrators and other group members of a workspace
Note: The Assigned To field displays user information in the format Last Name, First Name. You must use the email address of the user when loading this field in Relativity. For example, you would load a user named John Smith as johnsmith@kcura.com.
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File is a field that allows you to upload a file for a non-document object. When you add a File field, Relativity automatically creates File Size, File Icon, and Text fields for the object.
Single Object is a field type that you can use to define a one-to-many relationship between two objects. The Single Object field is added on the object selected in Object Type option. It is then used to create a one-to-many relationship with the object selected in with the Associative Object Type option. For example, you could use a single object field called Sender Domain to create a relationship between email messages and the domains of their senders. You add the Sender Domain field on an object of type Document, and associate it with an object of type Domain. By doing so, you used a single object field to create a one-to-many relationship, since each email message can originate from only one domain, but many different domains are available.
Single Object Field with Associative Object Type
Multiple Object is a field type that you can use to define a many-to-many relationship between two objects. The Multiple Object field is added on the object selected in Object Type option. It is then used to create a many-to-many relationship with the object selected in the Associative Object Type option. In this example, you could use a multiple object field called Recipient Domains to create a relationship between available domains and the email recipient domains from email messages. You add the Recipient Domain field on an object of type Document, and associate it with an object of type Domain. By doing so, you used a multiple object field to create a many-to-many relationship, since you can have multiple domains, and each recipient of an email message can have a different domain.
Multiple Object Field with Associative Object Type
Relativity automatically creates two fields when you define Multiple Object field type. As in the following illustration, the first field named Recipient Domains is simply a field with the Object Type of Document. The second field represents the relationship between the Object Type and the Associative Object Type, such as Recipient Domains and Domain.
Auto-Created Multi-Object Fields
Associative Object Type is an object that the Single Object or Multiple Object field type uses to create a relationship. The objects selected in the Object Type and Field Type options determine the available associative object types.
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 documents family members. The propagation function is useful for enhancing workflows in the document review process, especially when implemented in a larger workspace, since it saves the user time in coding related documents.
Propagate To checkbox
First, ensure you have checked the Propagate to checkbox. The available options are dependent on the 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, the document AS000005 is coded as Not Responsive.
Document Layout
In the Family documents listed on the Related Items pane, you can 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 documents 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:
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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 action would be a 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. Note: If the reviewers 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 illustrate how propagation will be applied to a set of documents. Assume that propagation is active for both Email Families and Duplicates. There are two email families:
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AS000001 AS000005 TS000007 TS000011 AS000003 TS000009
Within these families, two documents are duplicates:

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Tagging AS000001 as Responsive would tag only the family indicated in blue.
Tagging AS000003 as Responsive would tag the family, and the duplicate indicated in blue.
Mass editing AS0000001 and AS000002 would tag only the family indicated in blue.
Mass editing 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.
Note: 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 indicating that 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.
List Properties Display
Linked sets the field as a hyperlink.

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In the example below, the Date field was set to linked: Yes. As a result, date is a hyperlink in the view. Clicking the date entry launches the document AS000001 in the viewer. Similarly, 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:
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None: disables filtering on the field. List: displays a drop-down list of all the fields 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.
Note: 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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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. Multi-List displays a list where one or more fields can be selected to filter on. Boolean displays the Boolean choices for the field, allowing users to select one option. CustomOnly (Advanced) allows you to search using the interface below, combining different search terms and operators. The operators below are used for a fixed-length text fields. Depending on the field type, you will see different operators.
Custom Only / Advanced Interface
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:
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Layouts Field Filters (via a Selectbutton) View Conditions Advanced Search conditions Mass Edit window - 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. This filter is available for the following field types:
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Single object Multiple Object Single Choice Multiple Choice
Note: 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. 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 Relativitys default, or you may enter your own value. Wrapping:
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If you select Yes, wrapping includes all of a fields text, displaying the contents on multiple lines. If you select No, the field spreads as far right as necessary within the width in order to display 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. For more information on the Pivot function, see the User Manual.
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Note: depending on the field type you are creating, only specific filters will be available for selection:
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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
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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

When creating or editing a fixed-length text field, you have the option of making it relational. A relational field is used to identify a group of related documents, such as families, duplicates, or near duplicates. For example, MD5 Hash is commonly used to identify duplicates.
Relational Field Properties
The relational field properties are described in the following list:

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Relational must be set to Yes to identify the field as relational. Once this is set to Yes, the Friendly Name, Import Behavior, and Order fields become required in order to save the field. Note: You can set the relational field properties only on fixed-length text fields that do not exceed 450 characters.
Friendly Name is a label for the relational field that users can easily understand. For example, you could rename a relational MD5 Hash field to Duplicates, since it is used to group copies of the same document. This name is displayed in the Include Related Documents box on workspaces, and in the Related Items pane.
Include Related Documents Display on Workspace
Import Behavior option provides you with the ability to control how blank values are handled when importing values through the Relativity Desktop Client. Depending on how your vendor processes these group identifiers, the relational field on the parent document may be blank. Select an option to determine how blank fields are imported:
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Leave blank values unchanged: Relativity imports the fields with blank values. Replace blank values with identifier: Relativity updates the blank relational field with an identifier value.
Note: When you append documents through the Relativity Desktop Client with a relational fields Import Behavior set to Replace blank values with identifier, blank values will be replaced on that relational field even if it is not mapped to a load file field.
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Pane Icon is used to select and upload an icon for display in the Related Items pane of the Core Reviewer Interface. Users can click on the icon to display a list of items grouped by this relational field. You can download an icon from kCura Support site (http://kcura.com/relativity/support/), or you can upload a custom icon. Icons should not be larger than 16 x 16 pixels. Order indicates the position of the Pane Icon on the Related Items pane. At the bottom of this pane, you will see the icons ordered from left to right. Use the following guidelines when ordering icons:
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Icons with low order numbers are displayed to the left. Icons with the same order number are sorted alphanumerically. The order number can be any positive or negative integer.
Note: If you order icons by groups of 10 (such as 10, 20, and 30), you can easily insert another icon without having to reorder the existing ones.
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Relational View is the view that will appear in the Related Items pane. Documents pulled back by this view will be determined by shared values in this field. You are unable to select a view that contains
conditions here, nor can you add or edit conditions of a view referenced by a relational field. Note also that you cannot make a relational view personal. This field contains the Edit View and Create View icons, which allow you to edit the view selected or create a new view, which will automatically be selected as the Relational View value. View Order button provides you with the option to view how icons are currently ordered in the Related Items pane. The Order Reference pop-up displays the leftmost icon at the top of the list.
9.1.9 Keyboard Shortcut

In this section, you can specify a keyboard shortcut for the new field. The following field is optional:
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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 dropdown:
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Ctrl designates the Control key to work in combination with the key you specify to trigger the shortcut. Alt designates the Alt key to work in combination with the key you specify to trigger the shortcut. Shift designates the Shift key to work in combination with the key you specify to trigger the shortcut. 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. Note: Ctrl and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warning next to the Key drop-down.
CTRL and/or Alt must be used or you will receive an <Invalid Keyboard Shortcut> warning next to the Key drop-down.
Keyboard Shortcut Field Set
For a list of shortcuts reserved for Internet Explorer, See Relativity Keyboard Shortcuts on page 76. You cannot save duplicate keyboard shortcuts. Note: You can modify the key combinations for system keyboard shortcuts if you have security permission for the Admin Operation called Modify System Keyboard Shortcuts. For more information, See Relativity Keyboard Shortcuts on page 76.
9.1.10 Relativity Applications

Under the Relativity applications heading you can add your field to an application and arrange for choices to be added.
Relativity Applications allows you to associate this field with an application created in the Relativity Applications tab. Click the ellipsis to display an item list that allows you to select an existing application. This option is only available for those who have the Manage Relativity Applications permission under Admin Operations. Auto Add Choices will automatically add all choices associated with a Single or Multiple Choice field to an application. This property is only applicable for Single and Multiple Choice fields. If you are changing this property from No to Yes, and this field has already been added to applications in your case, the choices will not be automatically added until you re-add the field to each application. The Relativity Applications property in this section lists each application to which this field is currently assigned.
9.1.11 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.
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Keywords Notes Save records the entered information and displays the Field Details page. This page outlines the saved information. There are four buttons available:
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Edit allows you to edit the field information. Delete removes the field from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button.See Displaying the Dependencies Report on page 407. Note: You will be unable to delete fields that are part of summary reports, or
Bates fields for productions.

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Back redirects you to the field list appears. Edit Permissions allow you to establish rights for the field. View Audit displays the field's audit history. Note: 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 click the Edit link next to the desired field.
Edit Field
You may also edit field information by clicking the fields name. This redirects you to the Field Details page. Click the Edit button to access and change the field information. Note a fields type cannot be changed once the field has been created. Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 147.
9.3 System Fields

There are several system fields that will be in all Relativity workspaces.
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Artifact ID is Relativitys 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 button in the viewer and for searching. File Icon is an icon that represents the documents 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. Has Inline Tags is a yes/no field that indicates whether a document has a right-click tag annotation. Relativity Image Count stores the number of non-production images associated with a document. 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 Coordinated Universal Time (UTC). You can enter a whole number in this field, positive or negative, to offset the time from UTC to the local time zone. For example, if the document was from US Central Time (CST), you would enter -6 in the field, because CST is UTC-6. Note: The Native Time Zone Offset field controls how the header dates and times for all email messages are displayed in the viewer. It does not modify the actual metadata fields associated with these displayed values. This field also controls the date and time displayed on redacted and annotated images. Therefore, it is important that you review and adjust the GM accordingly to avoid putting incorrect time designations on documents you intend to produce, as this could lead to inaccurate productions.
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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: Blank when the document has no highlighting or redactions for the markup set 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.
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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 see the Relativity User Manual. Note: The comparison is based on the documents' extracted text. icon. For more information
10 CHOICES
Choices are the predetermined 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 Field may have choices like Responsive, Not Responsive or Not Sure. The New Choice form appears, with required field in orange and optional fields in gray.
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
The fields options for a choice are:

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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 fields other choices. The lower the number, the higher the position on the list. Items that share the same value are sorted in alphanumeric order. Pane order may be any integer positive or negative). No decimals are allowed. Note: Its 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. Be aware that once you have set your family of choices and tagged values, editing a parent choice will cause inconsistencies.
Note: If you need to change a parent choice, create a new choice family, mass-edit the applicable documents, and then remove the old choice.
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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. Note: Highlight color applies to multi-choice lists only and does not appear as an option in singlechoice 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:
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Ctrl designates the Control key as part of the combination used to trigger the keyboard shortcut. Alt designates the Alt key as part of the combination used to trigger the keyboard shortcut. Shift designates the shift key as part of the combination used to trigger the keyboard shortcut. 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.
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CTRL and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warning next to the Key drop-down.
For a list of shortcuts that you are unable to use because they are reserved for Internet Explorer, 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.
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Keywords Notes 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:
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Edit allows you to edit the choice information. Delete removes the choice from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. Additional information regarding the dependencies report is available in the Deleting Object Dependencies section. See Displaying the Dependencies Report on page 407. Note: You will be unable to delete choices that are part of summary reports or that have been applied to any documents.
You will be unable to delete choices that are part of summary reports, or that have been applied to any documents.
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Back redirects you to the choice list. View Audit shows the history of the group Save and New records the entered information and launches a blank New Choice form. Save and Back records the entered information and redirects you to the choice list. 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 choices name. This redirects you to the Choices Details page as described above. Click the Edit button to access and change the choice information. Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 147.
11 RELATIVITY KEYBOARD 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. 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
Users with permissions to edit fields and choices can create additional shortcuts via the Keyboard Shortcuts property on the Field and Choice. Note: You can modify the key combinations for system keyboard shortcuts if you have security permission for the Admin Operation called Modify System Keyboard Shortcuts. For more information, See Managing System Keyboard Shortcuts on page 40.
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:
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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. Keyboard Shortcut Tips are listed above the legend: Shortcuts only execute in the Core Reviewer Interface. Shortcuts only execute in the Viewer Modes listed in the legend. If the document viewer is undocked, shortcuts that move the cursor focus to a textbox will only execute if Internet Explorer has a single tab open.
Keyboard Shortcuts Legend
11.2 Shortcuts for System 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:
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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) Alt+Left Arrow Page Up Alt+Right Arrow Page Down Alt+Up Arrow Previous Annotation Alt+Down Arrow Next Annotation Alt + Left Arrow Previous Image Alt + Right Arrow Next Image Alt+Space Edit Alt+S - Save Alt+Enter Save and Next Alt+Z Cancel Alt+Shift+Z - Copy from Previous Alt+Page Up Previous Document Alt+Page Down Next Document Alt+Home First Document Alt+End Last Document System Keyboard Shortcuts The following IE shortcuts:
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For navigation within a document:

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For navigation in Image mode:

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For Layout actions:

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For navigation between documents:

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The following key combinations are not available for user-defined shortcuts:
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Ctrl+A - Select All Ctrl+C - Copy Ctrl+F - Find Ctrl+P - Print Ctrl+Shift+T - Reopen Last Tab Ctrl+T - New Tab Ctrl+V - Paste Ctrl+X - Cut
Note: You can modify the key combinations for system keyboard shortcuts if you have security permission for the Admin Operation called Modify System Keyboard Shortcuts. For more information, See Managing System Keyboard Shortcuts on page 40.
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. 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:
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Object Type: Document Name: <required shortcut name> Field Type: <data appropriate> Required: Yes Keyboard Shortcut:
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Check the Ctrl box Check the Alt box Choose S from the drop-down If this shortcut is valid, you will receive a message saying <Valid Keyboard Shortcut>Keyboard Shortcut Property>
Keyboard Shortcut Section of Field Setup
3. 4. 5. 6. 7. 8.
Click Save. Open a document in the Documents tab. Click the Legend icon to make sure the field you created is included as a shortcut. Edit any Layout and add the field you just created. Execute the system shortcut for Edit - Alt + Space. 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: Field Type Fixed Length Text Long Text Date Whole Number Decimal Currency User Boolean Can define shortcut? Yes Yes Yes Yes Yes Yes Yes Yes Layout Display Type Text Text Only Rich Text Date Integer Decimal Currency Drop-down Picker Checkbox Drop-down Radio buttons Single Choice Multiple Choice Single Object Multiple Object File No No No No Behavior Focus jumps to textbox Focus jumps to textbox NO ACTION Focus jumps to textbox Focus jumps to textbox Focus jumps to textbox Focus jumps to textbox Drop-down choices are toggled NOACTION Checkbox state is toggled Drop-down choices are toggled Radio button selected
11.3.2 Document Choices

The following table outlines what Document Choices users can define shortcuts for and what behavior the shortcuts will trigger: Choice Type Document Single Choice Field Document Multiple Choice Field Can define shortcut? Yes Yes Layout Display Type Radio button Drop-down Checkbox Popup picker Behavior Choice is selected /deselected Choice is selected /deselected Choice is selected /deselected NO ACTION
11.4 Special Considerations

Keep in mind the following when using or configuring keyboard shortcuts:
Keyboard shortcuts are active when: Keyboard shortcuts are enabled. 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:
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Keyboard shortcuts are disabled. Focus is not in the Core Reviewer Interface. o The stand-alone document viewer is launched. o The viewer is undocked and IE has more than one tab open. o A document is viewed in 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 users 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.
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12 IMPORTING
You can import document load files as well as image and production files through the Relativity Desktop Client (RDC). This section describes how to use the features in the RDC installed on your local machine to perform importing and other related tasks. Information regarding the installation of this utility is available in the Relativity Desktop Client Installation and Setup section. See Relativity Desktop Client Installation and Setup on page 410.
12.1 Importing a Load File

You can use a document-level load file to import document metadata, native files, and extracted text. Note: The RDC imports only metadata for native files with the size of 0 KB. In the RDC, the Warnings tab displays a message indicating that the file is empty and only metadata has been loaded for the record. In the viewer, users will see extracted text when it exists for the file. If the file has no extracted text, users will see a blank placeholder, and no viewer options will be available. For more information, see Configuration Settings for the RDC. Click Tools on the menu bar, and select Import | Document Load File to display the Load File tab.
Load File tab
12.1.1 File and Import Menu Options

This section describes the File and Import menu options available on the Import Document Load File window.
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File menu includes these options:

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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. Save field map saves the setting from your current load file for later use. The file created has a .kwe extension. Close exits the import load file window. Refresh reloads the application refreshing the view.
File Menu
Import menu includes these options:

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Preview file displays the first 1000 documents in the load file. Only matched fields are shown. Preview error checks the first 1000 documents for potential loading errors. Preview choices and folders is a pop-up that displays:
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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 you the wrong field.
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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 enable 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. Note: If a checkmark displays to the left, the option is enabled. Click on the option to enable or disable it.
Import Menu
12.1.2 Selecting Settings for a Document Level Load File

To select your document level load file, click on the load file ellipsis (...). Enter the correct settings for the load file. The Relativity defaults are shown below.
Load file defaults
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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. Choose the encoding for your file. This setting does not have a default value. If your file contains foreign languages, you may need to use one of Relativitys Unicode options. If necessary, consult your processing vendor
or department to determine the correct encoding option. Use the following guidelines:
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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. If you change the load files encoding, the change is applied immediately and displayed in the column header preview. You can audit the encoding of the load file. When previewing your import file, you can also preview the encoding of the extracted text files. The ellipsis next to the encoding drop-down brings up a Pick Encoding window displaying additional encoding types.
Pick Encoding Window
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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.
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Column delimiter is the character used to separate columns Quote is the character used as the text qualifier Newline is the character used to indicate the end of a line in any extracted text or long text field. Multi-value delimiter is the character used to separate choices within a field. Nested value is the character used to separate the different levels of a multi-choice hierarchy.
Consider a field that is imported with the following values: Hot\Really Hot\Super Hot; Look at Later With the multi-value delimiter set as ; and the nested value delimiter set as \", the choices would appear as:
The File Column Headers section may display the following message when you first select the load file:
File Column Headers
After you specify the encoding, the headers section displays the fields in the load file; this parsing is based 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.
Headers List
When you have the load file tab settings selected, click on the field map tab. The field map tab allows you to configure how your data is loaded into Relativity.
Field Map tab
12.1.3 Field Mapping

As illustrated below, the field map tab is divided into different sections. The field mapping section determines which fields are loaded from your load file into your database, and which workspace fields they are loaded into. Note: Before importing relational fields, you may want to review the Import Behavior option on the New or Edit Field form. This option allows you to determine how blank values are handled in relational fields. See Relational Field Properties on page 65.
Field Mapping Display
The Case Fields window (far left), contains all fields available in your workspace. Note: If you are importing a field that contains more than 200 choices, these choices will automatically be displayed in a Popup Picker. If duplicate choices exist for the field, an error will occur. The Load File Fields window (far right), contains all fields available in the load file. Note: Each row has contrasting colors. This is intended to ease the matching process for large numbers of fields and has no impact on how data appears in the workspace. To select fields to import into the workspace, map them in the center windows. In the example below, 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 mapped in the center two sections are loaded into the workspace; the fields remaining in Case Fields and Load File Fields are ignored. The Control Number (or identifier field) must be mapped in every load.
Note: 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.
12.1.4 Overwrite and Overlay Identifiers

The Overwrite section determines the type of load.
Overwrite Drop-down
Select one of these options:

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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. Note: 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.
12.1.5 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. 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. If the selected field contained a value of UB Impairment\Accounts\Bunk Accounts, Relativity would build this folder structure:
Folder structure
Note: Before beginning your load, use the option Preview Choices and Folders, as described above. This tool reports the number of folders that will be created by the load.
12.1.6 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 kCuras 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.
File Repository Preferences Display
The following options are available:

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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. Do not copy files to a Relativity document repository. Files already reside in a valid and Relativityaccessible 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.
12.1.7 Extracted Text

The Extracted Text section controls how the Full Text or OCR is loaded into the database.
Extracted Text
If your extracted text is a field in your load file, leave Cell contains file location unchecked. If your extracted text is in document-level text files, and your load file contains a path to those text files, 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. The options available for Text File Encoding include:
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Western European (Windows) is windows standard encoding for English. Unicode consists of more than 107,000 characters covering 90 scripts. 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.
12.1.8 Loading
You can begin importing documents after you select your load settings. On the Import menu, click Preview File to view the first 1,000 records of the file. Before continuing, make sure that matched fields displayed in the preview are correct.
Preview File Display
On the Import menu, click Preview Errors to check the entire file for errors. If there are no errors, the message below appears:
Preview errors
If you see any errors, use the error report to correct the errors, and then re-add the file(s) to the RDC. Proceed with your load. As detailed in the error handling section below, Relativity will load only valid records. Erroneous records will be skipped and can be exported for correction and reload. Click Import Files. A progress bar indicates the progress of the load.
Import Load File Progress Display
In addition to the default Summary tab, the following tabs are available:
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Errors details any errors encountered during the load. Note: Only records with no errors will be imported into the workspace
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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:
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Error report, which is a summary of the errors. Error file, which is a document-level load file of only erroneous records.
12.1.8.1 File Transfer Mode

At the bottom of the import load file progress box, the file transfer mode is indicated:
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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.
12.1.8.2 SQLInsert Mode

SQL insert mode always shows Bulk.
12.1.9 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. If more than 1,000 errors are encountered during the load process, only the first 1,000 errors are recorded. 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
After 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.
12.1.10 Import Auditing

After you have imported your file, the RDC records and audits this instance in the History tab. Click Import to display the settings used for the import. To view the transfer rate of the load file, add the Execution Time field to the view, if necessary.
History Tab - Import Audit
12.1.11 Saving Import Settings

If you commonly work with your own internal processing tools or the same vendor, you may want to save the settings used to import a load file. You can save your settings in a .kwe file. This file contains the settings used by the RDC for a load file import. While most settings are saved, the following settings are not included in a .kwe file:
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Selected destination path Advanced settings copy files to repository
To create a .kwe file, click Save Field Map.

Save Field Map
The next time you have an identically formatted load file, use your .kwe. When you open the .kwe file you 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. 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.
.kwe file
After you have updated your .kwe file, select File and Load Field Map. Be sure to test for any errors, and then load the file.
12.2 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
12.2.1 Import Menu Options

This Import menu options available on the Import Image Load File window include:
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Check Errors goes through your load file and checks for errors. Import File imports the file into Relativity. Send email notification on completion, when checked, sends an email to the address you used to log into the RDC when the image file has been loaded. Save Settings saves your image load settings. Load settings loads your previously saved image load settings.
Import Menu Options
12.2.2 Selecting Settings for an Image File

Before you can import an image file, you must select settings for the options in the Image Load File window:
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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: Append only loads only new records. 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:
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Shared Page Identifier
Because the page identifiers are shared per document and 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. The text files must be:
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.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.
The following options are available:

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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. Do not copy files to a Relativity document repository. Files already reside in a valid and Relativityaccessible location. This option should be used if the native files have already been copied to their final location, accessible by Relativity.
The default option can be set on an environment wide level. For more information, refer to the Relativity Configuration Table. Using either option, the selected native file path field should point to the current location of the native files. When performing an overlay, the Overlay Identifier section becomes available. The overlay identifier allows you to specify the field that links your overlay load file to the workspace. Note: 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.
12.3 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. Follow these general steps for working with productions:
Create your production set in Relativity. Note: For more information about creating productions, See Adding a Production Set on page 180. The Bates label setting in your imported production will not be used. The numbering imported in your Opticon file becomes the Bates numbering.
Run the production in your internal tool and generate two files:
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A document-level control file that contains, at minimum:

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An identifier field present in your workspace New production number or Bates number
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A page-level Opticon file using a production numbering or 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.
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Import Production Load File dialog box
12.3.1 Selecting Settings for an Production File

Before you can import a production file, you must select settings for the options in the Import Production Load File window. The Import menu options are similar to those for image files.
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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. Note: Enable Auto-number pages if you are importing productions that use document level numbering without page numbers, and include documents that contain multiple 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.
The following options are available: 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. o 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 Text allows you to load new text for Production documents that may be revised based on redactions.
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12.4 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, see the Relativity Command Line Import Guide.
13 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.
13.1 Domain Parsing

Domain Parsing is a Relativity-defined handler that extracts email domains from email addresses in a document set. For example, jsmith@example.com will yield example.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:

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Name is the name of your new object, which will appear as a tab on your screen. For the purposes of this exercise name it Domains.
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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.
New Object Field
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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.
New Transform Set Information
The following fields appear on the form:

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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 available in this drop-down for a transform set: Domain Parsing extracts email domains from email addresses in a document set Conversation Index Parsing makes a relational field that groups all emails from the same thread into a set. o Note that the Add link next to the Handler drop-down will be visible to System Administrators. Status is the status of the job after it has been run; the possible listings for this field are:
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Pending Processing
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Completed 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.
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Clicking Save records and saves these settings. In the example below, we have created a new transform set with the following settings:
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Name: Email Domain Parsing Data Source: Email Domains (saved search) Handler: Domain Parsing
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:

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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. 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 system fields can be used. Destination Field is the field that holds the results of the process.
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A popup-picker displays all fields. The transform will only be saved if the selected field is a Multiobject field. For our example we have created a Multi-object field in the document object that points to the Domains object.
Destination Field Creation
Note: If you use a Destination Field that is tied to an existing object you will overwrite the field. You will be unable to add the results of new records without overwriting the existing data. Click Save. When saving the transform, keep in mind the following requirements:
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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:
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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:

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

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There is at least one transform There is no active job n 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. Resolve Errors/ Retry attempts to re-run documents containing errors.
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There is at least one document in error state. There is no active job Show Errors shows the error documents.
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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 Domains view has been set up to include this field:
Author Domains Field
Use an object to store the domains and see a list of documents that correspond with the domain. 1. Create a new object. 2. Create a multi object field that references the new object from the document object. 3. Change your new objects layout to include Associative objects.
13.1.1 Special 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.
13.2 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:
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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:
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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.
Note: 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:
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. Note: For more information on how Microsoft's conversation tracking technology works, see http://msdn.microsoft.com/en-us/library/cc765583.aspx.
14 MARKUP SETS
Markup sets are securable sets of annotations and redactions available to reviewers for applying text redactions to documents in the Viewer.
14.1 Adding a Markup Set

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

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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:
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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.)
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Those sets with the same order number are sorted alphanumerically. The order number can be any positive or negative integer. Do not enter a decimal as an order number.
Note: If you order markup sets by groups of 10 (such 10, 20, and 30), you can easily insert 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 separate line. 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.
14.2 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.
14.3 Copying Markup Sets

On the Markup Set list, you can use the Copy mass operation to duplicate a markup set. When you copy a markup set, you also copy any existing redactions that have been applied to documents. For example, you redact documents with a markup set called Attorney, and then you copy this markup set, renaming it to Expert. In the viewer, you open a document previously redacted with the Attorney markup set, but now you select the Expert markup set. The viewer displays the document with the previously applied redactions, which were copied when you duplicated the markup set.
Copy Mass Operation
Note: If you want to create a duplicate markup set without copying redactions, display the details view of a markup set, and copy the entries in the Redaction Text box. Create a new markup set, and paste these entries in it.
14.4 Selecting Your Markup Set in the Viewer

You can only use one markup set at a time. In the Relativity Core Viewer, select a set from the drop-down box in the bottom left corner. You can now view the text redactions defined by that set as they are displayed in the document. If you change markup sets, you will see a different set of for annotations and redactions in the document.
Markup Set Drop-down in Viewer
Note: Two users can redact the same document at the same time.
14.5 Navigating Through Markups

In the viewer, you can locate markups in a document using the Markup Navigation pane. To open this pane, click the ( )Markup Finder icon in the lower right corner of the viewer. The Markup Navigation pane displays a list of all redactions with text made in the document, as well as references to their page numbers and parent markup sets.
Markup Navigation Pane
You can click the hyperlinked page number to display the page where the markup was added. In addition, Relativity updates the active markup set to the one associated with your hyperlinked selection in the Markup Navigation pane. Note: Before you apply markups to a document, it is important to note that the Native Time Zone Offset field controls the date and time displayed on redacted and annotated images. Therefore, you may want to review and adjust the UTC value accordingly to avoid putting incorrect time designations on documents you intend to produce, as this could lead to inaccurate productions.
15 PERSISTENT HIGHLIGHT SETS

You have the option of creating a reusable, transferable set of persistent highlight parameters that will be available for selection in the Viewer and can assist in document review. Persistent Highlight Sets are created and used independently of Markup Sets, giving an admin more control over what the user sees when working within a document. To create a new set, select the Persistent Highlight Sets tab and then the New Persistent Highlight Set button.
Persistent Highlight Set Button
This brings up the default Persistent Highlight Set layout.

Persistent Highlight Set Layout
Complete all required fields to create a new set.

