Sei sulla pagina 1di 444
Relativity Admin Manual v7.4 December 4, 2012

Relativity Admin Manual

v7.4

December 4, 2012

Relativity Admin Manual v7.4 December 4, 2012

Proprietary Rights

This documentation (“Documentation”) and the software to which it relates (“Software”) belongs to kCura Corporation and/or kCura’s third party software vendors. kCura grants written license agree- ments which contain restrictions. All parties accessing the Documentation or Software must: respect proprietary rights of kCura and third parties; comply with your organization’s license agreement, including but not limited to license restrictions on use, copying, modifications, reverse engineering, and derivative products; and refrain from any misuse or misappropriation of this Documentation 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 13 1.1 Changes to this Version 13 1.2 Before You Begin 13 1.3 Relativity
1 Overview
13
1.1
Changes to this Version
13
1.2
Before You Begin
13
1.3
Relativity Objects
13
2 Admin Mode Basics
15
2.1
Admin Mode Tabs
16
3 Clients
18
3.1
Adding a Client
18
3.2
Editing Client Information
20
4 Matters
21
4.1
Adding a Matter
21
4.2
Editing Matter Information
23
5 Users
24
5.1
Adding a User
24
5.2
Editing User Information
30
5.3
Reset Password
31
6 Groups
32
6.1
Adding a Group
32
6.2
Editing Group Information
33
6.3
Adding Users to Groups
34
6.4
System Groups
35
7 Workspaces
37
7.1
Adding a Workspace
37
7.2
Viewing Workspace Details
39
7.2.1
Using the Relativity Utilities Console
40
7.2.2
Managing System Keyboard Shortcuts
40
7.2.3
Viewing the Personal Items of Workspace Users
42
7.3
Editing Workspaces
42
7.3.1
Production Restrictions
43
8 Tabs
45
8.1
Adding a Tab
45
8.2
Editing Tab Information
47
8.3
Nesting Tabs
48

9 Fields

50

9.1 Adding a Field 9.1.1 Object 50 50 9.1.2 Field Information 9.1.3 Adding HTML Alerts and
9.1
Adding a Field
9.1.1 Object
50
50
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
51
53
55
58
62
65
65
67
67
68
9.2
Editing Field Information
69
9.3
System Fields
9.3.1 Relativity Compare
69
70
10 Choices
71
10.1
Adding a Choice
71
10.2
Editing Choice Information
74
11 Relativity Keyboard Shortcuts
75
11.1
Keyboard Shortcut Legend
75
11.2
Shortcuts for System Actions
77
11.3
User-Defined Shortcuts
78
11.3.1 Document Fields
79
11.3.2 Document Choices
79
11.4
Special Considerations
79
12 Importing
81
12.1
Importing a Load File
81
12.1.1 File and Import Menu Options
82
12.1.2 Selecting Settings for a Document Level Load File
12.1.3 Field Mapping
84
87
12.1.4 Overwrite and Overlay
12.1.5 Folder Info
12.1.6 Native File Behavior
12.1.7 Extracted Text
Identifiers
89
89
90
91

12.1.8

Loading

92

12.1.9 Error Handling 93 12.1.10 Import Auditing 94 12.1.11 Saving Import Settings 95 12.2 Importing an
12.1.9
Error Handling
93
12.1.10 Import Auditing
94
12.1.11 Saving Import Settings
95
12.2
Importing an Image File
96
12.2.1
Import Menu Options
96
12.2.2
Selecting Settings for an Image File
97
12.3
Importing a Production File
98
12.3.1
Selecting Settings for a Production File
99
12.4
Importing with Command Line Import
100
13
Transform Sets
101
13.1
Domain Parsing
101
13.1.1
Special Considerations
108
13.2
Conversation Index Parsing
108
14
Markup Sets
111
14.1
Adding a Markup Set
111
14.2
Editing Markup Set Information
112
14.3
Copying Markup Sets
112
14.4
Selecting Your Markup Set in the Viewer
113
14.5
Navigating Through Markups
114
15
Persistent Highlight Sets
116
15.1
Entering Highlight Terms
117
15.1.1
Entering Multiple Variations of a Term
117
15.1.2
Guidelines for Persistent Highlight Terms Searches
118
15.1.3
Color-Coding Persistent Highlights
119
15.2
Using the Highlights Fields Source
120
15.2.1
Best practices
122
15.3
Using Multiple Persistent Highlight Sets
123
15.4
Performance of Persistent Highlight Sets
124
15.4.1
Individual Document Size
124
15.4.2
Number of Terms
124
15.4.3
Types of Operators Used
125
15.4.4
Local Machine
125
15.5
Using Persistent Highlight Sets in the Viewer
125
15.5.1
Persistent Highlight Set Behavior Across Viewer Modes
127

15.6

Importing Search Terms for Persistent Highlighting

127

15.6.1 Relativity Component Setup 127 15.6.2 Importing Terms 128 16 Layouts 130 16.1 Adding a Layout
15.6.1
Relativity Component Setup
127
15.6.2
Importing Terms
128
16 Layouts
130
16.1
Adding a Layout
130
16.1.1
Viewing Layout Details
133
16.2
Adding Layout Content
133
16.2.1
Adding the Copy from Previous Toolbar
134
16.2.2
Creating a New Category
135
16.2.3
Adding Fields
136
16.2.4
Adding Text to a Layout
140
16.3
Adding Child and Associative Object Lists
141
16.3.1
Adding Child Object Lists
141
16.3.2
Adding Associative Object Lists
143
16.4
Editing Layout Information
144
16.4.1
Editing Directly on a Layout
145
16.5
Inline Tagging on
Transcripts
146
16.5.1
Adding a Tag to a Transcript
146
16.5.2
Viewing a Tag
147
16.5.3
Removing a Tag
148
16.6
Reviewer Layout Options
149
16.6.1
Using the Skip Function
151
17 Views
152
17.1
Adding a View
152
17.1.1
Enter Basic Information (Step 1)
153
17.1.2
Select Fields (Step 2)
155
17.1.3
Select Conditions (Step 3)
157
17.1.4
Select Sort (Step 4)
159
17.2
Editing
View Information
159
17.3
Adding Tab Views
160
17.4
System Views
160
17.5
Indented List View
161
17.5.1
Conversation Index Indented List
166
17.5.2
Equivio Indented List
167
17.5.3
Numeric Indented List
168

18

Search Terms Reports

169

18.1 Creating a New Search Terms Report 169 18.2 Running a Search Terms Report 171 18.3
18.1
Creating
a New Search Terms Report
169
18.2
Running a Search Terms Report
171
18.3
Search Terms Report Results
171
18.4
Search Terms Reports and Persistent Highlighting
172
18.4.1
Reporting Versus Persistent Highlighting
173
18.4.2
Additional Guidelines for Persistent Highlighting
174
19 Summary Reports
177
19.1
Adding a Summary Report
177
19.2
Editing Summary Report Information
180
20 Pivot Profiles
182
21 Production Sets
186
21.1
Adding a Production Set
186
21.1.1
Production Information
187
21.1.2
Production Numbering
188
21.1.3
Headers and Footers
194
21.1.4
Production Numbering Sort Order
196
21.2
Adding Documents to Your Production
197
21.3
Running a Production
198
21.3.1
Checking Production Conflicts
200
21.3.2
Production Statuses
200
21.4
Viewing Production Set Details
201
21.4.1
Displaying Production Set Details
201
21.4.2
Available Options on Production Set Details
201
21.5
Editing a Production Set
202
21.6
Tracking Redactions on Productions
203
22 Exporting
206
22.1
Exporting a Production Set
206
22.1.1
Production Set - Using Saved Export Settings
207
22.1.2
Production
Set
- Data Source Tab
207
22.1.3
Production Set - Destination Files Tab
207
22.1.4
Running a Production Set Export
214
22.2
Exporting a Saved Search
215
22.2.1
Saved Search - Using Saved Export Settings
215
22.2.2
Saved Search - Data Source Tab
216
22.2.3 Saved Search - Destination Files Tab 22.2.4 Running a Saved Search Export 217 224 22.3
22.2.3 Saved Search - Destination Files Tab
22.2.4 Running a Saved Search Export
217
224
22.3
Exporting a Folder
225
22.3.1 Folder - Using Saved Export Settings
225
22.3.2 Running a Folder Export
225
22.4
Exporting a Folder and Subfolders
226
22.4.1 Folder and Subfolders - Using Saved Export Settings
226
22.4.2 Folder and
Subfolders
- Data Source Tab
226
22.4.3 Folder and Subfolders - Destination Files Tab
227
22.4.4 Running a Folder and Subfolders Export
234
22.5
Saving Export Settings
235
23 History
236
23.1
History View Fields
236
23.2
Filters on the History Tab
237
23.3
Audited Actions
238
23.4
Search History
239
23.5
Imaging History
241
24 Security Permissions
243
24.1
Workspace Permissions
244
24.1.1 Security
24.1.2 Tab Visibility
246
253
24.1.3 Browsers
24.1.4 Mass Actions
24.1.5 Admin Operations
254
255
256
24.2
Permissions for Individual Items (Object Level)
257
24.2.1 Adding the Security Field to a View (Padlock icon)
258
25 Scripts
260
25.1
Creating a Script Tab
260
25.2
Adding a Script
261
25.2.1 Selecting from Script Library
262
25.2.2 Running a Library Script
263
25.3
Editing a Script
264
25.4
Script Library
265
25.4.1 Library Scripts
265
25.5
Script Compatibility and Updates
267
26 Search Indexes 268 26.1 Keyword Index 268 26.2 dtSearch Indexes 269 26.2.1 Creating a New
26
Search Indexes
268
26.1 Keyword Index
268
26.2 dtSearch Indexes
269
26.2.1
Creating a New dtSearch Index
270
26.2.2
Auto-Recognize Date, Email, and Credit Card
276
26.3 Dictionary
277
27
Relativity Analytics
278
27.1 Creating an Analytics Profile
27.2 Creating a Repeated Content Filter
27.3 Creating a Relativity Analytics Index
278
281
282
27.4 Adding New Documents to an Existing Search Index
27.5 Creating Categorization Sets
27.6 Searching on Categorization Fields
292
293
299
27.7 Analytics Categorization
in the Viewer
299
27.7.1
Adding a Document as an Example in the Viewer
300
27.7.2
Adding a Text Excerpt in the Viewer
301
28
LiveNote Integration
303
29
Admin Mode Details
305
29.1 Views
305
29.1.1
System Views
305
29.2 Choices
306
29.3 Agents
306
29.3.1
Workspace Statistics Manager
308
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
309
309
309
310
311
313
314
314
315
316
317
317
29.14 Resource Pools 318 29.14.1 Creating a Resource Pool 318 29.14.2 Adding Resources to the Pool
29.14 Resource Pools
318
29.14.1
Creating a Resource Pool
318
29.14.2
Adding Resources
to the Pool
319
29.15 Servers
320
29.16 License Tab
322
29.16.1
License Expiration and Error Messages
323
30 Batching
324
30.1
Adding Batch Sets and Batches
324
30.2
Editing Batch Set Information
328
30.3
Deleting a Batch
328
30.4
Checking Out Batches
329
30.5
Batch Fields
330
30.6
Building Views for Checked-Out Documents
330
31 Object Types
332
31.1
Adding an Object Type
333
31.1.1
Object Type Details
335
31.1.2
Selecting a Rule Type
337
31.2
Adding Information to Objects
341
32 OCR
342
32.1
Creating an OCR Profile
342
32.2
Editing an OCR Profile
344
32.3
Creating OCR Set
345
32.4
Running an OCR Set
348
32.4.1
Filtering and searching on the OCR Text field
351
32.5
Editing an OCR Set
352
33 Imaging Documents
353
33.1
What is an Imaging Profile
353
33.2
Creating an Imaging Profile
353
33.2.1
Basic Imaging Engine Options
355
33.2.2
Native Imaging Engine Options
356
33.2.3
Spreadsheet Options
357
33.2.4
Email Options
359
33.2.5
Word Processing Options
360
33.2.6
Presentation Options
360
33.2.7
HTML Options
360