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Name is the descriptive name under which you want this set to appear in the Viewer and item list. Order is the order in which you want this set to appear.
Source determines the area that will be drawn from when designating characters to be highlighted and displayed in the Viewer. There are two options: Fields designates fields as the source of highlighting. Selecting this radio button means you must select a Highlight Field in order to save this set. o Terms designates terms as the source of highlighting. Selecting this radio button means you must enter terms into the Terms field below to save this set. Highlight Fields allows you choose the field referencing the list of terms to be highlighted. Clicking this ellipsis brings up the system view called Field Picker on Persistent Highlight Sets, which displays the Name and Object Type for applicable multiple object fields, including those created by Search Terms Reports. For example, all Search Terms Reports in the workspace that are completed and of type Report and Tag are represented by a field in this picker view. To select the desired Highlight Field, check the fields box, click Add, and click Set. The field is displayed on the layout. Terms allows you to enter terms to be highlighted and the color code with which to distinguish them in the Viewer. See Entering Highlight Terms on page 118.
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Note: Persistent highlighting created by using search terms reports or other multiple object fields 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.
15.1 Entering Highlight Terms

If you choose Terms as the source of your highlighting, you will have to enter them in the Terms field text box in order to save the new highlight set. You also have the option of specifying color-coding to these terms to make them appear in your desired colors in the Viewer. Use the following guidelines when adding terms or phrases:
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Enter a term that you want highlighted, and press Enter. You can enter multiple terms but each one must be on a separate line. If you enter multiple variations of a term and the additional variations include other words, list the additional variations before the single term. For example, if your list includes the terms: United, United States, and United States of America, list the single term United after the multiple word terms that begin with United: United States United States of America o United Enter terms for persistent highlighting exactly as they appear in the document. Do not use quotation marks and connectors. See Searching Functionality and Persistent Highlighting on page 120.
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Note: 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. Review the following information about the use of special characters, operators, wildcards:
Non-alphanumeric characters in persistent highlighting are treated as special character wildcards by Relativity. If you surround search terms with quotation marks, Relativity will match the quotation marks with any special character, such as $, &, ^, %, @, and others. For example, if you enter the "The Phrase". Relativity will query on special characters to find matches like %The Phrase@, or &The Phrase$. 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. Leading wildcards are not recommended such as *itting.
15.1.1 Color-Coding Persistent Highlights

When you enter a term in the Highlight Terms box, you can also specify the color for both the text and the background. Use the following format to color-code your persistently highlighted text: [background color];[text color];[term to be highlighted] For example, enter 3;16;Relativity to highlight Relativity with dark green background and white text. The following table includes available color codes. Color [Default] Black Dark red Dark green Dark yellow Dark blue Dark magenta Dark cyan Light gray Gray Red Green Yellow Blue Magenta Cyan White Number 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Note: If you enter terms with no color-coding, the background will be magenta and the text black.
Note: Default has different implications for text and background. The default background color is white and the default text color is black.
15.2 Searching Functionality and Persistent Highlighting

You may need to create the search terms reports or other multiple object field you want to use as the source of your highlighted terms. 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. Note: To highlight terms using objects, create a fixed-length text field for your object called Relativity Highlight Color. You can enter color-coding in this field using the format: [highlight color];[text color].
15.3 Using Persistent Highlight Sets in the Viewer

Once saved, a Persistent Highlight Set is available for selection from a panel in the Viewer. Here, a user can see all sets saved in the workspace and can apply them to the document currently being reviewed. Like other tree views in Relativity, the user can expand the set to select and de-select specific terms in that set. Relativity will remember and maintain the users Persistent Highlight Set panel settings across sessions. If the panel is open for one session, it will remain so the next time the user logs in. If an admin edits a Persistent Highlight Set while a reviewer is using it, the reviewer will receive notification that the set currently in use is undergoing modification and will appear differently in the panel the next time he/she logs in and launches the Viewer. Below is an example of a saved Persistent Highlight Set that includes several Highlight terms with color-coding. This set will be available when the user opens the Viewer and any edits made to this set will be reflected immediately.
Saved Persistent Highlight Set
Opening the Viewer, the user sees the Show/Hide Persistent Highlight Sets icon on the left side of the tool bar.
Persistent Highlight Set Icon
Clicking this icon brings up the panel containing all saved sets. Clicking the + sign next to a set expands it so that it displays all terms from that set found in the document. If any of the sets terms are missing from this tree view, you know that they are not present anywhere in the document. For example, you have just created a set named Investments that contains five highlight terms, but when you expand this set for a particular document you only see one of those terms present. This means that none of the other four terms are found in this document.
Partially Represented Persistent Highlight Set
If a document contains not even a single term found in any set, you will not have the expand option for any of those sets. Below is an example of a panel containing sets that have no terms represented in the document.
Empty Panel
By default, the Select All box is checked, which means that all terms in the set are currently being applied to the document. Removing any of these checks will remove the highlighting for that term from the document. Removing the check from the Select All box will remove all highlighting from the document. In addition to removing the check from the Select All box, you can also click on the Persistent Highlight Set light bulb icon next to the set to disable it and remove all highlighting from the document.
Disabled Persistent Highlight Set
Note that the terms are grayed-out when the set is disabled. Note also that, although the other highlight sets in this workspace are currently active, the document does not contain any of the terms specified in any of these other sets, as there are no highlights on any of the text. It is possible to have many active highlight sets containing many terms and fields in the panel but no highlights whatsoever inside the document.
15.3.1 Persistent Highlight Set Behavior Across Viewer Modes

Note the following regarding Persistent Highlight Set behavior as the reviewer moves from document to document, changes Viewer modes, and uses pane toggles:
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Any changes made to a Persistent Highlight Set tree in the panel when the Viewer is undocked, such as terms selected or unselected, will display when the Viewer is docked again. A synced Stand-Alone Viewer will not display changes made to a Persistent Highlight Set, such as terms selected or unselected, in the panel of the normal Viewer. However, Persistent Highlight Set panel settings will remain the same in the stand-alone Viewer as the reviewer goes from doc to doc within the stand-alone Viewer. The Persistent Highlight Set panel will maintain its current state when Viewer panes are swapped.
The Persistent Highlight Set panel in Long Text mode and Viewer mode are independent of each other a change made to the panel in Long Text mode will not automatically be reflected when the reviewer switches to Viewer mode and vice versa.
15.4 Importing Search Terms for Persistent Highlighting

To import search terms to use as a source for persistent highlighting, perform the following steps:
15.4.1 Relativity Component Setup

1. Navigate to the Object Type tab in your workspace. 2. Click New Object Type. a. Provide a name for the new object in the required Name property. b. Keep all remaining properties at their default values. c. Click Save. 3. Navigate to the Fields tab. 4. Click New Field to create the field that will hold the persistent highlight color information and that will connect your custom object to the Document object. 5. In the New Field form, specify the following properties: a. Object Type: <Custom object created in step 2> b. Name: Relativity Highlight Color (suggested) c. Field Type: Fixed-Length Text d. Length: 10 e. Keep all remaining properties at their default values. f. Click Save and New. 6. Create a new field to link your custom object and the Document object. Specify the following properties: a. Object Type: Document b. Name: <User preference> c. Field Type: Multiple Object d. Associative Object Type: <Custom object created in step 2> e. Keep all remaining properties at their default values. f. Click Save. 7. Navigate to the Persistent Highlight Sets tab in your workspace. 8. Click New Persistent Highlight Set. 9. Create a new set with the following properties: a. Name: <User preference> b. Order: <User preference>; this controls the position of this set in the Persistent Highlight Tree in the Viewer. c. Source: Highlight Fields d. Highlight Fields: <The name of the field created in step 6b.> e. Click Save.
15.4.2 Importing Terms

The following steps for importing assume that you a CSV or other Relativity-supported load file containing terms.
1. 2. 3. 4. 5. 6. 7.
Open the Relativity Desktop Client. Select the workspace you are importing into. Select the custom object you created above from the object drop-down menu. Select Tools from the top menu. Select Import| <Custom Object> load file. Select your terms load file and corresponding delimiters. Map the field in your load file that contains the terms to the Name field in Relativity.
Here you can also import Relativity Highlight Color. You must have this information in the load file contained in a field in the following format: text color; highlight color (for example, 15;9). If you do not have this information in the load file, you can manually enter it for terms in Relativity. Because the latter can be time consuming, we recommend having this information in the load file if possible. 8. Click Import to import the terms. 9. Verify that the terms are highlight through the following: a. Open a document in the workspace. b. Open the Persistent Highlight Tree in the Viewer. c. Note the presence of the newly created Persistent Highlight Set and verify that terms are highlight in the appropriate colors.
16 LAYOUTS
Layouts are web-based coding forms that give users access to view and edit document fields. You can develop layouts that contain only the fields required to complete specific review tasks, making the review process clean and intuitive. The following illustration shows how a coding layout is displayed in the Core Reviewer Interface. In this example, the coding form consists of categories that group fields by read-only document details, and by enterable coding options. It also contains a toolbar with the Copy from Previous button designed to facilitate document reviews.
Sample coding layout
16.1 Adding a Layout

In Workspaces mode, point to the Administration tab, and click Layouts.
New Layout button
The New Layout Form displays required fields in orange and optional ones in gray.
New Layouts form
The fields available on the New Layout form include:

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Owner determines which users can have access to the layout. You can select from the following options:
o o
Public provides all users with the ability to see the layout. By default, this value is selected. Specific User limits the visibility of the layout to the selected user in the drop-down menu.
Me limits visibility to the logged in user. Click the Me button to set this option. Note: System administrators can view layouts and other items that users have made private. See System Groups on page 35.
Object Type indicates the kind of object that the layout can be used to modify or code. For example, you would select Document as the object type if you were creating a layout for coding. Order indicates the placement of the layout in drop-down box displayed in the Relativity Core Viewer, or on other Relativity pages. When you are entering a number for a new layout, you can click View Order to display the sequence of existing layouts. Use the following guidelines when ordering layouts:
o
o o
Drop-down boxes display layouts with low order numbers near the top of the list. (The default layout will have the lowest order number.) Those layouts with the same order number are sorted alphanumerically. The order number can be any positive or negative integer. Note: If you order layouts by groups of 10 (such 10, 20, and 30), you can easily insert another layout without having to reorder the existing ones.
Overwrite Protection prevents a user from saving changes to an item that another process has modified it since the layout has been opened. By default, this field is set to Enabled.
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You can edit this field only when the configuration value AllowChangesToOverwriteProtection is set to False in the Relativity Configuration Table. If you disable this property, this warning message will display, and require you to confirm your selection: "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?" Before disabling Overwrite Protection, carefully consider the implications of this setting for your current workflows.
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Relativity Applications associates the layout with an application created on the Relativity Applications tab. Click the ellipsis () button to display the Select Items pop-up, and choose an application. To set this option, you must have the permission Manage Relativity Applications available under Admin Operations on the Security page. Keywords are used to filter on the layouts in a view, as well as for other identification purposes. Notes are used to enter additional comments about a layout.
Action Buttons After you complete the required fields, you can use the buttons at the top of the form to perform these actions:
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Save records the entered information. When you click this button, the details page is displayed with the Layout Console. See Viewing Layout Details on page 128. Save and New records the entered information and launches a blank New Layout form. Save and Back records the entered information and redirects you to the Layout List page. Cancel stops the layout creation process and redirects you to the Layout List age.
16.1.1 Viewing Layout Details

The Layout Details page displays read-only layout settings and the Layout Console. (You can use the console to build your layout. See Adding Layout Content on page 128.) You can also use the Action buttons on the top of this page to perform these tasks:
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Edit allows you to edit the layout settings. Delete removes the layout from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. Back displays the Layout List page. Edit Permissions allows you to set permissions on the layout. See Security Permissions on page 238. View Audit displays the layout audit history, including the date and time of updates.
16.2 Adding Layout Content

You can use the Layout Console to display the options for adding items to a layout. The console is available after you save a layout, or after you display an existing layout from the Layout List page. Click Build Layout in the Layout Console.
Build Layout button
The Building Layout page is displayed with a default category and the Layout Tools console. You can use the buttons in this console to add categories or lists, as well as the Copy from Previous toolbar to a layout. A default category is created for each layout.
Build Layout page for a Document Layout
16.2.1 Adding the Copy from Previous Toolbar

When a layout has a document object type, you can add the Copy from Previous toolbar to it. The Layout Tools console includes the following buttons to add or remove this toolbar:
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Enable Copy from Previous adds the toolbar to a layout. In addition to enabling the toolbar, you must also add fields to the layout that have the option Allow Copy from Previous set to Yes. See Adding Fields on page 131. Disable Copy from Previous removes the toolbar from a layout. This button is only available after you add the toolbar to a layout. Previous displays the document identifier of the document last saved by the reviewer. The copyable coding values assigned to this document are applied to current document, when the reviewer clicks a button in the toolbar. Copy from Previous applies the coding values to fields that have the option Allow Copy from Previous set to Yes. The coding values from the copyable fields are applied to the document currently displayed in the viewer. The reviewer can modify the values as necessary, and then save these changes.
When the toolbar is displayed in the Core Reviewer Interface, it contains the following items:
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Toolbar in core reviewer interface
Note: The system keyboard shortcut for the Copy from Pervious button is Alt+Shift+Z. However, you can configure a custom shortcut. See Managing System Keyboard Shortcuts on page 40.
16.2.2 Creating a New Category

Categories act as headers for a layout that visually divide it into different sections. You can create a category for each sub-task in a review. For each layout, Relativity automatically creates a default category that is populated with a default field determined by the object type assigned to the layout. For example, the default category contains the document identifier when the object type of the layout is document and a Name field when the object type is OCR Set or Analytics Profile. Click on the default category to rename it, and change its order. To add a category, click New Category in the Layout Tools console. You will see the Category Information form displayed.
Category Information form
The following list includes descriptions of the form fields and Action buttons:
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Title is the name of the category that is displayed as a section header in the layout. Order indicates the placement of the category in the layout. Categories with low order numbers are displayed near the top of the layout. Order numbers can be any positive or negative integer. See Adding a Layout on page 125. Save creates the category on the layout. Cancel stops the category creation process, and displays the Building Layout page.
After you save a category, it is displayed on the Building Layout page. To the left of the category name, you will the order displayed, such as (O:10) and (O:20) in the illustration below.
Category added to layout
The following buttons are displayed on a category:

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Add Field used to add fields to the category. Add Text used to add text to the category. Delete used to remove a category. This button is available only when the category does not contain any fields. Note: You cannot delete a category that contains a field. You must remove any existing fields and then delete the category.
16.2.3 Adding Fields

In the Building Layout page, click Add Field on a category. (See Viewing Layout Details on page 128.) You will see the Add Field to Layout form displayed.
Add Field to Layout form
The following list includes descriptions of the form fields:

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Category displays the name of the category where the field will be added. You select any category in the layout, or use the default value populated when you clicked the Add Field button. Field displays the name of the field that will be added. You can select any available workspace field. You can add a specific field only once to the layout. Read Only includes the following options: Yes indicates that the field is read-only. No indicates that the field is editable. Order indicates the placement of the field within a row. Fields with low order numbers are displayed near the top of the row. Order numbers can be any positive or negative integer. See Adding a Layout on page 125. Column includes the following options:
o o
Column 1 adds the field to the left half of the layout. Column 2 adds the field to the right half of the layout. o Both Columns allows the field to span across both columns. Row is the order number within the column. All order rules apply to rows.
o o
Note: Row is similar to order. It is the primary criterion for the position of an item on a layout. Order is the secondary criterion, indicating the position within a row.
Category organization
Display Type controls how the field is displayed on the layout. The field type determines the available display options:
o o o o
o o o o o
Fixed length text is displayed as text. Whole number is displayed as an integer. Date is displayed as a date. Yes/no has three values - blank, yes, or no. This field can be displayed as a drop-down, checkbox, or radio button list. Long text is displayed as text. Single-choice list can be displayed as a drop-down or radio button. Decimal is displayed as a decimal. Currency is displayed as currency. Multiple-choice list can be displayed as a checkbox list or pop-up picker. Note: A pop-up picker displays the field label and a box containing the current field values. Reviewers click an ellipsis () button, which displays a filterable list of field choices. For more information on the pop-up picker, see the Relativity User Guide. When displaying a large number of choices with display type Checkbox, Drop-Down, or Radio Button List on a layout, performance could be very slow. The Display Type automatically flips to a popup picker if the number of choices exceeds the configurable choice display limit.
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User can be displayed as a drop-down or a picker.
Show Column Name displays the field name as label when you select this checkbox. Clear the checkbox to hide the label. Repeat Columns controls how single and multiple-choice lists are displayed on a layout. When you select this option for a multiple-choice field, choices are ordered left to right, and top to bottom.
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Single Column Display: Enter 0, 1, or leave the option blank. See below:
Vertical display
Multiple Column Display: Enter any value higher than 1 to set the number of columns. A value of 2 results in a two column display.
Two-column display
A value of 3 results in a three column display.

Three-column display
Rows (long text only) is used to set the number of visible lines in a long text box, such as attorney comments. Custom label is used to display your own text instead of the field name. Click the ellipsis () button to enter your custom label. Allow Copy from Previous controls the ability to copy the value in a field from the document listed in the Previous field. It is available only on fields added to layouts of the document object type. You can select the following options:
o
Yes indicates that the coding value for this field can be copied from a subsequent document in a review. When you select this option, the icon is displayed next to field name on the Building Layout page. You must also enable the Copy from Previous toolbar to display this icon.
Icon indicates a copyable field
To copy values in a review, the document layout must include the Copy from Previous toolbar as well as fields with Allow Copy from Previous set to Yes. See Adding the Copy from Previous Toolbar on page 129.
No indicates that the value for this field cannot be copied. Note: The option Allow Copy from Previous is disabled for fields that have their Read-Only option set to Yes, as well as for system and relational fields such as MD5 HASH. See System Fields on page 69.
After you complete the required fields, you can use the buttons at the top of the form to perform these actions:
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Save records the entered information and displays the Layout Details page. This page is updated with the new field. Save and New records the entered information and launches a blank Add Field to Layout form. Cancel stops the add field creation and discards any entered information.
If you want the field deleted from the layout, click Remove Note: If you want to delete the field from the layout, click the Remove button displayed on the Layout Build page. This button displays on the field title bar.
16.2.4 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 form
The add text to layout options are:

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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.
Column allows you to split the category into two columns.

o o o
Select Column 1 to add the field to the left half of the layout. Select Column 2 to add the field to the right half of the layout. 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. Order can be any integer (positive or negative). No decimals are allowed. Note: Its 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 youd like to add to the layout. Click the ellipsis and enter the text in the text box. 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.
There are three buttons available at the top of the form.

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16.3 Adding Child and Associative Object Lists

You can add lists of child and associative objects to layouts. Child object lists can be added to layouts for the parent object type, while associated object lists are available for objects related by a single or multiple object field. The Layout Tools console displays the options for adding these lists to layouts, when child or associative objects exist for the current object type. Note: Child and associative objects frequently refer to user-created objects in Relativity. These custom objects are securable, non-document objects added to a workspace. They can be linked to documents and to other object types to create powerful custom applications within your workspace. See Object Types on page 325. For additional information related to Relativity Applications, see the Relativity Applications manual.
16.3.1 Adding Child Object Lists

To add a child object list, click Build Layout in the Layout Console displayed in the layout or on object details page. Click Add Child Object List in the Layout Tools console.
Add Child Object List
The fields available on the Add Child Object List form include:
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Child Object displays available child object types. Your selection determines the type of objects displayed in the list. View displays views available for the selected child object. Links Point to Popup creates a hyperlink that allows you to display object details in a popup. Select Yes to create the link or No if you do not want the link available. Order indicates the placement of the child object list on the details page of the parent object. When multiple lists are added to a page, they are displayed in numerical order from lowest to highest based on the value in this field.
After you click Save, the Building Layout page displays the child object list that you added. If you want the list deleted from the layout, click Remove.
Building a layout for a child object List
The following example illustrates how a layout with a child object list is displayed. The details page for a reviewer object includes a child list of first level reviewers. The list also displays these buttons for working with the child objects:
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New: Creates a new object of the type represented in the list. Delete: Removes objects from Relativity.
Example of child object list
16.3.2 Adding Associative Object Lists

You can add associated object lists to the details page of an object that is related to another object by a single or multiple object field. To add an associative object list, click Build Layout in the Layout Console displayed in the layout or on object details page. Click Add Associative Object List in the Layout Tools console.
Add Associative Objects List form
The fields available on the Add Associative Object List form include:
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Associative Object displays available associative object types. Your selection determines the type of objects displayed in the list. View displays views available for the selected associative object. Links Point to Popup creates a hyperlink that allows you to display object details in a popup. Select Yes to create the link or No if you do not want the link available.
Order indicates the placement of the associative object list on the details page of the current object. When multiple lists are added to a page, they displayed in numerical order from lowest to highest based on the value in this field.
After you click Save, the Building Layout page displays the associative object list that you added. If you want the list deleted from the layout, click Remove.
Add Associative Object List button
The following example illustrates how a layout with an associative object list is displayed. The details page for a company object includes an associative list of custodian. The list also displays these buttons for working with the associative objects:
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New: Creates a new object of the type represented in the list. Link: Displays a popup for adding objects of the same type to list. Unlink: Removes objects from the list.
Example of an associative object list
16.4 Editing Layout Information

To edit a layouts 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
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 on Transcripts

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. Inline tagging is only available for transcripts. In order to use this feature, add a multi-choice field to the system Inline Tagging layout with your desired tag choices. See Adding Layout Content on page 128.
16.5.1 Adding a Tag to a Transcript

Once you have setup the Inline Tag layout you can begin tagging sections of text in a transcript. Open the transcript in the Relativity Viewer. Select the text, right-click and select Tag.
Tag option in right-click menu
The tag document dialog box displays. Here you can select any required choices, and if the field is present, add any additional notes or comments. Click Save.
Tag Document dialog box
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 lowerright 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.
Remove option for tags
16.6 Reviewer Layout Options

You can access document layouts through the Core Reviewer Interface. Click a document identifier on the Document tab. After the viewer opens, select the layout from the drop-down, and click Edit.
Edit Layout button
The layout is displayed with additional options for coding the document and saving changes to the layout form. In layouts, you can use the Tab key to highlight a checkbox in a Yes/No or Multiple-Choice field. When the Copy from Previous toolbar is enabled, a system keyboard shortcut (Alt+Shift+Z) is provided for copying coding values. A workspace may also be configured with a custom keyboard shortcut for the Copy from Previous button. See Managing System Keyboard Shortcuts on page 40.
Copy from Previous Toolbar
Relativity also displays the icon next to fields with values that can be copied. After you copy the value into the field, the icon will be replaced with the icon. The icon redisplays next to a copied field that you have modified. The following options are displayed in the layout:
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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 displays the next document in the queue. Cancel stops the layout updates and discards any entered information. Layout drop-down displays a list of layouts that the reviewer has permissions to view.
When a document layout is created with the Copy from Previous toolbar, these additional options will be available:
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Previous displays the document identifier of the document that you last saved. The coding values of the copyable fields assigned to this document are applied to current document, when you click a button in the Copy from Previous toolbar. Note: You must save the coding values for a document before the Copy from Previous button is enabled on the layout. The document identifier of this saved document will then be displayed in the Previous field.
Copy from Previous button applies the coding values of the copyable fields as described for the Previous field to the document currently displayed in the viewer. You can modify these values as necessary, and then use the Save & Next button to store your coding change. Note: If you click Save or Cancel, the layout is displayed as read-only and the Copy from Previous toolbar is disabled. You can click Edit to restart the review. You must then code the first document, and click Save & Next before the Copy from Previous toolbar is enabled. Whenever you leave Edit mode or select a different layout, you will need to restart this process.
16.6.1 Using the Skip Function

When the Skip function is enabled for a reviewer, a drop-down is displayed at the bottom of the layout.
Skip drop-down
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Normal indicates that the review will move through each document in the queue. Skip advances the user to the next document in the queue that meets the condition of the view when propagation is enabled. This feature works to accelerate the review process.
When the Skip setting for a user is set to Disabled or Forced Enabled, the Skip drop-down is not displayed at the bottom of the layout.
17 VIEWS
Views are customizable lists of items within Relativity. Essentially, any time you see a list of items displayed in Relativity, its a view.
Views Associations
Views are effectively special saved queries that control three things:
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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 create a custom list of documents to be displayed on the documents tab, create a new document view. To create a custom list of fields to be displayed on the fields tab, create a new field view. From the views tab From the tab where the view will appear
There are many different types of views, each corresponding with a Relativity object. For instance:
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There are two ways to create a view:

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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: 1. 2. 3. 4. Enter Name and type Information. Select Fields. Select Criteria. 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.
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If the owner is set to a specific reviewer, the view is visible only to that reviewer.
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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.
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Order can be any integer (positive or negative). No decimals are allowed. The default order is 9999. 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.
Note: Its 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
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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:
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Batch makes a list of batches, which appears on the Review Batch tab. Batch set makes a list of batch sets, which appears on the Batch Set tab. Choice makes a list of choices, which appears on the Choices tab. Document makes a list of documents, which appears on the Documents tab. Field makes a list of fields, which appears on the Fields tab. History makes a list of audit items, which appears on the history tab. Layout makes a list of layouts, which appears on the layouts tab. Markup Set makes a list of markup sets, which appears on the markup sets tab. Object Type makes a list of object types, which appears on the object type tab. Production makes a list of productions, which appears on the productions tab. Report makes a list of summary reports, which appears on the summary reports tab. Search Term Results makes a list of search results, which appears on the Search Term Results tab. Tab makes a list of tabs, which appears on the tabs tab. Transform Set makes a list of transforms, which appears on the Transform Sets tab. View makes a list of all workspace views, which appears on the views tab.
Note: Object Type can be tricky when youre 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
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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 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. 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.
There are two buttons available at the top and bottom of the wizard:
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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.
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
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:
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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. Note: 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:
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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 documents Relativity native file type. Security is a hyperlinked field that opens the items 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:

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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. Note: The Select Criteria section works in the same way as a Saved Search's Conditions section. For more information on the available options, see the Relativity Searching Manual.
Step 3 - Conditions Display
Each row of the conditions builder represents a separate criterion. Each box of the row represents a different part of the criterion.
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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 operator.
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:
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Any of these None of these All of these (only for multi-object fields) Not all of these (only for multi-object fields)
Upon clicking the ellipsis accompanying any of these operators, the following will come up:
Available Items Popup
Checking any item in the Available Items list at the top and clicking the Add button will put that item into 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:
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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. 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.
There are four buttons at the top and bottom of the wizard:
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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 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.
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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:
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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.
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:

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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:
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<Relational Field Friendly Name> documents control which fields are displayed in the related items pane for relational field groups. Common examples are: 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. Production Documents controls which fields are displayed for documents included on a production details page.
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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.
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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 production 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 documents history 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 selector. This view also controls the sort order of these fields as well. For more information see the Relativity Searching Manual.
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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 bottom of the batch sets tab. Document Batches (default) controls the pop-up for searching batches on a view or an advanced or saved search.
Note: For more information on searching for Batch fields, see the Relativity Searching Manual.
17.5 Indented List 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
The document item list also includes blue lines to distinguish groups.
Document Object View as Indented List
Related Items Pane View as Indented List
While indented lists can be defined based on any related items field, the examples in this document 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:
Visualization Type
Standard List is the default setting for all existing - and new - views; when this is the Visualization 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 conversation thread.
Choosing Indented List brings up additional required fields, which will define the logic to drive the field indentation:
Indentation List Fields
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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: 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. Equivio indicates that the Definition Field that you will select contains the Equivio-generated EquiThread value. For more information go to www.Equivio.com and/or the Relativity Equivio Manual. 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 document object fields of fixed length or long text type, as well as non-system whole number fields are available in this drop-down: If Conversation Index is set as the method, you should select the Conversation Index field as the definition. If Equivio is set as the method, you should select the EquiThread field as the definition. 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.
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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. Note: If needed, there is a workspace script available in the Relativity Script Library called Populate Email Threading Visualization Field that allows for email beautification by populating an HTML-enabled long text field with visualization for email threading.
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:
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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 parsing 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 Conversation Index values. 4. For Display Field select which document field you want to be indented. In the example shown below, we selected Control Number as the Display Field. 5. On the second step of the 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. 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. Note: The Display Field won't display in the view unless it is a selected field. Note that the sort order must be set to Conversation Index in ascending order for the indentation of 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).
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. 2. 3. 4. 5. For Visualization Type, select Indented List. For Indentation Method, select Equivio. For Indentation Definition Field, select the Relativity field that contains Equivios EquiThread data. For Display Field select which document field you want to be indented, for example Control Number. On the second step of the wizard, chose which columns to display in the view.
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If you selected Control Number as the Display field, make sure it is selected here. n If you selected Email Subject as the Display field, make sure you select it here. 6. On the third step of the wizard, set the conditions of the view. 7. On the fourth step of the wizard, set the Sort Order. This must be set to EquiSort Attach in ascending order for the indentation of the emails to reflect the proper relationships between documents in 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. 2. 3. 4. 5. For Visualization Type, select Indented List. For Indentation Method, select Numeric. For Indentation Definition Field, select a field that contains the indentation defined per document. For Display Field select which document field you want to be indented. On the second step of the wizard, chose which columns to display in the view.
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If you selected Control Number as the Display field, you will want to make sure it is selected here, too. n If you selected Email Subject as the Display field, make sure you select it here, too. n The Display field wont display in the view unless it is a selected field. 6. On the third step of the wizard, set the conditions of the view. 7. On the fourth step of the wizard, set the Sort Order. 8. Click Save.
18 SEARCH TERMS 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:
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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.
New Search Terms Report Form
The following list includes descriptions of the form fields:

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Name is the search term reports name. Index is the desired index utilized to create the report. Select only dtSearch indexes. Type options Include:
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Report Only is used to create a report that includes the number of hits for each term or phrase. 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 documents 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 referenced 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. Note: Each Add Terms line is treated as an individual dtSearch query. For more information about dtSearch, refer to the Relativity Searching Manual.
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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.
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:
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Save records the entered information. When you click this button, the details page is displayed with the Search Terms Report Console. See Running a Search Terms Report on page 166. 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:
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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 messages.
18.3 Search Terms Report Results

On the Search Terms Report Details page, Relativity displays the report results, listing each term and the number of documents that were tagged.
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 Search Terms Reports and Persistent Highlighting on page 167. Count represents the number of documents containing the search term. Note: Count is not security aware and is thus not influenced by permissions. This means the count includes documents the user is unable to view in a basic search. 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. Note: 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. A confirmation message is displayed with the Dependencies button. See Deleting Object Dependencies on page 407. 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.
In the Search Terms Result section, you also have features that allow you add terms and work with your results:
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Delete will allow you to remove checked terms from the report. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. 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 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:
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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 documents 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 number];[text color number];[term to be highlighted] For example, enter 3;16;Relativity to highlight Relativity with a dark green background and white text.
Color Coding Format for Search Terms Report
The following table includes available color codes.

Persistent Highlighting Color Codes
Color [Default] Black Dark red Dark green Dark yellow Dark blue Dark magenta Dark cyan Light gray Gray Red Green Yellow Blue Magenta Cyan White
Number 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Note: If you enter terms with no color coding the background will be magenta and the text black.
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In the Edit Search Terms Result form, use the following format for color coding: [highlight color number];[text color number]
Add Search Term Result
After the search terms results are generated, you can't edit the Name or Relativity Highlight Color of a term. Note: 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:
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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
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:

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Folders, running along the left side of the form, allow you to report on the entire case workspace, or only on specific folders and subfolders.
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Name is the title of the summary report. Group By is an optional field that allows you to select a grouping criterion for the report. Grouping criteria are displayed as rows on the report.
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Leave the group by field blank to display only a summary with no grouping. Click on the ellipsis to select your grouping condition. 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.
Pick Report Columns
Add Columns allows you to add columns to the report. Click the button and then select the checkboxes for all the fields you want to include in your column selection. Remove selected columns allows you to remove fields from your columns section. Save records the entered information and runs the report. From a summary report, there are five options: Edit allows you to edit the report information. Delete removes the report from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. o Back redirects you to the Summary Reports list. o Edit Permissions allows you to establish rights for the summary report. o View Audit displays the report audit history. 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.
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There are four buttons at the top and bottom of the new report form.
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19.2 Editing Summary Report Information

To edit a report, go to the Summary Reports tab and click Edit next to the desired report.
Edit Report Link
You also can click on the name of the report. Clicking on the report name redirects you to the report 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
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, see Fields on page 50.
Pivot Profile form
Complete the following to create a new Pivot Profile. Pivot Profile Information
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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. 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: Pivot Grid designates the grid as part of the profile display. 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 o o o
Date displays the date with day, month, and year. Year displays only a year value.
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 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 Type determines what kind of chart will be used to represent the profile in the item list: Bar represents values in bar form. 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 o
Chart Options
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Horizontal arranges values horizontally. Vertical arranges values vertically. Sort By determines the basis on which the chart information is sorted. There are two options:
o o o o
Grand Total sorts by the total. Group By Field sorts by the Group By field you specified. Ascending sorts starting with the last record and ending with the first.
Sort Direction determines the order in which records are sorted. There are two options:
o 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:
o
Show Grand Total toggles the display of grand total in the Pivot Chart. This value can help add context, but may throw off the scale of the Pivot Chart and reduce readability. 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. 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.
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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
When you want to produce documents in a case workspace, you can create a production set that defines the markup set for redactions, the document numbering, the appearance of the numbering, and other settings. Relativity uses these settings when you run the production. You can then view the produced images in the Core Reviewer Interface by selecting Production mode, and the production set.
21.1 Adding a Production Set

Before you can run a production, you must create a production set, and then add documents to it. Use the following steps to create production set: 1. Navigate to the Production Sets tab.
New Production Set button
2. Click the New Production Set button to display the Production Set form. 3. Set the fields in the following sections as necessary. Required fields are orange and optional fields are gray. Production Information on page 181 Production Numbering on page 182 n Headers and Footers on page 188 n Production Numbering Sort Order on page 190 4. Click one of these buttons after you complete the production set form:
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Save records the entered information and displays the Production Details page.
Options for saving a production set
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Save and New records the entered information and launches a New Production Set form. Save and Back records the entered information and redirects you to the Production Set item list. Cancel stops the creation of the production set and discards any information that was entered.
5. When you have finished creation production sets, add documents to them. See Adding Documents to Your Production on page 191.
21.1.1 Production Information

When you add or edit a production set, you can begin by modifying the settings in the Production Information section of the Production Set form.
Production Information section
The fields available in this section include:

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Name is the name of the production. Markup Set indicates which markup set is used to apply redactions to the production images. Burn redactions field indicates that redactions will be applied to the documents, when set to Yes. Set this field to No if you do not want them applied. Add image placeholder is used for image and native productions. When documents with no image are encountered in an image and native production, a placeholder (slip-sheet) is included. The placeholder is branded based on the production settings, and the image includes a message indicating that there was no record for the document. Date produced is the date that the documents were produced. Since Relativity does not automatically set this value, you can select any date in this field. Warning/error alert flag is a field that indicates whether any errors or warnings occurred during a production. Select the Production Error field. Email notification recipients field is used to send email notifications when a production fails or completes. To send the email messages to multiple recipients, enter their email addresses separated by a semicolon. Branding font size is the font size for branding added to a page. The font type is Arial.
21.1.2 Production Numbering

On the Production Set form, you can define multiple options that control how numbering is applied to images in your production. Relativity provides these numbering types for productions:
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Page Level Numbering on page 182 Document Level Numbering on page 184 Original Image Numbering on page 187
21.1.2.1 Page Level Numbering

Select Page level numbering to generate a new incremental number (also known as a Bates number) on every page across your document set. This number will be branded on the images in your production.
Page level numbering
The form fields available when you select Page level numbering include:
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Prefix lists the characters added to the beginning of each Bates number. Suffix lists optional characters applied to the end of each Bates number. It is a static, non-incremental text string. Start number indicates the first number used in a sequence of Bates numbers. To select a previous production and continue with its numbering sequence, click Continue from Previous. Relativity automatically populates the Start number field with the value displayed for the Next doc number.
Continue Production Numbering
Number of digits for document numbering determines how many digits the Bates number contains. The range of available values is between 1 and 10. By default, this option is set to 7 characters. Preview Number button displays sample text illustrating how the Bates number will appear in the images.
Preview Number dialog box
Begin Bates field is used to store the Bates number assigned to the first page of a document during a production run. End Bates field is used to store the Bates number assigned to the last page of a document during a production run. For single page documents, the values in the Begin Bates field and End Bates field will be the same. Note: The Begin Bates field and End Bates field are fixed-length text fields that must be large enough to accommodate the characters in the prefix, suffix, and Bates number digits. For example, the prefix RK plus the digits 000001 equals eight characters. You will not be able to save your production if the Bates fields hold only seven characters.
Attachment relational field is used to select a relational field indicating a family group such as group identifier. You can optionally update the attachment beginning and ending Bates numbers during a production. The following fields are required when you select a relational field:
o
Begin attachment field is used to store the beginning attachment Bates number for the production. This number will repeat for all documents in a related group. End attachment field is used to store the ending attachment Bates number for the production. This number will repeat for all documents in a related group.
Repeated attachment numbers
Note: Your Begin Bates field, End Bates field, Begin attachment field and End attachment field must be fixed-length text fields with a minimum of 255 characters. You can reuse these fields in production sets. However, Relativity will overwrite the values in them each time you rerun a production.
21.1.2.2 Document Level Numbering

Select Document level numbering to generate a new document number for each document, which will be branded on the images in your production.
Document level numbering
The form fields available when you select Document level numbering include:
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Prefix lists the characters added to the beginning of each document number. Suffix lists optional characters applied to the end of each document number. The suffix is added after the document number but before the page number when the Include page number option is selected. It is a static, non-incremental text string. Start number indicates the first number used in a sequence of document numbers. To select a previous production and continue with its numbering sequence, click Continue from Previous. Relativity automatically populates the Start number field with the value displayed for the Next doc number.
Continue Production Numbering
Number of digits for document numbering determines how many digits the document number contains. The range of available values is between 1 and 10. By default, this option is set to 7 characters. Include page numbers adds a unique page number after the document number on each page in a document, when it is set to Yes. By default, this option is set to No. Note: If you export a production with document level numbering as single-page TIF, and it does not include page numbering, Relativity will automatically add page numbers to identify each page uniquely.
Separator between document and page number field is displayed when you select the Include page number option. The following separators are available: _ (underscore, selected by default) - (hyphen) o . (period) Number of digits for page numbering determines how many digits the page number contains. The range of available values is between 1 and 6. By default, this option is set to 4 characters.
o o
Preview Number button displays sample text illustrating how the document number will appear in the images.
Preview Number dialog box
Begin production number field is used to store the number assigned to the first page of a document during a production run. End production number field is used to store the number assigned to the last page of a document during a production run.
Note: The Begin production number field and End production number field are fixed-length text fields that must be large enough to accommodate the characters in the prefix, suffix, document and page numbering digits, and the separator options. For example, the prefix RK, the document digits 000001, the underscore separator, and the page number digits 0001 equal thirteen characters. You will not be able to save your production if the production number fields hold only seven characters.
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Attachment relational field is used to select a relational field indicating a family group such as group identifier. You can optionally update the attachment beginning and ending numbers during a production. The following fields are required when you select a relational field:
o
Begin attachment field is used to store the beginning attachment number for the production. This number will repeat for all documents in a related group. End attachment field is used to store the ending attachment number for the production. This number will repeat for all documents in a related group.
Repeated attachment numbers
Note: Your Begin production number field, End production number field, Begin attachment field and End attachment field must be fixed-length text fields with a minimum of 255 characters. You can reuse these fields in other production sets. However, Relativity will overwrite the values in them each time you rerun a production.
21.1.2.3 Original Image Numbering

Select the Original image numbering to retain the identifiers currently associated with your images. For example, you may want to retain the control number or other numbers already assigned to images uploaded to Relativity. Relativity will utilize these values to create the production and attachment numbers. When you use original image numbering, this numbering format is used for each page of a document:
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[control number]-[page number]
For example, for a 3-page document whose control number is ABC00001, the individual page numbering would be:
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ABC00001-001 ABC00001-002 ABC00001-003
Original image numbering
The form fields available when you select Original image numbering include:
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Begin production number field is used to store the initial number assigned to a document during a production run. This number is based on an existing identifier assigned to the first image of the document. End production number field is used to store the final number assigned to a document during a production run. This number is based on an existing identifier assigned to the last image of a document. Attachment relational field is used to select a relational field indicating a family group such as group identifier. You can optionally update the attachment beginning and ending numbers during a production. The following fields are required when you select a relational field:
o o
Begin attachment field is used to store the beginning attachment number for the production. End attachment field is used to store the ending attachment number for the production. Note: Your Begin production number field, End production number field, Begin attachment field, and End attachment field must be fixed-length text fields with a minimum of 255 characters. You can reuse these fields in production sets. However, Relativity will overwrite the values in them each time you rerun a production.
21.1.3 Headers and Footers

In the Production Set form, you can set branding options for headers and footers. You can position headers and footers to the left, center, and right on the images in your production.
Header and Footer Options
Select a Type for each header or footer position where you want information branded in the image. The following Types are available:
n
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Production Bates Number displays the Bates number associated with each document page. (Available for Page level numbering only) Production Number displays the document number associated with each page. (Available for Document level numbering and Original image numbering only) Field uses the value in the selected document field for branding on each image created for a document. Free Text uses any combination of text, tokens, and carriage returns that you define. You can use carriage returns to position the header or the footer closer to the top and bottom margins respectively. Use tokens to include field data as follows:
o o
Production Number: {!PRODNUM!} Any Data Field: {!FIELD:ARTIFACT ID!} as in the example {!FIELD:1034471!} Note: The Artifact ID for a field is displayed in the URL on the Field Details page. To display this page, select the Fields tab, click on the name of a field, and view URL in the Address bar. You will see an identifier such as ArtifactID=1035598.
Artifact ID Example
Original Image Number uses the original page ID assigned by Relativity as follows:
o o
Numbering used in load file is applied when an image load file was used to import the data. Document ID, page ID and a hash value are applied in combination when images were created using the Image-on-the-fly functionality.
Branded Original Image Number
Document Identifier + Page Number uses the document identifier with the page number appended to it. This option sets the first page number to 1 even when the document contains only a single page. The following pages are numbered incrementally. In addition, the page number is padded with up to four digits as illustrated below.
Document identifier with padded page number
Note: Depending on the settings for the header and footer, Relativity prevents the image from being cut off by adding approximately five extra pixels to its edges.
21.1.4 Production Numbering Sort Order

In the Production Numbering Sort Order, you can select a field that determines how your production is sorted. You can also use a descending or ascending sort order. By default, the sort order is Artifact ID, which is the load order of the documents.
Production Numbering Sort Order section
Note: When you perform a sort, family groups are not kept together.
21.1.4.1 Other Options

You can use the following fields to provide additional information about a production set:
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Keywords Notes
21.2 Adding Documents to Your Production

You can add documents to the production sets that you have previously created, and then you can run the production. Use these instructions to add the documents: 1. Create a production set. See Adding a Production Set on page 180. 2. Navigate to the Documents tab. 3. Select the documents that you want to produce, and use the Produce mass operation to add documents to the production. See Mass Produce on page 376.
Produce mass operation
4. Navigate to the Production Sets tab, and click the name of the production set. Scroll down to the document list on the details page.
Document list on production details page
Note: The fields displayed in this list are controlled by a system view called production documents. You may want to update this view with the fields that your firm uses to qualify documents for production. You can then use these fields to filter the document list as a final QC check. See System Views on page 155. 5. (Optional) Use the buttons on the document list to perform these tasks:
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Remove deletes selected documents from a production. Select the documents and click the Remove button. View Report displays summary information about the production.
Production report
6. Run the production set. See Running a Production on page 192.
21.3 Running a Production

You can run a production after you have created a production set and added documents to it. Use the following instructions to run a production: 1. Produce a group of documents. See Adding a Production Set on page 180. 2. Navigate to the Production Sets tab, and click the name of the production set. On the detail view, the Production Console displays enabled buttons for running the production.
Production Console
3. Before you run the production, use the following Production Console buttons as necessary:
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Preview displays a sample document illustrating how the header and footer will appear in the produced images. In the following example, footer text includes free text and a Bates number in Arial font.
Production Preview - Footer
Conflict Check determines if the production set includes any documents that conflict with another pre-determined set of documents. See Checking Production Conflicts on page 194. 4. To run the production, click Produce in the console. If documents with conflicts have not been removed from the production set, the Production Restrictions warning is displayed. If you are a System Administrator, you will have these options to resolve the message:
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Override and Continue proceeds with the production without removing the conflicts based on the Override Production Restrictions permission. See Checking Production Conflicts on page 194.
n Cancel stops the production from running. 5. (Optional) Click the Resolve Alerts/Retry button to rerun any problematic documents that produced alerts. To ensure quality record processing, this button is not active until the production is complete.
21.3.1 Checking Production Conflicts

You can perform a conflict check that compares the documents in the production against those in a saved search selected in the Production Restrictions field on the workspace details page. For example, the saved search may include conditions that identify privileged documents and their families, which you would not want to produce. See Production Restrictions on page 43. When you click the Conflict Check button, a Production Restrictions warning may be displayed if a saved search is being used to restrict productions.
Production Restriction Warning
Click one of these buttons to resolve the conflict:

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Remove Conflicts deletes documents identified as conflicts from the production set (based on the Production Restrictions setting). If all the documents are conflicts, they will be removed from the production set, and only the Preview button will be enabled in the Production Console. Note: To view a list of documents removed from the production, navigate to the History tab, and filter on the Production - Remove Document action. See History on page 231.
Cancel stops the conflict check and displays the production page.
21.3.2 Production Statuses

After you click Produce, the Status field on the production set form is updated with the following stages as the documents are processed:
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Waiting indicates Relativity has not started producing the documents. Producing indicates Relativity is assigning production numbers to the documents. Branding indicates Relativity is branding the images. Produced indicates the production is now complete and can be exported. See Exporting a Production Set on page 200. Note: In the viewer, you can view the produced images by selected the Production mode. You can view the images exactly as they were produced.
21.4 Viewing Production Set Details

The detail view of a production set displays all the form fields with any settings that have been entered. It also displays additional fields added to the form after the production set was saved:
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Restriction Override By field displays the name of the user who clicked the Override and Continue button when running the production without removing conflicts. This user must have the Override Production Restrictions permission. Restriction Override On field lists the date and time when the production restrictions were overridden.
21.4.1 Displaying Production Set Details

You can display the detail view of a production set by performing one of these tasks:
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Add a new production set, and click Save. See Adding a Production Set on page 180. Click the name link for the production set on the item list of the Production Sets tab.
Name link for production set
21.4.2 Available Options on Production Set Details

You can use the options available on the detail view for productions sets to edit permissions, view audit information, preview the production, and perform other tasks. These options are available as buttons displayed at the top of the page, or in the Production Console.
Buttons available for production set details
Use these buttons to complete tasks as necessary:
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Edit redisplays the production set form so that you can update values in the fields. See Editing a Production Set on page 196. Delete removes the production set from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. Back redirects you to the item list on the Production Sets tab. Edit Permissions displays a security page where you can set user permissions on a production set. You will be editing rights only on the current production set. By default, the Production Set tab is secured according to the workspace-level rights. See Security Permissions on page 238. View Audit displays the history for the production. Preview displays a sample image showing how the branding will be applied to documents in the production. This button is available in the Production Console. Note: When you are running a production, the Production Console will display other buttons. See Running a Production on page 192.
21.5 Editing a Production Set

You can edit the settings for a production set, but your new settings will not update any produced documents. Use the following steps to edit a production set: 1. Navigate to the Production Sets tab. 2. Perform one of the following tasks:
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Click the Edit link for a production set.

Edit link
Click the name link for the production set to display the details page. Click the Edit button.
Edit button
3. Set the fields in the following sections as necessary. Required fields are orange and optional fields are gray.
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Production Information on page 181 Page Level Numbering on page 182
Headers and Footers on page 188 Production Numbering Sort Order on page 190 4. Save your updates as necessary.
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Note: If you have imported a production, the page numbering will be set by the imported Opticon file. Any markup set selection, branding, or other settings on the Production Set form will not be applied to the imported production. The images will be produced exactly as imported. See Importing a Production File on page 99.
21.6 Tracking Redactions on Productions

To help you track redactions in a production, Relativity automatically creates a multi-choice field with the same name as the production set. This field includes a choice called Has Redactions which is set to True for images with redactions. Note: By default, the Has Redaction choice is set only for newly produced documents. It will not be set for previously produced documents. You can use this multi-choice field with your production set name to define a condition in a search or a view so that only documents which have produced images with redactions are returned. In the Conditions section of a search or view, select the field with your production name. For example, you may have a production named Patent Production 1.
Production field as search/view condition
In the Value column, click the ellipsis to display a pop-up, and then select the Has Redactions box. Click Add, and then Set to use this choice as a value.
Has Redactions choice
To filter on images with redactions, add the production field to the view. Next, click Show Filters, and select the Has Redactions choice as a filter. For details on filtering, see the Relativity Searching Manual.
Filtering on a production field
Only documents that have images with redactions are listed in the view.
Has Redactions on a view
Note: When using OCR sets, you can also track redactions on productions using the field called Only OCR Production Images With Redactions. This field is available in the OCR set form. See Creating OCR Set on page 338.
22 EXPORTING
You can use the Relativity Desktop Client (RDC) to export production sets, search results, and folders. When performing an export, the RDC will automatically create top level folders for images, text, and natives as illustrated below.
Folder Structure of an Export
Note: For installation information, see Appendix H:Relativity Desktop Client Installation and Setup.
22.1 Exporting a Production Set

You can export the contents of a production set created in Relativity through the RDC. For more information about productions, see the section Production Sets. When you export a production, the Data Source and Destination Files tabs on the Export Production Set window are displayed. This section describes the options available on these tabs, and how to configure them for exporting a production set. To export a production set, open the RDC. From the Tools menu, select Export | Production Set.
Start Export Display
22.1.1 Production Set - Using Saved Export Settings

You can use settings from a previous export if you created an export settings file. To use this file, click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in the Open dialog. For more information, see Saving Export Settings.
22.1.2 Production Set - Data Source Tab

The Data Source tab allows you to define the data for your export:
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The Views drop-down allows you to select the view you'd like to export. The Selected Columns section defines which fields youd 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. In this section of the tab, click the ellipsis... to display the Pick Production Precedence window where you can make your selections.
Produced Images Precedence
o o o
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. Note: 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 Original box is checked.
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 precedence.
22.1.3 Production Set - Destination Files Tab

The Destination Files tab allows you to configure how the files are exported. The following subsections describe how to use the options available on this tab.
Destination Files Tab Display
22.1.3.1 Production Set - 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 directory.
22.1.3.2 Production Set - Physical File Export

Physical File Export controls whether the files will be copied from the Relativity file repository.
Physical File Export Display
Copy Files From Repository option functions as described below:

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If the box is checked (default) the files will be copied from the file server to the specified export location. If the box is unchecked, the files will not be copied to the export location. Instead, the exported load files will reference the files repository location.
22.1.3.3 Production Set - Volume Information

Volume Information controls the naming and size of the volume identifier.
Volume Information Display
This section includes the following options:

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Prefix is the volume identifiers alpha prefix. Start # is the first number used for the numeric section of the volume identifier. If multiple volumes are created during the export, the number will increment, creating unique volume identifiers. # 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.
22.1.3.4 Production Set - Subdirectory Information

The Subdirectory Information controls the naming and size of volume subfolders.
Subdirectory Information Display

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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 number 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.
22.1.3.5 Production Set - File Path

The File Path section controls the paths used to reference exported files.
File Path Display

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Use absolute paths exports out paths to exported files as absolute paths.
n C:\ Desktop\VOL001\NATIVE001\AS000001.msg Use relative paths exports out paths to exported files as relative paths. n .\VOL001\NATIVE001\AS000001.msg Use prefix allows you to add a prefix to the relative path, such as a cd drive letter. n
D:\VOL001\NATIVE001\AS000001.msg
22.1.3.6 Production Set - Native Load File 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.
n n n
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.
22.1.3.7 Production Set - 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

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Named after sets the naming convention for the exported files. Select Identifier to name the files after your workspaces identifier. Select Begin production number to name the files after a production number or Bates number. Check append original file name to append the files original name to the end of the exported files name.
o o
22.1.3.8 Production Set - Image

Image sets whether images are exported, and if so, how the export is formatted.
Export Images Checkbox

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Check Export Images if images are included in the export. Date File Format is the format of the image-level load file. Select from the following formats: Opticon IPRO o IPRO (FullText) File Type is the type of images that are exported.
o o o o
Single-page TIF/JPG will export out the files as they were loaded or created in Relativity. Multi-page TIF will export out the files as multi-page TIFs, with one file per document.
n n
Documents with only black and white images will use Group IV compression. Documents that include color images will contain LZW compression. The PDFs are not searchable. Color pages will remain in color.
PDF will export out the files as multi-page PDFs, with one file per document.
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22.1.3.9 Production Set - Native

Native determines whether native files are exported.
Export Native Files Checkbox
When Export Native Files is checked, the natives are exported.
22.1.3.10 Production Set - Metadata

Metadata determines how the document-level load file and extracted text are exported.
Metadata Options

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Data File Format determines the document-level load file format. Comma separated (.csv) exports out a load file in csv format. 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 o
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Select this checkbox if you want the files exported as individual document-level text files, with one file per document. o Do not select the checkbox if you want the text is included as part of your load file. Text File Encoding is the encoding of the document-level text files. Text Precedence allows you to select and assign an order to long text fields that Relativity will check for extracted text when performing an export. You must select one or more long text fields to use this functionality.
o
Click the ellipsis to display the Pick Text Precedence pop-up. To move fields between columns, highlight them and click the Right or Left single or double arrows. Use the Up and Down arrows to order the precedence of the fields.
Pick Text Precedence Pop-up
If you added more than one field to the Selected Long Text Fields column, Relativity will add the Text Precedence column as the last column in the load file. During an export, Relativity checks the topmost field in the Selected Long Text Fields column for extracted text, and if the field is null, it checks the next field in order of precedence for text. When it finds a field that contains extracted text, Relativity adds the contents of that field to the Text Precedence column in the document load file, and then continues checking the fields for the next document. For example, you want the Text Precedence column in the load file to contain the contents of the OCR Text field when it is available for a document and the contents of the Extracted Text field when the OCR Text for a document is null. In the Pick Text Precedence pop-up, you will need to add the OCR Text as the first field in the Selected Long Text Fields column followed by the Extracted Text field. If you select only one field in the Selected Long Text Fields column, Relativity adds the any text to a column with the same name as the field, and does not create the Text Precedence column. Note: If you want to improve export performance, you do not need to add all of the long text fields that you selected in the Pick Text Precedence pop-up to the Selected Columns option on the Data Source tab. When you do not select these fields on the Data Source tab, but you do add them to Selected Long Text Fields column, the content of these fields is added to the Text Precedence column as described above. When you add the long text fields on the Data Source tab, Relativity will also add these columns to the document level load file. The Precedence Text column will display the file path to the exported files if you selected the Export Text Field as Files checkbox.
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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.
22.1.4 Running a Production Set Export

After you have selected your export settings, select File and click Run.
Run Export Display
Note: If you are missing any information needed to successfully perform the export, a warning dialog box appears outlining the issue.
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.
22.2 Exporting a Saved Search

You can export the current results of a saved search through the RDC. For more information about searches, see the Searching Manual. When you export a saved search, the Data Source and Destination Files tabs on the Export Saved Search window are displayed. This section describes the options available on these tabs, and how to configure them for exporting a saved search. To export a search, open the RDC. From the Tools menu, select Export | Saved Search.
Data Source Tab
22.2.1 Saved Search - Using Saved Export Settings

You can use settings from a previous export if you created an export settings file. To use this file,
click File, and then select Load Export Settings. Browse for your export settings file (.kwx) in the Open dialog. For more information, see Saving Export Settings.
22.2.2 Saved Search - Data Source Tab

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The Views drop-down allows you to select the view you'd like to export. The Selected Columns section defines which fields youd 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. In this section of the tab, click the ellipsis... to display the Pick Production Precedence window where you can make your selections.
o o o
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. Note: 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 Original box is checked.
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22.2.3 Saved Search - Destination Files Tab

22.2.3.1 Saved Search - Export Location

22.2.3.2 Saved Search - Physical File Export


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22.2.3.3 Saved Search - Volume Information


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22.2.3.4 Saved Search - Subdirectory Information


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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 number 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.
22.2.3.5 Saved Search - File Path

File Path Display

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22.2.3.6 Saved Search - Native Load File Characters


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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.
22.2.3.7 Saved Search - Text and Native File Names

Check Append original filename to append the files original name to the end of the exported files name.
22.2.3.8 Saved Search - Image


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22.2.3.9 Saved Search - Native

22.2.3.10 Saved Search - Metadata

Metadata Options

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22.2.4 Running a Saved Search Export

Run Export Display
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

You can export the contents of a workspace folder through the RDC. To export a folder, open the RDC. Rightclick on a folder in the browser, and select Export | Folder. (You can also highlight the folder in the browser. Click File in the Tool menu and select Export | Folder.) The Data Source and Destination Files tabs on the Export Folder window are displayed. When you select this option, only the contents of the current folder are exported, but not its subfolders. For information about export settings, see the section Exporting a Folder and Subfolders.
22.3.1 Folder - Using Saved Export Settings

22.3.2 Running a Folder Export

After you select your export settings, click File and then Run.
Run Export Folder Display
Note: If you are missing any information needed to successfully perform the export, a warning dialog box appears.
Export Folder Warning Display
Click OK. Return to your export dialog box to modify your settings, and then select File | Run to complete the export.
22.4 Exporting a Folder and Subfolders

You can export the contents of a folder and its subfolders as well as an entire workspace. To export an entire workspace, highlight the root folder in the browser. When you export a folder and its subfolders, the Data Source and Destination Files tabs on the Export Folder and Subfolders window are displayed. This section describes the options available on these tabs, and how to configure them for exporting folders and subfolders. To export a folder and its subfolders, open the RDC. From the Tools menu, click File, and select Export | Folder and Subfolders. You can also use the right-click menu for the folder.
Data Source Display
22.4.1 Folder and Subfolders - Using Saved Export Settings

22.4.2 Folder and Subfolders - Data Source Tab

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The Views drop-down allows you to select the view you'd like to export. The Selected Columns section defines which fields youd 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. In this section of the tab, click the ellipsis... to display the Pick Production Precedence window where you can make your selections.
o o o
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. Note: 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 Original box is checked.
22.4.3 Folder and Subfolders - Destination Files Tab

22.4.3.1 Folder and Subfolders - Export Location

22.4.3.2 Folder and Subfolders - Physical File Export

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22.4.3.3 Folder and Subfolders - Volume Information


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22.4.3.4 Folder and Subfolders - Subdirectory Information


n n n n
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 number 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.
22.4.3.5 Folder and Subfolders - File Path

File Path Display

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22.4.3.6 Folder and Subfolders - Native Load File Characters


n n
The Column delimiter separates columns in the load file. The Quote delimiter qualifies the text in each field on the load file.
n n n
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.
22.4.3.7 Folder and Subfolders - Text and Native File Names

Check Append original filename to append the files original name to the end of the exported files name.
22.4.3.8 Folder and Subfolders - Image


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22.4.3.9 Folder and Subfolders - Native

22.4.3.10 Folder and Subfolders - Metadata

Metadata Options

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22.4.4 Running a Folder and Subfolders Export

Run Export Display
Export Warning
Click OK. Return to your export dialog box to make the necessary adjustments, and then select File | Run to complete the export.
22.5 Saving Export Settings

You can save the settings that you selected when exporting a production set, saved search, or group of folders for reuse at a later time. The RDC will create a .kwx file, which contains the settings for the export job. To create an export file, click File, and choose Save Export Settings. Select a folder and enter a name for the file in the Save As dialog box. The .kwx file will be added to this location.
Save Export Settings Option
When you want to run an export using the saved settings, select Load Export Settings from the File menu. You may need to select Overwrite Files if you re-exporting the same group of files to the previously used Export Location.
Overwrite Files Option
23 HISTORY
On the History tab, you can view the audit records that track the actions of users throughout the workspace. Relativity has a comprehensive audit system that logs actions performed, object types, timestamps, and other details. This tab also includes several features to help you navigate through the audit records:
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History View Fields on page 231 Filters on the History Tab on page 232
Note: When you view a document in the Core Reviewer Interface, you can display its history in the related item pane by selecting the Document History icon.
23.1 History View Fields

You can customize the views available on the History tab or create new views as necessary. The History tab includes pre-configured views for recently updated documents, long running queries, and imaging history, which you can modify.
Views on History tab
The following table lists the fields available for views on this tab. See Views on page 147. Field Name Action ArtifactID Details Execution Time ID Name Object Type Request Origination Timestamp User Name Description User activity captured in an audit record Artifact ID of an item Description of an audit action Length of time (in milliseconds) for a document query to run An identifier for the audited item (Each tracked action has its own unique identifier.) Name of the object Type of object Connection details for the user that sent the change request. Date and time when the action occurred User who initiated the action
23.2 Filters on the History Tab

On the History tab, you can search for specific audit records by using filters just as you would on other tabs. For more information, see the Relativity Searching Manual. You can also search for choice values in the using the Details Filter. Actions related to field choices are recorded using Artifact ID. To display the Artifact ID for choice values, click the Choice Legend icon in the view bar.
Choice Legend popup
On the Choice Legend popup, you can search for choices in the workspace, their artifact IDs, and their associated fields. You can then enter Artifact ID listed for a choice value in the Details Filter, and filter the audit records. For example, you would use the Artifact ID 2881180 to filter on the Issue choice "Really Hot". (The choice name is for reference purposes only.)
Choice field update
Note: You can also use views to filter audit records. See History View Fields on page 231.
23.3 Audited Actions

The following table lists the name of each audited action displayed in the Action column on the History tab. It also includes a brief description of the activity that generates a specific audit record. Note: There is no login action when you access a workspace. The login is interpreted based on any other auditable action in the workspace. For example, if you view a document in Workspace A, that view action is audited on the History tab and indicates that Workspace A was accessed. Action Name CaseMap - Add Document CaseMap - Add Fact Create Delete Document Query Export Images - Created Images - Created for Production Images - Deleted Import Description of Activity A document was sent to CaseMap. A selection of text from the viewer was sent to CaseMap as a fact. An item was created. An item was deleted. A query was run on a list of documents. The contents of a production set, saved search, folder, or subfolder were exported. Images were created. Images corresponding to a production outside of Relativity were imported into the system. Images were deleted. Content associated with a load, production, or image file was imported.
Action Name Markup - Image Created Markup - Image Deleted Markup - Image - Modified Markup - Native Created Markup - Native Deleted Markup - Native Updated Move Native - Created Native - Deleted Pivot Query Print Production - Add Document Production - Remove Document Query RelativityScriptExecution ReportQuery Run Search Cache Table Creation Security Tally/Sum/Average Update Update - Mass Edit Update - Mass Replace Update - Propagation View
Description of Activity Redactions or highlights were added to an image. Redactions or highlights were removed from an image. Redactions or highlights were moved, resized or edited on an image. Redactions or highlights were added. This audit entry applies to transcripts only. Redactions or highlights were removed. This audit entry applies to transcripts only. Redactions or highlights were moved, resized or edited. This audit entry applies to transcripts only. A document was moved from one folder to another. A native file was loaded into Relativity. A native file was removed from Relativity. A Pivot report was run. A document was printed. A document was added to a production. A document was removed from a production. A process ran a query (such as categorization). A Relativity script was run. A summary report was run. An Imaging Set, Image-on-the-Fly, or Mass Image job was performed A search cache table was created. (Search cache tables are created the first time you search for a term or phrase using dtSearch or Relativity Analytics.) Security rights were assigned or changed The mass operation Tally/Sum/Average was run in the workspace. Document metadata was updated on a single-document basis. Document metadata was updated on a mass basis. Document metadata was edited using a text mass replacement. Document metadata was edited according to a propagation rule. A document was viewed.
23.4 Search History

On the History tab, you can view the audit records for saved and unsaved searches, as well as for queries performed on views (such as filtering on a column).
Search Records
Use the following guidelines to interpret search history records:

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Saved Searches: The Name column displays the name of the search, and the Object Type column displays Search. Click the Query link to display a pop-up with the SQL statement for the query.
Query Text Pop-up
Unsaved Searches or Views: The Name column displays the name of the View in which the search was performed, and the Object Type column displays View. Click the name link to display the details page for the view, or click the Query link to display a pop-up with the SQL statement for the query.
23.5 Imaging History

You can view the audit history when a job is run for an Imaging Set, Mass Image, or Image-on-the-fly job. Use the following guidelines to interpret imaging history records:
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Imaging Set Jobs: The Name column displays the name of the imaging set, and the Object Type column displays ImagingSet.
Imaging Set Records
For each image created from the set, the Name column displays the document name, and the Object Type column displays Document. Click Details to display a pop-up containing the name of the imaging profile and the formatting options used to image a document. (The formatting options displayed on the pop-up list those used when the imaging job was run. They do not reflect any subsequent changes to the imaging profile.)
Formatting Options used in an Imaging Job
Image-on-the-Fly or Mass Image Jobs: The Name column displays the name of the imaging profile, and the Object Type column displays ImagingProfile.
Imaging-on-the-Fly and Mass Image Records
For each image created, the Name column displays the document name, and the Object Type column displays Document. Click Details to display a pop-up containing the name of the imaging profile and the formatting options used to image a document as described above.
24 SECURITY PERMISSIONS
Relativitys 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 groups 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 groups 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.
Change Security Console
The workspace security console options are:

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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 groups workspace rights.
Apply Another 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 individual items and documents. This only takes the permissions this one time and does not update dynamically if changes occur in the original group.
Select group to copy from
Selecting the radio button of a group and clicking OKwill 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 groups 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.

Permissions Form
The permissions are divided into sections:

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Security Tab Visibility Browsers Mass Actions 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:
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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. 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:
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Workspace sets the groups permissions for the workspace.

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View is the minimum permission level and allows the group members to see the workspace. Edit allows the group members to see the workspace and edit the workspace details.
n Editing the workspace requires access to the workspace details tab. Delete allows the group members to see the workspace, edit the workspace details and delete the workspace. n Editing or deleting the workspace requires access to the workspace details tab. Edit security allows the group members to access and edit the workspace security.
n Accessing the security console Folders sets the groups permissions for the folder browser. The group members also must have permission to view the folder browser, set in the browser permissions section.
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View allows group members to view the folder browser. Edit allows group members to edit the folder names and view the folders. Delete allows the group to delete folders, edit the folder names and view the folders. Add allows the group to add folders to the workspace. Edit security allows group members to edit folders' security. View allows group members to view documents. Edit allows group members to view and edit documents. Note: The edit document permission allows users 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 field's 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.
Document sets the group's permissions for the documents.