33.2.8

Native File Imaging Profile Validation

360

33.2.9 Viewing Imaging Profile Details 362 33.2.10 Editing an Imaging Profile 363 33.3 What is an
33.2.9
Viewing Imaging Profile Details
362
33.2.10 Editing an Imaging Profile
363
33.3
What is an Imaging Set
364
33.3.1
Creating an Imaging Set
364
33.3.2
Viewing Imaging Set Details
366
33.3.3
Running an Imaging Set
367
33.3.4
Monitoring Imaging Status
369
33.3.5
Imaging Error Scenarios
370
33.4
Native Types
371
33.4.1
Editing a Native Type
372
33.5
Troubleshooting Imaging
372
Appendix A: Mass Operations
373
Appendix A.1 Mass
Edit
373
Appendix A.2 Mass
Appendix A.3 Mass
Move
378
Delete
380
Appendix A.3.1 Performing
a Mass
Delete on
Documents
380
Appendix A.3.2 Performing
a Mass
Delete on
Other Objects
382
Appendix A.3.3 Enable or Disable Snapshot Auditing on Delete
383
Appendix A.4 Mass
Appendix A.5 Mass
Appendix A.6 Mass
Appendix A.7 Mass
Produce
383
Replace
385
Image
386
Print Images
388
Appendix A.8 Tally/Sum/Average
390
Appendix A.9 Send to
Appendix A.10 Export
CaseMap
392
to File
400
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
401
401
403
403
Appendix A.12 Process
Transcripts
403
Appendix B: Bandwidth Tester
405
Appendix B.1 Launching the Bandwidth Tester
405
Appendix B.2 Executing
Appendix B.3 Executing
a Latency Test
a Download Test
406
407

Appendix B.4 Executing an Upload Test

408

Appendix C: Document Skip 410 Appendix C.1 Skip Scenario 411 Appendix C.2 Special Considerations 411 Appendix
Appendix C: Document Skip
410
Appendix C.1 Skip Scenario
411
Appendix C.2 Special Considerations
411
Appendix D: Date Formats Recognized
Appendix E: Supported OCR Languages
Appendix F: Deleting Object Dependencies
412
413
414
Appendix F.1 Displaying the Dependencies Report
Appendix F.2 Viewing Dependency Report Results
Appendix F.2.1 Special Considerations for Fields
414
415
416
Appendix G: Relativity Desktop Client Installation and Setup
417
Appendix G.1 RDC Software Requirements
417
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
417
421
421
422
423
424
425
425
426
Appendix H: Additional Resources
428
Appendix H.1 Documentation
428
Appendix H.2 Extensibility Tools
Appendix H.3 Tutorials
429
430
Index
432

1 OVERVIEW

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

  • 1.1 Changes to this Version

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

  • n 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 admin- ister the system. The Relativity User Guide contains information about how reviewers typically use Relativity. Training is also available.

Note: Printable versions of Relativity documentation, including the User Guide and Quick Start Guide, 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. Under- standing 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

Relativity Objects Relativity | Relativity Admin Manual - 14

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 drop- down box containing links to the various modes where you have permissions.

User Greeting

2 ADMIN MODE BASICS When you first login to Relativity, you are presented with a list

System Administrators see the options displayed below:

Modes drop-down

2 ADMIN MODE BASICS When you first login to Relativity, you are presented with a list

The mode drop-down options are:

  • n Workspaces navigates to the workspace list view.

  • n Admin navigates to Admin Modes.

  • n Reset Password opens a pop-up that allows users to change their passwords.

  • n My Settings opens a pop-up that allows the users to change their personal settings.

  • n Logout logs users out of the Relativity Platform. Users not designated as System Administrators will only see the areas that they have permissions to view.

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

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

Under the modes section are three additional links:

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

  • n Support opens a new window containing the Technical Support page of the kCura website, where you can open a support ticket.

  • n 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

Note: The Accessible field indicates whether the workspace was upgraded to match the environment's cur- rent

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

  • n On: An adjusted interface that displays more data in the view by removing the workspace name and white space from the main header.

  • n Off: Relativity’s 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:

n

Clients – See Clients on page 18.

  • n Matters – See Matters on page 21.

  • n Users – See Users on page 24.

  • n Groups – See Groups on page 32.

  • n Views – See Views on page 305.

  • n Choices – See Choices on page 306.

  • n Agents – See Agents on page 306.

  • n Errors – See Errors on page 309.

  • n Queue Management – Includes nested tabs called Production Queue, Branding Queue, Imaging Queue, and OCR Queue. See Admin Mode Details on page 305.

  • n Relativity Script Library – See Script Library on page 265.

  • n User status – See User Status on page 314.

  • n MotD – See Message of the Day (MotD) on page 314.

  • n Assemblies – See Assemblies on page 317.

  • n Tabs – See Tabs on page 309.

  • n Resource Pools – See Resource Pools on page 318.

  • n Servers – See Servers on page 320.

  • n License – See License Tab on page 322.

  • n [Custom] – See Admin Mode Details on page 305.

3 CLIENTS

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

Client Associations

3 CLIENTS Clients are companies or organizations. In Relativity, they are linked with associated Users and
  • 3.1 Adding a Client

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

New Client button

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

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

New Client form

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

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

Client Information:

  • n Name is the name of the client. Name must be between 1 and 50 characters.

  • n Client Number is the billing number for the client. Client Number must be between 1 and 50 characters.

  • n Status is the current status of the client. The default options are active or inactive, but you can add any status value. Use the status value to organize and display lists of clients using Relativity views. See Views on page 152.

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.

  • n Keywords

  • n Notes

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

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

o

o

o

o

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

  • n Save and New records the entered information and launches a blank New Client form.

  • n Save and Back records the entered information and redirects you to the client list.

  • n Cancel ends the client creation process and discards any entered information.

3.2

Editing Client Information

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

Edit link

3.2 Editing Client Information To edit a client, go to the Clients tab and locate the

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

Note: If your Clients tab view list does not contain the Edit field, you can add it. See Admin Mode Details on page 305.

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:

  • n Must be associated with an existing client

  • n May be associated with one or more workspace

Matter Association

4 MATTERS Clients in Relativity are associated with one or more matters. This mirrors the billing

4.1 Adding a Matter

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

New Matter button

4 MATTERS Clients in Relativity are associated with one or more matters. This mirrors the billing

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

New Matter form

New Matter form There are four fields of information required for every new matter. Matter Information:

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

Matter Information:

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

  • n Matter Number is a unique number that identifies the matter. Use this number internally to organize your matters.

  • n Status is the matter’s current status. The default options are Active or Inactive, but you can add any value. This field is useful when organizing and displaying lists of matters using Relativity views. For infor- mation about using the Status field as an organizational tool, See Views on page 305.

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

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

  • n Keywords

  • n Notes

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

  • n Save records the entered information and displays the Matter 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

Edit allows you to edit the matter information. Delete removes the matter from Relativity.

o

o

Back redirects you to the matter list. View Audit displays the matter’s audit history.

  • n Save and New records the entered information and launches a blank New Matter form.

  • n Save and Back records the entered information and redirects you to the matter list.

  • n 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

o o Back redirects you to the matter list. View Audit displays the matter’s audit history.

You may also edit matter information by clicking the matter’s 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 305.