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Delete allows group members to view, edit and delete documents. Add allows group members to add new documents. Edit security allows group members to secure documents. Print allows group members to print individual documents from Relativity.
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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. Redact Document allows group members to place stamp or textbox redactions on a document. Annotate Document allows group members to place a highlight on a document. Add Image allows group members to use Relativitys Image-on-the-fly functionality. Delete Image allows group members to delete images present in Relativity.
Reports sets group permissions for summary reports. All of the below permissions require access to the summary report tab.
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View allows group members to view summary reports. Edit allows group members to view and edit summary reports. Delete allows group members to view, edit and delete summary reports. Add allows group members to add new summary reports. Edit Security allows group members to edit the security of summary reports. View allows group members to view fields. Edit allows group members to view and edit fields
n Editing fields requires access to the fields tab. Delete allows group members to view, edit and delete fields. n Deleting fields requires access to the fields tab. Add allows group members to add new fields.
Fields sets group permissions for fields.

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Adding fields requires access to the fields tab. Edit Security allows group members to edit field security.
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Editing security for a field requires access to the fields tab.
Add Field Choice by Link allows users to add a choice to the field from a layout. Layouts sets group permissions for layouts.
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View allows group members to view layouts. Edit allows group members to view and edit layouts. Editing a layout requires access to the layouts tab. Delete allows group members to view, edit and delete layouts. Delete allows group members to view, edit and delete layouts
n n Deleting layouts requires access to the layouts tab. Add allows group members to add new layouts. n
Adding new layouts requires access to the layouts tab.
Edit Security allows group members to edit layout security.

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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.
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View allows group members to view production sets. Edit allows group members to view and edit production sets.
n Editing production sets requires access to the production sets tab. Delete allows group members to view, edit and delete production sets. n
Deleting production sets requires access to the production sets tab.
Add allows group members to add new production sets.

n Adding production sets requires access to the production sets tab. Edit Security allows group members to edit production sets permissions. n
Editing security for a production set requires access to the production sets tab. Note: The Production checkbox is a live checkbox by default. There are no permissions for specific viewer options. Clear the Production checkbox in order to restrict productions from appearing in the viewer for a certain group.
View sets group permissions for views.

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View allows group members to view views.

n Viewing any views besides document views requires access to the view objects tab. Edit allows group members to view and edit views.
Editing any views besides document views requires access to the view objects tab or the views tab. Delete allows group members to delete views.
n n Deleting views requires access to the views tab. Add allows group members to add a view. n
With add view rights, group members can add views for any tabs they have rights to see.
Edit security allows group members the rights to edit view security.
n Editing security for a view requires access to the views tab. Search Folder sets group permission for saved search folders.
View allows group members to view search folders.

n Viewing search folders requires access to the saved searches browser. Edit allows group members to view and edit saved search folders. n Editing saved search folders requires access to the saved searches browser. Delete allows group members to view, edit and delete saved search folders. n
Deleting saved search folders requires access to the saved searches browser. Adding saved searches requires access to the saved searches browser.
Add allows group members to add new saved search folders.

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Edit Security allows group members to edit saved search security.
n Editing Security for saved searches requires access to the saved searches browser. Search Sets group permissions for saved searches.
View allows group members to view the results of saved searches.

n Viewing saved searches requires access to the saved searches browser. Edit allows group member to view and edit saved searches.
Editing saved searches requires access to the saved searches browser. Delete allows group member to view, edit and delete searches.
n n Deleting searches requires access to the saved searches browser. Add allows group members to add new searches. n
New searches can be added from the saved searches browser.
Edit Security allows group members to edit choice security.
n Editing security for a search requires access to the saved searches browser. Choice sets the group permissions for choices.
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View allows group members to view choices Edit allows group member to view and edit choices. Editing choices requires access to the choices tab. Delete allows group member to view, edit and delete choices.
n n Deleting choices requires access to the choices tab. Add allows group members to add new choices. n
New choices can be added from the choices tab, or directly from layouts.
Edit Security allows group members to edit choice security.

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Editing security for a choice requires access to the choices tab Markup Set sets group permissions for markup sets.
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View allows group member to view markup sets. Edit allows group members to view and edit markup sets.
n Editing Markup sets requires access to the markup sets tab. Delete allows group members to view, edit and delete markup sets.
Deleting markup sets requires access to the markup sets tab. Add allows group members to add new markup sets.
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Adding new markup sets requires access to the markup sets tab.
Edit Security allows group members to edit markup set security.
n Editing security for a markup set requires access to the markup sets tab. Tab sets group permissions for tabs.
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View allows group members to view tabs. Edit allows group members to view and edit tabs.
n Editing tabs requires access to the tabs tab. Delete allows group members to view, edit and delete tabs. n Deleting tabs requires access to the tabs tab. Add allows group members to add new tabs. n
Adding new tabs requires access to the tabs tab.
Edit Security for a tab allows group members to edit tab security.
n Editing security for tabs requires access to the tabs tab. Batch Set sets group permissions for batch sets.
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View allows group members to see batch sets. Edit allows group members to view and edit batch sets. Editing batch sets requires access to the batch sets tab. Delete allows users to view, edit and delete batch sets.
n n Deleting batch sets requires access to the batch sets tab. Add allows group members to add new batch sets. n
Adding new batch sets requires access to the batch sets tab.
Edit Security allows group members to edit the security of existing batch sets.
n Editing the security of existing batch sets requires access to the batch Sets tab. Batch sets group permissions for batches.
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View allows group members to see batches. Edit allows group members to view, check-out and edit batches. Editing batch sets requires access to the batches tab. Delete allows users to view, edit and delete batches.
n n Deleting batches requires access to the batches tab. Add allows group members to add new batch sets. n
Adding new batch sets requires access to the batch sets tab.
Edit Security allows group members to edit the security of existing batch sets.
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Editing the security of existing batch sets requires access to the batch sets tab. Object Type sets group permissions for object types.
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View allows group members to see object types. Edit allows group members to view and edit object types.
n Editing object types requires access to the object types tab. Delete allows group members to view, edit and delete object types.
Deleting object types requires access to the object types tab. Add allows group members to add new object types.
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Adding object types requires access to the object types tab.
Edit security allows group members to edit the security of existing object types.
n Editing the security of object types requires access to the object types tab. Relativity Script sets group permissions for scripts.
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View allows group members to see Relativity scripts. Edit allows group members to view and edit any non-locked scripts.
n Editing scripts requires the user to be a member of the Script Admin group. Delete allows group members to delete scripts. n
Deleting scripts requires the user to be a member of the Script Admin group.
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Add allows group members to add new scripts. Edit Security allows group members to edit the security of existing scripts.
n Editing security on scripts requires the user to be a member of the Script Admin group. Search Index sets group permissions for search indexes.
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View allows group members to see search indexes. Edit allows group members to edit search indexes.
n Editing search indexes requires access to the search indexes tab. Delete allows group members to delete search indexes. n Deleting search indexes requires access to the search index tab. Add allows group members to add search indexes.
Adding search indexes requires access to the search index tab. Edit Security allows group members to edit search indexes.
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Editing search indexes requires access to the search index tab.
Dictionary Access allows group member to see the dictionary function when searching with a dtSearch index. Transform Set sets groups permissions for transform sets.
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View allows group members to see transform sets. Edit allows group members to edit transform sets. Delete allows group members to delete transform sets. Add allows group members to add transform sets.
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. View allows group members to see transforms. 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 o
View allows group members to view search terms reports. 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 o
View allows group members to view search terms results. 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.
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View allows group members to view pivot profiles. 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.
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View allows group members to view applications. Edit allows group members to edit unlocked applications. Delete allows group members to delete unlocked applications. Add allows group members to add new applications. Edit Security allows group members to edit the security of existing applications. Note: Groups assigned Relativity Applications permissions require access to the Relativity Applications tab in order to perform any tasks associated with the View, Edit, Delete, Add, or Edit Security permissions. Select Relativity Applications in the Tab Visibility permissions category.
OCR Profiles View allows group members to view OCRProfiles. Edit allows group members to edit OCR Profiles. o Delete allows group members to delete OCR Profiles. o Add allows group members to add OCRProfiles. o Edit Security allows group members to edit the security of existing OCRProfiles OCR Sets
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View allows group members to view OCR Sets. Edit allows group members to edit OCRSets. o Delete allows group members to delete OCRSets. o Add allows group members to add OCR Sets. o Edit Security allows group members to edit the security of existing OCR Sets. Native Types
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View allows group members to view native types. Edit allows group members to edit native types. Delete allows group members to delete native types. Add allows group members to add native types. Note: Even though they are given permissions, users cannot add native file types. Relativity is already configured with the native file types that it recognizes. For more information, see the Native File Types section.
Edit Security allows group members to edit the security of existing native types. Imaging Profile
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View allows group members to view imaging profiles. Edit allows group members to edit imaging profiles. o Delete allows group members to delete imaging profiles. o Add allows group members to add imaging profiles. o Edit Security allows group members to edit the security of existing imaging profiles. Imaging Sets
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View allows group members to view imaging sets. Edit allows group members to edit imaging sets. Delete allows group members to delete imaging sets. Add allows group members to add imaging sets. Edit Security allows group members to edit the security of existing imaging sets. View allows group members to view Persistent Highlight Sets. Edit allows group members to edit Persistent Highlight Sets. Delete allows group members to delete Persistent Highlight Sets. Add allows group members to add Persistent Highlight Sets. Edit Security allows group members to edit the security of existing Persistent Highlight Sets. View allows group members to view Analytics Profiles. Edit allows group members to edit Analytics Profiles. Delete allows group members to delete Analytics Profiles
Persistent Highlight Sets

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Analytics Profiles
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Add allows group members to add Analytics Profiles. Edit Security allows group members to edit the security of existing Analytics Profiles. View allows group members to view Repeated Content Filters. Edit allows group members to edit Repeated Content Filters. Delete allows group members to delete Repeated Content Filters. Add allows group members to add Repeated Content Filters. Edit Security allows group members to edit the security of existing Repeated Content Filters. View allows group members to view Analytics Categorization Sets. Edit allows group members to edit Analytics Categorization Sets. Delete allows group members to delete Analytics Categorization Sets. Add allows group members to add Analytics Categorization Sets. Edit Security allows group members to edit the security of existing Analytics Categorization Sets.
Repeated Content Filters

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Analytics Categorization Sets

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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:

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Documents Workspace Details Summary Reports Markup Sets
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Production Sets Fields Choices Layouts Views Administration Tabs History Batch Sets Object Types Review Batches Search Indexes User Status Transform Sets Search Terms Reports Script Pivot Profiles Relativity Applications OCR OCR Sets OCR Profiles Imaging Imaging Profiles Imaging Sets Native Types Analytics Analytics Categorization Set Analytics Profiles Repeated Content Filters Persistent Highlight Sets <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.
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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.
Mass Actions Permissions
The following Mass Actions are available for checking:

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Cluster gives group members the rights to cluster documents using Relativity Analytics clustering. Process Transcript allows group members to process imported transcripts for viewing in Relativity. 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 document 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. Mass Move also requires add and delete document rights. Mass Delete allows group members to mass-delete documents.
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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:
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Copying the contents of one text field to another. 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.
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For more information about mass operations, see Mass Operations on page 366.
24.1.5 Admin Operations

You can secure several Admin operations separately. To assign permissions to a group, select checkboxes for any combination of these operations.
Admin Operations Permissions
The options available in the Admin Operations section include:

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Assign Batches gives group members permissions to check out batches to other reviewers. Manage Object Types gives group members permissions to add and edit object types. Use Pivot/Chart gives group members permissions to use the pivot grid and chart functions. View Workspace Details gives group members permissions to access the Workspace Details page and the Relativity Utilities console. View User Status gives group members permissions to access the User Status tab. Download Relativity Desktop Client gives group members permission to the Download Relativity Desktop Client 32-bit and Download Relativity Desktop Client 64-bit buttons. These buttons are located in the Relativity Utilities console on the Workspace Details page. For more information, see the section Using the Relativity Utilities Console. Override Production Restrictions gives group members permissions to override the setting in the Production Restrictions option on the Workspace Details page. The group members will be able to produce documents that contain conflicts based on these restrictions. For more information, see the section Production Restrictions. Manage Relativity Applications allows group members to associate objects with 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. Users with this and Edit permissions for Applications are allowed to lock and unlock an application from editing. Modify System Keyboard Shortcuts gives group members permission to the Manage System Keyboard Shortcuts button. This button is located in the Relativity Utilities console on the Workspace Details page. For more information, see Managing System Keyboard Shortcuts on page 40 Allow dtSearch Index Swap gives group members the ability to execute the Index Swap function from the dtSearch console. For more information, see the Search Indexes section. View all Audits gives group members permission to view audit reports for workspace components (such as documents, markup sets, dynamic objects, fields, and so on). View Batch Pane gives group members permission to view the batches associated with a document in the related items pane. Delete Object Dependencies gives group members permission to force the deletion of an object, which includes unlinking associative objects and deleting child objects. The group members must also have
permissions to delete any dependent child and/or modify associative objects. For more information, see the sections Security and Deleting Object Dependencies. View Image Thumbnails gives group members permission to access the thumbnail viewer while in Image mode in the Core Reviewer Interface. This viewer allows users to run a quality control check on images by scanning and deleting blank thumbnails from a document. Note that the thumbnail viewer uses up significant environment resources. It is recommended that no more than 20 users in an environment be granted this permission.
24.2 Permissions for Individual Items (Object Level)

Individual items inherit the rights of their objects. For instance, a groups 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 items details page and click Edit Permissions.
Edit Permissions Button
The security console for the individual item is launched.
Change Security Options
The Change Security form appears with the following options:

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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). Note: Altering security permissions from Overwrite Inherited Security to Inherit Security and viceversa may involve a wait time for 50,000 records or more. If this occurs, a notification appears to inform you of the impact of the change
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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 items 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. 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. View x x x* Run x x x* Locked Script Edit Preview x Unlocked Script Edit Preview x x Write x Link x x x**
Script Admin System Admin Standard User * 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:
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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. Note: By default, newly created tabs are visible only to system administrators. This applies even if the creating users group has access to see all other tabs. Edit workspace permissions to assign rights to 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. 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. Note: Refer to the Relativity Script Guide before running your own scripts. To add a script, go to the Script tab and then click New Script.
New Script Button
Clicking New Script brings up the new script form. Properties in orange are required.
New Script Form
There are two script options available:

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Create New Workspace Script allows you to create and edit your own environment and workspace 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 on the Relativity Applications 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 refer to the Relativity Applications manual.
Enter or paste the required script into the script body section. To refer to a help file that outlines how to write scripts, click the question mark button. There are four buttons appearing at the top of the form:
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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.
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:
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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:
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Edit allows you to edit the script information. Delete removes the script from Relativity. Back redirects you to the script list. 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.

Run Script from Console
Once the script is run you will be able to:

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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 groups 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.
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

The following is a list of standard Relativity scripts available in the library. This list may vary per version of Relativity. Script Billing Statistics Case Rollup Billing Statistics Users What Does It Do? Reports on peak billable data for all cases in a Relativity environment; this can be used in environments where the auto emailed statistics feature is not possible Reports on all users who have had access to the case at any time during the month
dtSearch Index Auto Incrementally builds all dtSearch indexes in all cases Incremental Build Create Sample Set Randomly samples documents from a saved search to create a sample set Get Index Fragmentation Levels Gathers current index fragmentation levels for a case on indexes with more than 10 percent fragmentation, and above 50 page count
Propagate Sent Date Sets all email families' documents to the same sent date as their parent documents in to Family Documents a case
Script Reviewer Statistics
What Does It Do? Reports on the efficiency of reviewers over the specified date range; the returned statistics provide a count on how many documents were reviewed over a certain period of time Identifies and sets a Yes/No field on all case documents to indicate it as a duplicate or master Stores a document's extracted text data length (in Kilobytes) in a decimal field for all documents in a case Stores the native file size (in KB), for each case document in a decimal field Populates the production beginning and end attachment range fields for each case document included in a production Stores the current Relativity folder path of each document in a long text field Allows a user to switch a generic template group on a case with a substitute group Forcibly assigns a keyboard shortcut to a specific system function; this script runs against all workspaces Populates a HTML enabled long text field with visualization for email threading
Set Duplicate Flag Field Set Extracted Text Size Field Set Native File Size Field Set Production Beg/End Attach Fields Set Relativity Folder Path Field Switch Security Group Globally Administer Keyboard Shortcuts Populate Email Threading Visualization Field Relativity SMTP Configuration Upgrade Legacy Applications List Configuration Table Analytics Billing Estimate
Sets up the available SMTP fields in the kCura.Notification section of the Configuration table Upgrades a legacy application (v 6.8 and earlier) to a Relativity Application object Displays all values in the Configuration Table Allows a partner to assess the billable size of a potential Relativity Analytics index submission
Additional scripts not installed with Relativity - and thus not available in the Relativity Script Library - can be requested through Support.
25.5 Script Compatibility and Updates

To improve system performance, architecture improvements are often applied to Relativitys 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
Relativitys 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 - for more information see the Relativity Analytics section 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. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407 for more information.
Search Indexes Tab
The Search Indexes tab allows you to perform the following actions:
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26.1 Keyword Index

Keyword Search is Relativitys 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.
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. Index order can be any integer (positive or negative). No decimals are allowed.
The Search Index Console sits 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 of the form:
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Edit allows you to edit the index information. Delete removes the index from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407 for more information. Back redirects you to the index list. Edit Permissions allows you to establish rights for the index. View Audit displays the indexs audit history.
26.2 dtSearch Indexes

In addition to Relativity keyword search, you can use dtSearch technology. Like Keyword Search, dtSearch allows you to search document content, but dtSearchs advanced functionality goes a step 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 dtSearch Index

To create a 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. 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. 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.
If you select all documents in your workspace, the fields where add to FullText is yes will be indexed. If you select a saved search
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The documents returned by the search will be indexed. The fields returned for hit records will be indexed. n It may use a dtSearch or Relativity Analytics index. Make sure the index is active. Index Share is populated by default. Your Relativity administrator will inform you if you need to change the entry. Auto Recognize Date, Email, and CCs 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). If you would like to send the email to multiple recipients, separate the entries with a semicolon. 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 indexs alphabet file.
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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:
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Letter is 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 is 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 is a character that causes a word break. For example, if you classify the period (".") as a space character, then dtSearch would process U.S.A. as three separate words: U, S and A. Ignore a character that is disregarded in processing text. For example, if you classify 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:

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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 will be discarded.
One you have entered your settings, click Save to bring up the Index Details page.
Index Details Page
The following action buttons are available at the top of the dtSearch index form:
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Edit allows you to edit the index information. Delete removes the index from Relativity. After you click this, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. Back redirects you to the index list. Edit Permissions allows you to establish rights for the index. View Audit displays the indexs audit history. Active indicates whether or not the index is active. A value of Yes indicates that it is active, while a value of No indicates that it is inactive. Status indicates the current state of the index. You could you see any of the following values, depending on how often you refresh the page and whether your index encounters issues while building:
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Note that three new read-only fields display on the index's page:
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Initializing Creating population table Indexing Merging Updating document IDs
Finalizing Stopping job (if you click the Stop Build button on the console) o Job stopped by user (if you click the Stop Build button on the console) o Indexing; with errors o Indexing incomplete; Agent error Fragmentation Level indicates how much fragmentation is currently in the index. This has two possible values:
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Fragmentation level acceptable - no compression recommended lets you know that fragmentation has not yet reached a double-digit percentage and that you do not need to execute the Compress Index function on the console in order to improve index performance and results. Excessive fragmentation - compression recommended lets you know that fragmentation has reached a double-digit percentage and that you should execute the Compress Index function on the console in order to ensure index performance and results. Note: If no dtSearch Worker agents were added to the Agent Servers associated with the Resource Pool in which the workspace resides, or those agents become disabled due to an error, the dtSearch index will fail to build. Any attempt to build an index for which no workers are available will receive a warning message. For more information, refer to the Upgrade Manual.
The Search Index Console comes up on the right side of the screen when you click Save.
Search Index Console
This console allows you to:

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Perform a Full Build to create an index for documents. Perform an Incremental Build to add documents that have been added to the workspace to the index.
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If you remove indexed documents from the workspace, the index will not be updated. However, only documents still in the workspace will be returned as hits. To clean up documents removed from the index you should compress the index, which removes references to these removed documents in the dictionary. Building incrementally can cause index fragmentation; if this occurs and the Fragmentation count found in the Detailed Status display reaches double digits, search performance can be significantly affected and it is again recommended that you compress the index, as described
below. Each time you update an index, fragmentation increases. For example, if you build an index and update it 5 times, Fragmentation will be at least 6 and possibly more depending on the amount of data brought in by the incremental build.
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An index that is in the middle of an incremental build is still active and can be searched on while the build is occurring. Note: You are unable to perform an Incremental Build on indexes built before Relativity version 6.0 because the population tables of these indexes do not include dtSearch document IDs. Instead of an incremental build, you can perform a Full Build on these indexes, which will add the document ID and increase search performance.
Stop a full or incremental build by clicking Stop Build. This button will: Change the index status to Stopping Build. 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. Compress Index will compress the index to optimize index structure and de-fragment searches to improve performance. If index fragmentation occurs as a result of an incremental build and the fragmentation count reaches double digits, Compress Index can correct the adverse effects. Please consider the following:
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The time required to compress an index is proportional to the size of the index and depends on both CPU and hard disk speed. For a rough estimate of compression time in minutes, divide the total size of the index by 150 MB. o For frequently-updated indexes, compression is usually performed on a scheduled basis. If the index is not frequently updated and compression is not scheduled, it is recommended that you compress after initial creation and then again when data increases by 10-20%. Activate activates the index and makes it available in the Search With drop-down on the document list. Deactivate deactivates the index and removes it from the Search With drop-down on the document list. Swap Index allows you to swap your index with a replacement index in order to use its resources while your index incrementally builds or is inactive/disabled for any reason. Only indexes with a status of Active are available for selection in the Replacement Index field.
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Swap Index
Selecting the index from the drop-down and clicking OK will complete the index swap. Note that the results of the swap cannot be reversed; however, you can swap more than once and with any active index. View statistical data for the dtSearch index with the Detailed Status option. The Detailed Status button appears in the Search Index Console after a successful dtSearch index full build. Examples of data included in the status are:total document count (DocCount), total word count (WordCount), and size of the index (IndexSize).
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. Note: If a dtSearch manager or worker agent encounters a network-related error during the build process, it will execute up to three retry attempts at 20 second intervals.
Full Build Option
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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 manually re-index 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. Note: If you compress an index outside of Relativity, the index cannot be used in Relativity versions 6 and higher. Use the compression function available in Relativity to perform this task.
Click OK to build your index. If you did not select the checkbox in the build pop-up, click Activate in the Search Index Console. The index will not activate if there are errors. By clicking Activate the index becomes available in the Search drop-down. 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
Activate this index upon completion, when checked, will activate the index when the compressing process is complete.
26.2.2 Auto-Recognize Date, Email, and Credit Card

The Auto-Recognize Date, Email and CCs 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.
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 the system recognizes include:
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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. For example, "date(January 15, 2006)".
26.2.2.2 Email Addresses

Email address recognition looks for text that follows the syntax for a valid email address (example: jsmith@example.com). This makes it possible to search for a specific email address regardless of the alphabet settings for the @ and period (.) characters, as well as any other punctuation that may be present in an email address. Also, this makes it possible to use the word listing functions in dtSearch to enumerate all email addresses in a document collection. To search for an email address, put "mail()" around the address. The * and ? wildcard expressions are supported inside the () marks. Examples:
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mail(jsmith@example.com) mail(js*@example.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:
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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. For example, creditcard(1234*)
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 searching with a dtSearch index, please refer to the Relativity Searching Manual.
27 RELATIVITY ANALYTICS
Relativity offers conceptual searching functionality through Relativity Analytics. 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. There are several ways to use Relativity Analytics:
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Conceptual term searching allows you to enter a block of text and return conceptually correlated records. Keyword expansion shows words that are conceptually correlated to a submitted word or highlighted 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 document. Categorization finds similar documents based on a set of example documents. Clustering groups conceptually similar documents, without the need for example documents. Note: Refer to the Relativity Searching Manual and Relativity Analytics Manual for more information regarding the Relativity Analytics tools.
27.1 Creating an Analytics Profile

Before creating a new Analytics search index, you need to make sure there is an available Analytics Profile to specify values for the indexs Dimensions, Concept Stop Words, dtSearch Noise Words, and Filter Configurations. You cannot save an index without selecting a value for the Analytics Profile field on the new/edit index page. These profiles are reusable and transferable, which means you are not required to create a new profile for every new index you create. However, you still want to ensure that the details of the profile you select for that index fit the specific needs of that index. Therefore, you will most likely want to have more than one profile on hand, and if you plan on using an existing profile for an index, you may want to make sure it is compatible with the index you are setting up. Relativity provides your workspace with a basic profile called Default, which will be visible when you attempt to create a new profile. To create a new profile, select the Analytics Profile tab.
Analytics Profiles tab
This brings you to the All Analytics Profiles view. Click the New Analytics Profile button in the top left corner.
New Analytics Profile button
This brings up the new Analytics Profile Layout.

New Analytics Profile layout
To create a new profile, complete the following. Fields in orange are required: Information
Name is the name the profile will appear under in the Analytics Profile drop-down on the index create page. 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 documents and refine the relationships between documents. The default setting is 100 dimensions. Note: A larger number of dimensions can lead to more nuances due to more subtle 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.
Advanced Options
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Concept Stop Words determines the words you want the conceptual index to suppress. You can add or remove stop words from the list. dtSearch Noise Words determines the noise words for the indexs keyword dtSearch index. You can add or remove noise words from the list. Email cleans up emails by removing common header fields, reply-indicator lines, and arranges only for substantive email body text to be considered. This prevents the inclusion of low-content terms and the repeated content of default email settings. OCR cleans up data that originated from documents transformed using the OCR engine. For more information on OCR, please see the Using OCR section. Go Words ensures that only pre-defined words are allowed to pass through. Note: You need to apply filters before populating the index.
Filter Configuration
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Clicking the Save button saves the profile and makes it available for selection when creating an Analytics Index.
Analytics Profile Field on Index Page
Note that a Repeated Content Filter list occurs at the bottom of the saved profile. Here, you can create a new Repeated Content filter, link to an existing filter, or unlink a filter currently associated with this profile.
Saved Analytics profile
Note: You can transfer an Analytics Profile to a new workspace if the Analytics Profile object type has a value of Yes on the Copy Instances On Case Creation field. If this is set to No, your profiles will not be copied to a new workspace.
27.2 Creating a Repeated Content Filter

A Repeated Content Filter removes repeated content from document text when it is attached to your Analytics Profile. You can attach more than one filter to your profile. In addition to creating a Repeated Content Filter from the saved profile layout, you can create a new filter from the Repeated Content Filters tab and New Repeated Content Filter button.
New Repeated Content Filter Button
Clicking this brings up the Repeated Content Filter Layout.
Repeated Content Filter Layout
Complete the following to create a new filter. Fields in orange are required.
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Name is the name of the filter. Type determines whether the filter is designed for Repeated Content or Regular Expression.
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Regular Expression filters out words that match a specified regular expression. This can be used as a kind of stop words filter in which a regular expression is used instead of defining all stop words. You specify the expression in the Configuration field. Repeated Content filters out text in the data that matches the content you specify in the Configuration field below the Type field. Note: For more information about filters, see the Relativity Analytics Manual.
Configuration is a string value defining the repeated content or regular expression to be removed by this filter.
Clicking the Save button saves the filter and makes it available for linking to any Analytics Profile.
27.3 Creating a Relativity Analytics Index

Analytics Indexes can be used to search for keywords and concepts, and to find related documents based on words, phrases or entire documents. Analytics indexes are also used for clustering, which is the automated method of document categorizing by concept. To create a new index, go to the Search Indexes tab and click New Analytics Index.
New Analytics Index Button
This brings up the New Analytics Index form, with required fields in orange and optional fields in gray.
Search Index Options
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Name is the index name. This value is displayed in the search drop-down. Order is the number that represents the position of the index in the index drop-down. The lowest-numbered index is at the top. Items that share the same value are sorted in alphanumeric order. Analytics Profile is the reusable set of parameters created in the Analytics Profiles tab that provides the index with values for dimensions, concept stop words, dtSearch noise words, and filter configuration. If no profiles have been created in this workspace, you are limited to selecting the Default profile from this drop-down. If you want to create a profile for a specific index, you must do it before creating the new index. Enable Keyword Search allows you to choose whether to build a dtSearch index to accompany your Analytics Index. By default this is set to Yes, which means that your Analytics Index will be equipped with dtSearch functionality. Leaving this at Yes will allow for dtSearch functionality but will also affect performance when the index is building. Relativity Analytics Server is the specific Content Analyst server designated to work with this analytics index. This field may be automatically populated with the URL of your default analytics server but it is editable. This must be a valid URL. Send Email Notification upon Completion or Failure or Automatic Deactivation to allows you to send email notifications when your index successfully completes, fails, or when the index has been disabled because it has gone unused. Enter the email address(es) of the recipient(s). If you would like to
send the email to multiple recipients, separate the entries with a semicolon. A message will be sent for both automated and manual index building. Training Set is the document set from which the Relativity Analytics engine will learn word relationships to create the index. Select any public saved search. It is recommended that you only return the Extracted 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 the training set. Documents without text cannot be indexed. Documents that have multiple concepts can distort search results. Note: If you do not plan on selecting a Training Set or Searchable Set created specifically for your index, it is recommended that you select the <default training/searchable set> option, as this search has been designed for use with any Analytics index.
Searchable Set is the document set that will be searched using the index. Select from any workspace saved search. The default is <Default Searchable Set> which returns only extracted text for all documents. If items that exist in the Training Set are removed from the Searchable Set, a retraining of the index is not required. If items that exist in the Training Set that do not also exist in the Searchable Set are added to the Searchable Set, a retraining will occur. Note: For both the Training Set and Searchable Set fields, it is strongly recommended that you do NOT select <all documents in workspace> when creating your index because doing so could eventually distort you search results.
Minimum Coherence Score determines 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 conceptually similar documents. 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.
There are three buttons available at the top and bottom of the form:
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Once you have entered your settings, click Save. The saved index details now display.
Index Details Page
There are five buttons available at the top and bottom of the form:
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Edit allows you to edit the index information. Delete removes the index from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. Back redirects you to the index list. Edit Permissions allows you to establish rights for the index. View Audit displays the indexs audit history.
The Index Information, Data Source, and Similar Document Identification sections of the page reflect the values you entered when creating the index. The Index Status and Processing Information sections provide data on where the index is in the building and/or population process. Index Status
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Active displays whether the index is active or inactive. Status displays where the index is in the building process. The possible Status values are described later in this section. Last Used On is the date and time at which the index was last used. Created On is the date and time the index was created on. Document Last Added On is the date and time any document was last added to the index. Build Completed On is the date and time the build was completed. Note: If an Analytics index goes unused for 30 days, it will be automatically disabled to conserve server resources. It will then have a status of Inactive and will not be available for use through the Search With drop-down until it is activated again. This setting is determined by the MaxAnalyticsIndexIdleDays entry in the Configuration Table. The default value for this entry can be edited to change the number of maximum idle days for an index.
Processing Information
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Total Index Size (in documents) is the number of documents that make up the index. Population Count is the number of documents already populated out of the total index size. For example, 1900 out of 20405. When the last document of the total index size has been met, this field reads Completed. Build Phase reflects what state the build process is in. The possible Build Phase values are described later in this section. Last Population Error is the last error encountered during population. Last Build Error is the last errors encountered during the building phase.
Upon saving the index, the Search Index Console displays on the right side of the screen.
Search Index Console
The options that are initially available in the Analytics Index Console are:
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Full Population adds all documents from the training set and searchable set to the ready-to-index list. Clicking this brings up options for automated index building that allow you to kick off not only the Full Population process but also that of Build Index, Enable Queries, and Activate with one click. This means that you do not have to select these options on the console when the one preceding it has completed.
Automated Index Building Options
Start building upon a successfully completed population eliminates the need to click the Build Index button on the console once population has completed. This is checked by default. Un-checking this means that you must click Build Index upon population completion. Enable queries after a successful build eliminates the need to click the Enable Queries button on the console once the index has finished building. This is checked by default. Unchecking this means you must click Enable Queries upon build index completion. Activate index after queries are successfully enabled eliminates the need to click the Activate button on the console once all queries have been enabled. This is checked by default. Un-checking this means that you must manually activate the index by clicking Activate upon the completion of the enable queries process.
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Refresh Page refreshes the page, allowing you to check the status of the population. Population Stats pops up a Population Statistics view that displays details on the population process, including Status, Training Set, and Searchable Set columns. Clicking this button brings up a display similar to the following, although values will vary depending on index, and all rows will display a value of "0" until population has been kicked off:
Population Stats
Population will go through the following stages, any of which will be reflected in the Status field on the index. Depending on when and how frequently you click Refresh Page and if there are any errors while population is processing you could see any of the following:
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Waiting - indexing job in queue Populating Populating - 1 or more documents in error status Build recommended Build recommended - Disable queries to continue Build possible - 1 or more documents in error status Building Enable Queries recommended Enable Queries possible - 1 or more documents in error status Activation recommended Queries Enabled Index build failed Index build failed - 1 or more documents in error status
If you automated the index building process but return to check on its progress, you could still see status values containing the word recommended even though the next process will be automatically kicked off. The console options change once you click Refresh Page after the Full Population has been kicked off.
Index Console Refreshed
The following can be clicked at any time if they are enabled:

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Cancel Population cancels a full or incremental population. Canceling the population process will require you to initiate a full population in the future. After this button is clicked, any document with a status of Populated is indexed. After that operation completes, the process stops. Note that a partial index is not usable. To repair your index, perform a Full Population to purge the existing data. You can also delete the index from Relativity entirely. Cancel Automation will override the options you chose for automating the index building when you clicked Full Population. This disallows the next step in the index building to be kicked off automatically. This means you will have to return to the console to manually start the next process once the current one is completed.
You can click the following at any time in the index build process if they are enabled:
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Incremental Population adds any new documents from the training set and searchable set to the ready-to-index list. Clicking this brings up the same Automated Index Building Options offered to you when you click Full Population. Show Errors brings up a pop-up list of all errors encountered during the population and/or build process. Resolve Errors attempts to resolve any errors encountered during the population or index building process. If no errors are encountered, this button will remain gray and disabled. Note: Only one index can be populated at a time. If you submit more than one index for population, they will be processed in order of submission.
Build Index takes the documents that are ready to index and indexes them. You do not have to click this if you arranged for it to be kicked off automatically in the Automated Index Building options popup. A build will go through the following stages, any of which will be reflected in the Status field on the index. Depending on when and how frequently you click Refresh Page, and if there are any errors, while population is processing you could see any of the following numbered statuses: 1. 2. 3. 4. 5. 6. 7. 8. STARTING COPYING_ITEM_DATA FEATURE_WEIGHTING COMPUTING_CORRELATIONS INITIALIZING_VECTOR_SPACES UPDATING_SEARCHABLE_ITEMS OPTIMIZING_VECTOR_SPACE_QUERIES FINALIZING
Enable Queries loads the index to server memory and prepares it for use. Once this button is clicked and queries are enabled, the following options become available.
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Disable Queries Activate (if not arranged for in the Automated Index Building Options) Identify Similar Documents Detailed Status
After you have enabled queries for the workspace, the index is ready for activation. Note: If the Relativity Analytics server is restarted, you need to re-enable queries.
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Activate makes the index available for users. Specifically, it adds the index to the Search With dropdown on the Documents tab and the right-click menu in the viewer. Relativity Analytics indexes must be active in order to be searchable. 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 and are accessible via the ( ) icon. Three fields are created to describe these similar documents. Removing these fields from the database will remove the icon from the related items pane. These fields are:
<Index Name>-IsMain is a Yes/No field to indicate the Yes on the main conceptual document 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 document. 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. Index Stats displays a more in-depth set of index details. This information can be helpful when investigating issues with your index. Clicking this button brings up a display similar to the following, although settings may vary:
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Index Stats Display
The indexStats display provides the following fields:

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Initial Build Date is the date and time at which the index was first built. Dimensions is the number of concept space dimensions specified when the Analytics Profile for this index was created. Keyword Search Enabled is a True/False value that reflects the Enable Keyword Search field set when the Analytics Index was created. Index ID is the automatically generate ID created with a new index. It is {Workspace ID_{incrementing number} Unique Words in the Index is the total number of words in all documents in the training set, excluding duplicate words. If a word occurs in multiple documents or multiple times in the same document, that word only counts as 1. Searchable Documents is the number of documents determined by the saved search you chose as the Searchable Set value when creating the Analytics index. Training Documents is the number of documents in the Training Set, as determined by the saved search chosen for the Training Set field when creating the index. The normal range is two-thirds of the Searchable Set up to 5 million documents, after which it is half of the Searchable Set. If this value is outside that range, you will receive a note stating this fact next to the value.
Unique Words per Document is the total number of words, excluding duplicates, per document in the training set. Average Document Size in Words is the average number of words in each document in the training set. The normal range is 120-200. If this field displays a value lower or higher than this range, you will receive a note next to the value that states, This value is outside of the normal range.
The Show Details link at the bottom of the Index Stats displays opens a Detailed Status display:
Detailed Status
27.4 Adding New Documents to an Existing Search 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. Click the Incremental Population button on the console to add the new documents to the ready-to-index list. After all the documents have been populated, click Disable Queries, then Build Index to re-index the documents, then Enable Queries.
27.5 Creating Categorization Sets

In addition to creating search indexes, you can create a Categorization Set to categorize large groups of documents based on a few examples that represent a single concept. For example, early in your review you may not know all the documents in your workspace. However, you 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. These are created in the Analytics Categorization Set tab and New Analytic Categorization Set button, which are found under the Analytics tab.
Analytics Categorization Sets Tab
Clicking the New Analytics Categorization Set button allows you to create a new set.
New Categorization Set Form
Complete the following to create the set. Orange fields are required: Categorization Set Information
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Name is the name you would like the set to appear under. If you attempt to save a set with a name that is either reserved by the system or already in use by another set in the workspace, you will be prompted to provide a different name. Documents To Be Categorized is the saved search containing the documents you want to categorize. Clicking the ellipsis allows you to select a saved search. Analytics Index is the index you want to use to define the space in which documents will be categorized. Clicking the ellipsis allows you to select an index. Minimum Coherence Score is the minimum percentage of similarity a document must have to the exemplar in order to be categorized. The default value for this is 50. Maximum Categories Per Document determines how many categories a single document can appear in concurrently. 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 categorized in the most conceptually relevant categories. The default value for this is 1. Keeping this value at 1 creates a single object relationship and allows you to sort documents based on the Category Rank field in the Analytics Categorization Result object list or any view where the rank field is included. Raising this value above 1 creates a multi-object relationship and eliminates the ability to sort on documents by the rank field. Categories and Examples Source is the single or multiple choice field used as a source for categories and examples when using the Synchronize option on the Categorization Set Console. Completing this will enable the Synchronize button and eliminate the need to manually add categories and examples to the set before running a categorization job. Relativity will create categories for all choices associated with the specified field and will create example records for all documents where this field is set. Leaving this field blank will disallow synchronization. Clicking the ellipsis brings up a picker containing all single and multiple choice fields in the workspace. Example Indicator Field is an optional field used as a basis for creating new examples when the Synchronize option is chosen on the console. Clicking the ellipsis brings up a picker containing all Yes/No
fields in the workspace. Selecting the Example Indicator will create examples for only those documents marked with a Yes value in this field. Auto Synchronize on Categorize All determines whether or not the Synchronize process is automatically kicked before categorization is run. Setting this to Yes enables automatic synchronization and eliminates the need click the Synchronize button on the console before every categorization job. Setting this to No disables automatic synchronization. By default this is set to No. Note: When dealing with multiple Categorization Sets, create a unique Category Name for each set. If multiple Categorization Sets share an identical Category Name, an error will appear on import.
Job Information
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Categorization Status is the current state of the categorization job. Categorization Last Run Error is the last error encountered in the categorization job. Synchronization Status is the current state of the synchronization process. Synchronization Last Run Error is the last error encountered during the synchronization process.
If you have completed the Categories and Examples Source field on the categorization set, your Categorization Set Console will include an activated Synchronize button at the top.
Synchronize Button
Clicking the Synchronize button brings up the following confirmation message:

Synchronize Confirmation
Clicking OK kicks off the synchronization job. Once synchronization has completed the Analytics Category and Analytics Example associative object lists will reflect the results of your field values. With these populated, you can kick off the categorization job by clicking
the Categorize All Documents button on the console, if you did not set the Auto Synchronize on Categorize All field to Yes.
Categorize All After Synchronize
If you do not complete the fields that allow for synchronization, you will need to add at least one category and example to the set after saving it in order to kick off a categorization job.
Category/Example Associative Objects
The only console button initially enabled upon saving an unsynchronized categorization set is Refresh Page. Only after you add a category and an example to the set is the console fully enabled to categorize documents. Click New in the Analytics Category heading to add a new category via the following layout:
Add Analytics Category
To add the new category, complete the following steps: 1. Make sure the set populating the Analytics Categorization Set field is correct. If it is not, click the ellipsis and select another set. 2. Provide a name for the category in the Name field. 3. Click Save. The category is now listed in the set. Click New to add a new analytics example via the following layout:
Add Analytics Example
To add a new example, complete the following: 1. Make sure the set populating the Analytics Categorization Set field is correct. If it is not, click the ellipsis and select another set. 2. Provide a name for the example in the Name field. 3. Select a category from the Category field via the ellipsis. The selected Category must be associated with the Categorization Set you are currently working in.
4. Select a document via the ellipsis in the Document field. Clicking this brings up a list of documents in the workspace. 5. If you want to add text and not a document, provide any text in the Text box. Note that if both the Document and Text fields in the example are populated, Text will override Document. So, if you intend on selecting a document from the ellipsis to use in your category, do not supplement it with information in the Text field because only the text will be considered. 6. Click Save. The Example is now listed in the set.
Categorization Set Console
The console, once equipped with at least one category and example object, provides the following option:
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Categorize All Documents executes a categorization job based on the settings specified when you created the set. Clicking this brings up a confirmation message that states, This will run Categorization. Continue? Click OK. Note that this will delete all results of the previous categorization job. Stop Categorization halts the categorization job. Refresh Page updates the page to reflect where the job is in its process. The Status field is updated, as well as any of the object lists, to show the progress of the categorization. Show Errors brings up a list displaying all errors encountered during the categorization process. Resolve Errors attempts to reprocess any errors encountered during the categorization process.
Once the categorization has been kicked off, you have the following options:
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After the initial categorization process is complete or after you have clicked Stop Categorization, the following button is enabled:
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Categorize New Documents incrementally runs the categorization process by adding to the category set records that have been imported since the initial categorization was run.
When a categorization job is completed, you can view the results in the Field Tree under the name of Category - <Name of Categorization Set>. For example, a Categorization Set designed for Primary Language
Identification and named accordingly will display with all attached categories. Below, each language is a category.
Categories in Field Tree
27.6 Searching on Categorization Fields

These fields created by your categorization set are available as Conditions when creating a Saved Search, which allows you to search on them and view the results. For example, say you created a categorization set based on Primary Language Identification and you would like to see all documents that fall under the Arabic category of the Primary Language Identification set. You would perform the following: 1. 2. 3. 4. 5. 6. Create a new Saved Search. Select the field condition of Categories Primary Language Identification. Select these conditions as the Operator. Click the Values ellipsis and select Arabic. Click OK. Click Save & Search. View the results.
Categories as Saved Search Conditions
The number of documents returned will be the same as when you filter for Arabic in the Categories Field Tree view. For more information on creating a Saved Search, refer to the Relativity Searching Manual.
27.7 Analytics Categorization in the Viewer

While reviewing a document in the Viewer, you have the option of adding that document as an example to a category in a Categorization Set. You can also highlight a section of text and add it as an example excerpt. Both of these are done by right-clicking inside the document.
27.7.1 Adding a Document as an Example in the Viewer

While reviewing a document in the Viewer, you have the option of adding that document as an example to a category in a Categorization Set. To do this, right-click inside the document, select the Analytics Categorization option, and click Add Document as Example.
AddDocument As Example
This brings up the Add Analytics Example window.

Add Analytics Example
To add the example, complete the following:

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Categorization Set provides a list of all categorization sets available to you. Select the set you want to add the document to.
Category provides a list of all categories available in the set you selected above. Select the category you want to add this document to.
Click Add Example at the top of the window to add this document as an example. If you need to Create a New Category and make it available in the Category drop-down, click the Create New Category button to the right of the Add Example button. This brings up the Add Analytics Category window. To add a category, complete the following:
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Analytics Categorization Set provides a list of existing Categorization Sets. Click the ellipsis and select a set. Name is the name you want the category to appear under.
Clicking Save saves the category and makes it available for selection on the Add Analytics Example window.
27.7.2 Adding a Text Excerpt in the Viewer

Another right-click option in the viewer allows you to add an excerpt of text as an example. To do this first highlight a section of text. Then right-click on the highlighted section and select the Analytics Categorization | Add Excerpt as Example options.
Add Excerpt As Example
Selecting Add Excerpt as Example brings up an Add Analytics Example window. However, a read-only Text field occurs containing the text you highlighted inside the document in the viewer. Make sure to review the text excerpt before adding it as an example. Note that the excerpt cannot exceed 2MB of text.
Add Text Example
To add the excerpt, complete the following:

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Category Set provides a list of all category sets available to you. Select the set you want to add this text excerpt to. Category provides a list of all categories available in the set you selected above. Select the category you want to add this text excerpt to.
Click Add Example at the top of the window to add this excerpt as an example. If you need to Create a New Category and make it available in the Category drop-down, click the Create New Category button to the right of the Add Example button. This brings up the Add Analytics Category window. To add a category, complete the following:
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Analytics Categorization Set provides a list of existing Categorization Sets. Click the ellipsis and select a set. Name is the name you want the category to appear under.
Clicking Save saves the category and makes it available for selection on the Add Analytics Example window.
28 LIVENOTE INTEGRATION
Relativity is able to link with a LiveNote web database to view LiveNote case workspace transcripts. You will need LiveNotes viewer software installed to view transcripts. To add your transcripts to your workspace, you first must create a new external tab. See Tabs on page 45. Enter information:
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Name = LiveNote Tab Order = the desired order Link Type = external Link = contact Support at support@kcura.com for the correct URL
Note: By default, newly created tabs are visible only to system administrators. This applies even if the creating users 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.
LiveNote Transcript Display
Clicking on a transcript name launches that transcript in the LiveNote viewer.
Live Note Transcript Viewer
29 ADMIN MODE DETAILS

In addition to the Client, Matters, Users, and Groups tabs used when configuring a workspace, the Admin Mode includes the following specialized tabs:
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Views Choices Agents Errors Queue Management includes nested tabs called Production Queue, Branding Queue, Imaging Queue, and OCR Queue. Relativity Script Library User Status MotD Assemblies Tabs Resource Pools Servers License
29.1 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:
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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:
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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. See Views on page 147.
29.1.1 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. ClientsOnPicker controls which client fields are displayed when selecting a client on the picker. 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. The user picker is available from the group details page. GroupsOnPicker controls which group fields are displayed when adding groups for a user. 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.
Pickers:
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Note: 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.
29.2 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:
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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 Choices on page 72.
29.3 Agents
Agents are process managers and workers that run in the background of Relativity to complete jobs initiated by user actions. The Agents tab (Admin Mode) allows you to see which agents are running in your environment and the status of those agents.
Agents Display
You can activate disabled agents by clicking the Restart Disabled Agents button in the bottom left corner of the Agents view. The default Agents view provides the following fields:
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Agent Name is a link that allows you to access the options for that agent. Those are:
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Start will start the agent. If the agent is already running, this button is disabled. Stop will stop the agent. If the agent is stopped, the action that agent allows for in other parts of Relativity will be suspended. The user may see a warning message when the agent is stopped telling them that their action cannot be completed. Save allows you to save a change, either an increase or decrease in milliseconds, you make to the Interval field. Cancel will abort any change you made to the agent.
Start Agents Display
Enabled is a true/false field that indicates if the agent is enabled. True means the agent is enabled. False means the agent is not enabled. If the agent is not enabled, it is not available to perform its
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corresponding action in other parts of Relativity. It is also not available to add to Agent Servers associated with a Resource Pool, which is then associated with a workspace. If the agent is disabled in the middle of the job, it will have to be restarted with the Restart Disabled Agents button. Interval provides the interval in milliseconds for the agent. If the agent requires an increase or decrease in this value, you can click the agent name to edit that Interval field in the options window. Message provides a description of the current state of the job the agent is doing. For some agents, this message will indicate the workspace in which the agent is working, as well as the point in the job it is currently at. Time is the time and date at which the agent last performed a job. Server is the server on which the agent is installed.
29.3.1 Workspace Statistics Manager

One special agent worth noting is the Workspace Statistics Manager. The Workspace Statistics Manager agent collects billing information to be sent to kCura. This agent must be enabled for accurate billing information to be recorded. The Workspace Statistics Manager generates a zip file that includes a report of current billing statistics. This file must be sent to kCura for billing information to be processed; you can send the file automatically through the SMTPserver, or you can send the file manually. The AutoEmailWithCaseStatisticsManager configuration value determines the mode of file sending. If you intend to send the report manually, you must designate a location where the zip file will be stored in the BillingInfoFileLocation value. You can set additional configuration values to determine how case names and user e-mail addresses display in the report generated by the Workspace Statistics Manager. The ReplaceCaseNameWithArtifactID value determines whether case names are replaced by case artifact IDs. The ReplaceUserNameWithHashValue value determines whether the user name portions of user e-mail addresses are replaced by hash values.
29.3.1.1 Access Restrictions

If the Workspace Statistics Manager has been disabled for seven 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 Administrators to log into Relativity and enable the agent. Once the agent has been enabled and billing data begins recording, access returns to normal. Given the dramatic impact of this feature, many steps are taken to clearly present the situation to System Administrators.
29.3.1.2 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:
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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.
29.3.1.3 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
Contact support@kcura.com to set or update your billing contact
29.4 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. The errors tab is view-driven, so you should customize the tab in any way that is beneficial for you. The fields available for the errors view are:
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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.
29.5 Tabs
The Tabs tab in admin mode controls admin mode tabs. The functionality of the tabs tab is the same as workspace mode tabs.
29.6 Imaging Queue

The Imaging Queue displays all current imaging jobs running in your environment. You can view the queue in Admin Mode. Select the Queue Management tab, and click Imaging Queue.
Imaging Queue Display
The Imaging Queue view displays the following fields:

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Workspace indicates the workspace associated with the imaging set, Mass Image, or Image-on-the-fly job. Imaging Set Name indicates the imaging set, Mass Image, or Image-on-the-fly operation used for the job. Mass Image and Image-on-the-fly jobs are named and auto-incremented when they are added to the queue.
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Imaging Set Artifact ID is unique identifier for the imaging set. The artifact ID will be set to blank for Image-on-the-fly or Mass Image jobs because these operations do not have imaging sets. Imaging Profile lists the name of profile used to create the document images. Documents Remaining lists the number of documents waiting to be imaged. Status displays the current stage of the imaging job. Image-on-the-fly or Mass Image operations have only Waiting and Processing statuses. Priority indicates the order in which the imaging job will be run. Jobs initiated through image sets or Mass Image operations have default values of 100, while jobs initiated by Image-on-the-fly have default values of 1. Submitted Date indicates the date and time when an imaging job was submitted, or an attempt was made to resolve errors in a job through the Imaging Set Console. Submitted By lists the name of the user who initiated the imaging job.
Relativity sends jobs to the imaging engine by priority, and then orders them by submitted date. To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integer value in the Priority field, and click Update. Jobs assigned a lower value have a higher priority.
Imaging Options
To cancel imaging jobs, select one or more jobs, and click Cancel Imaging Job. You can cancel jobs that have the status of waiting or that have a processing status, such as building tables, inserting records, or compiling.
29.7 OCR Queue

The OCR Queue 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 tab is accessible only in Admin mode. To display the default OCR Queue view, select the Queue Management tab, and click OCR Queue. This list displays all OCR jobs that have been submitted and have not yet been successfully completed.
OCR Queue Tab
You can view the following fields:

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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 sets artifact ID. Status displays the status of the submitted job; this field will be updated as the OCR job progresses. Priority is the priority of the OCR set job. This is set to 100 by default. Submitted Date is the date and time at which one of the two actions was taken:
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Run was clicked on the OCR Set console. 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. Entering a new value in the Priority field and clicking the Update button changes the priority in the queue.
29.8 Production Queue

The Production Queue tab displays all current production jobs running in your environment, and any jobs in error status. A job remains in this queue until the completion of branding and other processing. You can view the production queue in Admin Mode. Select the Queue Management tab, and click Production Queue.
Production Queue Display
The Production Queue displays the following fields:

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Workspace indicates which workspace contains the production set used for a job. Production Name indicates the production set used for the job. Artifact ID is unique identifier for the production set. Status displays the current stage of the production job. Priority indicates the order in which the imaging job will be run. Relativity sends jobs to the production engine by priority, and then orders them by submitted date and time. The default value is 100. Submitted Date indicates the date and time when a production job was submitted, or an attempt was made to resolve errors in a job. (In the Production Set Console, the user clicked Run, or Resolve Errors.) Submitted By indicates the user who initiated the job. You can use this information to prioritize production jobs by user.
To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integer value in the Priority field, and click Update. Jobs assigned a lower value have a higher priority.
Change Priority Pop-up
Note: During a production job, Relativity will also send a job to the branding queue for the stamping of redactions, headers, or other modifications. Any change to the priority of a job in the production queue will change its priority in the branding queue.
29.9 Branding Queue

The Branding Queue displays production jobs currently undergoing branding of redactions, header, footer, or other modifications. A production job is displayed in this queue only while it has a status of branding, but it remains in the production queue until all processing is complete. You can view the branding queue in Admin Mode. Select the Queue Management tab, and click Branding Queue.
Branding Queue Display
The Branding Queue view displays the following fields:

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Workspace indicates which workspace contains the production set used for the job. Production Name indicates the production set used for the job. Artifact ID is unique identifier for the production set. Images Remaining indicates the number of images that require branding. Status displays the current stage of the branding job. Priority indicates the order in which the branding job will be run. Relativity completes branding jobs by priority. The default value is 100. Submitted By indicates the user who initiated the job. You can use this information to prioritize branding jobs by user.
To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integer value in the Priority field, and click Update. Jobs assigned a lower value have a higher priority.
Change Priority Pop-up
Note: Any change to the priority of a job in the branding queue will also change its priority in the production queue.
29.10 Message of the Day (MotD)

The message of the day is a message (MotD) displayed to all users when they log in to 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
29.11 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:
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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.
29.11.1 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:
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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.
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.
29.11.2 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:
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Select the checkbox next to one or more user names.
User Status Tab
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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.
29.12 Relativity 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. See Scripts on page 255.
29.13 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 custom 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 fields are:
Assembly File is used to reference the file to be uploaded to Relativity.

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The assembly file is stored in the database central repository. An assembly can be added to a workspace document or custom object via the object type. The action will be executed on either a Save or Save and Next.
There are two optional fields you can populate with any beneficial information.
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Keywords Notes Save establishes the assembly in Relativity and displays the assembly information page. Save and New establishes the assembly in Relativity and displays a new assembly page. Save and Back establishes the assembly in Relativity and takes you to the assembly page. Cancel aborts the assembly creation. All entered information is discarded.
There are four buttons appearing at the top of the form:

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29.14 Resource Pools

A resource pool is a set of servers and file repositories that you can associate with a workspace. You can create a resource pool to group resources based on litigation matter, location, or other categories. For example, you could create resource pools for the West Coast and East Coast to manage resources specific to these regions.
29.14.1 Creating a Resource Pool

In Admin mode, select the Resource Pools tab, and click New Resource Pool.
New Resource Pool Form
The fields available on the New Resource Pool form include:

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Name is used to identify the resource pool, and it must not exceed 50 characters. Enter a user-friendly name for the resource pool indicating its purpose. Keywords are used to filter on the resource pool in a view, as well as for other identification purposes. Notes are used to enter additional comments about the resource pool.
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Save stores the resource pool definition and displays the details page. Save and New stores the resource pool definition and displays a blank Resource Pool form. Save and Back stores the resource pool definition and displays the Resource Pools list page. Cancel stops the creation of the resource pool, and discards any information that you entered.
29.14.2 Adding Resources to the Pool

You must add servers or file repositories to a resource pool before you can associate it with a workspace. After you click Save, you will see the Resource Pool Details page displayed.
Resource Pool Details Page
Click Add on the title bar for Agent Servers, and select one or more servers on the pop-up. Repeat this process for SQL Servers and File Repositories. When you complete these tasks, the resource pool will be available for use in workspaces. A workspace can only be associated with one Resource Pool. Use the following guidelines when you are working with resource pools:
Addition of Primary SQL Server: The Primary SQL Server is added to all resource pools during a first time upgrade or installation. Available Resource Pools: Only resource pools that have at least one file repository and SQL server are available on the Workspace Details page. Workspace Creation and SQL Servers: When you create a workspace, the Database Location field will only list SQL servers associated with the selected resource pool. You cannot change the SQL server selected in this field after the workspace is created. Removal of SQL Servers: You cannot remove an SQL server from a resource pool when a workspace associated with the resource pool is using the server. Changing Resource Pools: You can change the resource pool on workspace, but you can only change it to a resource pool that contains the SQL server selected as the Database Location. Agent Availability in Workspaces: Only agents residing in the respective Agent Servers of the selected Resource Pool are available to pick up jobs for the workspace associated with that Resource Pool. For example, if the Transform Set Manager agent is not present on any of the Agent Servers of the selected Resource Pool, you will not be able to run a Transform Set in that workspace. This applies to all agents except for the following:
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Case Manager Case Statistics Manager File Deletion Manager
29.15 Servers
The Servers tab lists all instances of web servers, agent servers, and SQL servers available on the network. These resources register themselves with the Relativity environment.
Servers Item List
At startup, all of the following resources listed in the Types column register themselves to the Servers table:
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SQL Servers Agents Various Web Components (Distributed, Web, Web API, and Services API)
Although you do not create new Servers, you can edit certain fields of server information through the Edit link next to the servers name. Clicking Edit brings up the following form:
Edit Server Page
The following fields are editable:

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Status determines whether this server is active and available to add as an Agent Server to a Resource Pool. Although this field is editable for all types of servers, only Agent Servers are impacted by this if it is set to Inactive. Setting this to Inactive means that one cannot select this server as part of a Resource Pool. Enable User Load Balancing determines whether or not a workload is distributed across multiple web servers. This is available only for web servers. This value is valid only if a unique and legitimate URL has been provided below. Relativity validates the authenticity of this URL. If a URL has been provided, the default value of this field is No. Changing this value to Yes will enable user load balancing. (RSA user load balancing is not supported.) URL is the location of the web server you want to use to balance a workload.
The Enable User Load Balancing feature is used to equally distribute user loads across all web servers that have Enable User Load Balancing set to Yes. When a user hits the login page, the platform looks at the user status table to see how many users are logged into each web server. The user will then be logged into the web
server with the small number of users. This requires setting up multiple URLs in addition to having multiple web servers. In the Web Servers view on the Servers tab, you can keep track of load balancing per server through the following fields:
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URL is the location of the web server you want to use to balance a workload. Enable User Load Balancing is a Yes/No value that lists if user load balancing has been turned on or off for that server. Failed Redirection Attempts is the number of times the user was unable to be redirected to the URL provided. When Relativity detects servers participating in user load balancing it will attempt to pass new login requests to the least utilized server. If that server is unresponsive, Relativity logs a failed redirection attempt, and then passes the user to the next least utilized server. After 10 failed redirection attempts to a server (participating in user load balancing) in 10 minutes, Relativity will disable user load balancing for that server. Users who are redirected due to a failed attempt will see no noticeable difference. Last Failed Redirection Attempt is the date and time of the last instance of a failed redirection to the URL provided to for load balancing. Current User Count is the number of users currently using the web server.
Web Servers View
For more information on web server registration, contact support@kcura.com.
29.16 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 from an unlicensed version, Relativity activates a 7-day trial license that you can temporarily use until obtaining your official license key.
29.16.1 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 seven 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.
30 BATCHING
Relativitys batching feature is intended to bring structure to the often-complex task of managing a large-scale document review with multiple reviewers. Batches can be automatically generated or created manually. Relativity can split a static set of documents into batches based on administrator-set criteria and then 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.
30.1 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.
New Batch Set Form
There are four required fields to create a batch set. Batch Set Information:
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Name is the name of the batch set. Note: 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.
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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 containing documents that you want 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. Family Field allows you to select your workspace group identifier. Documents in a family group are not split across batches.
Note: When a value for Family Field is selected, the resulting number of documents within each batch may be larger than the value for the Maximum Batch Size field. For example, if your maximum batch size is set to 100, the first 100 documents returned by the batch source will be put into the first batch. After this is done, any family members to the documents in the first batch are then included in the first batch. This may result in the batch being larger than 100. Depending on the size of your family groupings, the size of your batches may vary significantly.
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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. Note: 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:
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Auto Batch enables the system to automatically generate batches. Disabled is the default, and allows for standard manual batch processing. 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 possible 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.
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There are two optional fields you can populate with any beneficial information: Other:
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Keywords Notes 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: Edit allows you to edit the batch information. Delete removes the batch set from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See the section Displaying the Dependencies Report for more information. o Back takes you back to the Batch Sets tabs. o Edit Permissions allows you to establish rights for the Batch Set. o View Audit displays the Batch Set audit history. 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.
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There are four action buttons available at the top and bottom of the form:
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Note: 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.
Batch Set Display
Batch Management Console

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Create Batches creates the batches based on the entered settings. Created batches shows on the bottom half of batch sets details page. Purge Batches deletes any batches associated with the batch set.
Note: By clicking edit permissions, you are editing rights only for the selected batch set. By default, the tab is secured according to the case workspace-level batch set rights. For more information on workspace permissions, see Security Permissions on page 238.
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Status:
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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.
30.2 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: 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 find this number too large. You will have to purge the existing values, make any changes, and re-create the batches. Any existing data in the original batch set will be lost when those batches are purged.
30.3 Deleting a Batch

To delete a batch, go to the Batch Set tab. Select the checkbox next to the batch you want to delete.
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. For more information, see Mass Delete on page 373.
30.4 Checking Out Batches

All existing batches are shown on the Review Batches tab. There are several ways to control which reviewers see which batches:
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You can apply any views to the batches tab, creating any list of batches youd 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. Note: There is a special permission found in the admin operations section of the security console called Assign Batches. Reviewers with this permission 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.
Edit Batch Link
As an Administrator you will see the options below:

Admin Batch Options
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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 reviewers name.
Check Out Batch
30.5 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: Blank 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.
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30.6 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:
n n n n
Batch Batch::batch set Batch::assigned to Batch::status
To create a simple view that shows the reviewer his or her checked-out documents, you could create the following conditions:
n n
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 workspaces workflow requires.
31 OBJECT TYPES
On the Object Type tab, you can create your own securable, custom objects within a workspace. You can connect these custom objects to documents and each other, extending the functionality available in a workspace. For example, you define a custom custodian object used to store information about the custodian and to connect the custodians to their documents. Each Relativity workspace already contains system objects such as document, and OCR objects. The document object allows you to create fields, which store objective or subjective information about the document. You can create other objects outside of the document object to store data and link to other objects. Without objects, a document might have a custodian field that stores the name of the custodian.
Document object
How do you store information about the custodian? Using Relativity objects, you can create a custodian object. This object can then store information about the custodian their name, their role, their start date, and so on.
Custodian object
You can then connect that custodian object to the document object.
Custodian - document connection
For more information about how to build objects, see the Relativity Building Custom Objects workbook.
31.1 Adding an Object Type

In Workspace mode, point to the Administration tab, and click Object Type.
New Object Type button
Click New Object Type to display the Object Type form.
New Object Type form
The fields available on this Object Type form include:

n n
Name is the designation used to identify the object. Parent Object Type is used to select another object type. The object that you are creating will be a child of the selected object type. The following options are available:
o
Workspace indicates that the new object type will be a child of the workspace. Relativity creates a tab for the object in the workspace, and assigns it workspace-level security. These objects can also be associated with other object types. <Object> indicates that the new object type is a child of another Relativity object. This type of child object does not have workspace tabs, and it inherits permissions from the parent object. Note: You can also use fields and layouts to create connections between object types. Objects that are connected through associations can each have their own security settings. See Fields on page 50.
Dynamic indicates whether you can extend an object by adding fields, views, and other items. This read-only field is set to Yes for document and custom objects. It is set to No for system-created objects, excluding document objects. Enable Snapshot Auditing on Delete is used to capture audit information about the values stored in object fields. The following options are available: Yes is the default setting, which results in Relativity capturing a snapshot of the current field values for the object. By capturing this data, the size of the delete audit record will be increased, but the field values will be available when querying the workspace history. o No indicates that Relativity will delete the object without capturing its field values. Pivot is used to enable or disable Pivot functionality on the object. The default value is Enabled, resulting in the display of Pivot icon on the object tab. Pivot runs on only the object fields when it is enabled. Select Disabled to remove the icon from the object tab.
o
Copy Instances on Workspace Creation determines whether instances of the object type are copied during workspace creation. If one of the following conditions exists, you will be unable to copy instances of an object: The template workspace contains an object with Copy Instances On Workspace Creation set to Yes, but one of its associative objects has this same field set to No. o The template workspace contains an object that is associated with a document object. Relativity Applications is used for associating the object type with an application created on the Relativity Applications tab. Click the ellipsis () button to select an existing application. To use this option, you must have the permission Manage Relativity Applications in the Admin Operations section of the Security page. Keywords are used to filter on the object type in a view, as well as for other identification purposes. Notes are used to enter additional comments about the object type.
o
n n
n
n n n
Save stores the object type information, and displays the Object Type details page. See Object Type Details on page 328. Save and New stores the object type information and displays a blank Object Type form. Save and Back stores the object type information and redirects you to the Object Type list page. Cancel stops the creation process and redirects you to the Object Type list page.
31.1.1 Object Type Details

On the details view of the Object Type page, Relativity displays read-only information about object type settings. The details page is displayed after you click Save on the Object type form, or after you click an object name on the list page.
Object Type Details form
In addition to displaying the object details, this page also includes the following sections:
n
Event Handlers also known as syncs add special functionality or conditions to your layouts. For more information, contact support@kcura.com. Rules allow you to control the layouts that users see based on set event conditions, and the visibility of object operations, such as the New button. See Adding an Object Rule on page 330. Edit allows you to edit the object type details. Delete removes the object type from Relativity. After you click Delete, a confirmation message is displayed with the Dependencies button. See Displaying the Dependencies Report on page 407. Back redirects you to the Object Type list page. Edit Permissions allows you to set access rights on the object type. View Audit displays the update history for the object type.
You can use the Action buttons on the top of this page to perform these tasks:
n n
n n n
Note: When you click Edit Permissions, you will modify only the security for the current object type. The object type is secured with the workspace-level rights by default, unless it inherits permissions from a parent object. See Security Permissions on page 238.
31.1.1.1 Adding an Object Rule

On the Object Type Details page, click Add on the Rules title bar.
Add New Rule form
The following list describes the fields on the Add New Rule form:
n n
n n n n
Name is the designation used to identify the rule. Rule Type is used to determine the type or content of the layout that is displayed. See Selecting a Rule Type on page 330. Field indicates the Relativity field containing the value drives rule behavior. Value indicates field value that drives rule behavior. Action is the layout that displays based on the rule. User can select another layout determines the layouts that reviewers can see if the rule condition is met:
o
If the box is checked, reviewers see the layout selected in the Action field by default, but they are not able to move to another field. If the box is not checked, reviewers are locked into using only the layout selection in the Action field. Note: For example, you could establish a rule that controls the layout that a reviewer sees in First and Second Pass Reviews. 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.
31.1.2 Selecting a Rule Type

You can select one of the following options for the Rule Type:
n
Default Layout determines which layout that reviewers see by default, or if the reviewers see any layout at all. It is based on a set field value.
Default Layout on New determines which layout a reviewer sees for new documents. When you select this option, Add New Rule form redisplays with only the Name, Rule Type, and Action options. Use the Action option to select the layout displayed for new documents.
Add New Rule form
Global Button Visibility determines the visibility of specific buttons or action options available on an object type.
Add rule for global button visibility
When you select this option, the Add New Rule form redisplays with the following Visibility options. You can clear the checkbox associated with a Visibility option to hide the related functionality from Relativity users. The following table outlines the effect of clearing these checkboxes. Visibility When You Clear this Checkbox Option Show The following options are not displayed: New n New button on the Object List page n Mass Copy on the Object List page, and on any other page where the mass operation is available for this object type n Save & New button on the edit page for an object instance n New button on child or associative object lists of this object type Show The following options are not displayed:
Visibility When You Clear this Checkbox Option Delete n Mass Delete on the Object List page, and on any other page where the mass operation is available for this object type n Delete button on the details page for an object instance Show The Link button is not displayed on associative objects lists added to the layout of another Link object associated by a multiple or single object field to the current object type. See Adding Associative Object Lists on page 138. Show The Unlink button is not displayed on associative objects lists added to the layout of Unlink another object associated by a multiple or single object field to the current object type. See Adding Associative Object Lists on page 138.
n
Sub-List Button Visibility provides granular control over the display of the buttons for child and associative object lists. You can define a condition that determines the availability of these options, or you can create a rule that targets these options for a specific associative or child list without defining any condition.
Sub-list button visibility for child or associative object lists
You can select values for the following fields when you add this rule type:
n
Associative/Child Object displays all child or associative objects lists for the object type on which the rule is added. You control the button visibility for this object type. See Adding Child and Associative Object Lists on page 136. Field and Value are optional fields that you can use to set a condition for controlling the display of the Visibility options. Only single choice fields are listed in the Field drop-down.
Visibility is a list of options used for controlling the display of specific buttons. When Associative/Child Object is a child object list, only the Show New and Show Delete options are displayed. When this option is set to an associative object list, only the Show New, Show Link, and Show Unlink options are displayed. The following table describes how to hide a button by clearing its checkbox. If Field and Value are blank, the buttons are always hidden or displayed, depending on which checkboxes are selected or cleared. Visibility Option Show New Show Delete Show Link Show Unlink When You Clear this Checkbox The New button is not displayed on the list selected in the Associative/Child Object option. The Delete button is not displayed on the child object list selected in the Associative/Child Object option. The Link button is not displayed on the associative object list selected in the Associative/Child Object option. The Unlink button is not displayed on the associative object list selected in the Associative/Child Object option.
Note: A Sub-List Button Visibility rule will override a Global Button Visibility rule when a conflict occurs between the two.
n
New Choice Creation controls availability of the following:

o
Add - Hyperlink button to add choices to existing single and multiple choice fields
Add choice link
New Choice - Single or multiple choice field name(s) listed in the Field drop-down menu when creating a new choice in Administration::Choices Mass Copy - Ability to create a new field choice with the mass Copy option in Administration::Choices
The following table describes the expected behavior when applying a New Choice Creation object rule to a single or multiple-choice field. Visibility Option Show New When You Clear this Checkbox
n n
Add hyperlink is not displayed for the selected single or multiple choice field Field configured in object rule is unavailable in Field drop-down menu when creating a new choice in Administration::Choices Ability to Copy a choice in Administration::Choices is blocked
New Button Override allows you to override the Edit page that displays by default when clicking the New button on the object page. Enter a URL in the Link field. Clicking New on the object page will bypass the default Edit page and launch this URL. Use the following text replacement options to customize the URL, allowing you to display current details about your workspace: Text Replacement Option Replacement Text %ApplicationPath% The actual Application path %AppID% AppID=<Current Workspace ID> %AuthenticationToken% AuthenticationToken=<New Authentication Token> %artifactTypeid% ArtifactTypeID=<CurrentArtifactTypeID> %parentArtifactID% ParentArtifactID=<Current Parent ArtifactID> %associatedartifactid% AssociatedArtifactID=<Current Instance Artifact ID> %connectorfieldartifactid% ConnectorFieldArtifactID=<Current Connector Field Artifact ID>
31.2 Adding Information to Objects

You can add information to custom 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. A new object has default fields, a default view and a default layout. You can add fields to custom objects and place those fields on layouts and views. To learn more about adding information to objects, see the following:
n n n n
Fields on page 50 Layouts on page 125 Views on page 147 Relativity Building Applications Workbook.
32 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:
n n
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 OCRjob 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.
32.1 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.
OCRProfiles tab/button
Clicking the New OCR Profile button brings up the OCRProfile form.
New OCR Profile form
Complete the following to create a new OCRProfile. Properties in orange are required. OCR Profile Information
n n
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 completion. Setting this to Yes arranges for any or all of the following sub-processes: Resolution Enhancement yields a pixel density 1.5 to 2 times than that found in the original image to improve visibility. o Text line straightening removes distortion when capturing book pages that cannot be made completely flat. o Removing parallax distortion assists in situations in which the camera is not perpendicular 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 OCRengine detect page positioning and then reposition the page accordingly. Note that this can potentially impact the accuracy of OCRresults. 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
o
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. See Supported OCR Languages on page 406. 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: High (Slowest Speed) runs the OCR job with the highest accuracy and the slowest speed. 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 OCRengine encounters an error on an image:
o o
Leave Empty records no results if an error is encountered in a document; even images without errors are excluded from being written. For example, if one document contains five images 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.
o
Other
n n
Keywords Notes
Once saved, the Profile provides the following options. These are the same options available on the saved OCR Set layout:
n n n n
Edit: Edit the Profiles information. Delete: Remove the Profile from Relativity. See Deleting Object Dependencies on page 407. Back: Redirect to the OCR Profiles list. Edit Permissions: Set the OCR Profiles permissions. These permissions determine which groups have access to this Profile. View Audit: View the Profiles audit history.
32.2 Editing an OCR Profile

To edit an OCR Profile, go to the OCR Profiles tab. Click Edit next to the desired OCR Profile.
Edit link for OCR profile
You can also click the Edit button on the OCR Profile layout. All properties are editable on the edit Profile page.
Edit button for OCR profile
If you edit an OCR Profile that is referenced by an OCR Set that has already been run, these changes will not have an impact until that Set is run again.
32.3 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.
OCR Sets tab/button
Note: 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 OCRSet 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
n
Name is the name of the OCR Set.
OCR Document Set You must complete either one or the other of the following in order to save the OCR Set:
n
Data Source selects the saved search containing the appropriate set of documents you plan to OCR. If the list you see in the Saved Search Picker on OCR Set view does not contain the appropriate search, you will need to create it. o Choosing a data source will OCR only the original image and not redactions (unless there are redactions on the image itself). o The OCR engine only processes files that have been imaged in Relativity or uploaded as image files. o You cannot use a production as your data source. Production selects the production set containing the documents you plan to OCR.
o
The Production Picker on OCR Set view you see when clicking the ellipsis displays all production sets with a status of Produced that you have access to. o The engine will OCR all burned-in redactions, branding, headers and footers, and text. o All documents with images in the production are OCRed, not only those with redactions. Only OCR Production Documents Containing Redactions allows you to OCR only documents produced with redactions so that you can easily track them. You can only set this to Yes if you have selected a Production Set in the Production field above. This field does not check to see if there are any images with redactions in the production selected above, so make sure that you select the correct production. By default, this is set to No.
o
OCR Settings
n
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. If you selected non-Western European languages in your OCR Profile, the destination field should be Unicode-enabled. This field is overwritten each time a document is OCRed with that destination field selected.
OCR Status The following are read-only:

n
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 following statuses occur after you click Run in the console:
o o o o
Waiting Processing Building Tables Processing Inserting Records Processing OCRing
o o
Processing Compiling Results Completed (if no errors occurred)
If errors occurred or the job was canceled for any reason, the following statuses are possible: Error Job Failed 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 displayed in red. Last Run Error allows you to view the last job error that occurred in the running of the OCR Set.
o o
Other
n n
Keywords Notes
Clicking Save saves the OCR Set and brings up the OCR Set Console, which you will use to execute the OCR job. Note: If you copy an OCR Set, every current setting in that Set is copied over. This includes the status 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.
32.4 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.
OCR Set Console
The OCR Set Console provides the following action buttons:

n
Run starts the OCR job. This will process all images in the selected data source or production.
o
If the job was stopped by the user, completed with errors, or failed, clicking Run will start the job again. If there are documents in the OCR Results list, these will not be immediately cleared when the Run button is clicked on the console. These are only cleared when the job goes into processing,
which is reflected in the Status when you click the Refresh page button. Note: Only existing images are OCRed when Run is clicked documents in the process of being imaged 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.
n
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: Selecting this for a job with a status of Error-Job Failed will run the job from the point at which it failed. o Selecting this for a job with a status of Completed with Errors will attempt to run those images in the OCR Set that previously resulted in errors. Only errored documents will be processed 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 o o o o
Document ID Control Number Page Number Message Note: 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. 2. 3. 4. 5. Click the Control Number of a document to launch the core reviewer interface. Change the viewer mode to either Image or Production, depending on what you have OCRed. Launch the Stand Alone Viewer via the ( ) icon. Click the Unsynced icon to sync the Stand Alone Viewer with the main window. 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 documents original or produced image. Below is an example of an image-OCR text comparison in synced viewers in Production mode:
Production mode
In OCR Text (long text) mode, you can see that the OCRed text has omitted the redacted text displayed in Production mode as indicated by the red boxes in the illustration.
OCR text mode
32.5 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.
Edit link for OCR set
You can also click Edit on the OCR Set layout.

Edit button for OCR set
All properties are editable on the edit OCR set page but changing these properties wont affect an OCR set until Run is clicked to execute the job.
33 IMAGING DOCUMENTS
In Relativity, you can convert a group of documents to images using imaging profiles and sets. You can finetune how your images are generated by creating reusable profiles that use specific image settings. With Imaging Sets, you can image a group of documents by selecting a saved search and a specific imaging profile. Imaging sets also provide error-handling functionality that you can use to view error messages and rerun imaging on specific documents or jobs. In addition, you can use the following methods for converting documents to images:
n
Image-on-the-fly: Image a single document using the Image button in the Relativity Core Reviewer Interface. This feature allows you to select an Imaging Profile to use when imaging the document. For more information, refer to the Relativity User Manual. Imaging Profiles are covered later in this chapter. Mass Image: Use the Mass Image option to image a group of documents selected on the Documents tab. This feature allows you to select an Imaging Profile to use when imaging a group of documents. Image Profiles are covered later in this chapter. For more information on mass imaging, see Mass Image on page 379.
33.1 What is an Imaging Profile

An imaging profile controls the settings used to image a group of documents. You can convert documents to black and white TIFF files or colored JPEG files. After you create a profile, you can use it in multiple imaging sets, update the profile settings, and set permissions on it. Imaging profiles, as well as any updates to the default profile, are included in workspace templates. For the user's convenience, Relativity includes a default Imaging Profile that has the recommended default settings preset for you. It is a recommended best practice to make a copy of this default profile and make changes as appropriate when creating additional profiles. The Mass Image and the Image-on-the-fly functionality available through the Relativity Core Reviewer Interface defaults to this profile, but you can select any other profile when converting documents to images. There are two main options for creating an Imaging Profile:
n
Basic Imaging Engine Options provides a select number of simple settings for creating the profile. This will be your only option if you do not have Relativitys native imaging engine installed in your environment. Creating a basic imaging profile is covered later in this chapter. Native Imaging Engine Options provides an expanded range of settings for creating a profile with Relativitys native imaging engine. Installing Relativity Native Imaging is done outside of your Relativity environment. Creating a Native Imaging Profile is covered later in this chapter.
For more information on installing the native imaging feature, refer to the Relativity Native Imaging Installation Manual.
33.2 Creating an Imaging Profile

In Workspaces mode, select the Imaging Profiles tab under the Imaging tab.
Imaging Profiles Tab
Click the New Imaging Profile button to launch the Imaging Profile form. When you create a new profile from scratch there are no default values for any profile fields. If you would like to create a new profile with default values already in place, you can copy the Default profile provided by Relativity, give it a unique name, and use it as a base.
New Imaging Profile
Depending on whether you are creating a Basic or Native Imaging Profile, select the settings for the following sections of the Imaging Profile form. These sections and the fields they contain are described in detail throughout this chapter:
n n n n n n n
Basic Imaging Engine Options Native Imaging Engine Options Spreadsheet Options Email Options Word Processing Options Presentation Options HTML Options
If the Native Imaging engine is not installed on your machine, the default layout for creating a profile is the Basic Imaging Profile Layout. If you attempt to switch to the Native Imaging Profile Layout, you will be directed back to the basic layout. If the Native Imaging engine is installed on your machine, the default layout for creating a profile is the Native Imaging Profile Layout. If you attempt to switch to the Basic Imaging Profile Layout you will be directed back to the native layout. Once the new profile is complete, perform one of the following with the action buttons located at the top of the form: Action Save Description Records the entered information and displays the Imaging Profile Details page. You now have the option to modify the list of Restricted Native Types. For more information, see Viewing Imaging Profile Details on page 355. Save and New Records the entered information and displays a blank Imaging Profile form.
Action Description Save and Back Records the entered information and redirects you to the Imaging Profile tab. Cancel Stops the creation process and redirects you to the Imaging Profile tab. Note: Relativity propagates native file types to imaging profiles only when the profile is created.
33.2.1 Basic Imaging Engine Options

If you do not have Relativity Native Imaging installed in your environment, only the fields in the Basic Imaging Engine Options section are available for completion, which means you are only able to create and save a basic profile.
Basic Imaging Options
The Basic Imaging Engine Options are:

n
Basic Image Output Quality (DPI) controls the resolution and density of an image in dots per inch. The higher the DPI, the more detail is shown in the image. A typical range for DPI is 200-600. The recommendation for this field is 300; this is the value found in the Default profile. Basic Image Format sets the image format for files sent to the basic imaging engine for the profile. The options are:
o
JPEG renders the image as a color JPEG file. Selecting this can possibly decrease imaging performance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.
TIFF renders the image as a black and white TIFF file. This is recommended; this is the value in the Default profile. Basic Image Size sets the image size for all images rendered with the basic imaging engine profile. The options are:
o o o o o
Original Setting renders the image with the original document settings. Letter (8.5 in x 11 in) renders the image in standard letter size. A4 (8.27 in x 11.69 in) renders the image in A4 size. Legal (8.5 in x 14 in) renders the image in legal paper size.
Custom sizes the image by using either or both values in the Maximum Image Width and Maximum Image Height fields. When you enter a value in either or both of these fields, Relativity converts the document to an image size that fits within these parameters, while maintaining the aspect ratio. If both these fields are empty, Relativity displays an error message indicating that you must enter a value in one of them. Maximum Image Height (Inches) and Maximum Image Width (Inches) specify the largest allowable size for the generation of custom images. Relativity converts the document to an image size that fits within these parameters, while maintaining the aspect ratio. Only the Custom option references these fields, requiring you to enter a value in at least one of them.
o
33.2.2 Native Imaging Engine Options

If you have Relativity Native Imaging installed in your environment and have a valid web service URL for the native imaging server in the configuration table, you can save a profile that uses Native Imaging Engine Options, which more granularly define the settings used for imaging documents.
Native Imaging Engine Options
The Native Imaging Engine Options are:

n
Native Image Output Quality (DPI) controls the resolution and density of an image in dots per inch. The higher the DPI the, the more detail is shown in the image. A typical range for DPI is 200-600. The recommendation for this field is 300; this is the value found in the Default profile. Native Image Format sets the image format for files sent to the native imaging engine for the profile. The options are:
o
JPEG renders the image as a color JPEG file. Selecting this can possibly decrease imaging performance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.
TIFF renders the image as a black and white TIFF file. This is recommended; this is the value found in the Default profile. Automatically detect and render color pages to JPEG (Overrides Native Image Format selection of TIFF) auto-detects and arranges for color pages to be imaged to JPEG files even if TIFF was selected as the Native Image Format. If you select Yes, the TIFF Native Image Format will be overridden over for color pages only. If you select No, color pages will remain TIFFs. Maximum pages imaged per file is a native global setting for all document types that sets the maximum number of document pages that are imaged. For example, if you set this value to 50 and have a 100-page document, only the first 50 pages of the document will be imaged. Use this option to image only the number of pages entered in this box. Dithering Algorithm is the procedure the native imaging engine will use to convert images from color to black and white TIFFS. This setting is only used if Native Image Format is set to TIFF. The algorithm options are:
o
Clustered 6x6 groups pixels into clusters of 6x6. Clustered 8x8 groups pixels into clusters of 8x8. o Clustered 16x16 groups pixels into clusters of 16x16. o Dispersed 4x4 disperses pixels in a 4x4 matrix. o Dispersed 8x8 disperses pixels in an 8x8 matrix. o Dispersed 16x16 dispersed pixels in a 16x16 matrix. o Floyd & Steinberg diffuses the difference between the actual analog value and quantized digital value of a pixel to its neighboring pixels. o Threshold compares each pixel value against a fixed threshold. During this process, individual pixels in an image are marked as object pixels if their value is greater than the threshold value. If their value is less, they are marked as background pixels. If you select this, you must provide a value between 0-255 in the Dithering Threshold field. Dithering Threshold sets the threshold against which all pixels are compared. This is required if youve chosen Threshold for the Dithering Algorithm field above. You can provide any value between 0 - 10255. The recommended default threshold is 128. When the pixel RGB color model in an image is greater than the threshold, it is converted to black. When less, it is converted to white. Time Zone Field on Document determines what time zone will be used to display dates/times in a document image. The time zone value can be set on documents in Relativity using the document-level Time Zone field. Clicking the ellipsis next to this field brings up a picker list with available time zones. If no selection is made here, the time zone will default to Coordinated Universal Time (UTC). Last Modified Date on Document allows you to select any document-level date field available in the popup picker as the last modified date used when rendering date-related document field codes. If no selection is made here, the last modified date will default to the current date (todays date). Original file path allows you to set a file path field per document to image. Clicking the ellipsis here brings up a popup picker of Document fixed-length text fields. File path fields can vary per document.
o o
33.2.3 Spreadsheet Options

Spreadsheet Options include:
n
Paper size/orientation allows you to specify a paper size and orientation for your spreadsheet. The options are:
o o
Original Setting Letter (8.5 in x 11 in)
Letter (11 in x 8.5 in) Tabloid (11 in x 17 in) o Ledger (17 in x 11 in) Page Order determines the order used to render the pages in the spreadsheets. The options are:
o o
Original Setting uses the original page setting of the document. Down, then over renders pages in an order of down first and then over. o Over, then down renders pages in an order of over first and then down. Print Area allows you to override any pre-defined print area in an Excel file. When you select this, the entire document is imaged. The options are:
o o
Original Setting uses the original print area settings of the document. Ignore original setting ignores the original print area settings of the document. Hide and page break after _ consecutive blank rows and columns sets a maximum value for consecutive blank rows or columns. By default, the native imaging engine checks for a run of 10 blank rows or columns and compresses them to limit the number of pages rendered for a spreadsheet. Show track changes in spreadsheet displays any modifications made to the document through the Track Changes option in Excel. The options are:
o o
Yes shows track changes. No does not show track changes. Include row and column headings renders row and column headings (the number assigned to rows and the letters assigned to columns). The options are:
o o
Original Setting uses the original row and column headings of the document. Yes renders the row and column headings. o No does not render row and column headings. Include comments determines whether comments found in the spreadsheet are rendered. The options are:
o o
Yes renders comment found in the spreadsheet. This is the value used in the Default profile. No does not render comments found in the spreadsheet. Include header and footers renders headers and footers in the spreadsheet. The printing of these items will interfere with the ability of the native imaging engine to detect blank pages for this reason, it is recommended that you leave this set to No. The options are:
o o
Original Setting uses the original header and footer settings of the document. Yes renders the headers and footers of the document. o No does not render the headers or footers of the document. Include gridlines renders the gridlines between rows and columns in the spreadsheet. The options are:
o o
Original Setting uses the original gridline settings of the document. Yes renders the gridlines between rows and columns in the spreadsheet. o No does not render the gridlines between rows and columns in the spreadsheet. Include borders renders the borders of the spreadsheet. The options are:
o o
n n
Yes renders the borders of the spreadsheet. No does not render the borders of the spreadsheet. Unhide hidden worksheets displays hidden columns and rows. Limit spreadsheet rendering to _ pages images only the whole number value of pages entered in this fields textbox. This value must be less than or equal to the Maximum pages imaged per file value entered in the Native Imaging Options section above.
o o
Zoom Level % resets the zoom level for a spreadsheet. This value will override the default settings internally stored in the file. The zoom level range is 10% - 400%. Fit to _ pages wide resets the page width for a spreadsheet. This value will override the default settings internally stored in the file. Fit to _ pages tall reset the page height for a spreadsheet. This value will override the default setting internally stored in the file. Formatting determines the formatting of the spreadsheet with the following options: Auto-fit rows expands the dimensions of rows to accommodate their content. When these options are selected, any hidden rows are displayed. This option is selected by default. Note: You can prevent native imaging from displaying hidden rows by setting the Unhide hidden worksheets option to No. o Auto-fit columns expands the dimensions of columns to accommodate their content. When this option is selected, any hidden columns are displayed. This option is selected by default. Note: You can prevent native imaging from displaying hidden rows by setting the Unhide hidden worksheets option to No. o Clear formatting in empty rows removes formatting from empty rows from a spreadsheet and renders as few pages as possible. o Clear formatting in empty columns removes formatting from empty columns from a spreadsheet and renders as few pages as possible. Text Visibility determines the visibility of the text in a spreadsheet through the following options:
o o
Remove background fill colors removes background color and ensures that any hidden text or rows formatted to match the background color are displayed. Set text color to black displays the font color of text as black and ensures that any hidden text is displayed, such as text with a white font on a white background.
Note the following special considerations:

n
If an Excel spreadsheet contains comments, those comments will appear on a separate page after the spreadsheet is rendered. Native Imaging will automatically clear any filters set in a spreadsheet.
33.2.4 Email Options

Email Options include:
n
Orientation determines the orientation of the email when it is rendered. The options are: Portrait selects a standard portrait display in which the height is greater than the width. Landscape selects a standard landscape display in which the width is greater than the height. Resize images to fit page modifies the image sizes to make them compatible with the page size. Selecting Yes allows resizing while selecting No prevents it. Resize tables to fit page modifies the table sizes to make them compatible with the page size. Selecting Yes allows resizing while selecting No prevents it. Download images from Internet allows the downloading of images from the Internet if Yes is selected and prevents the downloading of images from the Internet is No is selected. Clear indentations removes the tabs from e-mail threads to improve their display. Select Yes to prevent the entries in the thread from aligning too far to the right. Select No to keep tabs in email threads. Display SMTP addresses renders SMTP addresses for To, Cc, and Bcc fields instead of Microsoft Exchange information. Selecting Yes allows rendering while selecting No prevents it.
o o
Show message type in header adds text in the header identifying the image as a message, appointment, distribution list, etc. Selecting Yes allows the addition of text while selecting No prevents it.
33.2.5 Word Processing Options

Word Processing Options include:
n
Show track changes renders any markups added to the document through the Track Changes feature in Word. The options are: Original Setting uses the original settings for the document. Yes renders the documents markups. o No does not render the documents markups. Include determines which additional document attributes to render. The options are:
o o o o o
Comments renders any comments added to the document through the Review feature in Word. Field codes renders the field code rather than the value in the document. Hidden text renders any text added to the document with Hidden feature in Word.
33.2.6 Presentation Options

Presentation Options include:
n
Show speaker notes renders the slide at the top of the page and the speakers notes at the bottom. If you select Yes, the orientation of the presentation will be portrait. If you select No, the orientation will be landscape with the slide only.
Native Imaging will automatically unhide any hidden slides in a presentation.
33.2.7 HTML Options

HTML Options include:
n
Remove non-breaking space (NBSP) codes removes long rows of non-breaking spaces (NBSP) codes, which prevent the text from wrapping properly. Native imaging automatically formats page breaks without cutting text or margins when rendering HTML as PDF.
33.2.8 Native File Imaging Profile Validation

Native Imaging profiles must follow specific validation guidelines. Imaging profile validation reviews the following rules for all Native Imaging Engine Options:
n
Valid numerical values - Numerical values fit within a designated range based on individual numerical field requirements Configuration specific to format type - Option selections and requirements vary based on the Native Image Format selection Field dependencies - Specific fields require additional field configurations to satisfy groups of settings available for Native Imaging, and specific fields are ignored based on the configuration of a related field
Native File Imaging profile validation only runs when using the default Native Imaging Profile Layout for new imaging profiles. Numerical Field Values
The following table provides valid numerical value ranges and recommended values for select numerical configuration fields. Valid value ranges include the minimum and maximum values provided. Field Minimum Value Maximum Value Recommended Value Native Image Output Quality (DPI) 0 2400 300 Dithering Threshold 0 255 128 Format Specific Requirements The following table states whether a field is required or ignored based on the selected Native Image Format. If applicable, select the required field value. Native Imaging Format JPEG JPEG JPEG TIFF TIFF Field Images/Dithering Algorithm Dithering Threshold Render color pages to JPEG Images/Dithering Algorithm Render color pages to JPEG Field Required/Ignored Ignored Ignored Ignored Required Required Yes Required Field Value (if applicable)
Field Dependencies The following table lists field dependencies and required field values if applicable. The Field 1 and Field 1 Value columns list fields and values that require you to configure the fields and values listed in the Required Field 2 and Required Field 2 Value columns. For example, if Images/Dithering Algorithm is set to Threshold, you must configure a value for the Dithering Threshold field. Field 1 Images/Dithering Algorithm Dithering Threshold Fit to ___ pages wide Fit to ___ pages tall Field 1 Value Threshold <any> <any> <any> Required Field 2 Dithering Threshold Images/Dithering Algorithm Fit to ___ pages tall Fit to ___ pages wide Required Field 2 Value <any> Threshold <any> <any>
When fields in the Field Set column are configured, values set for fields listed in the Field Ignored column are ignored: Field Set Zoom Level % Zoom Level % Fit to ___ pages wide Fit to ___ pages tall Field Ignored Fit to pages ___ wide Fit to pages ___ tall Zoom Level % Zoom Level %
Note: Validation rules only allow you to configure Zoom Level % or the set of Fit to ___ pages fields. Do not set values for all three fields.
33.2.9 Viewing Imaging Profile Details