5 USERS

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

User Associations

5 USERS Users are individuals who have access to the Relativity environment. Users are directly associated

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

5.1 Adding a User

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

New User button

5 USERS Users are individuals who have access to the Relativity environment. Users are directly associated

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

New User form

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

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

User Information:

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

  • n Last Name is the user’s last name. This field must be between 1 and 50 characters. The system displays a user as <last name>, <first name>.

  • n Email Address is the user’s email address. While the system won't validate this information, you must enter it in the following format: name@domain.extension. This is useful in email tasks.

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

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

Note: Items on the selected client list are set by a system view. It is possible you will see only a sub- set of items. For more information on editing system views, See Admin Mode Details on page 305.

  • n Relativity Access is a drop-down that allows you to control the user’s access to Relativity.

o

o

Enabled is the default value. Enabled users will be allowed 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.

  • n If a user is in a group with rights to a workspace, their Relativity Access is set to Enabled.

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

  • n Document Skip is a drop-down that allows you to control whether or not the user has the ability to skip documents during review that no longer meet the original conditions of a view due to propagation being enabled. See Document Skip on page 410. 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.)

  • n Authentication Data allows a user to log in using one of several different authentication technologies. Options include:

o

o

o

RSA’s two-factor authentication technology. Enter RSA and then the user's RSA login name. For more information on how to configure Relativity to use RSA, request a copy of the Relativity RSA Integration Manual. Client SSL’s authentication. Enter clientsslcertification:<ISSUERCN>; <ISSUERCN> is the Cer- tificate Authority that issues the certificates the web server expects. For more information on Client SSL, contact support@kcura.com. Active Directory Authorization allows you to use Active Directory login information to authen- ticate users. Contact support@kcura.com if you're interested in linking Relativity user accounts to your Active Directory accounts.

  • n Trusted IPs allows you to set a trusted IP address for users. If a user attempts to log in from an unauthorized IP address, authentication will fail.

Enter an IP address in the following format "###.###.###.###". You can enter multiple IP addresses. Separate each address with a carriage return. Wildcards and network address range formatting options are supported. o Examples:

o

o

o

  • n * matches zero or more characters 192.168.31.*

  • n # matches any single digit 0-9 192.168.31.##

  • n [start-end] matches range of digits 192.168.31. [0-255]

  • n 16 bit mask:

o

o

192.168.0.0/16 same as 192.168.0.0/255.255.0.0 network address range: 192.168.0.0-192.168.255.255

  • n 24 bit mask:

o

192.168.31.0/24 same as 192.168.31.0/255.255.255.0

o

network address range: 192.168.31.0 - 192.168.31.255

  • n 25 bit mask:

o

o

192.168.31.0/25 same as 192.168.31.0/255.255.255.128 network address range: 192.168.31.0 - 192.168.31.127

Note: The 16, 24, and 25 bit masks are used for private networks.

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

  • n 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

o

o

o

First name Last name Email address Item list page length Default selected file type Advanced search default Enable or disable Native Viewer Cache Ahead

  • n 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.

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

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

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

  • n 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.

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

Keyboard Shortcut Icon Enabled

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

User Login Details:

  • n 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 user’s password will unlock the account. You can set the maximum number of failed attempts in the environment configuration, outside of Rel- ativity’s web interface. For more information, see the Relativity Configuration Table guide.

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

User Settings:

  • n 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.

  • n Default Selected File Type is the default viewer mode:

o Viewer

o Native

o Image

o

Long Text

o Production

  • n Skip Default Preference

o

o

Skip advances a user to the next document in the queue that matches the defined view con- ditions when the user clicks Save and Next. Normal allows document review to operate normally, displaying all documents in the queue.

  • n Enforce Viewer Compatibility provides you with the ability to control when users are required 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 Con- figuration 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.

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

  • n 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.

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

Set Password:

  • n Password is used to designate the required action on the user’s password. The choices are:

o

Use current password makes no changes to the current password.

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

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

o

o

Send new password

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

o

  • n The default length of this field is 8, though it can be configured on a system level. For more information, refer to the Relativity Configuration Table.

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

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

o

  • n New / Retype password

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

  • n 8 characters

  • n 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:

  • n User must change password on next login allows you to choose whether the user must reset their password the next time they log in to Relativity.

o

o

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.

  • n New Password is used to type the user’s new password. This field is only available if Manually Set Pass- word is selected.

  • n Retype Password is used to type and verify the user’s new password. This field is only available if Man- ually Set Password is selected.

  • n Send new password to allows the user’s new password to be sent to one of the following:

o

o

Me (email) sends an email to the logged in user

  • n The message appearing in this option can be configured on a system level. For more infor- mation, see the Relativity Configuration Table. This user (email) sends an email to the user on the form

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

o

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

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

  • n This option is only available if Auto-generate Password is selected Additionally, there are two optional fields where extra user information may be recorded:

    • n Keywords

    • n Notes

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

  • n Save records the entered information and displays the User Details page. Within this page, there are four buttons available:

o

o

o

o

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

  • n Save and New records the entered information and launches a blank New User form.

  • n Save and Back records the entered information and redirects you to the user list.

  • n Cancel aborts the user creation and discards any entered information.

5.2 Editing User Information

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

Edit User

n New Password is used to type the user’s new password. This field is only available

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

Note: An Edit link may be added to your user list view if it does not already exist. See Admin Mode Details on page 305.

5.3 Reset Password

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

Reset Password link

Note: An Edit link may be added to your user list view if it does not

The User New Password form opens. Type in a new password and confirm. Click Save.

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

Note: A System Administrator can edit the configuration value "MaxPasswordHistory" to ensure that 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 GROUPS Relativity users are organized by groups. A user can be a member of many

6.1 Adding a Group

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

New Group button

6 GROUPS Relativity users are organized by groups. A user can be a member of many

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

New Group form

New Group form The fields available on the New Group form include: n Name is the

The fields available on the New Group form include:

  • n Name is the group’s 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.

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

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

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

  • n Save records the entered information and displays the Group Details page. Within this page, there are four buttons available:

o

o

o

o

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

  • n Save and New records the entered information and launches a blank New Group form.

  • n Save and Back records the entered information and redirects you to the group list.

  • n Cancel aborts the group creation and discards any entered information.

Although permissions are granted on a group level, no rights were granted during initial group creation. All rights are granted when a group is added to a workspace. See Security Permissions on page 243.

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

Edit Group Link You may also edit group information by clicking the group’s name. This redirects

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

Note: An Edit link may be added to your group list view if it does not already exist. See Admin Mode Details on page 305.