On the Imaging Profile Details page, Relativity displays profile settings and a list of restricted native type files.
Restricted Native Types
The Restricted Native Types section lists the file formats that will not be converted into images. It also includes features that you can use to modify this list. You will see the following columns and options displayed in the Restricted Native Types section:
n n n
Name lists file formats. Category (Native) indicates a grouping of related file types or formats for native imaging. Category (Basic) indicates a grouping of related file types or formats. For example, Word Processor is the category for common word processing formats such as Word, WordStar, WordPerfect, and others. (Additional super types are Database, Spreadsheet, Graphic, Multimedia, and Other.) Link is used to add existing native types to the restricted list through the Select Items pop-up. Select one or more file types in the Available Items list, click Add to include them in the Select Items list, and click Set to link them to the profile.
Note: You cannot add new native file types to Relativity with the New button. For a list of native types currently supported by Relativity, see the Native Types tab, or the document Relativity - Viewer Supported File Types. Contact kCura Client Services if you have additional questions about supported native types.
Link is used to add existing native types to the restricted list through the Select Items pop-up. Select one or more file types in the Available Items list, click Add to include them in the Select Items list, and click Set to link them to the profile.
Select Items Restricted Native Types Pop-up
Unlink is used to remove restricted native types from the list. When you use this profile, the documents with these native types will be imaged. Select one or more file types, and click Unlink. Filter, sort, and page the list of restricted native types. These features function similarly to those available on views. Export allows you to create a list of restricted native types in Excel. Edit allows you to edit the imaging profile. Delete removes the profile from Relativity. For more information, see Deleting Object Dependencies on page 407. Back redirects you to the Imaging Profile tab. Edit Permissions allows you to set access rights on the profile. View Audit displays the update history of the profile.
You can also use the Action buttons on the top of this page to perform these tasks:
n n
n n n
33.2.10 Editing an Imaging Profile

In Workspaces mode, point to the Imaging tab, and click Imaging Profiles. Click the Edit link for an Imaging Profile. You can also click the Edit button on the details page. Relativity will display an editable form that contains the same fields available during profile creation. For more information, See Creating an Imaging Profile on page 346.
Edit Link for Imaging Profile
33.3 What is an Imaging Set

An Imaging Set consists of a saved search containing the documents that you want to image, and an imaging profile. On the Imaging Set Details page, you can use troubleshooting features to view document-level error messages, and to rerun the imaging process on jobs that failed. Note: For convenience, Relativity provides a default imaging profile that you can use out-of-the-box. You also have the option to create custom profiles. For more information, see Creating an Imaging Profile on page 346.
33.3.1 Creating an Imaging Set

In Workspaces mode, point to the Imaging tab, and click Imaging Set. Click New Imaging Set to display the Imaging Set Form.
Imaging Set Form
The Imaging Set form contains the following fields: Imaging Set Information
n n
Name is the designation for the imaging set. Data Source is a saved search, which includes a group of documents to image. Only documents in the saved searched will imaged. Imaging Profile is a pre-determined set of parameters used to control how the images are generated. The list you encounter when clicking the ellipsis will contain both Native and Basic profiles. See the Creating an Imaging Profile section and all applicable sub-sections. Email Notification Recipients allows you to add email addresses of those who require notification of the completion of processes within the imaging job. Those processes are:
o o o o
Imaging Set completed successfully Imaging Set completed with errors Imaging Set failed due to fatal error Imaging Set suspended due to unavailable worker agents
Native Imaging Information

n
Native Imaging Server is the valid web service URL where the Native Imaging engine resides. Imaging agents will send work to this location. Several imaging sets can point to the same URL. When creating a new Imaging Set, this field is automatically populated by the Native Imaging engine configuration value if Native Imaging has been installed and that value has been set. If this field is cleared, the imaging job will not go to the Native Imaging engine but will go to Oracle to be imaged with basic settings. Note: You will encounter issues if more than one person is logged into the Native Imaging Server at the same time and more than one job is running directly from this location.
Imaging Status
n n
Status is the current state of the imaging job. This value depends on issues encountered during the job and how often you refresh the page while the job is running. Statuses are covered in detail later in this chapter. Image Completion is the number of images completed. Last Run Error is the date and time of the last error.
Once the new set is complete, perform one of the following with the action buttons located at the top of the form: Action Save Save and New Save and Back Cancel Description Records the entered information and displays the Imaging Set Details page. Records the entered information and displays a blank Imaging Set form. Records the entered information and redirects you to the Imaging Sets tab. Stops the creation process and redirects you to the Imaging Sets tab.
33.3.2 Viewing Imaging Set Details

After you save an imaging set, Relativity displays the detail view, which contains read-only imaging set information and imaging status fields. It also displays the Imaging Set Console, which is described in the section Running an Imaging Set on page 360. You can use the Action buttons on the top of this page to perform the following tasks:
n n
n n
Edit redisplays the imaging set information section as an enterable form. Delete removes the imaging set from Relativity. For more information, see Deleting Object Dependencies on page 407. You will receive an error message and be redirected to the Workspaces tab, when you try to delete an Imaging Set that is undergoing processing. You should only delete Imaging Sets with the following statuses: Staging, Stopped by User, Error - Job Failed, Completed with Errors, or Completed. Back redirects you to the imaging set list page. Edit Permissions allows you to set permissions on the imaging set, controlling which groups have access to it. View Audit displays a pop-up with the audit history for the imaging set. When a job is run for the imaging set, the History record is updated with a new entry, which is displayed in the pop-up. Click the Details link to display the name of the imaging profile and the formatting options used for a specific job.
Imaging Set Audit History
33.3.3 Running an Imaging Set

You can process an imaging set with the options available in the Imaging Set Console. The console is available after you have saved an imaging set, or when you display an existing imaging set from the Imaging Sets tab.
Saved Imaging Set
The console includes the following options:

n n n n n
Run is used to convert documents to images. Stop is used to interrupt an imaging job. It is only available while the job is running. Refresh Page is used to update the information displayed on the page. Resolve Errors offers you the option to rerun documents with imaging errors. Show Errors provides the option to view document level errors. When you click this button, a pop-up displays a filterable list of documents and the following information: Control Number, Artifact ID, Identified File Types, Imaging Methods and Error Messages. Clicking Show Errors brings up the following display:
Show Errors
The fields included in the errors view are:

o o o
o o
Control Number is the control number of the item in error. Artifact ID is the artifact ID of the item in error. File Type Identification (Native) is the file type of the item in error as identified by the native imaging engine. This is only populated if it was run by the native imaging engine. File Type Identification (Basic) is the file type of the item in error as identified by the basic imaging engine. This is value is populated when the document is identified by the basic engine when the document is imported into Relativity. Imaging Method is the method selected in the Native Types table for the identified file type in error Basic or Native. Actual Imaging Method is the method that was actually used to image the item in error Basic or Native. Message is the concise description of the cause of the error. Full Text is the complete text string of the error as provided by the system, including stack trace.
33.3.3.1 Special Considerations - Imaging Profile Caching

All Imaging Profile settings are cached until the imaging job you kick off through the console on the Imaging Set is completed. The only exceptions to this are the following scenarios:
In the case of fatal errors, the Imaging Profile information remains cached until the set is deleted or the job record associated with that set is deleted from the ImagingQueue table. In the case of non-fatal errors, all profile information is no longer cached except for the Time Zone and Last Modified Date information.
33.3.4 Monitoring Imaging Status

In the Imaging Status section, you can monitor the progress of the conversion process.
Imaging Status
The following information is displayed:

n
Status indicates the state of the imaging job as it is processing documents. The following table breaks down each status and its meaning: What Happened User clicked Run What It Means Job is in queue table but has not been picked up by an agent yet Data source search is being run; population table is being created
Status Value Waiting
Initializing
Manager agent picked up job
Status Value Imaging
Imaging: Imaging has been suspended because there are currently no Imaging Worker agents available... Finalizing
What Happened Manager agent has finished initializing; job is ready to be picked up by worker agent(s) No worker agents have logged their status in 5 minutes
What It Means Worker agents are imaging documents in population table
Completed Completed with errors
Error - Job Failed Stopping
Stopped by user
There are no imaging workers available to image the documents; no documents will be imaged until workers are started All documents have been Job manager is finishing up imaged by worker; manimaging job; setting final ager has picked up the job state; sending notifications again Job has completed All documents imaged successfully Job has completed with One or more documents imaging errors encountered an error during imaging job Job manager encountered Manager terminated imagan exception ing job due to exception User clicked Stop Job has been marked to stop but has not yet been stopped Job has stopped All worker agents have stopped imaging documents; job manager has stopped the job
Image Completion displays the number of remaining documents, successfully imaged documents, documents with errors, and skipped documents. Last Run Error displays the most recently run job that completed with errors. During the conversion process, Relativity skips documents that already have images, documents with restricted native types, and documents with images in a pending state (that is with the field Has Images set to Yes). It includes these items in the skipped documents count. If you need to delete an Imaging Set, you should only delete those with the following statuses: Stopped by User, Error - Job Failed, Completed with Errors, or Completed.
Note the following:

n
33.3.5 Imaging Error Scenarios

You will encounter errors in your imaging job if any of the following scenarios occur:
n n
The Native Imaging engine attempts to render a corrupted native file. The Native Imaging engine attempts to render a password-protecting native file.
n n n n n
The Native Imaging engine attempts to render a document when the native file for that document is deleted from the repository. The Native Imaging engine attempts to render a native file when the FileShare repository is unavailable (access is denied). The imaging worker agents are not available and the user attempts to run an imaging job. The imaging worker agents become disabled in the middle of an imaging job. The Native Imaging queue service is stopped when the user attempts to run an imaging job. The Native Imaging queue service becomes disabled in the middle of an imaging job. The Native Imaging engine attempts to render a native file when there is no hard drive space in the file share repository. The Native Imaging engine is installed but the imaging job is not pointing to a valid server because the Native Imaging URL in the configuration table is incorrect or invalid.
When Relativity Native Imaging encounters an error, it will automatically retry once to continue imaging the job. Any additional errors will be logged in the error report.
33.4 Native Types

On the Native Types tab, you will see a list of file types that Relativity supports. You can use this list as a reference, when you are selecting file types that you want to restrict from imaging. The Relativity Desktop Client also supports the same list of file types.
All Native Types
To locate specific file types, use the Show Filters option or create a new view to customize the content displayed on the tab. Default restricted file types will be propagated to new imaging profiles. You can edit the default value for the option that restricts the imaging of a file type.
Note: You cannot add new native file types to Relativity with New Native Type button. For more information about supported types, see the document Relativity - Viewer Supported File Types. Contact kCura Client Services if you have additional questions.
33.4.1 Editing a Native Type

In Workspaces mode, point to the Imaging tab, and click Native Types. Click the Edit link for a file type. You can also click the Edit button on the details page. On the edit form, select or clear the checkbox for the Restricted From Imaging By Default option, and click Save.
Native Type Information Form
33.5 Troubleshooting Imaging

In the event a user reports missing Image commands (in the Viewer or mass operations menu), or the Imaging Sets Run button is disabled, address the following potential causes if applicable:
n n
Imaging application was uninstalled from Relativity Applications User is a member of a group that does not have one or both of the following security permissions granted:
o o
Mass Images (Mass Actions permissions) Add Image (Document security permissions)
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.
Appendix A.1 Mass Edit

Using Mass Edit, you can modify fields and coding values for multiple documents or objects at the same time. You can use any layout providing you have access rights to it. On the document or object list, select an option to edit All searchable items, Checked items or These items in the current returned set. Note: For a full explanation of the searchable set and returned set, please see the Relativity User Guide. Next select Edit in the drop-down, and then click Go.
Mass Edit Option
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 youd like to edit. Options set in unchecked fields are not applied. There are three options for multiple-choice field values, known as a tri-state check box:
n
n n
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. Additional information regarding layouts is available in the Layouts section. See Layouts on page 125.
Multi-Choice Mass Edit
Note: On Mass Edit form, you can use the Tab key to highlight a checkbox in a Yes/No or Multiple-Choice field in the layout. 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.
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.
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 multichoice field. Clicking Save at the top of the form will save the edits you made. Note: When you attempt to mass edit documents in the Related Items pane while there are unsaved changes in the current layout, Relativity displays a message indicating that your changes will be lost. If you continue, the coding values in the layout will be updated to match those selected for the mass edit.
Appendix A.2 Mass Move

Mass Move allows you to move selected documents to a new folder. On the document list, choose whether youd like to move All searchable items, Checked items or These items in the current returned set. Note: For a full explanation of the searchable set and returned set, please see the Relativity User Guide. Next select Move in the drop-down, and then click Go.
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.
Appendix A.3 Mass Delete

Mass Delete provides you with the ability to remove a group of documents or objects from Relativity in a single operation. When you delete documents, you can also remove their images and natives from the file servers. If you have the appropriate security permissions, you may also be able to force the deletion of documents and certain objects, which includes unlinking associative objects and deleting child objects. This option is available when you have the security permission Delete Object Dependencies listed in the Admin Operations section of the Security page. For more information, see the section Admin Operations. Note: You cannot undo a Mass Delete.
Appendix A.3.1 Performing a Mass Delete on Documents

Navigate to the Documents tab. At the bottom of the page, select Checked items, All searchable items, or These items in the current returned set. (See the Relativity User Guide for more information on searchable and returned sets.)
Mass Delete Option
Select Delete and then click Go. The Delete Details form prompts you to the select the files associated with the documents that you want to delete.
Delete Details Form
Select a setting to specify the files for deletion and optionally to force the deletion of certain documents:
n
Delete documents and all associated files removes the selected documents, including images, natives, and field values. Delete only images from selected documents removes only the images for the selected documents. Native files and field values for the documents are not deleted. Delete only natives from selected documents removes only the native files for the selected documents. The images and field values for the documents are not deleted. Delete only images and natives from select documents removes only the images and native files for the selected documents. The field values for the documents are not deleted. (Optional) Force a delete even if Redactions, Annotations, Links, or Tags are present: If this box is checked, the Mass Delete removes the documents, as well as any redactions, annotations, links or tags that they contain. If this box is unchecked, documents containing redactions, annotations, links, or tags are not deleted, and Relativity displays a warning message. Note: Relativity deletes the documents in batches. If an error occurs in a batch, documents that have not been processed are not deleted, and Relativity continues by processing the next batch.
Depending on your security permissions, you may see the option Delete children and unlink associative objects to force delete. Select this option if you want to force the deletion of the selected documents, which includes deleting children and unlinking any associative objects. The child objects are deleted and associative objects are unlinked only when a document itself is successfully removed from the Relativity. If an error occurs, and the document is not deleted, then any children and associative objects are unchanged.
Force Deletion Option
To view a report showing affected objects, click Dependencies. When the current object does not have any children or associative objects, the Dependencies button will be disabled. See Displaying the Dependencies Report on page 407.
Appendix A.3.2 Performing a Mass Delete on Other Objects

Navigate to the tab for the object that you want to delete. At the bottom of the page, select Checked items, All searchable items, or These items in the current returned set. (See the Relativity User Guide for more information on searchable and returned sets.) Select Delete and then click Go. The Delete Details form prompts you to confirm the deletion.
Delete Details Form
Depending on your security permissions, you may see a message on the Delete Details Form indicating that Relativity will delete children and unlink associative objects when you remove the selected objects. This option is available for the deletion of custom objects such as Transform Sets, Analytics Categorization Sets, Search Terms Reports, OCR Sets, Image Sets, and their associated objects.
Force Deletion Option
Click Delete to delete the object and its children, as well as unlink associative objects. Note: This message is displayed when you have the security permission Delete Object Dependencies listed in the Admin Operations section of the Security page. For more information, see Admin Operations on page 251. To view a report showing affected objects, click Dependencies. When the current object does not have any children or associative objects, the Dependencies button will be disabled. See Displaying the Dependencies Report on page 407 for more information.
Appendix A.3.3 Enable or Disable Snapshot Auditing on Delete

When performing a delete, you can optionally create a snapshot of the current field values in the deleted record. This data is stored in the history for the workspace. While you can enable this property to facilitate searching workspace history, it can also significantly increase the size of the audit table for the workspace. To enable or disable this option, navigate to the Object Type tab, and edit the Document object type. For more information, see Object Types on page 325.
Appendix A.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 youd 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 youd like to produce and add them to your production as images only. On the document list, choose whether youd like to produce All searchable items, Checked items or These items in the current returned set. Note: For a full explanation of the searchable set and returned set, please see the Relativity User Guide. Next select Produce in the drop-down, and then click Go.
Mass Produce Option
The mass produce form displays.

Mass Produce Form
Select your production from all open productions. Production sets that have been produced will not be available.
n
Files to Produce allows you to select which versions of each document will be produced.
o
Images and Natives includes both natives and images for the selected records. If you want to include slipsheets for native documents, you must select this option.
Note: If you are producing images and natives, ensure that you are not including natives 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 o
Images Only includes only images for the selected records. Natives Only includes only natives for the selected records.
The fields available on this form are set by a system view. See Views on page 147.
Appendix A.5 Mass Replace

With the Mass Replace operation, you can replace existing field text with new content. On the document or object list, select an option to replace text in All searchable items, Checked items or These 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.

Mass Replace Form
The Mass Replace from fields are:
n n
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 o
Replace Entire Field replaces the field entirely. 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. Insert at Beginning adds the new value to the beginning of the field. A delimiter option appears enter a character to separate the existing and prepended values. 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. Text allows you to add text to the field.
Update With sets what you would like to apply to the field.
o o
n n
Field allows you to add another fields 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 Add Another Field at the top of the form to add an additional replacement action to the form.
Appendix A.6 Mass Image

Mass Image creates TIFF or JPEG images for a document set based on the settings in an imaging profile that you select. Relativity also provides a default imaging profile that you can use out-of-the-box. You can customize profiles to create color JPEG images, adjust image size, and leverage other formatting options. Additional information is available in the Imaging section. See Imaging Documents on page 346. Note: The Mass Image operation is disabled if the Imaging application is not installed. Use the following steps to run a Mass Image operation: 1. Navigate to the Documents tab. 2. Select All searchable items, Checked items or These items in the current returned set. Note: For a full explanation of the searchable set and returned set, see the Relativity User Guide.
Mass Image Operation
3. Select Image in the drop-down and then click Go to display a pop-up. 4. Select an option in the Imaging Profile drop-down box. Only profiles that you have permissions to use are displayed. You can also use the Default profile for the imaging job.
Imaging Profile Drop-down Box
5. Click OK to create the images. Depending on the number of images being created, this may take some time. Image- on-the-fly jobs take precedence over batch image jobs. Note: The mass image operation uses the same technology as the Relativity native file viewer. For a full listing of the known issues with the viewer, see the Viewer Details document.
Appendix A.7 Mass Print Images

Mass Print Image allows you to batch-print document images. On the document list, choose whether youd 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.
Print Setting Display
Printer
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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. 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

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Select Original if youd like to print non-produced versions of the documents. Select Produced Images if youd like to print produced versions.
o
If you select produced documents, you can select which version of the document youd like to print by clicking modify production order. If a document was not part of the selected production, you can check Include original images for documents that havent been produced to include the original instead. 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.
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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 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
n n n
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: Blank page) includes a blank page. (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 youd like to print any identifier value on the pages.
o o
None does not include any identifier. 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 o
Top left Top center o Top right o Bottom left o Bottom center o Bottom right Markup Set allows you to select which markup sets 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.
o o
Appendix A.8 Tally/Sum/Average

You can use the Tally/Sum/Average operation to tally, sum, or average the values of Fixed-Length Text, Choice, User, and Number fields associated with documents or objects. This operation is commonly used to determine the number of pages in a print job or production. For documents, it is recorded under the document history. On the document or object list, select an option to tally/sum/average All searchable items, Checked items or These items on in the current returned set. Note: 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.
Tally/Sum/Average
The Tally/Sum/Average form is displayed to make your selection. On the Tally/Sum/Average form, you can choose options for the following fields:
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Field is used as the basis of the calculation. For example, you could select a custodian field if you want a tally of these entries. Function is the option performed on the field:
o o o
Tally lists a count for each item type in the specified fields of all selected documents or objects. Sum adds the values in the specified numeric fields of all selected documents or objects. Average calculates mean value of the specified numeric fields for all selected document s or objects.
Tally/Sum/Average Form
The result of a tally is similar to a summary report; it outlines the values of a field and the count for each. After your results are displayed, you can perform the following actions:
n n n n n
Filter the results Clear All filter text Browse through the results using the blue arrows Sort the results Export results to an external file
Appendix A.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 youd 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.
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, and then click Next.
Open a CaseMap Case Display
The wizard asks you to confirm that the case workspace you have open is the correct target workspace. If the workspace listed is the correct target, click Next.
Destination CaseMap Case Display
Clicking Next brings up the View/Edit Field Mappings section, allowing you to map the Relativity fields (set 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.
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 youd like to map.
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, and then click OK in the Bulk Send to CaseMap wizard. Clicking OK brings you back to the second screen of the wizard. Review the matches, and then click Next.
Bulk Send to CaseMap Wizard Display
Clicking Next presents a final confirmation screen. Click Finish to complete the send.
Send Confirmation Display
Appendix A.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. Note: In Admin mode, you will see the Export to Excel link displayed in navigation bar on the Views, Tabs, and Relativity Scripts Library tabs. On the document list, choose whether youd like to export All searchable items, Checked items or These items in the current returned set. Next select Export to File in the drop-down and click Go.
Export to File Options
Format: Excel spreadsheet via HTML (.xls) creates an Excel file. 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 o o
Select the desired encoding for the output file.
To export the file, click Run. To cancel the export, click Cancel.
Appendix A.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. Note: Information regarding building a Relativity Analytics index is available in the Relativity Analytics section. See Relativity Analytics on page 272. On the document list, choose whether youd 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.
Clustering Options
First, select your Cluster Option by clicking on the appropriate radio button:
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Create New Cluster creates a new cluster set. Replace Existing Cluster creates a new cluster set and replaces it with an existing one.
Appendix A.11.1 Creating a New Cluster

Selecting Create New Cluster brings up the options to create a new cluster set.
New Cluster Options
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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. Title Format sets how the clusters are named.
Advanced Cluster Options
Advanced options can be accessed by clicking +.

n
o o o
Outline and Title show outline number, plus the cluster name. Title Only shows only the title. In the example above, Enron.com, Pm Outline Only shows only the outline numbering. In the example above, 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 specific and 1 the most general. The higher the generality setting, the fewer top-level settings will be created.
When you create a new cluster, a pair of new fields is automatically created:
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A Multiple-Choice List named Cluster :: clusterName. Stores cluster node names. A Decimal Field named Cluster :: clusterName :: Score. Stores cluster score values.
These fields allow you to query for documents contained in a certain cluster and/or set criteria for a score threshold when making advanced searches or Views. The multi-choice field also allows for the cluster to be added to the choice tree.
Appendix A.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.
Delete Cluster Options
Note: 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.
Appendix A.11.3 Replacing an 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.
Appendix A.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. Note: 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. On the document list, choose whether youd like to process All searchable items, Checked items or These items in the current returned set. Note: For a full explanation of the searchable set and returned set, please see the Relativity User Manual. Go to the mass operations bar, select Process Transcripts in the drop-down, and then click Go.
Process Transcripts Display
There are four options when processing a transcript to control how the transcript appears in the viewer:
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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.
Note: 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.
APPENDIX B: BANDWIDTH TESTER

You can use the Bandwidth Tester to test the capacity of a network connection. When a user experiences viewer performance issues, the Bandwidth Tester can troubleshoot the lack of data rate support from a network connection. Note: For information about how to interpret bandwidth test results, see the Relativity Bandwidth Tester document.
Appendix B.1 Launching the Bandwidth Tester

Use the following steps to launch the Bandwidth Tester and execute various tests for network performance. 1. In Relativity, open a document in the viewer. 2. Click the Launch Bandwidth Tester icon. (The icon is displayed in the bottom right corner of the viewer, and to the left of the Layout or Related Items pane.)
Launch Bandwidth Tester Display
The Bandwidth Testing Tool window opens.

Bandwidth Testing Tool
3. Select one of the following tests:

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Execute Latency Test: Measures time elapsed for a single byte to reach its destination. See Executing a Latency Test on page 399. Execute Download Test: Measures the time it takes for data from a remote system to be received by a local system. See Executing a Download Test on page 400. Execute Upload Test: Measures the time it takes to send data from a local system to a remote system. See Executing an Upload Test on page 401.
Appendix B.2 Executing a Latency Test

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. Note: 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. Latency test results will vary per user, and from test to test within the same environment. The following factors affect the latency test results including:
n n n
Distance between the user and the server Operating system Protocol overhead
These factors are overhead, which do not contribute information to the message content. Instead, they support computer communications schemes, which prevent an application that transfers data across a network from using the full bandwidth of the communications medium. Some of the transferred data is necessary for routing the message, describing the information content of the message, and other protocol needs. Protocol overhead, expressed as a percentage, is the number of non-application bytes divided by the total number of bytes in the message:
n
Number and characteristics of the devices that the data must pass through, including network adapters, switches, and so on Additional load or congestion on the network
To execute a latency test:
1. Launch the Bandwidth Tester.

Execute Latency Test
Note: Click Clear Output to remove any results from previous tests, if necessary. 2. In the Number of Tests box, enter a value for the number of tests that you want to run. 3. Enter a value in the Test Delay box. 4. Click Execute Latency Test. A request is sent to the WebAPI to measure network speed. If the request is accepted, latency is measured in milliseconds from the moment the request is received to when the ping is returned. 5. Review the results displayed in list box displayed under the Clear Output button. The previous illustration shows a round-trip time of zero milliseconds.
Appendix B.3 Executing a Download Test

When you execute a download test, a request is sent to the EDDS.Distributed virtual directory, where it is either accepted or rejected. If accepted, the directory generates data, which is streamed to the client via HTTP. If the data send is completed, latency is measured from the moment that the request was sent to receipt of the data. To execute a download test: 1. Launch the Bandwidth Tester. Note: Click Clear Output to remove any results from previous tests, if necessary. 2. In the Number of Tests box, enter a value for the number of tests that you want to run.
3. Select a Payload Size of 1, 5, 10, or 50 from the drop-down.

Execute Download Test
4. Click Execute Download Test. 5. Review the results displayed in list box displayed under the Clear Output button. The previous illustration shows a single download test run on one megabyte, and executed at a rate of 9.09 megabits per second.
Appendix B.4 Executing an Upload Test

When you execute an upload test, a request is sent to the WebAPI virtual directory. If WebAPI accepts the request, latency is measured from the moment that the request was sent to receipt of the data. To execute an upload test: 1. Launch the Bandwidth Tester. Note: Click Clear Output to remove any results from previous tests, if necessary.
Execute Upload Test
2. 3. 4. 5.
In the Number of Tests box, enter a value for the number of tests that you want to run. Select a Payload Size of 1, 5, 10, or 50 from the drop-down. Click Execute Upload Test. Review the results displayed in list box displayed under the Clear Output button. The previous illustration shows a single upload test executed at a rate of four megabits per second. Like latency, the download and upload test results will vary per user and test.
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
Document skipping will not occur if any of the following occurs:

n n n n
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:
Appendix C.1 Skip Scenario

Consider the following conditions under which Skip could be helpful:
n
n n n n
A user is using a view called My Unreviewed Documents containing documents that have yet to be reviewed. The Responsiveness field is used to indicate that a document has been reviewed. The My Unreviewed Documents view is looking at documents that have Responsiveness not yet set. Propagation is enabled for the Responsiveness field to family and duplicates. An email and its attachments are in your review queue.
Given these conditions, perform the following: 1. Code the parent as Responsive. Because propagation is enabled, its attachments and duplicates are coded as Responsive. 2. Click Save and Next. Note: The attachments and duplicates to the email are skipped because they no longer meet the criteria of the My Unreviewed Documents view. 3. Although they are still part of the batch, the Responsiveness field has been set, thus disqualifying them from the condition. Instead, you see just the next document in the queue that is neither family to the email you just coded nor a duplicate of it.
Appendix C.2 Special Considerations

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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: If you do not want a user to have the option to skip, disable the user property. 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 users 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.
o o
APPENDIX D: DATE FORMATS RECOGNIZED

The table below lists the date formats recognized by the Relativity Desktop Client and the Import API. This list contains both valid and invalid date formats: Entry in Load File 12/31/9999 Monday January 4 2010 5.08:40 PM 17:08:33 17:08 5:08 PM 14-Apr 9-Apr 14-Mar 1-Mar 22-Feb 20080420 20080420 2:22:00 AM 4/9/2008 16:13 4/9/2008 8:49 9-Apr-08 Apr. 9, 08 4.9.2008 4.9.08 4/9/2008 4;9;2008 Wednesday, 09 April 2008 12-31-1753 4/9/08 13:30 PM 2008-044-09 4/9/2008 10:22:00 a.m. Object Type 12/31/9999 0:00 1/4/2010 0:00 6/30/2009 17:08 6/30/2009 17:08 6/30/2009 17:08 6/30/2009 17:08 4/14/2009 0:00 4/9/2009 0:00 3/14/2009 0:00 3/1/2009 0:00 2/22/2009 0:00 4/20/2008 0:00 4/20/2008 0:00 4/9/2008 16:13 4/9/2008 8:49 4/9/2008 0:00 4/9/2008 0:00 4/9/2008 0:00 4/9/2008 0:00 4/9/2008 0:00 4/9/2008 0:00 4/9/2008 0:00 12/31/1753 12:00 AM Definition
The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing. The current year will be entered if the year is missing.
Results in an error Results in an error Results in an error
APPENDIX E: SUPPORTED OCR LANGUAGES

The following languages are supported by Relativitys 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 Chamarro Chechen Chinese (Simplified) Esperanto Estonian Faroese Fijian Finnish French Frisian Friulian Gaelic Irish Gaelic Scottish Galician Ganda or Luganda German Greek Guarani Chinese (Traditional) Hani Chuana or Tswana Hawaiian Corsican Hungarian Croatian Icelandic Crow Ido Czech Indonesian Danish Interlingua Dutch Italian Eskimo 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 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 Sudanese Swahili Swazi Swedish Tagalog Tahitian Tinpo Tongan Tun Turkish Ukrainian (Cyrillic) Visayan Welsh Wend or Sorbian Wolof Xhosa Zapotec Zulu
APPENDIX F: DELETING OBJECT DEPENDENCIES

You may have the security permission to remove any object dependencies on the documents or custom objects that you want to delete. The ability to delete object dependencies is available when you have the security permission Delete Object Dependencies listed in the Admin Operations section of the Security page. With the Delete Object Dependencies permission, you can force the deletion of the current object, which includes deleting its children and unlinking associative objects. These actions are required to remove the current object completely when child and associative relationships exist. Instead of manually removing dependencies, the force deletion feature automatically performs these actions for you.
Option for Deleting Object Dependencies
Click Delete to remove the object and its children, as well as unlink associative objects. You can also view a report listing the affected objects by clicking Dependencies. See Displaying the Dependencies Report on page 407.
Appendix F.1 Displaying the Dependencies Report

The Dependencies Report helps you understand how deleting an object affects its child and associative objects. You may want to run this report before deleting an object or group of objects to determine how this operation will change your workspace. The Dependencies Report is available for workspace-level objects in Relativity, including documents. You can display this report when you delete a single object, or perform a Mass Delete operation. Use the following instructions to display the report from one of these locations:
n
Details Page: Navigate to a parent or child tab in a workspace. Click on the name of an item displayed on the list page. Click Delete on the details page. Click Dependencies on the Delete Details form.
Dependencies Button on Delete Details Form
Mass Delete: Navigate to a tab for an object, or to the Documents tab. On the list page, select the items that you want to delete, and select the Mass Delete option. Click Dependencies on the Delete Details form. See Mass Delete on page 373. Note: When the current object does not have any children or associative objects, the Dependencies button will be disabled.
Appendix F.2 Viewing Dependency Report Results

The Dependencies Report for an object generates a list of its child and associative objects, as well as a count of each object type.
Sample Dependencies Report
When you run a Dependencies Report on an object, the following information is displayed:
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Object Type is used to identify child and associative objects that the current object has a dependency on. Action displays Delete for child objects and Unlink for most associative objects. Relativity performs these actions on child and associative objects when you select the option to force the deletion of the current object. Note: To complete these actions, you must have the security permission Delete Object Dependencies listed in the Admin Operations section of the Security page.
n n
Count indicates the number of each object type that the current object has a dependency on. Connection indicates the type of dependency that exists between the current object and the object type listed in the report. Filter, sort, and page through report results. You can also reset column sizes. These features function similarly to those available on other views. Export report results to Excel.
You can use the following features to view your report results:
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Appendix F.2.1 Special Considerations for Fields

The Dependencies Report provides you with information about the relationship between the current object and other child or associative objects. However, it does not list other objects that reference the fields on the current object because they are not identified as children nor are they linked by an association. When you force the deletion of an object, Relativity may modify the content of the objects fields or delete them. Since other objects may reference these fields, make sure that you have a clear understanding of how they are used in Relativity. The following examples illustrate how the forced deletion of an object affects references to its fields:
n
Analytics Categorization Set: When you create a categorization set, Relativity generates a Category Set Result field, which you can add to searches, views, pivot profiles, and so on. The categorization set result field referenced by these Relativity objects will be blank after you force delete the categorization set. Consequently, any saved searches referencing this field will be blank, and any views using this field as a condition no longer list the condition. Search Terms Reports: Similar to the previous example, Relativity generates a search term results field when you create a search term report. You can add this field to a persistent highlight set. If you force delete the search terms report, the search term results will also be deleted, and the viewer will no longer display persistent highlights based on these results. In this case, the search term results field itself is still referenced by the persistent highlight set, but it does not contain any results.
You can avoid unintended behavior after a forced delete of an object by running Dependencies Reports on its fields before you perform this operation. Display the Delete Details form on the field, and click the Dependencies button. See Displaying the Dependencies Report on page 407.
APPENDIX G: RELATIVITY DESKTOP CLIENT INSTALLATION AND SETUP

The Relativity Desktop Client (RDC)provides the functionality for importing document load, image, and production files, as well as for exporting production sets, saved searches, and folders. You can also use this utility to import and export custom Relativity applications and object information. For details regarding importing applications into Relativity with the RDC, see the Relativity Applications manual.
Appendix G.1 RDC Software Requirements

The RDC 7.1 or higher requires that Microsoft .NET 4.0 and Microsoft Visual C++ 2010 Redistributable is installed on the workstation. Your operating system determines whether you need to download the 64-bit or 32-bit version of these applications:
n
If you are running a 32-bit machine, you must install the RDC 32-bit and the Visual C++ 2010 x86 Redistributable. If you are running a 64-bit machine, you will want to install the RDC 64-bit and the Visual C++ 2010 x64 Redistributable. You may notice a significant improvement in the speed of the RDC with the 64-bit version. However, a 64-bit machine can have both the x86 and x64 redistributables installed at the same time, and it can run the 32-bit or 64-bit version of the RDC.
Appendix G.2 Installing the RDC

You will need to download a copy of the installer for the RDC. To obtain a copy of this application, open a workspace in Relativity. Select the Administration tab, and click Workspace Details to display the Relativity Utilities Console. Depending on the configuration of your machine, click the Download Relativity Desktop Client button for a 32-bit or 64-bit operating system (OS). See Using the Relativity Utilities Console on page 40.
Workspace Details page with console
To install the RDC, click Run on the File Download dialog box, and on any security messages. You will see the setup wizard for the RDC displayed. Click Next to start the installation.
Setup Wizard Welcome dialog box
On the Choose Setup Type dialog box, click on one of the following options:
n n n
Typical installs the most common programs features. Custom provides options to choose application features and location where they will be installed. Complete installs all application features.
Setup Type options
If you selected Custom, you can click on the icons in the tree to select the features that you want to install. Click Reset if you want to redisplay the default settings.
Custom Setup options
You can also use the Disk Usage button to display the amount disk space available and required for the installation. After you have selected your custom settings, click Next to display the Ready to Install dialog box.
Disk Space Requirements
If you selected the Typical or Complete option, you will immediately see the Ready to Install dialog box. Click Install to run the installation wizard.
Ready to Install dialog box
Click Finish when the setup is complete.