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

Edit Group Link You may also edit group information by clicking the group’s name. This redirects

6.3 Adding Users to Groups

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

  • n From the Group Details page

  • n From the User Details page

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

Add and Remove buttons

n From the Group Details page n From the User Details page To add users from

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

6.4 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 Admin- istration section, you can use the Everyone group to 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:

  • n View

  • n Run

  • n Preview (locked and unlocked scripts)

  • n Create/Write

  • n Edit

  • n Link

  • n 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

Locked

Unlocked Unlocked

 

Script

Script

Script

Script

 

View

Run

Edit

Preview Edit

Preview Write

Link

Script Admin

Script Admin
Script Admin
Script Admin
Script Admin
Script Admin
Script Admin
Script Admin

System

System
System
System

Admin

Standard

Standard * * **

*

Standard * * **

*

Standard * * **

**

User

*With view rights **With add rights

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 tes- timony, and others) in a workspace to facilitate searching, organizing, and categorizing content. In addition, you can use granular security settings to grant or deny permissions to specific content stored in the work- space.

At the workspace level, you can also define views, layouts, fields, and choices. These Relativity features stream- line workflows, as well as simplify the processes for organizing and categorizing content. Views support fil- tering on item lists, while layouts, fields, and choices are used for categorizing documents.

Workspace level features

7 WORKSPACES In Relativity, a workspace provides a secure data repository for documents used in cases

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

New Workspace form The fields available on the New Workspace form include: Workspace Information n Name

The fields available on the New Workspace form include:

Workspace Information

  • n Name is the name used to identify the workspace. This must not exceed 50 characters.

  • n Matter is the case or legal action associated with the workspace. Click the ellipsis (…) button to select a matter. The Select Matter pop-up displays a list of matters based on the conditions set in Mat- tersOnPicker view.

  • n 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 cop- ied to the new workspace:

o Choices Custom tabs User Objects o Fields Groups (and permissions) Imaging Profiles o Layouts Markup Sets Native Types OCR Profiles Pivot Profiles Saved Searches not associated with a dtSearch or Analytics index o Scripts Summary Reports o Views

o

o

o

o

o

o

o

o

o

o

  • n 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.

  • n 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 admin- istrator if you require additional languages.

Resource Information

  • n Resource Pool is a set of servers and file repositories that you can associate with a workspace. 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.

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

  • n Database Location is the SQL server where the workspace database is stored.

  • n Download Handler URL lists the default URL referencing the code responsible for making downloaded files available to users. (This setting is independent of the selected resource pool.)

Other

  • n Keywords are used to filter on the workspace in a view, as well as for other identification purposes.

  • n Notes are used to enter additional comments about the workspace.

Action Buttons

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

  • n 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.

  • n 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, Rel- ativity 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

Workspace Details with Relativity Utilities console You can also use the Action buttons on the top

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

  • n Edit allows you to edit the workspace settings.

  • n Delete removes the workspace from Relativity. Any files added to an EDDS folder, regardless of whether or not they are associated with the database, will be deleted when the workspace is deleted.

  • n Back redirects you to the Workspaces tab.

  • n Edit Permissions allows you to set the workspace permissions. See Security Permissions on page 243.

  • 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:

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

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

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

Note: To use these buttons, you must have security permission for the Admin Operation called Download Relativity Desktop Client. See Importing on page 81 and Exporting on page 206 for information about how to use the Relativity Desktop Client.

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

  • n View Another User’s 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 View- ing 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 Rel- ativity 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 256. On the Workspace Details page, click Manage System Keyboard Shortcuts in the Relativity Utilities console.

System Keyboard Shortcuts page

called Modify System Keyboard Shortcuts . See Admin Operations on page 256. On the Workspace Details

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

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

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

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

called Modify System Keyboard Shortcuts . See Admin Operations on page 256. On the Workspace Details
  • n 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 75.

  • n 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 78.

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 User’s Personal Items.

View Other's Personal Items dialog box

Note: You can create user-defined shortcuts when you add a new field to Relativity. See Adding

Use the following instructions to view personal items:

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

  • n If you do not want to view personal items for workspace users, select user names in the Right box. 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 dou- ble-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 avail- able 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 work- space that you want to update. Click the Edit link associated with the workspace.

Note: If the Edit link is not displayed in the workspace list view, you can add it by updating the view. See Views on page 152.

Edit link

Note: If the Edit link is not displayed in the workspace list view, you can add
  • n On the Workspaces tab, click the name of a workspace, and then select the Workspace Details tab on the Administration 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 198.

Use the following guidelines when working with production restrictions:

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

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

  • n 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.

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

Production Restrictions field

Production Restrictions field n Run your production set. If a conflict occurs you can override the
  • n 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 243.

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

  • n Select a New Production Restriction

  • n 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 Documents is covered in the Relativity User Guide.

  • n Review Batches and Batch Set is covered in the section on Batching.

  • n Summary Reports is covered in the section on Summary Reports.

  • n Search Indexes is covered in the section on Search Indexes.

  • n User Status is covered in the section on User Status.

  • n Search Terms Reports is covered in section on Search Terms Reports.

  • n Transform Sets is covered in the section on Transform Sets and Domain Parsing.

  • n Workspace Details is covered in the sections –Permissions, Workspaces and Editing a Workspace.

  • n Markup Sets is covered in the section on Markup Sets.

  • n Production Sets is covered in the section on Productions.

  • n Pivot Profiles tab is for editing and saving Pivot Profiles.

  • n Fields is covered in the section on Fields.

  • n Choices is covered in the section on Choices.

  • n Layouts is covered in the section on Layouts.

  • n Views is covered in the section on Views.

  • n Tabs is covered in the section on Tabs.

  • n Relativity Applications allows you to create applications built on the Relativity platform using custom objects; refer to the Relativity Applications manual for more information.

  • n Scripts is covered in the section on scripts.

  • n History is covered in the section on History.

  • n Object Type is covered in the section on Object Type.

  • n OCR Profiles is covered in the section on OCR Profiles.

  • n OCR Sets is covered in the section on OCR Sets.

  • n Imaging includes nested tabs called Imaging Profiles, Imaging Sets, and Native Types. All tabs are dis- cussed in the section Imaging Documents.

Depending on the template chosen, your 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

New Tab button The New Tab form is brought up, with required fields in orange and

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

New Tab form

New Tab button The New Tab form is brought up, with required fields in orange and

There are five required fields when creating a new tab.

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

  • n 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-num- bered tab will be the rightmost tab. Items that share the same value are sorted in alphanumeric order.

Note: It’s always a good idea to set Tab Order by 10's, starting with 10, then 20, then 30, etc. Num- bering in groups of 10 allows you to insert an item into any position later in the workspace, without the need to reorder (such as 10, 20, 25, 30, 40).

  • n View Order when clicked displays a list of active tabs and their current order.

  • n Link Type determines the type of tab you would like to create:

o

o

o

Object creates a tab for a non-document object in your workspace. External allows you to link to any URL. Parent establishes the tab as a parent tab. This allows existing tabs to be set as children of the parent tab, thereby creating a drop-down tab structure.

  • n Parent allows the tab to be placed as a child tab in the drop-down list of any parent tab.

  • n Object Type determines which object’s information is displayed in the tab for those specified as Link Type = Object.

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

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

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

  • n Relativity Applications allows you to add this tab to a Relativity Application. Clicking the ellipsis brings up a list of available applications.

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

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

o

o

o

o

Edit allows you to edit the tab information. Delete removes the tab from Relativity. After you click Delete, a confirmation message is dis- played 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 243.

o View Audit displays the tab’s audit history.

  • n Save and New records the entered information and launches a blank New Tab form.

  • n Save and Back records the entered information and redirects you to the Tab list.

  • n Cancel aborts the tab creation and discards any entered information.

8.2 Editing Tab Information

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

Edit link

Edit link You may also edit tab information by clicking the tab’s name. This redirects you

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

Note: An Edit link may be added to your tab list view if it does not already exist. See Admin Mode Details on page 305.

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

Edit link You may also edit tab information by clicking the tab’s name. This redirects you

Parent tab selection

Edit link You may also edit tab information by clicking the tab’s name. This redirects you

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

Do the same for every tab you wish to nest. The tab will disappear from the

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 FIELDS Fields are used to store document metadata and coding choices within Relativity. You can

9.1 Adding a Field

To create a new field, go to the Fields tab and click New Field.

New Field button

9 FIELDS Fields are used to store document metadata and coding choices within Relativity. You can

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

9.1.1 Object

Object Type Drop-down

9 FIELDS Fields are used to store document metadata and coding choices within Relativity. You can
  • n Object Type determines the object that is used to classify the field.

o

o

Object types are created in the Object Type tab. See Object Types on page 332. If you are unsure about which Object Type to select, ask yourself “What object do I want to add information to?” The answer is your object type. For example, if you’d like your new field to store information about a document, select Document.

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

9.1.2 Field Information

Field Information Display

n Object Type determines the object that is used to classify the field. o o Object
  • n Name is the field’s name. This must be between 1 and 50 characters.

  • n Field Type determines the field’s functionality and presentation. For example, a Yes/No field type indi- cates that the reviewer must choose a value of either Yes or No to edit the field. The Types in this list are described in Field Types on page 55

  • n Length is the length of a fixed-length text field.

o

o

The default length is 255 characters. The maximum length is 4,999 characters.

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

  • n Include in Text Index adds the field values to the workspace’s SQL text index.

  • n Unicode allows foreign language characters. Unicode encoding must be enabled before loading any Uni- code data into the field.

  • n Identifier indicates if the field is the workspace’s unique identifier with a value of Yes or No. By default, this drop-down is grayed out and cannot be edited.

  • n Available in Viewer displays this field in the Viewer, allowing the reviewer to check text against the orig- inal document or image. This setting is only editable for long text fields with a Document object type. 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.

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

o Date

  • n Date format displays only the date.

  • n Date Time displays the date and time.

o

Whole Number

  • n None displays the number as a string of numbers.

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

  • n Available in Field Tree places the field and its choices in the Field Tree browser.

o

o

o

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

  • n Field Tree View is used to select a view that determines the values and the order that they are dis- played in 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:

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

o

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

  • n 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.

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

o

o

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.

  • n 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:

o

o

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 com- ments/tracked changes to ensure that the document is reviewed in both its original and edited state.

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

n Open to Associations determines whether an object field can display its information on an associated

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

Mass Replace

Mass Replace The Mass Replace form displays. Select your field from the drop-down and then the

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

Mass Replace The Mass Replace form displays. Select your field from the drop-down and then the

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

Mass Replace The Mass Replace form displays. Select your field from the drop-down and then the

You can also use an Allow HTML enabled field on a layout to search through the active document for all occur- rences of a specific phrase. Add the field to the layout and then place in the following text: <a class="D- ocumentFieldsLink"onclick="top.documentViewer.SearchForTerm('x');">x</a>

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

The example below used the term “Reliant”.

Layout Key Phrase Link

You can also use an Allow HTML enabled field on a layout to search through the

9.1.4 Field Types

The following field types are available in Relativity:

  • n 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:

  • n Fixed-length text fields larger than 500 characters are not optimal.

  • n Go to the Object Type tab and select the Document object. The Control Panel section con- tains a usage field showing 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.

  • n Long text is a text field larger than 4,999 characters.

o

o

The technical limitation of a long text field is 2 GB, but Relativity is usually set to stream only files smaller than 50 MB. The maximum file size is set in the configuration table. The Configuration Table document can be downloaded from the Customer Portal. Examples: Email To, FullText.

  • n Date stores the date, or date and time.

o

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

o

o

o

Many formats are accepted, including SQL-accepted formats that match your SQL server’s regional settings. However, the date will display as mm/dd/yyyy for the US, or dd/mm/yyyy for the UK. Example: Email Sent Date When entering a date field you can use the picker to choose from a calendar or enter a date directly in the field.

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

o

o

This value cannot exceed 2147483647. Example: Page Count

  • n 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

  • n 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

  • n Yes/No is a field that will have one of two values. The default values are Yes and No.

o

o

The display values for Yes and No may be altered. Example: Reviewed

  • n A Single-Choice has a predetermined set of values called choices; only one value may be chosen. For example: Responsiveness.

  • n A Multiple-Choice has a predetermined set of values called choices; more than one value may be chosen.

o

o

Choices may be nested Example: Issues

  • n 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

Users Displayed in Field

Added to layout

Non-administrative group members of a workspace

Added to review batch

Non-administrative group members of a workspace

Used as an owner on a saved search System administrators and other group members of a work- space

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

Note: The Assigned To field displays user information in the format “Last Name, First Name”. 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.