Exit Setup Wizard
Your desktop will display a shortcut icon for the RDC.

Relativity Desktop Client shortcut
Appendix G.3 Changing, Repairing, or Removing an RDC Installation

You can also run the installer to modify, repair, or remove an existing installation of the RDC. Run the installer on a machine where the application is installed. Select one of the following options:
n n n
Change allows you to modify the features that are installed. Repair attempts to fix errors in the most recent installation. Remove uninstalls the RDC from your machine.
Change/Repair/Remove options
Appendix G.4 Configuration Settings for the RDC

You can fine-tune the performance of the RDC in your environment by adjusting the configuration settings that control these features:
n
Batch Handling: You have the option to set several configuration settings that control how the RDC uses batches to load records in the database. Large batch sizes may cause timeouts to occur during the loading process because Relativity initially attempts to load all documents or images in these batches. By default, the RDC uses dynamic batch resizing when a timeout occurs to automatically lower the size of the batch and retry the import. The RDC reduces the batch size by 100 until it determines the optimum number of records for import. It can also reduce the number of records when the data size (in bytes) for the batch approaches the value set for the ImportBatchMaxVolume. See Batch Handling Configuration Settings on page 415. Validation and Auditing: You have the option to add configuration settings that control whether the RDC performs validation for native and image file types, as well as native and image file locations for all import jobs. You can also set the level of detail that you want captured in the audit log for all import jobs. These settings must be manually added to the configuration file. See Validation and Auditing Configuration Settings on page 416.
Appendix G.4.1 Batch Handling Configuration Settings

Use these instructions to set custom configuration setting for batch handling in your RDC configuration file: 1. Exit the RDC if it is currently open. 2. Navigate to the kCura.EDDS.Winform.exe.config file on the machine where the RDC is installed. By default, this configuration file is located in the following directory: [Installation_Directory]\kCura Corporation\Relativity Desktop Client Note: Make a backup copy of this file in case you need to rollback any configuration changes made to it. 3. Open the kCura.EDDS.Winform.exe.config file in a text or XML editor. 4. Delete the opening comment tag <! -- displayed before the tag <kCura.WinEDDS>, and the closing tag -> displayed after the tag </kCura.WinEDDS>. See the following illustration.
 <-- Delete comment tag
5. Edit the attribute values as necessary. Modify only the values in the previous code sample.
n
ImportBatchMaxVolume: This value represents the maximum data size (in bytes) for a batch. When the data size approaches this value, the RDC reduces the batch size by 100 using dynamic batch resizing. The default value is 10485760 bytes (or 10 MB). ImportBatchSize: This value represents the initial number of records in an import batch. If dynamic batch resizing is enabled, this value may be reset for a job to accommodate the number of records or the size of the data. The default value is 1000 records. ExportBatchSize: This value represents the number of records in an export batch. The default value is 1000 records. DynamicBatchResizingOn: When default value of True is set, the RDC will automatically use dynamic batch resizing to decrease the batch size by 100 records and retry the import job. When the value is set to False, the RDC will timeout when the import job is too large to complete. MinimumBatchSize: When DynamicBatchResizingOn is set to True, this value represents lower bound on the batch size. Batch sizes cannot be smaller than this value. The default value is 100 records. WaitTimeBetweenRetryAttempts: This value represents the time interval in seconds between import attempts made by the RDC. The default value is 30 seconds.
CreateErrorForEmptyNativeFile: When the default value of False is set, the RDC imports only the metadata for the record associated with an empty file (of 0 KB), and it displays a message on the Warning tab. When this value is set to True, the RDC does not import the metadata for the empty file, and the Error tab displays a message. Note: The RDC does not import empty files. This configuration value controls only the import of metadata, and where information about an empty file is displayed.
6. Save your changes to the file. You can now log in to the RDC.
Appendix G.4.2 Validation and Auditing Configuration Settings

Use these instructions to customize the configuration settings for native and image validation, as well as audit level. Before disabling validation, you may want to confirm that your files are all supported types and that the native file paths in the load files are correct. Otherwise, you may encounter the following issues:
n
When file type validation is disabled, you will not receive any warns about unsupported file types, so these files may be imaged and result in errors. Disabled file type validation also causes the application to set the Relativity Native Types field to Unknown Format. When file location validation is disabled, the RDC may temporarily stop and then restart if the load file lists paths that do not contain files. Similarly, the RDC will stop when the load file does not include a path for a native file, but it will load any files prior to encountering this issue.
Complete these steps to configure file validation and auditing: 1. Exit the RDC if it is currently open. 2. Navigate to the kCura.EDDS.Winform.exe.config file on the machine where the RDC is installed. By default, this configuration file is located in the following directory: [Installation_Directory]\kCura Corporation\Relativity Desktop Client Note: Make a backup copy of this file in case you need to rollback any configuration changes made to it. 3. Open the kCura.EDDS.Winform.exe.config file in a text or XML editor. 4. Delete the opening comment tag <! -- displayed before the tag <kCura.WinEDDS>, and the closing tag -> displayed after the tag </kCura.WinEDDS>. 5. To disable the validation of native file types for the all jobs, add the following setting between the <kCura.WinEDDS></<kCura.WinEDDS> tags:
<add key="DisableNativeValidation" value="True" />
6. To disable the validation of the native file locations for the all jobs, add the following setting between the <kCura.WinEDDS></<kCura.WinEDDS> tags:
<add key="DisableNativeLocationValidation" value="True" />
7. To disable the validation of image file types for the all jobs, add the following setting between the <kCura.WinEDDS></<kCura.WinEDDS> tags:
<add key="DisableImageTypeValidation" value="True" />
8. To disable the validation of the image file locations for the all jobs, add the following setting between the <kCura.WinEDDS></<kCura.WinEDDS> tags:
<add key="DisableImageLocationValidation" value="True" />
Note: To enable validation, you can set any of the values in Steps 5- 8 to False. 9. To disable auditing, add the following setting between the <kCura.WinEDDS></<kCura.WinEDDS> tags:
<add key="AuditLevel" value="NoAudit" />
You can set audit level to any of the following values: FullAudit: Includes create, update, and delete messages. Snapshot is also enabled so all current field values (Audit Details) are captured for updates. This is the default setting. n NoSnapshot: Includes create, update, and delete messages. Snapshot is disabled so current field values (Audit Details) are not captured for updates. n NoAudit: Auditing is disabled. 10. Save your changes to the file. You can now log in to the RDC.
n
Appendix G.5 Running the RDC

To open the RDC, double-click on the shortcut installed on your desktop. When you open the application for first time, the Settings dialog box is displayed.
Options dialog box
Select or enter settings for the following options:

n
Force Folder Preview Default includes options to enable or disable this feature. When it is enabled, the RDC will check the first 1000 records of the load file after you click Import. It then displays the number of folders that will be created. You can use this information to ensure that the load process is behaving as expected. If a large number of folders are listed, you can stop the load file, and verify that the Folder Info field is set correctly. By default, this feature is Enabled. For more information, see the section Importing. WebService URL allows you to enter the URL provided by your Relativity Administrator. This URL is used to establish a connection between the RDC and your server. If the URL path is entered incorrectly, you will be unable to connect the RDC to your database.
Click OK. These settings are stored in your machine registry and they are retained when you upgrade the RDC.
Appendix G.5.1 Logging in to the RDC

To log in, enter your Login name and Password. These are the same credentials you use to log in to Relativity.
Relativity Desktop Client Login
After you log in, the RDC displays a list of workspaces where you have access rights. Use the filter bar to narrow the list. Note: By default, a wildcard is used to filter workspaces in the RDC. For example, enter ELA to find workspaces named ELAN and RELATIVITY. Highlight your workspace and click OK to open it in the RDC. The folder structure of your workspace displays. A new workspace will contain only a root folder, while an existing workspace may contain subfolders that you can display by clicking the plus sign.
Workspace folder structure
Appendix G.5.2 RDC Menu Bar

The RDC menu bar is displayed above the workspace folder structure. It includes the following menu options:
File
o o o
Open allows you to switch between different workspaces. Exit closes the RDC. Refresh updates the folder browser. Import
n n
Tools
o
n n
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 applications from a load file. Some applications are available on the Relativity Customer Portal. Contact support@kcura.com if you do not have an account. Refer to the Relativity Applications manual for more information regarding applications. Export
n n n n
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 subfolders. See Importing on page 82.
Options
o
Settings allow you to change the default value for Force Folder Preview and to enter a WebService URL. Check Connectivity assists in troubleshooting any network and system configuration errors that were encountered while importing and exporting. About displays the version of the RDC.
Help
o
Appendix G.5.3 Right-click Options for Workspace Folders

The RDC also provides right-click options on folders, which you can use to build the workspace folder structure, or to import and/or export directly to and from a folder.
Workspace folder options
When you right-click on a workspace or folder, the following menu options are displayed:
New Folder: Use this option to create subfolders. In the Add New Folder pop-up, enter a folder name and click OK. The new folder will be added to the workspace through the RDC.
Add New Folder dialog box
Import: Use this option to import an image file, document load file, or production file into a specific folder. Highlight the folder, point to Import, and select a file type. If you have metadata, natives and images to load, run the load file import first, then the image file import. See Importing on page 82.
Import menu for files
Export: Use this option to export a specific folder, or a folder and its subfolders. See Exporting on page 200.
Export menu for folders
APPENDIX H: ADDITIONAL RESOURCES

kCura offers comprehensive Relativity documentation and training materials for reviewers, system administrators, and IT professionals. This information is available in manuals, specialized technical documents, and online tutorials, which you can find on the kCura Website and Customer Portal. Review the following lists for more details about selected documents and training materials:
n n n
Documentation on page 421 Extensibility Tools on page 422 Tutorials on page 423
Appendix H.1 Documentation

n n n
Relativity Admin Manual - This document details the Administrative functions within Relativity. Relativity Analytics Manual - This document outlines Relativity's conceptual searching functionality. Relativity Applications Manual - This document describes how to develop and implement custom applications for improved case and matter management, and user experience based on the needs of your environment. Relativity Best Practices Imaging - 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 Certified Admin exam. Additionally, new administrators can use the document's tutorial to become more familiar with the administrative functionality of Relativity. Relativity Client Licensing Guide - This guide includes the instructions for system administrators, who will need to request a license as part of the Relativity installation or upgrade process. Relativity Client SSL Integration Manual - This document walks you through the process of integrating Client SSL into your Relativity environment. 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 Custom Mass Operations Guide - This document describes how to integrate your custom mass operation code with Relativity by updating the case database, and setting specific variables used in JavaScript code. Relativity Database Schema Updates - An overview of the database schema, as well as all schema changes and additions in this version of Relativity. Relativity Building Applications 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 Event Handler Updating and Conversion - This document provides the steps by which one converts Event Handlers to make them usable inside Relativity 7.0. Relativity Event Handlers Manual - This document outlines how to use Event Handlers in document layouts for individual and document objects. Relativity LiveNote Integration Manual - This document outlines the required components and processes for integrating LiveNote with Relativity.
n n
n n
Relativity Load File Specifications - This document outlines the requirements for loading files in Relativity. Relativity Modifying Agent Installations - This document describes how to add new agents to the Relativity configuration file. Relativity Native Imaging Installation Manual - This document describes how to install the Invariant engine, which powers the Native Imaging functionality for converting native files to TIFFs or JPEGs in Relativity. Relativity Pre-Installation Manual -This document guides you through the prerequisite software and operating system installation and configuration steps necessary to prepare your environment for Relativity installation. Relativity Pivot Quick Start - A single page PDF that highlights the different screen areas and icons in the Relativity interface for working with Pivot. Relativity Quick Start - A two-page PDF that highlights the different screen areas and icons in the Relativity interface. Relativity RSA Integration Manual - This document provides you with information related to Relativity's integration with RSA. Relativity Searching Manual - Details Relativity's searching functionality. Relativity Starter Template - This manual is designed to familiarize you with the Starter Template installed with Relativity. Relativity System Keyboard Shortcuts - A one-page PDF listing all system keyboard shortcuts and the actions they trigger. Relativity System Requirements - This document outlines the recommended server setup for running a Relativity environment. Relativity System Requirements 25-50 User Instance - This document outlines the system requirements for hosting Relativity in an environment with 25-50 users. Relativity Upgrade Considerations - Outlines the system requirement changes, general considerations, and timeline to note when making preparations for the upgrade from Relativity 6.0 to Relativity 7.0. Relativity Upgrade Manual - This document is designed to help you successfully update your version of Relativity. 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.
Appendix H.2 Extensibility Tools

Relativity offers the following API extensions:
n
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, update, delete and query some of the most commonly used Relativity object/artifact types in the Relativity environment.
Appendix H.3 Tutorials

n n
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 beginning your review? In this lesson you will learn to work with batches of documents. Reviewing your Documents - Ready to start viewing your documents? Learn how to use the Core Reviewer Interface to see all the versions of your document. Using Pivot - Are you looking for deeper insight into your document set? Learn how Relativity lets you visualize your data, leverage your fields, and discover trends and patterns. Adding Redactions and Annotations - Need to redact or annotate a document? This tutorial explains Relativitys markup sets, and how to apply redactions and annotations. Coding and Tagging Documents - Ready to code your documents? Learn how to work with layouts to code and tag you documents in this tutorial. Using Persistent Highlight Sets - This tutorial shows you how to use the Persistent Highlight Sets panel to manage a list of terms in a document. Working with Related Items - How does a document youre viewing in Relativity connect to other documents in your case? In this lesson, you will learn how to work with a documents related items. Working with Transcripts - In this tutorial, you will learn how to work with transcript documents. Performing Mass Operations - Looking to perform an action on a group of documents? This tutorial teaches you how to perform a mass operation. Conducting a Keyword Search - In this lesson you will learn how to run a keyword search, and filter your results. Conducting a dtSearch - Do you need more detailed searching options than keyword search allows? This tutorial teaches you about dtSearch capabilities. Creating a Saved Search - Looking to combine different Relativity searching techniques in one step? This lesson outlines how to create, edit, and run an advanced search, and filter your results. 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. Customer Portal - This tutorial shows you how the Relativity Customer Portal allows administrators to search solutions, monitor and submit tickets, view and post ideas, run reports, download Relativity content, and subscribe to updates. Customer Portal Answers Forum - This tutorial walks you through using the Relativity Answers forum on the Customer Portal. Using Keyboard Shortcuts - This tutorial demonstrates how to configure keyboard shortcuts to speed up document review. Using the Customer Portal - Dont 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.
n n
Creating Pivot Profiles - Looking for the ability to save a pivot? In this tutorial, youll walk through the steps to create profiles in order to run common pivot queries on different data sets.
INDEX
A
adding choices clients fields groups HTML alerts and links markup sets matters tabs users users to groups workspaces additional resources documentation extensibility tools tutorials Admin mode Agents tab Assemblies tab basics Branding Queue tab Choices tab Errors tab Imaging Queue tab License tab MotD tab OCR Queue tab Production Queue tab Relativity Script Library tab Resource Pools tab Servers tab 299 310 15 306 299 302 302 315 307 303 304 310 311 313 72 18 50 32 53 112 21 45 24 34 37 13, 421 421 422 423
system views tabs Tabs tab User Status tab Views tab agent servers adding to resource pool agents Agents tab enabling starting or stopping viewing server list Workspace Statistics Manager Analytics category example clustering creating an Analytics profile repeated content filter Analytics index console Activate Build Index Cancel Automation Cancel Population Disable Queries Enable Queries Full Population Identify Similar Documents Incremental Population Index Stats Population Stats Refresh Page Resolve Errors Show Errors Analytics profile advanced options
298 16, 298 302 307-309 298 312 299 299 299 313 301 290 394 272 275 283 283 282 282 283 283 280 283 283 284 281 281 283 283 272 274
Concept Stop Words Dimensions dtSearch Noise Words filter configuration Repeated Content Filter API components viewing registered components applications assemblies adding associative objects unlinking auditing Delete mass operation History tab RDC configuration settings user actions
274 274 274 274 274 313 68 310 407 376 231 414, 416 233
setting font size
181
C
CaseMap mass operation categories adding categorization sets categorization example documents excerpts fields Categorization Set Console Categorize All Documents Categorize New Documents Refresh Page Resolve Errors Show Errors Stop Categorization Synchronize 293 293-294 292 291 291 291 291 291 291 291 288 286 287 288 287 288 286 287 287 288 287 287 418 407 290 385
B
Bandwidth Tester download latency latency launching upload latency batch size configuring for RDC batching adding batch sets Batch field checked-out documents views deleting a batch editing a batch set branding Branding Queue tab job status 306 306 414-415 317 317 323 323 321 321 398 400 399 398 401
categorization sets Analytics index Auto Synchronize on Categorize All Categories and Examples Source Categorization Set Console creating Documents to be Categorized Example Indicator Field job information Maximum Categories per Document Minimum Coherence Score checking connectivity Relativity Desktop Client child objects deleting
choices adding admin mode editing clients adding editing clusters creating deleting mass operation replacing command line import conflict checking conversation index parsing
72 72 299 75 18 18 20 394 396 394 396 101 192 109
disk usage Relativity Desktop Client document fields document level load file document level numbering Document Skip example special considerations documents choices deleting dependencies deleting with mass operation domain parsing special considerations downloading latency test dtSearch Active Alphabet auto-recognizable syntaxes 80 407 373 102 109 400 263 266 265 270-271 270 270-271 265 264 271 267 265 265 267 268 268 268 267 267 268 410 80 85 184 403 404 404
D
date formats recognized by RDC and Import API deleting affecting field references auditing mass operation clusters mass operation on documents mass operation on objects object dependencies viewing Dependencies Report dependencies dependencies report categorization set displaying interpreting results search term report documents objects 409 407 408 409 373 375 409 376 396 373 373, 375 407 407 405
credit card date email creating dtSearch index Dictionary link Fragmentation Level Index Share Noise Words Search Index Console Activate Compress Index Deactivate Full Build Incremental Build Refresh Page
Auto Recognizable Date, Email, and CCs
Resolve Errors Stop Build Swap Index Searchable Set Send Email Notification Status dynamic batch resizing configuring for RDC
268 268 268 264 265 266
RDC options saved export settings saved search extracted text importing a load file
418 220 210 92
F
414 Field matching during loading fields 400 75 69 33 113 366 47 30 42 415 302 316 94 310 393 200 223 220 221 200 Generality clustering grace period licensing 316 394 adding defining information editing keywords and notes types file repository adding to resource pool resource pool file transfer mode file validation RDC configuration settings files importing filters using filters on History tab Folder Information Column during loading Force Log Out feature 90 309 232 82 312 311 94 414 416 88 50 50 51 69 68 55
E
EDDS.Distributed virtual directory editing choices fields groups markup sets mass operation tabs users workspaces empty files handling by RDC errors Errors tab licensing loading records event handlers assemblies Export to File mass operation exporting export location folder folder and subfolders production sets
groups adding adding users editing information system
32 32 34 33 35
presentation options spreadsheet options using in Mass Image validation viewing details word processing options imaging set creating
353 350 379 353 355 353 357 357 360 359 405 95 101 82 97 418 96 299 13
H
History tab audited actions fields in view filtering imaging history search history HTML alerts 231 233 231 232 236 234 53
running viewing details Import API date formats importing auditing command line document load files menu options Relativity Desktop Client (RDC) saving settings Interval agents introduction administrators
I
imaging basic imaging engine documents error scenarios imaging queue importing an image file job status mass operation native imaging engine settings status troubleshooting imaging profile caching creating editing email options HTML options 348 346 363 302 97 302 379 349 98 362 365 346 362 346 356 352 353
K
kCura.EDDS.Winform.exe.config updating keyboard shortcuts defining legend managing special considerations system actions user-defined viewer 67 76 40 80 78 79 76 415-416
keyword index
262
expiring generating a request links list properties LiveNote
316 315 53 62 296 296 313 313 82 418 101 93 92 88 83 94 90 95 97 97 82 99 96
L
languages supported for OCR latency downloading testing uploading layouts adding associative object list child object list child/associative object list fields layout layout content tag to transcript text Copy from Previous toolbar creating categories editing layout information editing on a layout inline tagging removing tags reviewer layout options Skip function viewing layout details tags license key applying licensing admin mode error messages 315 316 315 128 142 138 136 136 131 125 128 141 135 129 130 139 140 141 143 144 146 400 399 401 125 406
adding transcripts to workspace integrating load balancing enabling viewing redirection attempts load file importing using in RDC loading command line documents extracted text field matching file and import menu options file transfer mode Folder Information Column import auditing import menu options importing image files load files production files saving import settings
M
markup sets adding copying editing selecting in viewer 112 112 113 113 114
Markups navigating Mass Operation Cluster Delete deleting documents deleting objects Edit Export to File Image Move Print Images Process Transcripts Produce Replace Send to CaseMap Tally/Sum/Average matters adding editing Maximum Hierarchy Depth clustering message of the day admin mode MotD tab Minimum Coherence clustering MotD tab admin mode Move mass operation 371 307 394 307 307 394 115 366 394 373, 376 373 375 366 393 379 371 381 396 376 378 385 383 21 21 23
native types editing nesting tabs network connection capacity testing testing speed
364 365 48 398 399
O
object level permissions object types adding information adding object rule adding object type details selecting rule type objects affects of deletion on field references deleting dependencies deleting with mass operation OCR creating profiles creating sets editing editing permissions job status OCR queue running supported languages viewing audit history viewing errors viewing results viewing status 252 325 334 330 326 328 330 13, 50 409 407 375 335 335 338 337, 344 335 303 303 341 406 335 341 341 338 341
N
native files 91
viewing text
operating systems RDC software requirements optical character recognition (OCR) overlay identifiers override production restrictions overwrite identifiers 410 335 90 192 90
production queue Process Transcripts mass operation Produce mass operation Production Sets adding document sort order editing 253 298 182 30 117 122 119 118 123 120 120 301 298 176 176 177 93 381 306 302 303 header and footer options modifying production information numbering options overriding restrictions running productions selecting relational fields tracking redactions using document level numbering using page level numbering viewing audit history Productions adding documents file settings job status production queue removing documents restrictions propagation applying to documents
304 396 376 180 180 190 196 188 181 182 190 192 184 197 184 182 190 191 43, 100 304 304 191 99 58 60
P
padlock icon page detail views system views page level numbering password reset persistent highlight sets behavior across viewer modes color-coding entering highlight terms importing search terms searching functionality using in viewer persistent messaging Workspace Statistics Manager pickers system views Pivot profiles New Pivot Profile Layout previewing import file Print Image mass operation priority branding queue imaging queue OCR queue
Q
Queue Management tab Branding Queue tab Imaging Queue tab OCR Queue tab Production Queue tab 306 302 303 304
file validation
414, 416 410 418 414 414 419 417 410 418 13 40 275 276 276 276 276 378 396 30 312 311 312 311 43
R
RDC Relativity Desktop Client overview redirection attempts viewing redistributables RDC software requirements relational fields selecting in Production Sets Relativity Analytics index adding new documents Analytics Index console Analytics profile creating Enable Keyword Search Incremental Population Index Status Minimum Coherence Score processing information Relativity Analytics server Searchable Set Send Email Notification Training Set Relativity applications adding fields and choices Relativity compare field Relativity Desktop Client .NET 4.0 auditing changing configuring environment variables date formats dynamic batch resizing empty native files 68 71 410 410 414, 416 414 414-416 405 415 415 410 65 182, 184 276 286 280 277 276 277 286 279 278 280 277 278 277 278 313 410
installing logging in removing repairing right-click options running software requirements viewing menu bar Relativity Objects Relativity Utilities console repeated content filter configuration regular expression repeated content type Replace mass operation replacing a cluster reset password resource pool adding resources admin mode changing creating restrictions productions
S
script compatibility Script library script permissions scripts adding 261 260 255 255 256
copying creating script tabs creating workspace scripts deleting editing library scripts Relativity Script Library tab running library scripts selecting from the Script Library Search indexes Search Terms Reports creating new search terms report persistent highlighting results running search terms reports Security field security permissions Add Group Apply Another Group's Permissions Change Group Permissions Remove Selected Group Send Message feature admin mode Send to CaseMap mass operation server adding to resource pool load balancing resource pool status viewing server list Services API viewing registered components settings document level load file
260 255 257 260 259 260 310 258 257 262 164 164 167-168 166 166 253 238 238 239 238 238 308 385 312 313 311 313 313 313 85
image files production file shortcuts keyboard skip function example special considerations slipsheet printing images SQL insert mode SQL server adding to resource pool removing from resource pool viewing server list stamp identifier printing images Summary Reports adding editing syncs assemblies system actions keyboard shortcuts system fields Relativity compare system groups system views page detail views pickers
98 100 67 403 404 404 381 94 312 312 313 381 171 171 174 310 78 69 71 35 298 298
T
tabs adding admin mode editing 45 45 16, 298 47
nesting Tabs tab admin mode Tally/Sum/Average mass operation transcripts LiveNote integration mass operation for processing transform sets types fields
48 302 383 296 396 102 55
viewing personal items of workspace users workspace details views adding tab views adding view admin mode conditions conversation index indented list editing view entering basic information Equivio indented list fields indented list view numeric indented list 42 39 147 155 147 298 152 161 154 148 162 150 156 163 253 153 155
U
uploading testing latency URL load balancing User Status tab admin mode Force Log Out feature Send Message feature users adding adding to groups editing viewing personal items in workspace viewing status in admin mode 307 309 308 24 24 34 30 42 307 313 398, 401
Security field sort system views
W
Web API viewing registered components web server load balancing WebAPI virtual directory WebService URL setting in RDC Workspace Statistics Manager agent email messages persistent messaging 417 301 301 301 37 37 251 251 313 401 313
V
viewer categorization examples categorization excerpts displaying produced documents selecting markup sets 293 293-294 180 114
workspaces adding admin operations allow dtSearch index swap
assign batches delete object dependencies download Relativity Desktop Client manage object types manage Relativity Applications modify system keyboard shortcuts override production restrictions use pivot/chart view all audits view batch pane view image thumbnails view user status view workspace details browsers editing mass actions cluster export to file mass copy mass delete mass edit mass image mass move mass print image mass produce mass replace process transcript send to CaseMap tally/sum/average permissions security Analytics categorization sets Analytics profiles batch batch set
251 251 251 251 251 251 251 251 251 251 252 251 251 249 42 250 250 250 250 250 250 250 250 250 250 250 250 250 250 239 241 248 247 245 244
choice document fields folders imaging profile imaging sets layouts markup set native types object type OCR profiles OCR sets persistent highlight sets pivot profiles production Relativity applications Relativity script repeated content filters reports search search folder search index search terms report search terms result tab transform transform set view workspace tab visibility viewing details viewing personal items of users
244 241 242 241 247 247 242 244 247 245 247 247 247 246 242 246 245 248 242 243 243 245 246 246 244 246 246 243 241 248 39 42
Y
Yes/No field display values 65

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Relativity Admin Manual

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1.1 Changes to this Version

The Relativity Admin Manual now includes an index.

1.2 Before You Begin

1.3 Relativity Objects

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2 ADMIN MODE BASICS

System Administrators see the options displayed below:

The mode drop-down options are:

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2.1 Admin Mode Tabs

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3.1 Adding a Client

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New Client form

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3.2 Editing Client Information

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4.1 Adding a Matter

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New Matter form

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4.2 Editing Matter Information

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5.1 Adding a User

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New User form

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First name Last name Email address

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User Login Details:

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Use current password makes no changes to the current password.

Send new password New/retype password

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Auto-generate password creates a new, Relativity-valid password.

Popup sends the username and generated password to a pop-up box.

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5.2 Editing User Information

5.3 Reset Password

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6.1 Adding a Group

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New Group form

The fields available on the New Group form include:

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

6.2 Editing Group Information

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Edit Group Link

6.3 Adding Users to Groups