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

  • n Single Object is a field type that you can use to define a one-to-many relationship between 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

n Single Object is a field type that you can use to define a one-to-many relationship
  • n 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 Recip- ient 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

Multiple Object Field with Associative Object Type Relativity automatically creates two fields when you define Multiple

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

Auto-Created Multi-Object Fields

Multiple Object Field with Associative Object Type Relativity automatically creates two fields when you define Multiple
  • n 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 doc- ument’s 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

Propagate To checkbox First, ensure you have checked the Propagate to checkbox. The available options are

First, ensure you have checked the Propagate to checkbox. The available options are dependent on the rela- tional fields set for the workspace. In the above screenshot you see Duplicates, Family, Similar 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

Propagate To checkbox First, ensure you have checked the Propagate to checkbox. The available options are

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

Propagate To checkbox First, ensure you have checked the Propagate to checkbox. The available options are

Field propagation rules are applied when you click Save or Save and Next in a layout - once per edit operation. This means that a secondary propagation will not result from edits that propagate to family or duplicate doc- uments.

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

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

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

  • n Duplicate emails of the parent will be coded as responsive (Duplicate propagation)

  • n Duplicates of the child attachments will not be coded as responsive. (This action would be a Duplicate propagation triggered by Family propagation.)

9.1.5.1 Applying Propagation to Documents in Multiple 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 reviewer’s Skip function is enabled, documents where the conditions of the view is met and propagation was applied will automatically be skipped. This helps expedite the review process. For more information, please see the Users and Review Layout Options sections.

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

  • n AS000001 – AS000005

  • n TS000007 – TS000011 Within these families, two documents are duplicates:

    • n AS000003

    • n TS000009

For example, if a responsiveness field is created to propagate both family and duplicates, and a

Tagging AS000001 as Responsive would tag only the family – indicated in blue.

For example, if a responsiveness field is created to propagate both family and duplicates, and a

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

Mass editing AS0000001 and AS000002 would tag only the family – indicated in blue.

Mass editing AS0000001 and AS000002 would tag only the family – indicated in blue. Mass editing

Mass editing AS000002 and AS000003 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

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

Mass editing AS0000001 and AS000002 would tag only the family – indicated in blue. Mass editing

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

Note: Propagation is a valuable feature but needs to be clearly communicated to all users. There
  • n Linked sets the field as a hyperlink.

o In the example below, the Date field was set to linked: Yes. As a result, date is a hyperlink in the view. Clicking the date entry launches the document AS000001 in the viewer. Similarly, clicking any link within the document will also launch the document in the viewer.

Date Hyperlink

Note: Propagation is a valuable feature but needs to be clearly communicated to all users. There
  • n Filter Type determines which type of filter is available for the field. The filter types are:

o

o

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

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.

o

o

o

o

TextBox displays a textbox that can be queried for text. Several Search operators can be used in the filter box. See the Relativity Searching Manual. 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 dif- ferent search terms and operators. The operators below are used for a fixed-length text fields. Depending on the field type, you will see different operators.

Note: The List filter type should only be used for single-choice lists and Yes/No fields. Applying

o

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

  • n Layouts

  • n Field Filters (via a Select…button)

  • n View Conditions

  • n Advanced Search conditions

  • n 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.

  • n This filter is available for the following field types:

o

o

o

o

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

Note: In the popup picker view drop-down, you can select any view you have rights toUser Manual . Note: depending on the field type you are creating, only specific filters will be available for selection: Relativity | Relativity Admin Manual - 64 " id="pdf-obj-63-8" src="pdf-obj-63-8.jpg">
  • n 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

o

o

not, it is blank and disabled. By default, <All Items> is the popup picker view condition.

  • n Allow Sort/Tally allows you to sort document lists based on the field.

  • n Width is the width (in pixels) of the column in the view. This field may be left blank to accept Relativity’s default, or you may enter your own value.

  • n Wrapping:

o

o

If you select Yes, wrapping includes all of a field’s 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.

  • n Allow Group By - if set to yes, the field will be available to group by when using pivot.

  • n Allow Pivot - if set to yes, the field will be available to pivot on.

  • n For more information on the Pivot function, see the User Manual.

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

  • n List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List, User

  • n TextBox - Fixed Text, Long Text, Date, Whole Number, Decimal, Currency, Object

  • n Custom Only - Fixed Text, Date, Whole Number, Decimal, Currency

  • n Multi-List - Single Choice List, Multiple-Choice List

  • n 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

n List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List, User n TextBox

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

n List - Fixed Text, Whole Number, Decimal, Currency, Single-Choice List, Multiple-Choice List, User n TextBox

The relational field properties are described in the following list:

  • n 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.

  • n 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 doc- ument. This name is displayed in the Include Related Documents box on workspaces, and in the Related Items pane.

Include Related Documents Display on Workspace

Include Related Documents Display on Workspace n Import Behavior option provides you with the ability tohttp://kcura.com/relativity/support/ ), or you can upload a custom icon. Icons should not be larger than 16 x 16 pixels. n Order indicates the position of the Pane Icon on the Related Items pane. At the bottom of this pane, you will see the icons ordered from left to right. Use the following guidelines when ordering icons: o o o 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. n 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 Relativity | Relativity Admin Manual - 66 " id="pdf-obj-65-4" src="pdf-obj-65-4.jpg">
  • n 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:

o

o

Leave blank values unchanged: Relativity imports the fields with blank values.

Replace blank values with identifier: Relativity updates the blank relational field with an iden- tifier value.

Note: When you append documents through the Relativity Desktop Client with a relational field’s 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.

  • n 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.

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

o

o

o

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.

  • n 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.

  • n 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:

  • n Keyboard Shortcut allows you to define a keyboard shortcut for the document field you are editing or creating. This shortcut can then be used to code and edit documents in the core reviewer interface. This setting is only available for document fields and consists of the following checkboxes and drop- down:

o

o

o

o

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 short- cut. 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 Short- cut> warning next to the Key drop-down.

Keyboard Shortcut Field Set

conditions here, nor can you add or edit conditions of a view referenced by a relational

For a list of shortcuts reserved for Internet Explorer, See Relativity Keyboard Shortcuts on page 75. You can- not save duplicate keyboard shortcuts.

Note: You can modify the key combinations for system keyboard shortcuts if you have security per- mission for the Admin Operation called Modify System Keyboard Shortcuts. For more information, See Relativity Keyboard Shortcuts on page 75.

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.

n Relativity Applications allows you to associate this field with an application created in the Relativity
  • n 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.

  • n 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

n Relativity Applications allows you to associate this field with an application created in the Relativity

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

  • n Keywords

  • n Notes

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

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

o

o

Edit allows you to edit the field information. Delete removes the field from Relativity. After you click Delete, a confirmation message is dis- played with the Dependencies button.See Displaying the Dependencies Report on page 414.

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

o

o

o

Back redirects you to the field list. 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 Per- missions.

  • n Save and New records the entered information and launches a blank New Field form.

  • n Save and Back records the entered information and redirects you to the field list.

  • n Cancel aborts the field creation process and discards any entered information.

  • 9.2 Editing Field Information

To edit a field, go to the Fields tab and click the Edit link next to the desired field.

Edit Field

Note: By clicking Edit Permissions, you are only editing rights for the selected field. By default,

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

Note a field’s type cannot be changed once the field has been created.

Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 152.

  • 9.3 System Fields

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

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

  • n Batch, Batch::Assigned to, Batch::Batch Set, Batch::Status are fields that store values related to any document batches. For more information about batching, see the section Batching.

  • n Relativity Compare can be added to a view allowing you to compare the text of one document to another.

  • n Control Number is the workspace identifier. You can rename this field.

  • n Extracted Text stores any FullText or OCR you load into Relativity. It is available as a radio button in the viewer and for searching.

  • n FileIcon is an icon that represents the document’s Relativity Native File Type.

  • n Folder Name is the name of the folder where the document resides. Note that this is just the location folder, not the full folder path.

  • n Has Images is a yes/no field that indicates whether a document has images.

  • n Has Natives is a yes/no field that indicates whether a document has natives.

  • n Has Inline Tags is a yes/no field that indicates whether a document has a right-click tag annotation.

  • n Relativity Image Count stores the number of non-production images associated with a document.

  • n Relativity Native Time Zone Offset is a numeric field that offsets how header dates and times appear in the viewer for emails. If the value in this field is blank or 0 for a document, then the date and time 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 asso- ciated 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 UTC accordingly to avoid putting incorrect time designations on documents you intend to produce, as this could lead to inaccurate productions.

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

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

  • n System Last Modified On represents the date and time the document was last modified.

  • n System Last Modified By represents the user who last modified the document.

  • n System Created On represents the date and time the document was created.

  • n System Created By represents the user who created the document.

  • n <Markup Set Name> is a field created when a markup set is created. Its values are:

o

o

o

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

  • n <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.

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

9.3.1 Relativity Compare

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

n Folder Name is the name of the folder where the document resides. Note that thisRelativity User Manual . Note: The comparison is based on the documents' extracted text. Relativity | Relativity Admin Manual - 70 " id="pdf-obj-69-78" src="pdf-obj-69-78.jpg">

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

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

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

10 CHOICES Choices are the predetermined values that are applied to single and multi-choice list fields.

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

New Choice Form

New Choice Form The fields options for a choice are: n Field is a single or

The fields options for a choice are:

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

  • n Name is the choice value. Choice names can be up to 200 characters.

  • n Order is a number that represents the position of the choice in relation to the field’s other choices. The lower the number, the higher the position on the list. Items that share the same value are sorted in alphanumeric order. Pane order may be any integer positive or negative). No decimals are allowed.

Note: It’s always a good idea to set tab order by 10's, starting with 10, then 20, then 30, etc. Num- bering in groups of 10 allows you to insert an item into any position later in the workspace without the need to reorder all items (e.g., 10, 20, 25, 30, 40).

  • n 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.

  • n 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 single- choice list forms.

  • n Keyboard Shortcut designates a keyboard shortcut for the document choice you are editing or cre- ating. This can then be used to code and edit documents in the core reviewer interface. You will still need to be in edit mode before you can use keyboard shortcuts for choices. This setting is only avail- able for document fields and consists of the following checkboxes and drop-down:

o

Ctrl designates the Control key as part of the combination used to trigger the keyboard short- cut.

o

o

o

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.

  • n CTRL and/or Alt must be used or you will get an <Invalid Keyboard Shortcut> warning next to the Key drop-down.

For a list of shortcuts that you are unable to use because they are reserved for Internet Explorer, 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.

  • n Keywords

  • n Notes

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

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

o

o

Edit allows you to edit the choice information. Delete removes the choice from Relativity. After you click Delete, a confirmation message is dis- played 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 414.

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

o Back redirects you to the choice list.

o

o

o

o

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

o o o o View Audit shows the history of the group Save and New records

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

Note: An Edit link may be added to your choice list view if it does not already exist. See Views on page 152.

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 short-

11 RELATIVITY KEYBOARD SHORTCUTS Keyboard shortcuts allow you to accelerate review by triggering edit and navigation
11 RELATIVITY KEYBOARD SHORTCUTS Keyboard shortcuts allow you to accelerate review by triggering edit and navigation

cut legend along with those used by Internet Explorer. The Shortcut legend is accessible via the ( ) icon; within the legend, you can sort, filter, Export to Excel, and print by right-clicking and choosing the Internet Explorer print option.

Keyboard Shortcut

11 RELATIVITY KEYBOARD SHORTCUTS Keyboard shortcuts allow you to accelerate review by triggering edit and navigation

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 per- mission 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

11 RELATIVITY KEYBOARD SHORTCUTS Keyboard shortcuts allow you to accelerate review by triggering edit and navigation

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

  • n Keyboard Shortcut is the key-combination used to execute the shortcut during document review.

  • n Action is the action that results from using the keyboard shortcut.

  • n Viewer Mode lists the viewer mode for which each shortcut is available. Note that most of the System category shortcuts can be used in all viewer modes.

  • n Category lists the shortcut type. Below, the legend displays only those shortcuts designated by the Sys- tem and Internet Explorer. If you configure additional shortcuts via Field and Choice properties, these will be displayed.

  • n Keyboard Shortcut Tips are listed above the legend:

  • n Shortcuts only execute in the Core Reviewer Interface.

  • n Shortcuts only execute in the Viewer Modes listed in the legend.

  • n If the document viewer is undocked, shortcuts that move the cursor focus to a textbox will only execute if Internet Explorer has a single tab open.

Keyboard Shortcuts Legend

n Keyboard Shortcut is the key-combination used to execute the shortcut during document review. n Action

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:

  • n Alt+E – Switch to Extracted Text

  • n Alt+I – Switch to Image Mode

  • n Alt+N – Switch to Native Mode

  • n Alt+P – Switch to Productions Mode

  • n Alt+V – Switch to Viewer Mode

  • n Alt+M – Toggle Modes (Draft, Normal, Preview) For navigation within a document:

    • n Alt+Left Arrow – Page Up

    • n Alt+Right Arrow – Page Down